Organization Settings
Why Organization Settings Matter
Your organization settings define how BeeKeeper works for you. Correct settings ensure:
- Accurate fiscal year reporting
- Proper tax document preparation
- Correct contact information
- Appropriate accounting treatment
Accessing Settings
- Click Settings in the main navigation (admin users only)
- The Settings home page shows an overview of your organization
Note: The Settings section is restricted to admin users. Editors and Viewers cannot access Settings.
Settings Navigation
Settings has its own top navigation with six sections:
| Section | Purpose |
|---|---|
| Home | Organization info, fiscal year, accounting method, and usage stats |
| Chart of Accounts | Manage accounts, codes, types, and Form 990 line mappings |
| Billing | Manage your subscription through the Stripe billing portal |
| Financial Connections | Connect and manage bank account links |
| Rules | Create transaction rules for auto-categorization |
| Team | Invite users and manage permissions |
Organization Information
Basic Details
| Field | Description | Example |
|---|---|---|
| Name | Common name used in the app | Lincoln Elementary PTA |
| Legal Name | Official registered name | Lincoln Elementary Parent Teacher Association, Inc. |
| Organization Type | Type of school organization | PTA, PTO, Booster Club, ASB |
Contact Information
| Field | Description |
|---|---|
| Address | Mailing address (street, city, state, ZIP) |
| Phone | Contact phone number |
Tax Information
| Field | Description | Format |
|---|---|---|
| EIN | Employer Identification Number | XX-XXXXXXX |
Your EIN is required for Form 990-EZ reporting. If you don’t have an EIN, apply at IRS.gov.
Fiscal Year Configuration
Setting Your Fiscal Year Start
Most school organizations use a fiscal year aligned with the school year:
| Start Month | Common Users |
|---|---|
| July | PTAs, PTOs (most common) |
| September | Some booster clubs |
| January | Organizations aligned with calendar year |
To change:
- Go to Settings > Home
- Select Fiscal Year Start Month
- Click Save
Important: Changing fiscal year start affects report date ranges. Make this change before entering transactions when possible.
How Fiscal Years Work
If your fiscal year starts July 1:
- FY 2024-2025: July 1, 2024 - June 30, 2025
- FY 2025-2026: July 1, 2025 - June 30, 2026
BeeKeeper automatically:
- Labels fiscal years correctly
- Sets appropriate date ranges for reports
- Aligns budget periods
Accounting Method
Cash vs. Accrual
| Method | Description | Best For |
|---|---|---|
| Cash | Record when money changes hands | Most PTAs (simpler) |
| Accrual | Record when obligation occurs | Larger organizations |
Cash Accounting Example:
- You order supplies on January 15
- You pay on February 1
- Record expense on February 1 (when cash leaves)
Accrual Accounting Example:
- You order supplies on January 15
- Invoice dated January 15
- You pay on February 1
- Record expense on January 15 (when obligation created)
Recommendation
Most PTAs should use cash accounting because:
- Simpler to understand and maintain
- Matches bank statements directly
- Easier for volunteer treasurers
- Sufficient for most nonprofit reporting
Organization Usage Stats
The Settings home page displays your current usage:
| Metric | Description |
|---|---|
| Accounts | Number of active accounts in your chart of accounts |
| Financial Connections | Number of linked bank accounts |
| Transactions | Total journal entries recorded |
Use these counts to verify setup completeness and monitor activity.
Switching Organizations
If you manage multiple organizations:
- Click the Account menu at the bottom of the sidebar
- Select Switch
- Choose from your available organizations
Each organization has:
- Separate chart of accounts
- Independent transactions
- Own users and permissions
- Individual settings and subscription
Best Practices
Initial Setup
- Enter complete legal name and EIN
- Set correct fiscal year start
- Choose accounting method before entering transactions
- Verify address for official correspondence
Annual Review
At the start of each fiscal year:
- Verify contact information is current
- Confirm EIN is correct (doesn’t change)
- Review fiscal year alignment
Transition Periods
When leadership changes:
- Review and update contact information
- Ensure new officers have appropriate access
- Don’t change fundamental settings (EIN, fiscal year) without need
- Use the Transition Kit to share a comprehensive overview
Making Changes
What You Can Change Anytime
- Organization name
- Address and phone
- Contact information
What to Change Carefully
- Fiscal Year Start: Best changed before new fiscal year begins
- Accounting Method: Best set once and not changed
- EIN: Should never change (it’s permanent)
What Requires Support
- Deleting an organization
- Merging organizations
- Transferring data between organizations
Limitations
- One EIN per organization
- Cannot change accounting method for historical periods
- Organization names must be unique in BeeKeeper
- Address does not validate against postal database
Common Questions
Can I change our organization name? Yes. Change the Name field. Legal Name should remain as officially registered.
What if we change our EIN? Organizations rarely change EINs. If yours has changed (merger, reincorporation), update the field. Historical reports will reflect the new EIN.
Can I backdate a fiscal year change? No. Fiscal year changes apply going forward. For historical reporting, generate reports with custom date ranges.
How do I delete our organization? Contact BeeKeeper support. Organization deletion is permanent and cannot be undone.
Can multiple organizations share an account? No. Each organization is independent with its own data, users, and settings.
What happens to our data if we cancel? Export your data before canceling. After cancellation, data is retained for 90 days, then permanently deleted.
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