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Initial Consultation: Assess organizational needs, define goals, and plan the implementation process.
System Setup: Configure the General Ledger, fiscal year, and account structure, including levels like funds and departments
Data Migration: Transfer existing financial data, such as accounts, vendors, and transactions, into ShelbyNext Financials.
User Access Configuration: Set up user roles and permissions to control access to various system functions.
Module Customization: Tailor modules like Accounts Payable, Payroll, and Purchasing Management to meet specific organizational workflows.
Integration Setup: Connect ShelbyNext Financials with other Shelby products or external systems for seamless data flow (e.g., Membership API integration).
Testing Phase: Validate data accuracy and ensure all modules function as expected before going live.
Training: Provide training for staff on system navigation and module-specific tasks using tutorials and resources.
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ShelbyNext Financials can be customized to fit specific business needs. Here are the key data points highlighting its customization capabilities:
Chart of Accounts: Design and manage a multi-level chart of accounts with customizable account groups, headers, and totals. Sub-accounts can also be created for detailed reporting.
Budgeting Tools: Multiple budget distribution types (e.g., annual, by period, by prior year percentages) allow tailored budget planning.
Approval Workflows: Configure approval paths in the Purchasing Management module based on dollar amounts and approvers.
User Roles and Permissions: Administrators can customize user access rights to specific functions or accounts, ensuring proper segregation of duties.
Custom Reports: Build reports tailored to organizational needs with options for exporting in formats like Excel or PDF.
Account and Level Renaming: Rename accounts and levels (e.g., funds, departments) to align with organizational terminology.
Inactive Accounts and Levels: Mark unused accounts or levels as inactive without losing historical data.
Multi-Site Support: Group funds or departments for multi-site organizations to enable consolidated or segmented reporting.
Recurring Payments: Set up recurring billing schedules for various payment periods in Accounts Payable.
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ShelbyNext Financials
By Ministry Brands Holdings, LLC
ShelbyNext Financials offers extensive training and support options for new users to ensure effective onboarding and utilization of the software.
Video Tutorials: Short, step-by-step instructional videos are available for core functions, accessible directly within the software or through online resources.
Regional Financials Workshops: In-person workshops provide hands-on training on modules like General Ledger, Accounts Payable, Payroll, and Bank Account Management. These workshops include practice databases, detailed workbooks, and live demonstrations.
Self-Paced Learning: Users can access a digital education library with tutorials, documentation, and learning materials for independent study.
Certification Courses: Structured programs offer certification in specific modules to demonstrate advanced proficiency.
Onsite Training: Shelby professionals can conduct customized in-person training sessions at the organization’s location.
Guided Plans: Includes consulting hours, Q&A sessions, and coaching for core modules to assist organizations seeking independent learning environments.
Help Center: A comprehensive online help library provides documentation for general operations and troubleshooting.
In-App Support: Users can access help icons within the software to view relevant tutorials or videos for specific tasks.
Dedicated Consultants: Personalized support is available through skilled consultants who guide users through implementation and ongoing usage.
Community Forum: An online platform allows users to interact with other Shelby customers for advice and shared experiences.
ShelbyNext Financials implements a variety of security measures to protect user data, ensuring confidentiality, integrity, and availability. Below are the key security features:
Encryption: Sensitive data is encrypted both in transit and at rest to prevent unauthorized access.
Regular Backups: Automated backups ensure data recovery in case of loss or system failure.
Role-Based Permissions: User roles and permissions are customizable to limit access to sensitive information.
Multi-Factor Authentication (MFA): Adds an extra layer of security for user logins.
Customizable Password Policies: Admins can enforce password complexity requirements, such as length, special characters, and lockout thresholds after failed login attempts.
Audit Trails: Tracks all user activity, including changes to financial data, for accountability and fraud detection.
Activity Logs: Maintains logs of system access and actions for monitoring and compliance purposes.
Regulatory Adherence: Complies with financial data regulations like GAAP and FASB standards.
ShelbyNext Financials releases updates regularly, typically several times a year, to enhance functionality, address bugs, and ensure compliance with regulatory changes. These updates include both major version releases and hotfixes for immediate issues. Below is an overview of how updates are managed:
Major updates are released quarterly or biannually, often including enhancements to modules like Accounts Payable, Payroll, and General Ledger.
Hotfixes are deployed as needed to address critical issues or urgent compliance requirements (e.g., tax form updates).
Automatic Updates: For cloud-based users, updates are automatically applied without user intervention to minimize downtime.
Release Notes: Detailed release notes accompany each update, outlining new features, fixes, and enhancements.
Testing and Validation: Updates are rigorously tested before deployment to ensure stability and compatibility with existing features.
ShelbyNext Financials has clear policies on data ownership and portability, ensuring customer control and secure handling of their data. Below are the key points:
Customer Ownership: All data entered into ShelbyNext Financials by the customer is owned by the customer. Shelby Systems does not claim ownership of this data.
Access for Support: Shelby Systems may access customer data only in limited circumstances, such as providing technical support or performing requested backups, and always with the customer's permission.
Aggregate Data Use: Shelby Systems may use anonymized, aggregated data to improve its services but ensures that this does not identify individual customers or organizations.
Export Options: Customers can export their data from ShelbyNext Financials in formats like CSV or Excel, making it easy to transfer or back up their records.
API Integration: The platform supports API-based integrations, allowing seamless data synchronization with other systems for enhanced portability.
ShelbyNext Financials offers flexible terms for scaling up or down to accommodate changing organizational needs. Below are the key points:
Modular Design: Add new modules (e.g., Payroll, Accounts Payable) as organizational requirements grow.
User Licenses: Increase the number of user licenses to accommodate additional staff or volunteers.
Custom Chart of Accounts: Expand account structures with additional levels or sub-accounts for more detailed financial management.
Multi-Site Support: Scale to manage multiple campuses or departments by grouping funds and accounts.
Integration Expansion: Connect with additional ShelbyNext tools, such as Membership or Giving, for seamless data synchronization.
Deactivating Features: Reduce active modules or features no longer required, such as specific integrations or advanced reporting tools.
Adjusting User Access: Decrease the number of user licenses if fewer team members need access.
Simplifying Account Structures: Consolidate accounts or deactivate unused levels to streamline reporting and management.
ShelbyNext Financials has specific terms and conditions for contract renewal and cancellation, ensuring flexibility and clarity for its users. Below are the key details:
Automatic Renewal: Contracts are typically set to renew automatically unless the customer provides notice of termination within a specified period (e.g., 30–60 days before the renewal date).
Renewal Notification: Shelby Systems may send reminders or notifications about upcoming renewals to ensure customers are aware of their options.
Adjustments During Renewal: Customers can renegotiate terms, adjust service levels, or modify the scope of their subscription during the renewal process.
Cancellation Notice: Customers must provide written notice to cancel their subscription, typically requiring a 30-day notice period.
Cancellation Process: Cancellation requests can be initiated through the ShelbyNext platform, requiring details such as the organization name, account number, and products in use (e.g., Financials).
Data Access Post-Cancellation: Upon cancellation, customers are given a limited time (e.g., 30 days) to retrieve their data before it is permanently deleted from Shelby’s servers.
ShelbyNext Financials meets several compliance standards to ensure accurate financial management and regulatory adherence for churches, ministries, and non-profits. Below are the key compliance standards supported by the software:
GAAP Compliance: Ensures adherence to Generally Accepted Accounting Principles (GAAP), providing robust financial reporting and audit readiness.
FASB Standards: Complies with Financial Accounting Standards Board guidelines, including non-profit Net Asset accounting rules.
Federal, State, and Local Tax Compliance: Maintains up-to-date tax tables and supports payroll reporting for Form 941, W-2, and other government filings.
E-File Reporting: Facilitates electronic submissions for payroll-related documents to meet IRS requirements.
Audit Trail: Provides transparent tracking of all financial transactions to support internal and external audits.
