Accounting data

Accounting data#

Accounting data describes the money that we know we have spent or that we highly expect to receive. Our accounting actuals come from SAGE Intacct, managed by our CS&S project accountant.

Accounting infrastructure guide (SAGE Intacct)

For visualizations of this data, see our finance dashboards.

Monthly reports and accounting actuals#

Each month, CS&S closes the books and updates our budget projections with the latest actuals. See the monthly process for how this works.

Our custom accounting GL codes#

We have a few custom GL Codes for use within the CS&S accounting system. These help us categorize transactions more effectively. Here is a summary:

Code

Description

4220 Revenues: Services

A parent category for this collection of services, we need this as a parent category for CS&S’s system.

4221 Revenues: Services: Membership fees

For recurring membership fees. This is the recurring part of our 3-tier menu.

4222 Revenues: Services: Cloud cost recovery

For pass-through cloud costs. For when we pay for infrastructure on behalf of communities and then pass the costs to them.

4223 Revenues: Services: Usage fees

Calculated each month based on a community’s usage. Currently defined by Monthly Active Users.

4224 Revenues: Services: Service fees

Fees for services not included in recurring membership fees. Basically, anything that isn’t cloud costs, usage, or recurring monthly membership fees.

7060 Program Expenses: Cloud Costs

A parent category for cloud costs.

7061 Program Expenses: Cloud Costs: Recoverable

Cloud costs that we aim to recover from communities. Our goal is to make this equal $0 after subtracting recovered costs from 4222: Revenues: Services: Cloud cost recovery.

7062 Program Expenses: Cloud Costs: Nonrecoverable

Cloud costs for running our own infrastructure. We do not recover any of these costs.

CS&S accounting contact#

Code for Science and Society has an accounting team that manages our books in SAGE Intacct, helps us define annual budgets, and can provide us guidance on accounting questions. We also have a dedicated project accountant named Josmil Reyes that focuses his time on 2i2c. If you have any questions for CS&S regarding accounting, send an e-mail to fsp@codeforsociety.org and it will be routed to Josmil.

Programmatic access to Sage data#

Daily snapshots in 2i2c-org/data-private#

We maintain a daily snapshot of our accounting actuals (GL transactions and related data) exported from Sage Intacct in the 2i2c-org/data-private repository. See Data repositories for an overview of our data repositories, or the Sage dataset README for what’s in the export, how it’s refreshed, and how to download it from another repo.

Direct access to the Sage Intacct API#

The data above should be all that you need, but if you need to access the Sage API directly, here’s a brief explanation.

We use the XML Gateway API (not the newer REST API). See those docs for instructions.

You need both a Sender and a User credential to access the API. Credentials are in our team Bitwarden under the entry Sage Intacct API Admin.

The values you’ll need are:

  • SENDER_ID

  • SENDER_PASSWORD

  • USER_ID

  • USER_PASSWORD

  • COMPANY_ID