FINANCE At the heart of things - advsol.com · A key refresher sessions covers all the key features...
Transcript of FINANCE At the heart of things - advsol.com · A key refresher sessions covers all the key features...
FINANCE
At the heart of things
Tracey Barrett Account Manager &
Terry Carter – Technical Consultant
A key refresher sessions covers all the key features in the finance tables, how they link to other areas of the system, handling batch entry, income processing, direct debit management, card processing, financial file imports from 3rd parties, and much more.
At the heart of things….FINANCE!
What does Progress tell us?
Financial Transactions
What does it all mean?
Detailed/Simplistic
Configure to your individual viewing preferences!
What information does the finance tab store?
Who added the transaction/ time/date
Gift Aid Information available:
Documentation information
Related Information stored in the Finance table
• RELPVKEY, RELNOTE - Soft Crediting
• RELCNKEY , RELCNNOTE - Related Contact History, linked/DM
• RELEVREG, EVENT_ID - Event Registration
• MEMKEY – Membership
• ADTKEY – Sponsorship
• PP KEY - Payment Plan
• GAKEY – Gift Aid
• ORDNO – Sales Order Processing
How to configure the tab
Finance screen Identifying the different
records in standard Grid View
Move between record,
prior, next, 10 forward
10 back 1st & last
Enter
payment
Amend/view
existing transaction
Filter
Calculate Balance
View un-posted
transactions
(Batch Entry)
Switch between
grid & list view
Hide Paid,
Soft credits,
No Acknowledgements
Filter by
Department
Colour coded transactions
Black: Completed transactions (no amount due)
Red: Outstanding transaction (debt)
Can be generated from payment plans (pp, mems, spon)
Blue: Overpayment/Credit – for example Matched Transactions option
Grey: Cancelled transaction Status D
Yellow: Soft credited transaction
Highlighted as paid by someone else & only shown when soft credit box it ticked
Soft crediting a transaction
Soft crediting view on both records
The Payers Record
The Soft creditors Record, e.g.
In Mem, Challenge Fundraiser
In Progress
Entering Transactions
The options for entering transactions into Progress
Progress
Database
Web
Service
Individual
transactions
Batch
Processing
Mass data
imports tools ProgressCRM User
How transactions can be entered into
Progress
• Progress toolbar OR
• Finance Tab toolbar
• F10 (Keyboard Shortcut)
Progress
Database
Individual
transactions
ProgressCRM User
Individual Transactions
Overview
Adding a single transaction – Standard View
Income Processing
Card Processing Module
• Lodge details of debit/credit cards with
PayPoint
• The database does not store credit
card details
• Do not need to comply with the
Payment Card Industry (PCI) Data
Security Standards (DSS).
Taking Card Payments & PCI Compliance
How transactions can be entered into Progress
Progress
Database
Batch
Processing
ProgressCRM User
Batch Entry
Overview
• Often referred to as Transaction Entry
• Separate Utility
(Installed as standard with ProgressCRM)
• Security - access needs to be granted
Batch Entry Utility
• Batch totals must balance before
ProgressCRM will allow you to post
• Make a note of the batch number
• Click the Post Batch Icon
• You will be returned to the main screen
Posting the Batch
Batch entry for Income Processing Clients
Batch sits in the back ground
Batch entry for Income Processing Clients
Batch entry for Income Processing Clients
Batch entry for Income Processing Clients
Batch entry for Income Processing Clients
Batch entry for Income Processing Clients
How transactions can be entered into Progress
• Standard Import Utility – Wizards
• Payment File Process Routines
• SQL Imports
Progress
Database
Mass data
imports tools
Data Import Utility
Importing Data Files
Creating black lines
Only pay off red lines if know the Pay No field.
New Contacts:
1. N&A import
2. Donation imports wizard
Existing Contact:
• Add new donations using the Donation import wizard. (If no PV key known)
• Otherwise need to follow same process as for new contacts, so PV keys are written back to the source file
Standard Import Utility – Financial Transactions
Payment File Process
Importing Data
Finance/Utilities/Import Payment Files
Import data from:
• The Bank
• CAF
• Just Giving
• Tele Marketing Agencies
• Website
• Sales (SOP)
• and other from external agencies
• To Import :
• Standard, common format bankers order files
• Pay of RED finance lines, turn them to BLACK
• Custom imports; Just Giving, Web files etc.
• FLEXIBLE IMPORTING!
• NOT restricted to updating finance records
• Totally customisable, meaning you can update ANY & EVERY table on the database
Aim of the Import Payment Files
• A SQL Script is written
• Source File data is mapped matching each
required field to a column in the custom SQL Table.
• Therefore need to set pre-defined rules
Finance/Utilities/Import Payment File
• The Fundraiser is matched or added to Progress
• The donor if known is matched or added to Progress and
donations are added on the donor record and soft credited to the
fundraiser.
• Anonymous donations are added to the fundraiser.
• Donation field needs to be specified as are several on the file e.g.
net, gross etc.
• The amount from the Gift Aid file is matched to the donation
record.
• Transaction/Payment type needs to be defined as non gift aid
• Donation Source or Appeal Name need to be mapped to a 10
character code for Progress
PFP A Just Giving/Virgin Example
Web Service
Overview
How transactions can be entered into Progress
Progress
Database
Web
Service
Web Service
Login: fred
Password: ******
Go
Method=Authenticate
User name=fred
Password=******
?
User enters
credentials Web site creates
and transmits
XML message to
the PWSI
PWSI processes
the message –
interrogates the
database to
authenticate the
user
Progress Web Service example
Welcome
Frederick!
Upgrade?
Method=Authenticate
User name=fred
Password=******
Result=Found
Name=Frederick
User takes
next steps… Web site receives
the result and
continues
accordingly
PWSI returns the
result to the calling
application (in this
case - found
What’s behind a code?
Finance
Transaction Type
Payment Method
& how they relate to Finance
Payment Plans
Payment Plans
• Committed Gift
The Direct Debit Process
How it works
Regular Giving: Payment Plans,
Membership, Sponsorship
Inputting to ProgressCRM
Lodgement - Awaiting
Generate AUDDIS Lodgement file
Pending Lodgement
Update Lodgement status to Active
Generate Transactions – Debt lines
Generate Batch File
Collections Bacs File
BACS Collection
• PDD can eliminate paperwork
• Reduce delays
• Better accuracy
• Sign up payers more quickly
• Better service
• More simple for customers
• Reduces drop off rates
Paperless Direct Debit Advantages
& Fundraising
Finance
Finance & Fundraising
• Appeal Source Code
• Use Segmentation code – CH mailing
• Finance table will pick up the segment code
Fundraising Income analysis
Utilities – what do they do?
Finance
Finance/Utilities:
Account System Interface
Integration users
cross references set
up in ProgressCRM
configuration
Account Transactions
Account Transactions ProgressCRM Transactions
Transaction Type
Payment Method
Dates, values, VAT,
coding, reference,
batch no etc
Department
Source
Fund
Nominal Ledger,
transaction coded
for correct sales,
account
department etc.
Corresponding
bank account
transaction
Finance/ Configuration/Lookup tables…
Nominal Ledger codes
Fundraising/ Configuration/Lookup tables…
Nominal Ledger codes via FUNDS
Or even Source code Analysis Codes
Step 1 –Locate transactions to be exported
Step 2 –Produce interface audit report
Step 3 –Produce export data file
Step 4 –Run accounts interface program
Step 5 –Update transactions as exported
5 Step Process
Step 4 – Run accounts interface program
Progress
CRM
Accounting
package
Step 4 – Run accounts interface program
Progress
CRM
Accounting
package
Transactions exported as shown in Progress
The Post Ref is the
Reference for export,
ideally make each
batch unique
Calculate Balance
Finance Table Balance Calculated
What is Part of Balance?
Credit Card Clear Down
Currency Converter
Any Questions?