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...
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FINANCE
At the heart of things
Tracey Barrett Account Manager &
Terry Carter – Technical Consultant
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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!
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What does Progress tell us?
Financial Transactions
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What does it all mean?
Detailed/Simplistic
Configure to your individual viewing preferences!
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What information does the finance tab store?
Who added the transaction/ time/date
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Gift Aid Information available:
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Documentation information
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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
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How to configure the tab
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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
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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
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Soft crediting a transaction
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Soft crediting view on both records
The Payers Record
The Soft creditors Record, e.g.
In Mem, Challenge Fundraiser
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In Progress
Entering Transactions
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The options for entering transactions into Progress
Progress
Database
Web
Service
Individual
transactions
Batch
Processing
Mass data
imports tools ProgressCRM User
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How transactions can be entered into
Progress
• Progress toolbar OR
• Finance Tab toolbar
• F10 (Keyboard Shortcut)
Progress
Database
Individual
transactions
ProgressCRM User
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Individual Transactions
Overview
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Adding a single transaction – Standard View
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Income Processing
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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).
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Taking Card Payments & PCI Compliance
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How transactions can be entered into Progress
Progress
Database
Batch
Processing
ProgressCRM User
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Batch Entry
Overview
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• Often referred to as Transaction Entry
• Separate Utility
(Installed as standard with ProgressCRM)
• Security - access needs to be granted
Batch Entry Utility
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• 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
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Batch entry for Income Processing Clients
Batch sits in the back ground
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Batch entry for Income Processing Clients
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Batch entry for Income Processing Clients
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Batch entry for Income Processing Clients
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Batch entry for Income Processing Clients
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Batch entry for Income Processing Clients
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How transactions can be entered into Progress
• Standard Import Utility – Wizards
• Payment File Process Routines
• SQL Imports
Progress
Database
Mass data
imports tools
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Data Import Utility
Importing Data Files
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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
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Payment File Process
Importing Data
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Finance/Utilities/Import Payment Files
Import data from:
• The Bank
• CAF
• Just Giving
• Tele Marketing Agencies
• Website
• Sales (SOP)
• and other from external agencies
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• 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
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• 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
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• 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
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Web Service
Overview
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How transactions can be entered into Progress
Progress
Database
Web
Service
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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
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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
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What’s behind a code?
Finance
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Transaction Type
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Payment Method
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& how they relate to Finance
Payment Plans
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Payment Plans
• Committed Gift
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The Direct Debit Process
How it works
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Regular Giving: Payment Plans,
Membership, Sponsorship
Inputting to ProgressCRM
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Lodgement - Awaiting
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Generate AUDDIS Lodgement file
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Pending Lodgement
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Update Lodgement status to Active
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Generate Transactions – Debt lines
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Generate Batch File
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Collections Bacs File
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BACS Collection
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• 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
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& Fundraising
Finance
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Finance & Fundraising
• Appeal Source Code
• Use Segmentation code – CH mailing
• Finance table will pick up the segment code
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Fundraising Income analysis
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Utilities – what do they do?
Finance
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Finance/Utilities:
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Account System Interface
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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
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Finance/ Configuration/Lookup tables…
Nominal Ledger codes
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Fundraising/ Configuration/Lookup tables…
Nominal Ledger codes via FUNDS
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Or even Source code Analysis Codes
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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
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Step 4 – Run accounts interface program
Progress
CRM
Accounting
package
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Step 4 – Run accounts interface program
Progress
CRM
Accounting
package
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Transactions exported as shown in Progress
The Post Ref is the
Reference for export,
ideally make each
batch unique
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Calculate Balance
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Finance Table Balance Calculated
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What is Part of Balance?
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Credit Card Clear Down
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Currency Converter
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Any Questions?