Financials: Using the Financials Screen

Financials: Using the Financials Screen

1. The Financials screen allows you to see all of your financial transactions in one place. From here you can search financial transactions, view transactions that have happened, and bulk update Account and Class.
2. The Financials screen will let you see transactions that have been added to your system in real time; this makes it especially good for helping accounting staff to know what transactions have taken place each day/week/month and for program staff/managers to know what transactions have come in online each day/week/month.
3. The Financials transactions shows all transactions across contacts, type of transaction, payment mode, etc., which makes it ideal for viewing and searching all transactions.
4. However, other than bulk updating Account and/or Class, the Financials is a "view only" screen - you can view transactions, but you cannot edit or delete them from here. That can only be done from the Invoices area.
5. The Financials and Invoices area are two different ways of looking at and interacting with financial transactions. Generally, the Invoices area is arranged by contact and is for viewing all transactions done by a single person; it is also for interacting with transactions (editing and deleting transactions). The Financials area is more for viewing all transactions together and for reconciling your CRM to your bank account, bank statements, accounting software, etc.
6. To get started, from the Main Menu, select Financials to open the financials sub-menu and then click on Financials at the top of the sub-menu.

   

7. The Financials screen has two tabs - Paid Transactions (transaction for which a partial or full payment has been received) and All Transactions. By default, when you first open the Financials screen, you will be on the Paid Transactions screen (and therefore will only see paid transactions, not all transactions). In addition, by default/when you first open this screen, the financial transactions shown will be filtered by the "this month."

   

   

8. For the Paid Transactions tab:
   • Financial transactions are displayed in chronological order by PAYMENT date.

     

   • Refund payments are shown with a red vertical line.

     

   • By default, the payment details are shown and the transaction details are hidden/collapsed. You can expand each transaction by either clicking the + in the header row (to expand all transactions) or clicking the + next to each transaction (to expand just that transaction) to see the transaction details.

     

     

     

   • Clicking the three dots in the More Info column will display additional details about the transaction, including the Account and Class.

     

     

   • You can filter the paid transactions tab by using the filters at the top of the screen. The Payment Type filter will allow you to include or exclude refund transactions.

     

   • If your organization has ever activated the QuickBooks Sync, then you will see a "QuickBooks Sync Status" legend above the list of transactions and will see a QB Sync status next to any transaction that have synced to QuickBooks (even if your QB Sync is no longer active; if your QB sync is not active, then this is simply historical data/for historical reference. There will also be a filter option for QB Sync status so that you can search for transaction that have synced to QB.

     

     

9. For the All Transactions tab:
   • Financial transactions are displayed in chronological order by TRANSACTION DATE.

     

   • By default, the transaction details are shown and the payment details are hidden/collapsed. You can expand each transaction by either clicking the + in the header row (to expand all transactions) or clicking the + next to each transaction (to expand just that transaction) to see the payment details.

     

     

     

     

     

   • Clicking the three dots in the More Info column will display additional details about the transaction.

     

     

   • You can filter the paid transactions tab by using the filters at the top of the screen. The Payment filter will allow you to filter by whether or not payment has been received.

     

   • If your organization has ever activated the QuickBooks Sync, then you will see a "QuickBooks Sync Status" legend above the list of transactions and will see a QB Sync status next to any transaction that have synced to QuickBooks (even if your QB Sync is no longer active; if your QB sync is not active, then this is simply historical data/for historical reference. There will also be a filter option for QB Sync status so that you can search for transaction that have synced to QB.

     

     

10. You can use the filters at the top of the screen on each tab to filter the display results. To use the "Search Transactions" filter, pick a field from the drop down, fill in the criteria, and then click the blue Search box. To use the date filters, select This, Last, or Custom and then a time period and then click the blue Search button (for This and Last select from Week, Month, or Year. Custom allows you to manually enter a date range).

    

    

    

11. You can export the transactions visible on the screen by clicking the blue Export Records button on the bottom right. This will export the records to Excel as .csv (if you click the button and nothing happens, check that you don't have a pop up blocker activated in your web browser).

    

12. The chart at the top of the screen provides a summary of the transactions being displayed (based on the filters selected). Hovering over any section of the chart will provide the sum total of that category (also displayed in the list on the left).

    

    

13. You can click on the chart or on the summary list to the right to drill down/filter the display records for the category clicked on.

    

14. At the bottom of the Paid Transactions screen, you can select the blue Create Deposit button to batch records together for viewing on the Deposited Transactions tab. See this tutorial for more details.

    

15. At the bottom of the All Transactions screen, you can bulk update the Account and/or Class assigned to transactions. Select the transactions you want to update by clicking the white checkbox to the left of each transaction and then click the drop down arrow on the Assign Account and Class button in the lower right.

    

    

16. You will then have the option to remove the Account assigned to each transaction, remove the Class assigned to each transaction, or to Assign a new Account or Class to each transaction.

    

17. If you select Assign Account or Class, a pop up window will open, allowing you what Account and/or Class to assign to the selected transactions. Select from the drop down lists and then click Save.