November 12, 2019 - New Release Notes
IMPORTANT NOTE ON THE WEBINAR RECORDING BELOW: Terri was not able to find the deposit or individual transactions in the QuickBooks account because she was looking in the wrong QuickBooks account ::face palm:: Sorry about that, folks! For details of what deposits look like when they sync to QuickBooks, see the Create Deposits tutorial, step #25. I apologize for any confusion I created!
New Release Overview Webinar Recording
Great New Things From CRM!
Today, we have released several new features for CRM v2 that we think you're going to really enjoy. We'll be offering a webinar this afternoon, Tuesday, November 12th at 11:00 am Pacific Time to go over these changes. We hope you can make it - there's still time to register. Email us at firstname.lastname@example.org if you want to attend.
Our Best New Features for You!
Read on for all the details! And after you've checked out all the new features, drop us a line at email@example.com to let us know what you think!
(if images are not displaying correctly in this email, you can find a copy of this newsletter in our CRM v2 Support Library)
With the release of a new build, users may experience some irregularities in their CRM or Connect account such as the appearance of strange code, blank screens/modules, lack of word wrapping, etc. These issues are related to the need to clear your browser cache and/or to log out and back in to the system in order to get the new updates. If you continue to experience difficulties after clearing your cache and re-logging in, please email us at firstname.lastname@example.org.
| Changes to Pledges
With this release, we have made a number of enhancements to the Pledges module to make tracking the accounting side of pledges easier. This involves a number of changes:
1) Pledges Will Make an Invoice at the Time of Creation
Previously, pledges only made an invoice when a payment was received (that payment was recorded as a donation/a donation transaction was created in CRM for each pledge payment). Now, as soon as you create the pledge, an invoice for the outstanding pledge amount will be created. Each payment received for that pledge will be tied to that invoice as a separate line item (pledge payments will still be recorded/still show as donations). Having pledges create an invoice means that even the unpaid pledge amount will show on the Financial Transactions table, making reporting on pledges and donations together easier. Additionally, it will allow unpaid pledge amounts/the pledge invoice to sync to QuickBooks so that users do not have to enter the unpaid pledge into their QB manually and then delete it when the payments sync over.
However, please note: pledge invoices cannot be edited or deleted from the Invoices area. They can only be edited from inside the pledge (by editing the pledge) and only be deleted from the pledge index screen.
2) Changes to Upgrades and Downgrades of Pledges
Previously, changes (increases or decreases) to pledge payment schedules or the overall pledge could be made by simply editing a pledge schedule amount or adding or removing pledge schedules. However, this obscured the original amount of the pledge, making it difficult to correctly track, for accounting purposes, reductions of the original promise amount. Now, we have added formal "upgrade" and "downgrade" functions so that users are able to track the original promise amount as well as any changes to that original commitment.
Upgrades will create their own, separate, invoice so they can be tracked as separate pots of money on the accounting side, and downgrades will be recorded as "write offs" against the appropriate "pot of money." For those using the QuickBooks sync, downgrades will show as a "credit memo" against the pledge invoice.
It's important to note that these changes will only apply to NEW pledges created on or after November 12, 2019 (but will apply to ALL new pledges, even if you are not using the QuickBooks sync). All of your existing pledges will continue to operate the old way (they will not create an invoice until payment is received, pledge schedule amounts can be edited, etc.). If you have existing pledges that you want to convert to the new functionality, you would need to delete those and re-enter them/recreate them from scratch.
The tutorials in the support library related to Pledges will be updated by the end of the week and will include details of how to use the new Upgrade and Downgrade functions.
| Import and/or Sync Chart of Accounts and Account Classes
We know that adding your Chart of Accounts and/or Account Classes manually, one at a time, can be a bit tedious. So that is why we have introduced the ability to import your Chart of Accounts and Account Classes into CRM from a spreadsheet (.csv file). Woohoo! Find this functionality at Main Menu: Financials: Chart of Accounts / Main Menu: Financials: Account Classes. Click the blue "Import" button in the lower right.
For those clients using the QuickBooks Sync, we've also added the ability to sync/copy the Chart of Accounts and/or Account Classes directly from QuickBooks to your CRM account when you set the sync mode to Sync All Transactions.
We've updated the Configure Chart of Accounts and Configure Account Classes tutorials to include details of how to import or sync your Chart of Accounts and/or Account Classes. You can also learn more about syncing your Chart of Accounts / Account Classes on the "Setting Up the QuickBooks Sync" tutorial in the support library.
| Changes to QuickBooks Sync
We've made several key changes to the QuickBooks Sync, including:
1) We've moved the QuickBooks sync to its own page/screen. Now you will find it under Main Menu: Financials
2) We've added a status display and a sync history display to show the current status of the QuickBooks Sync and the history of the sync status changes. In addition, we've added an email notification that will go to your system admin if the QuickBooks sync stops (goes into "On-Hold" status or is manually disconnected by a staff member).
3) We've add status icons to the Financials screen (Main Menu: Financials: Financials) to show which transactions have synced so that you will know immediately which transactions have not synced (rather than hunting through QuickBooks trying to match up transactions), regardless of whether you are syncing individual transactions or deposits (see next Newsletter item for more details on syncing deposits).
4) We've made a few changes on the QuickBooks side as well. Now, transactions that are marked as paid in CRM at the time they sync to QuickBooks will sync as Sales Receipts (rather than as an Invoice) (transactions that are not yet fully paid at the time they sync to QuickBooks will still sync to QuickBooks as an invoice with separate entries for payment(s)).
5) We've changed the "credit card" mode of payment to say "Stripe" (inside QuickBooks. Inside CRM, the payment mode is still "credit card")
6) And $0 transactions will no longer sync to QuickBooks at all (free event registrations, free memberships, etc. Transactions that were paid but then voided, cancelled, and/or refunded/credited WILL still sync to QuickBooks).
We haven't changed the general sync logic however: the sync is still real-time (individual transactions will sync to QuickBooks within 5-30 minutes of being entered in CRM (generally)), the sync is one way from CRM to QuickBooks, transactions sync to the "Undeposited Funds" account/screen in your QuickBooks account, and transactions MUST have a chart of accounts assigned to them in the CRM to sync.
**IMPORTANT NOTE**: For clients who had the sync active as of November 11, 2019, you will need to manually restart your sync, as we had to stop the sync to implement these changes. Please be sure to read this tutorial about how to start/set up the sync before proceeding as there are few more options/configurations that we've added (keep reading this newsletter for more details on those changes!).
| Sync Deposits to QuickBooks
An additional change to the Funldy CRM - QuickBooks Sync is the new ability to sync DEPOSITS instead of individual transactions. Yay!
Syncing deposits lets you sync just summary date by Chart of Account and Payment Mode to your QuickBooks account instead of individual transactions. You can create the deposits/batches inside the CRM (Main Menu: Financials: Financials), and these deposits/batches will sync automatically to the QuickBooks deposit account that you specify. Please Note: Sync Mode is an OR choice. You can EITHER set your QuickBooks Sync Mode to "sync all transactions" OR "sync only deposits."
When syncing deposits, you will be able to see which deposits have synced from the Financials screen.
Please see this tutorial on setting up the QuickBooks sync and see this tutorial on how to use the Deposits Function inside CRM for more information.
| QuickBooks Sync Failed Transactions
To make troubleshooting easier for our clients using the QuickBooks sync, we've bought the failure reasons and next step(s) to resolve the issue(s) right into the CRM user interface. Now, you will see a Failed Transactions tab on the new QuickBooks screen (Main Menu: Financials: Quickbooks).
Failed Transactions Screen When Syncing Individual Transactions
Failed Transactions Screen for Syncing Deposits
Whenever a transaction (for Sync All Transactions mode) or deposit (for Sync Deposits Only mode) fails to sync because it encounters an error saving the record to QuickBooks, it will show up on the failed transaction tab and include instructions on how to resolve the issue.
Most issues can now be resolved by the user themselves instead of contacting Support. In those cases where contacting support is necessary, the Failed Transactions screen will tell you so.
Please keep in mind that transactions that fail to sync because they do not have a Chart of Accounts assigned, will NOT show up on the Failed Transaction screen because the CRM will not even attempt to sync any such transaction to QuickBooks (and therefore no error code is encountered). If a transaction fails to sync and doesn't show on the Failed Transactions screen, the problem is likely that there is no Chart of Accounts assigned to it inside the CRM.
We have updated the Quickbooks Sync Troubleshooting Guide in the support library as well to provide details/steps of how to use the Failed Transactions screen.
| Strong Customer Authentication
Strong Customer Authentication is a new requirement in Europe for authenticating online transactions; you may have heard of it referred to as SCA or PSD2 (the Second Payment Services Directive). SCA requires those providing online transactions/checkout to add additional layers of user/customer authentication in order to proceed with the checkout/purchase. When the credit card is used online, the card holder will receive a push notification (via text, email or other method) requiring them to confirm/authenticate the purchase. This applies to when the credit card is inputted online or when the card is entered into the back end of a system such as CRM.
It's important to note that, as of right now, SCA ONLY applies to transactions that take place on European websites and/or to credit cards issued by European banks. In addition, SCA is not mandated to be in place until December 2020. However, we have added SCA protocols to the CRM now, to ensure that our European clients (and clients that might be doing business with European card holders) are in compliance; further, it seems likely American banks/credit card issuers will soon follow in adopting similar protocols.
It's also important to note that if the bank that issued the credit card being used for an online transaction doesn't require SCA authentication (is not European), YOU WILL SEE NO CHANGE. For most of our clients, the addition of SCA authentication will be invisible/will have no impact. However, we wanted to inform all clients that this has been added to the system in case you do encounter a card requiring SCA authentication so you are not taken by surprise.
SCA authentication can be encountered on both the back end and front end of the CRM. When inputting a credit card that requires SCA authentication, the user will see a pop up box notifying you that the card requires SCA. The user should click the "Complete Authentication" button to trigger the push notification to the card holder - and then wait. The card holder will receive the push notification, complete authentication/verification, and then the transaction will save/complete as normal.
If the transaction fails authentication (user does not complete the authentication process in time or correctly or the card is unable to process due to insufficient funds, a notification will appear on the screen, informing the user of this.
From Front End / Public Website
From Back End / Inside the CRM
A full tutorial on using SCA will be coming to the support library soon.
| Apple Pay and Digital Wallet Options Added for Online Check Out
Good news! Now your constituents can use their Digital Wallet accounts for online check out (for both Pages and WordPress Plug-Ins).
A "digital wallet" is a setting inside the users browser that lets them securely store their credit card number/information and then use that to auto-fill the credit card information field(s) in an online checkout/purchase (this is different from a browser extension such as LastPass that allows users to auto-fill forms. The Digital Wallet is specifically designed for credit card information with additional layers of security). Digital Wallet is NOT available for Firefox - it's a setting in Edge (Microsoft Pay/Wallet), Chrome (Google Wallet), Safari (Apple Pay), etc. We've updated both Pages and our WordPress Plug-Ins to now recognize and work with Digital Wallet options in the various browsers.
If your online user has a digital wallet configured/has the digital wallet extension turned on in their browser, they will now see the digital wallet option on check out.
Digital Wallet Setting in Plug-Ins in Chrome (Google Wallet)
Digital Wallet in Pages in Chrome (Google Wallet) and in Safari (Apple Pay)
Because this is something that only affects the online check out process if the user is using digital wallet, there is nothing additional you need to do or learn; there is nothing to turn on - this option is available by default now. Just know that this additional payment method/option has been added, providing even more convenience and ease of check-out for your online users.
We'll be updating our tutorials for online check out (event registration, membership purchase and renewal, and donations) to reflect the new digital wallet payment method.
| Campaign Added to Year End Thank Yous
This is a small, but important addition - we've added the Campaign field to the donation Year End Thank You Letter "Transaction Grid" placeholder. Now, when you generate your Year End Thank You letters to donors, the campaign, if any, that the donation was tied to will show in the letter along with donation date, amount, program, and tax deductible amount.
| Guest Check Out Pop Up Notification
And, last but not least, another small, but important tweak - on the pop up window that appears to users checking out online (via Pages or WordPress Plug-Ins) asking if they want to log in (or create a log in) to check out or check out as a guest, we've added an additional line of text to clarify that ORGANIZATIONS must check out guests/that logged-in check out only applies to Individuals.
We are committed to ensuring a great user experience with our products and services and are continually striving to ensure our products meet the evolving needs of our customers. As always, we offer a variety of support options, including a tutorial library, daily webinars (fundlyevent.com), live help drop in sessions, and email support (email@example.com).
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