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?