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ShulSchool Course Notes - Finance I: Transactions

Finance I: Transactions

ShulSchool Course Notes

 

Admin Menu -> Transactions

  • Scroll down to the table. All financial entries in ShulCloud are called Transactions.
  • Dual entry booking bookkeeping system
    • Separate line for Charges and Payments.
  • GREEN Payment type: check, cash, credit card, ACH (how the money was received)
  • RED Charge type: charge type financial categorization (internal categorization)
  • Click the + plus sign, shows you how payment is linked to charge and how charge is linked to payment
  • Charges (amount owed) and Payments (amount paid) are distinguished by column and color.
  • Charges and Payments have some shared characteristics: date, amount, status (open/close), type.
  • + sign to show allocations and additional information

 

COLUMNS:

  • Date
  • ID numbers
    • Automatically generated by SC
    • P for payments C for charges
  • Account or Email
    • (if not logged into an Account, email will be displayed)
  • Type:
    • Type of payment that was made for a payment, type of charge for a charge
  • Notes
  • Charge
    • what does someone owe/what you are expecting someone to pay
  • Payment
  • Status (closed or open)
    • Status:identifies if the transaction is open (not allocated) or closed (allocated to a charge or payment) 
  • When you click on a transaction, you can see if something has been allocated to it (if it is closed)

 

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FILTERS

  • Type: Charges Only
  • Charge Types
  • Status: Open Only – shows me everything that is owed
  • Account Info: can add columns to your filtered list (contact details, etc.)

 

  • Type: Payments Only
  • Charge & Payment Types
  • You have more filter field options
  • Can select payment types, etc.
  • Receipt # instead of Invoice

 

  • At the Account level, go to TRANSACTIONS LOG (Transactions tab)
  • If you are looking at the transactions on this screen, and are missing something, then select "All Dates" on the filters. It defaults to end today unless you select "All Dates" on the Filters.
  • You can also use advanced filters.

 

 

Admin Menu -> Transaction Add (Charge)

  1. Account: Type in Account Name
  2. Select Type of Transaction: Charge
  3. Charge Type: Select charge type
  4. Amount Enter amount
  5. Date: Date defaults to today. Usually this is correct. If you have summer camp, and wanted to do a future date, you could do that.
    1. can Split Into Multiple Charges – this is where you could set up scheduled charges
  6. Due Date
    1. OPTIONAL
  7. Notes
  8. CRM notes
  9. Attachments
  10. Quantity (Tax Deductions)
  11. Solicitor: Refers to Fundraising, not applicable to this charge – keep track of who brought in donations if you want to do that
  12. Dedication: Not applicable for this example
  13. Allocate to:
    1. Open Payments – none available on this account
    2. Unpaid Amount - $1000 of $1000
  14. Communications

Send to billing email addresses Check this box to send an email to the account about the added charge 

More Emails manually enter email addresses to notify staff as necessary but be sure to click add in order to add them to the correspondence.  

Subject is auto generated, but editable. 

Body This is set in My Lists under the Admin Menu. If you wish to edit the text, you can type it right in the window or go to My Lists ->Templates. Includes link for payment. 

Attach Invoice Attaches an invoice showing only this transaction  

Draft Mode is specific to Canadian synagogues. 

Attach Outstanding Statement This attaches a statement listing anything outstanding on the account. 

Send these attachments to myself, if the congregant does not have an email or prefers a hard copy. This allows you to print them and mail to your congregant. 

  1. Save
  2. Look at the account once charge is added

 

Admin Menu -> Transaction Add (Payment)

  1. Account: Type in Account Name
  2. Type of Transaction: Payment
  3. Amount: Enter amount
  4. Paid by Account
    1. Use if someone is paying for another person (payor needs to be entered into SC)
  5. Date (transaction date):
    1. Can be changed, recommend that you keep it on entry date
  6. Split payments
    1. (can split if you want to apply to different payments). This is more advanced and if you need help to do this then contact onboarding specialist or support if needed. Not selecting this here
  7. Use saved card –
    1. A member can do this in their member Portal or you can set this up for them remotely. Learn more about this in our Payment Processing Training.
    2. can select credit card or any payment method on file on that account
  8. Payment type
    1. select check, cash, credit. These options can be set in My Lists. 
  9. Check #
    1. Only if using check
  10. *Notes = *Optional
  11. *CRM Notes – Using CRM module, you can use this to create note
  12. *Attachments
  13. Stage to Deposit
    1. this is covered in Finance 2 course
  14. ALLOCATE TO:

Allocate to: Open charges will be listed below and you can select the appropriate charge by checking the box and entering the applicable amount. 

  1. Open Charges – can click to select the open charge to allocate to this charge
  2. Donation or Prepayment – leave this for now

Donation or Prepayment This is where you can notate that this payment is in honor/memory/on behalf of someone, or you can allocate it as a prepayment

Not typical on a payment. 

  1. Leave Open

Leave Open This is where you will see the available funds after allocation. What is open verses applied. 

  1. Communications
    1. Can edit the default message here under MY LISTS -> Template Texts
    2. Send to billing email addresses
    3. Subject – you can edit this email
    4. Email – can use tokens, do not need to use at all
    5. Can attach receipt, attach thank you letter (typically for dedications), outstanding statement, Send attachments to myself (so I can print)
  2. At bottom of screen, click Save and add another,

 

 

Reversing a Charge (Example: Discount/Writeoff)

Now let's say someone joined later in the fiscal year, or they are unable to afford the entire charge. You can make a REVERSAL on the charge (Discount/Writeoff).

  1. Find the original charge in the Transactions Log on the account screen.
  2. Click Edit on the charge.
  3. Scroll all the way down the screen to Reversals.
  4. Add a Reversal
  5. Reversal Type = select appropriate reversal description here, for example, Write-off. (You can create different types of reversals in My Lists)
  6. Amount = enter the discount/writeoff amount
  7. Reverse from account = Default
  8. Save

 

 

Reversing a Payment (Example: Check bounced)

You can also make a reversal on a payment, for example, if a check bounces. Remember that you must de-select the charge that the payment was applied to on the reversal screen.

  1. Find the original payment in the Transaction Log on the account screen
  2. Click Edit on the payment.
  3. Scroll down to Allocations. De-select the allocation
  4. Click the + button under Prepayments, Reversals, or New Donation.
  5. Type= Reversal
  6. Charge/Reversal Type = Select appropriate description, for example,
  7. Amount = enter reversal amount
  8. Save

 

 

Admin Menu -> Transaction Add (Donation)

  1. Type of Transaction: Donation
  2. Complete the information about transaction
  3. At bottom of form below Stage to Deposit, it says Dedication: Click the pencil to Add Now
    1. Complete the dedication form pop-up
      1. DONOR: Override display name = Write the name of “Donor Family” instead of Joe Donor
      2. RECIPIENT:
        1. Person in SC or not in SC
        2. Send Email Now – some people do regular letters, not emails

(Back to main Transaction screen)

  1. Donation To: Select Donation Fund (At bottom of the Donation Transaction Add screen)
    1. You can select the Split button, to donate to multiple funds
  2. Save
  3. Show account

 

 

Admin Menu -> Dedications

  • Shows list of dedications
  • Can print the dedication
  • Newsletter view = Can use this for newsletters after generating a list from dates

 

 

Admin Menu -> My Lists -> Charge Types

Select Charge Types from the dropdown menu

  • Create, Edit and Archive Charge Types here

In order to edit Charge Types you will go to: Admin menu > My list > Charge Types    

  • Along the left-hand side you will see a list of Charge Types currently in use by your database
  • You can Add New from the left hand side
  1. Click on a charge type:
  2. General
    1. Name Name of charge type
    2. Parent
      1. (this is a top level type)
      2. If this is a top-level Charge Type, don't make any selection. If you would like to have your Charge Type appear in a sub-list underneath another Charge Type, select it here. 
    3. Default amount = Set an amount to be charged for that charge type, so when you select this charge type, that default amount will load automatically. 
  3. Tax Letters:
    1. Tax deductible: Allows you to set how much of each charge is tax-deductible.  
  4. Online Payments
    1. Show on the Donation options = Means this is a donation type
    2. Handled in Payment Processing Training, but we’ll show it at the end of our session
  5. Advanced options – Special selections/options available here
  6. Archive
    1. Cannot delete charge types, only archive
    2. Will only appear on existing charges, can no longer create new transactions with this charge type or change to this charge type if archived
    3. Charge will still be available in reports but not on our charge type dropdown options when adding a new charge transaction
    4. You can save, merge, archive

*Also under My Lists, in addition to Charge Types, you can also find Payment Types, Donation Types, Dedication Types, Reversal Types

 

 

Online Payments / Donations Page

  • Look at an individual account, click Start online payment, or click Donate button and enter account name in the “Paying as” field (or login as account primary)
  • Members can login to pay their bill or they can make a donation online using the Pay My Bill or Donate buttons.
  • You can pay your bill, a portion of your bill, or set up installments to pay your bill out over a set number of months.
  • You can also make a donation.
  • When paying your bill, you would select the radio button for account balance and then check the boxes for which charges you wish to make payment towards and enter the amount you wish to pay. You will see the total amount selected under amount towards the bottom of the form. 
  • You can set your payment preferences under pay this amount:  
  • Once Now / Once Later then select your date / Indefinitely then select payment parameters 
  • Click continue to payment and process your payment.

 

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