Finance Professionals Tutorial - Profit From the Progress CRM Database

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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

.

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What does Progress tell us?

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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?

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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

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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

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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

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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

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Card Processing Module

•

Lodge details of debit/credit cards with

PayPoint

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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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How transactions can be entered into Progress Progress Database Batch Processing ProgressCRM User

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Batch Entry

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•

Often referred to as Transaction Entry

•

Separate Utility

(Installed as standard with ProgressCRM)

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Security - access needs to be granted

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Batch totals must balance before

ProgressCRM will allow you to post

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Make a note of the batch number

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Click the Post Batch Icon

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You will be returned to the main screen

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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

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Payment File Process Routines

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SQL Imports

Progress Database

Mass data imports tools

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Data Import Utility

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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

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Payment File Process

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Finance/Utilities/Import Payment Files

Import data from:

• The Bank

• CAF

• Just Giving

• Tele Marketing Agencies

• Website

• Sales (SOP)

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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.

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FLEXIBLE IMPORTING!

• NOT restricted to updating finance records

• Totally customisable, meaning you can update

ANY & EVERY table on the database

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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

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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

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Web Service

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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?

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& how they relate to Finance

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Payment Plans

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The Direct Debit Process

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Regular Giving: Payment Plans,

Membership, Sponsorship

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PDD can eliminate paperwork

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Reduce delays

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Better accuracy

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Sign up payers more quickly

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Better service

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More simple for customers

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Reduces drop off rates

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& Fundraising

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Finance & Fundraising

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Appeal Source Code

•

Use Segmentation code – CH mailing

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Utilities – what do they do?

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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

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Finance/ Configuration/Lookup tables…

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Fundraising/ Configuration/Lookup tables…

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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

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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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