Aged Accounts Receivable Reports

ShalomCloud now has available four aged accounts receivable reports.

The four reports are:

  • By family, summarized.
  • By family, detail.
  • By category, summarized.
  • By category, detail.

If you’ve entered Due Date in the charge, that is the field that determines the age of the receivable item. Lacking due date, the system chooses effective date. Lacking effective date, it’ll fall back to the date the transaction was entered.

There is also a selection to include fiscal year in the categories. Here’s what that means. If you already include the year in your categories–that is, if you set up new sets of categories each each, then you won’t need to include fiscal year, because it’s already there.

On the other hand, knowing that ShalomCloud carries an explicit, separate field for fiscal year, you may adopt the practice of not setting up new categories each year. In that case, if you wish to separate the commitments by year, you would want to include fiscal years on the reports.

Here’s a six-minute video that runs through how to create these reports.

A/R Aged
Aged Accounts Receivable Reports

How to Reassign Payments

This is an instructional article on how to reassign payments.

To explain, let’s run through a typical example.

Let’s say you’ve created outstanding items for two categories — a pledge for $800 and religious school tuition for $400.

A check arrives for $50, and you’ve applied it to the pledge, leaving a pledge balance of $750.

The video steps through how to find the $50 payment, and how to reapply it to the school tuition. The result would be a pledge balance of $800 and school tuition balance of $350. View the video

Reassigning a payment
Reassigning a payment

Statements by Email

We now have the ability to send statements by email.

Button to send statements by email.

Taking our cue from banks and brokerages, we’ve opted not to send the actual statement by email. Instead, we send a rather long link that, when selected, takes the congregant directly into that family’s statement.

There are a few very simple setup steps:

  • Make an email template named send_statement_link.  This is an ordinary email template–so that you can insert pictures, and other customized language. The only requirement is that the template contain, in squiggly braces, the phrase {magic_link}.
  • When you go to produce the statements by email, you may choose to send the links to only certain roles, such as Parent or Adult. And, as with letter statements, you can select specific billing statuses, and/or certain family attributes.
  • Do know that the system will tell you any families for whom there are no email addresses. In that case, without leaving the screen, you can print statements for those families. Then, before the next statement period, perhaps you could work on retrieving email addresses for those families lacking one.

Here’s a video that takes you through the process.

Reassign Categories

You are now able to reassign categories for financial transactions. That is to say, if you have an obsolete category, and you wish to move all the activity to a new category. you can now do so in one action.

If you wish, you can delete the old category once the activity moves.

Here’s a two-minute demonstration of this feature.

One Donation Letter per Household

Frequently, when congregants make contributions, they include requests to inform others about the gift. Until now, the system dutifully created precisely one letter per individual. For example, if David Davies contributed $18 to a fund, and wished to inform Earl Everett and Eva Everett about the contribution, the system produced a letter to David (as the contributor), a letter to Earl, and a letter to Eva.

With this change, the system recognizes those cases where the honorees reside in the same household, and produces one letter per household

This video illustrates a case, where, in fact, the last names of the honorees are different, but reside in the same household. You’ll see in the video one letter to the honoree’s household.

Payment Portal for Receivables

The payment portal, sometimes called the non-logged-in portal, and sometimes called the contribution portal, has a new wrinkle.

Until now, the portal was purely a means to accept contributions. Now, though, if you do indeed create charges for items such as school tuition or pledges, you’ll see the portal looking for such receivables against which it will apply payments.

Sounds awfully wordy and complicated. Please watch this short (3m, 42s) video to see how this works.

Archive Financial Categories

Primarily to control what appears in the two user portals, you now have the ability to archive financial categories.

What do we mean by “archive?” You might think of it as a way to retire a no-longer-used category. Or, perhaps, you might have categories that you use internally. In fact, if your organization is more comfortable with a term such as “close” or “make private”, we can accommodate that wish quite easily.

The main point is simple–when you archive financial categories, those do not show up in either the general payment screen or the logged-in user portal.

For more background on the portals, please see these articles.

Here is a video (3:40) that shows how to archive a category, and its effect on the contribution portal.

Archiving Financial Categories
Archiving Financial Categories

Contribution Portal — card fees

As seen in the December, 2018 post, you’ve had the option of asking your contributors if they’d like to absorb card processing fees, bundled into their contribution.  As originally set up, you could determine:

  • The percentage to be recovered
  • The per-transaction amount to be recovered
  • The actual phrase or sentence that asks whether the contributor would like to absorb the fee.
  • Your choice as to whether the default would be yes or no.

With today’s change, you’ll have the option of automatically including the fee.  In this case, the contributor would not have the option of declining.

Here’s a short (4 minute) video illustrating how this works.

 

Adjustments to Amounts Owed

To give you another way to handle outstanding pledges, we now provide a way to issue adjustments to amounts owed. Let’s run through a couple of situations where this could be useful:

Situation 1: The family has pledged $1100. Four months later, they send in a check for $600, accompanied by a letter explaining that they’ve moved away and wish to have the rest of the pledge excused. With the presence of the adjustments field, you can record the remaining $500 as an adjustment, which, together with the actual payment, will reduce the amount owed to 0.

In the financial transaction query screen, you can ask the system to show you all adjustments. That could be without a time period, or bounded by a date range, a fiscal year, or any of the other values on the query screen.

Situation 2: Going back to that pledge of $1100–suppose the family has made a $100 payment for five months, which you’ve dutifully recorded, leaving a balance of $600. Now the family suddenly reveals that they’ve joined another synagogue, and wish to have their balance cleared. Here, you can enter a financial transaction, specifying only the $600 adjustment, with nothing in any of the payment boxes.

To complete the story, let us also mention that, parallel to adjustments, there is also available a Financial Assistance transaction. Its arithmetic is the same as an adjustment. Thus, the use of FA vs. Adjustment is largely a matter of semantics. An FA would likely be for situations such as illness or lost job.

Here’s a video (5m, 45s) illustrating a couple of round trips using the adjustment transaction.

Adjustments to Amounts Owed

Donation Acknowledgments

This post discusses a couple of new ways to send donation acknowledgments.

For quite awhile, you could send such acknowledgments via postal mail, using a template in the format of a typical business letter. The structure included things such as insider address, greeting, body, complimentary close, and writer identification. If your synagogue’s letters fit into that mold, then that is probably your best option.

However–if either (a) you prefer to email your contribution acknowledgments, or (b) your template is more involved–say, with officers and titles running down the left side–you can now take advantage of the richer formatting options available under email templates.

In a way, we’re double-dipping here. At the risk of seeming repetitious–you now have three options:

  • Continue to use the venerable letter templates, especially if your letter adheres to the available structure;
  • Create an email template, and use it to email your donation acknowledgments;
  • Leverage the rich formatting of email templates to create a highly customized donation acknowledgment letter.

Here’s a seven-minute video that explains all three options.

If you have any questions, feel free to drop us a note at [email protected] . We’ll be happy to go over your specific situation and make a recommendation.