GreekBill & Delta Gamma Soaring to New Heights. GreekBill Quick-Reference Guide

Transcription

1 GreekBill & Delta Gamma Soaring to New Heights GreekBill Quick-Reference Guide Click here for video tutorials on how to use Greek Bill.

2 Chapter Dashboard: The Chapter Dashboard is a snapshot of the chapter s finances. The pie charts and graphs give a quick breakdown of Current, Past Due, and Unsecured Receivables, Income breakdown over time, the top expenses based on the chart of accounts, payment information, and GreekBill contact categories. It also shows the next scheduled invoice, if any payments have been made today, and the last deposit total.

3 Reports

4 Reports- Payments Received: The Payments Received report lists all member payments received during a specific time frame. The details provided include the member s first and last name, date of payment, amount received, GreekBill transaction fee, transferrable amount, payment type and either the approval number or check number. Reports- Fund Transfers: The Fund Transfers report pulls all deposits to the chapter from GreekBill for a specific time frame. Transfers are directly deposited from GreekBill to the chapter s bank account each Wednesday. The deposit includes all payments from the previous Monday-Sunday excluding any chapter collected payments.

5 Reports- Member Collection Form: The following at the steps to submit a collection form: Click the Create hyperlink for the member that needs to be sent into collections. Once that is selected, the actual Member Collection Form will open in a new window. Fill out the member s School and Home address if not already listed. Check off the boxes that correspond with the amount that the member owes. Review the total amount owed. Select the appropriate dates and contracts on file for the member; please refer to the Finance Handbook for any questions on criteria. Verify that all information is correct and then select from the following options- Save & Preview, Save Later or Submit.

6 Reports- Past Due Receivables-DG: The Past Due Receivables report lists any member with a past due balance. The report can be sorted by any column header. Reports Unsecured Receivables: The Unsecured Receivables report shows any members that have not yet signed their Payment Schedule & Contract.

7 Reports- Member Summary DG: The Member Summary DG report shows the following columns- -Payment Schedule- Shows the member s signed payment schedule & contract. -Current Monthly Balance Due- Includes the member s monthly payment schedule, plus any misc. charges (t-shirts, fines, pictures, etc). -Current Year Balance- Shows the current year balance. -Total Year Balance- Shows the current year balance plus any pending charges.

8 Account Admin

9 Account Admin- Post Member Payment: Verify that the correct bank account has been selected at the top. Enter the total amount of the deposit going to the bank in the deposit amount box. Search by the member s last name or find the member on the list. Enter the check payment amount, check number and a memo (if one is needed for the payment). Continue to do the same for all checks that need to be entered. The amount column will total at the bottom. Verify this amount is the same as the deposit total entered at the top of the page. Click on Post Payment once all checks have been correctly entered.

10 Account Admin- Submit Bad Debt Write Off: Select the date and member type to search for and click the Find button. Once the list has loaded click off the Submit for Write-off box for the members to be written off. Once all have been selected click the Submit button located at the top of the page.

11 Account Admin Members Status Change: To update the roster: 1. Go to Members Status Change under Account Admin. 2. Check the box next to the member s name. 3. Change her status to Alum/Non-member. 4. If she has a $0 balance, you can change her System Status to Off System to remove her from your reports. 5. Once all changes have been made, press the Save Changes button in the top right corner.

12 Checks & Deposits

13 Chapter Checks/Deposits- Write Check: Select whether the check being written to a vendor or member If it is for a vendor use the drop down box to select the vendor (if they have already been added), or use the add vendor box to add a new vendor If the check is for a member use the selection box to select the member the check is for With the recipient selected follow the boxes to enter the following check information: o Bank account- make sure the checking account is selected o Posting date- the date the check was written o Check #- if it was an electronic payment type in EFT o Memo information- any additional information you want on the check If the check is to be printed from the system check off the Print Check box On the left hand side, check off the box next to chart of account and then select the corresponding chart of account from the list and fill in the amount box. If a check needs to be split to more than one chart of account, click on the add rows button directly above the check box and add as many additional rows as needed. Then follow the same steps from the first line selecting the chart of account and filling in the amount. The final step is to click the Write Check button

14 Once the checks have been entered they can be modified until they are reconciled by doing the following: Select modify check under the chapter checks/deposits heading o Once there modifications can be made to any check listed in the selection box at the top of the page o Once the modifications are made, click on Modify Check at the bottom of the page to save the changes Chapter Checks/Deposits- Check Reports: Select the date range Select the bank account they were written from Click the Find button The system will then pull a list of all checks for that timeframe To edit a check directly from the page, click on the check number and the modify screen will pop up. Clicking the total amount hyperlink will pop up the breakdown of the check if it was separated into more than one chart of account

15 Chapter Checks/Deposits- Post Deposits: Select the date the deposit was made Enter the deposit total Select the name of the depositor from in the drop down menu, or if the name is not listed add it by clicking Add Depositor Next select the account to which the deposit should go into and enter the amount. o If the deposit needs to be split into different accounts. Repeat the steps above selecting different deposit from and accounts as needed. Enter the amount of the deposit. Enter the check number if applicable. Click the Post Deposit button Once the deposits have been entered they can be modified until they are reconciled by doing the following: Select modify deposit under the chapter checks/deposits heading o Once there modifications can be made to any deposit listed in the selection box at the top of the page o Once the modifications are made, click on Modify Deposit at the bottom of the page to save the changes

16 Chapter Checks/Deposits- Deposit Reports: Select the date range Click the Find button The system will then pull a list of all deposits for that timeframe Clicking the total amount hyperlink will pop up the breakdown of the deposit Chapter Checks/Deposits- Submit Financial Reports: First make sure all checks and deposits have been entered for the month that is being submitted Then click the Choose Month button Choose the month the report is being submitted for o For example, if the report is being submitted for May the submit date should be 5/31/10. Verify that the last day of the month you have selected is correct Click the Submit button

17 Budget Builder

18 Budget Builder Build & Review Budget: To add a new budget onto the system: 1. Go to Build & Review Budget. 2. Press the green Create a New Budget button. 3. Click on the hyperlink for the budget that you just created. This will bring up the Progress Summary. 4. Click on the Organization Info tab at the top. 5. Enter in the numbers for each Member category according to what you calculated on your Budget Excel sheet. Press the Calculate button, and then Save. 6. Once the Organization Info is saved, click on the Organization Fees tab at the top.

19 7. Enter in the fees budgeted for each category. Press the Save button once you are finished. 8. Click on the Income Accounts tab at the top. 9. Compare the calculated totals for each Income account with what you have budgeted on your Excel spreadsheet. Enter in any amounts that you have for the remaining Income accounts at the bottom of the screen. 10. Press the Calculate and Save buttons to save the information. 11. Click on the Expense Accounts tab at the top. 12. Enter in the amount for each Expense account that you have listed on your Excel spreadsheet. Once you are finished, press the Calculate and Save buttons to save the information.

20 13. Click on the Review & Approve tab at the top. 14. Review all of the calculated amounts. If everything is correct, press the Submit Budget to send it to your RFS for approval. Budget Builder Create Charges: Once your budget has been approved, you will be able to generate the full year s charges from your budget. To begin, navigated to the Create Charges page. 1. Click on the Prepare Charges button next to your approved budget. 2. Assign members to the applicable member group by selecting one from the drop down menu (i.e. FSLO or FSLI) and checking the boxes next to the correct members. Once you are finished with the group, press the

21 Assign & Save button to save the group. Then you can move on to each applicable member group for your chapter Click on the Assign Fees tab once all member groups have been assigned. 5. Next to each applicable fee, check the box under the appropriate semester/term and type in the charge description, i.e. Fall 2011 Chapter Dues or Spring 2012 Resident Rent. Once all charges have been assigned to that member group, press the Assign & Save button and move on to the next member group.

22 6. Review Summary is used to review the total amount of funds being charged to the specific member group. 7. Review Full List & Generate Charges shows the breakdown of assigned fees by member name. The total for each semester/term is shown, plus which charges the member was assigned to. If everything is correct on both Review pages, and the chapter has voted and approved the budget for the year, then you can check the box at the bottom confirming the vote and press the Generate Charges button. This will generate the assigned fees and prepare them for invoicing. 8. Once the charges are pending, notify your GreekBill Representative that you are ready to invoice!

23 Budget Builder- Payment Schedule & Contract Report: The Payment Schedule & Contract report shows all active members that have signed their select payment schedule and the date signed. The member s individual payment schedule & contract can be downloaded directly from this report.

24 Budget Tracker

25 Budget Tracker Profit/Loss Budget vs. Actual: The Profit/Loss Budget vs. Actual report compares the Income/Expense budgeted figures to what is actually being brought in and spent. This report will help keep your finances on track and keep your expenses within your set budget for the year. Budget Tracker Account Detail: The Account Detail reports list all charges billed/collected for each account, as well as any deposits made to or checks written from that account.

26 Documents & Contracts

27 Documents/Contracts- Add/View/Edit Contracts: Click the Add New Contract button In the pop up, enter the contract name, date and type then click Add Contract Once redirected to the contract page, select the name of the contract from the dropdown menu Be sure the appropriate boxes are checked for the Mandatory Contract, Affects Unsecured Receivables, and Display SS# options Move the names of the members you wish to assign over to the Contract Assigned to box Copy (CTL+C) and Paste (CTL+P) the text of the contract from a Word document into the contract text box Once everything is loaded correctly, click the Save Members button Do not add Dues & Fees contracts using this page! This page is not to be used for adding Dues & Fees contracts, your GreekBill Rep will add on the payment schedule & contract once charges are billed.

28 Documents/Contracts- View Signed Contracts: Select the name(s) of the contract(s) to be viewed Choose from one of the 3 options (All Members, Members Signed, Members Not Signed) then click the Find button Any of the columns can be sorted by clicking on the column headers