TraxSolutions MoneyTrax Training Guide

Transcription

1 TraxSolutions MoneyTrax Training Guide 6225 N. 24 th St., Suite GL100, Phoenix, AZ Phone Fax nfocus.com Austin, TX Chicago, IL Ft. Sill, OK Leavenworth, KS Louisville, KY Orlando, FL Phoenix, AZ

2 Training Objectives As a result of this training, you will know how to: Setup Program Services Create Program Groups Create Programs Create Activities Create Sessions Enroll participants into Sessions Setup MoneyTrax Add/Edit drop downs associated with MoneyTrax Create Membership Fees Create Activity Fees Create Online Fees Create Due Dates View Balance and Credit Accept a Payment View Payments, Credits, Refunds and Charges Void a charge Issue Credits and Refunds Charge Miscellaneous fees Generate Invoices (singular and batch) Generate Statements (singular and batch) Generate MoneyTrax Reports Contact nfocus Solutions Client Support Call, , and chat with nfocus Solutions Client Support List nfocus Solutions Client Support hours

3 Programs, Activities, and Sessions TraxSolutions allows your organization to create programs and activities. The hierarchy for programs and activities is (from highest to lowest): program group, program, activity, and session. This document includes instructions for creating program groups, programs, activities, and sessions; and enrolling participants into sessions. Participants can also be batch enrolled into activities by using TraxSolutions Search. Participants may be added to a wait list for sessions that have a capacity. Fees may be created for activities in MoneyTrax. Access Program Services 1. Select Programs from the top menu 2. The Program and Activity Administration home page will appear Create Program Groups 1. Select Manage Program Groups 2. Select Add Program Group 3. Enter name and select Save Create Programs 1. Select New Program

4 2. Select Program Group from drop-down menu 3. Enter in Program name 4. Select Insert Program Create Activities 1. Next to the program name select View Sessions 2. Select Manage Activity 3. Select Add Activity 4. Enter in Activity name and Description 5. Select Save

5 Create Sessions 1. Select New Session 2. Select Activity from drop down, enter in Session name, start and end date 3. Select Create New Session Enroll Participants NOTE: You want to first create your Programs then create your Activity Fees before enrolling participants, otherwise you will need to individually charge each participant who is enrolled. 1. Select Enrollment link to the right of session 2. Select Member Enrollment 3. Enter search criteria of participant to enroll and select Search 4. Choose participant to enroll and choose Select 5. Verify enrollment details and select Enroll: Participant is listed in enrollment list Batch Enroll From Program Services 1. Select Enrollment link to the right of session 2. Select Batch Enrollment 3. Choose search criteria and select Search 4. Choose participants to enroll (use the CTRL key to select multiple participants) and select Assign Members 5. Enrolled participants will show in Already Enrolled section Additional Questions?

6 Setup MoneyTrax Before recording transactions and managing member accounts, the TraxSolutions database must be setup for the MoneyTrax Module. This includes creating values for drop downs as well as creating membership and activity fees. Add/edit drop downs associated with MoneyTrax 1. Click Admin from the top menu 2. Select Edit drop downs 3. The three dropdowns associated with MoneyTrax are Membership Type, Method of Payment and Ledger Code 4. To add or edit one of these drop down values first select the drop down category then click New 5. Enter the value into the box and click Save Create Membership Fees 1. Hover mouse over the word Admin from the top menu 2. Drag mouse down to MoneyTrax 3. Click on Manage Membership Fees 4. To add a membership fee choose Set Fees next to the Membership Type 5. Click the Green Plus Sign

7 6. Enter Fee Name, associated ledger code, description, if it is a custom fee, amount, if there is a minimum payment, if it is a household fee and/or a public fee NOTE: If it is a household fee, only the first member enrolled in the household would be charged. Making it a public fee is related to Online Registration 7. Click Save Create Activity Fees 1. Make sure the Programs, Activities, and Sessions are already created in TraxSolutions 2. Hover mouse over the word Admin from the top menu 3. Drag mouse down to MoneyTrax 4. Click on Manage Activity Fees 5. To add an activity fee choose the Program from the drop-down menu then select the Activity 6. Click Set Fees

8 7. Click the Green Plus Sign 8. Enter Fee Name, associated ledger code, description, if it is a custom fee, amount, if there is a minimum payment, if it is a household fee and/or a public fee NOTE: If it is a household fee, only the first member enrolled in the household would be charged. Making it a public fee is related to Online Registration 8. Click Save Manage Online Fees 1. Hover mouse over the word Admin from the top menu 2. Drag mouse down to MoneyTrax 3. Select Manage Online Fees 4. Select New Online Fee 5. Select Fee Type (Convenience Fee or Credit Card Fee) 6. Enter Amount 7. Select Insert

9 Set Due Dates 1. Hover mouse over the word Admin from the top menu 2. Drag mouse down to MoneyTrax 3. Select Set Due Dates 4. Enter in Billing Grace Date 5. Select Update Manage Member Accounts Manage Participant Account information 1. Click on Management from the top menu 2. Choose Member Manager 3. Choose Participant 4. Click on the Account tab 5. Perform MoneyTrax Operations a. View Balance b. View Credit

10 c. Accept a Payment i. Click Accept Payment ii. Choose Method of Payment iii. Enter Amount iv. Enter amounts to apply to specific charges v. Click Apply Payment vi. You can view the receipt or choose to Continue NOTE: If you do not apply the payment amount to a specific charge and select Apply Payment, the participant will be given a credit d. View Payments, Credits, Refunds or Charges i. Click on the Charges tab to view charges made to the account ii. Click on the Payments tab to see any payments iii. Click on the Credits tab to see available credits iv. Click on the Refunds tab to see any refunds awarded v. Click on the Transactions Tab vi. All transactions for account will be listed (credits/refunds awarded, charges, payments) e. Void a Transaction i. If the member has not paid yet, you can void a charge from the Transactions tab and select Void next to the specific charge

11 f. Issue and Apply Credits and Refunds i. If the member has paid, a credit or refund can be awarded. To issue a credit select Issue Credit enter in credit amount and select Issue Credit ii. Once you are ready to use the credit towards a charge, choose Apply Credit, enter in amount to be credited and select Apply Credit iii. To issue a refund you first need to issue a credit, then select Issue Refund, enter in amount to be refunded, method of payment and select Refund iv. This information can be seen in the Transactions Tab g. Charge Misc. Fees i. Select Charge Fee ii. Enter in charge amount, ledger code, description (example: Lost ID card or Late Fee) and select Charge h. Generate Invoices (singular) i. Select Generate Invoice ii. Enter in date for invoice and select Generate iii. Select Continue or View Invoice iv. Invoices can be found in the Invoice tab and select View Invoice

12 i. Generate Invoices (batch) i. Select Management ii. Under Data Management select Batch Invoice iii. Select Invoice All or Invoice Selected Activities 1. If selecting activities use CTRL button to choose the specific activities to invoice 2. Select Generate New Invoices 3. Enter in date and select Generate 4. Once invoices are generated choose Continue 5. Select Print Existing Invoices NOTE: Invoices reflect current charges left on the account, not payments j. Generate Statements (singular) i. Select Statement button ii. Enter Start and End date and select Update and Print NOTE: Statements reflect charges, payments, credits, refunds made to the account

13 k. Generate Statements (batch) i. Click Reports from the top menu ii. Select the MoneyTrax tab iii. Choose Batch Statement iv. Enter in Date range and Run Report MoneyTrax Reports Run MoneyTrax Reports 1. Click Reports from the top menu 2. Click on the MoneyTrax tab 3. All MoneyTrax reports will be listed 4. Common MoneyTrax reports are: Transactions, Member Balance Detail, Household Transactions, Payment Type Ledger Code Summary

14 Recommended Steps for MoneyTrax Activity Fees 1. Create Programs, Activities and Sessions 2. Set-up Fees for each Program 3. Enroll Members in to Programs NOTE: If you create your programs, enroll members and then set-up fees it will not automatically go back and charge them. You would need to go in to each person s account and select Charge in the Enrollment tab next to the specific Session. Support Select Support from the Shortcut menu if you have any questions or issues. The Support Menu has links to our Knowledge Base (#1), to request a call from nfocus Solutions Client Support (#2), to contact nfocus Solutions Client Support via chat (#3), to access the online training schedule (#4), and to start a GoToMeeting (#5). Client Support is available Monday to Friday from 7:00 AM to 6:00 PM MST. The Contact Us menu lists the address, phone, and contact information for nfocus Solutions. nfocus Solutions Client Support Phone: (866) support@nfocus.com Chat: Knowledge Base: