0:01  
All right, should we go ahead? I think so. So yes, thanks, everybody for joining the webinar. We are talking about neon CRM and the QuickBooks sync, sample mapping. And we're going to also discuss reconciliation. So moving into today's agenda, we'll do a little intro. We'll talk about some housekeeping. And then we'll we'll dive into some of the the benefits of neon CRM and the QuickBooks sync. Talk a bit about reconciliation, as well as transactions and payouts in neon pay. Sorry, we'll flip that, then we'll talk about reconciliation, really bringing it all together. And at the end of this, we'll also have q&a. So we'll make sure to answer any questions throughout the webinar today. But we'll definitely hold some time at the end as well. So introductions, I'm Sam, I am the Product Marketing Manager here at NEON one. I've actually been with me on for about six years, and just recently started this position in January. So excited to have everyone here today, I did see quite a few organizations that I work with directly. So Hello, again. I'll hand it over to Laura.

1:26  
My name is Laura block. I'm the product owner for neon CRM. i If you're coming to this webinar, as a follow up to the previous webinar with Greg from QuickBooks Made Easy. You heard a little bit from me then. But this will be more of a deep dive into the CRM integration. And before joining the product organization at NEON, I was on the professional services team for about three years. So just like Sam, I recognize a lot of you from the comments, Jake.

1:57  
Thanks, Laura. Yeah, my name is Jake Ayers. I'm a product manager at NEON one, working on neon pay. I've been working on neon paste since we launched it about three years ago. And I was in a support position at that point before that I was with arts people, if we have any arts people folks here. But yeah, I've been with the one for almost four years and just recently moved into a product manager position, where I'm kind of figuring out what we're going to do with neon pay in the future, as well as a couple of our other products.

2:26  
Awesome. So just discussing some quick housekeeping. This is being recorded. So we will be sending up a follow up email that will include the recording and then you can always find any of our webinars on neon one.com. under the resources tab, you can click on events and webinars. So if you're ever wanting to peruse those, feel free to check those out. We will be taking questions, of course. So if you navigate to the q&a and the chat box down below, within the zoom window, we do have some of our other members of our team that are joining from support. And then as mentioned, we'll we'll also be opening the floor at the end of the webinar for some deeper q&a as well. We will be focusing on practical usage. So we'll discuss a few slides we'll introduce introduce this webinar with a poll. And then we'll transition over to an actual live demo. And then at the end of this will also pass a pass out a variety of additional resources that will be included in the slide deck, which you will receive a copy of in the email as well. So we're gonna go ahead and actually start this off, as mentioned with a poll. And so the first question is QuickBooks. So do you use QuickBooks? If so, are you using QuickBooks Online? Are you using the desktop version? Maybe you are using neither? But thinking about potentially using QuickBooks Online or desktop? Yep, and you can answer in the chat but I think that that should the poll should pop up.

Awesome, and when you feel like we have a good response, Laura.

4:30  
Great, yeah. Thanks, everyone. We got a got a good response there.

4:33  
Great. And Laurel, I saw that you work with two different organizations and you use online and desktop at one of them. So that's, that's interesting. The next poll that we are going to launch is a tad different. We're just checking in to see if you are using or actively using the QuickBooks in neon CRM sync. And this is very similar. Are you using the sync with the online version of QuickBooks? Are you using it with the desktop version, or are you interested in using with either online or desktop?

Trying to use it with both. Great.

5:23  
Awesome. All right, we've got almost everybody, I'll go ahead and close the poll.

5:30  
Great. Um, so really, I just wanted to discuss briefly what we're going to be diving into today. So we've really kind of set up the challenge and the solution that we're facing and that we're hopefully solving. So we'll be diving into, of course, the challenges that many of you receive, which is managing your payment data across both neon CRM, neon pay, as well as your QuickBooks accounting platform. The solution to that which we will dive into within a demo is going to be entering payment data into neon CRM, first, then using QuickBooks in the sink to actually generate those records in your QuickBooks system. So neon CRM is already automatically collecting data about online payments through the system as we know, and then by starting to actually enter those payments, checks cash information into CRM, first, we can then use the sync or integration. And then the data actually flows and stays the same across all transaction types. And the second one is time, how are we going to reduce the amount of time spent doing this. And of course, that is going to be through automation tools. So after the initial time investment, to setup the integration, you will then be able to of course, save time, which is normally spent typing those transactions, double entry into both your neon system as well as your your QuickBooks system. And then I'm going to hand it over to Jake just to discuss some challenges and solutions for reconciling.

7:15  
Yeah, we're going to be looking at just kind of why an integrated processor, like neon pay, can help in kind of just making all this makes sense and pulling everything together that you need to. And then we'll also be kind of taking a look at the actual payout export itself in the onpay, and some of the various columns and you know, calculations that we have and metadata that can help with just entering in the actual fee data from Neon pay into QuickBooks as well.

7:48  
Awesome, and now it's go time, so I'm going to hand it over to or we're going to hand it over to Laura. And she's going to start with the practical usage portion

8:00  
exam. So I'm going to swap over to CRM, and I'll also be jumping into QuickBooks a little bit. So showing both sides. Actually, let me start from the beginning by going back to the dashboard. So before I hand it over to Jake for neon pay, I'll just talk about the CRM side of it, which I think the key thing to remember about the integration with QuickBooks is that it is neon CRM talking to QuickBooks rather than pay directly to QuickBooks. The reasoning for that is, neon pay is collecting your online transactions. And again, assuming that you're you're using the on pay, we will talk a little bit about other processors later on, too. But either way neon pay or your other processor is, is just dealing with your online transactions, your credit card, ACH online forms or payments, that you're directly entering into CRM with you know, somebody calls you up with their credit card number. But you'll also have all of the other transactions, mostly checks, cash, stock, anything else that you're tracking in the system. So because of that, in order to have all of those transactions, move over to QuickBooks, the integration is really neon CRM, talking directly to your QuickBooks system. So this will be where you'll start the setup. If I know a lot of you mentioned you're interested in using the integration. So especially for those of you that haven't set it up before I'll go through it from the beginning. The place to go to get connected to set up the integration to start will be under your settings cog we'll head into global settings. And in here, right hand column near the bottom under the third party integration section, there'll be a QuickBooks option. If you don't have this, we do have some folks on the essentials light or central subscription where this wouldn't be included. So get in touch with us use the support button to let us know it is available as an add on for any subscription or You could upgrade if you are also thinking about other features too. Once you click into QuickBooks, so this will take you right into the setup process, I'm not going to do a deep dive about connecting the desktop integration today, because it is kind of its whole own beast. But if you click on Desktop to get started with the connection, you'll get a link to open some instructions in our support center. Basically, what will happen is you'll need to download an extra piece of software called the web connector. It's made by QuickBooks by Intuit, and it enables your desktop based QuickBooks to talk to the cloud based CRM system and transfer data between the main thing to know is that you're going to need to have your edition of QuickBooks and the web connector installed and running on the same computer at the same time. So if you do have your QuickBooks on a remote server of some kind, that won't work out with the web connector, it really has to be installed on the same machine so that they can run together and send the data into CRM, QuickBooks Online, much simpler and other cloud based platform. So with QuickBooks Online, I won't do it right now. Because all you'd be doing is watching me type in my password, which we'll skip. But if it's not connected yet, you'll be able to choose QuickBooks Online. There'll be an extra button right here, the QuickBooks logo to click on, and then you'll get a pop up that allows you to log into your QuickBooks Online account. And that that will be it for the connection, you'll see this message that you're connected when you're all set to go. Once you've got your initial connection, all these options on the left hand side will open up to set up how data is going to transfer between the two systems. So I'm going to go through step by step. First item is sync options. These are some overall settings for the sync. First, you'll see a start date. This is not going to do anything completely automatically. So it's still completely within your control what information you're sending over to QuickBooks. All this will do is it will restrict which transactions that are in your neon CRM go into the list to be sent over to QuickBooks. So you'll want to go in check what your most recent transactions or sales receipts are in QuickBooks and set the start date there. This is mostly so if you have just started using the unserem. And you import it in a ton of historical data as you typically would, you don't accidentally have a way to send all of that back in and duplicate it in QuickBooks, you can just set a start date. This is when we've started accepting new payments into CRM and start from there.

12:46  
next choice is the type of records that NEON will create in QuickBooks when it performs the sync, we usually recommend using sales receipts. The only exception with this option is that pledges will still be sent over as invoices since they are accounts receivable, you'll again, you'll have the control in your Sync screen, which I'll get to later to decide whether you're sending pledges over depending on how you how you manage those in your QuickBooks. The other option is for every transaction to create an invoice and a payment. With that, you'll just have the, if it's a completed payment that comes into CRM, like somebody makes a donation online or pays their membership online, we'll be creating the invoice and the link to payment at the same time going into QuickBooks. So it really depends on what type of records you prefer to create. The last one is named formatting. What's happening here is when neon CRM sends over the transaction, it's also sending over the customer that's attached to the transaction in CRM, we call them accounts, or your constituents who have accounts in the system. QuickBooks calls them customer records. Our goal is to not create a bunch of duplicate customer records in your QuickBooks ideally. So what you want to do is check in QuickBooks how your display names are formatted for customers, and match that with this name formatting setting here, it won't change how your accounts look in CRM, if you go to the accounts list. It's really just how CRM will transmit that name information to QuickBooks to avoid creating duplicates. I'll just quickly jump into QuickBooks to show where this a good way to find this there's a few options but I usually go to the customers section. By the way, I am going to just demo in QuickBooks Online for today, but similar names for different features. In QuickBooks Desktop, you'll look for your customers list to figure this out. So if you go in, take a look at a customer. And as a note, this really affects your individuals, your companies, it'll just be a company name and That should match up with a display name. But if you click into a particular customer, specifically, what we're looking for is the display name for the record. So this customer display name. So in my setup, I'm using last comma first. So that's the setting that I would use to correspond to that in CRM. Next, import QuickBooks categories. I did this earlier today prepping for this webinar. So it's not going to change anything when I land on this page right now. But the first time you get here, it will take just a second to load in all of your lists from QuickBooks. Basically, what this page is doing is triggering neon CRM to send a request over to your QuickBooks to ask for all of these lists. So anytime you go into your QuickBooks and add new service items, new classes, new accounts, even new payment methods, you'll want to come back here and click the Update from QuickBooks button. That will send that request for updated lists again, from QuickBooks. Typically, the integration works as neon CRM, sending information out sending it over to QuickBooks. So this is a little bit different right here with the lists. Neon is asking QuickBooks to send it new information. So you do have to trigger that request to get your updated lists rather than it just happening completely automatically. So this will just be a step to add on if something is changing with your your various lists and Chart of Accounts in QuickBooks.

16:38  
Next will be a page to map your various tender types. Neon CRM calls them tender types, QuickBooks calls the payment methods, it is the same idea. So you'll have your list of payment methods in QuickBooks to match up to neon serums tender types, you can be the first time you get set up, you may need to do a little bit of tinkering on either side. To get these to line up perfectly with each other. I can just point out in neon CRM, the place to make adjustments to your tender types list. This is global settings again, and then under payments and transactions. It'll be tender types right here. As a note, you won't want to make any changes to credit card online, or echeck Ach, those are the two payment methods that interact with neon pay or with your payment processor to accept current live online payments, you know, to actually charge somebody's account or somebody's credit card. But you may have some additional payment methods in QuickBooks that you need to update to make available in CRM as well. You know, if you have any extras like some of our custom ones are a Venmo account or a gift certificate, or I'm not even sure what workday was, but we were testing something out. So you might have a few extra options from other methods that come in that you want to sync up here. Once you've updated your lists, you'll be able to connect them to each other back in the integration. I'm going to jump back over to those settings since I jumped away so back into QuickBooks. And we'll skip ahead. So that was map tender types. And the next four settings are mapping for each of the four transaction types in neon CRM, you may not be using all of them, which is fine, you'll need to set a default just in case a happenstance extra transaction happens to come through the system will want to have a place to put it in QuickBooks. But if you aren't using it, you don't need to dig into the detail, the extra detail of the mapping. So we've got donations, Event registrations, membership transactions, and then the online store store purchases. And then at the end, we'll have a few extras tax tax shipping and discounts. I'll start with donations. So the key with mapping is, when neon sends over the sales receipt or the invoice plus payment record into QuickBooks, you could send it with almost no information filled in and then just manually edit and adjust it once it's in QuickBooks. But the real efficiency, the real benefit of using the integration is not having to do as much of that manual entry or editing. You definitely can if something needs to be adjusted more once it's over in QuickBooks, it's all editable, no problem. But this mapping will make it as consistent and give your finance team as much information as possible so that you won't have to do as much cross referencing and as much manual editing in, in QuickBooks. You can map by for donations, campaign fund and or purpose. You could also just generally map by the tender type if needed. So that'll be again based on the payment method. If you you happen to have your service items set up that way. What most folks do is some combination of campaign funds and purpose, you will want to set some defaults to begin with, we recommend always setting the deposit to account as undeposited funds. This will put all of your transactions in a list together to easily be pulled into a bank deposit, which we'll get to when we talk about reconciliation a little bit later. Within that, though, you may want to populate the service item. And then if you have classes turned on for your QuickBooks, you may want to populate the class as well.

20:41  
I've got a couple items mapped already, you see just campaigns. So one thing that is not immediately obvious here is that you can have kind of cross mapping, if you will, for service items, and classes based on campaign funded purpose. What I usually like to do is base the service item on the fund and the class on the purpose, you could choose another method, but the reason that that's our kind of recommended method is your campaign list changes much more frequently. If you need that level of detail, kind of specific appeals specific campaigns in QuickBooks, you may still want to map by campaign. But if it's possible to map at a slightly higher level, like fund and purpose, those lists will change much less frequently. So you won't have to come back in and update your mapping on a weekly monthly basis as you run into new campaigns in the system. So what I usually recommend is mapping funds, like I said to service items. So the way to do that, let me pick, pick my restricted fund as an example, I might map to a particular service item. See if I actually created restricted, please ignore the gardening things, I have a sample QuickBooks system that has some a gardening theme, but ignore those. Let me actually then do one that has a better fit here, we'll say capital campaign. Two too. All right, I should have set up my list a little bit better before the call. But we'll just imagine that your service item list in QuickBooks has already been filled in with a capital campaign, which I should have done before. But either way you want to match the fun to the service item. The trick is, if you leave the class blank, it won't apply a particular class mapping, you'll be able to go back in and Map class using a different category in the system. So I can give a better example here, go ahead and put this into undeposited funds as well. So I've got the capital campaign, going to board giving as a service item. And I can also map a purpose. So let's say the capital campaign is funding a building and a playground at the building. So for each gift, I might be attributing it either to the building or the playground. And I'll say that is going to go to a particular class in the system. With this kind of cross mapping, if I go in now and enter a new check that came in and say it went to the capital campaign funds, and it went to the Learning Center purpose, I'll get that combined mapping of board giving service item and the senior program class. As long as you've left the other item blank in the column, it won't be overwritten by a blank, it will just look at the combined mapping between the two categories, if that makes sense. So this gives you really detailed control of where each item goes. Because you may be entering kind of a custom combination of funded purpose on each donation. Same thing works for campaign, if you just map campaign to service item, you could still map your purpose to class or your fun to class, etc.

24:22  
One other element of this, if I go down to the bottom, there's a ranking system. In most cases, when you're doing something like this, where you're you're really just mapping one to one, this won't come into play. But if you ever have a conflict in your mapping, for example, if I did map a class here for this item, so I said if it's the capital campaign, it's going to go to board giving and always to the scholarship program class. Now if I enter a donation and say that it goes to the capital campaign font, but the Learning Center purpose, I've got a conflict in my classes. And that's where QuickBooks or neon CRM and QuickBooks together will look at the ranking that we've set up for the different categories. And essentially, the way that it would determine which class to fill in correctly will be based on whether font or purpose is higher in this list. So right now I've got fund above purpose. So the system would go ahead and send this over as scholarship program class, I could reverse it. Generally, it's easier to just avoid running into those conflicts by keeping your mapping one to one and not having these types of interference or overlap, that usually just leads to needing to do more manual checking and revision on the QuickBooks side. Donations are usually one of the more complicated because of those allocations, but I'm gonna go through the other mapping options really quickly. So Event registrations, you can map based on the campaign that's linked to your events. So especially if you have maybe a whole series of events that all roll up to a membership campaign or a annual fund campaign, all of the funds go into that place, this could be an easier option. But what I see people do most commonly is map on an event by event basis. So if you you know your schedule of events for the upcoming year, that can work well. The only exception is if you are an organization that runs a lot of events, and has funds coming in. That is definitely a case where it might be more useful and just more efficient to map at the campaign level. So if all of your workshops are going into the same campaign, that's a quick way to handle it. memberships are similar, you can kind of do it at at a slightly higher level, or a slightly simpler or slightly more broken down level. Most commonly, I see people just use the membership level itself. So when you map you'll be selecting from your list of membership levels, and then assigning a service item and class, you can break it down a little bit further if you have specific membership terms. If you want to track the two year membership versus the one year membership separately, you can break this down at the term level instead of the membership level level, you know what I mean? The level level level, you also still have the option for tender type no matter what. And for store purchases. Similar idea again, you can break it down by each product that you've set up in your store. But if you are coming in and creating new products on a really frequent basis, it may be easier to map based on the product type. So at a slightly higher level. With this, it may depend on whether you want your service item list in QuickBooks to be an exact mirror of all of the different products you offer, or if it is alright for your QuickBooks to be at a slightly higher level. In that case, you could use the product type list to really do that mapping so you don't have to maintain it as as often. And then the last mapping option will be tax shipping and discounts. Most of these you'll notice come into play with the store although discounts you can have for memberships and events as well. So for these, you may need to make some adjustments in your QuickBooks list. Otherwise, there will be a straightforward way to choose from your chart of accounts. And then there is always a QuickBooks default shipping option that you can use for shipping unless you've set up something more complicated in your QuickBooks. Once you've made it through all of these mapping options, your integration is ready. As I mentioned, though, it's not going to start automatically generating new sales receipts in your QuickBooks, there is still a manual control step. So you still have direct access to control. When you're creating new records in QuickBooks and what you're creating.

29:10  
You can either get to that integration management panel through here through global settings by clicking sync transactions. or, more commonly, what you'll do day to day is when you log in, and land on your mission control dashboard, there will be a widget called the sync widget. It should be on your dashboard by default. But if it's missing for any reason, go into actions, add new widget and just click on it there to add it back to your screen. And you can always drag and drop it to the top of the page so that it's easier to find. You'll click on QuickBooks unsink transactions. And this is going back to the beginning when I mentioned that all of your transactions that come into neon CRM will hang out here are in this sync list, waiting for you to approve them to be sent over to QuickBooks. So in here, you'll see, I'm going to borrow this transaction from Sophia. So this is a membership payment $50 to the friend of Agloe membership level, you may have heard of our fake organization Agloe Nature Center, so we are a friend of them. And in here, you can kind of, at a glance, review each transaction, click through on the dollar amount, if you want to see extra details, and then either select one or select all transactions to go ahead and send them over to sync. I will just quickly click in to this transaction to show the details. So we've got the $50 friend of Agloe. From Sophia, this was on June 22. And it was for a one year membership term. So now that I have confirmed that I want to go ahead and send this over to QuickBooks, just for sample purposes, today, I'll just send this one instead of the whole set a click Sync transaction, you will get a confirmation. And then it's going to go ahead and get started. You'll notice that you can go into the status field here and get a list of items that you have synced, you've chosen to skip, actually items that are in progress syncing. And then if you have any failed, sinks, there's a couple of common reasons why that might happen. Probably the one I run into the most is if the customer name that Neon is trying to create in QuickBooks is actually already a name used by a vendor account on the QuickBooks side. But you'll get an error message that will tell you exactly what's happening there. I'll go ahead and check if this one has already gone over to the synced list, and it looks like might still be in progress. Let me see here. Oh, I still have my unsynched. That's not good work. There we go. So either synced or syncing, you'll be able to kind of see the progress as it makes its way over and there soon as I loaded the page, and again, there's Sofia's $50 transaction that's gone over, I'll swap over to QuickBooks. Now. There's a few ways to see the new transaction that's come in, you can just go look at your list of payments that have been made, to see if it's there already. So I might just go into review transactions and swap over too soon as my QuickBooks page loads can look at the specific account. So those are actually my bank accounts, what I'd want to do, if it won't give me that tutorial, there is go over to new payments that have been received and just make sure that it's in here. The other place that you'll see it and might be most useful is when you do start to process a bank deposit. So if I'm going in to start a new bank deposit, apologies, I'm not as familiar with QuickBooks as I am with CRM. So we'll we'll find it together, but they're under new starting a new bank deposit, you will have a list of all of your undeposited transactions that have been sent over through the integration or that have been entered directly in QuickBooks from some other method in here. So if we're taking that transaction that was just synced, and it's going to be part of a batch of checks that you're taking to the bank, or it's part of a neon pay payout, which we'll get to in just a minute, you'll want to go through and find all of the transactions that are part of that particular payment.

34:00  
Check them off on the list. And that's easiest way to then include them in the payout so or include them in the deposit rather. So that payment from Sophia, right here will be now included. And we'll get now switch over to the reconciliation part of this because you may be asking yourself, Well, what about the fees that come up with payment processing. So at this point, we have the transactions that have been entered into CRM, so cash checks, online payments, credit card, Ach, etc. We've also got them in QuickBooks as sales receipts. But all of our transactions are still sitting in this undeposited transactions list. So the next step is really understanding these batches that you'll be collecting into your bank account and how to reconcile between them. And that's my lead into Jake.

34:58  
Thank you, Laura. Let's share my screen I'm gonna share my whole desktop, because we will be looking at a Excel report as well. All right, can you see that looks like it's working, okay, make that a little bit bigger. Okay, so neon pay. This is just a sample neon pay merchant account that we have that's connected to our Agloe Nature Center. Hopefully, your balance doesn't look like this. This is all just test data. So we have a few different reports that we can pull in the on pay, we'll spend most of our time on the payout report, just because it very clearly details what all is in a particular deposit to your bank account that's sent from the on pay. But really quick, I just also wanted to touch on a couple of other reports, which can be helpful for reconciling. So we have the charges table, the charges table is kind of a an overview of your charges. For a given date range, you have a bunch of different filters here that you can use as well, I just wanted to quickly plug a couple of new things that we added to this table, which is card type. So you can now sort and filter by different card types that you might want to be reporting on. And we also have a new timezone filter. So this is going to be pretty helpful when you are reporting. Lining up reports from CRM, CRM is always in Central time. So now you can run reports in the onpay, specifically on Central time, or you can pick whatever timezone you'd like out of these these options here. So the big ones, I think, to note, the big pieces of data are the gross amount Gross is going to correspond to the money that your donor sent in. So that was the total transaction that they got pulled from their bank account and was sent to you. Our net amount is the after fees have been generated by neon pay, what is the total that's going to that's being included in your bank deposit. So we'll go over that a little bit more in depth in our payout report, which is inherent. So you've got the payouts menu, this is going to be a list of all bank deposits that neon pay sends over to you. And we have here a processed one. And so this is kind of where you're going to see the summary data on a particular payout, you can see the total amount of charges that were included in that batch, the total amount in just gross feet, or gross gross funds, which is right here, we have transaction fees, this is the total amount of fees that were applied, they go up to five decimal points, which we are looking at fixing up and kind of rounding and kind of readjusting how we kind of populate data on the screen. But fees are generated out to five decimal points to make it as precise as possible. And so that will be reflected on here as well. And then this is just some kind of goofy test data, that is just kind of they a thing that we have to deal with in our test account with our test processors sandbox. So this was usually what you'll see down here a nice clean number on that it's going to correspond to the bank deposit amount that went to your bank account. So down here is where you'll see more detail. This is going to be the total list of things in your payout. We originally when we launched this was kind of a list of everything. But what we have now is a more clean list of just charges followed by deeper fee data. So you can see the authorization fees on a specific charge, you can see how much the capture fee was, which is basically the percent fee that you pay to the payment processor. And then we have things like Amex charges. If you're on daily payouts, which is something that you can do, there's a very small daily daily payout fee, that will show up in this table as well. So what we want to do is come down here and click Export. So we'll open up this Excel file. This is what it looks like. Let me make that a little bit bigger. So y'all can see that. Okay, so this is every all the data that we need to find a corresponding charge that has been synced into QuickBooks and figure out the total fee amount on it. And if there are multiple items within that transaction, we can also see that the metadata will also be able to detail out exactly how much the donor cupboard fee was on this transaction. So what I like to do right away is just kind of clean this up a little bit, and just put it in accounting format. So you can see it a little bit more cleanly. There's also some information on here that you may not need. So we can get rid of, you know, merchant and application, just clean up this export a little bit. Maybe we don't care about user ID. In this case, we want email on there and account name. So we are looking at the gross total here. So this is the amount that's in CRM, this is the amount that is gonna get synced into QuickBooks. This is the total fees that were charged on, on this transaction by neon pay. And by extension, the processor, kind of at the end of the line that we use. One of the biggest challenges, I think, with reconciliation is the fees. So part of the issue is that when a transaction is created in CRM, that donation is immediately created in CRM. And we already have all the data on it and we're syncing it into QuickBooks, it's available. But neon pay is a separate system. We're built on one of the four giant payment processors that are out there in the industry and fees are assessed on in batches. So the fees are not available. Immediately on that charge. We go through what's called batching which every day charges are batched by our payment processor and sent over to the card holders bank for settlement. So when you hear words like capture or settlement And what that really corresponds to is, the funds are now available in your neon pay merchant account. They've been transferred from your card holders bank over to Union Pay account and are ready to get paid out. And then separate from charge batches, we have payout batches. So payout batches are essentially just a batch of your charges that have been processed and are ready to get paid out, and then get sent to your bank account. So we have weekly and monthly payouts I mentioned earlier, we do have daily payouts as well, which is just every weekday. And if you would like to set up daily to house you can reach out to support for security reasons, we've removed it from the actual interface, but just reach out to support and we can set that up for you. So here we have customer name, this is going to correspond to the billing name. So sometimes this can not could be different from your account name and CRM. And that's an important distinction to remember, this is the name that the person entered on the checkout form for billing address. And so over here, with account name, this will correspond to your CRM account, we have a description. So this will give us the high level detail of what a particular charge is. So we can see, you know, this is a donation to the 2022 annual fun campaign. This one is just a general donation. This is a split payment. So this was a shopping cart item where this person donated to the 2020 annual fund and registered for our event. Charge type just a really quick touch this is pretty simple credit card or ACH. So we are batching credit card and ACH payments. And the distinction is here in charge type. Over here is where we have a lot more detail. So if you do need to book, if you have multiple transactions that are multiple shopping cart items, come over here into metadata, and you can see a little bit more detail. So we have some things like ID, maybe you don't need that, we can see here just an individual type item amount. So this is going to be the amount on the charge. And then that's going to be separated out from donor covered fees. So this one's pretty good too. Maybe we don't need shipping and tax here. But shipping and tax will also be included and broken out separately if you need to book that as well in QuickBooks for your store. But here we can see a $26.06 donation. $1.06 of that is donor cover fees. So this person opted to cover the fees for you. And so that means we have a net of 25. And so those those things will correspond here. Now, the more complicated transactions, you'll have, you know, multiple things in a shopping cart. How do you reconcile that? Well, for that, we have kind of a separate metadata system where you have item one, item two, item three, and that kind of thing. So for item one, here, we can see item one in this shopping cart transaction was for our Agloe nature conference event, and it was $30. So there's one $30 event registration, plus we have $103.97 cent donation to the annual fund. So that one transaction has two different things in the shopping cart, this is where we can break that out and understand which what to allocate where. And that's about it for the the payout screen down here you have a really granular level detail of just the fees on every charge. don't really recommend going this deep, but you can. So you can see the fees here for any particular charge over here, this is going to be your key, you've got the charge ID on a specific fee. And that corresponds to these charge IDs here. Okay, so that's the power of export. I'm gonna kick it back over to Laura, to stop screen sharing.

43:34  
There we go. I'm such a Google Hangout guy. I know, the speed on on Zoom.

43:44  
Yeah, so I can just start quickly, as I mentioned before, about what will be different about this with processors that are not neon pay. So you know, as you're familiar with if you're using one of the other processing options like authorize.net, blue pay recently named change to cardconnect or IAS is, as I say, you won't have that kind of quick click between neon CRM and neon pay, you'll need to go log into that that separate payment processor system. But otherwise, it's really similar. You will have a payout details similar to what Jake was just talking about from your other processor. The main other thing to keep in mind and you're you're probably aware of this, if you're using one of those processors is that refunds will not be automated between the two systems with neon pay if you're using it and you refund a transaction, either because you started that refund in CRM or in pay both both platforms will let you start the refund. It'll automatically update me on CRM with the fact that that payment has been partially or fully refunded. With one of the other payment gateways that we aren't able don't have quite as close of a connection with that automated updating doesn't happen. So that's the one step I would add to your reconciliation process is you may need to go back into your processor account, double check if you issued any refunds from that account in the period of time that you're reconciling. And make sure that that's updated on the CRM side so that you're not keeping that transaction in CRM, and potentially syncing it to QuickBooks as a completed transaction, when it's actually been refunded by your processor. So adding that one step to the process, otherwise, generally the same idea, you'll get that payout report, you'll be able to match up that amount. And you'll also get the fee detailed depending on the fees that you're charged by that processor. I did also want to talk really briefly about Pay Pal using the Pay Pal button. Some of you may have may have that option turned on through your neon CRM online forms. And you may have noticed that it is a little bit different than using a standard payment processor. What we're actually doing with that Pay Pal integration is the form that the person fills out collects the basic transaction and account data into CRM immediately when the form is submitted. But at that point, the transaction will be in a pending status, because we're actually just sending the person out over to PayPal to finish up the transaction. Once they actually do that, PayPal very nicely sends a signal back to us that we can change the status to succeeded. But really Pay Pal is taking over the whole payment step from that point on, those payments will be collected into your PayPal account. And you will need to go initiate a separate payout from PayPal, I believe, if I remember correctly, that you do need to request those payouts. So you'll just want to make sure to go into PayPal, get that payout requested. And you will then have a separate amount on your your bank account from PayPal. So you'll be doing just a separate reconciliation of those specific PayPal transactions coming through your QuickBooks integration from Neon CRM with that deposit that's coming from PayPal really similar again, except that you'll need to go initiate that extra transfer. Back to you, Jake.

47:25  
Yeah, I think I think that about wraps it up on my end, do we want to quickly just show what entering fees look like as far as like the three different ways that you can kind of go about doing it. One of the kind of cool things about neon pay and our customers is that there are a ton of different ways to reconcile. So we're trying to make it a pretty flexible platform, as far as you know how you want to actually book your income. So we'll just kind of go back into the QuickBooks here and look at some of the, you know, the three different options that you have.

47:53  
Yeah, so this again, we'll start by opening a new bank deposits. So this would be you've kind of got your QuickBooks open side by side with your payout report from the onpay. So first thing will be as Jake mentioned, you'll be able to see in that payout report exactly which transactions were included. So I go down the list and match these up, you may have some items sitting in your undeposited transactions that were not online payments. So you may have checks in here as well that you need to separate out. And also there can just be other reasons. For example, an ACH payment will take longer to clear so it might be in your list, but it wasn't actually included in this payout it's gonna come through in the next one. So that's a good way to give you a chance to go through the list and make sure you know exactly which payments are included in the payout.

48:49  
See, Jake, do you want to talk through the the fees while I enter it, or should I keep going?

48:57  
Yeah, just keep going, I can kind of provide them reference, some reference for fees. We would love to be able to sync fees in to QuickBooks, but it does present quite a challenge. And it's still something that we're looking at. Because we know this is kind of the one thing where this is going to take quite a bit of time still. And so we are still kind of evaluating what we can do there to just make that process easier. One of the issues with it is that neon pay is connected to a payment processor. And these payment processors are totally different systems. They use this batching thing that I mentioned, and the timing is just different. We get feed data later from the from the system. So part of the great thing of having an integrated processor with CRM is that we do have a lot of flexibility. And as Laura said, you know, you can create a refund from within either system. And it happens automatically. There are plenty of other reasons why an integrated system is is great. But the fees are still presenting us a challenge. So that is just something that we're still looking at, to just make it better and make this part take less time because that's kind of the whole point of the sync. So this is definitely still something that we're looking at

50:00  
Yeah, so with that in mind, kind of the, the option that has the least data entry, if this works for you is, as you're processing the bank deposit, you'll you'll click in and select all the payments that are part of that that payout. And then you can add an additional line item as an expense line item to subtract the fees since at the point of payout, that's when Yuanpei is withholding that fees and those fees. And typically, that's what any other payment processor will have done as well. So this should work for your authorized dotnet. Or I adds payouts to with this you are booking the fees is just a lump expense item going to you know creating a customer or a vendor that is neon pay processing fees or your processors processing fees. With that, essentially, the way you're looking at it in QuickBooks is our donor Bruce Wayne, of course, donated this full $1,000 amount, we're crediting that customer account with that amount, and then adding a completely separate expense item for the processing fees. That's kind of how we decided to handle it as neon CRM building this integration, because we do consider the full amount that the donor gave to be the donation that they made and the tax deductible portion of you know the receipt that they should receive, even though when you receive the actual payout as you the organization, it will be minus the fee amount. So that's kind of the logic there. What many of you may be doing is wanting to book those fees on an individual level. That is more time consuming. But as Jake showed us in the payout report, you can get those fees on a per transaction basis in the payout. So that is another option to either book a separate expense item for each, each item in the payout. But with that you will need to kind of click in and create all of those line items for each fee within the payment. I think those are the two main options. Jake, did you have another one.

52:11  
The one other option that I've just seen some people do, that can be a good method if you don't, if you want to book fees for particular campaigns, and you need to know the net total from a payout for an event because you need to pay, you know your organization that's putting on the event. You can in neon pays report, use the metadata and those item types that I showed you to just kind of group, you know your donations to this campaign, your donations to this other campaign and your event registrations and just add up those total fees. So then you can have three different expense lines for each different campaign or event and just kind of understand what your true net total from this payout is for each of those campaigns or events.

52:49  
Yeah, and with that, typically the easiest would be instead of just having a single fee, expense line item here, break it down. So you'd have again, negative amounts for each of the fee amounts. Sorry, I keep closing that section accidentally, but a line item for each and then be able to subdivide by account or class to book them to those different accounts based on whether they're related to a specific event specific campaign, etc. All right. I think was that all we had? Jake, anything else you wanted to add?

53:29  
No, I think that's it. This is definitely kind of an ongoing thing. And, you know, we're always kind of looking to improve. So any and all feedback that you all provide is very helpful. And we are listening and kind of figuring out how we can make this better.

53:45  
Alright, Sam will hand it back over to you.

53:48  
Yeah, and I don't know. Jake, we did have the one poll on reconciliation. Did we want to just gauge the crowd of folks here today just to see kind of what their their practices are currently.

54:00  
Sure. Yeah. Let's look.

54:13  
Awesome. So as we as we just walk through, it's really how you are currently reconciling. So bulk expense line item, detailed on each sales receipt, as Jake was kind of watching through the the bulk expense line item per, you know, event per campaign. If other just let us know, in the chat. That's kind of been the easiest way. And I think right now we'll take a look. We've had quite a lot of q&a, which is great. So what's kinda like look through some of this? One question that looked like, came up a lot. was a question about not wanting individual donor deposits into neon CRM as a total block or as individual donor receipts but as a bulk. So I believe if you're not using, you know, QuickBooks for individual donor information records, the sink is not likely going to be that useful, correct? I mean, likely we would pull a report to get that information.

55:32  
Right, yeah, currently, and it's definitely something we can consider for future updates to the integration. But you're right that the Sync will be directly between the name of the account in CRM, and then a customer record in QuickBooks. So we don't have a way to kind of custom map accounts into just a general donors or members customer record in QuickBooks. What is usually the easiest to do for that, if you are accounting for it that way right now is I recommend under the Reports module, you'll find the Daily Reports section and the name says daily, but you can also run weekly, monthly, other discrete time periods. And then you can reconcile the totals from those reports with your payouts. This can get tricky because of some of the just items that Jake mentioned, things like a specific ACH payout that may take longer to come come through, or a specific ACH transaction that may take longer to come through in your payout, you will find that because you're mapping to just a general account or you're just entering your sales receipts to a general account in QuickBooks, you may need to do a little bit of more digging to figure out exactly why that one specific amount was included in a later payout or included in the specific payout. So it may make sense to wait and do kind of that full reconciliation, creating your lump sum sales receipts and reconciling your payout at the same time to kind of alleviate some of that pain later on when you don't have direct names to match up. But it can make it simpler if you are just using bulk and higher level customer accounts and QuickBooks.

57:21  
However, neon pay will deposit the aggregate amounts from transactions made through CRM.

Let's see. I think we also had we had quite a few questions also about hosting on a remote server. And unfortunately, we cannot support the QuickBooks platform on remote servers.

Any others? And I think you can. I think we're, we can close out that poll.

58:08  
Yes, thank you everyone. See, Barney just mentioned, you use a check scanner for your check deposits. If you enter those into neon, instead of entering them into QuickBooks first, you could pull those items out of the list, make a specific deposit. And then include all other transactions in a neon deposit. Yes, I think I followed. So it is also possible if you currently have a process your your organization's process is to enter checks into QuickBooks first, and then get them over to your donor database into the CRM afterwards. You don't necessarily have to change that when you're in neon CRM on the QuickBooks sync list that I showed earlier. It is possible and I apologize for not pointing this out. But if you look at the top of the screen, it'll be possible to filter down the list that is there. Specifically, you can filter by tender type or payment method. So if you needed to, to match your current process, not include any check payments in that sink. That is an option. You could filter out all the checks and move them into the list and not sink over. You might want to look into it just because it will save you that double data entry between the two systems. And of course, we you know, being a neon CRM person, I'm always in favor of entering in CRM quickly. But I do think there's a big benefit in being able to get your donations into there really quickly so that you can send out acknowledgments as quickly as possible. You know, studies have shown that acknowledgments have the most impact with your constituents if they're received 24 to 48 hours after the donation So having that added kind of time advantage of putting checks into CRM, without a delay while you get them into QuickBooks can be beneficial. But we definitely recognize its change in process. If you are typically entering them into your accounting system. First, it's not a requirement, you could always filter them out before they sync over in the first place. See,

1:00:36  
I think after this, we'll send out I'm sorry, Laura, someone asked about just additional resources for mapping. And we do have a guide that goes through kind of more of a simple sample mapping kind of an intermediate and then more advanced options. So I thank you, Samantha, I'll include that in the resources for follow

1:00:59  
up. Judy asked, Would it be possible to have more than one discount line, you have events and classes and we'd like to divide the discounts. Currently, the integration, I neglected to click into it when we were showing that page, but it is possible to subdivide by the type of discount. So if you have event discounts, store discounts, and membership discounts, if you're using some combination, those can be subdivided. We don't currently have a way to subdivide by the specific discount within those categories, though, those would need to just be mapped over into a general account, and then you could adjust from there. That's another one we could definitely look into for future improvements, though.

1:01:57  
There is a question that talks a little bit about like, and I don't know the answer to this, the mapping of if you're creating parent campaigns inside of neon.

1:02:09  
Hmm. Yeah. So parent campaigns will show up in the campaign mapping list, kind of every everything that's in your campaign list will be available for mapping. But it won't be acting as a parent campaign, if that makes sense. It'll just be mapping as itself. So if you've allocated a donation or an event registration to that parent campaign, it will map correctly, if you've allocated to one of the child or sub campaigns, it'll just look at that mapping. So there isn't any kind of rolling up into the parent campaign, you'll still want to map each of the sub campaigns specifically, to get more of that kind of higher level mapping, I'd recommend taking a look at if you can pull that parent level over into fund or purpose because those will act as kind of a higher level category that you can map to in addition to the campaign.

1:03:23  
Great, I think we're, we're over our hour. But we do have quite a few questions here. I know, a lot have been answered. So definitely. Thank you, to David and Hannah, and Laura, as well. But I think what we'll do is we'll take a look at a variety of these questions and kind of sift through them. And be sure to try to answer them accordingly. And we'll we'll definitely get this as mentioned recording sent out along with further resources as well.

1:04:02  
Yeah, we'll be able to follow up on these questions. Apologies. For those we couldn't get to you may have noticed that it takes a lot of thought to answer these particular questions. So we may need to work on them and get back to you. But we will follow up.

1:04:17  
Yeah, so thank you, everybody, for joining. And we look forward to hosting further products webinars, and hopefully this was helpful today. Thank you, Laura and Jake.

1:04:31  
Pleasure. Thanks, everyone. Thanks

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