Welcome to Fíonta Sessions: Fonteva Finance! In this first blog post, we’ll get acquainted with the Salesforce platform on which Fonteva is built and discuss the basics of the Fonteva Finance App.
Let’s face it, Finance is a mystery to most of us. And often when implementing new CRM/AMS systems, the primary focus is on getting memberships or donations into the system – meaning that the Finance team gets left out of the loop.
We introduced the Fonteva Finance App in our August Office Hours. Download presentation
Because Fonteva also serves as the Subledger for your organization (I probably just lost some readers right there – ha ha), it’s critical that the Finance team be in the know as to how Fonteva is generating journal entries for all the money coming into your organization.
So this series is for all the Finance team reps that need to know how to get the data they need from Fonteva to do their jobs: posting to the financial system, reconciling with the Financial system, and everyone’s favorite, prepping for and passing the annual audit. (I really just lost some readers there!)
The Fonteva User Interface
Today we’ll talk about simply navigating Fonteva. Have you been wondering where the important finance information is in Fonteva? Did you know there is a Finance App? I’ll back up further. Do you know what apps are?
Fonteva is built on the Salesforce platform, and in the Salesforce platform, information is stored in Objects:
- All the people in your system are stored in the Contacts object.
- All the Organizations in your system are stored in the Accounts object.
- And so forth.
These are standard Salesforce objects and serve as the base of the Salesforce platform. To get to each object, you click on a Tab along the top of the page. The tab name is the object name.
Because Salesforce knows that not every team works with the same information, you can also arrange tabs into different groups for different teams. These groups are called Apps, and they can be assigned to certain teams.
Fonteva Finance App
There are lots of Finance-specific standard objects in Fonteva, and a specific Finance app within the system to make your life easier. If you are on the Finance team and do not automatically land in the Finance app, ask your system administrator to assign that app as your default.
Once you are in the Finance app, you will be seeing the tabs that are important to your team. The included tabs are:
- Business Groups and Items
- Sales Orders, Invoices, Receipts and E-Payments
- Transactions and Transaction Lines
Group 1 – the Settings objects. This is where you will want to check and make sure your default account settings are correct because these records serve as the “source of truth” as transactions are entered into the system. There is a lot to unpack here so we’ll do a deep dive into Business Groups and Items in future posts. Stay tuned!
Group 2 – the Transactional objects. As things are sold in Fonteva, Sales Orders are created. Receivable Transactions get Invoices, and payments are tracked as Receipts and E-Payments. E-Payments refer specifically to credit card charges that are processed through Rapid Order Entry or the Fonteva Customer portal.
Group 3 – Journal entries. If invoices are created or payments are applied, Transaction and Transaction Line records are created to track debits and credits for each transaction. This will be the information you are posting to your financial system.
Take the time to navigate to these records and get familiar with them:
- As you land on tabs, you can use List views to view different sets of records. If you land on a tab and do not see any records, use the down arrow next to “Recently Viewed” to select a different, predefined list view to view records. Once you have looked at a few records, the default “Recently Viewed” list view will start to show records.
- When looking at records, be sure to click on Related lists. This may be visible via quick links at the top of the page, or via the “Related” tab further down the page. Related lists show you all the downstream records that have been linked to the record you are already viewing, so it’s important to get familiar with that information as well.
- You will find there are always related records. Sales Orders always have Sales Order lines that show the exact items related to the Sales order. Invoices are the same, and so are Receipts.
Now that you know where to go, we can turn to a more in-depth review of these objects, starting with an in-depth review of the Business Group record and all it contains. Watch this space for an in-depth overview of the Business Group record, including all the settings there as well as important related objects like Chart of Accounts, Payment Gateways, and Tax Locales coming in September.