Name: Navigating Blackbaud Financial Edge NXT® Accounts Payable Workflows
Uploaded: 2025-05-29T18:34:54.229Z
Duration: 1 h 1 min 32 s
Description: Navigating Blackbaud Financial Edge NXT® Accounts Payable Workflows

Transcript for "Navigating Blackbaud Financial Edge NXT® Accounts Payable Workflows": The video should also be there. Yes. Hi, everyone. Apologies for us being delayed. We had a few technical glitches behind the scenes. So, welcome to navigating Blackbaud Financial Edge NXT series. Before we begin, I want to review a few housekeeping items to help improve your experience. You will receive a link to the on demand recording of today's session within twenty four hours. There is a widget for docs. This is where you can access several links and resources that you can download for future reference, including the slides that we will review today. The webinar audio will be broadcasted through your computer speakers. Please check the volume and adjust accordingly. If you encounter any audio or technical issues, the quickest way to get it working again is to hit refresh. If you're still having issues, you may want to leave and then log back in again. Click on the q and a widget to submit questions. We have a great team of financial edge and experts backstage, and they will be answering your questions. We will prioritize question related to today's topics. And if you have any questions that are very specific to your organization's processes or setup, we most likely won't be able to answer them today. I'm joined by Ryan, and, I'll let Tim introduce himself. Alright. Thanks, Laura. So my name is Ryan Petrie. I'm a business consultant here, at Blackbaud. I've been with the with Blackbaud for about thirteen years. I'm located in Christiansburg, Virginia and been working with Laura for quite a while now. Thank you. My name is Laura Ngan Tian, and I'm also a business consultant with our professional services team here at Blackbaud. I'm based out of Houston, Texas. Okay. So we have a packed agenda for today. We will cover the following, processing invoices and credit memos. We're gonna be going through managing and processing recurring invoices. We'll show you the new and improved payment processing, payables import, payables export and query, payment assistant, best practices and recommendations, and we'll also live a few, question and answers at the end. Pass it on to Ryan. Awesome. Thanks, Laura. So for today, for our invoices and credit memos, we'll talk about kind of some potentially new functionality that you're not aware of, some things that that have been in the system, that you may not be utilizing. So kind of a a tips and tricks with the with the invoices, and credit memos. So the first thing we wanna, discuss is our copy and previous invoice. So this is something that is new to WebView. This allows you to do just what it says, copy a previous invoice that you've created. You can very easily copy that that invoice. It will copy the amount, description, GL distribution, and ten ninety nine information. When you look on the right side of the screen after you've chosen an invoice or chosen a a a vendor, sorry, you'll see that you'll the most recent three invoices on the right side. If you have more than three invoices, you can use the search functionality below to search for additional invoices there, to be able to copy those and and bring those over. It makes your data entry much quicker. It does, you know, make it a little bit, you know, a little bit easier to not have to remember, you know, what was that GL distribution I used on that specific invoice. Especially if you've got an invoice with a large GL distribution, you've got, you know, ten, fifteen lines, you can very easily use that copy previous invoice to get those over. One thing I do wanna point out though as well, it does copy ten ninety nine in, information as well. So if you have, you know, a a vendor that could potentially have ten ninety nine information or not, Make sure to take note of that, as you you scroll down, to adjust that ten ninety nine information accordingly. Alright. The next piece here, not quite, specific to invoices, but it is, something that helps with invoice data entry, and that is the vendor default distribution. So on a vendor record, if you go into the the vendor, there is a distributions tile on there. You can go in and and edit that, and set up a default distribution for, for the vendor. So, for example, if you were to come in, and create a vendor for this a plus office supplies here in this, in the screenshot, 70% of the the total amount of the invoice would be distributed, to the office supplies account, that ends in zero zero, and then 30% would go into the office supplies account that ends in 01. And again, you'll see that there's different projects on there as well, so you can you can distribute that accordingly. One question that we do tend to get a lot, in consulting with this is, hey. Can I enter a dollar value here? Unfortunately, it's not possible to to enter a dollar value. It does have to be a percentage. Another kind of tip that I've seen with this that that people like to utilize is, hey. I, you know, for example, I I have a vendor that, you know, has twenty, thirty different distributions on there. You can absolutely enter those on there. You just have to make sure that that percentage, equals a % when you go through that. So if you if those amounts vary often or you need to remove a line or anything like that, on a pretty regular basis, you can set up those lines for the default distribution for that vendor. It'll load in, based on the percentage, and then you can edit it accordingly. So if you need to edit just the amounts, that's a much easier process instead of having to add the account, add the project information, go through all that. You can very easily just edit, edit the, lines there for for the amount. One thing to also keep in mind with this, it is specific to, to the expense account. So it will pull in the default, the default AP account for this. The next item on here is very similar to that, but it it's a little bit more universal. So you can set up distribution sets, in in general ledger. So if you go to general ledger settings, on the left side, there is a distribution set portion there. In those distribution sets, you can set up, you know, specific distributions for for different parts of the of the system. Since we're focusing on invoices, we'll kinda pick on that one for now. So you can you can set it up for accounts payable and invoices. So when you go to enter an invoice, instead of pulling in that vendor default, you can very easily select a specific set, or specific distribution set that you've already, created, and it allows you to to populate that information. Just like the the default distribution, this is something that, must be distributed by percentages and not dollar amounts. And when you go into an invoice, you would just choose more options in the invoice distribution section, and then you would be able to, you'd be able to apply the the distribution set there. Again, just a a time saver for when you're entering invoices. It's a little bit easier to kinda set these up ahead of time. These are probably gonna be, you know, more common distributions that, you know, have multiple lines. If you've only got one or two lines, it may not be as as as much of a time saver, but but you absolutely can set those up as well. Alright. So for credit memos, for the the the way that the credit memos function, in Blackbaud, so as you create those credit memos, or as you create an invoice, we'll talk about that in just a moment, you can then apply that credit memo to one invoice, multiple invoices, how however you want to handle that. So with credit memos, there are a couple ways of of applying. So the first would be, through more of a manual application. And if you look at the screenshots here, this kinda gives you, a quick overview of of those. So when you create an invoice, or sorry. When you create a a credit memo, if the invoice is open in the system, you can apply that credit memo at that time, and that's screenshot a there. So you can very easily say, okay. I'm creating this credit memo. I've got this invoice open. I'm gonna apply this credit memo to it. You can apply you can do a partial application of it. You can fully apply it, and you can also choose the the post date there for that application. Alternatively, if you've already created that credit memo, and you're now creating the invoice that's associated with that credit memo or you want associated with that credit memo, you can apply the credit memo at the time of the invoice creation. So kind of a little bit of an inverse there. So you've already created that credit memo that's saved on the vendor record. You're now going in and creating an invoice. You can very easily choose, hey, I want to, I wanna apply this credit memo. Again, you can choose the amount, and the post date for that. So those are a little bit more than manual applications. You do also have the ability to automatically, apply credit memos based on some business rules. So in payables, if you go to settings, in the business rule section, there's a, a title of automatic application, on the left side. So from that, you can choose how those invoices or how those credit memos will automatically apply. So if you look at the top screenshot there, you'll see that the options are always. So it's always going to apply. Keep in mind that does apply to the oldest available credit memo, in the in the system. So, just keep that in mind there and it's gonna automatically apply that every time. Per invoice basis, that means when you save the invoice, you're prompted to, to automatically apply that or not. So that would be that second screenshot there. It's saying, hey. There's an unapplied credit memo for this vendor. Do you want to, continue? You can say yes, and you can apply it. Again, you can do a partial application, or a full application. And then there's the never option, and that is gonna be that there's no automatic application, and the only way to apply would be through the through the default, or if you do the manual process there. Awesome. And now I'm going to pass it over to Laura for recurring invoices. Thanks, Ryan. So one of the features where our financial edge NXT allows you to gain efficiencies is by the use of recurring invoices. So these are essentially templates that you use to create standard invoices quickly and easily, according to a schedule. So you can use recurring invoices for items such as utility bills or subscriptions. Okay. So the first one is you first need to create a template. So you'll go to invoices recurring and then click add. You're gonna add the basic invoice details. So you'll have the vendor, the invoice number, the basic invoice details such as amount, right, description. Then you go to the area called geo distribution, so will you where you will add your general ledger distribution. And then there's gonna be a section for payment processing, or payment, options. Then the next portion is to actually define the schedule. So when you create a recurring, invoice, you can define it either as unlimited or fixed. If you use fixed, then, you have to define the number of invoices to generate. Then you will also define the recurrence of, the invoice. So once you're done defining the template, then the next portion is to actually generate the invoices. So when you click on generate invoices, it's gonna ask you the date to generate, post status, post date. The invoices that match those criteria will display. Then when you click on generate invoices, the actual invoice record would then be generated. So you'll see a control report, and that's gonna give you the list of invoices that were that's been generated by your process. I do want to highlight that, filter using query for generate recurring invoices will be supported in a future, release. Alright. So allow me to play a video for our recurring invoices. In this video, we will go through the process of adding and processing payables recurring invoices. We'll go to payables, invoices. From the invoices page, we'll select recurring and then click add. We will add the general invoice details here. We can add your invoice distribution here. If there's any vendor default, it would automatically be populated. Payment details, then we'll click next. Here in the scheduled form, you have the option of selecting unlimited or fixed. You have the option of selecting frequency, start date, the number of invoices, and the occurrence of the invoice. So here, I'm gonna select day one, and you're gonna see the schedule updated. If you select the frequency to be irregular, then you will have to manually define your dates. I'll go ahead. Click save. Now I have this recurring invoice that's been added. If I need to make changes, I can click on the invoice. And now as you can see in here, I have the form that allows me to edit the invoice. I'll close out of this one. To generate recurring invoices, click generate recurring invoice. Specify the date that you want to generate the invoices. The post status would be from recurring invoice. You have the option of updating the post date. I'll go click next. This gets you the results page. And when you're when you're ready, then you can click generate invoices. When the process is completed, you will get a toast, and you have the access to view the control report. Now you see in here that the report generated two invoices. I'll close out of this report. And I will see those invoices when I go to invoices standard, and you'll see the recurring invoices generated. At this stage, you can follow your standard workflow for processing payments for your open invoices. Okay. So then that's recurring invoices. Moving on. So payment processing. Right? So we've got invoices. We've got credit memos. We've got recurring invoices. Up next would be payment processing. You can access, payment processing. You'll go to your treasury, then go to bank accounts. You have multiple ways to actually, find process payment. You can, go to the context menu. So those that's the the three dots and select process payments from there. When you have the bank account record open, you'll see the menu, on the very top that would say process payment. And there's also a section within the bank stage where, it says pay invoices that that's a pay invoices style. You'll see process payments from there. So all of these would lead to, like, the exact same, form, which is the process payment where you will select the payment method. So as you can see in the screen where you've got the payment method, you've got bank draft, computer check, you know, electronic funds transfer, one time check. It's primarily because you can only process one payment method at a time. So if you need to first go through, print your computer checks, then you do electronic funds transfer. Those had would it it would have to be two separate processing. Okay. So once you get to that process payments, it's gonna open up another form where you've got, like, a list of the invoices, that that's, available for, processing. There is an option for you to click columns. Columns allows you to customize the list of information that's being displayed on the screen, and then there's also an option for filter. So filter allows you to adjust and refine the list of invoices that will be included in your check run. So you can choose to filter by invoice or vendor. And, we have the option of allowing you to use query if you need more advanced selection criteria for processing your payments. Okay. So once you have defined your filters or your criteria, then you get to the area that allows you to select the invoices for processing. You can adjust the payment amount in here, and then when you click on generate checks, so this is a newer process where, it's gonna run-in the background. So this is really to minimize disruption in your workflow. So you're gonna have that payment processing running in the background, and it means that you basically can just continue with other tasks as as as the process is running. When the process is complete, you're actually gonna get notification. On the top portion of your screen, you're gonna see an alert from the notification bell, and that's really a link to access your checks or your EFT file or your EFT notices. You can download your file for printing and then, you know, if if it's an EFT file, then you can upload it to your bank. I wanted to note in here that if you're having some issues with alignment, one of the easiest way to check it is to take a look at the scale option of your printing. You wanna make sure that that that, it's not scaling. So you want to select actual size or a % or something that says no scaling. Alright. Allow me to play a video, that demonstrates the payment processing. In this video, we will go through payables payment processing. Go to treasury, bank accounts. I can use the context menu and select process payments. I will select the payment method and select process payments. From this list page, you can make adjustments to the columns. I'll go ahead and do credit applied. I'll keep credit applied, and I'll say apply changes. You can also use filters to adjust records that are being displayed. As you can see in this form, we are now supporting the use of queries. So if you need more advanced selection criteria for your payment processing, you can define a query and use it here. Click apply filters. Select the invoices that you want to process for this payment run. You also have the option of adjusting the payment amount. If you need to make changes to the print settings, you can click the cogwheel, and make adjustments to the print settings. When you're ready, click generate checks. Payment processing would run-in the background. So the list page have closed, and you will get a notification that payment processing has started, which you can see in here. When the process completes, you will see an alert from the notification bell, and this is where you can access your payment file. When we click on this link, it will download the file. We'll go ahead open this file. We'll use the print menu to open the dialogue box. You'll select your printer. One of the most com common alignment issues relate to scaling, so be sure to check those settings before you actually print your checks. I can access that with more settings. And as I scroll down, as you can see, this is scaled. I'm gonna go ahead select actual size. Once I'm done with my process, I can print a bank register report, And I have all of my parameters set up in here, so I'm just gonna go ahead and run the report. Then review report. So here's the list of the checks that I have generated today. Awesome. Thank you, Laura. So now we're going to jump into, the import process for for payables. For payables, there are quite a few different things that you can import. We'll go over that in just a moment as well, but we're gonna wanna cover the the basic process of of what it looks like to to import. So first and foremost, you have to prepare your source file. That source file, is gonna has has to contain, at the very least, the required fields for that specific import type. That could that could vary based on the the import type, and we've got some great, knowledge base articles that kinda give some examples of of, those required fields, that that you'll be able to access. The next piece would be actually, adding that and setting up that that, import basics, parameter. So in Financial Logistics, you'll create the new imports, really defining what records you'll be processing and then also kind of defining the, the security options for that. So can other users run this? Can other users, edit this? And also defining the name on there. From there, you'll upload your source file. So that source file will will slightly different than than in database view. It's actually gonna upload to to this the servers. In database view, it just kind of accessed it from your, from your, system, so it was a slightly different process. We've also got a video that we'll we'll jump into as well, and it kind of explains some of the the reason about that. Once you've uploaded that file, you can then, map your your source and destination fields. So you've got the ability to say, hey. This this field in, in my file that I've uploaded, maps to this in Financial Edge. So you'll go through that. Again, you'll need to, at the bare minimum, map those those required fields. You do have the ability to to skip fields as well. So if you've added a column that you realize, hey, I don't I don't need this information in there and it's not a required field, then you can skip it. If it is a required field, you would definitely have to submit that. From there, you would validate that import, make sure everything is correct. Just similar to, hey, I'm I'm gonna validate and, validate a journal entry before I post it. Same type of process here. You wanna make sure that that everything maps over correctly, and there are no exceptions. If there are exceptions, you will have to go in and kind of work on those in the next step with exception handling. With the exception handling, you you wanna make sure that you correct any of those issues, and because this does upload that source file once you've made those changes, you wanna make sure to reupload that file into the, into the import parameter. So keep that in mind. Then finally, once you've kind of, you know, after you've done the exception handling, make sure that everything, validates, and and you get a successful validation, you'll actually go in and update that and and do an import, for for that to make it, an actual record in the system. So what type of files can you actually import into, financialization? And we're focusing on accounts payable, so keep that in mind. So for, accounts payable, you can you can, import bank adjustments, Credit memos, invoices with the exception, of credit card payment method. That you cannot import because there's not a way to to map that field properly. You can import products, for your purchase orders, purchase orders, receipts, recurrent invoices, and, of course, vendors. So you can really import most records, for accounts payable through the accounts payable module. Alright. Then I'm gonna go ahead and share a video here as well. Okay. So now we'll go into the actual import process. So in WebView, if we go to payables and import, this is where we'll be able to view existing, import parameters or create a new one. We're gonna go ahead and create a new one here. So let's go ahead and do go ahead and do add. We can search for the invoice type or we can choose, show all. Just gonna search for our invoice type because we're gonna just do an invoice, import parameter here. And we'll just call this import parameter. And we don't have to put a description if you don't need to. You can choose if others may run or modify this import, as you see fit, and then we'll go ahead and do next. So on this, this is where we'll actually select, what we're doing. So are we going to import new, or are we gonna update existing? In our example here, we're gonna import a brand new or two brand new invoices. And this will also wanna validate data only first. That's usually a best practice to go ahead and validate that data, make sure everything's correct before you actually do the import itself. So we'll go ahead and do that. You can choose to create new table entries if you want to or use duplicate criteria for new records. We're not going to in this example, but you can. You can also, import table entries with a short or long description. You could choose there as needed. And then this is where we'll actually choose the file. So we'll go ahead and do attach file and select my sample invoice import. Now one thing to keep in mind with this, it is different than database views. So database view import actually actually goes into your your system and uses the file that's in your system. With this import, it actually will upload it to, to the server to be able to, to use the file. So this does go ahead and rename that file. That does kinda make things, a little bit different in how we process. So when we if we run into, an issue, for example, we'll have to replace the file once we've made changes to the original file, since it is using the the original file that you uploaded. So just keep that in mind, when we go through that. You can also choose how you want to, match the records. So we're going to use actual, vendor ID instead of vendor import ID. To be able to pull the vendor import ID, you can do a query to to be able to get that, but we're gonna use vendor ID because it's a little bit easier for us. Once you've got those selected, you can go ahead and click next. And this is where we're gonna actually map the fields. So the fields on the right side, are the fields in my actual file. And then on the left side, it's where we will, where we will choose what those map to in the system. So we'll just go down the list here. So vendor ID, invoice number, description, amount, date, due date, post date, post status. And then now because we are doing a file with multiple GL distributions, this part is where it can get a little tricky. So with these multiple GL distributions, we always want to make sure that we have, multiple groups of of those, of those, columns in the system or in the in the files. So in this example, we've got a transaction with two different GL distributions on it. So we'll wanna make sure to map those appropriately. So let's come in here, and we're going to map the amount. Debit account. In this example, we are gonna use project IDs. You may or may not need that. You may also have, you know, various transaction codes, just depends on how your system is set up. With that, we also do need to have another amount column because we're telling the system how much that project ID is is being distributed to. On the far right, you'll see that there's an extension over here, and that's telling the system how we're or what items are being grouped together. So in this instance here, we're saying these four, these four columns are going to be grouped together to one GL distribution. We'll go into map this again and update that extension. So those the second group of extensions match. So we'll do that, and we're just gonna do zero one here for the extension. It's perfectly If you have multiple you have, you know, three, four, five distributions, however it is, how many of it it is, you will you'll go down that list and you'll have, you know, zero two, zero three, zero four, so on and so forth, you know, as you go in and and and group those items. So we've got that set up, and we'll go ahead and save this. So now we see our new import parameter here that we just created. So we're going to actually go ahead and click the ellipses icon to the left, and we're gonna validate. Let's see what we get here. System's gonna pick it up and then actually go through that, and we'll get a validation report. So let's view that report. And we see that there's two records processed, one exception. So if we scroll down here, we'll see this is record number two, vendor vendor ID is not found. Okay. So let's go back to our file real quick. Gonna open our file, and let's take a look here. Uh-oh. So it looks like put the wrong vendor ID. So this should actually be 1,000. Going to update that, and then I'm going to save our file and close it. So now if we open back our parameter, once we come into that, we as I mentioned, we'll need to replace this file because it's a brand new file. So we'll go ahead and click replace, choose that file, go to next. Now that we do not have, we didn't make any changes to the actual columns or anything like that, we didn't add columns, we've columns around, all this will stay the same, and we can go ahead and do save. And we will validate again. Alright. Validation complete. Let's view this. Alright. Two records processed. No exceptions. That's perfect. So we can go ahead and cancel. And we'll wanna make one more edit to this, and we're gonna wanna actually uncheck the validate data only. So we just do that and then save. And you'll notice now once we go to, the icon, the ellipsis icon again, you'll notice that it now says run instead of validate. So go ahead and click run. Alright. View report. We have two records processed, two imported, no exceptions. Perfect. So now the so if we go into our vendor record, go to payables and vendors, take a look at our Andy's Pest Control record or vendor, we will now see the two invoices that we've imported. Alright. I'll turn it over to Laura for payables query. Alright. So can you do your import is, of course, one that I was one the first one would be, easy. The subsequent ones would be easier. So payables query. Query is a way for you to search the database for records that would meet certain conditions. So that's gonna be the conditions that you've set. Right? Again, what are the records that you can query in tables? So these are the different record types. I'm not gonna, you know, read through all of that. But instead, what I'm gonna focus on would be what are the steps to query. So first, you need to identify what record are you looking for. You need to select the query format. So it's either dynamic or static. Then you will define the selection criteria. Once you have defined what you're looking for, then you need to go through defining the output field. So the output field would be the information that you will get out of your query. Then you can optionally define the order by which they they show up. So you can use ascending, descending. So that's gonna be the source, option. Then you'll save your query. So, the different types of uses for query would be, for one, you can search for records and, you can open those records directly from the query editor or, like, the result results page. That's helpful when you're doing, let's say, data cleanup. Right? So you can look for records that meet certain criteria with the hopes of cleaning up those records. You can use query to export the data into a CSV file, and you can also use queries in other areas of financial edge and XT. And, as you had seen in the previous demonstration, you can use it as a payment filter. You can also use it for reporting and, later on, you'll see it with expert. Okay. So let me go share with you this video demonstration of query. In this video, I will demonstrate payables query. Look at the tables query. So in my example, I'm going to look for vendors that has been paid over 5,000. So I'll start a new query. I will select the record type as vendor. I'm going to use dynamic. Click on okay. Now you can see a list of available fields. One of the things that's been implemented, of course, that we are now also supporting is the ability to search within the query editor. So I'm going to use search and type payment. So I'm going to select total payment amount, And I'm gonna say that operator is going to be greater than. I will type 5,000. I'll click on okay. Next, I'll go to output. Let's say I only want to include the vendor name. K. And as you can see in my output, I have the option of changing the order by which they appear. So let me go put the surname first. And I also have the option of changing the column heading. And next would be sort. So I have the option of just using my query fields to select sort. Under options, I can give my query name. Enter payment. I'll change my category. And when I go to my results page, the query editor results page would enable you direct access to the record depending on the record type of course. I will click on this first one. And as you can see, I can look at my vendor record. I can navigate through the list by clicking next or previous. I can also click on close. So let's say I want to make changes to my criteria. I can go back to my criteria page, and I can click on edit. And I can add a filter in here and say I only want the date to be specific, range. So I'm gonna change my operator to say greater than or equal to specific date. Click on okay. I'll click on okay in here, and then I can go back to another site stage. And now I have the best vendors. If I want to include specific output so let's say I want to use the vendor ID as an output. I can make that change, and, again, I can change the order and I'll go to my research page. And now as you can see, I have the updated information in here. I can also choose the option to export, and that would export my relay into a file. Alright. So now moving on to export. So with export, you can transfer selected information from your Financial Edge NXT solution to another application. So for example, you can export data to, analyze or manipulate it in a spreadsheet program. So same thing with query. These are the list of records that you can export in payables. What are the steps? So pretty much the same thing. You'll identify the record that you want to export. You will select the format of your export, then add your filters. And then you want to select specific fields and the options within those fields in your export, then you'll save your export parameter, then you will run the export. So while the processes and capabilities of query and export, they tend to overlap. Export is really more of an advanced data extraction tool, and it allows you to better organize, one to many relationship. And it allows also for additional, file types for your export options. So how do we do it? You'll start by creating an export. You put in the basic data. Right? So in here, I have a payment export, and I wanted to export it to an Excel 2,000, and you have the filter. So as you can see, export support advanced filters by using query. Then you go to the output. So within the output, consistent with our, other forms, the left hand side would show you the available fields, and then you will select the specific fields that you want to include in your output. You have the option of moving up or down, that specific field, and there are fields where you can define the one to many relationships. So you'll see that the criteria is an option that you can identify. So as you can see in here, for each, payment, I'm trying to export five different invoices. So then the process is that once you've saved your export definition, then you'll click run, then you're gonna have the option to download your file. So here's just like a quick example of what does it look like when it's we we're we're talking about one to many. If you look at row number three, this actually is just one payment file that's paying two different invoices. So in export, the export the exported record would show you the, additional relationship by looking at the right hand side. So that that's how the one to many gets, exported. So let me see here. This is just a side by side view of export versus query. So, like I said, there's some overlap. But, hopefully, by looking at this side by side view, you'll see, you know, you'll you'll be able to identify which to use based on your needs. I'll pass it on to Ryan. Thanks, Laura. So the next piece that we're gonna cover here, we're just gonna kinda talk about it briefly, because it is something that's that's new and we've got, some great, great, resources that that cover this in-depth. But I do wanna make sure to bring it to everyone's attention, and that's payment assistant. So payment assistant, allows you to a little bit more easily go through and and make your make your payments. So it is a time saver. It's a cost saver. It allows you to to make payment runs. In those payment runs, you can define which invoices are being paid, and then you you would submit that payment. It gets processed through a third party, and whatever payment type that is needed for that, whether it's an EFT payment, whether it's a, a check, whether it's a virtual card, that third party will will, will process that for you. There's no extra, cost for that, for for payment assistant, and it is included with your subscription to Financial Edge NXT. One thing I do wanna point out with this, it does also give you a little bit more, a little bit more security and and having built in approvals with that as well. You'll be able to, you know, you could set tiers potentially. You can you can choose who, who can or who cannot, approve those those payment runs. It just gives you a another layer of security for that. I do want to stop here for just a moment, to give you guys to, a chance to take a look at this. If you want to, you can scan this QR code. It does give you the ability to fill out, an interest form if you are interested in in finding out more information about it, if you're interested in in actually signing up for payment assistant. Some of you may actually already have it available in your environment. So, definitely go ahead and take a look at that. It would be in in the payable section, and then you would see payment, assistant. If you're not seeing that, you can scan this QR code and you can, you can fill out the interest form, and then you'll be able to, you know, they'll they'll sign you up for a, a webinar and also potentially, you know, green light it in your environment. So definitely keep that in mind. If you can, definitely, you know, take a look at that, and there's some great resources with that as well, for that. Awesome. So our next section here so kinda just some some best practices, and recommendations. So for these, we're really focused around, security with this. So and in accounts payable, obviously. So with, accounts payable, you do have the ability to kind of set it up to give yourself a little bit more secure, a little bit more secure processing. So, instead of having one person from start to finish that creates the invoices, approves the invoices, makes the payment, you can you can break that up, and you can do that with with a couple ways. So first off, there's a business rule. If you were to go to payables and settings, there's a business rule that's payable settings and then, invoice on the left side. I apologize. There's a setting to require invoices to be approved before they can be, paid or posted. This this kinda adds that that that first layer of of security. So an invoice would be entered. You can start it at pending, and then it's not gonna show to be paid or posted, until you've actually marked it as approved. Where second kind of layer here for for security is, you can actually control who can or cannot, actually access that or who can actually change that that, approval process. So it gives you, a way to say, hey, person a is gonna go in and create this invoice, and then person b or c will go in and and approve that invoice or multiple invoices at once. So it just kinda gives you a a way to kinda break that up, to to make sure that, you know, that the the invoice is correct prior to paying it and posting it, and just kinda makes it a little bit easier for that. You also do have, you know, if you're gonna use payment assistant, you do also have the ability there during the payment run to have those approved, as well. Alright. So we are now going to jump to some live q and a. And I'm going to, actually if you look at the doc section, we do have a a live q and a there, or q and a, slides there. I'm gonna go ahead and share my screen, and we're gonna actually take a look at those here together and talk through this. Alright. Laura, I'll let you go ahead and start with this one. Okay. So, like, the first one, question. I use FAST in the database you currently what do I use in WebView? So So as you can see in here, there's gonna be a link to our, knowledge base about announcements, about FAST. We currently have available options for you now, which we've covered in, our webinar. So you can use copy invoices, so you can quickly access those, invoices and copy the details into a new record. Import is probably gonna be, you know, like, the one that would be the most helpful. So you can import new invoices, into the system. You can use a CSV file and get it uploaded as we had demonstrated or Ryan had demonstrated previously. And you can also use recurring invoices. So, that's that's part of our demonstration today. You can have a template, and you can quickly, you know, create invoices based on those templates. Awesome. Thanks, Laura. So generating prenotes, this is also another, another question that we got, in the in the, in the, survey at the beginning, before you you signed up for this. So generating prenotes, in in WebView is slightly different than it was in in database view. In database view, you had to create a query. You had to have a certain set of things, to to determine, what you're going to pull. It's a much easier process here. So if you go into your bank account, in the pay invoices tab or tile, I apologize, you'll select more, and then you'll select generate pre note. So this pre note, file basically allows you to submit this to your bank, for generally two purposes. First purpose, hey. I'm just setting up EFTs, for the first time. This allows you to, create that, pre note file that you can send to your bank and can confirm that the the format is correct or if there needs to be some changes. And secondly, if you get a new vendor, in the system, you set them up as a pre note, a pre note, EFT status first. It's gonna generate this, pre note file with their information in it, and then you can send that to the bank and that just kinda confirms if that is an active account. Keep in mind, it's not gonna check and make sure that, you know, this account belongs to the person that's specified here. It just kinda make sure that that is an active account to hopefully, you know, eliminate or reduce some of the, some of the, returned EFTs if, you know, if if that vendor may have, you know, entered the the, number incorrectly or something along those lines. So Okay. So how do I partially pay invoices? You've seen in the payment processing page that you can override the amount. So that was part of the video demonstration. But you also have another option. So when you go to the invoice record, there is a payment schedule. So when you click on edit schedule, you can, choose to define how much to pay based on a specific date. Voiding checks. So for voiding checks, there's a couple ways of doing that. So first, you can you can void a single check. You can go to the actual invoice, select the payment link, or you can go to a bank account, open the bank register, and and select the payment record from there. Both of those are gonna take you to the the actual payment record, whether it's a computer check, EST, what have you, and you can go ahead and void that, there with the void button. Now keep in mind, you can only void, unreconciled transactions. So if a transaction is reconciled, it's not possible to void it. When you do void that, you've got the ability to choose the void date, the reversal post date, and you can also delete, unpaid invoices, after voiding the payment at the same time. So if that invoice no longer needs to be paid, you can also delete it at the same time as as voided. Now Now be careful. If that invoice does need to be paid, don't check that box. Otherwise, you're gonna have to recreate that that invoice. You do also have the ability to void a range of checks. So by doing that, you can go to bank accounts, choose void, or choose more, from the the, drop down in the paid invoices tile and do void selected payments. Here you can, enter the appropriate information. Is this a computer check? Is this EFT? You can void by payment number. You can void by, payment date, and you can choose the start and end number and the date. The same as above, you've got the ability to set a void date, a reversal post date, and then you can also delete unpaid invoices after voiding the payment. Again, keep in mind that is going to delete the invoices. So if you're deleting a whole range of, checks, you're also gonna delete a whole range of of invoices. So just keep that in mind before you do that. Okay. So this one, how do you use a payment date other than today? So, you saw earlier on during the payment processing that you have access to those print settings. When you go to that print settings, there is a an option for you to go to the payment date. So when you go to that payment date, instead of today, just put specific date and then plug in the number and that would be the actual payment date. You also have your call. Go ahead. Sound is being a little wonky here. So bulk approving invoices. So as I mentioned with the security, we do have the ability to, require invoices to be approved. So if we do that, it kinda changes the screen here slightly to, to what you're looking at here where you've got the ability to select multiple invoices. When you do that, you can use filters on this page to say, hey. Just show me my pending invoices. So now you can go into that invoice list page, and you can very easily, you know, select multiple invoices. You can select all those invoices, and then you can approve those. You can also kind of click on each invoice, get a little pull out of that, and you can kinda see the information on that. So it gives you kind of a quick way of of being able to actually go in and pay those invoices, or mark those invoices, to be paid, and and mark them as being approved so then they can be be posted in there. Mhmm. Laura? Okay. So the other question that we get that came through is how do I say you pay using EFT? So if you haven't done it before, it is a whole process. First, you're gonna need to enable the bank to be available for EFT payments, then you'll want to format the settings for that EFT, then you will have to go to the vendor record and maintain their e f EFT bank account, so, like, the routing number and account number. Then when you have those invoices being created, you wanna make sure that the payment method is defined as EFT or electronic funds transfer. You'll process the payment as you saw, earlier, EFT payments. Then what you want what what you will get is an EFT file or, like, a NACHA compatible file. You'll you'll take that file and upload it to your bank, and, you'll want to also send EFT notices to your vendor. So one of the things that I wanna do, like, highlight in here is, as you saw, free notes. If you're paying a vendor for the first time via EFT, you wanna create a free note, which, we've answered previously. And Financial Edge NXT currently supports mix ACH debit and credit. So we're only currently supporting service class code 200. So if your bank requires a single debit, it does does not allow for mixed mode. Currently, that is not supported in financial engineering. And I think we have a little bit more q and a out there. I just wanna scroll down a little bit. So, you know, we were out of time, in here. But as you can see, we have, like, a little bit more, q and a, information out here. These are available for you to, download from the docs, which is. Alright. Okay. So for the the additional q and a's here again, I apologize. My sound is is not working quite right, and I can't quite hear Laura's talk. So I apologize. So for these, we just kind of listed a little bit more, you know, more of the the q and a's, questions that that came through, with a little bit of of context for all these. Just kinda we'll read through these real quick. So when will the capabilities be, available to avoid a one time check? It's currently under evaluation. You know, make sure to check updates, or the the TWS page, for additional information on that. If a company has two different addresses, can you put it under, put it under the one name, but be able to choose which address the the check or check, what check should go to? Yes. You can absolutely maintain multiple addresses for, for a vendor. You would just need to select the appropriate remit to field, under the payment, details for that. Can you import credit card transactions directly into the system? Invoice invoices paid by credit, by credit card is not supported in AP Invoice, currently, but you do have the ability to use the credit card feeds, to to be able to feed that into the, system and then code it, or you can also use some type of custom application or also the, you know, you you you can also manually answer those as well if you if you don't have a, huge number. But, using the credit card feed is probably gonna be your best option for that. Creating credit memos without an invoice to apply to? Absolutely. You can create that credit memo. And then when you have an invoice that's available to be paid later on, you'll be able to, you'll be able to apply that as needed. And then finally, can you route invoice, invoices for approval? Unfortunately, not through the normals the the normal invoice entry, but through expense management, you do have the ability to, to create, specific approval rules to to kind of push those invoices through, into into, into the payable section. So with those expense managements, you would create an invoice request. It would go through the appropriate approval rules. And then once it's completely approved, it would be an invoice in Financial Edge that is, is shown as approved. Alright. I want to just hop in here and talk through couple quick slides. So, the road to, Total Web Solutions. So it's it's coming. It's obviously you know, what we've been focused on here is the web solution. With the Total Web Solution, you know, we're moving everything into to one place to kind of help increase efficiencies. You know, removing access to the database view, is going to, help us, you know, enhance our security, enhance performance, and, you know, just enhance accountability as well. And then, you know, as as we've we've shown and and kind of talked through this, a lot of this is is currently happening. Make sure that you are preparing for, this move to the total web solution. It's it's gonna be here. You know, it it it makes a lot more sense to go in and and and work on that now instead of waiting on, waiting on that to to actually occur. Training's never been easier as well. So our Blackbaud University has a huge number of courses. A lot of those are focused, you know, but a lot of the financial edge ones do have multiple versions, where you can either do an on demand or or instructor led. They're great courses, and they, you know, give you a lot of detail, a lot of information on that. You can also kind of use, you know, immediate workflow, efficiencies that that didn't exist in database view. A lot of the stuff that we showed, was were were things that, you know, didn't exist or were, you know, not as apparent in in database view. So, you know, switch to to WebView now. Get in there while, you know, before it's it's required, and you'll you'll be ahead of the game. We've also got some great resources here, that, again, you'll be able to access, afterwards. Just some additional Blackbaud University courses, but then also some, you know, help center, what's new, what's recent, you know, what's next type type of things, and you can definitely go ahead and access those from this. Alright. Well, I really appreciate your guys' time today, and we wish you all the best.