How to Use the ShelbyNext Financials Portal

How To Use

ShelbyNext Financials Portal

Updated: 6/21/2016 ?2016 Shelby Systems, Inc. All Rights Reserved Other brand and product names are trademarks or registered trademarks of the respective holders.

How to Use

Overview

The ShelbyNext Financials Portal is an isolated site that allows your users to view and pay their Accounts Receivable invoices, view Payroll earnings and request time off, and request a purchase order from Purchasing Management. You can set up users as having External Access Only in Security Setup. This, along with a Task Role with Portal rights, allows them to perform functions through the portal without giving them access to your main ShelbyNext Financials site. The link for your portal site is exactly the same as for your ShelbyNext Financials site, substituting /Portal for /Financials at the end of the URL (Ex: ).

Set Up External Users

Access the Users area under Security Setup on your ShelbyNext Financials site. Create a new user and select the option for External Access Only.

Note: Users with this option selected do not count against your user license limit and cannot access your main ShelbyNext Financials site. You also need to create and assign a Task Role that has rights to the Portal areas to which you want the external user to have access. For example, this `Portal Only' role has full rights to all of the Portal areas.

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Log In to Portal Site

ShelbyNext Financials Portal

Enter your User Name and Password in the fields provided and click the Log On button. You can also click the Forgot Password or Forgot User Name links for assistance. Once logged in, you can access Invoices, Payroll, or Purchasing. Sections display based on applications owned by your organization and rights assigned to the logged-in user.

Invoices (Accounts Receivable)

In order to view and pay Accounts Receivable invoices through the Portal you must set up your Payment Providers and update the applicable Revenue Centers in Accounts Receivable.

Payment Providers

Go to Utilities and then Payment Providers in the general area of ShelbyNext Financials. Verify that your desired payment providers are set up. You can edit an existing item in the grid by clicking the Edit icon. Click Add New Provider if you need to add a new payment provider.

Note: ShelbyNext Financials accepts ShelbyNext | Giving as a payment provider. Click giving for more information on setting up a ShelbyNext | Giving account.

Populate all appropriate fields as directed by your payment provider:

? Title ? Payment Processor ? Select the payment processor class you are using. Payment processor classes are

set up in the Lookups area. ? Process ? Select Credit Card or ACH. ? Merchant Account ? Page Name ? User Name ? Password ? Gateway URL ? Log File ? Process Time

Note: Leave the Password field blank to keep the current password when editing a Payment Provider. Entering a value in this field overrides the currently saved password.

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How to Use

Click the Update button to save changes to the Payment Provider, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return to the Payment Providers page without saving your changes.

Update Revenue Center

Go to Modify and then Revenue Center Information within Accounts Receivable. Click the Edit icon by a Revenue Center you wish to use for online payments through the Portal. In the Online Payment Options section enter the Online Title and Online Description, and select the Online Bank Account from the pull-down menu. You can then select one or more of the following from their pull-down menus: Credit Card Gateway, ACH Gateway. Available options in these menus are set up in the Payment Providers area (see above).

View and Pay Invoices

Click the Invoices link at the top of the Portal page and then View and Pay Invoices or click the View Invoices To Pay & Pay Bill link on the Portal page. You can then select to view Unpaid Invoices, Paid Invoices, or All Invoices. Note: You can only pay invoices when Unpaid Invoices is selected. Each invoice matching the filter is displayed in a grid with the following columns: Invoice #, Date, Due Date, Amount, Sales Tax, Payments, Discounts, Write Offs, Outstanding, and Payment Amount. The Payment Amount column only displays when you are using the Unpaid Invoices filter and when the revenue center is set up with a payment gateway in Accounts Receivable. Click the Expand icon to view further details about the invoice, including the Description, Quantity, Unit Price, and Amount. When you view paid invoices, payments are also displayed. If AR is set to Open Item, locate the invoice you wish to pay and enter an amount in the Payment Amount field. If the setting is Balance Forward, enter the total payment amount in the bottom row. The payments are distributed from the oldest invoice to the most current. Click the Pay Invoices button to proceed.

Make sure all information in the Verify Billing Information fields is correct and then select from available payment options. These are the options selected on the applicable Revenue Center in Accounts Receivable.

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ShelbyNext Financials Portal

You can then input the Credit Card or Bank Account information as appropriate. Click the Submit button to finalize your payment or the Cancel link to return to the previous page.

Payroll ? View Earnings

Click the Payroll link at the top of the Portal page and then View Earnings or click the Payroll View Earnings link on the Portal page. You can then select the Company from which to view earnings. In the Filter By field, select the date range from which you wish to view earnings. Additional filters may appear depending on your selection.

Click the Search button to display your results. A grand total for the date range you selected is displayed first with the following columns: Hours, Gross, Deductions, Federal, FICA, Other Taxes, and Net. Click the Expand icon to display further details, including Compensation and Deduction distributions, taxes, and totals for these.

Below the grand total line, summaries for each time the person has been paid are displayed. The following columns are displayed: Check Number, Date, Hours, Gross, Deductions, Federal, FICA, Other Taxes, and Net. Click the Expand icon to display further details, including Compensation and Deduction distributions, taxes, and totals for these.

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