Financial Action Centre types

The financial Action Centre types bring your billing and payments data into table views you can filter, act on and export — with accounting and payment-gateway integrations where relevant. This guide covers Batch, Invoices, Payroll Deduction, Receipts, and Receipt Summary. For the generic create flow, see Creating an Action Centre (generic flow) & permissions.

Financial — Batch

The Batch Action Centre is used to process batch payments and export them for your payment gateway or bank (or to process them directly, depending on your integration).

1. Choose the Financial — Batch type.
2. Select a Payment Provider from the providers configured in your account.
3. Set Permissions and click Save.
4. Use the batch to process payments and export the batch file for upload to your gateway or bank — or process directly, depending on your integration.

Note: what batch processing and export can do depends on your configured payment providers and your integration capabilities. For help setting this up, reach out via the Resource Centre.

Financial — Invoices

The Invoices Action Centre shows all invoices in your account and supports accounting exports.

1. Choose the Financial — Invoices type.
2. (Optional) Toggle on MYOB export and/or MYOB journal export formats so you can export in the format your accounting system expects (including tracking codes).
3. (Optional) Set Default Filters such as date range and status.
4. Set Permissions and click Save.
5. Export invoices at the invoice level or per line item — useful for invoices with multiple line items. Exports include the Due column (the amount outstanding) alongside the other invoice details. The table (and export) also shows a Tax column — the GST totalled from each invoice's line items — and an Event column that displays the linked event's name whenever an invoice is tied to an event through a ticket. An Adjustment Total column sits between Total and Tax, showing the invoice's adjustments; it is there by default, in the table and in the export, and it is tax inclusive, so treat it as a separate figure from Total rather than adding the two together. When you export per line item, each adjustment is written as its own row — see Adjustments, write-offs & voids for how those rows are described.

Financial — Payroll Deduction

The Payroll Deduction Action Centre processes payroll-deduction batches and keeps a record of past runs. In the type list it's labelled Financial - Payroll.

1. Choose the Financial — Payroll Deduction type.
2. Set Permissions and click Save.
3. Use New Payroll Deduction to create a run: choose the Payer, an optional Interval, the Effective and Received dates, Method and Received Amount, then attach the payroll-deduction spreadsheet.
4. On the Match columns step, choose how the spreadsheet rows match existing SwiftFox records under How should we match your import to existing SwiftFox records?:
   • Name — match on First Name + Last Name (plus a dollars/cents amount field).
   • Full Name (single field) — match on a single Full Name field.
   • Custom — match on the amount fields only.
   • Custom Tiered — configure fallback tiers. SwiftFox tries Tier 1 first and, if no match is found, falls back to Tier 2, and so on. Use Add Tier to add tiers and drag to reorder them; within each tier choose one or more match fields (for example Payer Reference, First Name, Last Name, D.O.B., Postcode) — all fields in a tier must match together. Map the required fields, then continue.
5. On the Review step, check the matches. A match-tier indicator shows which tier each row matched on, and you can filter by tier to review lower-tier matches. Where a row has more than one possible match, SwiftFox flags it and picks an example — tick it to open a drawer of all possible matches, with a search to choose a different person. Tick Store additional data (above the table) to keep the spreadsheet after processing so you can import it later, then Process.
6. Back in the Action Centre, the Status column shows the run's state — Processed (batch complete and receipts generated) or File processed (started but not finalised). A paperclip icon appears where additional data was stored and is waiting to be imported.

Importing stored data. If you stored the sheet, open the run's ⋮ menu and choose Import data to open the data importer pre-loaded with that batch. Tick Show Previous Values to compare changes (old value struck through, new value shown), use the far-left checkboxes to choose which columns to import, and the change-type filter to narrow to one kind of change. Click Import to apply the updates. See the Importer guides for the full flow.

Editing the dates on a batch. You can change a batch's dates after it has been processed.

1. In the Action Centre, open the run's ⋮ menu and choose Edit dates.
2. The Edit Payroll Dates panel opens, showing the Effective Date and the Received Date. Set either using the field or its date picker.
3. Click Save dates to apply the change, or Cancel to leave the batch as it was.

Changing the effective date also updates the Effective Date on every receipt linked to that batch. It does not change the invoice linked to those receipts, so if the invoice date also needs to move you will need to handle that separately.

Payers. Payroll-deduction payers are managed on each contact's profile Financial tab (the Payers table, with Add Payer, a Payer Name and an optional Reference). See The contact Financial tab.

Financial — Receipts

The Receipts Action Centre shows all receipts in your account, and is well suited to building focused, purpose-built views via default filters.

Columns. Use the column-visibility control (the eye icon, Choose columns to hide) to show or hide columns. Available columns include Created Date, Effective Date, Total, Unallocated (the portion of the receipt not yet allocated to an invoice), Status (clear payment-status indicators), Direction (inbound/outbound — exportable), Method, Receipt No, Details, Line Type, Line Comments and Invoice Line Comments. The Unallocated column helps you track money that hasn't landed on the right invoice — for example a subscription payment still sitting unallocated against an outstanding subscription invoice, or credits tracked via a cash placeholder. Filter the table (for example on Unallocated) to surface receipts with outstanding unallocated amounts.

Receipt drawer. Click a receipt number to open a drawer summarising the receipt — transaction details, payment method and line items, including the attached invoice with a View Invoice link that opens the invoice in its own drawer. You can Refund from here where applicable.

1. Choose the Financial — Receipts type.
2. (Optional) Set default filters such as Status, Method and Line Type to create a focused view — for example failed receipts, last year's receipts, or credit-card receipts.
3. Set Permissions and click Save.
4. Filter and Export the receipts matching your criteria.

Financial — Receipt import

The Financial - Receipt import type is used to bring receipts into SwiftFox in bulk from a spreadsheet. Open it and select Import Receipts to start the three-step flow — 1 Import data, 2 Match columns, 3 Review.

On Import data, the screen sets out what each row needs:

Each receipt needs an amount, a unique reference, a date, and who it's linked to.

No bank reference? Use a receipt number — we'll build a unique one for you. To link a receipt to a person, use custom match or a subscription reference.

1. Choose a Receipt type. This is the payment source the receipts came from — the list is drawn from your configured providers and includes options such as NotInvoice, Invoice, NAB Transact, EWay, BECS and Fat Zebra.
2. Upload your spreadsheet — select the upload box or drag the file into it. The importer accepts Excel files.
3. Select Next to move on to Match columns.

The note on this screen mentions linking a receipt to a person. The Match columns step also offers matching by organisation and by BPAY reference — see below.

Step 2 — Match columns. The Match your spreadsheet to SwiftFox screen has three parts.

Let's get started

• Select spreadsheet — which worksheet in the file to import.
• How should we match your import to existing SwiftFox records? Choose one of four options. Each spells out the fields it needs, and all four require (any of cents, amount), a Date, and (any of transaction_reference, receipt_no):
  • Custom — those fields only, with the record identified by the custom field(s) you nominate below.
  • Person Id — those fields plus a SwiftFox Person ID.
  • Organisation Id — those fields plus a SwiftFox Organisation ID. This is how receipts are brought in against organisations rather than people.
  • BPAY Reference — those fields plus a SwiftFox BPAY Reference.
• Match Fields — used with Custom: choose the receipt custom field or fields that identify the record, for example a BPAY reference number field. All selected fields must match together; there are no fallback tiers here, unlike the Custom Tiered option in Payroll Deduction.

Additional import options — Is the first row in your spreadsheet a header?, plus Skip rows, Skip end rows and Limit import rows, each taking a number of rows.

Map your data to the right place in SwiftFox — a table with one row per spreadsheet column, showing the column name, its first values, a SwiftFox field picker and a Mapped tick. Columns whose headers match a SwiftFox field are mapped for you; the rest you set yourself. The picker groups its options into Default Fields (Amount, BPay Instruction, Cents, Credit, Date, Description, Do Not Import, Organisation ID, Person ID, Receipt No, Status, Transaction Reference), then your receipt custom fields grouped by their section, then Other Fields. Type in the picker to filter it, and choose Do Not Import for a column you want ignored.

To reuse a mapping, pick one under Apply an existing column mapping profile, or name this one under Create a new profile of your mapped data before continuing.

While a required field is still unmapped, a banner reads There are missing required SwiftFox fields and names exactly what the chosen match option needs.

1. Select Next again to move on to Review, check the matches, and process the import.

Receipts can be held against an Organisation as well as a person, so organisation payments (for example BPAY receipts paid at the organisation level) can be brought in and allocated the same way. An organisation's receipts appear on its profile Financial tab alongside its invoices and bills.

Financial — Receipt Summary

The Receipt Summary Action Centre collates the total amount paid per contact across a period you define — for example yearly totals for contacts who pay weekly. In the type list it's labelled Financial - Receipts summary. See Financial — Receipt import above for importing receipts in bulk.

1. Choose the Financial — Receipt Summary type.
2. Configure the date period over which to collate totals per contact.
3. Set Permissions and click Save.
4. Review the per-contact totals and export as needed.

Accounting & payment integrations

• Invoice exports support MYOB and MYOB journal formats, including tracking codes, so your accounting stays in sync.
• Batch exports are designed for upload to payment gateways or banks, or for direct processing — depending on your integration setup.
• Because setup depends on your configured providers and integrations, contact the Resource Centre if you need help configuring financial Action Centres.