Two features support finance reporting and statements: tracking categories for coding line items, and the Financial Summary formula field for totalling payments per contact.
Tracking categories
Tracking categories let you tag invoice and receipt line items with categories and codes for reporting and export (for example to align with your accounting structure).
Set up tracking categories
- Go to Settings → Finance & usage → Tracking categories.
- Create the categories and codes you need for allocation.
How they're used
- Apply a tracking code to a line item when creating an invoice.
- Codes export with the relevant invoices and receipts, and appear in the finance Action Centres.
- Use them to break out revenue for reporting.
The Financial Summary formula field
The Financial Summary field is a contact formula field that totals payments by receipt filters. It's ideal for statements such as end-of-financial-year (EOFY) summaries or donor giving statements.
Create a Financial Summary field
- Create a Financial Summary custom field.
- Set the receipt filters that define what it totals — for example receipt type, effective date range and payment method.
Use it
- Insert the field into emails via mail merge — for example an EOFY statement campaign.
- Use it in document generation to produce per-contact statements.
- Because it totals receipts per contact, each recipient sees their own figure.
Account-level Financial Summary settings
The Financial Summary snapshot at the top of a contact's Finance tab is controlled under Settings → Finance & usage → Financial Settings (the Financial Summary subheading):
- Reporting Year — total by Calendar Year or Financial Year.
- Date to Use — base the totals on each receipt's Effective Date or Created Date, depending on your organisation's preference.
Financial Summary settings (account-level)
Under Settings → Finance & usage → Financial settings, the Financial summary section controls the snapshot shown at the top of each contact's Finance tab:
- Reporting year — total by Financial year or Calendar year.
- Date to use — base the totals on each receipt's Created on date or its Effective date.
Choose whichever matches your organisation's reporting preference.
When to use which
- Use tracking categories to slice revenue by code for accounting and exports.
- Use the Financial Summary field to give each contact a personalised total (e.g. "You donated $X this year").