FOR BUSINESS MANAGERS – FINANCIAL MANAGER GUIDE

Financial Manager Help Guide

At the start of the season, this help guide supports Club Financial Managers (Treasurers, Bookkeepers) with setting up payment options and managing through the registration process.

Many of the tools for Financial Managers are included with Korrio Reports functionality. For more information on where to Find Reports, Add Filters or Customize Fields, please visit our Administrator Tools – Quick Reports Support Page.

Setting Up Payment Options

Korrio allows Clubs to select the following payment options for parents registering to your Club’s programs: Credit Card, Check, Payment Plan or Automatic Payment Plan, and Financial Aid.

Please contact your Korrio Customer Service Manager to set up and manage your Payment Options.

Managing Finances Through the Registration Process

1.  Payments


  • You can access your Payments page from your main Club Homepage or from any of your Program pages
  • The main Payments page from your Club Homepage shows all transactions for the club for all programs, and you can do all your work here without worrying about the page re-loading each time you post a payment or credit.
  • It now shows the most recent 10 transactions.
  • If you want to view more transactions, use the First, Previous, Next or Last options at the bottom of the page to find other entries.
  • If you’d like to view more than 10 entries at a time, click the “Show entries” box, and select 25, 50 or 100.
  • Use the “Search” feature to type in a name to find that account’s transaction.

POST CHECKS

  1. From your Club homepage click PAYMENTS.
  2. Find the player’s name that you want to post a check for under the REFERENCE column or search for them using the tool on the upper right.
  3. Click on the small “+” sign next to the date to open the details of the transaction.
  4. Click the POST CHECK link and a pop up box will open.
  5. Enter the check amount and check number in the DESCRIPTION box.
  6. When you select POST PAYMENT the balance will update without the page having to reload!

APPLY CREDIT


  1. Click the APPLY CREDIT link and a pop up box will open.
  2. Enter the credit amount.
  3. Enter the date to be applied to the account.
  4. Select a reason for the credit.
  5. Add a description to detail the specific reason why you are applying the credit.
  6. When you select APPLY CREDIT the balance will update without the page having to reload!

ISSUE REFUND

  1. Click the ISSUE REFUND link and a pop up box will open.
  2. Enter the refund amount.
  3. Enter the date to be applied to the account.
  4. Select a reason for the refund.
  5. Add a description to detail the specific reason why you are issuing the refund.
  6. When you select ISSUE REFUND the balance will update without the page having to reload!

ADD FEE

  1. Click the ADD FEE link and a pop up box will open.
  2. Enter the fee amount.
  3. Enter the date to be applied to the account.
  4. Add a description to detail the specific reason why you are adding the fee.
  5. When you select ADD FEE the balance will update without the page having to reload!

2. Post Transactions by Time Period

Korrio provides an Adjustment Details report that allows Club Financial Managers to quickly view all adjustments made over a defined period of time. This includes a list of posted checks, financial aid, discounts and other adjustments.

  1. On your Club’s Korrio homepage, click REPORTS
  2. Click ADJUSTMENT DETAILS REPORT
  3. Click on CUSTOMIZE YOUR COLUMNS if you want to change field results in your report
  4. Click RUN REPORT

3. Find All Outstanding Balances

Korrio provides an Account Balance report that allows Club Financial Managers to quickly identify all parents in your Club that have outstanding balances. From this report, you can export to your own computer, email all or a subset of this list with instructions for completing payment, or go to an individual’s account information to learn more about the items that make up the outstanding balance.In addition, a related report titled “Late Payments” is a similar report to the Account Balance report but also includes a filter for the last payment date. For clubs that use some form of a payment plan option, parents may have made a payment in the last 30 days and be “up to date on their payments” but still have an outstanding balance for the year.

  1. On your Club’s Korrio homepage, click REPORTS
  2. Click ACCOUNT BALANCES REPORT
  3. Click on CUSTOMIZE YOUR COLUMNS if you want to change field results in your report
    1. Check or uncheck the columns that you want Field Descriptions:
      1. Reference User = Player
      2. User Fees = total amount of purchases in Korrio
      3. User Payments = total amount of payments made
      4. User Balance = total outstanding balance
  4. Click RUN REPORT

4. Find Financial Info (Player/Parent)

  1. Click on FIND TRANSACTIONS BY PERSON
  2. Enter name of parent or player
  3. Add Filters or Customize Your Columns Field Descriptions:
    1. User Balance = total amount of balance for parent
    2. Name = parent
    3. Reference User = player
    4. Program Payments = all payments made
  4. Click RUN REPORT

5. Verify Payment in PayPal

This report helps Financial Managers identify PayPal related transaction information including date of transaction and PayPal’s unique identification number for related transactions in Korrio. This information will support your search requests within the PayPal system.

  1. Click on FIND CREDIT CARD TRANSACTION DETAIL BY PERSON
  2. Enter name of parent or player
  3. Add Filters or Customize Your ColumnsField Descriptions:
    • User = parent
    • Reference User = player
    • Paypal Payer = Payer ID number in Paypal
    • Paypal Transaction ID* = Unique Transaction ID in Paypal
    • *Note – this number is useful for searching for a specific transaction in Paypal
  4. Click RUN REPORT

6. Find Transactions by Time Period to Help Reconcile with PayPal

This report supports Club Financial Managers in reconciling cash flow between Korrio and Paypal for a stated time period.

  1. In Reports, click on CREDIT CARD TRANSACTIONS by DATE
  2. Enter Date Parameters
  3. Click RUN REPORT tool
  4. Compare Korrio to PayPal
    • Korrio Report Column: Amount
    • PayPal Report Column: Gross
    • Comparing these two columns will reconcile cash flow over a given period of time

7. Navigating Paypal

1.  Download All Payments Received

1.  Click on ALL ACCOUNT ACTIVITY

2. Select date parameters
3. Click on Download CSV
4. Be sure to Save As your CSV file into Excel format. CSV does not hold formatting and is not as easy to work with.
2.  Search for Payments (Transactions) by Person
    1. Click on ALL ACCOUNT ACTIVITY
    2. Click on FIND TRANSACTIONS
    3. Select Date Parameters
    4. Search by Email, Last Name or Transaction ID for fastest results

Change date range as necessary

  1. Click on Details for more information

    Note: this also works on the All Activity page