Looking at the Transactions section in Novi (Accounting > Transactions), you'll notice that it's pretty similar to the Sales page inside of QuickBooks Online. Both allow staff to send both individual and bulk transactions via email, but... Novi has added our own spin on quite a few components.
In this section, you'll first see the Transactions "Stage" that shows you a clear view of un-sent or un-printed invoices, the amount you have unpaid (open and overdue invoices), and the $ amount recently paid.
In addition, you can view the date, type, number, member, due date, balance, total, and status for each of your transactions.
Filtering the Transactions Section
Speaking of filters, Novi has created an extensive filtering system for the transactions section for easily finding specific transactions.
First, you can find transactions by simply searching in the search bar by transaction number. You can also use the preset filters to filter the list down exactly how you need it.
Transaction Type (Dues Invoice, Event Invoice, Product Invoice, QuickBooks Invoice, All Invoices, Sales Receipt, Payment, Credit Memo, Refund, Journal Entry, Check)
Transaction Status (Open, Overdue, Paid/Closed, Recently Paid, Partially Paid, Voided, Non-Renew)
Email Status (Sent, Not Sent)
Print Status (Printed, Not Printed)
Date From/To (this is based on the Transaction Date)
Invoice Sent From/To (this is based on the Last Sent Date)
Click the gear icon (top right of the Transactions list) to add more display columns to the list.
The Batch Actions function of the Transactions section makes it simple to print or email invoices. To begin, Select your transaction(s), click Batch Actions, and then choose your action. It's that simple. Novi even asks you if you'd like to mark an invoice as printed once you click the "Print" button to help you stay organized.
You'll also see a non-renew and credit option for dues invoices that will create a credit memo if needed. In addition, if you select multiple types of transactions not supported by a particular action, these options will be greyed out in batch actions. All of these features take out the guesswork on your part of what may or may not work.
Sending Transactional Emails Through Novi
Sending emails through Novi will give you more control over your transactions.
Here are a few of the perks:
Novi follows business rules. We look for the billing contact on a company record first (when applicable). If that information isn’t there, your invoice goes to the company's main email address.
All of your staff members are able to send transactions without going into QuickBooks Online.
Novi filters make it easy to find exactly which emails need to be sent.
The Last Sent Date lets you know if/when the transaction was sent to the member.
Novi makes it easy for you to receive a payment on an outstanding invoice.
You can do this 1 of 3 ways:
1. Click the plus sign at the top middle of the backend and then select Receive Payment.
2. Click the Receive Payment button (top right corner).
3. Click the arrow next to a specific invoice (within the Transactions list) and then select Receive Payment.
In the Receive Payment modal, you'll notice that you have some options (see image below).
You can choose a Member and all of their outstanding invoices will show.
You can also search by Invoice No. to apply the payment to the correct invoice.
In addition, you have fields to enter the Payment Method, the Reference Number, the Amount Received, and where the payment should be deposited to (see next bullet point for more info).
One thing to note is the Deposit To field. Generally, you will want to deposit to Undeposited Funds. Novi has set this section to always default to Undeposited Funds. Read our Undeposited Funds article for more information on why this account is so vital.
If you scroll down a bit, you'll also see a section to include a Memo and a Clear Payment button. The Clear Payment button is an “undo” of what you were trying to apply. That way you can start receiving the payment again if necessary.