The document discusses Administrate's financial reporting features, including: 1. Terminology and an overview of accounts receivable and accounts payable functionality like invoices, payments, and credit notes. 2. Financial workflows like creating draft invoices, finalizing invoices, and best practices for invoice finalization. 3. Financial reporting examples like exporting invoices, using reports to manage debtors, viewing event profitability, and cost breakdowns. 4. A demo of the full invoice lifecycle and additional financial tasks like forecasting costs.

1. Using the Financial
Reporting Feature

2. Nate Smith
• Joined Administrate January
2016
• Also not an accountant
Introductions
Adam Medley
• Joined Administrate June
2011
• Not an accountant
We do know Administrate!

3. What We’ll Cover…
1. Where We’ve Been / How We Got Here
• Terminology
• Functionality
2. Financial Workflows and Best Practices
• Invoice Finalisation
3. Financial Reporting

5. Accounts Receivable
• Draft Invoices
• Finalised Invoices
• Payments
• Credit Notes
Accounts Payable
• Forecasted Costs
• Invoiced Costs (Purchases)
• Payments
• Purchase Credit Notes
Preamble: Terminology

6. Which Finance Functions are Supported?
• Creating Invoices for Events and Items
• Workflow based
• Web Orders - WebLink and WordPress
• Opportunities
• Registrations
• REST API
• Directly, by hand
• Editing “Draft” Invoices
• Finalising Invoices

7. Which Finance Functions are Supported?
• Creating and Editing Credit Notes
• Creating and Editing Payments
• Creation and Selling of Items
• Controlling Stock of Items
• Forecasting Costs / Creating and
Editing Purchase Orders
• Event Profitability Reporting

8. Workflows: What are “Finalised” Invoices?
• A state that can be applied to lock an invoice to prevent any further
changes to that invoice.
• Required by Generally Accepted Accounting Principles (GAAP) to
prevent fluctuations in reported financials.
• Opens the door to integrations with other financial packages.
Draft
Invoice
Make
Necessary
Edits
Finalise
Invoice
Invoice
Immutable
Safe for
Export &
Reporting
WebLink /
Wordpress
Opportunities Rest API
Registrations
& Accounts

9. Demo: Financial Workflows and Best Practices
Let’s see the full lifecycle for an event booking:
1. Create, Send, and Finalise an invoice
2. Receive a payment
3. Cancel a student and optionally issue a credit note
4. Transfer a student and optionally issue a credit note and re-invoice for
the new event
5. Restore a students booking to an event (undo a cancellation)
6. Refund a student
7. Forecast and record costs as purchase orders

10. Financial Reporting
Some examples:
• Exportable Invoices for Xero (or other system)
• Using the Reports Engine to Manage Debtors
• Using the Event List to view profitability
• Viewing Cost Breakdowns per event

11. Xero Invoice Import Template
*ContactName
*InvoiceNumber
*InvoiceDate
*DueDate
*Description
*Quantity
*UnitAmount
*AccountCode
*TaxType
Required Fields

12. Financial Reporting
Some examples:
• Exportable Invoices for Xero (or other system)
• Using the Reports Engine to Manage Debtors
• Using the Event List to view profitability
• Viewing Cost Breakdowns per event

13. Resources
• For further training or queries on the
Financial functionality we’ll have a 30
minute Q&A in The Snug.
• 15 minute support sessions are available.
• Additionally, you can email:
support@getadministrate.com