Learn how to navigate the DocNetwork Organization Ledger to ensure your financial reconciliation is stress-free. This tutorial breaks down how to use the Line Items and Payouts tabs, explains the difference between credits and debits, and demonstrates how to filter and export your data for precise record-keeping.
00:03:
00:08: Well hi there, this is Phil from the DocNetwork training team.
00:12: In this video we're going to help you master the organization ledger.
00:15: Instead of just looking at rows of data, we'll show you how to find exactly what you
00:20: need and interpret your reports so that your financial reconciliation is fast,
00:25: accurate, and stress-free.
00:28: The organization ledger is your primary hub for all transactions between your
00:33: organization and DocNetwork, the parent company of Camp Doc and School Doc.
00:38: It tracks your payments, refunds, and payouts in one place.
00:43: To get started, assuming you have the proper permissions and role setup, log in to
00:48: your provider portal.
00:49: In the left-hand menu, click Finances.
00:52: Select Organization Ledger.
00:55: You'll see two main tabs, Line Items, which shows individual transactions, and
01:00: Payouts, which provides a history of the funds your organization has received from
01:05: DocNetwork.
01:07: To save time, use the filter icon to narrow your view before you export.
01:11: You can filter by date ranges, specific registration groups, or transaction types.
01:18: Once you've filtered your view, click the Export to CSV icon.
01:22: This allows you to sort and manage your data.
01:25: Here are the key columns to look for.
01:28: The first few columns contain demographic information, such as identifiers, name,
01:33: and date of birth.
01:34: Use these to quickly see which participant a payment belongs to.
01:37: To reconcile your records correctly, it's vital to understand how the system formats
01:42: your totals.
01:44: Credits indicate the money moving into your organization's account.
01:48: If you look at the amount column and subtract the processing fees, you'll see the
01:53: credit, or the total your organization is actually receiving.
01:57: Think of these as positive additions to your balance.
02:02: Debits indicate money moving out of your account, such as refunds you've issued.
02:07: Let's look at a sample for a participant named Thomas Garcia.
02:10: For a $425 payment, the system calculates the processing fee of $16.81.
02:18: Your organization will receive $408.19,
02:23: indicated in the credit column.
02:26: For a $150 refund, the system adds a $0.30 fee.
02:31: organization is debited $150.30,
02:35: shown in the debit column.
02:37: To verify your actual bank deposits, you can head over to the payouts tab.
02:42: This section shows the net total sent to your organization after merchant fees are
02:46: deducted.
02:47: To see which transactions were included in a particular payout, click export.
02:53: Additionally, if you ever need to change which bank account receives these funds,
02:57: you can update your details at any time under the finances setup menu.
03:03: By using these filters and understanding your export columns, you can maintain a
03:07: clear picture of your organization's financial health.
03:10: Thanks for watching and as always, if you have any questions, don't hesitate to
03:15: reach out.
03:20: Learn to navigate the organization ledger, filter transactions, and export data to
03:25: maintain clear and accurate financial records for your organization.