Viewing Credit Card Transactions in Available Balance

This article describes updates to the balance calculation logic within the FORTH CRM. It is organized into the following sections:

• Overview
• Prerequisites
• How to Access
• How it Works
• Troubleshooting
• Assistance

Overview

The FORTH system now includes credit card transactions in the Available Balance calculation. Previously, the system only tracked specific payment types like ACH, which created reporting gaps for businesses that accept credit cards.

Prerequisites

To view these updated balances, you must have the following:

• User permissions to access the Contacts module.
• User permissions to view Accounting reports.
• An active payment gateway configured to accept and process credit card payments.

How to Access

The FORTH CRM updates these Available Balance calculations automatically for all accounts. 

Accessing Available Balances including Credit Cards

1. Log in to the FORTH CRM and click on the Contacts tab.
2. Use the search filters or scroll to locate the specific contact record you wish to review.
3. Click the name of the client or the green arrow icon next to their name.
4. After selecting the contact, click on Enrollment in the navigation bar.
   
5. Near the top one-third of the page, you will see the Avail Balance column. The dollar amount reflects Credit Card transactions (see image below).
   

Accessing Individual Transaction Reports

To verify individual credit card transactions contributing to the balance, use the Transactions reporting tool also available on the Enrollment Details page.

1. Just below the Avail Balance is a table of the contact's particular transaction listings.
2. Be sure that the Transactions subtab is selected.
3. In the Transactions table, look for the Type column. You can sort or filter this view to show Credit Card transaction types.
   
4. Ensure the transaction status is "Cleared" or "Posted". Only valid, funded transactions contribute to the Available Balance.

Accessing Accounting Reports

For verification across multiple clients, Accounting report queries available from the FORTH CRM now include credit card transactions as well.

How it Works

The system now treats credit card payments with the same logic as other successful transactions.

1. Automatic Detection: The FORTH system identifies any transaction labeled as a credit card payment.
2. Logic Integration: The FORTH CRM applies standard arithmetic rules to these transactions, adding or subtracting them from the total available balance based on their status (e.g., cleared, correction, return and reversed).
3. Real-Time Updates: When a credit card transaction occurs, the system triggers a recalculation of the "Available Balance" immediately.
4. Reporting Consistency: When you run accounting reports, any "Total Balance" columns now automatically pull data from both credit card and standard bank transactions to ensure the figures match your gateway records.

Troubleshooting

If you believe the Available Balance does not reflect a recent Credit Card payment, follow the steps below.

1. Go to the Transactions tab and locate the Credit Card payment. Is the Status "Cleared"? If it is "Pending," "Open," or "On Hold," it will not yet appear in the Available Balance.
2. Ensure the transaction was recorded specifically as Type: Credit Card. If it was manually entered as a "Note" or a different non-financial type, the calculator will ignore it.
3. Review the All Transactions list for recent outflows. Remember, the Available Balance is a net calculation. A $500 Credit Card payment might be offset by a concurrent $500 Settlement Payment or Fee.
4. Review the Forecaster: Use the Client Balance Forecaster to see if there are scheduled debits that might be affecting the projected balance versus the current balance.

Assistance

For further assistance, please reach out to support@setforth.com.
 

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