Financials Portal

The Financials Portal is an isolated site where external users can view and pay Accounts Receivable invoices, view Payroll earnings, request time off, request a purchase order, and pay remittances. Setting a user as External Access Only in Security Setup, combined with a Task Role that has Portal rights, lets them use these functions without access to your main Financials site.

The portal URL is your Financials site URL with /Portal appended. 

• For example, https://yourchurch.myshelby.org/portal.

Set Up External Users

Note: Users with this option selected do not count against your user license limit and cannot access your main Financials site.

1. Access the Users area under Security Setup on your Financials site.
2. Create a new user and select External Access Only.
3. Create and assign a Task Role that has rights to the Portal areas the external user needs. For example, a 'Portal Only' role can have full rights to all Portal areas.

Log In to the Portal Site

Sections display based on the applications owned by your organization and the rights assigned to the logged-in user.

1. Enter your User Name and Password in the fields provided, then click Log On. You can also click Forgot Password or Forgot User Name for assistance.

2. Once logged in, access Invoices, Payroll, Purchasing, or Remittance.

Accounts Receivable

To view and pay Accounts Receivable invoices through the Portal, set up your Payment Providers and update the applicable Revenue Centers in Accounts Receivable.

Payment Providers

1. Go to Utilities, then Payment Providers in the general area of Financials.
2. Verify that your desired payment providers are set up. Click the Edit icon to edit an existing item in the grid, or click Add New Provider to add a new payment provider.
3. Populate all appropriate fields as directed by your payment provider:
   • Payment Processor: select the payment processor class you are using. Payment processor classes are set up in the Lookups area.
   • Process: select Credit Card or ACH.
   • Merchant Account
   • Page Name
   • User Name
   • Password
   • Gateway URL
   • Log File
   • Process Time

Important: Leave the Password field blank to keep the current password when editing a Payment Provider. Entering a value overrides the currently saved password.

4. Click Update to save changes, the Reset link to undo all changes since the last update, or the Cancel link to return to the Payment Providers page without saving.

Update Revenue Center

1. Go to Accounts Receivable > Modify > Revenue Center Information.
2. Click the Edit icon for the Revenue Center you want to use for online payments through the Portal.
3. In the Online Payment Options section, enter the Online Title/Portal Grouping Tool and Online Description.
4. Select the Online Bank Account from the pull-down menu.
5. Select one or more of the following from their pull-down menus:
   • Credit Card Gateway
   • ACH Gateway
6. Available options are set up in the Payment Providers area (More Information). See Accounts Receivable > Modify > Revenue Center Information.

To show grouped invoices for more than one Revenue Center in the Portal, enter the same information in the Online Title/Portal Grouping Tool field for each Revenue Center you want shown together. The Online Description shows in the Category column when selecting to pay invoices. The Category column only shows when revenue centers are consolidated or grouped. 

• For example, for school revenue centers such as Day Care, Elementary, and High School that you want shown together in the Portal, type "School" in the Online Title/Portal Grouping Tool field (or whatever makes the most sense) for each of the three. For this to work, the entry must be keyed exactly the same. As another example, for Insurance Billing and Pension Billing, you might type "Billing" for each revenue center.

View and Pay Invoices

1. Click the Invoices link at the top of the Portal page, then View and Pay Invoices, or click the View Invoices To Pay & Pay Bill link on the Portal page.
2. Select to view Unpaid Invoices, Paid Invoices, or All Invoices.

Note: You can only pay invoices when Unpaid Invoices is selected.

3. Click the Expand icon to view further details about the invoice, including the Description, Quantity, Unit Price, and Amount. When you view paid invoices, payments are also displayed.
4. Enter the Payment Amount:
   • If AR is set to Open Item, locate the invoice you wish to pay and enter an amount in the Payment Amount field.
   • If the setting is Balance Forward, enter the total payment amount in the bottom row. Payments are distributed from the oldest invoice to the most current.
5. Click the Pay Invoices button to proceed.
6. Make sure all information in the Verify Billing Information fields is correct, then select a payment option. These are the options selected on the applicable Revenue Center in Accounts Receivable.
7. Input the Credit Card or Bank Account information as appropriate.
8. Click the Submit button to finalize your payment, or the Cancel link to return to the previous page.

Payroll – View Earnings

1. Click the Payroll link at the top of the Portal page, then View Earnings, or click the Payroll View Earnings link on the Portal page.
2. Select the Company from which to view earnings.
3. In the Filter By field, select the date range from which to view earnings. Additional filters may appear depending on your selection.
4. Click the Search button to display your results.
5. The grand total for the selected date range is displayed first, followed by the columns: Hours, Gross, Deductions, Federal, FICA, Other Taxes, and Net.
6. Click the Expand icon to display further details, including Compensation and Deduction distributions, taxes, and totals.
7. Below the grand total line, summaries for each time the person has been paid are displayed, with the following columns: Check Number, Date, Hours, Gross, Deductions, Federal, FICA, Other Taxes, and Net.
8. Click the Expand icon to display further details, including Compensation and Deduction distributions, taxes, and totals.

Payroll – Request Time Off

1. Click the Payroll link at the top of the Portal page, then Request Time Off, or click the Request Time Off link on the Portal page.
2. Select the Company and Time Off Period from which you wish to request time off.
3. Existing requests for the selected Time Off Period are displayed in a grid with the following columns: Starting Date, Ending Date, Vacation Hours, Sick Time Hours, Personal Hours, Misc. Hours and Approval.
4. Edit or delete pending requests, or add new requests.
5. Once requests have been approved in Payroll, the Approval column shows the user who approved the request and the approval date.

Request Time Off

All Time Off requests within the selected Time Off Period are displayed on the page.

1. Click the Edit icon for any request with an Approval status Pending to update it.
2. Click the Add New icon to start entering a new request.
3. Enter the Starting Date and Ending Date for the request.
4. Use the Hours columns to specify what type of time off and how many hours you are requesting per day.
5. Click the Confirm icon to save your changes or new request, or the Cancel icon to discard them.

Note: The Available Hours Remaining is calculated by subtracting the Hours Requested (the same as "Scheduled Time Off" hours in Payroll > Employee Information) from the "Available" hours in Employee Information (hours the employee had at the beginning of the current time off period). Unless all time-off hours in payroll history are listed on the Portal (and marked as "Scheduled Time Off" hours in Payroll > Employee Information), the Available Hours Remaining will not be accurate. To correct this, verify that all time off hours in payroll history are listed as "Scheduled Time Off" hours in Payroll > Employee Information.

Locating Portal Time Off Requests in Payroll

The Payroll Scheduled Time Off widget lets you view and approve time-off requests, sorted by Home Department. There are pull-down menus for the year and the categories to be viewed. The default is Show Pending, but you can also Show Approved and Show All. Click the Refresh button to refresh the grid.

The grid displays employees by Home Department along with an Approved check box. A checked box means the employee has no pending time off; an unchecked box means there is at least one pending request. Checking the Approved box next to the employee's name approves all their pending time-off requests.

1. Click the Expand icon next to any employee to view the time-off details. There are columns for Date, Day, all Time Off types, Approved, and the current status of the request for that date. 
2. Place a check in the Approved column by any date you wish to approve.

Note: Access to this widget requires Update rights to Time Off Hours in Employee Information.

Purchasing Management

1. Click the Purchasing link at the top of the Portal page, then Request a Purchase, or click the Request a Purchase link on the Portal page.
2. Select the Company in which you wish to request a purchase (this field only displays if you have more than one company in the Financials).
3. Any Requisitions you have created display with the following columns: Vendor, Requested Date, Issued To, Next Approval Needed, and Amount.

Request a Purchase Order

1. Click the Add New icon above the grid to begin a new request.
2. Start typing the vendor's name in the Vendor field, then select the vendor from the available options. The Vendor Email field automatically populates if there is an email address on the vendor record.
3. Choose either Purchase Order or Check Request from the Type drop-down list.
4. Enter a Ship To only if a different vendor is the recipient for shipping. This search field works the same way as the Vendor search. Otherwise, leave this field blank.
5. Fill in the Issued To, Agent, and Shipping fields if applicable.
6. Select the Approval Path from the pull-down menu. You can only select approval paths for which you have rights.

Note: If you do not have rights to any approval paths, you can still create a purchase order request. In this case, the Approval Path is assigned within the Purchasing Management application of the Financials.

7. Enter the Date Requested.

Note: The fields for Tax, Freight, and Other are available if the option to Record Tax, Freight, and Other Charges is selected in Accounts Payable Company Information.

8. Enter the Qty (quantity).
9. Select the Unit before entering the Unit Price. The Amount is calculated for you. The system provides five rows by default; click the Add 5 More Rows link if you need more.

Note: The Qty, Unit, and Unit Price fields only display if the option to Include Quantity on Purchase Orders is selected in Purchasing Management Company Information.

Attachments

Note: The Scanner. The client executable is not compatible with Mac OS.

Important: You must be logged in to your Financials with the same credentials; otherwise, the program will not scan. If you need to change the user, right-click the Scanner.Client icon in your system tray and select Configure.

1. Click the Add New Attachment link to display a window where you can enter a Note and click the Choose File button in any of the four Add File fields to attach files. You can also click the Scan link in Scanned Files to display a window where you can paste or scan an image.
2. Click the OK button to save your attachments, or the Cancel link to return to the Attachments tab without saving.
3. The Scan link only displays if the Scanner. The client executable is running on your computer. Copy the "Server Uri" address above the click here link, then click the link to download the executable.
   • If using Chrome, you are prompted that the file is not commonly downloaded. Click the down arrow and select Keep to retain the file. You can then launch the Scanner.Client.exe file.
   • If using Windows 8, you may be prompted that Windows SmartScreen prevented an unrecognized app from starting. Click the More info link, then click the Run anyway button.
4. Click the Yes button to launch the client each time you start Windows.
5. On the Connection Settings screen, paste the address you copied before (for example, http://firstchurch.myshelby.org/) into the Server Uri field.
6. Enter your User Name and Password for your Financials site and click OK. Once signed in, you can use any supported browser on a Windows PC to scan, and you will not have to sign in again unless you change your Financials password or need to change the user.
7. Click the View File link for any attachment to be prompted to download the attached file.

Note: Check your browser settings to confirm the specified download location if you are not prompted to select a location when clicking the View File link.

8. Click the Edit icon on an existing note, or the Add New Attachment icon to add or change attached items on an existing attachment entry. Click the Delete icon to delete an attachment entry.

Note: Attachments added to a Purchase Order are added to any Accounts Payable invoice to which that Purchase Order is applied.

9. Enter a Note, if desired, then click the Update button to submit your request, or the Cancel link to return to the Purchasing Requests page.

Locating Portal Requests in Purchasing Management

Purchase Order Requests submitted through the Financials Portal by users with rights to an Approval Path show up under that Approval Path in "Manage Requests".

Purchase Order Requests submitted by users without rights to an Approval Path have an Approval Path of "None". You need to assign a valid approval path to these to move forward in the approval process.

1. Enter the Purchasing Management module and click Manage, then Requests.
2. In the Filters area, select an Approval Path of None along with any other filters you wish to use.
3. Click the Search button to display your unassigned Portal requests.
4. Open these Requisitions and assign them a valid Approval Path. They can then be approved through the normal process.

Remittance

To view and pay Remittances through the Portal, information must be set up in remittances. See Remittance > Getting Started.

1. Click the View and Pay Remittance link from the Portal page.
2. Select the Company from the drop-down menu.

Note: This menu only displays if remittance has been set up in more than one company.

The Activities display in a grid with the following columns: Activity, Annual, Outstanding, YTD Paid, YTD Expected, Due, and Enter Payment.

3. Type the amount to pay in the Enter Payment field.
4. Click the Process Payment for button, then input the Credit Card or Bank Account information as appropriate.
5. Click the Submit button to finalize your payment, or the Cancel link to return to the previous page.

Updated June 18, 2026 01:31