View source for Reconcile Producer Payables

[[Category:Agency Bill]][[Category:Direct Bill]][[Category:Payables]][[Category:Checks]]
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    <td>Related Pages</td>
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<ul>
<li>[[Producer Profile]]</li>
<li>[[Reconcile (disambiguation)|Reconcile (All)]]</li>
<li>[[Reconcile Payables Batch]]</li>
<li>[[Training 6: Accounting]]</li>
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    <td>Related Categories</td>
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<li>[[:Category:Agency Bill|Agency Bill]]</li>
<li>[[:Category:Checks|Checks]]</li>
<li>[[:Category:Direct Bill|Direct Bill]]</li>
<li>[[:Category:Payables|Payables]]</li>
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{{#ev:youtube|9wk8ctiJn4Q|300|right|Reconcile Payables}}

The Reconcile Producer Payables interface is used to create GL-2120 producer payable checks against [[:Category:Agency Bill|Agency Bill]] and [[:Category:Direct Bill|Direct Bill]] invoices.

Access to reconcile producer payables requires the following security:
*Other -> [[Security System]] -> AP -> Reconcile Payables -> View and Entry.
*Other -> [[Security System]] -> AP -> Check Transaction -> Entry.
*Other -> [[Security System]] -> Profiles -> Producer -> View.

== Start a Producer Payable Reconcile ==
#Select '''AP -> Reconcile Payables'''. ''(To process producer or [[Reconcile Company Payables|company payables]] '''in a batch''', see [[Reconcile Payables Batch]].)''
#Select '''Account -> 2120 - Producer Payables'''.
#Enter the [[Producer Profile|Producer Code]]. 
#Select the [[:Category:Invoice|invoice]] '''Start Date''' and '''End Date'''.  
#:''(Invoices before or after the date range will not be included in the reconcile payables results.  See [[#Change Default Date Range|change default date range below]] to modify the default values.)'' 
#Select '''OK'''.
#:[[File:Ap-recprd.png]]

=== Start a Reconcile: Additional Options ===
==== Change Default Date Range ====
#Select '''AP -> Reconcile Payables'''.
#Select '''Other -> Change Default Dates...'''.
#:[[File:Ap-rec-changedefault.png]]
#Select a different start and end date method, and select '''OK'''. ''(When prompted restart Agency Systems for the default date changes to take affect.)''
#:[[File:Ap-rec-changedefault-defaults.png]]

==== Include a Department Filter ====
The list of invoices can be limited by [[Department Profile|Department Code]], commonly used for agencies with multiple locations.

Select '''AP -> Reconcile Payables'''.  Next, select ''' Other -> Show Department Filter'''.

The department code entry field will display below the End Date.

== Process a Producer Payable Reconcile ==
After [[#Start a Producer Payable Reconcile|starting a producer payable reconcile]], a list of matching invoices will be provided. 

[[File:Ap-recprd-list.png]]

=== Step 1: Mark Invoices To Pay ===
'''Right-Click''' to view the list of available actions.
*To pay individual invoices, select '''Pay This Invoice In Full/Part/Trust Amount'''. ''(Trust Amount = Only pay the percentage paid by the client.)''
*To pay all listed invoices, select '''Pay All In Full/Trust Amount'''. 

[[File:Ap-recprd-list-payoptions.png]]

=== Step 2: Verify Payment Details ===
#Select '''Payment Details...''' after [[#Step 1: Mark Invoices To Pay|marking invoices to pay]]. 
#:[[File:Ap-recprd-list-paydetails.png]]
#The '''Transaction Details''' window will display. 
#*Enter the [[Bank Profile|bank code]].  ''(The code defaults from the [[Agency Profile|agency profile]].)'' 
#:If the producer will receive a payroll check with salary or expense deductions, see [[Producer Payables: Include Producer Commission in Payroll Check]] to select the correct [[Bank Profile|bank code]]. 
#*Verify the '''Check Number''', '''Check Date''', and '''Check Type'''. 
#*Enter a short '''Description'''. 
#:[[File:Ap-recprd-list-paydetails-transdetails.png]]
#Select '''OK''' when finished.

=== Step 3: Perform the Reconciliation ===
After [[#Step 1: Mark Invoices To Pay|marking the invoices to pay]], and [[#Step 2: Verify Payment Details|entering the payment details]], verify the total '''"paying" amount displayed at the bottom of the reconcile window'''. 

[[File:Ap-recprd-list-totalpaying.png]]

Once verified, select '''Perform Reconciliation''' to execute the following:
*Create a [[:Checks|check transaction]] for the total payment amount.
*Apply the check payment to each of the marked invoices. 
*Create a [[#Review Reconcile Archive (Completed)|report available in the reconcile archive]]. 
*Prompt to print the producer payable check if configured as '''Check Type -> Regular'''. 

=== Additional Options ===
There are many additional options available in either the primary reconcile '''Right-Click Menu''', or by selecting the reconcile window buttons.
*'''Add Invoices''': Search for additional invoices by date, or invoice number to add to the existing reconcile window.  This option can add fully paid invoices. 
*'''Adjust This Invoice''': See: [[Invoice:_Adjust_Premium_and_Commission_on_Existing_Invoices_in_Closed_GL_Periods#Adjust_an_Invoice_Using_Reconcile|Adjust an Invoice Using Reconcile]]
*'''Export to Excel''': Creates and opens a Microsoft Excel spreadsheet of the currently displayed list of invoices. 
*{{#ev:youtube|sjqs-H2dBhU|300|right|Quick Tip: Quickly Hide Unpaid Invoices From Reconcile Reports}}'''Ignore This Invoice''': Ignored invoices are not paid when [[#Step 1: Mark Invoices To pay|selecting "pay all" options]].  After selecting invoices to ignore, optionally select the bottom checkbox to '''Hide invoices that are being ignored'''. 
*'''Save And Exit''': Saves the pending reconcile as a reconcile in progress without posting any changes. See [[#Resume or Cancel a Reconcile in Progress|the section below to resume or cancel]] a saved reconcile in progress. 
*'''Window: Red X''': Exit without saving any changes.
[[File:Ap-recprd-list-rightclick.png]]

== Resume or Cancel a Reconcile in Progress ==
If a pending reconcile is saved, it can either be resumed exactly where the operator left off, or cancelled to start the reconcile process at the beginning. 
#Select '''AP -> Reconcile Payables'''.
#Select '''Load a Reconcile in Progress'''.
#Highlight the previously saved reconcile and select '''OK''' to resume, or '''Cancel This Item''' to remove the saved reconcile. 
#:[[File:Ap-recprd-loadinprogress.png]]

After a reconcile in progress is cancelled, the operator can now [[#Start a Producer Payable Reconcile|start a new producer payable reconcile]] for the same producer. 

== Review Reconcile Archive (Completed) ==
Previously processed reconciles can be viewed using the reconcile archive report.
#Select '''AP -> Reconcile Payables'''.
#Select '''Account -> 2120 - Producer Payables'''.
#Select '''Other -> View Reconcile Archive...'''. 
#Select the previously processed reconcile from the list, and select '''Report'''. 
#:[[File:Ap-recprd-viewarchive-completed.png]]