Difference between revisions of "Client Payment: Agency Bill Cash"

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[[Category:Cash]][[Category:Agency Bill]][[Category:Receivables]]
 
[[Category:Cash]][[Category:Agency Bill]][[Category:Receivables]]
 
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    <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|September 2015]]</td>
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    <td>[[File: Ic_settings_backup_restore_black_24dp.png]]  Legacy Instructions Available: [http://wiki.agencysystems.com/mediawiki/index.php?title=Client_Payment:_Agency_Bill_Cash&oldid=3370 Click Here]</td>
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     <td>Related Pages</td>
 
     <td>Related Pages</td>
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{{#ev:youtube|ITEzYwEGfjU|300|right|Client Payment Processing for Agency Bill Policies}}
 
 
This procedure outlines how to receive a client payment on an [[:Category:Agency Bill|agency bill policy]]. This will create a [[:Category:Cash|cash receipt]], and apply the payment to [[#Create an Agency Bill Payment - One Invoice|an invoice]], [[#Create an Agency Bill Payment - Multiple Invoices|multiple invoices]], or [[#Create an Agency Bill Payment - No Invoice|left on-account for the client]].
 
This procedure outlines how to receive a client payment on an [[:Category:Agency Bill|agency bill policy]]. This will create a [[:Category:Cash|cash receipt]], and apply the payment to [[#Create an Agency Bill Payment - One Invoice|an invoice]], [[#Create an Agency Bill Payment - Multiple Invoices|multiple invoices]], or [[#Create an Agency Bill Payment - No Invoice|left on-account for the client]].
−
 
 
*To apply an '''existing payment''' to invoices, see [[Apply Client Cash Balance to an Invoice]].
 
*To apply an '''existing payment''' to invoices, see [[Apply Client Cash Balance to an Invoice]].
 
*For instructions taking a payment on [[:Category:Direct Bill|direct bill policies]], see [[Client Payment: Direct Bill Cash Transmittal]].  
 
*For instructions taking a payment on [[:Category:Direct Bill|direct bill policies]], see [[Client Payment: Direct Bill Cash Transmittal]].  
 +
 +
== Frequently Asked Questions (FAQ) ==
 +
*[[Talk:Client_Payment:_Agency_Bill_Cash#Why_doesn.27t_my_invoice_.2399968_show_in_reconcile_receivables.3F|Why doesn't my invoice #99968 show in reconcile receivables?]]
 +
*[[Talk:Client_Payment:_Agency_Bill_Cash#How_do_I_track_clients_who_have_not_paid.3F|How do I track clients who have not paid?]]
 +
 
== Create an Agency Bill Payment - One Invoice ==
 
== Create an Agency Bill Payment - One Invoice ==
−
#'''Load the client''' on one of the four client tabs.
+
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
−
#Select the '''Account''' tab at the bottom to view the client's current balance. ''(GL 1120 - Client Receivables)''  
+
#Select the '''Accounting''' tab to view the client's current balance. ''(GL 1120 - Client Receivables)''  
−
#:[[File:Cltexp-account.png]]
+
#:[[File:Client-accountingtab.png]]
 
#Verify the account balance shows '''a single outstanding Agency Bill invoice'''.  
 
#Verify the account balance shows '''a single outstanding Agency Bill invoice'''.  
−
#*If '''more than one invoice is listed''', see [[#Create an Agency Bill Payment - Multiple Invoices|Create an Agency Bill Payment - Multiple invoices]]
+
#:If '''more than one invoice is listed''', see [[#Create an Agency Bill Payment - Multiple Invoices|Create an Agency Bill Payment - Multiple invoices]]
−
#*If '''no invoices are listed''', see [[#Create an Agency Bill Payment - No Invoice|Create an Agency Bill Payment - No Invoice]]
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#:If '''no invoices are listed''', see [[#Create an Agency Bill Payment - No Invoice|Create an Agency Bill Payment - No Invoice]]
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#'''Right-Click''' on the invoice and select '''Attach Payment'''.  
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#'''Right-Click''' on the invoice and select '''Attach Cash to Inv XXXXXX'''.  
−
#:[[File:Cltexp-account-attachpay.png]]
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#:[[File:Client-accountingtab-attachcashtoinv.png]]
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#:''(If "You must select an invoice item" is displayed, verify the invoice is highlighted in blue, and that the top record for the invoice is selected.)''
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#Enter a '''Check Number''' or select '''F2''' for "<CASH>", '''F3''' for "<EFT>", or '''F4''' for "<CC>". ''(Check number refers to the client's check number.)''.  
−
#Enter a '''Check Number''' or select '''F2''' to display "<CASH>". ''(Check number refers to the client's check number.)''.  
 
 
#Enter the '''Amount''' for the payment.  
 
#Enter the '''Amount''' for the payment.  
−
#:[[File:Cltexp-account-attachpay-createcash.png]]
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#:[[File:Cltexp-accounting-attachpay-createcash.png]]
−
#Verify the '''Date''' and the '''Bank code'''. ''(The bank will auto-fill based on your [[Agency Profile]].)''
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#Verify the '''Date''' and the '''Bank code'''. ''(The bank will auto-fill based on the [[Agency Profile]].)''
−
#Select '''Ok''' and '''Yes''' to print if desired.  
+
#Select '''Ok''' and '''Yes''' to print if desired.
  
 
== Create an Agency Bill Payment - Multiple Invoices ==
 
== Create an Agency Bill Payment - Multiple Invoices ==
−
#'''Load the client''' on one of the four client tabs.
+
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
−
#Select the '''Account''' tab at the bottom to view the client's current balance. ''(GL 1120 - Client Receivables)''  
+
#Select the '''Accounting''' tab to view the client's current balance. ''(GL 1120 - Client Receivables)''  
−
#:[[File:Cltexp-account.png]]
+
#:[[File:Client-accountingtab.png]]
 
#Verify the account balance shows '''multiple outstanding Agency Bill invoices'''.  
 
#Verify the account balance shows '''multiple outstanding Agency Bill invoices'''.  
−
#*If '''one invoice is listed''', see [[#Create an Agency Bill Payment - One Invoice|Create an Agency Bill Payment - One Invoice]]
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#:If '''one invoice is listed''', see [[#Create an Agency Bill Payment - One Invoice|Create an Agency Bill Payment - One Invoice]]
−
#*If '''no invoices are listed''', see [[#Create an Agency Bill Payment - No Invoice|Create an Agency Bill Payment - No Invoice]]
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#:If '''no invoices are listed''', see [[#Create an Agency Bill Payment - No Invoice|Create an Agency Bill Payment - No Invoice]]
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#Select '''Reconcile''' on the top toolbar.  
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#Select '''Reconcile Receivables''' on the top toolbar.  
−
#:[[File:Cltexp-account-reconcile.png]]
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#:[[File:Clienttab-accounting-reconcilereceivables.png]]
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#Verify the '''date range''' will include all invoices displayed on the client's account tab.
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#Verify the '''date range''' will include all invoices displayed on the client's accounting tab.
−
#:[[File:Cltexp-account-reconcile-dates.png]]
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#:[[File:Clienttab-accounting-reconcile-invdates.png]]
 
#Select '''Ok'''.
 
#Select '''Ok'''.
 
#Verify the cash transaction details:
 
#Verify the cash transaction details:
−
#*'''Bank Code'''. ''(The bank will auto-fill based on your [[Agency Profile]].)''
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#*'''Bank Code'''. ''(The bank will auto-fill based on the [[Agency Profile]].)''
 
#*'''[[Department Profile|Department code]]''' for the cash transaction.
 
#*'''[[Department Profile|Department code]]''' for the cash transaction.
 
#*Cash transaction '''Effective date'''.
 
#*Cash transaction '''Effective date'''.
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#*'''Check Number''' or select '''F2''' to display "<CASH>". ''(Check number refers to the client's check number.)''.  
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#*Enter a '''Check Number''' or select '''F2''' for "<CASH>", '''F3''' for "<EFT>", or '''F4''' for "<CC>". ''(Check number refers to the client's check number.)''.  
 
#*Cash transaction '''Description'''.
 
#*Cash transaction '''Description'''.
 
#*Cash transaction '''Amount'''.
 
#*Cash transaction '''Amount'''.
−
#:[[File:Cltexp-account-reconcile-cashdet.png]]
+
#:[[File:Cltexp-account-reconcile-cashdetails.png]]
 
#Select '''Ok'''.  
 
#Select '''Ok'''.  
 
#'''Right-Click''' and select '''Pay All In Full''' to pay all listed invoices.  ''(To pay individual invoices, '''Right-Click''' on '''each invoice''' and select '''Pay This Invoice In Full'''.)''
 
#'''Right-Click''' and select '''Pay All In Full''' to pay all listed invoices.  ''(To pay individual invoices, '''Right-Click''' on '''each invoice''' and select '''Pay This Invoice In Full'''.)''
−
#:[[File:Cltexp-account-reconcile-payall.png]]
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#:[[File:Cltexp-account-reconcilereceivables-payall.png]]
 
#:See [[Reconcile Client Receivables]] for additional options and instructions.  
 
#:See [[Reconcile Client Receivables]] for additional options and instructions.  
 
#Select '''Perform Reconciliation''' to create the cash transaction, and apply the payment to each invoice.  
 
#Select '''Perform Reconciliation''' to create the cash transaction, and apply the payment to each invoice.  
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== Create an Agency Bill Payment - No Invoice ==
 
== Create an Agency Bill Payment - No Invoice ==
−
#'''Load the client''' on one of the four client tabs.
+
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
−
#Select the '''Account''' tab at the bottom to view the client's current balance. ''(GL 1120 - Client Receivables)''  
+
#Select the '''Accounting''' tab to view the client's current balance. ''(GL 1120 - Client Receivables)''  
−
#:[[File:Cltexp-account.png]]
+
#:[[File:Client-accountingtab.png]]
 
#Verify the account balance shows '''no outstanding Agency Bill invoices'''.  
 
#Verify the account balance shows '''no outstanding Agency Bill invoices'''.  
−
#*If '''one invoice is listed''', see [[#Create an Agency Bill Payment - One Invoice|Create an Agency Bill Payment - One Invoice]]
+
#:If '''one invoice is listed''', see [[#Create an Agency Bill Payment - One Invoice|Create an Agency Bill Payment - One Invoice]]
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#*If '''more than one invoice is listed''', see [[#Create an Agency Bill Payment - Multiple Invoices|Create an Agency Bill Payment - Multiple Invoices]]
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#:If '''more than one invoice is listed''', see [[#Create an Agency Bill Payment - Multiple Invoices|Create an Agency Bill Payment - Multiple Invoices]]
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#After verifying there are no outstanding invoices, return to the client's '''Basic Tab'''.
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#After verifying there are no outstanding invoices, return to the '''Client Dashboard''' tab.
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#'''Right-Click''' on the policy number and select '''Attach Payment'''.
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#Select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''
−
#:[[File:Payment-db-attachpay.png]]
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#'''Left-Click''' the desired policy number to open the '''[[Policy Dashboard]]'''. ''(Optionally, '''Right-Click''' and select '''Client Payment''' to skip to step 8.)''
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#Enter a '''Check Number''' or select '''F2''' to display "<CASH>". ''(Check number refers to the client's check number.)''.  
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#Select '''Create Item -> Client Payment''' from the toolbar.  
 +
#:[[File:Policyexpress-createclientpayment.png]]
 +
#Enter a '''Check Number''' or select '''F2''' for "<CASH>", '''F3''' for "<EFT>", or '''F4''' for "<CC>". ''(Check number refers to the client's check number.)''.
 
#Enter the '''Amount''' for the payment.
 
#Enter the '''Amount''' for the payment.
 
#Select '''Cash Type -> Regular'''.  
 
#Select '''Cash Type -> Regular'''.  
−
#:[[File:Cltexp-ab-attachpay-regular.png]]
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#:[[File:Cltexp-accounting-attachpay-createcash.png]]
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#Verify the '''Date''' and the '''Bank code'''. ''(The bank will auto-fill based on your [[Agency Profile]].)''
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#Verify the '''Date''' and the '''Bank code'''. ''(The bank will auto-fill based on the [[Agency Profile]].)''
 
#Select '''Ok''' and '''Yes''' to print if desired.
 
#Select '''Ok''' and '''Yes''' to print if desired.
  
 
After creating the on-account cash, the amount will be displayed on the client's account tab, and [[Apply Client Cash Balance to an Invoice|can be applied to an invoice in the future]].
 
After creating the on-account cash, the amount will be displayed on the client's account tab, and [[Apply Client Cash Balance to an Invoice|can be applied to an invoice in the future]].
 +
:[[File:Clienttab-accounting-cash-onaccountpay.png]]
 +
 
== Create an Agency Bill Payment - No Policy ==
 
== Create an Agency Bill Payment - No Policy ==
−
If an outstanding invoices is not on file, and a policy does not exist, a client payment can be placed on account.
+
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
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#'''Load the client''' on one of the four client tabs.
+
#Select the '''Accounting''' to verify the account balance shows '''no outstanding Agency Bill invoices'''. ''(GL 1120 - Client Receivables)''
−
#Select the '''Account''' tab at the bottom to view the client's current balance. ''(GL 1120 - Client Receivables)''
+
#:If '''one invoice is listed''', see [[#Create an Agency Bill Payment - One Invoice|Create an Agency Bill Payment - One Invoice]]
−
#:[[File:Cltexp-account.png]]
+
#:If '''more than one invoice is listed''', see [[#Create an Agency Bill Payment - Multiple Invoices|Create an Agency Bill Payment - Multiple Invoices]]
−
#Verify the account balance shows '''no outstanding Agency Bill invoices'''.  
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#After verifying there are no outstanding invoices, return to the '''Client Dashboard''' tab.  
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#*If '''one invoice is listed''', see [[#Create an Agency Bill Payment - One Invoice|Create an Agency Bill Payment - One Invoice]]
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#If there are any policies listed under '''Policies''' see [[#Create an Agency Bill Payment - No Invoice|Create an Agency Bill Payment - No Invoice]].
−
#*If '''more than one invoice is listed''', see [[#Create an Agency Bill Payment - Multiple Invoices|Create an Agency Bill Payment - Multiple Invoices]]
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#After verifying there are no active policies, select '''Create Item -> Client Payment.''' ''(Optionally, select the '''Accounting tab -> Client Payment'''.)''
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#After verifying there are no outstanding invoices, return to the client's '''Basic Tab'''.
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#:''(Only regular receipts are available, the fee wizard is not available. The bank, department and description will not auto-fill.)''
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#If there are any policies listed under '''Active Policies''' see [[#Create an Agency Bill Payment - No Invoice|Create an Agency Bill Payment - No Invoice]].
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#:[[File:Clientdash-createitem-payment.png]]
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#After verifying there are no active policies listed, select '''A/R -> Cash Transaction'''.
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#Enter a '''Check Number''' or select '''F2''' for "<CASH>", '''F3''' for "<EFT>", or '''F4''' for "<CC>". ''(Check number refers to the client's check number.)''.
−
#Enter the '''[[Bank Profile|Bank Code]]'''
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#Enter the '''Amount''' for the payment.
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#Enter '''G/L -> 1120'''.  
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#Verify the '''Date''' and select the '''Bank code'''.  
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#Enter '''Sub G/L -> Client Number''' displayed behind the cash screen on the client's basic tab. 
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#Select '''Ok''' and '''Yes''' to print if desired.
−
#:[[File:Ar-cash-clientfrombasic.png]]
+
 
−
#:''(Alternatively, '''enter *''' then press '''<Enter>''' to search using the [[Client Keyword Search]]. )''
 
−
#:[[File:Ar-cash-clientsearch.png]]
 
−
#Enter the '''[[Department Profile|Department Code]]'''.
 
−
#Enter the '''Check #''' or press '''<F2>''' for cash.  
 
−
#Enter a short '''Description'''.
 
−
#Enter the '''Original Amount''',  and select '''Accept'''.  
 
−
#:[[File:Ar-cash-enter-amount.png]]
 
−
#Select '''Print''', or '''Exit''' to close.  
 
  
 
After creating the on-account cash, the amount will be displayed on the client's account tab, and [[Apply Client Cash Balance to an Invoice|can be applied to an invoice in the future]].
 
After creating the on-account cash, the amount will be displayed on the client's account tab, and [[Apply Client Cash Balance to an Invoice|can be applied to an invoice in the future]].
  
−
[[File:Cltexp-account-onaccount-cashonly.png]]
+
:[[File:Clienttab-accounting-cash-onaccountpay-collapsed.png]]

Latest revision as of 21:02, 16 April 2019

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This procedure outlines how to receive a client payment on an agency bill policy. This will create a cash receipt, and apply the payment to an invoice, multiple invoices, or left on-account for the client.

Frequently Asked Questions (FAQ)

Create an Agency Bill Payment - One Invoice

  1. Load a client on one of the client tabs.
  2. Select the Accounting tab to view the client's current balance. (GL 1120 - Client Receivables)
    Client-accountingtab.png
  3. Verify the account balance shows a single outstanding Agency Bill invoice.
    If more than one invoice is listed, see Create an Agency Bill Payment - Multiple invoices
    If no invoices are listed, see Create an Agency Bill Payment - No Invoice
  4. Right-Click on the invoice and select Attach Cash to Inv XXXXXX.
    Client-accountingtab-attachcashtoinv.png
  5. Enter a Check Number or select F2 for "<CASH>", F3 for "<EFT>", or F4 for "<CC>". (Check number refers to the client's check number.).
  6. Enter the Amount for the payment.
    Cltexp-accounting-attachpay-createcash.png
  7. Verify the Date and the Bank code. (The bank will auto-fill based on the Agency Profile.)
  8. Select Ok and Yes to print if desired.

Create an Agency Bill Payment - Multiple Invoices

  1. Load a client on one of the client tabs.
  2. Select the Accounting tab to view the client's current balance. (GL 1120 - Client Receivables)
    Client-accountingtab.png
  3. Verify the account balance shows multiple outstanding Agency Bill invoices.
    If one invoice is listed, see Create an Agency Bill Payment - One Invoice
    If no invoices are listed, see Create an Agency Bill Payment - No Invoice
  4. Select Reconcile Receivables on the top toolbar.
    Clienttab-accounting-reconcilereceivables.png
  5. Verify the date range will include all invoices displayed on the client's accounting tab.
    Clienttab-accounting-reconcile-invdates.png
  6. Select Ok.
  7. Verify the cash transaction details:
    • Bank Code. (The bank will auto-fill based on the Agency Profile.)
    • Department code for the cash transaction.
    • Cash transaction Effective date.
    • Enter a Check Number or select F2 for "<CASH>", F3 for "<EFT>", or F4 for "<CC>". (Check number refers to the client's check number.).
    • Cash transaction Description.
    • Cash transaction Amount.
    Cltexp-account-reconcile-cashdetails.png
  8. Select Ok.
  9. Right-Click and select Pay All In Full to pay all listed invoices. (To pay individual invoices, Right-Click on each invoice and select Pay This Invoice In Full.)
    Cltexp-account-reconcilereceivables-payall.png
    See Reconcile Client Receivables for additional options and instructions.
  10. Select Perform Reconciliation to create the cash transaction, and apply the payment to each invoice.
  11. Select Ok.

Create an Agency Bill Payment - No Invoice

  1. Load a client on one of the client tabs.
  2. Select the Accounting tab to view the client's current balance. (GL 1120 - Client Receivables)
    Client-accountingtab.png
  3. Verify the account balance shows no outstanding Agency Bill invoices.
    If one invoice is listed, see Create an Agency Bill Payment - One Invoice
    If more than one invoice is listed, see Create an Agency Bill Payment - Multiple Invoices
  4. After verifying there are no outstanding invoices, return to the Client Dashboard tab.
  5. Select the (+) next to Policies. (To expand the band by default, see: Preferences)
  6. Left-Click the desired policy number to open the Policy Dashboard. (Optionally, Right-Click and select Client Payment to skip to step 8.)
  7. Select Create Item -> Client Payment from the toolbar.
    Policyexpress-createclientpayment.png
  8. Enter a Check Number or select F2 for "<CASH>", F3 for "<EFT>", or F4 for "<CC>". (Check number refers to the client's check number.).
  9. Enter the Amount for the payment.
  10. Select Cash Type -> Regular.
    Cltexp-accounting-attachpay-createcash.png
  11. Verify the Date and the Bank code. (The bank will auto-fill based on the Agency Profile.)
  12. Select Ok and Yes to print if desired.

After creating the on-account cash, the amount will be displayed on the client's account tab, and can be applied to an invoice in the future.

Clienttab-accounting-cash-onaccountpay.png

Create an Agency Bill Payment - No Policy

  1. Load a client on one of the client tabs.
  2. Select the Accounting to verify the account balance shows no outstanding Agency Bill invoices. (GL 1120 - Client Receivables)
    If one invoice is listed, see Create an Agency Bill Payment - One Invoice
    If more than one invoice is listed, see Create an Agency Bill Payment - Multiple Invoices
  3. After verifying there are no outstanding invoices, return to the Client Dashboard tab.
  4. If there are any policies listed under Policies see Create an Agency Bill Payment - No Invoice.
  5. After verifying there are no active policies, select Create Item -> Client Payment. (Optionally, select the Accounting tab -> Client Payment.)
    (Only regular receipts are available, the fee wizard is not available. The bank, department and description will not auto-fill.)
    Clientdash-createitem-payment.png
  6. Enter a Check Number or select F2 for "<CASH>", F3 for "<EFT>", or F4 for "<CC>". (Check number refers to the client's check number.).
  7. Enter the Amount for the payment.
  8. Verify the Date and select the Bank code.
  9. Select Ok and Yes to print if desired.


After creating the on-account cash, the amount will be displayed on the client's account tab, and can be applied to an invoice in the future.

Clienttab-accounting-cash-onaccountpay-collapsed.png
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