Difference between revisions of "Client Payment: Agency Bill Cash"
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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]]. | ||
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== Create an Agency Bill Payment - One Invoice == | == Create an Agency Bill Payment - One Invoice == | ||
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]]. | #[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]]. | ||
| − | #Select the '''Accounting''' tab | + | #Select the '''Accounting''' tab to view the client's current balance. ''(GL 1120 - Client Receivables)'' |
| − | #:[[File: | + | #:[[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]] | #:If '''no invoices are listed''', see [[#Create an Agency Bill Payment - No Invoice|Create an Agency Bill Payment - No Invoice]] | ||
#'''Right-Click''' on the invoice and select '''Attach Cash to Inv XXXXXX'''. | #'''Right-Click''' on the invoice and select '''Attach Cash to Inv XXXXXX'''. | ||
| − | #:[[File: | + | #:[[File:Client-accountingtab-attachcashtoinv.png]] |
| − | #Enter a '''Check Number''' or select '''F2''' | + | #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. | ||
| − | #:[[File:Cltexp- | + | #:[[File:Cltexp-accounting-attachpay-createcash.png]] |
#Verify the '''Date''' and the '''Bank code'''. ''(The bank will auto-fill based on the [[Agency Profile]].)'' | #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. | ||
| Line 60: | Line 59: | ||
== Create an Agency Bill Payment - Multiple Invoices == | == Create an Agency Bill Payment - Multiple Invoices == | ||
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]]. | #[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]]. | ||
| − | #Select the '''Accounting''' tab | + | #Select the '''Accounting''' tab to view the client's current balance. ''(GL 1120 - Client Receivables)'' |
| − | #:[[File: | + | #:[[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]] | #: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]] | #:If '''no invoices are listed''', see [[#Create an Agency Bill Payment - No Invoice|Create an Agency Bill Payment - No Invoice]] | ||
| − | #Select '''Reconcile''' on the top toolbar. | + | #Select '''Reconcile Receivables''' on the top toolbar. |
| − | #:[[File:Clienttab-accounting- | + | #:[[File:Clienttab-accounting-reconcilereceivables.png]] |
| − | #Verify the '''date range''' will include all invoices displayed on the client's | + | #Verify the '''date range''' will include all invoices displayed on the client's accounting tab. |
| − | #:[[File:Clienttab-accounting-reconcile- | + | #:[[File:Clienttab-accounting-reconcile-invdates.png]] |
#Select '''Ok'''. | #Select '''Ok'''. | ||
#Verify the cash transaction details: | #Verify the cash transaction details: | ||
| Line 74: | Line 73: | ||
#*'''[[Department Profile|Department code]]''' for the cash transaction. | #*'''[[Department Profile|Department code]]''' for the cash transaction. | ||
#*Cash transaction '''Effective date'''. | #*Cash transaction '''Effective date'''. | ||
| − | #*'''Check Number''' or select '''F2''' | + | #*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- | + | #:[[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- | + | #:[[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 == | ||
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]]. | #[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]]. | ||
| − | #Select the '''Accounting''' tab | + | #Select the '''Accounting''' tab to view the client's current balance. ''(GL 1120 - Client Receivables)'' |
| − | #:[[File: | + | #:[[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]] | ||
#: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]] | ||
| − | #After verifying there are no outstanding invoices, return to the | + | #After verifying there are no outstanding invoices, return to the '''Client Dashboard''' tab. |
#Select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])'' | #Select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])'' | ||
| − | #'''Left-Click''' the desired policy number to open '''[[Policy Express]]'''. ''(Optionally, '''Right-Click''' and select ''' | + | #'''Left-Click''' the desired policy number to open '''[[Policy Express]]'''. ''(Optionally, '''Right-Click''' and select '''Client Payment''' to skip to step 8.)'' |
| − | #Select '''Client Payment''' | + | #Select '''Create Item -> Client Payment''' from the toolbar. |
| − | #:[[File:Policyexpress- | + | #:[[File:Policyexpress-createclientpayment.png]] |
| − | #Enter a '''Check Number''' or select '''F2''' | + | #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- | + | #:[[File:Cltexp-accounting-attachpay-createcash.png]] |
#Verify the '''Date''' and the '''Bank code'''. ''(The bank will auto-fill based on the [[Agency Profile]].)'' | #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- | + | :[[File:Clienttab-accounting-cash-onaccountpay.png]] |
== Create an Agency Bill Payment - No Policy == | == Create an Agency Bill Payment - No Policy == | ||
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]]. | #[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]]. | ||
| − | #Select the '''Accounting''' | + | #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|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]] | ||
#: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]] | ||
| − | #After verifying there are no outstanding invoices, return to the | + | #After verifying there are no outstanding invoices, return to the '''Client Dashboard''' tab. |
| − | #If there are any policies listed under ''' | + | #If there are any policies listed under '''Policies''' see [[#Create an Agency Bill Payment - No Invoice|Create an Agency Bill Payment - No Invoice]]. |
| − | #After verifying there are no active policies | + | #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.)'' | |
| − | + | :[[File:Clientdash-createitem-payment.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. | |
| − | # | + | #Verify the '''Date''' and select the '''Bank code'''. |
| − | + | #Select '''Ok''' and '''Yes''' to print if desired. | |
| − | |||
| − | |||
| − | #Enter | ||
| − | # | ||
| − | |||
| − | #Select ''' | ||
| − | |||
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- | + | :[[File:Clienttab-accounting-cash-onaccountpay-collapsed.png]] |
Revision as of 17:51, 13 March 2019
 Required Software Version: September 2015 |
 Legacy Instructions Available: Click Here |
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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.
- To apply an existing payment to invoices, see Apply Client Cash Balance to an Invoice.
- For instructions taking a payment on direct bill policies, see Client Payment: Direct Bill Cash Transmittal.
Contents
Frequently Asked Questions (FAQ)
- Why doesn't my invoice #99968 show in reconcile receivables?
- How do I track clients who have not paid?
Create an Agency Bill Payment - One Invoice
- Load a client on one of the client tabs.
- Select the Accounting tab to view the client's current balance. (GL 1120 - Client Receivables)
- 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
- Right-Click on the invoice and select Attach Cash to Inv XXXXXX.
- 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.
- 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.
Create an Agency Bill Payment - Multiple Invoices
- Load a client on one of the client tabs.
- Select the Accounting tab to view the client's current balance. (GL 1120 - Client Receivables)
- 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
- Select Reconcile Receivables on the top toolbar.
- Verify the date range will include all invoices displayed on the client's accounting tab.
- Select Ok.
- 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.
- 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.)
- 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 Ok.
Create an Agency Bill Payment - No Invoice
- Load a client on one of the client tabs.
- Select the Accounting tab to view the client's current balance. (GL 1120 - Client Receivables)
- 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
- After verifying there are no outstanding invoices, return to the Client Dashboard tab.
- Select the (+) next to Policies. (To expand the band by default, see: Preferences)
- Left-Click the desired policy number to open Policy Express. (Optionally, Right-Click and select Client Payment to skip to step 8.)
- Select Create Item -> Client Payment from the toolbar.
- 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.
- Select Cash Type -> Regular.
- 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.
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.
Create an Agency Bill Payment - No Policy
- Load a client on one of the client tabs.
- 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
- After verifying there are no outstanding invoices, return to the Client Dashboard tab.
- If there are any policies listed under Policies see Create an Agency Bill Payment - No Invoice.
- 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.)
- 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.
- Verify the Date and select the Bank code.
- 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.
