Client Payment: Agency Bill Cash

Required Software Version: September 2015

Legacy Instructions Available: Click Here

Related Pages

Reconcile Client Receivables Client Payment: Direct Bill Cash Transmittal Training 6: Accounting

Related Categories

Cash Agency Bill Receivables

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.

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

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)

   

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.

   

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.

   

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)

   

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.

   

5. Verify the date range will include all invoices displayed on the client's accounting tab.

   

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.

   

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.)

   

   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)

   

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 Policy Express. (Optionally, Right-Click and select Client Payment to skip to step 8.)
7. Select Create Item -> Client Payment from the toolbar.

   

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.

    

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.

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.)

   

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.