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

Client Payment Processing for Agency Bill Policies

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 at the top 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 to display "<CASH>". (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 at the top 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 on the top toolbar.

   

5. Verify the date range will include all invoices displayed on the client's account 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.
   • Check Number or select F2 to display "<CASH>". (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 at the top 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's 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 Attach Payment to skip to step 8.)
7. Select Client Payment within the top toolbar.

   

8. Enter a Check Number or select F2 to display "<CASH>". (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 tab at the top 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's Basic Tab.
5. If there are any policies listed under Active Policies see Create an Agency Bill Payment - No Invoice.
6. After verifying there are no active policies listed, select A/R -> Cash Transaction.
7. Enter the Bank Code
8. Enter G/L -> 1120.
9. Enter Sub G/L -> Client Number displayed behind the cash screen on the client's basic tab.

   

   (Alternatively, enter * then press <Enter> to search using the Client Keyword Search. )

   

10. Enter the Department Code.
11. Enter the Check # or press <F2> for cash.
12. Enter a short Description.
13. Enter the Original Amount, and select Accept.

    

14. Select Print, or Exit to close.

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.