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

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(updated for 2015)
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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]].
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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 at the top 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:Clienttab-accounting.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]]
 
#: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:Clienttab-accounting-attachcashtoinv.png]]
+
#:[[File:Client-accountingtab-attachcashtoinv.png]]
#Enter a '''Check Number''' or select '''F2''' to display "<CASH>". ''(Check number refers to the client's check number.)''.  
+
#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-account-attachpay-createcash.png]]
+
#:[[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.
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== 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 at the top 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:Clienttab-accounting.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]]
 
#: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-reconcile.png]]
+
#:[[File:Clienttab-accounting-reconcilereceivables.png]]
#Verify the '''date range''' will include all invoices displayed on the client's account tab.
+
#Verify the '''date range''' will include all invoices displayed on the client's accounting tab.
#:[[File:Clienttab-accounting-reconcile-dates.png]]
+
#:[[File:Clienttab-accounting-reconcile-invdates.png]]
 
#Select '''Ok'''.
 
#Select '''Ok'''.
 
#Verify the cash transaction details:
 
#Verify the cash transaction details:
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#*'''[[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''' to display "<CASH>". ''(Check number refers to the client's check number.)''.  
+
#*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]]
+
#:[[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 at the top 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:Clienttab-accounting.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]]
 
#: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 client's '''Dashboard Tab'''.
+
#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 '''Attach Payment''' to skip to step 8.)''
+
#'''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''' within the top toolbar.  
+
#Select '''Create Item -> Client Payment''' from the toolbar.  
#:[[File:Policyexpress-clientpayment.png]]
+
#:[[File:Policyexpress-createclientpayment.png]]
#Enter a '''Check Number''' or select '''F2''' to display "<CASH>". ''(Check number refers to the client's check number.)''.  
+
#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]]
+
#:[[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-onaccount.png]]
+
:[[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''' tab at the top to view the client's current balance. ''(GL 1120 - Client Receivables)''
+
#Select the '''Accounting''' to verify the account balance shows '''no outstanding Agency Bill invoices'''. ''(GL 1120 - Client Receivables)''
#:[[File:Clienttab-accounting.png]]
 
#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 client's '''Basic Tab'''.
+
#After verifying there are no outstanding invoices, return to the '''Client Dashboard''' tab.  
#If there are any policies listed under '''Active Policies''' see [[#Create an Agency Bill Payment - No Invoice|Create an Agency Bill Payment - No Invoice]].
+
#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 listed, select '''A/R -> Cash Transaction'''.
+
#After verifying there are no active policies, select '''Create Item -> Client Payment.''' ''(Optionally, select the '''Accounting tab -> Client Payment'''.)''
#Enter the '''[[Bank Profile|Bank Code]]'''
+
:''(Only regular receipts are available, the fee wizard is not available. The bank, department and description will not auto-fill.)''
#Enter '''G/L -> 1120'''.  
+
:[[File:Clientdash-createitem-payment.png]]
#Enter '''Sub G/L -> Client Number''' displayed behind the cash screen on the client's basic tab. 
+
#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.)''.
#:[[File:Ar-cash-clientandbasic.png]]
+
#Enter the '''Amount''' for the payment.
#:''(Alternatively, '''enter *''' then press '''<Enter>''' to search using the [[Client Keyword Search]]. )''
+
#Verify the '''Date''' and select the '''Bank code'''.  
#:[[File:Ar-cash-clientsearch.png]]
+
#Select '''Ok''' and '''Yes''' to print if desired.
#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:Clienttab-accounting-cash-onaccount-collapsed.png]]
+
:[[File:Clienttab-accounting-cash-onaccountpay-collapsed.png]]

Revision as of 17:51, 13 March 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 Policy Express. (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
  1. 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.).
  2. Enter the Amount for the payment.
  3. Verify the Date and select the Bank code.
  4. 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