Transactions

In This Topic...

The Transactions section includes features for managing invoices and receipts.

Managing Receipts by Batch

As payments are received, receipts are generally provided by the bank. These receipts are entered into the system where they can be applied to invoices or kept on account for future allocation.

Receipts are entered in batches. Receipts can be input manually or uploaded using Excel files.

Once all amounts have been allocated, each batch is posted. This locks the data and makes it available for reports and General Ledger accounts.

Creating a New Batch of Receipts

In the main menu, select Billing, Transactions, then Batch Receipts.

Upon navigating to the page, the system evaluates the user's administrative level and the position of their office within the organizational hierarchy. If the user has access to multiple billing entities, the system displays the Billing Entity panel at the top of the landing page.

From the Billing Entity panel, the user can select which billing entity resources to work with. Once a billing entity is selected, the system refreshes and displays the requested resources associated with that billing entity.

Billing Entity	Select the appropriate billing entity. Once a selection is made, the system refreshes and returns the results, filtered according to the selected billing entity.
	Note: Once selected, the name of the billing entity is displayed in the header of the Billing Entity panel. Filtering of system resources persists as the user navigates to other sections of the billing module until another billing entity is selected or the session ends.

A list of all available batches is displayed.

Some columns have been hidden.

Click Add. The Batch Receipt Management page opens.

Complete the necessary information. Fields marked with a red asterisk * are required.

Batch Number	This number is assigned by the system when the batch is saved. This field is hidden until the batch is saved.
Status	Displays the current status of the batch. This field is hidden until the batch is saved.
Working	The batch is open for editing.
Posted	The batch has been posted and can no longer be edited. Receipts can, however, be corrected through the Receipt Corrections section. For additional information, see Receipt Corrections.
Type	Select the type of receipts to be entered in this batch. The following options are available.
Account Balance Allocation	Receipts using on-account balance amounts to pay outstanding invoices. Receipts in this batch can only be allocated to invoices with a positive outstanding balance.
Cash Receipt	Receipts for payments received from clients. Receipts in this batch can be allocated to positive, negative, or zero-value invoices, as long as the final total for each receipt is positive or zero.
Refund	Receipts for payments made to clients for negative invoices or refunding an on-account balance. Receipts in this batch can only be allocated to negative invoices or existing receipts with an on-account balance.
Date	Enter the batch date, or select the date from the calendar lookup .
Bank Account	Available when Cash Receipt or Refund are selected as the batch Type. Select a bank account from those configured in the Managing Bank Accounts section.
Bank Account Number	Displays the account number for the selected Bank Account. This field is hidden until the batch is saved.
Currency	For Account Balance Allocation batch types, select the currency for the batch.
	For Cash Receipt and Refund batch types, this field displays the currency for the selected Bank Account, but is hidden until the batch is saved.
Batch Reference	Enter a reference for the batch. This can be used to identify the batch within the system.
Confirmation Number	Enter the bank's confirmation number.
Description	Enter a description for the batch.
Select File to Import	Available when Cash Receipt or Refund are selected as the batch Type, and the batch has been saved. This field is used for importing receipts. See Importing Receipts to a Batch. If an import file is specified while creating a new batch, the file will be imported on saving the batch.

Click Save to save the new batch or click Close to return to the Batch Receipt List without saving the batch.

Once the batch is saved, the Receipts and Status panels are added below the General Information panel.

Receipts can be added manually for all batch types, or imported for Cash Receipt and Refund batch types.

Some columns have been hidden.

The Receipts panel lists all receipts in the current batch. If any matching has been done, either automatically or manually, the invoices are listed, as well as any unmatched balance on account. See below for instructions on editing batches, adding, editing, and deleting receipts, and manually matching receipts to invoices.

Created By	Identifies the date and time the batch was created, and the user who created it.
Last Modified By	Identifies the last date and time the batch was changed, and the user who made the changes.

Viewing, Modifying, and Deleting a Batch

In the main menu, select Billing, Transactions, then Batch Receipts.

Billing Entity	Select the appropriate billing entity. Once a selection is made, the system refreshes and returns the results, filtered according to the selected billing entity.
	Note: Once selected, the name of the billing entity is displayed in the header of the Billing Entity panel. Filtering of system resources persists as the user navigates to other sections of the billing module until another billing entity is selected or the session ends.

A list of all available batches is displayed.

Some columns have been hidden.

Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section for help on finding the appropriate batch.
See the section on Creating a New Batch of Receipts for a detailed description of the fields.
Click Save to save any changes or click Close to return to the Bill To Parties list without saving any changes. Click Delete to delete the batch and any receipts attached to it.

Importing Receipts to a Batch

In the main menu, select Billing, Transactions, then Batch Receipts.

Billing Entity	Select the appropriate billing entity. Once a selection is made, the system refreshes and returns the results, filtered according to the selected billing entity.
	Note: Once selected, the name of the billing entity is displayed in the header of the Billing Entity panel. Filtering of system resources persists as the user navigates to other sections of the billing module until another billing entity is selected or the session ends.

A list of all available batches is displayed.

Some columns have been hidden.

Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section for help on finding the appropriate batch.

Click the Download Template link to download an Excel template for the receipt content. The file can be opened immediately, or saved for future use. Once saved, the template can be re-used multiple times.

The Excel template is formatted as follows:

All fields marked with the red asterisk * are required.

Receipt Date	The date that the payment was received.
Payment Method	The method of payment. This field accepts any methods or codes used by your company or bank.
Receipt Reference	The reference code or number for the individual payment.
Receipt Amount	The full amount of the payment.
	For a cash receipt, the value should be positive, although a zero value can be provided if the associated invoices will balance out to a zero total.
	For a refund receipt, the value must be negative.
Description	Any description related to the individual payment.
Bill To Party Name	For standard receipts, provide the name of the party making the payment.
	This should match an existing party in the system. If no matching party is found, the receipt amount is transferred to a suspense account until it can be matched.
Miscellaneous Account	For Miscellaneous receipts, provide the name of the miscellaneous general ledger account to be associated to the receipt.
	This should match an existing general ledger account in the system. If no matching account is found, the receipt will not be imported and an error will be displayed. The error will not affect the remaining receipts.
Insurer Account	For Insurer Refund receipts, provide the name of the insurer company providing the refund. This links the receipt to the appropriate general ledger account for the insurer.
Invoice Number	The number of the invoice being paid. This should match an existing invoice in the system. Providing an invoice number will override automatic matching. If no matching invoice is found, the receipt will need to be matched manually.
Policy Number	The number of the policy that produced the invoice. This should match an existing policy in the system. If the identified policy is found, it will be used to filter the invoices available for automatic or manual matching. If the identified policy is not found, the receipt will need to be matched manually.
Policy Term ID	The Term ID of the policy that produced the invoice. This should match an existing Term ID in the system. If the identified Term ID is found, it will be used to filter the invoices available for automatic or manual matching to transactions contained within that Term ID. If the identified Term ID is not found, the receipt will need to be matched manually.
Policy Transaction ID	The number of the specific policy transaction related to the invoice. This should match an existing transaction in the system. If the identified transaction is found, it will be used to filter the invoices available for automatic or manual matching. If the identified transaction is not found, the receipt will need to be matched manually.

All receipts can be entered manually, or pasted in from another source. Receipt entries must start in the second row. Any data placed in the first row will be ignored. In addition, only data in the first sheet will be imported. Any additional sheets will be ignored.

The file name can be changed to facilitate tracking.

Once the import file is ready, click the Browse button to open a standard file browser window. Locate and select the appropriate file, and the file name and path appear in the field.

Click Save to save the batch and import all receipt records or click Close to return to the Batch Receipt List without saving the batch or performing the import.

If automatic matching is enabled, the matching will be performed as each receipt is imported.

Manually Adding Receipts to a Batch

In the main menu, select Billing, Transactions, then Batch Receipts.

Billing Entity	Select the appropriate billing entity. Once a selection is made, the system refreshes and returns the results, filtered according to the selected billing entity.
	Note: Once selected, the name of the billing entity is displayed in the header of the Billing Entity panel. Filtering of system resources persists as the user navigates to other sections of the billing module until another billing entity is selected or the session ends.

A list of all available batches is displayed.

Some columns have been hidden.

Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section for help on finding the appropriate batch.

Under the Receipts list, click Add. The Receipt Detailed Allocation page opens.

The Batch Information panel provides reference details about the current batch. This panel is collapsed by default, but can be expanded using the arrow icon .

Receipt Number	This number is assigned by the system when the receipt is saved. The field is hidden until the receipt is saved.
Type	Select the type of receipt. This field can only be edited for receipts within unposted Cash Receipt or Reallocation batches. For Account Balance Allocation batches, the type is set to Standard and the field is hidden.
Standard	The receipt is in payment for charges from within the system. The receipt amount will either be matched to invoices within the system, be placed on account, or placed into suspension.
Miscellaneous	The receipt is related to factors outside of the system. The receipt amount will be logged in the general ledger accounts, but will not be matched to any invoices or bill to party.
Insurer Refund	The receipt represents an amount refunded from the insurer, commonly related to policy cancellations.
Date	The date that the payment was received.
Reference	The reference code or number for the individual payment.
Payment Method	The method of payment. This field accepts any methods or codes used by your company or bank. For Account Balance Allocation batches, this is set to On Account Balance.
Description	Enter any description related to the individual payment.
Payee Name	This field is only visible for Refund receipts. Optionally select a payee from the list of Additional Companies configured in the Companies & Users section of the Reference menu.
	Note: This field should be used when the refund amount is to be issued to a third party, such as a premium finance company. If a payee is not selected, the system defaults to the Bill to Party.
Bill To Party	This field is only visible for Standard receipts.
	For receipts within Cash Receipt batches, select the bill to party making the payment. If Unknown is selected, the receipt amount is transferred to a Suspense Account until it can be matched.
	For receipts within Account Balance Allocation batches, select a bill to party with an on account balance.
	If receipt allocation has been performed, either automatically or manually, changing the Bill To Party will clear all allocations.
Policy Term	This field is only visible for Standard receipts within Cash Receipt batch types. A specific policy term can be selected to narrow down the available invoices. If a Bill To Party is selected, only policy terms associated to that bill to party will be listed.
	This field will be hidden if Unknown is selected for the Bill To Party.
	If receipt allocation has been performed, either automatically or manually, changing the Policy Number will clear all allocations.
Policy Transaction	This field is only visible for Standard receipts within Cash Receipt batch types. A specific transaction can be selected to narrow down the available invoices. If a Policy Number is selected, only transactions from that policy will be listed.
	This field will be hidden if Unknown is selected for the Bill To Party.
	If receipt allocation has been performed, either automatically or manually, changing the Policy Transaction will clear all allocations.
Invoice Number	This field is only visible for Standard receipts within Cash Receipt batch types. If the receipt is to be entirely allocated to a single invoice, that invoice can be selected here. The available invoices are filtered according to any selections in the Policy Number or Policy Transaction fields. Note that the outstanding amounts do not reflect any unposted allocations.
	This field will be hidden if Unknown is selected for the Bill To Party.
	If receipt allocation has been performed, either automatically or manually, changing the Invoice Number will clear all allocations.
Miscellaneous Account	This field is only visible when Miscellaneous is selected for the Type. Select the miscellaneous general ledger account to be associated to the receipt.
Insurer	This field is only visible when Insurer Refund is selected for the Type. Select the "Accounts Payable – Insurer" general ledger account to be associated to the receipt.
Receipt Amount	This field is not visible for Account Balance Allocation batches. Enter the full amount of the payment.
	For a cash receipt, the value should be positive, although a zero value can be provided if the associated invoices will balance out to a zero total.
	For a refund receipt, the value must be negative.
On Account Balance	This field is only visible for Account Balance Allocation batches, and only after the receipt has been saved. This field displays the current balance of funds held on account for the selected Bill to Party.
Applied Amount	Displays how much of the Receipt Amount or On Account Balance has been allocated to invoices. This field is not displayed until the receipt has been saved, or if the receipt is in Suspense status.
On Account Amount	This field is not displayed until the receipt has been saved, and is not visible for Account Balance Allocation batches at all. This field displays the remaining balance that has not been allocated. When the receipt is posted, this amount will be placed on-account for the Bill to Party.
Remaining On Account Balance	This field is only visible for Account Balance Allocation batches, and only after the receipt has been saved. This field displays the adjusted on account balance with the current invoice allocations. This value is updated on saving the receipt.

Click Save to save the receipt or click Close to close the window without saving the receipt.

If automatic matching is enabled and applicable to the receipt type, the matching will be performed on saving the receipt.

On saving, the Invoice Allocations grid becomes available. For a Refund receipt, the On Account Receipt Allocations panel is also added.

Some columns have been hidden.

The Invoice Allocations grid lists all invoices associated to the current receipt, either through automatic or manual matching.

Note: The Outstanding Amount column does not include unposted allocations. However, the Allocation Amount does consider unposted allocations, so it may not equal the full Outstanding Amount.

Manual matching may be necessary under certain circumstances, such as If no invoice number is provided with the receipt and automatic matching is either disabled or unable to find matching invoices, or if an invoice number is provided with the receipt but the payment exceeds the invoice amount. For cash or refund receipts, see Managing Invoices for Cash or Refund Receipts, for account balance allocation receipts, see Managing Invoices for Account Balance Allocation Receipts.

Click a link in the Invoice Number column to view the Invoice details window. For On Account Balance batch types, click a link in the Receipt Number column to view the Receipt details window.

The On Account Receipt Allocations grid is available for refund receipts, and lists all receipts with on-account balances associated to the current refund receipt.

On-account receipts can be added manually. See Managing On-account Balance Receipts Allocated to a Refund Receipt.
Click Save to save the receipt, click Delete to delete the receipt, or click Close to return to the Batch Receipt Management page without saving the receipt.

If the Receipt Allocations panel has been removed due to changes to the receipt information, saving the receipt will run automatic matching if enabled. If the Receipt Allocations panel is visible, then automatic matching will not run, even if there are no allocations listed.

Managing Invoices for Cash or Refund Receipts

When viewing a receipt for a Cash Receipt or Refund batch, the Invoice Allocations panel displays all invoices allocated to the current receipt, either automatically or manually. New invoices can be added manually, and the allocated amounts of existing invoices can be adjusted.

Click Add to select new invoices. The Invoices window opens with a list of all available invoices, filtered by the settings in the receipt details.
Check the boxes for all invoices to be added to the current receipt.
Click Save & Close to add the selected invoices and close the window, or click Close to close the window without adding the invoices.
The Receipt Allocation grid is updated with the new invoices.

By default, the full Outstanding Amount is allocated, up to the amount available in the receipt. The allocation amount can be edited for each invoice.

Click a link in the Invoice Number column to open the Receipt Allocation window.

The Receipt panel displays the details of the receipt.

Allocation Amount

Enter the amount to be allocated to this invoice, up to the Invoice Outstanding Amount.

Click Save & Close to save the allocation and close the window, or click Close to close the window without saving the allocation.

Managing Invoices for Account Balance Allocation Receipts

When viewing a receipt for an Account Balance Allocation batch, the Invoice Allocations panel displays all invoices allocated to the current receipt. New invoices can be added, and the allocated amounts of existing invoices can be adjusted.

Click Add to add new invoices. The Invoice Allocations window opens.

Search for and select the invoice to be paid using the on-account balance.

The On Account Balance Receipts panel lists the receipts with usable funds belonging to the Bill to Party selected for the current receipt. Check the boxes for all receipts to be used for paying the selected invoice.
Click Save & Close to add the invoice and close the window, or click Close to close the window without adding anything. The Invoice Allocations grid is updated with the new invoice. One entry is made for each receipt.
By default, the Allocation Amount is set to zero. For each invoice and receipt entry, double-click in the Allocation Amount field to enter how much of the Receipt On Account Balance should be allocated to the invoice. The allocation amount should not exceed the on account balance for the receipt, or a warning will be displayed on saving the receipt.

Click a link in the Invoice Number column to view the Invoice details window. Click a link in the Receipt Number column to view the Receipt details window.
Click Save to save the receipt, or click Close to close the receipt without saving the allocation. On saving, the Applied Amount and Remaining On Account Balance are updated.

To delete invoices, check the boxes and click the Delete button under the grid. Take care not to click the Delete button at the bottom of the page, which will delete the entire receipt from the batch.

Managing On Account Balance Receipts Allocated to a Refund Receipt

When viewing a receipt, the On Account Receipt Allocations panel displays all receipts with on account balances allocated to the current receipt. New receipts can be added manually, and the allocated amounts of existing receipts can be adjusted.

Click Add to select new receipts. The Receipts window opens with a list of all available receipts with on-account balances, filtered by the settings in the receipt details.
Check the boxes for all receipts to be added to the current receipt.
Click Save & Close to add the selected receipts and close the window, or click Close to close the window without adding the receipts.
The On Account Receipt Allocations grid is updated with the new receipts.

By default, the full On Account Balance is allocated, up to the amount available in the receipt. The allocation amount can be edited for each receipt.

Click a link in the Receipt Number column to open the Receipt Allocation window.

The Receipt panel displays the details of the receipt.

Allocation Amount

Enter the amount to be allocated to this receipt, up to the On Account Balance.

Click Save & Close to save the allocation and close the window, or click Close to close the window without saving the allocation.

Editing Receipts

In the main menu, select Billing, Transactions, then Batch Receipts.

Billing Entity	Select the appropriate billing entity. Once a selection is made, the system refreshes and returns the results, filtered according to the selected billing entity.
	Note: Once selected, the name of the billing entity is displayed in the header of the Billing Entity panel. Filtering of system resources persists as the user navigates to other sections of the billing module until another billing entity is selected or the session ends.

A list of all available batches is displayed.

Some columns have been hidden.

Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section for help on finding the appropriate batch.
Click a link in the Receipt Number column of the Receipts grid to view the receipt details. The Receipt Detailed Allocation page opens.
Make any changes required. See the section on Manually Adding Receipts to a Batch for a description of the fields. Note that changing the Bill To Party, Policy Number, Policy Transaction, or Invoice Number will clear any existing allocations.
Click Save to save the receipt or click Close to return to the Batch Receipt Management page without saving the receipt.

If the Receipt Allocations panel has been removed due to changes to the receipt information, saving the receipt will run automatic matching if it is enabled. If the Receipt Allocations panel is visible, then automatic matching will not run, even if there are no allocations listed.

Deleting Receipts

In the main menu, select Billing, Transactions, then Batch Receipts.

Billing Entity	Select the appropriate billing entity. Once a selection is made, the system refreshes and returns the results, filtered according to the selected billing entity.
	Note: Once selected, the name of the billing entity is displayed in the header of the Billing Entity panel. Filtering of system resources persists as the user navigates to other sections of the billing module until another billing entity is selected or the session ends.

A list of all available batches is displayed.

Some columns have been hidden.

Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section for help on finding the appropriate batch.
In the Receipts grid, locate the receipts to be deactivated.
Check the boxes for all receipts to be deactivated.
Click Delete. All selected receipts are deleted.

Posting Batches

The entire process of creating a batch, adding receipts, and matching receipts to invoices results in an unofficial plan for allocating payments. During this time, most information can be edited and refined.

Posting a batch makes all allocations official and final. Invoices are updated with partial or full payments, and any remaining funds are either placed on account for identified bill to parties, or on suspension when the bill to party is not identified. After posting, no changes can be made to the batch, the receipts, or the invoice allocation. Instead, a Receipt Correction must be created.

In the main menu, select Billing, Transactions, then Batch Receipts.

Billing Entity	Select the appropriate billing entity. Once a selection is made, the system refreshes and returns the results, filtered according to the selected billing entity.
	Note: Once selected, the name of the billing entity is displayed in the header of the Billing Entity panel. Filtering of system resources persists as the user navigates to other sections of the billing module until another billing entity is selected or the session ends.

A list of all available batches is displayed.

Some columns have been hidden.

Click a link in the Batch Number column to view the batch details. If there are a large number of available batches, see the Using Grids section for help on finding the appropriate batch.
Click Post Batch and click OK for the confirmation message. All receipts are posted, accounts are updated, and the batch Status changes to Posted.