- Click New > Receipt for Payment on the options bar.
- Click File > New > Receipt for Payment on the menubar
to locate the correct
account.Note: If you accessed the Receipt for Payment screen from within an account, that account's information defaults in the Type and Code fields. You can change these entries if necessary.
Once you select an account, the Account Balance displays
Note: To save time, you can set up Layout, Payment, and Transaction selections to default in Field Default Configuration. See Receipt for Payment Layout for information on adding and editing receipt layouts.
- Payment
On the Payment tab, enter the Amount of the receipt.
Choose the Receiving agency.
Select a Receiving branch if applicable.
Optionally enter an invoice Message, or click the Select Message link label to choose a message from the Message Gallery, select the predefined message, and click Finish.
If the payment should be applied to a policy, enter the Policy number; or click the lookup button
to bring up a list
of available policies, select the correct policy in the list,
and click Finish.
This field is informational only. The Apply
To selection in step l determines whether the receipt
is applied to a policy or other item.Select a payment Method.
Enter a Payment ID (such as a check number) if applicable.
The current system date defaults as the Payment date but can be changed if necessary.
If no transaction should be generated for this payment, deselect the Generate transaction for payment checkbox if it is enabled and skip steps j - m. If you selected the No Output layout option for the receipt, this checkbox cannot be deselected.
The Accounting month and year default but can be changed if necessary.
Enter a Description for the transaction.
Make an Apply to selection. (The Client option is not available when you enter a client receipt.)
Account: This option will not apply the payment to any outstanding debit items. The payment will simply be left on account to be applied later. The account defaults, and you cannot select a different account.
Client: If you are recording a payment for a Broker, Finance Company, or Other Interest, choosing this option will leave the payment on account, indicating that it is for a particular client of that Broker, Finance Company, or Other Interest. Enter the client lookup code, or click the lookup
button
to locate the correct client.Full Balance: This option is only available for Client receipts. It will attempt to fully apply the funds to the client’s outstanding balance. If there are unapplied credits for the Client, or anything pending against the debit balances, the receipt cannot be automatically applied. If the amount does not equal the Account balance and the system is configured to Allow A/R write-offs for full balance payments in System Settings, the system will allow you to write off the remainder when you click Pay Items, as long as it is within your write off Limit. For more details on this option, click here.
If the amount does not equal the Account balance and you have the Allow A/R write-offs for full balance payments checkbox selected in System Settings, the system will allow you to write off the remainder when you click Pay Items, as long as it is within your write off Limit.When you make a Full Balance payment that does not equal the account balance, the system performs the following checks to determine whether to create any A/R Write-Offs:
- The Full Balance Payments option is enabled in System Settings. If it is not, a validation message displays.
- The write-off amount is within your individual A/R Write-Off Limit (per item) in Limits Configuration and/or the agency maximum write-off amount (per item) in Maximum Write-Offs Configuration.
- If you have no individual limit set, the system uses the agency maximum amount. You can override this maximum if you are granted the Transactions > Override Maximum A/R Write-Off security right in Security Options - General.
- If the amount you are writing off cannot be split among the transactions being paid without exceeding the A/R Write-Off limit, a validation message displays. The system calculates the payments and write-offs by splitting the total amount to be written off among the receivables, up to the maximum allowed write-off amount. The remaining A/R balance on the transactions will be paid by the payment.
- Transactions across multiple agencies are split into groups per agency.
- The transactions are ordered within
their agency groups in descending
order by A/R balance. If any transactions
have the same A/R balance, the amount
is applied to the transaction with
the lowest Item # first.
Note: Because the write-off limit is validated per transaction, the total amount written off may exceed your individual write-off limit in some situations.
Policy: Click the Select Policy link label to open the Pay Receivables popup.
Three tabs are available on this screen:
- Items
The Items tab enables you to pay transactions for the selected account that have a receivable balance.
- If receivable items for multiple agencies exist for this account, select the appropriate Agency.
- A
list of outstanding Credits
and a list of outstanding Debits
display. Items that display in bold
have pending processes and cannot
be applied.
To change the columns that display in either list or the order in which they display, click the Select Columns link label. You can sort the items by any of the columns by clicking the column header. Click the column header again to sort in the reverse order.
The current PYMT transaction displays in the Credits list (if a credit amount) or the Debits list (if a debit amount). To apply debits to credits, do the following:- Select the appropriate credit and debit items. You can select multiple debit items by pressing [Ctrl] while clicking or a range of items by pressing [Shift] while clicking.
- Click Full
Payment to apply the
full amount of the credit to the
debits.
Click Partial Payment to apply part of the credit to the debits. If you click Partial Payment, enter the Amount to apply in the popup window and then click Finish or press [Enter]. - Click A/R
Write-Off to write
off any part of the receivable.
As you apply the PYMT against other items, the Total value at the bottom of the list is updates to show the total amount of the PYMT that has been applied.
Note: Click the Undo button
to undo
an edit in either the Credits
or Debits
list.
- Click
Finish
to pay the selected receivables or
Cancel
to close the Pay
Receivables window without
paying.
If you click Finish without applying the entire payment amount, the Payment Balance Verification window displays, prompting you to apply the remaining balance to the Account or to a Policy. Select the desired radio button and click Finish, or click Cancel to continue paying individual items on the Items tab.
If you choose Account, you are taken directly to the Account tab. If you choose Policy, you are taken directly to the Policy tab. See the instructions below for more information.
- Policy
The Policy tab enables you to apply some or all of the payment to one or more policies for the account.
- To add a row to the Policy
list, click the Add
button
.
Note: If you already applied a portion of the payment on the Items or Account tab for a client payment and chose to apply the remaining balance to a policy, a row displays in the Policy list by default, applying the entire remaining balance to the first policy listed for the selected client. However, you can modify or delete this row if necessary. - If this payment is for a broker,
finance company, or other interest,
enter the appropriate lookup code
in the Client
field, or click the lookup
button to locate
the desired client.
- A list of policies for the selected client displays. Check the Include history checkbox to show expired policies if applicable.
- Select a policy. The remaining payment balance defaults into the Amount field, but you can modify this value if necessary.
- To apply a portion of the payment
to a different policy, repeat steps
1-4.
To edit a row in the Policy list, select the row and click the Edit button
. Modify
the Client,
select a different policy, or change
the Amount
as necessary.
To remove a row from the Policy list, select the row and click the Delete button
. You are
prompted, “Do you wish to delete this
record?” Click Yes.
As you add, edit, and remove rows, the Total value at the bottom of the list, which displays the total amount of all rows on the Policy tab, updates accordingly. - Click Finish
to apply the payment to the selected
policies or Cancel
to close the Pay
Receivables window without
paying.
If you click Finish without applying the entire payment amount, the Payment Balance Verification window displays, prompting you to apply the remaining balance to the Account or to a Policy. Select the desired radio button and click Finish, or click Cancel to continue working on the Policy tab.
If you choose Account, you are taken directly to the Account tab. See the instructions below for more information.
If you choose Policy, you remain on the Policy tab, and a new default row is added, which applies the entire remaining balance to the first policy listed for the selected client. Modify the rows in the Policy list as necessary.
- To add a row to the Policy
list, click the Add
button
- Account
The Account tab enables you to apply some or all of the payment to the account associated to the receipt detail row, or to one or more client accounts (if the payment is for a broker, finance company, or other interest).
- To add a row to the Account
list, click the Add
button .
Note: If you already applied a portion of the payment on the Items or Policy tab and chose to apply the remaining balance to an account, a row displays in the Account list by default, applying the entire remaining balance to the account associated to this payment. However, you can modify or delete this row if necessary. - If this payment is for a broker,
finance company, or other interest,
select Account
or Client
from the Apply
to dropdown menu. If you
select Client,
enter the appropriate lookup code
in the field to the right, or click
the lookup
button to locate
the desired client.
- If this account is associated to multiple structures, select the appropriate Agency and Branch.
- The remaining payment balance defaults in the Amount field, but you can modify this value if necessary.
- To apply a portion of the payment
to a different account, repeat steps
1-4.
To edit a row in the Account list, select the row and click the Edit button.
To remove a row from the Account list, select the row and click the Delete button. You are
prompted, “Do you wish to delete this
record?” Click Yes.
As you add, edit, and remove rows, the Total value at the bottom of the list, which displays the total amount of all rows on the Account tab, updates accordingly. - Click Finish
to apply the payment to the selected
account(s) or Cancel
to close the Pay
Receivables window without
paying.
If you click Finish without applying the entire payment amount, the Payment Balance Verification window displays, prompting you to apply the remaining balance to the Account or to a Policy. Select the desired radio button and click Finish, or click Cancel to continue working on the Account tab.
If you choose Account, you remain on the Account tab, and a new default row is added, which applies the entire remaining balance to the account associated to this payment. Modify the rows in the Account list as necessary.
If you choose Policy, you are taken directly to the Policy tab. See the instructions above for more information.
- To add a row to the Account
list, click the Add
button
As you navigate between the tabs on the Pay Receivables popup, the selections you make on each tab are retained.
Totals display at the top of the screen. If the receipt detail row is a credit amount, they display as positive numbers; if a debit amount, they display as negative.
- Payment amount: Total amount of the receipt detail row.
- Total: Total Account Balance
- Total applied: Total amount that has been applied to receivable items, policies, or accounts.
- Unapplied amount: Payment amount less Total applied. You cannot finish the Pay Receivables workflow until the Unapplied amount is $0.00.
When you have allocated the entire payment amount and clicked Finish, new detail rows are added to the receipt based on the receivables selected:
- For items paid, separate detail rows are created for each agency/branch combination associated to the paid items. These detail rows have an Apply to value of Receivables and offset Accounts Receivable.
- A separate detail row is created to correspond to each row on the Policy tab. These detail rows have an Apply to value of Policy and offset Accounts Receivable.
- A separate detail row is created to correspond to each row on the Account tab. These detail rows have an Apply to value of Account or Client and offset Accounts Receivable.
- A bank account detail row is created for each agency associated to an item, policy, or account. These detail rows have an Apply to value of General Ledger. Except for the GL Schedule, they cannot be modified.
If payments were unapplied during the workflow, the associated receipt detail rows are deleted (if the receipt is suspended) or reversed (if the receipt is finalized). The corresponding payment transaction is deleted or reversed accordingly. All associated transaction process rows are also removed/reversed. The item/policy/account balances are restored to their values before the payments were originally applied.
- Items
Receivables: Click the Select Receivables link label to open the Pay Receivables popup.
Three tabs are available on this screen:
- Items
The Items tab enables you to pay transactions for the selected account that have a receivable balance.
- If receivable items for multiple agencies exist for this account, select the appropriate Agency.
- A
list of outstanding Credits
and a list of outstanding Debits
display. Items that display in bold
have pending processes and cannot
be applied.
To change the columns that display in either list or the order in which they display, click the Select Columns link label. You can sort the items by any of the columns by clicking the column header. Click the column header again to sort in the reverse order.
The current PYMT transaction displays in the Credits list (if a credit amount) or the Debits list (if a debit amount). To apply debits to credits, do the following:- Select the appropriate credit and debit items. You can select multiple debit items by pressing [Ctrl] while clicking or a range of items by pressing [Shift] while clicking.
- Click Full
Payment to apply the
full amount of the credit to the
debits.
Click Partial Payment to apply part of the credit to the debits. If you click Partial Payment, enter the Amount to apply in the popup window and then click Finish or press [Enter]. - Click A/R
Write-Off to write
off any part of the receivable.
The write-off amount must
be within your individual A/R
Write-Off Limit in Limits
Configuration and/or the agency
maximum write-off amount in Maximum
Write-Offs Configuration.
As you apply the PYMT against other items, the Total value at the bottom of the list is updates to show the total amount of the PYMT that has been applied
Note: Click the Undo button to undo
an edit in either the Credits
or Debits
list.
- Click
Finish
to pay the selected receivables or
Cancel
to close the Pay
Receivables window without
paying.
If you click Finish without applying the entire payment amount, the Payment Balance Verification window displays, prompting you to apply the remaining balance to the Account or to a Policy. Select the desired radio button and click Finish, or click Cancel to continue paying individual items on the Items tab.
If you choose Account, you are taken directly to the Account tab. If you choose Policy, you are taken directly to the Policy tab. See the instructions below for more information.
- Policy
The Policy tab enables you to apply some or all of the payment to one or more policies for the account.
- To add a row to the Policy
list, click the Add
button .
Note: If you already applied a portion of the payment on the Items or Account tab for a client payment and chose to apply the remaining balance to a policy, a row displays in the Policy list by default, applying the entire remaining balance to the first policy listed for the selected client. However, you can modify or delete this row if necessary. - If this payment is for a broker,
finance company, or other interest,
enter the appropriate lookup code
in the Client
field, or click the lookup
button to locate
the desired client.
- A list of policies for the selected client displays. Select the Include history checkbox to show expired policies if applicable.
- Select a policy. The remaining payment balance defaults into the Amount field, but you can modify this value if necessary.
- To apply a portion of the payment
to a different policy, repeat steps
1-4.
To edit a row in the Policy list, select the row and click the Edit button. Modify
the Client,
select a different policy, or change
the Amount
as necessary.
To remove a row from the Policy list, select the row and click the Delete button. You are
prompted, “Do you wish to delete this
record?” Click Yes.
As you add, edit, and remove rows, the Total value at the bottom of the list, which displays the total amount of all rows on the Policy tab, updates accordingly. - Click Finish
to apply the payment to the selected
policies or Cancel
to close the Pay
Receivables window without
paying.
If you click Finish without applying the entire payment amount, the Payment Balance Verification window displays, prompting you to apply the remaining balance to the Account or to a Policy. Select the desired radio button and click Finish, or click Cancel to continue working on the Policy tab.
If you choose Account, you are taken directly to the Account tab. See the instructions below for more information.
If you choose Policy, you remain on the Policy tab, and a new default row is added, which applies the entire remaining balance to the first policy listed for the selected client. Modify the rows in the Policy list as necessary.
- To add a row to the Policy
list, click the Add
button
- Account
The Account tab enables you to apply some or all of the payment to the account associated to the receipt detail row, or to one or more client accounts (if the payment is for a broker, finance company, or other interest).
- To add a row to the Account
list, click the Add
button .
Note: If you already applied a portion of the payment on the Items or Policy tab and chose to apply the remaining balance to an account, a row displays in the Account list by default, applying the entire remaining balance to the account associated to this payment. However, you can modify or delete this row if necessary. - If this payment is for a broker,
finance company, or other interest,
select Account
or Client
from the Apply
to dropdown menu. If you
select Client,
enter the appropriate lookup code
in the field to the right, or click
the lookup
button to locate
the desired client.
- If this account is associated to multiple structures, select the appropriate Agency and Branch.
- The remaining payment balance defaults in the Amount field, but you can modify this value if necessary.
- To apply a portion of the payment
to a different account, repeat steps
1-4.
To edit a row in the Account list, select the row and click the Edit button.
To remove a row from the Account list, select the row and click the Delete button. You are
prompted, “Do you wish to delete this
record?” Click Yes.
As you add, edit, and remove rows, the Total value at the bottom of the list, which displays the total amount of all rows on the Account tab, updates accordingly. - Click Finish
to apply the payment to the selected
account(s) or Cancel
to close the Pay
Receivables window without
paying.
If you click Finish without applying the entire payment amount, the Payment Balance Verification window displays, prompting you to apply the remaining balance to the Account or to a Policy. Select the desired radio button and click Finish, or click Cancel to continue working on the Account tab.
If you choose Account, you remain on the Account tab, and a new default row is added, which applies the entire remaining balance to the account associated to this payment. Modify the rows in the Account list as necessary.
If you choose Policy, you are taken directly to the Policy tab. See instructions above for more information.
- To add a row to the Account
list, click the Add
button
As you navigate between the tabs on the Pay Receivables popup, the selections you make on each tab are retained.
Totals display at the top of the screen. If the receipt detail row is a credit amount, they display as positive numbers; if a debit amount, they display as negative.
- Payment amount: Total amount of the receipt detail row.
- Total: Total account balance
- Total applied: Total amount that has been applied to receivable items, policies, or accounts.
- Unapplied amount: Payment amount less Total applied. You cannot finish the Pay Receivables workflow until the Unapplied amount is $0.00.
When you have allocated the entire payment amount and clicked Finish, new detail rows are added to the receipt based on the receivables selected:
- For items paid, separate detail rows are created for each agency/branch combination associated to the paid items. These detail rows have an Apply to value of Receivables and offset Accounts Receivable.
- A separate detail row is created to correspond to each row on the Policy tab. These detail rows have an Apply to value of Policy and offset Accounts Receivable.
- A separate detail row is created to correspond to each row on the Account tab. These detail rows have an Apply to value of Account or Client and offset Accounts Receivable.
- A bank account detail row is created for each agency associated to an item, policy, or account. These detail rows have an Apply to value of General Ledger. Except the GL Schedule, they cannot be modified.
If payments were unapplied during the workflow, the associated receipt detail rows are deleted (if the receipt is suspended) or reversed (if the receipt is finalized). The corresponding payment transaction is deleted or reversed accordingly. All associated transaction process rows are also removed/reversed. The item/policy/account balances are restored to their values before the payments were originally applied.
- Items
The transaction(s) that will be generated display in the list at the bottom of the screen. You can select a transaction and modify its Description if necessary.
- Distribution
- To change the circumstances under which you are notified that the list has been printed, click the Change Notification Settings link label, select the desired radio button, and then click Finish or press [Enter]. These are the notification options:
- Notify if unsuccessful only
- Notify if successful or unsuccessful
- No notification
- To choose a different contact to whom to send the receipt,
click the lookup
button to the right of
the Contact
field and select the appropriate person
in the pop-up window that displays.
- In the Via field, choose the desired method:
- Email
In the Email/Fax Details frame, select the sender’s email address from the From dropdown, or click the Change Sender link label.
If you click Change Sender, the Change Sender pop-up window displays.
Select an email address from the dropdown.
Click Finish or press [Enter] to accept the changes, or click Cancel to discard them.
The highlighted contact’s email address populates the To field, but you can enter additional email addresses manually if necessary (separating them with semicolons), or click the To button to open the Contact Address Book.
If necessary, enter Cc and Bcc email addresses (separating multiple addresses with semicolons), or click the Cc or Bcc button to open the Contact Address Book.
Enter a Subject for the email.
Enter a Message to display in the body of the email. Use the formatting ribbon to format text and add images or links if necessary. Hover over each button to display its function in a tooltip.
If necessary, select a Template to apply to the email. The Branding Profile and Email Signature associated to the selected template default, but you can change these dropdown menu selections if necessary.
To restore the default Email Signature (or clear the signature if no default is set), click the Refresh link label.To preview the email, select Show message as the recipient will see it. If the selected Template includes merge variables, the variables populate in the preview so you can see the message as the recipient will.
In the Delivery Options frame, choose to send the email Now or Schedule it to send later. If you choose Schedule, enter a date and time for the email to send.
Click the Preview button to display any attachments that will be included with the email.
- Fax
- You are prompted: "A sender must be defined for the outgoing fax." Click OK.
- In the Change Sender pop-up window, enter a Name or select a Name from the dropdown menu. Complete the remaining fields and click Finish or press [Enter].
- Enter the correct Fax number if it does not default into the field.
- Enter a Subject for the fax.
- Optionally enter a Message to print on the fax cover sheet.
- Select a fax Cover page.
- To change the Language
of the selected Cover
page, select it from the Language
dropdown menu.
Note: You must set up a Cover page in all desired languages in Fax Cover Page Configuration to make these languages available for selection from this dropdown menu. - To see a preview of the fax cover page, click the Preview link label to the right of the field.
- To change the name of the person sending the fax, click the Change Sender link label. In the window that displays, select a new Name, fill in the other pertinent fields, and click Finish or press [Enter].
- Choose to send the file Now or Schedule it to be sent later. If you choose Schedule, enter a date and time for the file to be sent.
- Click Finish.
- Print
- Select the Printer, or click Change Printer Settings to display the Print window.
- Choose to print the file Now or Schedule it to print later. If you choose Schedule, enter a date and time for the file to print.
Click Finish to print, fax, or email the receipt.
