Edit Receipt Detail

4. Click on the receipt in the list.

Note: When you select a receipt, its status displays in the bottom left corner of the screen.

• Activity status: If an activity is attached to the selected receipt, the Activity Status displays. If not, this area is blank.
• Receipt status
• • Suspended
  • Finalized
• Bank status
• 1. • Outstanding: The receipt has not been reconciled on a bank statement.
     • Cleared: The receipt has been reconciled on a bank statement.

5. Do one of the following:
   • Click the Edit button .
   • Click File > Open on the menubar.
   • Double click the receipt.
   • Press [Ctrl]+O.
   • Press [Enter].

   Note: Receipts containing archived transactions can be opened for viewing, but they cannot be edited.

6. Information about the selected receipt displays. Change the receipt's Description if necessary.
7. Click Detail on the navigation panel under Receipts. The Detail view displays by default. To access the Summary view, click the Detail view filter and select Summary. Click here for an explanation of how detail rows are consolidated in the Summary view.
   
   You can use the Select Columns link label to change the columns that display in the list if necessary (see step 3).
   
   If the receipt is finalized, click Include Adjusted Payments to view receipt detail rows that were reversed by changes made via the Adjust Receipt action, as well as the offsetting reversal rows. To hide these rows, click Exclude Adjusted Payments.
   
   To see what a particular receipt detail row was applied to (which items, policies, etc.), select the detail row and click the Apply To Details link label. Information on this screen is read-only.

   In the Summary view, all detail lines that share the same Type, Lookup Code, and Payment ID are rolled up into a single row. If the Payment ID is blank for multiple detail lines, they are considered to have the same payment ID. For this reason, using the Payment ID field to enter an identifying value (e.g. a check number) that will effectively group detail rows resulting from the same individual payment is recommended.

   Each bank account detail line is a separate row in the Summary view, as are each interagency receivable and interagency payable detail line (created when the receipt is finalized).

   The rows included in the Summary view (not including bank account or interagency rows) represent the rows that will display on the Summary layout of the Deposit Register report.

   The only fields you can revise in the Summary view are the GL schedule, Method, Payment ID, Payment date, Routing #, and Description. A field must have the same value for all associated detail rows to be editable in the Summary view. If all detail rows associated to a summary row have the same GL schedule, for example, the GL schedule field is enabled. However, if the associated detail rows have different GL schedules, you cannot modify the GL schedule field for the summary row; instead, you must edit each detail row individually. Be aware that changing any value for a row on the Summary view automatically applies that change to every associated row in the Detail view. Similarly, deleting a row on the Summary view automatically deletes all associated rows in the Detail view.

You can do the following from here:

•  Add an Item

  1. Do one of the following:

     • Click the Add button to the left of the list.

     • Press [Insert] on your keyboard.

  Note: Items can be added only to suspended receipts, not to finalized receipts.

  2. Select the entity Type from the dropdown menu.
  3. Enter the lookup code for the client, broker, invoice, etc.
     1. To look up the account, click the lookup button .
     2. In the Locate by dropdown menu, select Account Lookup, Account Name, Bill #, Invoice #, Item #, or Policy #.
     3. Type at least the first character in the first field and click Locate or press [Enter].
     4. Double click the appropriate item, or click once on the item and click Finish or press [Enter].

  Note: The Miscellaneous option has no associated lookup field.

  4. Enter a GL Schedule, Method, and Payment ID.
     
     Note: Use the payment ID to group detail rows that came from the same initial payment (for example, you could enter the check number from the associated check). This determines how detail rows are rolled up in the receipt detail Summary view and on the Summary layout for the Deposit Register report.
  5. Enter a Payment date, or click the down arrow to the right of the field to choose a date from the dropdown calendar.
  6. Enter a Routing # if applicable.
  7. Enter a Description for the receipt.
  8. Enter the Amount of the receipt.
  9. Select a radio button to indicate whether the item is a Credit or Debit.
  10. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
  11. If you chose Broker, Client, Company, Finance Company, or Other Interest in the Type menu, make the appropriate selection in the Apply to dropdown menu. Options available in this menu depend on the Type you selected.
      • Account: The account defaults and cannot be changed.
      • Cash on Account: Select a radio button to indicate the type of cash on account this balance represents (Direct bill commission, Premium payable, or Commission payable). The associated General Ledger account defaults based on your selection.
        
        This option enables you to store funds in a holding account before they are applied to specific items or statements. When a statement is associated to a cash on account receipt, month-end journal entries move the balance from the Cash on Account required account to the appropriate income or expense account.
        
        You can select payments left in direct bill commission cash on account when performing the Associate GL Item action in the Direct Bill Commissions Reconciliations area.
      • Client: Enter the client lookup code, or click the lookup button to locate the client (see step c).
      • Full Balance: The payment amount must equal the account balance. Once the amounts match, click Pay Items to apply the full balance.
        
        If the amount does not equal the Account balance, and the Allow A/R write-offs for full balance payments option is enabled in System Settings, you may write off the remainder as long as it is within your write-off limit.
      • General Ledger: Enter the GL account number in the fields provided. To look up the account, click the lookup button . Type at least the first digit of the account in the first field, or the first digit of the subaccount in the second field, and then click Locate. Highlight the appropriate GL account and click Finish.
      • Payables/Commissions: Click the Select Payables/Commissions link to open the Pay Payables/Commissions popup.

        Three tabs are available on this screen:

        • Items

          The Items tab enables you to locate transactions with a direct bill commission receivable, premium payable, or broker commission payable balance for this particular company/broker.

          1. From the Locate by dropdown, select Account Lookup, Account Name, or Policy Number. Click the lookup button to search for the appropriate account or policy.
          2. Click Locate. A list of items matching your search criteria displays. To change the columns that display in the list or the order in which they display, click the Select Columns link label. You can sort the items by any column by clicking the column header. Click the column header again to sort in the reverse order.
             
             Note: If you are searching for direct bill items, only items associated to agencies that are set up to recognize direct bill income on an Accrual basis in Accounting Methods Configuration display in this list.
          3. To change the items that display in the list, do any of the following:
             • Select Direct Bill Commission, Premium Payable, Commission Payable, or All from the Item type menu.
             • Check Include all amounts due to include items with a debit balance (negative direct bill commission items and positive premium/commission payable items). You might want to use this option when credit and debit balances exist for the same account/policy. You can select both credit and debit items to clean up payable balances.
             • Check Include future items to include items with an accounting month later than the current accounting month.
             • Check Include interagency items to include items for agencies that are not associated to the bank account selected for the receipt. If you select interagency items to be paid on the receipt, interagency detail rows will be generated when the receipt is finalized.

          Once you have located the items, you can pay balances or write them off.

          Note: Items that display in bold have pending processes and cannot be paid.

          To pay an item balance:

          1. Select the checkbox next to the item. The Amount to Pay column is enabled. It defaults to the total Amount Due, but you can modify it to make a partial payment. Repeat for each item you wish to pay. The Total applied and Unapplied amount at the top of the screen and the Total below the list are updated each time you select an item for payment.
          2. When you have selected all items you wish to pay for the selected account/policy and modified the amounts as necessary, click Pay Items.
          3. The items you paid are removed from the list. You may select additional items in the list or enter new Locate by criteria to retrieve new search results.
          4. To view the items you have already selected for payment, click the Items To Pay view filter and select Paid Items.
             
             To remove a previously selected item from the receipt, highlight it and click the Delete button. Click Yes to confirm the deletion. The item is once again eligible to pay if it displays on the Items To Pay view.
             
             Note: If you click Finish on the Pay Payables/Commissions window and items are checked in the Items To Pay list, those items will be paid, even though you did not click Pay Items. This means that you can simply complete step 1 in the instructions above if you checked items for payment and do not have any additional items to locate/pay.

          To write off an item balance, highlight the item and click Write-Off. The Writeoff Payable window displays. Modify the Description if necessary and click Finish.

          Note: If you make a partial payment on an item and write off the remaining balance, the item displays only once in the Paid Items list. Deleting that item from the Paid Items list deletes both the partial payment and the write-off.

        • Statements

          The Statements tab displays a list of direct bill commission, premium payable, or broker commission payable statements for this particular company/broker. To change the columns that display in the list or the order in which they display, click the Select Columns link label. You can sort the items by any column by clicking the column header. Click the column header again to sort in the reverse order.

          To filter the statements that display in the Available Statements list, do any of the following:

          • Select Direct Bill Commission, Premium Payable, Commission Payable, or All from the Statement type menu.
          • Check Include all amounts to include statements with a $0.00 or debit balance (negative direct bill commission statements and positive premium/commission payable statements). You might want to select this option when credit and debit statements exist for the same company/broker. You can select both credit and debit statements if a payment is for the net of combined positive and negative statements.
          • Check Include interagency statements to include statements for agencies that are not associated to the bank account selected for the receipt. If you select interagency statements to be paid on the receipt, interagency detail rows will be generated when the receipt is finalized.

          To pay a statement balance, select the checkbox next to the statement. The Total applied and Unapplied amount totals at the top of the screen and the Total at the bottom of the list are updated based on the statement amount.
          
          Note: If you are searching for direct bill statements, only statements associated to agencies that are set up to recognize direct bill income on an Accrual basis in Accounting Methods Configuration display in this list.

        • Cash On Account

          The Cash On Account tab enables you to leave all or a portion of the receipt balance on account.

          To add a Cash On Account row, click the Add button to the left of the list. A new row is added and selected by default. Modify the information in the frame below the list:

          1. From the Apply to dropdown, select the type of cash on account (Direct Bill Commission, General Ledger, Premium Payable, or Commission Payable) that this row represents.
             • If you select anything other than General Ledger, the GL account # associated to the type of cash of account defaults and cannot be changed.
             • If you select General Ledger, enter the appropriate GL account #. Click the lookup button to search for a General Ledger account. This option enables you to offset the General Ledger account of your choice if your organization does not use the cash on account feature.
          2. Enter the Amount to leave on account. The Total applied and Unapplied amount totals at the top of the screen update accordingly. The Debit and Credit radio buttons default based on whether the receipt detail line is a debit or credit amount.
          3. Select the appropriate Agency. If the selected General Ledger account is an Income or Expense account, you may enter a Branch, Department, and Profit Center.

          To modify a cash on account row, highlight the row and click the Edit button to the left of the list. The fields below the list are enabled for editing.

          To delete a cash on account row, select the row and click the Delete button. You are prompted, “Do you wish to delete this record?” Click Yes.

        You can use the same receipt detail line to pay items, pay statements, and leave cash on account. As you navigate between the tabs on the Pay Payables/Commissions popup, the selections you make on each tab are retained.

        Three totals display at the top of the screen:

        • Payment amount: Total amount of the receipt detail row. If the amount is a credit, this will be a positive amount; if the amount is a debit, it will be a negative amount.
        • Total applied: Total amount that has been applied to items or statements or left on account.  
        • Unapplied amount: Payment amount less Total applied. You cannot complete the Pay Payables/Commissions workflow until the Unapplied amount is $0.00.

        When you have finished allocating the receipt amount, click Finish. To close the Pay Payables/Commissions window without applying changes, click Cancel.

        When you click Finish, new detail rows are added to the receipt based on the payables/commissions selected.

        For items paid:

        • Separate detail rows are created per item type/agency/contract type/payment address combination. This is the same grouping used to create statements in the Reconciliations area.
        • • Item type refers to whether the balance paid was direct bill commission, premium payable, or broker commission payable.
          • Contract type refers to whether an Account Current, Company Statement, Premium Payable, Commission Payable, or Premium/Commission Payable contract is associated to the item. The payment address is pulled from the contract.
        • The amount for each detail row created by item payments is equal to the total of the amount paid for this item type/agency/contract type/payment address combination. It also reflects the amount of the direct bill commission, premium payable, or broker commission payable statement that will be created when the receipt is finalized. Click here for more information on statements created via receipts.

          When a reconciliation statement is created by a receipt detail row, it is automatically paid. Its status defaults as Finalized or Approved based on the selection made in System Settings. (The Approved status does not apply to direct bill commission statements, so a direct bill commission statement defaults as Finalized.) This means that it cannot be edited. The statement Description matches the description of the receipt detail line, and contract/payment contact information is pulled from the receipt detail line as well.

          The statement has the following criteria settings, which cannot be modified:

          • Type: Company or Broker based on receipt detail line
          • Statement Type (for premium payable statements): All
          • Entity: Pulled from receipt detail line
          • Month/Date: Open through latest accounting month associated to an item paid by the receipt detail line
          • Pr/Br Agency Bill/Direct Bill Commission (for broker commission payable statements): Accrual
          • Agency: Pulled from receipt detail line
          • Branch/Department/Profit Center: All
          • Future adjustments (for premium payable and broker commission payable statements): Include
          • Receivable (for premium payable statements): All
          • Line of Business: All
          • Method (for premium payable statements): Depends on Item Reconciled Status in System Settings.
          • • If set to Paid and reconciled: Both
            • If set to Paid but not reconciled: Reconcile against statement
            • If set to Based on contract type: Both if receipt detail line has a Company Statement contract type, Reconcile against statement if receipt detail line has an Account Current contract type
          • Issuing Company: All
          • Premium Payable Entity (for broker commission payable statements): All
          • Client (for broker commission payable statements): All

          The user who entered the statement and the time the statement was entered match the user who added the receipt detail line and the date the detail line was added.

          The Associate GL Item, Remove Associated GL Item, Reopen Statement, and Reverse Statement actions cannot be performed on a statement created by a receipt.

        • To review the items paid by a detail row, select the row and click the Apply To Details link label.

        For statements paid, a separate detail row is created for each statement. To view information on the statement paid by a detail row, select the row and click the Paid Statements link label next to the Apply to field.

        For cash on account rows, a separate detail row is created to correspond to each row entered on the Cash On Account tab of the Pay Payables/Commissions popup.

        For each agency indicated on a receipt detail row:

        • If the agency is associated to the receipt bank account, a bank account row is created for the agency.
        • If the agency is not associated to the receipt bank account, a bank account row is created for the bank account’s default agency. When the receipt is finalized, interagency detail rows will be generated. See step 20 for an example of how these rows are created.

        When the receipt is entered, all affected item payable balances and statement paid statuses are updated accordingly. If an item was partially paid, it will still be eligible to pay (for the remaining balance) on subsequent receipts or on a reconciliation statement. If an item was fully paid, its payable status will be updated to Closed and it will no longer be eligible to pay. No paid statements are available to pay on a subsequent GL entry.

        If items 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 transactions are deleted or reversed accordingly. All associated transaction process rows are also removed/reversed. The item/statement/account balances are restored to their values before the payments were originally applied.

        If paid statements are unapplied and the receipt's original accounting month is now closed, a reversing statement that mirrors the original statement will be created. A new Unpaid statement that matches the original statement will exist in its place. The original receipt detail row will be linked to the original statement and the reversing row will be linked to the reversal statement.

      • Policy: Click the Select Policy link 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.

          1. A list of outstanding Credits and a list of outstanding Debits display. Items that display in bold have pending processes and cannot be applied. (Click here for examples of pending processes.)
             • A suspended receipt is associated to the item.
             • The item is fully or partially paid or written off on a suspended premium payable or producer/broker payable reconciliation statement.
             • Another user is applying debits or credits to the same item.
             • The item is a PYMT associated to a receipt that is currently being adjusted. 

          You can filter the list by specifying search criteria. To locate debits or credits that match specific criteria, use the search bar.

          Make a selection in each dropdown menu to locate the desired item(s). The fields vary, depending on the menu options you choose.

          

          These are the options in the first dropdown menu:

          • Accounting Month
          • Agency
          • A/R Due Date
          • Balance
          • Bill #
          • Invoice #
          • Item #
          • Policy #
          • Site ID
          • Transaction Code
          • Transaction Description

          The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

          • Equals: Enter the search criterion (e.g. the exact agency code, company code, or user ID) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
          • Contains: Enter at least one character of the search criterion. Click Find.
          • Within range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the calendars. Click Find.
          • Begins With: Enter the first character(s) of the search criterion. Click Find.

          To see the filter that is currently applied to the list, hover over the Search where text.

          You can apply multiple filters if necessary.

          1. To apply multiple filters to the list, do one of the following:
          • Click the Edit Filter button . 
          • Press [Ctrl] + E.
          2. The Edit Filter pop-up window displays. 
             
             Note: You can also use the Edit Filter button, rather than the search bar, to apply a single filter to the list if you prefer.

          

          3. Select and/or enter your desired search criteria using the dropdown menus and fields, and then click the Add button. The Name, Compare Type, and Criteria for your filter display in the list. Click one of these column headings to sort the list by that column. To reverse the sort order, click the column heading again.
          4. To apply additional filters, enter additional search criteria and continue clicking Add. To remove a filter from the list, select it and click the Delete button.
          5. Click Finish when you have applied all of your desired filters.
             
             To exit the dialog without applying any filters, click Cancel.

          To change the columns that display in either list or the order in which they display, click the Select Columns link. You can sort the items by any column 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:

          1. 1. Select the 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. A running total of all debit items selected displays at the bottom.
             2. 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 box and then click Finish or press [Enter].
                
                As you apply the PYMT against other items, the Total value at the top of the list is updated 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.

          2. 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 this account.

          1. 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 client.
          2. 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.
          3. If necessary, select a different policy from the list. Select the Include history checkbox to show expired policies if applicable.
          4. The payment balance defaults into the Amount field, but you can modify it if necessary.
          5. To apply a portion of the payment to a different policy, click the Add button and repeat steps a-d.
             
             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.
          6. 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 that applies the entire remaining balance to the first policy listed for the selected client. Modify the rows in the Policy list as necessary.
        • 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).

          1. 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 be modify or delete it if necessary.
          2. If this payment is for a broker, finance company, or other interest, select Account or Client from the Apply to field. If you select Client, enter the lookup code in the field to the right or click the lookup button to locate the client.
          3. If this account is associated to multiple structures, select the appropriate Agency and Branch.
          4. The remaining payment balance defaults in the Amount field, but you can modify it if necessary.
          5. To apply a portion of the payment to a different account, repeat steps a-d.
             
             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.
          6. 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 and you have not applied 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 that 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.

        As you navigate between the tabs on the Pay Receivables popup, the selections you make on each tab are retained.

        Three totals display at the top of the screen. If the receipt detail row is a credit amount, these totals display as positive numbers; if the receipt detail row is a debit amount, they display as negative numbers.

        • Payment amount: Total amount of the receipt detail row.
        • Total applied: Total amount that has been applied to receivable items, policies, or accounts.
        • Unapplied amount: Payment amount less Total applied. You cannot complete 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.

      • Receivables: Click the Select Receivables link to open the Pay Receivables popup (see the Pay Receivables link above).

  4. If you chose Company, Employee, Miscellaneous, or Vendor in the Type menu, enter the GL account number. To look up the correct account, click the lookup button .
     1. Type at least the first digit of the account in the first field, or the first digit of the subaccount in the second field, and then click Locate.
     2. Highlight the appropriate GL account and click Finish.
  5. In the Structure frame, select an Agency, Branch, Department, and Profit Center if applicable. If you select an agency that is not associated to the bank account, interagency rows will be created when the receipt is finalized. Click here for an example of how these rows will be created.

     When the receipt is finalized, an interagency detail row is created for each agency on a detail line that is not associated to the receipt bank account. These rows automatically file for the bank account’s default agency.

     • If the unassociated agency has a net credit amount on all detail lines, the interagency row will debit the Interagency Receivables subaccount for the bank account’s default agency.
     • If the unassociated agency has a net debit amount on all detail lines, the interagency row will debit the Interagency Receivables subaccount for the unassociated agency.

     The interagency detail rows have a default Description of Interagency receivables for Receipt #XXX and a default Apply to of General Ledger. Offsetting Interagency payables rows are also created to correspond to the Interagency receivables rows.

     For example, a receipt is entered for bank account 102, which is associated to agencies INS and OSU. The bank account’s default agency is INS. The receipt contains premium payable detail lines for INS, OSU, PEN, and AGN.

     Before the receipt is finalized, it contains the following detail rows:

     Account	GL Account #	Agency	Debit	Credit
     Bank Account	102	INS	1000
     Bank Account	102	OSU	500
     Company Payables	200	INS		800
     Company Payables	200	OSU		500
     Company Payables	200	PEN		400
     Company Payables	200	AGN	200

     Bank account rows are created to offset the INS and OSU premium payable detail lines, because these agencies are associated to the bank account. The INS bank account row also offsets all detail lines for agencies that are not associated to the bank account. In this example, PEN and AGN are not associated to the bank account, and these two detail lines have a net credit amount of 200. So the INS bank account row is debited an additional 200.

     After the receipt is finalized, it contains the following detail rows:

     Account	GL Account #	Agency	Debit	Credit
     Bank Account	102	INS	1000
     Bank Account	102	OSU	500
     Company Payables	200	INS		800
     Company Payables	200	OSU		500
     Company Payables	200	PEN		400
     Company Payables	200	AGN	200
     Interagency Receivables	160 - INS	PEN	400
     Interagency Receivables	160 - AGN	INS	200
     Interagency Payables	260 - PEN	INS		400
     Interagency Payables	260 - INS	AGN		200

     This brings agencies INS, PEN, and AGN into balance. Agency OSU is associated to the bank account and is not the bank account’s default agency, so no additional rows are necessary to balance OSU.

  Note: If the account belongs to only one structure type, the Structure fields are disabled.  

  4. Optionally select the Suspend receipt checkbox in the bottom left corner.
•  Edit an Item

  Click a detail row in the list.

  If the detail row is a bank row or interagency receivable/payable row, you can modify the GL Schedule only.

  If the detail row is an outstanding payment that was processed, you can modify the GL schedule, Method, Payment ID, Payment date, Routing #, and Description only.

  If the receipt is finalized, you can modify the GL Schedule, Payment ID, Payment date, Routing #, and Description. To make any further modifications, you will need to use the Adjust Receipt action.

  For all other detail rows, see the instructions below.

  Note: Changing the Type, Account, Amount, Apply to, GL account, or associated structure on a receipt detail row effectively deletes the previous receipt detail row and creates a new one.

  To change the account the receipt detail row is for:

  1. Select a different Type of account if necessary.
  2. Enter the account lookup code in the field to the right, or click the lookup button to locate the correct account.
  3. Follow the directions for adding an item above, starting with step d.

  If you are not changing the account the receipt detail row is for:

  1. Make any necessary changes to the GL schedule, Method, Payment ID, Payment date, Routing #, Description, Amount, and Apply to fields. See steps d-j under Add an Item for more information.
  2. If you do not wish to change the Apply to field, but you wish to change the particular items, policies, or statements paid by the detail row, follow the instructions below.
  • If the Apply to value is Cash on Account, you may select a different type of cash on account using the radio buttons below.
  • If the Apply to value is Client, enter a different client lookup code in the field to the right, or click the lookup button to locate the appropriate client.
  • If the Apply to value is General Ledger, enter a different GL account # or click the lookup button to locate the appropriate account.
  • If the Apply to value is Payables/Commissions, click Select Payables/Commissions to open the Pay Payables/Commissions window. The Items or Statements tab displays, depending on what was originally paid by the receipt detail row. You can unapply payments and you can pay additional items or statements or leave cash on account, but be aware that doing so may create additional receipt detail rows. Click here for more information on the Pay Payables/Commissions screen.

    Three tabs are available on this screen:

    • Items

      The Items tab enables you to locate transactions with a direct bill commission receivable, premium payable, or broker commission payable balance for this particular company/broker.

      1. From the Locate by dropdown, select Account Lookup, Account Name, or Policy Number. Click the lookup button to search for the appropriate account or policy.
      2. Click Locate. A list of items matching your search criteria displays. To change the columns that display in the list or the order in which they display, click the Select Columns link label. You can sort the items by any column by clicking the column header. Click the column header again to sort in the reverse order.
      3. To change the items that display in the list, do any of the following:
         • From the Item type menu, select Direct Bill Commission, Premium Payable, Commission Payable, or All.
         • Check Include all amounts due to include items with a debit balance (negative direct bill commission items and positive premium/commission payable items). You might wish to use this option when credit and debit balances exist for the same account/policy. You can select both credit and debit items to clean up payable balances.
         • Check Include future items to include items with an accounting month later than the current accounting month.
         • Check Include interagency items to include items for agencies that are not associated to the bank account selected for the receipt. If you select interagency items to be paid on the receipt, interagency detail rows will be generated when the receipt is finalized.

      Once you have located the items, you can pay balances or write them off.
      
      Note: If you are searching for direct bill items, only items associated to agencies that are set up to recognize direct bill income on an Accrual basis in Accounting Methods Configuration display in this list.

      Note: Items that display in bold have pending processes and cannot be paid.

      To pay an item balance:

      1. Select the checkbox next to the item. The Amount to Pay column is enabled. It defaults to the total Amount Due but you can modify it to make a partial payment. Repeat for each item you wish to pay. The Total applied and Unapplied amount at the top of the screen, as well as the Total below the list, update each time you select an item for payment.
      2. When you have selected all items you wish to pay for the selected account/policy and have modified the amounts as necessary, click Pay Items.
      3. The items you paid are removed from the list. You may select additional items in the list or enter new Locate by criteria to retrieve new search results.
      4. To view the items you have already selected for payment, click the Items To Pay view filter and select Paid Items.
         
         To remove a previously selected item from the receipt, highlight the item and click the Delete button. Click Yes to confirm the deletion. The item is once again eligible to pay if it is displays in the Items To Pay view.
         
         Note: If you click Finish on the Pay Payables/Commissions window and items are checked in the Items To Pay list, those items will be paid, even though you did not click Pay Items. Therefore, if you checked items for payment and do not have any additional items to locate/pay, you can simply complete step 1 in the instructions above.

      To write off an item balance, highlight the item and click Write-Off. The WriteOff Payable window displays. Modify the Description if desired and click Finish.

      Note: If you make a partial payment on an item and write off the remaining balance, the item displays only once in the Paid Items list. Deleting that item from the Paid Items list deletes both the partial payment and the write-off.

    • Statements

      The Statements tab displays a list of direct bill commission, premium payable, or broker commission payable statements for this particular company/broker. To change the columns that display in the list or the order in which they display, click the Select Columns link label. You can sort the items by any column by clicking the column header. Click the column header again to sort in the reverse order.

      To filter the statements that display in the Available Statements list, do any of the following:

      • From the Statement type menu, select Direct Bill Commission, Premium Payable, Commission Payable, or All.
      • Check Include all amounts to include statements with a $0.00 or debit balance (negative direct bill commission statements and positive premium/commission payable statements). You might wish to select this option when credit and debit statements exist for the same company/broker. You can select both credit and debit statements if a payment is for the net of combined positive and negative statements .
      • Check Include interagency statements to include statements for agencies that are not associated to the bank account selected for the receipt. If you select interagency statements to be paid on the receipt, interagency detail rows will be generated when the receipt is finalized.

      To pay a statement balance, select the checkbox next to the statement. The Total applied and Unapplied amount totals at the top of the screen, as well as the Total at the bottom of the list, update based on the statement amount.
      
      Note: If you are searching for direct bill statements, only statements associated to agencies that are set up to recognize direct bill income on an Accrual basis in Accounting Methods Configuration display in this list.

    • Cash on Account

      • The Cash On Account tab enables you to leave all or a portion of the receipt balance on account.

        To add a Cash On Account row, click the Add button to the left of the list. A new row is added and selected by default. Modify the information in the frame below:

        1. From the Apply to dropdown, select the type of cash on account (Direct Bill Commission, General Ledger, Premium Payable, or Commission Payable) that this row represents.
           • If you select anything other than General Ledger, the GL account # associated to the type of cash of account defaults and cannot be changed.
           • If you select General Ledger, enter the appropriate GL account #. Click the lookup button to search for a General Ledger account. (This option enables you to offset the General Ledger account of your choice if your organization does not use the cash on account feature.)
        2. Enter the Amount to leave on account. The Total applied and Unapplied amount totals at the top of the screen update accordingly. The Debit and Credit radio buttons default based on whether the receipt detail line is a debit or credit amount.
        3. Select the appropriate Agency. If the selected General Ledger account is an Income or Expense account, you may enter a Branch, Department, and Profit Center.

        To modify a cash on account row, highlight the row and click the Edit icon to the left of the list. The fields below are enabled for editing.

        To delete a cash on account row, select the row and click the Delete icon. You are prompted, “Do you wish to delete this record?” Click Yes.

    You can use the same receipt detail line to pay items, pay statements, and leave cash on account. As you navigate between the tabs on the Pay Payables/Commissions popup, the selections you make on each tab are retained.

    Three totals display at the top of the screen:

    • Payment amount: Total amount of the receipt detail row. If the amount is a credit, it will be a positive amount; if the amount is a debit, it will be a negative amount.
    • Total applied: Total amount that has been applied to items or statements or left on account.  
    • Unapplied amount: Payment amount less Total applied. You cannot complete the Pay Payables/Commissions workflow until the Unapplied amount is $0.00.

    When you have finished allocating the receipt amount, click Finish. To close the Pay Payables/Commissions window without applying changes, click Cancel.

    When you click Finish, new detail rows are added to the receipt based on the payables/commissions selected.

    For items paid:

    • Separate detail rows are created per item type/agency/contract type/payment address combination. This is the same grouping used to create statements in the Reconciliations area.
    • • Item type refers to whether the balance paid was direct bill commission, premium payable, or broker commission payable.
      • Contract type refers to whether an Account Current, Company Statement, Premium Payable, Commission Payable, or Premium/Commission Payable contract is associated to the item. The payment address is pulled from the contract.
    • The amount for each detail row created by item payments is equal to the total of the amount paid for this item type/agency/contract type/payment address combination. It also reflects the amount of the direct bill commission, premium payable, or broker commission payable statement that will be created when the receipt is finalized. Click here for more information on statements created via receipts.

      When a reconciliation statement is created by a receipt detail row, it is automatically paid. Its status defaults as Finalized or Approved based on the selection made in System Settings. (The Approved status does not apply to direct bill commission statements, so a direct bill commission statement defaults as Finalized.) This means that it cannot be edited. The statement Description matches the description of the receipt detail line, and contract/payment contact information is pulled from the receipt detail line as well.

      The statement has the following criteria settings, which cannot be modified:

      • Type: Company or Broker based on receipt detail line
      • Statement Type (for premium payable statements): All
      • Entity: Pulled from receipt detail line
      • Month/Date: Open through latest accounting month associated to an item paid by the receipt detail line
      • Pr/Br Agency Bill/Direct Bill Commission (for broker commission payable statements): Accrual
      • Agency: Pulled from receipt detail line
      • Branch/Department/Profit Center: All
      • Future adjustments (for premium payable and broker commission payable statements): Include
      • Receivable (for premium payable statements): All
      • Line of Business: All
      • Method (for premium payable statements): Depends on Item Reconciled Status in System Settings.
      • • If set to Paid and reconciled: Both
        • If set to Paid but not reconciled: Reconcile against statement
        • If set to Based on contract type: Both if receipt detail line has a Company Statement contract type, Reconcile against statement if receipt detail line has an Account Current contract type
      • Issuing Company: All
      • Premium Payable Entity (for broker commission payable statements): All
      • Client (for broker commission payable statements): All

      The user who entered the statement and the time the statement was entered match the user who added the receipt detail line and the date the detail line was added.

      The Associate GL Item, Remove Associated GL Item, Reopen Statement, and Reverse Statement actions cannot be performed on a statement created by a receipt.

    • To review the items paid by a detail row, select the row and click the Apply To Details link label.

    For statements paid, a separate detail row is created for each statement. To view information on the statement paid by a detail row, select the row and click the Paid Statements link label next to the Apply to field.

    For cash on account rows, a separate detail row is created to correspond to each row entered on the Cash On Account tab of the Pay Payables/Commissions popup.

    For each agency indicated on a receipt detail row:

    • If the agency is associated to the receipt bank account, a bank account row is created for the agency.
    • If the agency is not associated to the receipt bank account, a bank account row is created for the bank account’s default agency. When the receipt is finalized, interagency detail rows will be generated. Click here for an example of how these rows are created.

      When the receipt is finalized, an interagency detail row is created for each agency on a detail line that is not associated to the receipt bank account. These rows automatically file for the bank account’s default agency.

      • If the unassociated agency has a net credit amount on all detail lines, the interagency row will debit the Interagency Receivables subaccount for the bank account’s default agency.
      • If the unassociated agency has a net debit amount on all detail lines, the interagency row will debit the Interagency Receivables subaccount for the unassociated agency.

      The interagency detail rows have a default Description of Interagency receivables for Receipt #XXX and a default Apply to of General Ledger. Offsetting Interagency payables rows are also created to correspond to the Interagency receivables rows.

      For example, a receipt is entered for bank account 102, which is associated to agencies INS and OSU. The bank account’s default agency is INS. The receipt contains premium payable detail lines for INS, OSU, PEN, and AGN.

      Before the receipt is finalized, it contains the following detail rows:

      Account	GL Account #	Agency	Debit	Credit
      Bank Account	102	INS	1000
      Bank Account	102	OSU	500
      Company Payables	200	INS		800
      Company Payables	200	OSU		500
      Company Payables	200	PEN		400
      Company Payables	200	AGN	200

      Bank account rows are created to offset the INS and OSU premium payable detail lines, because these agencies are associated to the bank account. The INS bank account row also offsets all detail lines for agencies that are not associated to the bank account. In this example, PEN and AGN are not associated to the bank account, and these two detail lines have a net credit amount of 200. So the INS bank account row is debited an additional 200.

      After the receipt is finalized, it contains the following detail rows:

      Account	GL Account #	Agency	Debit	Credit
      Bank Account	102	INS	1000
      Bank Account	102	OSU	500
      Company Payables	200	INS		800
      Company Payables	200	OSU		500
      Company Payables	200	PEN		400
      Company Payables	200	AGN	200
      Interagency Receivables	160 - INS	PEN	400
      Interagency Receivables	160 - AGN	INS	200
      Interagency Payables	260 - PEN	INS		400
      Interagency Payables	260 - INS	AGN		200

      This brings agencies INS, PEN, and AGN into balance. Agency OSU is associated to the bank account and is not the bank account’s default agency, so no additional rows are necessary to balance OSU.

    When the receipt is entered, all affected item payable balances and statement paid statuses are updated accordingly. Any partially paid item is still eligible to pay (for the remaining balance) on subsequent receipts or on a reconciliation statement. A fully paid item's payable status is updated to Closed and it is no longer eligible to pay.  All paid statements will be unavailable to pay on a subsequent GL entry.

    If items 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 transactions are deleted or reversed accordingly. All associated transaction process rows are also removed/reversed. The item/statement/account balances are restored to their values before the payments were originally applied.

    If paid statements are unapplied and the receipt's original accounting month is now closed, a reversing statement that mirrors the original statement will be created. A new Unpaid statement that matches the original statement will exist in its place. The original receipt detail row will be linked to the original statement and the reversing row will be linked to the reversal statement.

  • If the Apply to value is Policy, click Select Policy to open the Pay Receivables window. The Policy tab displays by default, allowing you to select a different policy or to modify the amount applied. You can also make modifications on the Items and Account tabs, but be aware that doing so may create additional receipt detail rows. Click here for more information on the Pay Receivables screen.

    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.

      1. A list of outstanding Credits and a list of outstanding Debits display. Items that display in bold have pending processes and cannot be applied. (Click here for examples of pending processes.)
         • A suspended receipt is associated to the item.
         • The item is fully or partially paid or written off on a suspended premium payable or producer/broker payable reconciliation statement.
         • Another user is applying debits or credits to the same item.
         • The item is a PYMT associated to a receipt that is currently being adjusted.

      You can filter the list by specifying search criteria. To locate debits or credits that match specific criteria, use the search bar.
      
      To change the columns that display in either list or the order in which they display, click the Select Columns link. 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:

      Make a selection in each dropdown menu to locate the desired item(s). The fields vary, depending on the menu options you choose.

      

      These are the options in the first dropdown menu:

      • Accounting Month
      • Agency
      • A/R Due Date
      • Balance
      • Bill #
      • Invoice #
      • Item #
      • Policy #
      • Site ID
      • Transaction Code
      • Transaction Description

      The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

      • Equals: Enter the search criterion (e.g. the exact agency code, company code, or user ID) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
      • Contains: Enter at least one character of the search criterion. Click Find.
      • Within range: Search between two different calendar dates of your choice. Click the down arrow to the right of each field to choose dates from the calendars. Click Find.
      • Begins With: Enter the first character(s) of the search criterion. Click Find.

      To see the filter that is currently applied to the list, hover over the Search where text.

      You can apply multiple filters if necessary.

      1. To apply multiple filters to the list, do one of the following:
      • Click the Edit Filter button . 
      • Press [Ctrl] + E.
      2. The Edit Filter pop-up window displays.
         
         Note: You can also use the Edit Filter button, rather than the search bar, to apply a single filter to the list if you prefer.

      

      3. Select and/or enter your desired search criteria using the dropdown menus and fields, and then click the Add button. The Name, Compare Type, and Criteria for your filter display in the list. Click one of these column headings to sort the list by that column. To reverse the sort order, click the column heading again.
      4. To apply additional filters, enter additional search criteria and continue clicking Add. To remove a filter from the list, select it and click the Delete button.
      5. Click Finish when you have applied all of your desired filters.
         
         To exit the dialog without applying any filters, click Cancel.

      To change the columns that display in either list or the order in which they display, click the Select Columns link. 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:

      1. 1. 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. A running total of all debit items selected displays at the bottom.
         2. 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 box and then click Finish or press [Enter].
            
            As you apply the PYMT against other items, the Total value at the top of the list is updated 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 and you have not applied 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 instructions below for more information.

      1. 1. 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. A running total of all debit items selected displays at the bottom.

         2. 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 box and then click Finish or press [Enter].
            
            As you apply the PYMT against other items, the Total value at the top of the list is updated 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.

         2. Click Finish to pay the selected receivables or Cancel to close the Pay Receivables window without paying.
            
            If you click Finish and you have not applied 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 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 this account.

      1. 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.
      2. A row displays in the Policy list by default, applying the entire remaining balance to the first policy listed for the selected client. You can modify or delete this row if necessary, however.
      3. Select a different policy from the list if necessary. Check the Include history checkbox to show expired policies if applicable.
      4. The payment balance defaults into the Amount field, but you can modify it if necessary.
      5. To apply a portion of the payment to a different policy, click the Add button and 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.
      6. Click Finish to apply the payment to the selected policies or Cancel to close the Pay Receivables window without paying.
         
         If you click Finish and you have not applied 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 instructions below for more information.
         If you choose Policy, you remain on the Policy tab, and a new default row is added that applies the entire remaining balance to the first policy listed for the selected client. Modify the rows in the Policy list as necessary.
    • 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).

      1. 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. You can modify or delete this row if necessary, however.
      2. If this payment is for a broker, finance company, or other interest, select Account or Client from the Apply to field. 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.
      3. If this account is associated to multiple structures, select the appropriate Agency and Branch.
      4. The remaining payment balance defaults in the Amount field, but you can modify it if necessary.
      5. 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.
      6. 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 and you have not applied 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 that 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..

    As you navigate between the tabs on the Pay Receivables popup, the selections you make on each tab are retained.

    Three totals display at the top of the screen. If the receipt detail row is a credit amount, these display as positive numbers; if a debit amount, they display as negative.

    • Payment amount: Total amount of the receipt detail row.
    • Total applied: Total amount that has been applied to receivable items, policies, or accounts.
    • Unapplied amount: Payment amount less Total applied. You cannot complete 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. They cannot be modified, other than the GL schedule.

    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.

  • If the Apply to value is Receivables, click Select Receivables to open the Pay Receivables window. The Items tab displays by default, allowing you to select credit and debit items with a value in the Amt Applied column and click the Undo button to unapply the credits to debits. You can then apply the appropriate credit items to the appropriate debit items. You can also make modifications on the Policy and Account tabs, but be aware that doing so may create additional receipt detail rows. Click here for more information on the Pay Receivables screen.

    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.

      1. A list of outstanding Credits and a list of outstanding Debits display. Items that display in bold have pending processes and cannot be applied. (Click here for examples of pending processes.)
         • A suspended receipt is associated to the item.
         • The item is fully or partially paid or written off on a suspended premium payable or producer/broker payable reconciliation statement.
         • Another user is applying debits or credits to the same item.
         • The item is a PYMT associated to a receipt that is currently being adjusted.

      You can filter the list by specifying search criteria. To locate debits or credits that match specific criteria, use the search bar.
      
      To change the columns that display in either list or the order in which they display, click the Select Columns link. 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:

      Make a selection in each dropdown menu to locate the desired item(s). The fields vary, depending on the menu options you choose.

      

      These are the options in the first dropdown menu:

      • Accounting Month
      • Agency
      • A/R Due Date
      • Balance
      • Bill #
      • Invoice #
      • Item #
      • Policy #
      • Site ID
      • Transaction Code
      • Transaction Description

      The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

      • Equals: Enter the search criterion (e.g. the exact agency code, company code, or user ID) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
      • Contains: Enter at least one character of the search criterion. Click Find.
      • Within range: Search between two different calendar dates of your choice. Click the down arrow to the right of each field to choose dates from the calendars. Click Find.
      • Begins With: Enter the first character(s) of the search criterion. Click Find.

      To see the filter that is currently applied to the list, hover over the Search where text.

      You can apply multiple filters if necessary.

      1. To apply multiple filters to the list, do one of the following:
      • Click the Edit Filter button . 
      • Press [Ctrl] + E.
      2. The Edit Filter pop-up window displays.
         
         Note: You can also use the Edit Filter button, rather than the search bar, to apply a single filter to the list if you prefer.

      

      3. Select and/or enter your desired search criteria using the dropdown menus and fields, and then click the Add button. The Name, Compare Type, and Criteria for your filter display in the list. Click one of these column headings to sort the list by that column. To reverse the sort order, click the column heading again.
      4. To apply additional filters, enter additional search criteria and continue clicking Add. To remove a filter from the list, select it and click the Delete button.
      5. Click Finish when you have applied all of your desired filters.
         
         To exit the dialog without applying any filters, click Cancel.

      To change the columns that display in either list or the order in which they display, click the Select Columns link. 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:

      1. 1. 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. A running total of all debit items selected displays at the bottom.
         2. 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 box and then click Finish or press [Enter].
            
            As you apply the PYMT against other items, the Total value at the top of the list is updated 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 and you have not applied 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 instructions below for more information.

      1. 1. 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. A running total of all debit items selected displays at the bottom.

         2. 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 box and then click Finish or press [Enter].
            
            As you apply the PYMT against other items, the Total value at the top of the list is updated 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.

         2. Click Finish to pay the selected receivables or Cancel to close the Pay Receivables window without paying.
            
            If you click Finish and you have not applied 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 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 this account.

      1. 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.
      2. A row displays in the Policy list by default, applying the entire remaining balance to the first policy listed for the selected client. You can modify or delete this row if necessary, however.
      3. Select a different policy from the list if necessary. Check the Include history checkbox to show expired policies if applicable.
      4. The payment balance defaults into the Amount field, but you can modify it if necessary.
      5. To apply a portion of the payment to a different policy, click the Add button and 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.
      6. Click Finish to apply the payment to the selected policies or Cancel to close the Pay Receivables window without paying.
         
         If you click Finish and you have not applied 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 instructions below for more information.
         If you choose Policy, you remain on the Policy tab, and a new default row is added that applies the entire remaining balance to the first policy listed for the selected client. Modify the rows in the Policy list as necessary.
    • 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).

      1. 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. You can modify or delete this row if necessary, however.
      2. If this payment is for a broker, finance company, or other interest, select Account or Client from the Apply to field. 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.
      3. If this account is associated to multiple structures, select the appropriate Agency and Branch.
      4. The remaining payment balance defaults in the Amount field, but you can modify it if necessary.
      5. 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.
      6. 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 and you have not applied 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 that 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..

    As you navigate between the tabs on the Pay Receivables popup, the selections you make on each tab are retained.

    Three totals display at the top of the screen. If the receipt detail row is a credit amount, these display as positive numbers; if a debit amount, they display as negative.

    • Payment amount: Total amount of the receipt detail row.
    • Total applied: Total amount that has been applied to receivable items, policies, or accounts.
    • Unapplied amount: Payment amount less Total applied. You cannot complete 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. They cannot be modified, other than the GL schedule.

    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.

  3. In the Structure frame, modify the Agency, Branch, Department, and Profit Center if applicable.
     
     When a previously paid item is unpaid by editing the receipt detail row, the balance on the item is restored to its previous state and all associated transaction process rows are deleted.
     
     When a previously paid statement is unpaid by editing the receipt detail row, the statement’s status is changed to Unpaid.
•  Remove an Item
  1. Click on the item that you wish to remove in the list.
  2. Click the Delete button to the left of the list.
•  Process Outstanding Transactions

  Use this action to locate outstanding payments entered in the Transactions area or generated by the Print a Receipt for Payment option so that they can be processed on this receipt.

  1. On the menubar or options bar, click Actions > Process Outstanding Transactions. The Process Outstanding Transactions screen displays.
  2. Use the Search where frame to enter the desired criteria for locating payments. Click Find.
  3. A list of payment items meeting the criteria displays.
     • To change the columns that display in the list, or the order in which they display, click Select Columns.
     • To filter by any of the listed columns, click the column heading.
     • To clear the list, click Clear Filter. The search bar displays in blue when a search filter is applied and in gray when all filters are cleared.
  4. Select the payments you wish to process. (You also have the option of clicking Select All.) The Payments selected and Total at the bottom of the screen update to reflect the count and total amount of the payments selected.
  5. Optionally associate a GL Schedule.
  6. Click Add to add these payments to the receipt and clear the list to search for additional payments.

  Click Finish if you are done selecting payments. A receipt detail line is added for each of the payments selected.

  The Type, Account, Contact, and Amount for each detail line default from the corresponding payment and cannot be revised.

  The GL schedule, Method, Payment ID, Payment date, Routing #, and Description also default from the corresponding payment, but can be revised if necessary.

  You cannot change the Apply to option for detail rows created by payment transactions. You also cannot change any of the Structure information.

  Click Cancel to close the screen without adding any payments.

•  Print a List of Items

  1. Click the Print button to the left of the list.

  2. Print the list as you would any other document.

8. To exit the screen, click the "X" to the right of the receipt name on the navigation panel under "Receipts."
9. You are prompted: "Do you want to finalize this receipt?" Click Yes or No.