A/R - Editing Deposits & Payments

Table of Contents:

1. Editing a Deposit

2. Delete a Payment

3. Unapply/Reapply a Payment

4. Payment Take Back / NSF

5. Transfer Payment Credit Balance Between Residents

A/R Supervisor users are able to edit Deposits and Payment records for months that have not been closed.

Editing a Deposit

• From Billing > Process Billing > Accounts Receivable you can view a list of past deposits.

• Deposits will be flagged as 'Open' if they are still being worked on; otherwise deposits on this screen will be considered 'Closed' - either way, you can edit a Deposit's details by clicking on it.

When you select a Deposit, you will see the Deposit Screen. If the Deposit has been marked 'Closed', you can enable edits by pressing the Reopen Deposit button. From here you can add & remove Payments, as well as un-apply / re-apply Payments

Press the Complete Deposit button when you have made all necessary changes.

Delete a Payment

When a Deposit is open, you can Delete any Payment within the deposit. If a deposit was added to a wrong payer, simply delete the incorrect payment, and add the correct payment.

Note: This process can only be done in the current month if the configuration 'Strict Close' is enabled.

Un-Apply / Re-Apply Payment

When you wish to change what charge line a Payment has been applied to:

• Click on a Payment to open the Payment Details

• Click Unapply to adjust where the payment is applied

• Leave the Payment unapplied if needed, or apply it to another open Charge.

Payment Take Back / NSF

You may need to make corrections to your Accounts Receivable history if:

• A private payer issues a 'stop payment' on a check

• A check is returned due to Non-Sufficient Funds (NSF)

• A contracted payer "takes back" funds in an ACH / EFT transaction

Corrections in these scenarios can be recorded as entering new Payment in exactly the same manner as if you were recording a new check you've received- except you will specify a NEGATIVE payment amount.

When a negative payment is entered, all previous invoices (including those paid in full) for this resident will be displayed; Apply the negative payment to the appropriate invoice charge(s).

Transfer Payment Credit Balance Between Residents

There are times when one resident has a credit on their account that needs to be transferred to another resident who has a remaining balance. You can handle this by doing a negative and positive payment.

• Navigate to Billing > Billing Process > Accounts Receivable

• Either create a new payment batch or select an existing open batch

• Remove the credit from the first resident's account

  • Select the resident who has the credit on their account

  • Enter the payment amount as a negative number

  • Apply the payment to the appropriate invoice

  • Click Save + Add Payment

• Apply the credit to the other resident's account:

  • Select the resident who should receive the credit

  • Enter the same amount as a positive number (e.g., $100.00)

  • This will reduce what the resident owes

  • Apply the payment to the appropriate invoice

  • Click Save

Result: The credit has now been transferred from the first resident's account to the second resident's account.