Payment Posting Enhancements - Related Accounts

Overview

Posting Payments now allows you to tag the invoices you want to post and uses the Related Account field to allow you to see open invoices and post to multiple invoices across multiple accounts.

How the New Payment Screen Works

Screen Layout

The Post Payments icon will now display open invoices in two sections:

Top Section - "Parent" Account

• Shows open invoices for the primary account you searched for
• Displays the Related Account number (if any)

Bottom Section - Related Accounts

• Includes open invoices for any account that has the specific parent account number in its Related Account field
• Invoices are displayed by invoice number by default
• You can select to view them by Account / Invoice # for easier organization

Tagging and Posting

You can tag the invoice(s) you wish to apply the payment to, and the tagged invoice(s) will be posted as paid. The system provides:

• Running Total - Shows the total amount of invoices that are tagged
• Leftover Funds - Any remaining funds will be added as a Prepaid Credit in the "Parent" account (top section)
• Adjustments - Late Fee changes and Write-Offs are also handled with the tag function

Setting Up Related Accounts

For Feeder/Master Accounts

If you have Feeder/Master accounts, the Master Account number will be automatically added as the Related Account.

For Two Related Accounts

If there are 2 related accounts, they can refer to each other so that posting to either account will pull up both accounts.

For Multiple Related Accounts (More than 2)

If you have more than 2 related accounts:

1. Select one account as the "Parent"
2. Use that Parent account number as the Related Account for all of the other accounts
3. Posting a payment to the Parent will show open invoices in all the Related accounts

Finding Related Accounts

• The Customer List search screen includes Related Accounts to assist in determining what account to select to post to all related accounts
• The main Customer List also includes the Related Account in the last column (which can be moved) so that you can see the relationships

Payment Posting Options

The Post Payments icon allows for posting several ways:

1. By Account Number
2. By Central Station Service Number
3. By Invoice Type/Number

Searching by Account Number and by Invoice utilizes the new Related Account feature and will present the new screens with available open invoices for all related accounts.

Benefits for Invoice Number Search

This feature is especially helpful if you receive payments that only list Invoice Numbers on the check stub. When you search for an invoice number, the system will also display other invoice numbers for related accounts.

The account number or account belonging to the invoice number you searched for will appear in the top section, showing the Related Account number (if any).

Viewing Options

If there are Related Accounts, you will have the option of viewing or not viewing invoices associated with the other Related Accounts in the bottom section. This gives you flexibility based on your specific needs.

Adjusting Invoice Amounts

To adjust invoice amounts before tagging for payment:

• Use the Change Late Fee button to modify late fees
• Use the Quick Credit button to apply a discount credit to invoices

The running total for tagged invoices will update automatically as you make adjustments.

Posting Without Related Accounts

If you are posting using the Invoice number and there are no related accounts, you will continue to the individual Payment screen for that invoice - same behavior as before.

Creating Credits

Want to create a credit if there are no invoices?

1. Simply click Apply Payment (like before)
2. Fill in amount and check number for the auto-apply, OR
3. Click the new Create Credit button to control what is recorded in the credit record

Completing the Payment

The total for the tagged invoices will be filled into the payment amount for you. Before posting:

1. Verify the amount is correct
2. Enter the check number
3. Click to post the payments

Need Help?

Still have questions? Contact Cornerstone Holding Co. 847-405-9517 or email us customer.success@alarmbills.com