Online Documentation

Enter/Edit Cash Batches

Direct Pay Batch

All payments whether direct or dues checkoff will be grouped and processed as a cash batch.  The system will generate a unique cash batch number whenever the Add button is clicked from the tool bar.  During the creation of a new cash batch, the user should enter a meaningful Batch Description that will be understood when cash batches are reviewed.  The General Ledger Period should be set for the month the cash is recorded as income.  A total of the batch should be calculated prior to entry of the cash batch and this total must be entered in the Batch Balance field.  The Remaining to Post field will initially show the same amount since no payments have been posted at this time.  If this batch is a Direct Pay Batch then the Direct Pay option should be checked.  Once the Direct Pay is checked, the user can click on the Add button under Payment Actions to start posting member payments.  The Payment Source should be set to Member (M).      Each member payment is entered by selecting the member by name or entering the member number, entering the amount paid and member check or receipt number.  The system will apply the entered payment to the open charges as listed below.  The user can change the application of this payment by positioning into the Amount Applied column of the charges grid.  The system will not allow the user to apply money to a dues charge that is more current than another older open dues charge.  If there is an amount for the member payment that is unapplied, it will show in the unapplied and undesignated fields for this member.  The unapplied amount can be designated for a future type of debit transaction by clicking on the button next to the unapplied amount and adding a designation.  Upon completion of the application of a payment, the user must click on either Save to save the payment or Add to save and request another Add of a payment.  This process will continue until all payment in the batch have been added.  The purpose is to balance against the user entered Batch Balance or until the Amount Remaining to Post is zero.  If the batch is out of balance, the user can browse through all payments in the batch with the List button on the Payment Actions buttons.  A payment can be selected and edited using the Edit button or deleted using the Delete button.  Payments missing from the batch can be added using the Add button.      When a batch is in balance, the Post this Batch button will be visible.  The user can click on this button to post the batch and print the cash report.  A successfully posted batch will show the summary of the batch posting in place of the Post this Batch button.  A batch can retrieved at any time whether it is posted or not.  The filter button next to the Batch Identification field provides for selecting posted or non posted batches.  This filter affects the Tool Bar Browse List button.  A posted batch cannot be edited.

Dues Checkoff Batch

A Dues Checkoff batch is processed differently than a Direct Pay batch.  In a direct pay batch each individual member payment must be entered manually.  A dues checkoff batch can be imported either from the last billing file for the company or from an electronic remittance file from the company. In either case, each member is imported into the batch with a payment amount equal to the amount last billed or the amount remitted from the company on the electronic media file.      The Dues Checkoff check box must be set for a Dues Checkoff batch.  The user must select the company to process and enter the date the payment was received, the company billed thru period and the company check number.  The Create Batch from Dues Checkoff button must be selected to request the file to import for this company.  The system will provide a screen for selecting either a dues checkoff billing file for this company or an electronic media file.  The electronic media import will first check for a match on all members to the database and will provide an error report of problems encountered.  These problems must be resolved before processing can continue and the media file will not be imported into the cash batch.  The contents of the corrected media file or billing file will be imported into the current cash batch.      Once the import of the cash batch is complete, the user can browse the batch to identify payments to edit.  The Payment Action Buttons will be used to edit, delete or add payments to the batch.  Again, the process is to balance to the Batch Balance number or until the Amount Remaining to Post is zero.  The Post This Batch button will be visible when the batch is in balance and this button must be selected to post this batch of payments to the member files.  A cash report will be printed when this cash batch is posted.  A posting summary will replace the Post This Batch button when the batch has been posted.

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