Receiving batch payments into the practice's client account

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    Overview

    This section describes the process for making payments into the practices client account.  You may create any number of entries paying monies from several different sources, and in respect of different jobs, into one or more client accounts.  The scenario below is that a schedule of daily receipts can be created, authorised and approved separately.

    Receiving batch payments into the practice's client account

    1.    In Practice, go to Financials > Batches > Paying-In Slips and click [New Batch].  The following dialog box is shown.

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch1.png

    2.    Enter a description for the batch.  It is suggested that a date is appended to the description so, in this case, we will use an arbitrary date of 12 March 2012.

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch2.png

    Click [OK].

    3.    The paying in screen is now displayed.

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch3.png

    Click [Receive Payment] to start entering receipts.

    4.    Enter the following information:

    Field

    Value

    Job

    Test Case Limited

    Account

    Client Account

    Payer

    Bobby Moore

    Account

    Rent

    Net

    £1,354.25

    Total

    £1,354.25

    Job

    Test Case Limited

    Account

    Client Account

    Payer

    Geoff Hurst

    Account

    Rent

    Net

    £2,654.17

    Total

    £2,654.17

    Job

    Test Case Limited

    Account

    Client Account

    Payer

    Nobby Stiles

    Account

    Rent

    Net

    £773.99

    Total

    £773.99

    Compare your screen with the one shown below.

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch4.png

    Note

    In the above example, we have batched together three receipts for the same job and in respect of the same asset in that job, and paid those monies into the same client account.  However, you can just as easily receive monies for different jobs, pay those monies into different client accounts and mark them for different asset realisations by simply selecting another job, client account or asset realisation account.

    5.    Now that the batch is complete, paying-in slips may be printed for workflow or transaction audit purposes.  Click the Printing and Exporting button.

    From here, you may perform the following actions:

    Paying-In Slips

    A report containing paying-in slips for each receipt may be produced by selecting [Paying-in Slips].

    Export grid

    Select [Export Grid] to export the batch as a grid for use in other applications.

    Reports

    You can select from a simple or a detailed batch listing, which are produced in the usual report formats.  These reports are accessed by selecting [Reports].

    6.    To submit the batch for approval, click [Submit Batch for Approval].

    The following screen is shown.

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch5.png

    7.    In the usual circumstances, an approval e-mail would be sent to the recipient on the left of this dialog box, so that they can authorise posing of the batch.  This will, of course, be dependent on the security and authorisation settings of the individual practice.  To sent the e-mail, click [Send].

    8.    In this exercise, there is no point in sending an e-mail to Jimmy Olsen, so click [X].  The following dialog box is shown:

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch6.png

    Click [OK] to continue.

    Note

    As indicated above, you may not have the relevant authority to avoid the authorisation process.

    9.    Note that the Approval History section of the ribbon bar now shows updated details of the batch:

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch7.png

    10.    The batch may now be posted, so click the [Post Batch] button.

    The following screen is now displayed.

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch8.png

    This provides a final check of the batch.  Provided everything is in order, click [Post Batch] to post the batch or, if changes are required, click [Cancel] to return to the previous screen.  In this example, the batch details are all in order, so click [Post Batch]

    11.    A confirmatory message is displayed.

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch9.png

    Click [OK] to continue. 

    12.    You can now go to the posted batches screen (Financials > Batches > Paying-In Slips > Batches – Posted) to review the batch:

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch10.png

    Double-click on the batch to review its details.  Note that the Approval History section of the ribbon bar now been further updated with details of the posting:

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch11.png

    Note

    You can obtain information with regard to the individual entries in a batch by placing the cursor over the row for the relevant transaction and in the account column.  The cursor will change to a hand and a pop-up will display relevant information with regard to the transaction, as shown below.

    File:test/insolvency/040_2+Client+account/030_Receiving+batch+payments+into+the+practice%EF%BF%BDs+client+account/ClientBatch12.png

    The amounts cannot be amended at this level.  This is for reviewing purposes only.

    In addition to the above, you may also perform the following actions by selecting [Actions].

    Batch information

    Select [Batch Information] for information regarding the batch.

    Split a batch

    Select [Split Batch] to break the batch into smaller batches.  You may wish to do this for receipts that are unable to be authorised immediately.

    Deleting a batch

    Select [Delete Batch] to delete the current batch.

    Note

    This action cannot be undone.