Payments: Multiple Payments Grid Data
This is used originate payment requests through external interfaces and to post multiple payments to ALMSys.
How To Load Payments to this Screen
When you first start a batch, you will be presented with one of two panels:
Provide the date range in which scheduled recurring payments will be pulled. If your external payment processor allows you to specify a settlement date, then check the Fill in settlement day column box. (If you are not sure about this option, then please contact Support.)
Click the Load button to retrieve the scheduled payments. Each payment retrieved will be marked for posting, using the settlement day as the payment made date and posting date.
There are many choices as to how payments may be retrieved. In the How to Load the Grid? box, choose one of the following options:
(Note: No deal that is set up for ACH/EFT will be included. Also, only those deals for the marked locations will be included.)
All active deals. All currently active deals will be loaded.
Recurring payments, for day "A" only -->. Use the recurring payments screen to set up payments for this option. Enter the desired day in the Day "A" field.
Payments due from day "A" through day "B" -->. This will load payment information for all active deals with payment due days in the day range provided in the Day fields.
All active deals NOT active for recurring. This is just like "All active deals," except that it will exclude any deal which is marked as active for recurring payments.
Pay by Invoice (Enter invoice number -->). This will retrieve all deals for the specified invoice number.
Recurring payments for the date range below. Use the recurring payments screen to set up payments for this option. Set the calendars to the desired date range. This option should be used for those deals that have non-monthly payments.
Click the Load button to retrieve the payments.
Credit Cards Batch
Provide the date range in which scheduled recurring payments will be pulled. This is usually for today as payments are immediately charged.
Click the Load button to retrieve the scheduled payments. Each payment retrieved will be marked for posting, using the tody as the payment made date and posting date.
How To Mark Payments for Export and Posting
This screen is essentually a big spreadsheet. Payments are marked by clicking on any of the amounts presented in the white columns. There is a manual input column that you may use to enter an amount that differs from the other columns. If you use the manual column, type in the amount, tab forward, and then click on the amount. Marked payments will show in the first three columns on the left.
Payment dates will be marked based on the two calendars at the top of the screen. All payments that are marked will be tallied for you. Payments must be marked before they can be exported as an ACH/EFT batch and posted to ALMSys.
To erase a marked payment, simply click on any of the white columns that do not have an amount in them. You may also use the Unmark Selected button.
If this is an ACH/EFT batch, use the ACH / EFT Export button to create the batch for exporting. (Use the Location Settings screen to initially set up the export interface.) Follow the onscreen instructions to create this batch. You will then need to upload this batch to the entity that is performing the payment originations for you.
If this is a credit card batch, use the Credit Card Charge button to immediately charge these cards. Data for all cards that are charged (or attempted to be charged) is logged into a Credit Card Log file. If an error occurs, then an error message will be placed into the Error Message column on the far right of the grid.
The Search field will search for values in the column for which the grid is currently sorted.
Tip: If you sort the grid by Made Date, then the posting and reporting will be in chronological order.
How to Post Marked Payments
Set the How Paid? field before posting payments. This code controls if payments are automatically added to ledger payment batches when posted. (This is set up on the administrative overall screen.)
There are four methods for posting payments, and they are based on the need to create separate payment batches (for ledger export).
Post All as One Batch. This button will post all marked payments in one payment batch. Use this button if you are not creating payment batches.
Post All as Separate Batches by Made Date. This will post all marked payments and place them into separate payment batches, based on the payment made date.
Post All with Separate Batches for Duplicates Only. This will attempt to post all marked payments in one batch. If a payment for the same account and deal number has already been posted (such as the case for bi-weekly payments), then a new batch will be created.
Post One Date Only. This will post all marked payments whose payment made date equals the date that you specify.
All payments posted will be reported on a Payments Posted Report. This report will display upon completion of the posting and it will also be placed into the print queue.
Other Reports Available
The Marked Payments Report will show you all payments that are marked for posting or export.
The Deposit Slip Report will show you all payments that are marked for posting or export, but will suppress any customer account information.