Bulk Funder Payment Application
Executive Summary
Bulk Funder Payment Application records a single payment received from a funder and applies it across many client invoices and adjustments at once. Accounting staff enter the payment, add the invoices and adjustments it covers, and check that the amount applied matches the payment. Closing the payment posts the matching payment or debit memo entries to each client account and marks the covered transactions as reconciled.
Key Features
- Record a funder payment with amount, payment date, reference number, notes and the document date to post with
- Add transactions one at a time, or bulk add every open invoice and adjustment for the funder in a billing period
- Running totals show applied credit memos, debit memos, invoices, total applied and variance against the payment
- Close the payment once the variance is zero to post the entries
- Export a payment and its transactions to Excel
Typical Workflow
- Open the page and select Start A New Payment.
- Choose the funder and enter the payment amount, payment date, reference number, notes and document date, then select Ok.
- Open the payment with the Edit icon (or right-click a row and choose Edit).
- Add transactions with Bulk Add (everything open for a period) or Add (selected transactions for one client).
- Review the totals at the top. The variance must reach zero.
- Select Close and confirm. The payment is posted and can no longer be changed.
- Select Export at any time to download an Excel file.
Report Output
| Output | Description |
|---|---|
| Excel workbook | Available from a payment's detail view. File name BulkFunderPaymentDetails_{date and time}.xlsx, using your local date and time. |
The workbook has two sheets. Summary lists the payment number, payment date, reference, funder, payment amount, applied credit memo, debit memo and invoice amounts, total applied, variance, who added it and when. Transactions lists each transaction with its Id, last name, first name, document date, and CM, DM and IN amounts.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and the payment detail view, and use all actions on them |
Main Grid
The grid lists all funder payments, newest payment date first (14 rows per page).
| Column | Description |
|---|---|
| Payment ID | Number assigned to the payment. |
| Payment Date | Date the funder payment was received. |
| Reference Number | The funder's payment reference. |
| Funder Code | Funder code. |
| Funder Name | Funder name. |
| Payment Amount | Amount of the payment. |
| Applied CM$ | Credit memo amounts applied. |
| Applied DM$ | Debit memo amounts applied. |
| Applied IN$ | Invoice amounts applied. |
| Total Applied | Total of the applied amounts. |
| Variance | Payment amount not yet applied. |
| Transaction Count | Number of transactions on the payment. |
| Reconcile Date | Date the payment was closed. Blank while open. |
| Notes | Notes entered for the payment. |
| Actions | Edit icon that opens the payment. |
Actions
| Action | Where | What It Does |
|---|---|---|
| Start A New Payment | Top of page | Opens the Add Payment dialog. |
| Edit | Actions column or right-click menu | Opens the payment detail view. |
Payment Detail View
The detail view shows the funder, payment date, reference number, document date and all the amounts as read-only fields, above a Transactions grid.
| Action | What It Does |
|---|---|
| Add | Opens the Add Transactions dialog. Only available while the payment is open. |
| Bulk Add | Opens the Bulk Add dialog. Only available while the payment is open. |
| Edit | Opens the Edit Payment dialog. Only available while the payment is open. |
| Close | Posts the payment. Only available while the payment is open. |
| Export | Downloads the Excel workbook. |
| Delete | Removes a transaction from the payment, after confirmation. Available as an icon in Manage Records or from the right-click menu, only while the payment is open. |
The Transactions grid has these columns: ID, Last Name, First Name, Document Date, Document Type, Credit, Debit, CM Amount, DM Amount, IN Amount and Manage Records.
Dialog Components
Add Payment
| Field | Description |
|---|---|
| Select A Funder | Funder the payment came from. Only funders invoiced individually are listed. |
| Payment Amount | Amount received. |
| Payment Date | Date received. Defaults to today. |
| Funder Payment Reference Number | Required. The funder's reference for the payment. |
| Notes | Optional notes. |
| Document Date To Use | Date the posted entries will carry. Defaults to today. The billing period for this date must still be open. |
Edit Payment
Same fields as Add Payment except the funder, which cannot be changed. Totals are recalculated when saved. A closed payment cannot be edited, and the document date's billing period must be open.
Bulk Add
| Field | Description |
|---|---|
| Billing Cycle | The funder's billing cycle (read-only). |
| Year | Year of the period. |
| Select A Billing Cycle Period | Period whose transactions are added. |
All open invoices and adjustments for the funder dated within the period are added. Transactions already on a payment are skipped.
Add Transactions
| Field | Description |
|---|---|
| Billing Cycle, Year and Period | Same as Bulk Add. |
| Client | Search for and select a client. Shown once a period is chosen. |
| Account | The client's account with this funder. Selected automatically when there is only one. |
| Transactions grid | Open transactions for the account in the period, with Date, Debit, Credit and Notes. Tick the ones to add. |
Select Ok to add the ticked transactions. At least one must be ticked.
Dependencies
- Billing Cycle Periods and Billing Cycles
- Client Account Transactions
- Client Accounts
- Funder Periods (to confirm the period is open)
- Funders
- Reconciliation records created when a payment is closed
Processing Overviews
Add Payment
- A reference number, funder, payment date and document date are required.
- The funder's billing period for the document date must exist and be open.
- The payment is saved with nothing applied, so the variance equals the payment amount.
Bulk Add and Add
- Each chosen transaction is added to the payment unless it is already on a payment.
- Invoices count toward the invoice amount. Other transactions count toward the credit memo and debit memo amounts.
- The payment totals are recalculated.
Close
- Totals are recalculated.
- The payment cannot be closed if it is already closed, the variance is not zero, or the total applied does not equal the payment amount.
- The document date's billing period must be open, then you confirm.
- For each client and billing contact, amounts are netted by department as invoices plus debit memos minus credit memos.
- A positive net posts a payment to that department. A negative net posts a debit memo to that department.
- Each covered transaction is marked reconciled and closed, and the payment records its reconcile date.
- Everything is saved together, or nothing is saved.