Client Accounts List

Executive Summary

Client Accounts List is the accounts-receivable workspace for client funder accounts. A client account is one client billed through one funder and one billing contact. Billing staff search for an account, refresh a client's accounts from AlayaCare, export the list to Excel, and open an account to work with it. Inside an account they review the transactions, invoices, voided items, statements, ODSP invoices, payment receipts, notes and access history, and they can add, mark, close, reopen and void transactions, maintain the account's distribution and preauthorized payment settings, and export the account's details.

Key Features

• Search accounts by account ID, CRN, client UID, or client name, limited to a branch
• Search AlayaCare for a client, or type a client UID, and refresh that client's accounts from AlayaCare
• Export all accounts for the selected branch to Excel
• Open an account to review its transactions with filters for type, status and marked items
• Add transactions with department splits, or repeat the previous transaction's details
• Mark open items, close marked items that balance, and reopen a closed item (when permitted)
• Void a transaction with a reason (when permitted); voided items are kept on a separate tab
• Review the account's invoices, account statements, ODSP invoices, payment receipts and access history, and download statement and invoice PDFs
• Keep dated notes on the account
• Change the account's preferred statement distribution method, funder account number and preauthorized payment details
• Record Frontstream payment details for agencies that use Frontstream
• Export the account's transactions, invoices and voids to Excel

Typical Workflow

1. Choose the Branch if needed, enter a filter (for example Filter Name or Filter Account ID), and click Apply Filter.
2. If the client or account is missing, search for the client in AlayaCare (or type the Client UID) and click Refresh Client to create or update their accounts.
3. Open an account with Edit (or right-click the row and choose Edit).
4. Review the tabs. On Transactions, use Add, Mark, Close Marked Items, Open Closed Item and Void as needed.
5. Use Export in the account or on the list when an Excel copy is needed.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Main Grid

Accounts matching the filters, 13 rows per page. Unless your agency has turned the requirement off, the grid stays empty until at least one of the four text filters is filled in and Apply Filter is clicked.

Main Grid Filters

Click Apply Filter to refresh the list. Use Clear Filter to reset filters, including the client search and Client UID.

Actions

Dialog Components

Client Account Details

Opens from Edit. Before it opens, the client's accounts are refreshed from AlayaCare, and the access is recorded in the account's Access History. The header reads Client Account Details For: AccountID: {id} Client: {name}, UID={id} * Billing Contact: {name}, ID={id} * Funder: {name}. The Export button at the top exports the account to Excel as *clientaccountdetails_{client UID}_{date and time}.xlsx with the sheets Summary (funder, client, billing contact, export date and user), Transactions (as currently filtered), Invoices and Void Transactions**.

Tabs

Transactions - Grid

Newest first, 7 rows per page. When a transaction was split across several departments, click the expand arrow on its row to see the Department and Amount of each part.

Transactions - Grid Filters

The grid refreshes as soon as a filter changes.

Transactions - Grid Actions

All of these are disabled when the user has the Read-only permission.

Invoices - Grid

Void Transactions - Grid

Settings - Details

Shows, read-only: Client Name, Email, Client Address, Client Address Line 2, City Province Postal, Billing Contact, Billing Contact Email, Billing Contact Address, Billing Contact Address Line 2, City Province Postal, Preferred Statement Distribution Method, the funder's account number (labelled with the funder's own label), and Use PAD Payments?. For preauthorized accounts it also shows Preauthorized Document Type, From Date, To Date, Bank Number, Transit Number and Account Number (all shown as asterisks), Bank Account Holder First name, Bank Account Holder Last name, Bank Account Holder Comments and Payment Processor Client Account ID. The client and billing contact details come from AlayaCare and cannot be changed here.

Settings - Grid Actions

Frontstream - Grid

Frontstream - Grid Actions

Account Statements - Grid

Statements produced for the account, newest period first (10 rows per page).

Account Statements - Grid Actions

ODSP Invoices - Grid

ODSP Invoices - Grid Actions

Payment Receipts - Grid

Payment Receipts - Grid Actions

Notes - Grid

The list is on the left. Selecting a note shows its text on the right.

Notes - Grid Actions

Edit and delete do nothing when the user has the Read-only permission.

Access History - Grid

Add Transaction

Opens from Add or Add With Prior Details. Click Ok to save or Cancel to close.

Messages: "Please enter a valid Amount", "Please enter a Document Type", "Please enter Document Notes", and "Distribution must match Document Amount" (the department amounts must add up to the document amount). The document date must fall in an open funder period: "Funder not found", "Period not found", "Funder Period not found" or "Period closed" is shown otherwise. With one department the transaction is saved against it; with several, the split is saved with the transaction. The date, type and notes are remembered for Add With Prior Details.

Void Transaction

Opens after you confirm voiding. Enter the Reason (required: "Please enter a reason") and click Ok.

Edit Settings

Opens from Edit on the Settings tab. Click Ok to save.

Client Note

Opens from Add or Edit on Notes. Enter the Subject, Note Date and the note text, then click Ok. All three are required ("Please enter a subject", "Please enter a note", "Please select a valid date").

Add PAP Detail

Opens from Add on the Frontstream tab. Choose a Type, enter the details and click Save, or Cancel to close. The details are sent to Frontstream, which returns a token; only the name and the last four digits are kept here.

Dependencies

The following tables must be configured for lookups on this view to work:

Processing Overviews

This section describes what happens after you confirm a processing action.

Refresh Client (and opening an account)

1. Signs in to AlayaCare and loads the client's details. If the client is not found, nothing is changed.
2. Loads the client's services. For co-pay programs, also loads the program's policies to find the funder and billing contact.
3. For each funder and billing contact on the services, checks the funder is set up here with a billing cycle. Funders without one are ignored.
4. For billing contacts, loads the contact from AlayaCare and creates or updates the local billing contact (including whether the contact is the client).
5. Creates the account if it does not exist, with distribution method Print. If it exists, updates the client's name, address, phone, email, branch and billing contact flag when they have changed, and records what changed.
6. After a Refresh Client from the list, shows that client's accounts.

Close Marked Items

1. Requires at least one marked transaction ("No transactions marked").
2. Requires total debits to equal total credits ("Debits and Credits do not match").
3. After you confirm, sets each marked transaction to closed and unmarks it.
4. Records a reconciliation covering these transactions, tags each with its reconcile ID, and shows "Transactions closed successfully". If anything fails, nothing is saved ("Error Saving Transaction").

Open Closed Item

1. Requires the selected transaction to be closed and to have a reconciliation ("You can only open closed items", "Item not properly closed").
2. Checks that the reconciliation's debits and credits still balance.
3. After you confirm ("Do you want to reopen this transaction?"), removes the reconciliation from every transaction that was closed with it, so they all become open again, and records who reopened it and when.

Void

1. Requires the Void permission ("Void not allowed").
2. Refuses closed transactions, transactions that belong to a Bulk Funder Payment batch, transactions in a closed funder period, and transactions used in a Preauthorized Payment Submission, each with its own message.
3. After you confirm and enter a reason, copies the transaction (and any department split) to the Void Transactions tab with the reason, user and time, and removes it from the Transactions tab.
4. If the transaction was part of a deposit, the deposit totals are updated.