Deposits

Executive Summary

Deposits lets billing staff group client payments into a deposit for one funder, so that a batch of cheques or electronic payments can be posted, balanced and closed together. Staff start a deposit with a deposit number, a statement cutoff date and a document date, then open it to add payments to client accounts (including payments charged to a stored card or bank account through Frontstream), void or remove payments, and finally close the deposit. A closed deposit can be reopened, and a deposit with no payments can be cancelled. Any deposit can be exported to Excel with its payments and department totals.

Key Features

Start a new deposit for a funder with a deposit date, deposit number, notes, statement cutoff date and the document date used for its payments
Check that the billing period for the document date exists and is still open before the deposit is created
Filter deposits by deposit date, deposit number and status (Open, Closed, Reopened, Cancelled)
Add a payment to a client account, find the client in AlayaCare or in the integration's own account list, and split the amount across departments
Add a payment charged through Frontstream to a stored credit card or bank account of the client
Automatically close the payment against the account's open entries when the amount equals the open balance
Void a payment (with a reason) or remove it from the deposit
Edit, close, reopen or cancel a deposit
Export a selected deposit to Excel (header, payments, and totals by department)

Typical Workflow

Click Start A New Deposit, complete the Add Deposit dialog, and click Ok.
Open the deposit with the Edit icon on its row (or right-click the row and choose Edit).
In Deposit Detail, click Add Payment (or Add Frontstream Payment). Find the client, choose the account, payment method and amount, allocate the amount to departments, and click Ok.
Repeat for each payment in the batch. Use Void Payment or Remove From Deposit to correct mistakes while the deposit is open.
Click Close Deposit when the batch is complete.
Back on the list, select the deposit and click Export Selected to save it to Excel.

Available Permissions

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

Attribute	What It Controls
View	Open the page
Close	Close a deposit (Close Deposit)
Reopen	Reopen a closed deposit (Reopen Deposit)
Cancel	Cancel a deposit (Cancel Deposit)
Remove From Deposit	Remove a payment from an open deposit
Void	Void a payment from a deposit. This is the same Void permission used on the Client Accounts List page.

Main Grid

The grid lists the deposits, newest deposit date first (14 rows per page). The first three columns stay in view when scrolling sideways. Select a row before using Export Selected.

Column	Description
Deposit ID	Deposit identifier.
Deposit Date	Date of the deposit.
Deposit Number	Deposit number entered when the deposit was created.
Status	Open, Closed, Reopened or Cancelled.
Funder Code	Code of the funder on the deposit.
Funder Name	Name of the funder on the deposit.
Transaction Count	Number of payments on the deposit.
Total Amount	Total amount of the payments on the deposit.
Cutoff Date	Statement cutoff date: only account entries up to this date are considered when payments are applied.
Document Date	The date given to every payment added to the deposit.
Notes	Notes entered on the deposit.
Actions	Edit icon that opens the deposit.

Main Grid Filters

Filter	Purpose
Filter Deposit Date	Shows only deposits with the selected deposit date.
Filter Deposit Number	Shows only deposits whose number exactly matches the text entered.
Filter Status	Shows only Open, Closed, Reopened or Cancelled deposits. An open deposit is one that has never been closed, reopened or cancelled.

Click Apply to refresh the list. Use Clear to reset filters.

Actions

Button	Description
Start A New Deposit	Opens the Add Deposit dialog.
Export Selected	Exports the selected deposit to Excel. Nothing happens unless exactly one deposit is selected.
Apply	Applies the filters and refreshes the list.
Clear	Clears the filters and refreshes the list.
Edit (right-click a row, or the edit icon under Actions)	Opens Deposit Detail for that deposit.

Dialog Components

Add Deposit

Opens from Start A New Deposit. The dates start at today's date.

Field	Purpose
Deposit Date	Date of the deposit.
Deposit Number	Number identifying the deposit. Required.
Notes	Optional notes.
Select A Funder	Funder the deposit is for. Required.
Statement Cutoff Date	Payments are matched against account entries up to this date. Must be earlier than the document date.
Document Date To Use	Date given to each payment on the deposit. It must fall in a billing period that exists for the funder and has not been closed.

Click Ok to create the deposit. Warnings are shown if the deposit number is missing, no funder is chosen, the cutoff date is not before the document date, the funder is not found, or the billing period, funder period or its closed state fails the check (Period not found, Funder Period not found, Period closed).

Deposit Detail

Opens from Edit on a deposit. The top of the dialog shows these read-only details: Deposit Date, Deposit Number, Total Amount, Notes, Funder, Closed Date, Closed By, Reopen Date, Reopened By, Statement Cutoff Date, Document Date To Use, Cancelled Date, Cancelled By and Cancel Reason. Click Close at the bottom to return to the list; the list refreshes.

Grid

The grid lists the payments on the deposit, newest first (12 rows per page). A payment that was split across departments has an expand arrow that shows each department and its amount.

Column	Description
Date	Document date of the payment.
Type	Payment type (the payment method chosen).
Department	Department the payment was applied to (blank when split across departments).
Notes	The payment's notes and supplemental notes, for example the Frontstream authorization code.
Status	Payment status. C means the payment has been closed against the account's open entries; O means it is still open.
Amount	Payment amount.
Account ID	Client account ID.
Client Name	Client on the payment.
Billing Contact	Billing contact on the account.

Grid Actions

Button	Description
Add Payment	Opens the Add Payment dialog. Disabled when the deposit is closed or cancelled.
Add Frontstream Payment	Opens the Add Frontstream Payment dialog. Disabled when the deposit is closed or cancelled.
Close Deposit	Closes the deposit after confirmation. Shown while the deposit is not closed. Requires the Close permission; disabled when cancelled.
Reopen Deposit	Reopens a closed deposit after confirmation. Shown only on a closed deposit that has not been reopened. Requires the Reopen permission.
Void Payment	Voids the selected payment. Requires the Void permission; disabled when the deposit is closed or cancelled.
Remove From Deposit	Requires the Remove From Deposit permission and is disabled when the deposit is closed or cancelled. Use the right-click menu on a payment to remove it.
Edit	Opens the Edit Deposit dialog. Disabled when the deposit is closed or cancelled.
Cancel Deposit	Opens the Cancel Deposit dialog. Requires the Cancel permission and is available only when the deposit has no payments and is not closed or cancelled.
Remove From Deposit (right-click a payment)	Takes the payment off the deposit after confirmation. The payment stays on the client's account. Shown only with the Remove From Deposit permission on an open deposit.
Void Payment (right-click a payment)	Same as the Void Payment button for that payment. Shown only with the Void permission on an open deposit.

Add Payment

Opens from Add Payment. Records a payment on a client account as part of the deposit.

Field	Purpose
AlayaCare Client Search / ACIntegrations Account Search	Choose how to find the client. The AlayaCare search looks up the client in AlayaCare; the account search looks in the integration's own client accounts. Switching the choice clears the client and account.
Client	Type to search for the client using the method chosen above.
Select an Account	The client's accounts for the deposit's funder, each showing the bill contact and client. Click Choose on one. If there is only one, it is chosen automatically. Choosing an account loads its open balance for each department as at the statement cutoff date.
Select A Payment Method	Payment method, taken from the payment document types set up for use in this area.
Cheque Number	Reference number (cheque number) for the payment.
Amount	Amount of the payment.
Search	Opens Search Client Accounts to find an account by name, account ID or CRN.
Add Department	Opens a Department dialog (Select A Department) to add a department that is not in the list.
Total Balance Owing	Read-only total of the department balances.
Department grid	Lists each department with its Balance and an editable Pay Amount. When the amount typed equals the total balance owing, the pay amounts are filled in automatically (unless a department has a credit balance); otherwise type the pay amount for each department.

Click Ok to save. Warnings are shown if the amount is blank or zero, no account is chosen, no payment method is chosen, or there are no departments. If the pay amounts do not add up to the amount, Department amounts do not match total amount is shown. Otherwise you are asked to confirm Are you sure you want to add a payment for ....

Search Client Accounts

Opens from Search in the Add Payment dialog.

Field	Purpose
Last Name	Client last name.
First Name	Client first name.
Account ID	Client account ID.
CRN	Client reference number.

Enter at least one value and click Search. Each result shows the bill contact and client. Select one and click Ok (a warning is shown if none is selected). If only one account matches, it is selected for you.

Add Frontstream Payment

Opens from Add Frontstream Payment. Takes a payment from a stored credit card or bank account of the client through Frontstream, and records it on the deposit. It has the same client search, Select an Account, Amount, Add Department, Total Balance Owing and department grid as Add Payment, with these differences:

Field	Purpose
Select A Payment Method	Only the Frontstream payment methods.
Select A Payment Type	The client account's stored payment accounts that match the method (credit cards for a card method, bank accounts for a debit method), each shown as the type followed by asterisks and the last four digits.
Cheque Number	Shown only when the payment type is a debit (bank account) payment.

Click Ok to save. The same checks as Add Payment apply, plus a warning if no payment type is chosen. After confirmation, the payment is charged through Frontstream (see Processing Overviews).

Edit Deposit

Opens from Edit in Deposit Detail. Change the Deposit Date, Deposit Number, Notes, Statement Cutoff Date and Document Date To Use, then click Ok. The date checks made when a deposit is created are not repeated here.

Cancel Deposit

Opens from Cancel Deposit. Enter a Cancel Reason and click Ok. The deposit is marked cancelled with the date and user.

Void Transaction

Opens from Void Payment after the checks and confirmation described under Processing Overviews. Enter a Reason (required) and click Ok.

Dependencies

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

Table	Description
BillingCycles	Used to find the billing period for the document date when a deposit is created or a payment is voided.
ClientAccountPAPDtls	The client's stored credit card and bank account details offered for Frontstream payments.
ClientAccounts	The client's accounts for the deposit's funder, and the departments on each account.
Departments	Departments that can be added to a payment.
DocumentTypes	Payment methods offered when adding a payment. Only payment types marked for use here are listed; Frontstream methods are those whose type starts with FS.
Funders	Funders offered when starting a deposit, and each funder's billing cycle. Also covers its funder periods: used to confirm that the funder's period for the document date exists and is not closed.

Processing Overviews

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

Ok (Add Payment)

Confirms the department pay amounts add up to the amount, and that the account's open entries being closed are still open.
Creates a credit payment on the client account, dated with the deposit's document date, with the chosen payment method and cheque number, linked to the deposit. When the amount equals the account's total open balance (as at the cutoff date) the payment is created as closed (C); otherwise it is left open (O).
When only one department has a pay amount, that department is stored on the payment. When several do, a distribution line is saved for each department.
When the amount equals the open balance, the payment and the open entries it covers are reconciled together and closed.
Updates the deposit's transaction count and total, closes the dialog and shows "Payment added successfully".

Ok (Add Frontstream Payment)

Runs the same checks as Add Payment.
Records a payment-processor entry, then sends a sale for the amount to Frontstream using the selected stored card or bank account. If Frontstream does not approve it, the message from Frontstream is shown and no payment is recorded on the account.
When Frontstream approves it, continues as steps 2 to 5 of Add Payment, and adds Authorization Code followed by the code to the payment's notes.

Void Payment

Requires the Void permission and a selected payment.
Stops with a warning if the payment is closed (Closed transaction cannot be voided.), belongs to a Bulk Funder Payment batch, falls in a billing period that is closed or cannot be found, or has been used in a Preauthorized Payment submission.
Asks for confirmation, then for a reason.
Saves the payment, its department split and the reason, the date and the user as a voided transaction, removes the payment from the client account, and updates the deposit total.
Voiding does not refund or reverse a payment that was already charged through Frontstream.

Close Deposit / Reopen Deposit

Asks for confirmation.
Close Deposit records the close date and user and clears any earlier reopen details. Reopen Deposit records the reopen date and user and clears the close details, so the deposit can be changed again.

Export Selected

Requires exactly one deposit to be selected in the list.
Builds an Excel workbook with three sheets. Home lists the deposit's date, number, funder, transaction count, total amount, cutoff date, document date and notes.
Transactions lists each payment with its document date, type, department, notes, supplemental notes, premium ID, status, quantity, rate, debit, credit, transaction ID, document reference, deposit ID, reconcile ID and date, client ID and name, billing contact ID and name, add source, add user and entry date. Payments split across departments are followed by a line for each department and amount.
Totals summarizes the number of payments and total amount by department and document type, and then by department.
Downloads the file, named like depositdetails_{deposit ID}_{date and time}.xlsx, and shows "Exported Successfully".