Export Payments
Executive Summary
Export Payments produces an Excel file of client payments that were posted against client accounts, ready to hand to a funder or finance team. Billing staff choose a branch, one or more funders, and a date range (by entry date or by document date), and the system builds a workbook listing each payment with its batch, reference, posting date, amount, payment method, deposit, client account and funder. Every export is saved in the list on the main page so it can be downloaded again later without re-running it.
Key Features
- Start a new payment export for a branch, a selection of funders and a date range
- Choose whether the date range applies to the Entry Date or the Document Date of the payments
- Automatically download the finished Excel file and keep a copy for later
- Review past exports by branch, with who added them, the date range, status and file name
- Re-download any previous export from the grid button or the right-click menu
- Users with the all-branches permission can switch between branches
Typical Workflow
- Select the Branch you want to review (users without the all-branches permission see their own branch only).
- Click Add New Report.
- In Start A New Report, confirm the branch, select the Funders, choose a date range, and select Entry Date or Document Date.
- Click Ok. A progress panel appears while the file is built, then the Excel file downloads automatically and a "Exported Successfully" message is shown.
- To get a previous file again, find the export in the list and click the Download button in Manage Records, or right-click the row and choose Download.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| All Branches | Allows the branch drop-down to include all branches instead of only the user's own branch |
Main Grid
The grid lists the payment exports that were run for the selected branch, 14 rows per page.
| Column | Description |
|---|---|
| ID | Export number (numbered within the year). |
| Branch | Branch the export was run for. |
| Added | Date and time the export was started, in the tenant time zone. |
| Added By | User who started the export. |
| From | First day of the date range. |
| To | Last day of the date range. |
| Status | State of the export record. New exports are created as Open. |
| Filename | Name of the saved Excel file. |
| Manage Records | Contains the Download button. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Branch | Limits the list to exports for the chosen branch. The list refreshes as soon as a branch is chosen. The drop-down is fixed to your own branch unless you have the all-branches permission. |
Actions
| Button | Description |
|---|---|
| Add New Report | Opens Start A New Report to create a new payment export. |
| Download (Manage Records) | Downloads the saved Excel file for that row. Nothing happens if no file was saved for that export. |
| Download (right-click a row) | Same as the Download button in the row. |
Dialog Components
Start A New Report
Opens when you click Add New Report. Choose what to include in the export, then click Ok to start it.
| Field | Purpose |
|---|---|
| Branch | Branch the export is recorded under. |
| Funders | One or more funders whose payments are included. Use Select All to pick every funder. Only payments for the selected funders are exported. |
| Choose a Range | Start and end date of the payments to include. A range is required. |
| Entry Date / Document Date | Whether the date range is matched against the date the payment was entered or the date on the payment document. Entry Date is selected by default. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Branches | Branch list for the Branch selections and for each export. |
| Document Types | Supplies the Payment Method description on each exported row. |
| Funders | Funder list for the Funders selection and the Funder column in the file. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report (Ok)
- The dialog closes and a progress panel appears.
- A new export record is created with status Open, recording who started it, the branch, the date range, the entry/document date choice, the selected funders and the format "AlayaCare CRN".
- The date range is treated as the whole of the first day through the end of the last day in the tenant time zone.
- Payments in the date range (by entry date or document date, as chosen) are gathered and reduced to those belonging to the selected funders.
- An Excel workbook is built. A Criteria sheet lists the report name, format, date range and selected funders. A Data sheet has one row per payment with these columns: Batch ID, Reference Number, CRN, Posting Date, Amount, Payment Method, Reference, DepositID, Client Last Name, Client First Name, Account ID and Funder. The CRN, client names and account ID come from the client's account with that funder.
- If the workbook is built successfully, it is stored with the export record (with the file name, finish time and duration in minutes), downloaded to your computer, and "Exported Successfully" is shown.
- If the workbook cannot be built, only the finish time and duration are saved, no file is downloaded, and the row has no file name.
- The list refreshes.