Payment Receipts
Executive Summary
Payment Receipts produces payment receipts for clients whose funders are invoiced on an individual basis. Billing staff start a receipt run by choosing a billing cycle, a date range, and optionally a funder, departments, a client, or a single client account. The system finds the payments recorded in that date range, creates one receipt PDF per client account that had payments, and keeps the run in a list. Opening a run shows every receipt in it, where staff can download individual receipts, print all receipts for clients who receive paper, email the receipts to clients who receive them by email, and print mailing labels. The run uses AlayaCare to refresh each client's account details before the receipt is built.
Key Features
- Start a receipt run for a billing cycle and date range, narrowed by funder, departments, client, or client account
- Create one receipt PDF per client account that has payments in the date range, showing payment totals by department
- Refresh each client's name, address, and billing contact from AlayaCare while the run is processed
- Cancel a run while it is processing; the run is kept and marked as cancelled
- Review past runs with who started them, the date range, how long they took, and how many receipts they produced
- Open a run to see its receipts, search by client or billing contact name, and download any single receipt as a PDF
- Print all paper receipts for a run as merged PDF files, and mark them as printed
- Email receipts to clients (or their billing contacts) who receive them by email, and track whether each was sent
- Print mailing labels for the paper receipts in a run
- Configure the agency details, logo, email account, email body, and receipt footer message in the page settings
Typical Workflow
- Click Start A New Report.
- Select a billing cycle and a date range. Optionally select a funder, departments, a client, and a client account to narrow the run, then click Ok.
- Wait for processing to finish. The new run appears at the top of the list. Use the edit icon in Manage Records (or right-click the run and choose Edit) to open it.
- Review the receipts. Use Filter Name to find a client or billing contact, and the download icon in Actions to open a single receipt.
- Click Print to download the paper receipts, then Print Mailing Labels to download the labels.
- Click Email and confirm to email the receipts for clients who receive them by email.
Report Output
Each run creates one receipt PDF per client account that had at least one payment in the date range. The PDFs are generated automatically when you click Ok on Start A New Report and are stored with the run. Nothing downloads at that point.
On the run's receipt list:
- The download icon in Actions downloads one receipt, named PaymentReceipt_{first name}{last name}_Acct{client ID}{from date}{to date}.pdf.
- Print downloads all receipts whose Distribution Method is Print, merged into PDF files named PaymentReceipts_{cycle}{year}{period}From{n}To{n}.pdf. A new file is started after every 600 receipts.
- Print Mailing Labels downloads a label sheet named MailingLabels_{date}.pdf.
Report Contents
| Content | How it is determined |
|---|---|
| Agency name, address, phone, email, and logo | Taken from the Statement and Logo settings. |
| Receipt number | Assigned when the receipt is created. |
| Period dates | The date range entered on Start A New Report. |
| In account with | The client's name and address, refreshed from AlayaCare when the run is processed. |
| Mail to | The billing contact's name and address. Left blank when the account has no billing contact. |
| Payments | The client account's payment transactions whose document date falls in the date range, for the funder on the account. When departments are selected, only payments in those departments are included. |
| Department totals | Payments added up by department. |
| Footer message | The Footer Message from the settings. |
| Statement message | The agency statement message from the settings. |
The Payments total shown in the receipt list is the sum of the payments on the receipt, shown as a positive amount.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| Statement | Account Statement Agency Name | Text | Agency name printed on receipts. |
| Statement | Account Statement Address Line 1 | Text | First address line printed on receipts. |
| Statement | Account Statement Address Line 2 | Text | Second address line printed on receipts. |
| Statement | Account Statement Address Line 3 | Text | Third address line printed on receipts. |
| Statement | Account Statement Address Line 4 | Text | Fourth address line printed on receipts. |
| Statement | Account Statement Phone Number | Text | Agency phone number shown on receipts. |
| Statement | Account Statement Email Address | Text | Agency email address shown on receipts. |
| Logo | Logo | File (PNG) | Logo printed on receipts. The current logo is previewed beside the Select A File button. |
| Email Settings | Account Statement Mail From | Dropdown | Email account used to send receipts. Lists the email accounts set up for the agency. |
| Email Settings | Account Statement Mail Body | Text | Body text of the email sent with each receipt. |
| Footer Message | Footer Message | Formatted text | Message printed at the bottom of each receipt. |
The agency statement message printed on receipts is maintained outside this dialog.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and its receipt lists |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
Lists every receipt run that has been started, newest first (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the run was started, in your time zone. |
| Added By | User who started the run. |
| Cycle | Billing cycle selected for the run. |
| From | First day of the date range. |
| To | Last day of the date range. |
| Processing Start | When processing began. |
| Processing End | When processing finished. Blank if the run was interrupted. |
| Cancelled | When the run was cancelled. Blank if it was not cancelled. |
| Duration | How long the run took ("< 1 minute", "1 minute", or "n minutes"). |
| Included | Number of receipts created. |
| Manage Records | Edit icon that opens the run's receipts. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the dialog to start a new receipt run. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
| Edit icon in Manage Records | Opens the receipts for that run. |
| Edit (right-click a row) | Opens the receipts for that run. |
Dialog Components
Start A New Report
Opens from Start A New Report. Click Ok to begin processing. Ok is disabled while the dialog is working.
| Field | Purpose |
|---|---|
| Select A Billing Cycle | Billing cycle for the run. Choose one before clicking Ok. |
| Choose a Range | Date range of payments to include. Required: a warning "Please select a valid date range" is shown if either date is missing. |
| Select A Funder (leave blank for All) | Limits the run to one funder. Only funders invoiced on an individual basis are listed. When blank, all funders on the selected billing cycle that are invoiced on an individual basis are included. |
| Departments | Limits receipts to payments in the selected departments. Includes a Select All option. When none is selected, all departments are included. |
| Client (leave blank for All) | Limits the run to one client. |
| Client account list | After a client and funder are chosen, lists that client's accounts (billing contact and client). Select one to limit the run to that account. If only one exists it is chosen automatically. |
Payment Receipts (receipts for a run)
Opens from the edit icon in Manage Records or from right-clicking a run and choosing Edit. Use the back arrow beside the title to return to the list of runs. The Billing Cycle of the run is shown at the top and cannot be changed.
Grid
Lists the receipts in the run in client name order (12 rows per page; the first two columns stay in view while scrolling).
| Column | Description |
|---|---|
| Client Name | The client the receipt is for. |
| Billing Contact | The billing contact on the client account. |
| Funder | Funder code. |
| Distribution Method | How the receipt is delivered: Print or Email, taken from the client account. |
| Distribution Status | Not Sent, Sent, or Printed. After a failed email it shows "Not Sent" followed by the reason code. |
| Distribution Date/Time | When the receipt was last printed or emailed, in your time zone. |
| Distribution Email | Email address used for an Email receipt. This is the client's email, or the billing contact's email when the billing contact is someone other than the client. |
| Payments | Total payments on the receipt. |
| Actions | Download PDF icon that downloads the receipt. Does nothing if the receipt file was not created. |
Grid Filters
| Filter | Purpose |
|---|---|
| Filter Name | Limits the list to receipts where the client name or billing contact name contains the text entered (not case-sensitive). |
Click Apply Filter to refresh the list. Use Clear Filter to reset it and reload the list.
Grid Actions
| Button | Description |
|---|---|
| Downloads the receipts whose Distribution Method is Print as merged PDF files and marks them Printed. All Print receipts in the run are included, regardless of the name filter or whether they were printed before. | |
| After you confirm "Are you sure you want to email these Receipts?", emails every receipt whose Distribution Method is Email and that has not yet been sent. | |
| Print Mailing Labels | Downloads an address label sheet for the Print receipts, using the mail-to address on each receipt. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Billing Cycles | Billing cycles offered when starting a run. |
| Departments | Departments offered for limiting receipts. |
| Email Accounts | Email accounts offered as the Mail From account in the settings and used to send receipts. |
| Funders | Funders offered in the run dialog; only funders invoiced on an individual basis are listed. A funder's billing cycle decides whether it is included when no funder is selected. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report (Ok)
- Requires a date range. The dialog closes and a progress panel appears, with the option to cancel.
- Creates the run record using the billing cycle and the date range, from the start of the first day to the end of the last day in your time zone.
- Signs in to AlayaCare. If sign-in fails, processing stops.
- Builds the list of funders: the selected funder, or all funders on the selected billing cycle that are invoiced on an individual basis.
- For each funder, loads its client accounts, limited to the selected client account or client when one was chosen, in client name order.
- For each client account, refreshes the client's details, services, billing contact, and branch from AlayaCare, creating or updating the local client account.
- Loads the client account's payment transactions with a document date in the range. When departments are selected, only payments in those departments are kept.
- If at least one payment remains, creates a receipt record with the distribution method, mail-to address, email address, and total payments, then generates the receipt PDF and saves it with the record. Accounts with no payments get no receipt.
- If you cancel, the run stops after the current account and is saved with its end time and a Cancelled time.
- When all accounts are done, saves the number of receipts (Included), the end time, and the duration, and refreshes the list.
- Collects every receipt in the run with the Print distribution method and a saved PDF.
- Merges them in client name order into PDF files of up to 600 receipts each and downloads each file.
- Marks each receipt Printed with the date and time.
- After confirmation, checks that the Mail From account in the settings exists and that its sign-in is still valid. If not, a warning is shown and nothing is sent.
- Selects receipts with the Email distribution method whose status is blank or Not Sent.
- Skips receipts with no email address. For the others, sends an email with the receipt PDF attached, using the email body from the settings (Office 365 or SMTP, depending on the Mail From account).
- Marks each receipt Sent with the date and time, or "Not Sent" with the reason code when Office 365 rejects it.
- Shows a summary of emails sent, skipped, and failed, and refreshes the list.