- Select Client Payment Processing from the Explorer menu on the left.
- If this is not your first run, you may need to select the re-initialize B&D button. Selecting this button will bring all of your clients that have a check mark in the Re-initialize B&D field on their B&D screen. This step is optional and depends on your situation.
- The processing Type (batch type), is set by the administrator, and should not be changed unless consulting with them first.
- Select the appropriate payment frequency
- The first and last client number fields will be filled in with the first and last clients in the database. You can change these to select a narrower range of clients to include.
- If you have created selection lists, you can pick it in the Selection List filed.
- The pre cheque register can be sorted by name or ID
- The report type can de detail or summary
- The transaction date will default to today’s date, but you can select another date. It becomes the posing date in the payment batch, if you are integrating with Sage Accpac ERP.
- The cheque date will also default to today’s date, but it can be changed to reflect the date that you want on all of the cheques.
- The Caseworker field can be used to filter the pre-cheque register by a specific caseworker. None, means that all this filter is not being used.
- If you place a check mark in the box, clients with errors are ignored, then if the client records contains any errors that would prevent a cheque from being issued, they will be ignored on the report and subsequent batch creation.
- The Description area is used to enter a brief description about this cheque run.
- The process button is used to generate the pre-cheque register report on your screen.
- Once the report is generated on your screen, you can select the printer icon to direct the report to a printer. Select the close button to close the report from the screen and continue.
- If the report is empty, or contains errors, or you are missing clients, you may have to go back and look through all of the selections made before the pre-cheque register was generated and select different options. You may also have to go look through the client’s file and payment details to see why they are not included.
- If you have selected different pre-cheque register options or made changes to client records and payment details, the pre-cheque register must be re-generated
- BACKUP YOUR DATA
- Double check if you BACKED UP YOUR DATA?
- The next step would be to create the batch, by selecting the create batch button towards the top of the screen. Once you select that button, you must then confirm that you want to create the payment batch. The next message that will pop-up will indicate how many batch files were created.
- Your next step is to select the Print cheques button. You will see a list of batches in the window on the right that are available for processing.
- If your batch type is SA, then it will be necessary to load up your printer with cheques after selecting the batch and confirming the starting cheque number
- If your batch type is Sage Accpac, this step will assign control numbers to the payments. Cheque numbers will be assigned in Accpac.
- Make sure each batch of cheques is printed, the status of the batch will indicate printed.
- After all cheques are printed and accepted, select the After cheque production button, and print out the General Ledger summaries & cheque registers.
- After the cheques registers have been printed, you can select the button to delete the batch. When you highlight your batch and you see a Print icon as well as a delete icon, then the cheque register report has not been printed, if only the delete batch button is available, then all of your steps are complete, you will notice the batch status says complete.
- Make sure you do print the cheque register and accept it before deleting the batch, otherwise the cheques processed will not be recorded in history reports.
