How To Enter A Client Payment

The Client Payment form stores transactions for charges or payments for the client. Its primary use is recording client payments toward monies owed to your agency. Most importantly, this information is used when generating statements for the client. Then after you send your statements, and your clients make a payment toward their account, the payment information is recorded on the Payment form.

If you are converting over to Collect!, you can use this client Payment form to record the cut off receivable or payable amount.

When the first statement is generated for this client, your accounting cycle will be adjusted by the recorded amount.

You can charge fees for services rendered, membership fees or products offered, through this form as well. When the transaction does not have to be tracked on a debtor, then this form can be very handy for entering these amounts.

It is easy to attach a pick list of any reusable choices on the Description field of the Payment record. Examples of this are shown in the documentation on Payments.

Requirements

- setup Client Settings
- setup Reports and Letters (Statements and Invoices)

Overview

Posting Client payments is a simple matter. However, there is some confusion regarding what exactly is a Client payment. Quite simply, the only amounts that are considered Client payments are monies that are paid to your agency from the Client to reimburse you for your services.

Payment Form

Select the Payments tab on the Client form. This will display the Payment form. Press F1 for help on the fields in this form.

Client Payment form

The Payment form is for recording payments made to you by your Client. This means money that your Client owes your agency. The payment is credited to the Client's account and calculated in the Month End statement/invoices.

Fees And Charges

Fees and Charges to the Client are entered as a negative amount.

Debtor Amounts

If you receive monies from your Clients that they received from Debtors, these amounts must be posted as Debtor payments using the Transaction form to post a Transaction through the Debtor form or the list of Transactions. Do not enter these amounts as Client payments!

Notice in the Daily Administration menu the choice Payments and Charges. If you select this, you will open the Payments and Charges menu. Payments and charges are divided into Debtor Payments and Charges and Client Payments and Charges.

Choose Debtor Payments and Charges for all amounts that are applied to Debtor accounts.

Choose Client Payments and Charges for all amounts that are reimbursements for your agency's services rendered to your clients.

Date

On the Payment form, there is a field for entering the date of the Client payment. This date can greatly affect the final amount on the Month End statement. If the total on the statement is not correct in regards to Client payments, then you should verify the date of each payment.