Learn how to set up and customize all areas of the Accounts Receivable process. 


The A/R setup consists of the following three areas: 


  • A/R Types- A/R Types define the collection status of the Owner account. 

  • Firm Trans Types- This defines the type of transactions on an Owner account. 

  • Payment Application Rules- This allows the standard Payment Application to change for selected A/R Types. 


PART 1


A/R Types


A/R Types are used to define the status of delinquent accounts, for example: Past due, 1st Collection Letter, Attorney Collection Letter, Lien etc…


Step 1. Navigate to Accounting > A/R > A/R SetUp > Manage A/R Type.


Step 2. Select Add Delinquency Type from the Page Actions drop down menu. 

Step 3. Complete the Delinquency Type window. 


Enter a name for the Delinquency Type, then check all the boxes that will apply to that Type. 


  • Name- Enter the name for the delinquency status. 

  • Status Rules- Check all that apply.

  • Account Alert Text- Enter the text that should appear as an alert on the account when in the selected status, if applicable. 


Step 4. Click the Save button to finalize, or the Save Add button to create additional delinquency types. 

 


PART 2


Firm Transaction Types


Firm Transaction Types are used to define Charge, Payment and Credit Types that appear on the Owner ledgers.  


Payment applications can be customized to conform to the laws in your State, and/or the Governing documents, and preferences of each Association.


Step 1. Navigate to Accounting > A/R > A/R Setup > Manage Firm Trans Type.


Step 2. Select Add Item from the Page Actions drop down menu. 

Step 3. Complete the Firm Transaction Type window. 


Overview Section


  • Title- Enter a title for the Transaction Type. 

  • Add To Ledger- Select the ledger on which this Trans Type should appear on Owner accounts, if applicable. 

  • Trans Type- Check the type of transaction by clicking the correct radio button. 

  • Active- Check to make the Trans Type active. Uncheck to deactivate it. 

NOTE- Deactivating a Trans Type will make the Type unusable for future transactions but existing records will not change. 

  • Include Auto Application- Check this box to make the Trans Type subject to automatic payment application based on the default set up. 

  • Coupon- If coupons are used, select the item number from the drop down menu for this Trans Type to appear on the coupon. 

  • Merge Field Type- If the Trans Type will be used as a merge field in billing or other documents, select the Merge Field Type from the drop down menu. 

Charge Section


  • Include in Past Due Amount - Check this box if this Transaction Type should be part of the Past Due balance. 

  • Include in Recurring Payment - Check if this Trans Type should be included in Automatic Drafts, if applicable. 

  • Payment Application Priority -  Set the order in which partial payments are applied to open charges. This will affect automatic applications, but payments can be manually applied, if needed. 1 has the highest priority, the higher the number, the lower the priority.

  • Payment Application Method - This determines whether transactions with the same payment application priority are applied oldest first, newest first, or split evenly.

  • Limit Auto Application to- This field allows users to limit automatic application of payments to specific payment types. For example; You may want to avoid fee waiver credits from being applied to other charges. 



PART 3


Payment Application Rules


This is an optional step that causes the standard Payment Application to change for selected A/R Types. 

For Example, if an Association wants all accounts at the attorney to apply payments to attorney fees before any other charges. 


Creating a new Payment Application Rule is completed in two parts. 


  • Create a new Payment Application Rule

  • Add Firm Transaction Types 


Create a new Payment Application Rule


Step 1. Navigate to A/R > A/R Setup > Manage Payment Application Rule.


Step 2. Select the Add Payment Application Rule from the Page Actions drop down menu. 



Step 3. Enter a Title for the new rule.



Step 4. Select all A/R Types that will apply to the new Rule, from the drop down menu.


Step 5. Click the Save button to finalize, or the Save Add button to create additional Rules. 



Add Firm Transaction Types


Firm Transaction Types are used to define Charge, Payment and Credit Types that appear on Owner ledgers. When Firm Trans Types are created, the default method of payment application is set up. This step allows you to redefine how payment applications are set up for a particular Payment Application Rule. 


Step 1. Navigate to A/R > A/R Setup > Manage Payment Application Rule.


Step 2. Click the Pencil icon for the Rule you want to edit. 


Step 3. Click the Add Trans Type button. 


Step 4.  Complete the Overview window. 


  • Trans Type- Select the Trans Type you want to add to the chosen Payment Application Rule, from the drop down menu. 

 

  • Method- Select the method of payment application from the drop down menu. 


  • Oldest First- This will apply the payment to the Oldest charges first. 

  • Newest First- This will apply the payment to the most recent charges first. 

  • Split Evenly- This will split the payment and apply half to the oldest charges and half to the newest charges. 

  • Priority- Enter a number to set the order in which partial payments are applied to open charges. The lower the number, the higher the priority, ie; 1 has the highest priority and 100 has the lowest. 


  • Include Auto Application- Check this box to include this Trans Type in automatic application. 


Step 6. Click the Save button to finalize.


NOTE- This step will return you to the Payment Application Rule page, where you can add additional Trans Types to the new rule.