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AR Payments

This article explains that when a payment is received, it can be recorded using AR Module > Payments > Receive Payment, then deposited to allocate the funds to the appropriate fund accounts.

Recording Payments

When a payment is received via bank transfer, card payment, cash, or another payment method, the system does not automatically track the payment by default. Users must manually record the payment in the system.

Depending on the organisation's requirements, this process can be automated through integration with the organisation's finance system. This is particularly useful for tracking contributions, plan-managed payments, and self-managed payments, where payment information is often maintained by the customer.

  1. Navigate to AR Module > Payments.
  2. Click the Receive Payment button located in the top-right corner of the Payments page.
  3. A payment entry window will open.
  4. Complete the following fields:

1. Payment Method

Select how the payment was received:

  • Bank Transfer
  • Card
  • Cash
  • Other

2. Contact

Select the contact that made the payment.

3. Person (Optional)

Select the individual the payment relates to, if the payment was made for a specific care recipient.

  • If a plan manager submits a payment covering multiple care recipients, this field can be left blank.

4. Amount

Enter the total payment amount received.

5. Date

Enter the date the payment was received.

Click Receive Payment to save the payment.

After a payment has been recorded, it must be deposited.

Depositing Payments

Depositing a payment allocates the received amount to the appropriate individual fund accounts. This ensures the payment is correctly distributed among the fund accounts.

The deposited amount can be allocated across one or multiple funds depending on the payment received and the funding arrangements in place.

Note: Recording a payment only registers that money has been received. The payment must also be deposited to ensure the funds are correctly allocated and available within the system.