We are setting up Billing Matters and are having a problem with the assignment of a GL Account to payments. All receipts are deposited into a checking account which has an assigned GL Account. When I run a GL Distribution Report, it shows an error on each payment. Each billing item to which the payment applies has the correct GL Account, but the payment has no GL Account. All payments have been added to a deposit. The checking account to which the deposits are made has an assigned GL Asset Account. Does anyone have any suggestions to locate the problem?
You are missing a step. Go to File/Setup/General/Program and select Billing/Inv & Allocations. In the Receipt Allocation Methods area you need to choose whether to allocate receipts by Staff, Client or Bill Code for both Fees and Expenses. Expenses are generally allocated by Bill Code. Now you have to assign a GL Account to each Bill Code, Staff or Client depending on your choice. The GL Account assignment for Staff is made on the Options Tab of the Staff Record. The GL Account assignment for Client is made in Billing Preferences on the Accounts Receivable Tab. The GL Account assignment for Bill Code is made from Setup/Codes/Billing Codes on the Options Tab. If one of these accounts is missing, the transactions will not post.
We have all of those settings, but the payments & deposits don't post. The Error Summary shows a missing GL Account for only the payments and deposits. Are we missing a step with the deposits? The deposits show 0.00 applied for each item under "Balance Applied" which we understand will be applied after we post to the GL.
How do you have the allocations set up?
Is the money being deposited actually paying an invoice or is it a pre-payment? If a pre-payment then it sounds like the suspense account is not setup. If it is paying an invoice is it an invoice that has billing items on it. With flat fee invoices that do not include billing items you need to make sure you have the billing / invoice allocations setup to have a flat fee code and that code has to have a GL account assigned.
Caren Schwartz (Moderator/CIC)
& Time &
Cents Consultants, LLC
www.3545consulting.com / www.timeandcents.com
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Time Matters, Billing Matters,
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