Posting Cash Receipts to Trust Account
You
MUST start out with client information and minimum policy information consisting of Company number and Policy number.For multiple policy/new business posting, you MUST
post each receivable separately.Posting a Trust Receivable:
1. From the
Accounting pull-down menu, select Cash Receipts.2. On the Cash Receipts screen click on the
POST button.3. TAB to the Invoice number field. Type in the Invoice number. TAB.
4. AgencyToday automatically inserts the Policy #, Insured's name, Client #, Chart of Acct. # 1200/Cash Receipts, Line Item #, Amt. of the Invoice and Trust Checking Acct. #.
5. TAB into the "How Paid" field. AgencyToday defaults on CHECK. You can type in CASH or type C and TAB and AgencyToday will display CASH.
6. TAB into the "Check #" field and type in the check number when applicable.
7. It is important to TAB into the "Amount" field and TAB again, so that the last line of information appears in the box below. (Note: If the insured sent a partial payment, type over the amount that appeared from the invoice with the actual amount received.
8. Now click on the SAVE button to complete this transaction.
Entering Cash On Account:
1. From the
Accounting pull-down menu, select Cash Receipts.2. On the Cash Receipts screen, click on the
POST button.3. TAB to the client number field and type in the client number and TAB.
4. Click on the
Cash on Account check box to select it.5. Enter the appropriate Cash Account # and the appropriate Chart # and TAB.
6. Continue with Steps 5 - 8 as above.
*Note: If you need to set-up an invoice this money you are entering will be applied to, please see the instructions on Pre-Bill Invoicing.
Locating an Invoice Number from the Cash Receipts Screen:
1. Click on Post.
2. Click on the CLIENTS button.
3. Type in 1 - 4 letters of the client's name.
4. Click on the GO FIND button.
5. A list will display providing the client name(s) and client number(s).
6. Click on the client you are posting to.
7. AgencyToday will display the Ledger Card for the insured.
8. Click on the appropriate invoice item and AgencyToday will automatically insert the Invoice #, Policy #, Client #, Insured's name, Chart of Account # 1200/Cash Receipts, Line Item #, Amount of the Invoice and Trust Checking Account number.
9. Type in the check number if applicable.
10. TAB through the amount field. (Note: If the amount received is different from the amount due, type over the amount with the amount received.) SAVE.
List Button:
This feature is used to build a Cash Receipts list, that can be viewed as a group or proceed directly to a specified receivable by clicking on it. The list can be printed as a group or by using your control key on the keyboard and selecting the desired receivable. The Cash Receipts list also includes various sorting selections.
Void Button:
Find the Trust Receivable first. Once displayed, click on the VOID button. AgencyToday reverses the entry record.
Note: When the Invoice amount is paid in full or reduces to a zero balance, AgencyToday automatically removes it from Open Items.