Batch Files
Typically payments are handled in bulk for a large number of accounts through batch files. The batch files are created and sent to you by the business you designate to accept and validate payments for you, for example a bank. These files are generated and processed periodically as required by your organization, for example monthly or bi-weekly. The Accounts Receivable Management application lets you import and execute these batch files in the IDI platform. The transactions in these files are posted to their respective accounts when the batch completes successfully.
You can also apply adjustments in bulk through batch files when needed.
See Loading Payments and Adjustments from a File.
Controlled Batches
Controlled batches are an alternative method for handling multiple payment transactions when you have more transactions than would be practical to handle individually, but not enough to require a batch file. You can create a controlled batch in Accounts Receivable Management and add payment transactions as needed until you choose to close the batch and post the transactions to their respective accounts.
See Accounts Receivable Controlled Batches.
Payment and Adjustment Search
Accounts Receivable Management provides payment search and adjustment search tools for tracking and managing transactions entered via batch files or controlled batches. Transactions entered manually through the Customer window Balances tab are also accessible via these search tools. From the search results you have a wide range of transaction management functions including editing, blocking/unblocking, moving/reversing, refusing payment, and creating new transactions.
See Payment Search and Adjustment Search.
Balances Tab - Customer Form
The Balances tab on the Customer Management window supports viewing and managing of individual customer account balances.
From this tab you can:
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Add payments and adjustments.
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Override payments.
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Correct mis-applied payments and adjustments.
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View customer invoices.
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Manage deposits.
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Manage store credits (for systems that use POS).
Deposits
You may require your customers to pay a deposit when they open an account or make a substantial purchase. Deposit transactions are entered via the Customer window and are accessible for viewing and management via Deposit Balance view on the Balances tab. The deposit is maintained as a separate balance for the account and may earn interest for the customer according to a state-mandated rate. You can specify how interest is compounded: Monthly, Quarterly, Semi-Annual, Yearly. The default is Quarterly. You may also allocate all or part of a deposit to refund the customer, or to apply all or part of the deposit toward postpaid debt.
Invoices
Access to current and past invoices lets you examine call detail (usage) records for a customer account, and dispute/credit invoice items.
Disputes
Your customers may dispute a charge or charges on their account. The IDI platform lets you enter, track and resolve such disputes. An initial credit adjustment for all or part of the disputed item is made on the account. Following this the dispute may be resolved (closed) in one of two ways.
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If the dispute is resolved in favor of the customer, no further action is required.
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If the dispute is resolved in part or in whole in favor of the company, then part or all of the original dispute adjustment needs to be reversed. Optionally, a finance charge may be assessed as an additional fee that will be posted immediately.
Dispute adjustments and dispute reversal adjustments are viewable from the Account Balances view on the Balances tab.
See Working with Disputes.
Credits
Credits may be directly applied to invoice items via the invoice view which is accessible via the Summary or Balances tab.
See Applying a Credit.
Corporate Accounts
The Corporate Accounts application is available as a licensable function. This application lets you set up a hierarchical reporting structure of usage, invoice, and remittance information that may be required by your larger business customers.
See Working with Corporate Accounts.
Bill Period Approval
You can approve a bill period by locating the bill period in the ratebill.net application and setting the approval date. The approval date is used as an indicator by the nightly account posting process. The invoices will be posted the next time the account posting job is run.