Remittances may be entered as they are received, or all together at designated times that you establish.
There are three methods that can be used to enter Remittances.
•Add New Remittance - Use this option to manually enter each remittance.
•Cross Check - When enabled, you can scan each check into the system. See Scan Checks Using Cross Checks.
•Import Shelby Teller - This method allows you to choose a file that you created using Shelby Teller to scan in your checks. Click the Import Shelby Teller option to import the transactions from the file chosen. See Use Import Shelby Teller.
NOTE: Entries display in the grid as they are entered. Double-click on a payment or click the Edit icon to edit a payment in the grid. You can also click the Add New Remittance link to add a new payment (More Information). Click the Delete icon by a payment in the grid to be prompted to delete that payment. Click the Choose File button to select a Shelby Teller file for import. Once the file is selected, click the Import Shelby Teller button to begin the import process.
The Add New Remittance link does not display if a Shelby Teller Import is in progress.
Go to Manage > Unposted Remittances to make further edits, print the Remittance Edit Report, and/or Post Remittance Batches.
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Select the Batch Date for the Remittance(s). The Batch Name field gets populated as "Batch for (batch date)" when you enter the field, although it can be changed to be anything you like.
Type the Verify Amount for the batch. This is the sum of all remittances being entered in the batch.
Type the Verify Count for the batch. This is the total number of entries in the batch.
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Click Add New Remittance.
Check the "Only Active?" box to include only those with an active status. Select the Name in the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. You can also search by City and State. Select the customer for which you are creating the transaction and click the Select button. Alternately, click the Close link to return to the previous page without selecting anyone.
NOTE: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of names by searching for just a comma.
Enter the Check # (if applicable), Payment Date, and Check Amount in the fields provided.
Click this button to distribute the Check Amount to each activity shown on the Distribution tab. This is based on the apportionments pledged to each activity.
If you want to manually distribute the remittance, enter the payment in the Amount field(s) on the Distribution tab.
If the Check Amount is higher than the Total Balance of an Activity, you see a caution symbol indicating "This will overpay the 'Current Due'.
Complete the information on Distribution, Attachments, and Note tabs as appropriate.
The Distribution tab displays a grid containing activities and apportionments. The following columns are displayed for each activity:
•Received To Date
Click the Add New icon to add another line of detail or click the Add New Lines icon-link to add multiple lines of detail. Continue adding lines of detail as needed.
The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.
Enter a note in the field provided if you wish.
When finished click the Apply button to save changes to your transaction and start entering another, the Update button to save any information that has been added or changed, the Reset resets the page back to how it was before any changes were made to it, or the Cancel link to to leave the page without saving any changes and return to the previous page you were on.
If you are using Cross Check, a check is automatically scanned when you enter the Enter Remittance page. If that check is not associated with a church, the Person Search window displays. If the check is associated with one church, their information populates the update page. If there is more than one church associated with a check the Person Search window displays with all associated names. Double-click the appropriate name or click the name and then Select.
Once a check has been scanned it displays to the right of the Cross Check field. Hover over the check to see the image of the back of the check as well. After you click Update on the payment the check is saved as two .png image files attached to that payment record (one for the front of the check and one for the back).
You can set up Cross Check in Modify Preferences (More Information). If you want to remove a check association from a customer you can do this from the customer record on the ACH Accounts tab (More Information).
Note: The Scanner.Client executable must be running to use Cross Check to scan checks.
The first item to be imported displays. This page is identical to the Payment Processing - Update page (More Information) with the addition of a note informing you how many more items are left in the import. For each imported payment, Remittance displays the person associated with the NameID from the Shelby Teller file. If there is no person associated with that Name ID, the system looks up the DFID and DFIAcct on the ACH records in the program. If the check information is not associated with a record, the Person Search window allows you to manually select the individual to which the payment belongs. Once a name is selected, it is automatically associated with that check information in the future.
For each imported payment you apply the amount to Invoices, Miscellaneous Cash, or Unapplied Cash, as appropriate. When ready, click the Apply button to move on to the next payment in the import. Click the Cancel link to return to the Remittance page.
If there is already a Shelby Teller import in progress, click the Resume Shelby Teller Import button to resume the import process or the Clear Shelby Teller Import link to cancel the current import completely.
Payments already applied are not removed from Remittance if you choose to Clear Shelby Teller Import. Remove these items from Remittance before importing the same file again. Otherwise you will have duplicates.
Your payments appear in the grid after finishing the import. Each payment imported from Shelby Teller has the following Note: 'From Shelby Teller Import.'