Using batch payments

Add several payments for different cases in one location instead of from each case's Payments & Adjustments page.

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    Create a batch payment

    Go to System > Batch Payments.

    • To create a new batch payment, select Add Batch Payment.
    • To add a payment to an existing batch, select Open Batches > choose the Batch ID you'd like to add the payment to.

    You can also view previously Processed Batches and Archived Batches.

    Batch Payments section

    Add a payment:

    Search for cases you'd like to add a payment to by typing the case name into the Add a Payment to a Case.

    Select the case and choose the Payment Type for your transaction.

    Select Payments as the Payment Type for checks, credit cards, cash, or E Pay

    Payment Type

    A pop-up will appear. Select the Payment Method, Payment Amount, Payment Date and Payer.

    Then Save.

    Add Payments pop-up

    Continue to add additional case payments as needed by typing each case name into the Add a Payment to a Case.

    Add an insurance assignment:

    Select Payment Type > Insurance Assignment.

    You can add a transaction to a new insurance assignment or a pending one as long as it hasn't been exported through an accounting report and doesn't have a date in the Funds Received On field. You can't create pending insurance assignments in batch payments.

    Enter the details for your insurance assignment and Save.

    Add Insurance Assignments pop-up

    Adding to an unprocessed batch

    Once saved, the unprocessed batch will appear in the Open Batches tab where you can add more payments if needed. For example, if you organize your batch payments by week, you can create your batch at the beginning of the week and add payments received later in the week.  

    Transactions are editable in a batch until the batch is processed. Once the batch is processed, transactions within the batch are only editable on the case’s Payments & Adjustments page.

    To download and view all transactions and details in an unprocessed batch, select Unprocessed Batch Report.

    Download and view Unprocessed Batch Report

    Processing a batch

    To move the Open Batch to Processed Batches, select Process.

    On the right of each Processed Batch, you can select:

    • to view
    • to download
    • or to archive the batch

    You can also select Processed Batch Report to download and view transactions and details included in the processed batch. 

    Editing a payment on a batch

    On the Payments & Adjustments page select the Added Via a Batch to view the batch containing the payment.

    Select the gear icon to edit or delete the payment


    Edit a payment on a batch or delete through settings icon


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