Skilled Nursing Facilities

Manual Payments Quick Reference Guide
A/P Payments and Reversals 

Manual batches process either checks or direct payments. It is mainly used to record manual checks that are handwritten or created outside the PointClickCare system, or to record direct payments processed by the bank through a direct transfer or electronic payment. To enter manual payments into the system, you need to create a manual batch and then add each payment to be processed individually. This way you can customize the details for each separate check or direct payment.

There are two payment type options for manual payments:

  1. Payment - create a check or record a hand written check for a vendor with invoices posted in the system.

  2. Misc. Payment - create a check or record a hand written check for a onetime payment without a vendor code or quick vendor payment when the invoice is not in the system.

    Note

    Limitation: This type of payment does not record the 1099 amount specifically to an invoice and it does not show the payment on certain reports.

From Accounts Payable > A/P Batch Window - Payments: (Batch Status: Open)

Create New Manual Payment Batch

Edit or Delete a Payment Batch

  1. Click Manual Batch and enter the Batch Description details.

  2. Select a bank from the list.

  3. Select either Checks or Direct Payment as the payment method then click Save or Save & Edit.

  1. To edit a payment batch, click the blue payment batch description link. 

  2. Click Save. Click Save & Edit to save then go directly to the payment batch screen.

  3. To delete a payment batch, click Delete.

Record a Manual Check (Handwritten)

Generate Manual Check (Onetime payment using no vendor)

  1. Click edit next to the payment batch then click New.

  2. Select Payment for Type.

  3. Enter Payment Date, select Vendor, and check the invoices to be paid. Click Save & Close.

  4. Clear Print Check and enter Check Number.

  5. Click Save then click Save again.

  1. Click edit next to the payment batch then click New.

  2. Select Misc. Payment for Type. 

  3. Enter Payment Date, and fill out Remit To field with payer information.

  4. Clear Print Check if check was handwritten and enter check number. Click Save.

  5. Enter G/L Account and amount information then click Save.

Generate Manual Check (Vendor needs payment, but invoice has not been entered)

Record a Manual Direct Payment

This method is not recommended for 1099 vendors.

  1. Click edit next to the payment batch then click New.

  2. Select Misc. Payment for Type. 

  3. Enter Payment Date, Vendor, and enter Invoice Number, then click Save.

  4. Enter G/L Account and Amount information, then click Save.

  1. Click edit next to the payment batch then click New.

  2. Select Payment or Misc. Payment for Type.

  3. Enter Payment Date, select Vendor, check the invoices to be paid. Click Save & Close.

  4. Enter Reference Number then click Save.

Edit and Delete Payment

  1. To edit a payment, click edit next to the payment batch. Then, click edit next to the vendor and make changes. When done, click Save.

  2. To delete a payment, click edit next to the payment batch. Then, click del located to the left of the vendor name.

View Payment Details Report

Print and Post Payments 

  1. Click report next to the payment batch to open the Payment Batch List.

  1. Click print & post next to the payment batch.

  2. Click Generate Checks then click OK.

  3. Click Get PDF Checks and open pdf file.

  4. Set correct print settings then Print.

Generate Payment Details Report in Printable View

Post a Direct Payment

  1. Click edit next to the payment batch then click Printable View.

  1. Click post next to the payment batch and click OK.
From Accounts Payable > A/P Batch Window - Payments: (Batch Status: Posted)

Reprint Checks (due to printing problem)

  1. Click reprint and select either Reprint with a New Check Number or Reprint the Same Check Number.

  2. Set checks that need to be reprinted to Not Printed.

  3. Click Generate Checks and click OK.

  4. Click Get PDF Checks and open the pdf file.

  5. Set print settings then Print.

Tip

If you are using checks with pre-printed check numbers, make sure that the numbers on the check and in the printer match before you print. 

  • To print Check Copies, click check copy > Generate Checks > Get PDF Checks > Print.

  • To view and print Payment Posting Journal, click report then Print.

  • To print Direct Payment Notices, click direct payments then Print.

Tip

  • You see the direct payment link instead of the reprint and check copy links if invoices were paid directly via electronic funds transfer.

  • The Vendor Name and Remit To Fields in the Edit Payment window get populated automatically. To change the vendor code, click clear. To change the Remit To field, click edit address.