Skilled Nursing Facilities

System Payments Quick Reference Guide
A/P Payments and Reversals

You can enter and track all the payments made by the facility/building to a vendor, company or individual. To enter the payments into the system, you need to create a payment batch and select the invoices to be paid in the batch. You can create 2 types of payment batches:

  1. System batches - print checks or direct payment notices for a specific date.

  2. Manual batches - record manual checks that were handwritten or created outside the PointClickCare system, direct payments or misc. payments.

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

Create New System Payment Batch

Add Additional Payment to System Batch

  1. Click System Batch and enter Batch Description details.

  2. Select a bank from list.

  3. Select either Checks or Direct Payment for Type.

  4. Change any settings if necessary.

  5. Click Select Invoices and select all the vendor invoices to include in the check run.

  6. Click Save & Close and click Run.

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

  2. Select Payment for Type.

  3. Enter Payment Date, select Vendor, and check the invoices to be paid.

  4. Click Save & Close and click Save again.

Review Payment Details Report

Print and Post Payments

  1. Click report next to a payment to see the Payment Batch List. 

  2. Print.

  1. Click Print & Post next to the payment batch.

  2. Click Generate Checks then click OK.

  3. Click Get PDF Checks and open the file.

  4. Select print settings and Print.

Edit or Delete a Payment Batch; Edit or Delete a Vendor Payment

  1. To edit a payment batch, click the blue payment batch description link, make your changes. Then, click Save or Save & Edit to go directly to the payment batch screen. 

    1. Click Delete to delete the batch.

  2. To edit a Vendor Payment, click edit next to the payment batch. Then click edit next to the vendor name. Make your changes and click Save.

    1. Click del next to the vendor name to delete.

Generate a Payment Details Report in Printable View

Post a Direct Payment

  1. Click edit next to a payment batch. Click Printable View.

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

Reprint Checks (due to printing problem)

Print Check Copies

  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 then click OK.

  4. Click Get PDF Checks and open the file.

  5. Select print settings and print.

  1. Click check copy, then click Generate Checks.

  2. Get PDF Checks and open the file.

  3. Set print settings then Print.

Print Payment Posting Journal

Print Direct Payment Notices

  • Click report next to a payment batch to see the Payment Posting Journal and Print.

  • Click direct payments next to a payment batch to see the Notice of Direct Payment and Print.

Tip

  • Troubleshoot Common Errors for AP Payments

    • Confirm if vendor is attached.

    • Confirm if the AP account is active.

    • Enter Payables Control and Purchases discount.

    • Confirm that vendor is not on hold if their invoices don't appear in the select invoices window.

    • If you don't see the Delete option next to a payment batch, cancel and delete all the batch entries to make it appear.

If you configured GL/AP to exclude zero dollar payments (in G/L Configuration), any payment selections that have a sum of zero are eluded from your checks.