Accounting

Adjusting Posted Payments

Title: Adjusting Posted Payments
Submitted by: Rapattoni Magic Software Support
Issue: How can I adjust a payment when its batch is closed and the payment has already been posted?

You cannot void a receipt once it has been posted to the general ledger. If you want to make a change, you must perform an adjustment. In this case an adjustment is a two-step process to do the following:

  1. Apply the payment to the correct account
  2. Remove the payment from the incorrect account

To begin, you should navigate to the Cash Receipts Posting Form as follows:
Accounting > Accounts Receivable > Cash Receipts Posting Form

Accounting
       Accounts Receivable
            Cash Receipts Posting Form
Cash Receipts Posting Form

 

Apply the Payment to the Correct Account 

  • Open the Cash Receipts Posting Form and enter a batch ID (do not use the same batch attached to the misapplied receipt)
  • Enter the ID of the member account for which you will apply the payment
  • Make sure the Amount field shows an amount of zero (this is an adjustment, so cash is not involved)
  • Enter N (Non-Monetary Transaction) into the Payment Type field
  • Enter a reference for the adjustment into the Reference Number field (i.e., misapplied payment)
  • Select the invoice that the payment should have been applied to and click the Pay button; the invoice balance will change to zero.

Create a Credit Invoice

  • Click the Create Invoice button
  • Use the adjustment charge code and show a quantity of minus-one (-1) as the amount of the misapplied payment; (for example, if $150.00 was misapplied, create the credit invoice in the amount of -$150.00)
  • Press Esc, then click the Charge button; the Cash Receipt Posting Form displays
  • Select the credit invoice that you just created and click the Pay button; the negative amount displays in the Remaining to Apply field and the invoice balance is zero
  • Press Esc, then click the Post button.

The transaction to apply the payment to the correct account is now complete

Remove the Payment from the Incorrect Account 

  • Open the Cash Receipts Posting Form and enter the ID of the member account from which you will remove the payment
  • Make sure the Amount field shows an amount of zero (this is an adjustment, so cash is not involved)
  • Enter N (Non-Monetary Transaction) into the Payment Type field
  • Enter a reference for the adjustment into the Reference Number field (i.e., misapplied payment).

Create a Debit Invoice

  • Click the Create Invoice button
  • Use the adjustment charge code and show a quantity of one (1) as the amount of the misapplied payment (for example, if $150.00 was misapplied, create the credit invoice in the amount of $150.00)
  • Press Esc, then click the Charge button; the Cash Receipt Posting Form displays.

An outstanding balance displays for the member and the transaction to remove the payment from the account is now complete.

Aged Accounts Receivable for Credit Balances

Title: Aged Accounts Receivable for Credit Balances
Submitted by: Rapattoni Software Support
Issue: Many of my agents carry credit balances. Can I run a report that only shows credits?

Association staff and members alike can easily forget about credit balances that exist in the members’ accounts receivable. Magic provides an excellent aged accounts receivable report that can list not only unpaid invoices, but credit invoices, too.

Most staff members are familiar with entering the standard criteria in the Aged Accounts Receivable Report, but they may not know that the Invoice Balance fields determine if credit balances will be included on the report. Credit invoices show up as negative invoices in the member’s A/R. To create an aged accounts receivable report that only includes credit invoices, you should enter a from amount of -9,999,999.99 and a thru amount of -.01. The report generated from our example below will show a detail of each member’s credit invoices, sorted alphabetically by member name.

Try running the report using various format and sort options until you find the format that best fits your needs. Once you have printed the report it will be easy to tell at a glance which members have credit invoices. You can then decide whether to refund the credit, manually apply it to an invoice, or use the Auto Apply Credits Utility. More information on each of these procedures can be found in the Online Help.

Annual Dues Billing

Title: Annual Dues Billing

Submitted by:

Rapattoni Magic Software Support

Issue:

Are there any tools available that can help prepare membership data prior to performing annual dues billing?

Are you wondering what you can do to better prepare your membership data to perform your annual dues billing? The following tools and procedures can help.

  1. Data Verification Report — Located under Managers\Membership\Reports\Data Verification Report, this report is designed to show you circumstances that would make a member not qualify for billing, such as their status, their broker’s status or their office status.

  2. NRDS Verification Report — Located in the Data Exchange module (Managers\Data Exchange\Retrieve Transmittals\choose the Utilities tab, then select the NRDS Verification report), this report shows discrepancies between your database and the data at NRDS. This will assist you in ensuring that your active member and office counts match the counts in NRDS. This report is covered in one of our Magic Resource Center articles, please click this link for more information: NRDS to Magic Verification and Comparison Report.

  3. Update Billing Year in Charge Code — Please take the time to make sure the “Billing Year” in each dues\contribution Charge Code is set to the correct billing year. This is very important to ensure the ability to contribute to RPAC will be available in IMS.

  4. Verify Your Dues Split Setup — If you utilize the dues split function (Ecommerce Split), please take the time to verify that your invoice type for dues (e.g., D) is set to Y for Ecommerce Split. In addition, please check the billing group information form\adjustment fee detail section and verify it has the adjustment code of S and that there is a Charge Code listed. 

In addition to the above checklist, there are many tools to assist you with your annual dues billing. Within Magic, there is an online procedure catalog designed to assist you in the step-by-step process of creating and posting your annual membership dues invoices. To locate these procedure catalogs, simply navigate to the following location:

You will be presented with a screen that looks like this:



**Please note, your billing procedure catalog may look different if a Magic support representative has customized it to fit your needs**
Select the “Annual Dues Billing” catalog from the list of Procedures. Beneath the procedure, each individual step is listed. As you complete each step, you should check the box under the column that says “Procedure Log.” The “Not completed” text in this column will change to display your login name, as well as the date and time of completion. This is designed to give you an easy way to save your place if you have to stop and perform other tasks.

In addition to the procedure catalogs, Magic offers various statement and invoice examples located under the “Help” menu, then “Documentation.” Please see below:



Once you have chosen the “Documentation” section, you will be taken to the following location:



As you can see, there is a wealth of information available here. To view statement\invoice examples, click the “Statement/Invoice Samples” or “Invoice Print Option Samples” links.

For troubleshooting potential issues, there are two Magic Resource Center articles that may be of assistance. Please see the following links for information relating to common errors during the prebilling creation and printing of statements and invoices: Common Prebilling Issues and Common Print Statement/Invoices Problems.

Lastly, if you require additional assistance, we can arrange a one-on-one telephone training for a fee. Please contact support if you would like to schedule this type of training.

As always, Rapattoni Magic support strives to provide the best customer service along with useful information. Your satisfaction is our top priority!

Auto Apply Credits

Title: Auto Apply Credits
Submitted by: Rapattoni Software Support
Issue: Is there a way to automatically apply all outstanding credit invoices against the appropriate debit invoices?

Many users are not aware of a very useful accounting utility in Rapattoni Magic that allows you to automatically apply credits, instead of manually having to process them. This process can be a real time saver for you and your staff! This feature allows you to apply all specified outstanding credits and debits against each other.

Auto Apply Credits is particularly useful when run just prior to printing statements, since it can potentially eliminate phone calls about why a credit was not applied.

Auto Apply Credits Utility

After opening the Auto Apply Credits Utility, simply fill in the criteria and click Create Report. NOTE: You can run this utility as a trial first by selecting the trial option under Update Option. After the process is complete, you can print out a copy of all of the credit and debit transactions for your reference.

Billing Messages – Where they display in Magic and IMS

Title:

Billing Messages – Where they display in Magic and IMS

Submitted by:

Rapattoni Magic Software Support

Issue:

How do I setup\manage my billing messages in Magic and IMS?

There are five billing messages that appear in various places during the billing process in Magic. These messages should be created prior to performing your billing.

Any documents that you would like to make viewable when members pay dues in IMS must be stored in the webs/documents folder on the webserver. You can get the path by looking at the Association Information Form and clicking the IMS Setup button, as shown below:

Association Information Form

There are five types of billing messages available. They are as follows:

In Magic:

Billing Message

1.     Invoice Type Table > Disclosure File Name - Document that is stored in the documents folder on the webserver. This message appears when you click the blue invoice number hyperlink in IMS (see the example below).

Disclosure File Name

2.     Invoice Type Table > Contribution Disclosure (Maximum 1500 Characters) - Shows at the bottom of the screen when you select an invoice to pay in IMS.

Check the "Pay Now" box for the desired invoice and then click the Choose Payment Options button.

3.     Contributions Message in IMS (the one that can be modified to be specific to each memo charge) - Shows when a member clicks the Modify button in IMS.

There is a generic IMS Contribution message in the w:\webs\documents folder. You can customize the message by copying it and changing the name to include the charge code at the end of the name.

When you click the Modify button, a box pops up. This is where the Contributions Message appears.

4.     Print Statement/Invoice Form - aging messages - Shows on statements.

Select the statement/invoice type and then click the Messages tab.

Type your message here.  When your invoice is printed or a PDF is created, this message will appear on the invoice.

When you view your printed statement/invoice or your PDF from email billing, your aging message appears below the line items.

5.     E-mail Billing - E-mail Message

This message shows in the body of the email that the member receives. From the E-mail Statements/Invoices Form, click the Message Info button.

Type your subject and a short message here.

Your message will display in the body of the email that is sent to the member. It will appear right above the links to IMS and the PDF.

If you have any questions or comments, please contact support via email at This email address is being protected from spambots. You need JavaScript enabled to view it. or by phone at 1-866-730-7115.