ONLINE RESIDENT TRUST FUNDS
ADL DATA SYSTEMS, INC
Presented by Martha RamirezOctober 15, 2012
Overview
1. Benefits of Using Online Resident Trust Fund Module2. System Parameters Trust Funds3. Bank Set Up4. Vendor Set Up5. Manage Registers6. Special File7. CR & TF Entry8. Track Receipts9. Track Registers10.Journals11.Checks Manager12.Direct Deposit Information
• Ability to create/post transactions (Debit, Credit, or Check) immediately
• Ability to check notes ledgers simultaneously and distribute receipts.
• Create multiple transactions to various bank fund accounts and produce one receipt.
• Functionality to work in “batch” mode while still working on individual transactions.
• Produce checks “on request” or “delay” check printing • View receipts/transactions for both CR and TF and user
entries via Track Receipts.
Benefits of Using Online Resident T/F Module
System Parameters – Trust Funds
•Disbursement of funds control: Ability to control releasing of funds on residents with zero balance
•Print right away or delay checks: Ability to control when to print checks
1. ADD a Bank and enter information: Bank Abbreviation, Routing#, Fractional Route, Address, City, State, Zip Code, Bank Phone, Contact Information
2. SAVE
Bank Setup
Link Bank Account to Fund Accounts
1. Select Account you want to change
2. Enter from grid below number line in which new bank should be
3. Tab and current bank is now the old default
Add a New Vendor
Adding a vendor can be done in two ways:1. Online Receipts -Vendor Setup---Click ADD and enter Vendor
Information 2. Or Create “New” Vendor on the spot when entering transaction
View Vendor MasterCreate “New” Vendor on the spot.
When doing a check transaction, search for the vendor. If vendor is not in the Vendor Master, Create a new vendor on the spot.
Make sure to uncheck SKIP ZOOM SCR. Otherwise, vendor info will not display
Enter all pertaining information for the vendor and SAVE
Manage Registers
Create a new box by clicking on Boxes then Set Up
Manage Registers gives you the ability to:
•Setup a box
•Opened a box
•Closed a box
•Stopped a box
• Use cash box
Setup a box
•Click Insert
•Enter a Comment
Enter Cash amount to begin the daily balance. If checks remain in teller box, enter amount as well. Select reason, and where/bank/Account. Select Teller ID if necessary too.
• At the beginning of each month make sure to SETDAT to new month
2. Create Special file
Online Receipts always looks at today’s date
Setup Special File
CR & TF EntrySelect assigned box
Designated Teller- assigned during Box set up.
Actual Teller- user that chooses box.
Confirmation Box-
to assure box selection
Cash Receipts and Trust Fund Entry
Paysource Balances Invoice Balances
A/R side TF side
Resident Balances
CR/TF screens are interchangeable you can go from one screen to another. All CR entries are done to the left of the Rcpt column, all TF amounts are entered on the right side of the Rcpt column
Example 1: Resident wants to pay NH bill, and deposit $$ in their personal cash account.
AR Side
1. Enter Name or Acct. no
2. Enter Paysource
3. Enter $$ Amount
4. Receipt # is Automatic
5. Date will default to today's date. Change to reflect date of service.
TF Side
6. Enter Trust fund code- P,E,M,X only.
7. Enter Fund amount
8. Verify line total amount
**GL will default to designated account. (01-04)**
1 2 3 4 5 6 7
Tab through to get to next line
Preparing Receipt in CR
1. Enter Purpose of Deposit
2. and Payment Form
3. Select OK and cursor is on next line
4. Click on Process button
Print receipt for transaction
System now reflects a Box total of $ 1000 a deposit into the residents Cash account and a payment to the Pension balance
Other options in Online CR and TF Include……..
Ability to check transactions. Click under Ledger for display of: • Resident Ledger• T/F Statements •or Print Journals
Ability to Review/Edit Notes, Funds Balances and Premium File for specific resident if necessary
Hide Trust Fund Balance on print receipts option
1. Enter Name/acct no.
2. Double Click Dscr (column 1)
3. Enter Dscr- free text
4. TF- Use only codes
5. Enter amount of Debit, Credit or Check amount.
**GL will default to designated account. (01-04)**
Trust Fund Side Entry
Tab through to next line and select Process
Print receipt for transaction
Transaction updated amount of total cash deposit in box
Example 2: Resident wants to pay a bill via Check
Print receipt for transaction
Print check
Example 3: User needs to produce one check for multiple residents
1. Select Vendor either by look up or new vendor
2. Under Trans select type of transactions
3. Enter details in Description 2 field.
4. Default Fund No. is the acct. to which all withdrawals are coming from.
5. Post Date is date in which event happened.
6. Default amount will be for all residents.
Print check
Track Receipts
Scroll to see additional details
Tracking Online Entries
Tracks operations of Users boxes. Displays date/time Opening and Closing amounts of Cash and Checks. Also shows total of Cash and Check Transactions.
Trust Fund Disbursement Journal
Cash Receipts Journal
Uncheck All Funds type to pull up types selection
Trust Funds Transaction Register
Resident Funds Transaction Register
Resident Funds Transaction Register Summary
Checks Manager
List of all checks process on a period of a time. Parameters can be set for display
Click on bar to display details
Checks Manager Options
•Generate a report
•Print Delayed checks
•Reprint Jammed Checks
•Reconcile checks
•Void Checks
Generate a Report Option
List of all checks issue in a period of a time, export to excel functionality in the screen:
•Enter In Period
•Select Option Generate Report
•Select Fund to display
•Select Bank
•Process
Reconcile Checks Option
•Enter In Period
•Select Fund to display
•Select Option Reconcile Checks
•Enter As of Date
•Select Bank
•Uncheck Not Reconcile Only
•Click column CHECK and the system will Reconcile Item with As of Date
RECONCILED
Print Delayed Checks Option
•Enter In Period
•Select Fund to display
•Select Option Print Delay Checks
•Select Bank
•Check mark Non-Printed Only
•Click under Check column and the Printed column turns green, click Print.
•After printing the check, dates display in
Column Printed
Void Checks Option
•Enter In Period
•Select Fund to display
•Select Option Void Checks
•Enter As of Date
•Select Bank
•Click column CHECK and the system will VOID ITEM WITH AS OF DATE
•Void date displays in VOID ON column
Reprint Jammed Checks Option
•Enter In Period
•Select Fund to display
•Select Option Reprint Jammed Checks
•Select Bank
•Click column CHECK and Column PRINTED will turn green
•Select PRINT
ONLINE RESIDENT TRUST FUNDS
ADL DATA SYSTEMS, INC
Presented by Martha RamirezOctober 15, 2012