How to add Incidental Charges in Bulk

Incidental charges are one-time fees added to a resident's account. You can add Incidental charges for multiple residents from one page or by importing an Excel file template. Adding Incidentals will queue them up to be included on each resident's next invoice.

About Incidental Charges

When you add Incidental charges, they are not immediately invoiced. Instead, they are invoiced when the next monthly invoice is generated for the resident. This prevents you from having multiple invoices per month for a resident, even if they have several incidental charges within a month.

To learn how to add incidentals for one resident, read this article: Add Incidental charges for a Resident.

You have a few options for bulk creating Incidental Charges from the Bulk Incidental Charges page: create Incidental Charges for residents all at once from one page, download a template to fill out and import at a later date, or use the Import Center. 

Access and set up Bulk Incidentals

Using the Billing menu at the top of your page, hover over +Bulk Imports to expand a submenu and click Bulk Incidentals. This takes you to the Bulk Incidental Charges page where you can either view Past Bulk Incidentals, download a template for importing incidentals, or set up the charges you wish to create.

1. When you click the Create Incidental Charges button, a pop-up appears to help you set up the next screen. This step aims to help determine the fields you will need to fill in on the next page.
2. Make a selection for the Yes/No toggle to determine if you will add incidental charge lines for all current residents or some. 
   • Choose 'No' if you need to create charges for only some of the residents or if you plan to import incidental charges. The next page contains all blank fields and requires you to choose each resident you want to charge from the list. If you plan to import incidentals, you can also access that function from this page.
   • Choose 'Yes' if need to create charges for the majority of your residents. This option minimizes the number of fields you need to fill in, as all current residents are preselected on the next page. You can delete any lines or rows for individual residents who do not need charges added. Most likely you want to select the Payer Type on this pop-up. If you are adding charges in bulk for a specific Billing Item, select that here as well.
3. Opening checkbox - Only select this when you are first Onboarding to ALIS Billing and are adding opening balances for residents who have outstanding invoices prior to using ALIS.
4. Click Submit to go to the Create Bulk Incidentals page.  

Create Incidental Charges directly on the page 

Use this page to review and update the details for each incidental charge. To ensure ease of use in this page and that defaults populate accurately, you may want to review your Billing Settings. Contact your Account Manager or our ALIS Customer Success Team for assistance.

1. If not already preselected, you are required to choose the Resident, Payer Type, and Billing Item. You can use the Bulk Set button to set the Incurred On date, Payer Type, and Billing Item for all applicable fields on this page.
   • Incurred On - This defaults to today's date. Be sure to select the date the charge was incurred.
   • Payer - Select from your available payers based on the Resident and Payer Type selected. If you do not see the correct payer from this list, most likely you need to add the payer to the resident's profile. Refer to this How to Set a Resident Payer article for more information.
   • Description, Price, and Quantity will autofill with defaults set in your Billing Settings. Review and update these for accuracy.
2. Click the red X to the lefthand side of a if you need to delete a charge.
3. To add more charges, click the +Add Incidental button at the bottom left of the table. 
4. Verify the total and quantity of all charges at the bottom right of the table.
5. When you are finished adding and reviewing the charges, click the Submit button at the bottom right or top right of the table to immediately add them to your residents' profiles. 

Download Template and Import Incidentals 

At the top of the Create Incidental Charges page, there are Download Template and Import Incidentals buttons. These buttons allow you to use an Excel spreadsheet to import the charges in bulk. This feature can benefit your team's monthly billing processes when you save the downloaded template and add charges to it throughout the month. When complete, you can then import the charges at once.

1. Once you Download Template, fill out the Excel file by completing each column for however many rows you need. All cell columns are required except for Description, Service Start, and Service End. If any information is missing when you import the document, you will be prompted to fill it out in the Create Incidental Charges page.
2. Once the Excel sheet is ready for importing and saved to your device, click the Import Incidentals button on the Create Incidental Charges page. Select your completed file in the browser.
3. This will then populate the table with the data from the Excel sheet. You can edit any fields or add rows using the +Add Incidental button if necessary.
4. When all fields have been reviewed and there is information in all required fields, click Submit.

View Past Incidentals

When you navigate to the Bulk Incidental Charges page, you can view Past Bulk Incidentals on the table.

Expand the month and click the View button to the right to see the details of charges on the next page.

The table displayed here contains linked resident names which you can use to easily access a resident's profile if Incidental charges need updating. Any edits made to charges (Quantity, for example) on a resident profile will be automatically reflected in this table. The Bulk Incidentals History records can also be printed and exported to Excel. 

Import Center

We recommend using the above methods for bulk creating incidental charges, however you can use the Import Center to import incidentals as long as you have the specific security role access. This method provides a similar experience to importing Excel files on the Bulk Incidentals page as outlined above, and serves as a location to process large amounts of data more efficiently. For more information, refer to this article: Import Center Reference Guide.

Related Articles:

• Add Incidental charges for a Resident

For more assistance with Billing,

Contact our ALIS Customer Success Team:

888.404.2547 (ALIS) or support@go-alis.com