How to Add Incidental Charges in Bulk

You can add Incidental Charges for multiple residents from one page or using an Excel file template. Adding Incidentals will queue them up to be included on each resident's next invoice.

When you add Incidental Charges, they are not immediately invoiced, but instead 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.

If you only need to add incidentals for one resident, read this article: Add an Incidental Charge from the Resident Profile.

You can import Incidentals in bulk from two locations: the Bulk Incidental Charges page and the Import Center.

Bulk Incidental Charges

1. Navigate to Bulk Incidental Charges from the Billing menu at the top of your page. Click Billing > +Bulk Imports > Bulk Incidentals.
2. When you click Create Incidental Charges, a pop-up will help you set up the next screen to minimize the number of fields you need to click on and fill in.
   • For the "Add incidental charge lines for all current residents?" question, if you leave this set to No, then the next page will require you to choose each resident you want to charge from the list. This is appropriate if you are not creating charges for the majority of the residents.
   • If you set this question to Yes, you can always delete the lines or rows for individual residents who do not need charges added on the next page. This also creates a couple more selections to help minimize clicks on the next page. Most likely you want to select the Payer Type, and if you are setting up charges for a specific Billing Item, select that here as well!
     • The "Opening" checkbox should only be used when you are first onboarding ALIS Billing and need to add opening balances for residents who have outstanding invoices prior to your community using ALIS.
3. Click Submit to get to the Create Bulk Incidentals page.
   
   • Here you can add and update the details for each charge.
     • Once you select a Resident, you're required to fill in the Payer Type and Billing Item.
     • Incurred On, Payer, Price, and Quantity will autofill with defaults, but you should review and adjust these details for accuracy.
     • To add more charges, click the "+Add Incidental" button at the bottom left of the table.
     • Verify the total and quantity of all charges at the bottom right of the table.
   • When you are finished adding and reviewing the charges, click the Submit button at the bottom right or top right of the table to add them to your residents' profiles. 
4. The Download Template and Download Import Template buttons will generate for you an Excel file with the necessary columns to add Incidental Charges. 
   • The template here works fine, but if you want to use the Excel template to import these charges, it is recommended to follow instructions in the Import Center section of this guide.
5. Fill out this document by completing each column for however many rows you need, the Description column being the only optional field.
   • If anything is missing when you import the document, there will be a table to edit the data on-screen in ALIS. 
6. Once the Excel sheet is ready and saved to your computer, click the Import Incidentals button above the table on the Create Incidental Charges page. Select your completed file in the browser. This will then populate the table with the data from the Excel sheet for editing, and you can add rows using the +Add Incidental button at the bottom if necessary. When all fields have been reviewed and there is information in all required fields, click Submit.

You can view Past Bulk Incidentals on the table by clicking on the dates and clicking the View button to the right to see the details. These records can be printed and exported to Excel.

Import Center

Using the Import Center is a similar experience to importing Excel files on the Bulk Incidentals page as outlined in steps 5 and 6 above, but has the added benefit of processing very large documents more efficiently. It is recommended to use this method if you have access to the Import Center.

Read more about the Import Center: Import Center Reference Guide.

1. Click the Imports link at the top of your page in ALIS. If you do not have access to this, contact your administrator or the ALIS team for help.
2. Click Download Import File and select Incidentals.
3. Fill out this Excel document by completing each column for however many rows you need. The Description column is the only optional column.
   
   • If anything is missing when you import the document, there will be a table to edit the data on-screen in ALIS. 
4. Once the Excel sheet is ready and saved to your computer, click the section of the Import Center page that says "Excel or .csv files accepted". Select your completed file in the browser. This will go through some steps on screen to reconcile all columns and any missing required fields. Click the Import button to import the charges.

Related Articles:

Add an Incidental Charge from the Resident Profile

Add Incidental Charges from the Dashboard