Payment Center Guide

The Payment Center is where you can collect payments through ALISPay, document payments and deposits, and process ACH and credit card payments. The Payment Center is optimized for you to record the payments in bulk for many residents at a time, and guides you intuitively to add all the necessary details.

The workflows in the Payment Center allow you to either enter the payments as part of a deposit total, or to enter payments in separate batches and then group them as part of a deposit later.

There are three types of Bulk Payment workflows available:

ACH/CC

• First you are required to select whether the payer types are Private, Medicaid, or Insurance. Confirm the date of the payments you are documenting. Select whether you are documenting ACH or Credit Card payments.
• If you are importing these details as part of a deposit, enter the Deposit Total. The next step will allow you to edit this amount if needed. You can also upload the Deposit file in this stage or later.
• If you have a GL Integration enabled, select the Deposit Account.

The New Bulk Payment page helps prompt you to add the correct amounts to resident accounts by guessing the Amount based on the account balances for your residents who have outstanding bills. 

The Resident menus include all payers for all residents, and by default only payers with outstanding balances will display. To add payments for other accounts, click the +Add Another Payment button for another row.

Edit the Amount and Apply To fields as needed. 

Once the total of all payments is correct and matches the Deposit total (if applicable), click Submit Payments! The payments are then applied either to the resident account (if "Do Not Apply" was selected in the Apply To menu for any rows), or will applied to invoices based on your Apply To selections.

ACH Pull

If you have ALIS Pay set up for your community, follow these steps to complete an ACH Pull. For more information about ALIS Pay, read this article: ALIS Pay.

1. Start by clicking the button +Collect Payment button. This will open a modal for you to select whether you are submitting ACH, credit card, or both types of payments.
   • The Payment Date Preference can be left as All unless you only want to run payments on specified dates. In order to have options in this menu, you must have different Payment Date Preferences specified for individual payers.
   • The amount you add to the payer accounts will be the amount withdrawn ACH. This will default to the payer's outstanding balance, but you can edit this of course!
2. Once you click Next: Review, this makes the withdrawals and applies them to resident invoices.
   
   
3. Your accounting team has access to CardPointe, which allows you to see the status of your deposits. This is currently how you can refund or void the payments once submitted.

Record Checks

• First you are required to select whether the payer types are Private, Medicaid, or Insurance. Confirm the date of the payments you are documenting.
• Select Yes or No whether you would like the workflow to automatically show rows for payers with outstanding balances.
• If you are importing these details as part of a deposit, enter the Deposit Total. The next step will allow you to edit this amount if needed. You can also upload the Deposit file in this stage or later.
• If you have a GL Integration enabled, select the Deposit Account.

• If you selected Yes to add payment lines for check payers with balances, the New Bulk Payment page gives rows for any payers with the Check payment preference selected in their contact details who also have outstanding balances.
• This will also guess the amount field the Amount based on their outstanding balances.

To add more payments, click the +Add Another Payment button for another row. The Resident menus include all payers for all residents. 

Add the Check #, and Edit the Amount and Apply To fields as needed. 

Once the total of all payments is correct and matches the Deposit total (if applicable), click Submit Payments! The payments are then applied either to the resident account (if "Do Not Apply" was selected in the Apply To menu for any rows), or will applied to invoices based on your Apply To selections.

Medicaid

• Select the Payer Information and add the date when the payment has been received.
• Select the Payment Method. If the method is a Check, there is an option to add the Check number.
• Choose the desired options under the Default Application Type and the Amount dropdowns.
• There is a Yes or No option that can be selected to create a bulk payment as a deposit and a box where you can enter the deposit total.
• Once all the required (blue bolded) items are completed, click Next: Review.

• After confirming the Resident's names, the amounts of the payment, and where the payments should be applied, click Submit Payments.

Opening Balances

For any workflow type described above, you can use the Opening Balance checkbox and As Of date when you are first onboarding the community to ALIS Billing. This in combination with adding outstanding charges to the resident accounts starts the onboarding process with accurate resident balances.

For more information about Opening Balance set up, read this article: How to Set Opening Balances.

Undeposited Payments

Any Payments applied to resident invoices that have not been submitted as deposits will accumulate in this tab. Multi-select the payments to Deposit!

Deposits tab

This section gives a report of all deposits with the option for Administrator users to view and edit details of each deposit. This also allows you to print and export to Excel any single deposit record.

Audit

Review the Audit tab to review activity in the Payment Center. This is a helpful troubleshooting resource!

Related articles:

How to Set a Resident Payer

ALIS Pay