Client Receipt Process in Bill & Pay to Get Payments

When client receipts are entered manually into Ajera when paying a client invoice, the outstanding balance on the invoice in Bill & Pay will be updated when saved.

When a payment that is unassociated with an invoice is applied to an invoice, the outstanding balance in Bill & Pay will be updated. Any payment changes made in Ajera will be associated with an Ajera Payment record in Bill & Pay. Bill & Pay does not track receipt changes made in Ajera at a detail level.

Prepayments

When a prepayment is applied to an invoice from Client Receipts > Prepayment tab, the outstanding balance of the invoices impacted will be updated in Bill & Pay when saved.

When a client makes a prepayment in Bill & Pay, when you click get Payments in Ajera, this prepayment will sync to Ajera as a standalone receipt.

Editing or Voiding Client Receipts

You can edit or void a client receipt that originated in Bill & Pay from Manage > Client Receipts. Edits made to a receipt do not update the invoices paid in Bill & Pay. When you void/NSF an invoice in Ajera, the receipt and outstanding balance on the invoice will be updated in Bill & Pay.

Note: When you void a client receipt that had an associated convenience fee, Ajera does not automatically void the miscellaneous receipt created for that convenience fee.

Credit Memos

Credit memos entered in Client Receipts will be updated in Bill & Pay upon saving.

To sync payments from Bill & Pay

  1. Upon opening Manage > Client Receipts, you may be prompted to sync payments if there are payments in Bill & Pay that have not synced to Ajera. Click Yes to get payments.
  1. To manually get payments, click the Existing tab > Get Payments button.
Note: The Get Payments button will not be available if you are editing a client receipt.
  1. Click Yes if you want to continue and sync payments.
  2. Click No to cancel and close the dialog box.

A receipt will be created for each payment.

The payment will automatically mark to pay the appropriate invoice. If the payment is partially paying the invoice, payments will be applied at the project level starting with Labor, Expense, and then Consultant amounts.

Any payments created from Bill & Pay will have a note identifying it was a Bill & Pay receipt.

If you are syncing convenience fees from Bill & Pay, the convenience fee is created as a Miscellaneous Receipt in Ajera. The Note will indicate the associated invoice that was paid with the fee.

  1. To deposit a payment, click on the Deposits tab.