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