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A/R Checks - Accounts Receivable

Overview

If you process payroll for multiple clients as a service bureau, you can track payments (checks) received from clients using ProPay's Accounts Receivable (A/R) feature. This helps you manage client billing and maintain accurate payment records.

How A/R Checks Work in ProPay

ProPay offers several options for billing clients for payroll services. One method generates paper checks from the client's bank account payable to your payroll processing company.

When you select this billing method in Employer Setup, ProPay:

  1. Prints an extra check for your company each time you print the client's payroll checks
  2. Records the check in a separate A/R file that tracks all checks issued
  3. Allows you to post checks when received back from the client

Setting Up Client Billing with Checks

To configure this billing method:

  1. Go to Employer > Employer Setup > Screen 4 (Direct Deposit Setup).
  2. Select the option to generate checks payable to the payroll processor.
  3. Click Save.

After setup, ProPay automatically generates a check for your company whenever you print payroll checks for that client.

Posting A/R Checks

When you receive and endorse checks from clients, you must post them to each client's account to maintain accurate billing records.

To post received checks:

  1. Go to Client Functions > Billing > Bill Collection.
  2. Click Post Checks.

Tag payments

Double-click any payments you want to post. You can select and post multiple payments at once.

Post checks

After tagging payments:

  1. Click Post Checks.
  2. When prompted, enter the Posting Date.
  3. Click OK to complete the posting.

The posting date appears in the client's ledger as the date payment was received.

Delete checks

You can delete checks that were lost or never returned by the client.

Warning: Deleted checks cannot be recovered from this menu. However, you can manually enter payments through Billing > Payments/Charges if needed.

Print report

Click Report to print a hard copy of outstanding checks for your records.

Viewing A/R History

To view all posted checks for a client:

  1. Go to Reports > A/R Check History.
  2. Choose the client and date range.
  3. Click Print or Preview.

The report displays:

  • Check number
  • Check date
  • Check amount
  • Posting date
  • Client name

Billing Methods

ProPay supports six billing calculation methods for client invoicing:

Method Description
Flat Fixed charge per billing period
Per Employee Charge based on total number of employees
Per Active Employee Charge based on active employees only
Per New Employee Charge for newly added employees
Per Pay Check Charge based on number of checks processed
Per Pay Date Charge based on number of pay dates run

For more information about setting up billing, see Client Billing Setup.

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