Payment Journal Instructions

Use the payment journal to report and verify all payments, adjustments, refunds, and transfers entered for a certain period during Payment Entry as well as the payment totals.  There are two types of Payment Journals, the Daily Journal and the To Date Journal.  You can print the daily journal that consists of all payment transactions entered since the last Charge/Payment Post Initialize was performed.  Or, you can print a To Date Journal which includes all payments that have been posted (been through Charge/Payment Post Initialize).  You can tailor the journal by specifying the amount of detail to print, selecting a range of records and choosing the sort sequence.

Notes:

• For more information about running reports, see Print View.

• Although you can print the journal at any time, you should print a final version during Daily Work End of Day to maintain a complete audit trail.

• If INSight's Batch/Period Posting feature is active, you can only report on batches having the current period code.  The period code represents the time span during which activity occurred, regardless of the actual date.  To print the journal for all tickets that have a batch number which starts with the appropriate period code, you can enter a period code as the batch number.  Or, to specify one or several batches you can enter individual batch numbers which contain the appropriate period code.  In this case, the journal prints only the tickets having the specified batch numbers.

Directions:

• To see directions for opening the Payment Journal, click additional information.

   

  • Click Daily Work from the Menu Bar, and next click Payment Journal.

  • Or, use the keyboard shortcut:  [ALT] [k] [click Payment Journal] [Arrow].

  Example:

  

   

• At the prompt window, choose the selections.  To see the report prompt options, click additional information.

   

  Payment Journal Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Daily Journal To Date Journal	To print the Daily Journal, click the button  to select.  The Daily Journal includes all payments, adjustments, rebills, transfers, and refunds entered since the Charge/Payment Post Initialize was performed. To print the To Date Journal, click the button to select.  The To Date Journal includes all transactions that have been posted during the Charge/Payment Post Initialize routine.
  Unprinted Payments Only	To include unprinted payments only on the Daily Journal, click the check box to select. To include all payments on the Daily Journal, de-select the check box. Note:  Unprinted Payments Only pertains to the Daily Journal only.
  Print by Batch #	To sort, print and page break the journal by batch numbers, click the check box to select. To omit sorting, printing and page breaking the journal by batch numbers, de-select the check box. Tip:  You may find it handy to print by Batch # if you have multiple people entering charges.  This way each user can work with their own section of the journal. Note:  Print by Batch # is only available if you select to sort the journal by Account Number, Account Name, or Ticket Number.
  Deposit Slip Format	To print a deposit slip to accompany bank deposits instead of the Payment Journal, click the check box to select. To print the Payment Journal, de-select the check box. Notes:   A deposit slip is a separate print job from the Payment Journal.  You must also print the Payment Journal prior to performing the Charge/Payment Post Initialize. The Deposit Slip Formats must be set up within File Maintenance prior to printing.  For more information, see Deposit Slip Table.
  Totals Only	To print journal totals only, click the check box to select. To include transaction details as well as transaction totals, de-select the check box. Tip:  To quickly proof your work, you may find it helpful to use the Totals Only option.  If the totals do not agree, as a next step you can print the journal with detail. Note:  If you selected Unprinted Payments Only, this prompt is not available.
  Journal Ranges
  Payment Dates From	To limit the Payment Date range to include on the journal, enter the beginning Date. [mmddyyyy, slashes (/) not necessary] Notes: To include all transactions, especially when printing a daily journal, leave Payment Dates From and Through blank. To specify a single date to report, enter the same date as the From and through fields.
  Through	Enter the ending Payment Date, if applicable. [mmddyyyy, slashes (/) not necessary]
  Account Numbers From	To limit the Account Number range to include on the journal, enter the beginning Account Number. (up to 6 characters) Notes: To specify a single Account Number to report, enter the same Account Number as the From and through fields. To include all Account Numbers, leave From and Through fields blank. If you selected Unprinted Payments Only, this prompt is not available.
  Through	Enter the ending Account Number, if applicable. (up to 6 characters)
  Transaction Codes	To limit the Transaction Code range to include on the journal, enter the beginning Transaction Code. (up to 6 characters) Notes: To specify a single Transaction Code to report, enter the same Transaction Code as the From and through fields. To include all Transaction Codes, leave From and Through fields blank. If you selected Unprinted Payments Only, this prompt is not available.
  Through	Enter the ending Transaction Code, if applicable. (up to 6 characters)
  Sort By	To select a field to sort the journal, click a choice in the drop-down list. Sort Choices: Account Number Account Name Provider Location Group Number Transaction Code Order Entered Department
  Journal Lists
  Providers	To limit the journal to specific providers, enter the Provider Codes here. (up to 4 characters) Notes:   You can enter up to 10 providers in the list. To include all providers, leave this list blank. If you selected Unprinted Payments Only, this prompt is not available.
  Departments	To limit the journal to specific departments, enter the Department Codes here. (up to 2 characters) Notes:   You can enter up to 10 departments in the list. To include all departments, leave this list blank. If you selected Unprinted Payments Only, this prompt is not available.
  Group #	To limit the journal to specific groups, enter the Group Codes here. (2.0 numeric) Notes:   You can enter up to 10 groups in the list. To include all groups, leave this list blank. If you selected Unprinted Payments Only, this prompt is not available.
  Batch #	To limit the journal to specific payment batch numbers, enter the payment batch numbers here. (up to 7 characters) Notes:   You can enter up to 8 batch numbers in the list. To include all batches, leave this list blank. If you selected Unprinted Payments Only, this prompt is not available. If the Batch/Period Posting feature is active: To include all payments entered in the current period, enter the 4-digit period code as the Batch #. Example:  If the current period is June, 2004, enter 0406 (yymm) To enter up to 8 specific batches, enter the current period code, followed by the 1-3 character batch number.   Examples:  0406TR, 0406SK, 0406PL will include June 2004 batches for TR, SK and PL.
  Reference #	To limit the journal to specific references, enter the Reference Numbers here. (up to 15 characters) Tip:  To verify big check totals, you may find it helpful to print the journal by reference #.  This way you can see each individual payment applied to an account for the check reference #. Notes:   You can enter up to 7 reference numbers in the list. To include all references, leave this list blank. If you selected Unprinted Payments only, this prompt is not available.
  Show References	To display for your reference the entered reference list for the Payment Journal, click Show References. Tip:  Show References is a display window only.  To close the display window, click .
  Save as Standard Journal Selections	To save your current entries to use for future journals, click the check box to select. To use the current journal selections for printing this journal only, de-select the check box.
  Deposit Slip Prompts Note:  The fields below display if you select to print Deposit Slips.
  Bank Name	Enter the name of the bank the deposit slip is for. (up to 20 characters)
  Account Number	Enter your bank account number. (up to 20 characters)
  Reference Subtotals only	To print payment reference number subtotals click the check box to select. To skip printing payment reference number subtotals de-select the check box.
  Printer	Displays the default printer number.  For more information, see Printing Options.
  	To begin printing to the Windows™ default printer, click Print, or press [ENTER] . Keyboard shortcut:  [ALT + p]
  	To escape from the print routine, click Cancel. Keyboard shortcut:  [ALT + c]

   

• To see the report sample, click More.