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How to Process Batch Payments

This process is for entering mail payments or multiple payments that are all included on one check follow these instructions:

If you are set to include the batch payment with your cash receipts, the user must have an open cashier day for the date of the batch payments.

Step 1: Select Utility Billing

Step 2: Select Processes

Step 3: Select Batch Payments

Step 4: Select Batch Payments – Manual Entry

Step 5: Click on Add New Data (located in the OGF toolbar) and enter the payment date and press enter on keyboard.

Step 6: Begin entering payments

Enter or lookup account number (once you hit enter or tab, information in the Customer Name, Service Address, Cut off list indicator and Date of last disconnect will auto-fill)
Enter the transaction amount they are paying on that account. (Please refer to the invoice the customer attaches to the check or it is presumed that the customer is paying the full amount.)
Enter the Tender Type
Enter Reference Number and press enter or the Submit (located in the OGF toolbar)

Note: You the Batch total will update and keep a running total after each entry. The last account number and amount entered will also display at the bottom, to keep track of where you are in the batch.

Continue to enter all payments until done and the Batch total matches the amount of the check.

Once you have entered all of the payments press the previous arrow (located in the OGF toolbar)

All payments will be listed on the following screen (see example below)

Once you have verified all payments are correct you must edit the batch, select the green arrow to back out to previous page

Step 7: Select Edit Batch Payments

Step 8: After Checking your settings, click on the OK icon (located in the OGF toolbar)

Click on the dropdown menu and change the No to Yes by how you want to edit your batch. (These settings can be set by default)
Once you have verified that all payments are correctly entered, move on to the next step

Step 9: Select Update Batch Payments

Enter User ID (the person who entered the payments)
Sort By User ID/date modified/ time entered
Enter or lookup cashier id (if attaching the batch to Cash Receipts, select the user id whose cashier day you want to link the receipt to)
Comment for Receipt: Description of them transactions in the batch
Click on Submit

Go into Service Accounts to look up some accounts in the batch payment. Verify that the payment is seen in transaction history.

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