The Payments service can be accessed through the back office, and it contains two grids that give you visibility into the charges that are being captured through the Cubigo platform.
The Charges grid displays charges for all users in the community.
The Accounting grid contains all available accounting exports configured for your community.
Table of contents
- Generic charges export (unpaid)
- Generic journal export (paid)
- PCC export
- Yardi charges export (unpaid)
- Yardi journal export (paid)
- Accounting export
Generic charges export (unpaid)
The generic charges export contains charges linked to an unpaid payment method. It includes a wide set of data fields related to the charge and the resident linked to the charge.
This is the most complete export available and can be used to convert data into other formats. It contains one line per charge or request, and each line contains the linked charge code.
Generic journal export (paid)
The generic journal export contains requests and transactions linked to a paid payment method, such as cash and card.
It contains multiple lines per request — between 3 and 5 lines depending on the payment and discount settings. These lines represent all the bookings needed in the accounting software. Each line contains the corresponding general ledger account according to the accounting configuration.
PCC charges export
The PCC charges export generates a flat file of charges that is intended to be manually or automatically imported into PointClickCare.
Each line in the file represents a generated charge. The export relies on configured charge codes — including DEFAULT codes where needed — and those codes must be linked to the relevant services, roles, and items for the export to be valid.
Resident reference field
Each charge line includes a resident reference so PointClickCare knows who to bill. The reference field used depends on your community's configuration.
Yardi charges export (unpaid)
The Yardi charges export contains charges linked to an unpaid payment method and is based on the Yardi export format design implemented for most Yardi customers.
It contains less detail than the generic charges export. It includes a specific option to add trailing zeroes to the invoice reference field, as required by the Yardi import feature.
Yardi journal export (paid)
The Yardi journal export contains requests and transactions linked to a paid payment method, such as cash and card. It contains multiple lines per request and includes less detail than the generic journal export.
Accounting export
The accounting export contains the accounting journal lines for all payment methods. Each charge is split into the different booking lines needed in the accounting software.
Additional lines are added if charges are paid in Cubigo when the charge has already been exported and booked in the accounting software.
Accounting export profiles
Accounting export profiles are configurable templates that let you automatically generate accounting exports on a set schedule. They are available to users with access to the Payments cube and are housed in the Payments tab of the back office.
To access export profiles: navigate to Payments > Settings in the back office.
Once generated, exports can be downloaded from the Downloads tab.
Before you start — a few things to know:
- Every automatically generated export will always be marked as a final export.
- Staff can preview an export template before finalizing it.
- Generic charges and generic journal are now two distinct formats:
- Generic charges — previously the generic unpaid export.
- Generic journal — previously the paid generic export.
Creating an export template
Name Create a name for this export template.
Format Choose a format configured for the community (e.g., Alis, generic charges, MatrixCare, Yardi).
Roles Select the specific roles to include. If no roles are selected, the export will include all roles in the community.
Services Apply the same logic as roles — select specific services, or leave blank to include all.
Include exported records Enable this if you have already performed a manual final export and want those records included in the automatically generated export.
Repeat Define how frequently the export is generated:
- Daily — generates an export each day covering that day's data.
- Weekly — generates an export on the day you select. For example, selecting Wednesday generates an export on the night between Tuesday and Wednesday, pulling data from the prior Tuesday through the current Tuesday.
- Monthly — generates an export on the day you select. For example, selecting the 5th generates an export for the period from the 5th of the previous month to the 4th of the current month, with the export generated on the 5th.
Allow delayed export on schedule time Set a delay (in days) if you need time to make charge adjustments or process refunds before the export is created. The default is 0 days.
Example — monthly export with delay:
- If you select a monthly export on the 5th with a 0-day delay, the export runs on the 5th.
- If you set a 1-day delay, the export runs on the 6th but still covers data from the 5th of the previous month through the 4th of the current month.
This delay option is also available for daily and weekly exports.
Once saved, you will be returned to the payments grid. You can open the template at any time to view its details or edit any setting. Changes take effect immediately.
Previewing an export template
You can preview an export before it is finalized to check that the settings produce the expected output.
- Click on the template you want to preview.
- Click the Preview Export button.
- You will be directed to the Accounting tab in the Payments section of the back office, with filters and dates pre-set to reflect your template's settings.
Viewing generated exports
All automatically generated exports based on your templates are available in the Downloads tab. As noted above, all auto-generated exports will have a status of Final.
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