Hello All-
Thank you for checking in, Ali. Below are the notes/action items/workflow documents created following our meeting. Please review and let me know if you there are questions/concerns with the updates to our approach.
PAD & eTransfer Payment Processing Calgary (CIBC):
1. Every Thursday Payment Application Team (PA Team) uses running list of Clients paying via PAD & eTransfer. This step to compare to Versapay autopay enrollments, to avoid duplicate charges to the client (VLOOKUP by name).
* If client is enrolled in autopay via Card, remove from PAD/eTransfer list.
2. Every Thursday PA Team emails list of Open Invoices to Chuck to process PAD payments in CIBC **Action Item: Elizabeth to schedule time w/Chuck to review new process.
* Chuck should email confirmation from the CIBC portal of each PAD processed.
* Once confirmation is received, PA Team will key PAD payments into NetSuite
3. Every Thursday, Bridget, until Lisa has access to QuickBooks, will refresh QuickBooks and email PaymentApplication@thekey.com <mailto:PaymentApplication@thekey.com> a refreshed view of QuickBooks to key any e-Transfers sent to CIBC.
* PA Team will key e-transfers to NetSuite if the Payment Amount matches the Open Invoice Amount
i. If the amount doesn’t match, or if there are multiple invoices open, the payment will be left Unapplied in NetSuite
ii. A ticket should then be created and sent to Collections notifying Collections to call the client. Client should be instructed to send remittance to PaymentApplication@thekey.com <mailto:PaymentApplication@thekey.com> w/future payments, in addition to clarifying intention of payment.
PAD & eTransfer Payment Processing Toronto (RBC):
1. Every Thursday Payment Application Team (PA Team) uses running list of Clients paying via PAD & eTransfer. This step to compare to Versapay autopay enrollments, to avoid duplicate charges to the client (VLOOKUP by name).
* If client is enrolled in autopay via Card, remove from PAD/eTransfer list.
2. Every Thursday PA Team processes appropriate PAD Payments in Bombera, and keys payments into NetSuite.
3. Every Thursday, Bridget, until Lisa has access to QuickBooks, will refresh QuickBooks and email PaymentApplication@thekey.com <mailto:PaymentApplication@thekey.com> a refreshed view of QuickBooks to key any e-Transfers sent to RBC.
* PA Team will key e-transfers to NetSuite if the Payment Amount matches the Open Invoice Amount
i. If the amount doesn’t match, or if there are multiple invoices open, the payment will be left Unapplied in NetSuite
ii. A ticket should then be created and sent to Collections notifying Collections to call the client. Client should be instructed to send remittance to PaymentApplication@thekey.com <mailto:PaymentApplication@thekey.com> w/future payments, in addition to clarifying intention of payment.
**Important Change***
Payment Reconciliation from Versapay to Bank, and from Bombera to Bank, etc. will continue to sit with Accounting for all integrated locations. Payments will be keyed into NetSuite when processed, not when they fund the bank, in alignment with company wide Versapay processing today.
Thank you for your continued partnership!
Elizabeth Clark
Director, CI & Transformation
Long Term Care Insurance, Onboarding
TheKey
From: Ali Malik <ali.malik@thekey.com>
Sent: Thursday, July 20, 2023 7:43 AM
To: Bridget Peppers <bridget.peppers@thekey.com>; Brian Fialko <brian.fialko@thekey.com>; Daniel Barakat <daniel.barakat@thekey.com>; Lisa Barker <lisa.barker@thekey.com>; Elizabeth Clark <eclark@thekey.com>; Laszlo Kovacs <laszlo.kovacs@thekey.com>
Subject: Access to QB : Calgary/Toronto
Hi Team,
Just want to ensure we are going to be giving Lisa access to QB for both Calgary and Toronto so she can have access to all bank activity.
@Lisa Barker <mailto:lisa.barker@thekey.com> Will you need assistance in reviewing the etransfers and bank transfers? I can book a meeting with you once you get that access so we can review.
thank you,
Ali Malik
Manager - Financial Operations