Posting to your External Accounting Package

Every process of the Hero Billing package will create a transaction. These transactions form the source of your posting summaries.

When setting up your Ledgers, it is important to align these as closely as possible to your external account package as all transaction posting reports are summaries by Ledger.

As allocation to individual Ledgers is mandatory in Hero, you may choose not to also 'reconcile' to individual ledgers in your account package. Doing so would result in double handling and also provide room for discrepancy between the two systems. Instead, you may wish to reconcile all caregiver payments to a generic 'caregiver monthly receipts' code in your accounting package and use Hero to provide you with the journal entries required to transfer these to the individual ledgers at the end of each month.

OBTAINING POSTING TOTALS FOR PAYMENTS

1. Navigate to the Administration menu. If you have a wide-screen device this will already be visible on the left-hand side of your screen. If not, click on the Administration menu icon at the top left-hand side of your screen.

2. Under the heading Administration click on Finance

3.  Click TRANSACTION REPORTING

4.  Enter the date range of the transactions you wish to post

5.  Leave the type as Payments to obtain your payment summaries.

6.  Click LEDGER / ITEM SUMMARY

7.  Your list can be downloaded as a .csv file, an Excel file or Printed directly. Choose from the buttons above the list. 

Note: The Current Description column will display the last description used. If you do choose to reuse Ledger Items, this may not reflect all of the line items included in the total amount.

OBTAINING POSTING TOTALS FOR TRANSFERS and REFUNDS

It is vital that you also complete postings for Transfers and Refunds. The transfers represent the movement of funds from Payment in advance to another Line Item. If you don't post the transfer transactions to your account package, then the true values will not be reflected. The posting report provides the journal amount to come out of Payment in advance and to be put into the other ledger codes. Refunds are the return of money to a caregiver so the Ledger needs to be adjusted to reflect this.

1.  Repeat steps 1 - 4 above.

2.  Click the down arrow beside Payments.

 

3.  Select Transfers or Refunds (these need to be done one at a time)

4.  Click LEDGER / ITEM SUMMARY

5.  Your list can be downloaded as a .csv file, an Excel file or Printed directly. Choose from the buttons above the list.  

OBTAINING POSTING TOTALS FOR LINE ITEMS (Invoices)

Most schools do not post line items (invoices), they are only concerned with posting income. However, if your school does post line items then a posting summary is also available for these. If you do post invoices, then you will have to also include Voids, Discounts and Write Offs in your posting selections above to keep your accounting package accurate.

1.  Repeat steps 1 - 4 above

2.  Click LINE ITEMS - LEDGER SUMMARY

3.  Your list can be downloaded as a .csv file, an Excel file or Printed directly. Choose from the buttons above the list.  

Note:  The Current Description column will display the last description used. If you do choose to reuse Ledger Items, this may not reflect all of the line items included in the total amount.