Selecting Company Payables to Pay

Company payables can be processed on a Paid Per Item basis (if you pay carriers one check/payment per invoice) or as a bulk check if you pay on Per Statement basis (one carrier check/payment made for multiple invoice items).

This procedure explains how to select company payables from the Unpaid Company Payables report, and then use the Create Check dialog to record the payables in the HawkSoft Trust Report to be exported to QuickBooks.

To select company payables

1. Generate the Unpaid Company Payables report for the carrier you are paying.

2. Check the box next to each invoice you are paying.

3. Determine if you are paying on a per-item or statement basis.

   To pay per-item

   Use this option when you are creating a separate check for each invoice.

   1. Click the Create Check Per-Item button.

      The Create Check Per-Item dialog opens.

   2. Review each line item.

      To see more information about a specific line item, click > Expand. To see more information about all line items, click Show Details at the bottom-left corner of the dialog.

      Line item fields

      Field Name	Editable?	Description
      Pay to the Order of	Yes	The name of whom the check will be written to.
      Date	Yes	The carrier statement date.
      Memo	Yes	These notes will appear on the line item in HawkSoft and Quickbooks. When you create Company payables, agency revenue, direct bill disbursements, or customer refund checks, HawkSoft adds customer and transaction information to each line in the check. This information is included when you export the check to QuickBooks.
      Amount	No	The amount paid on the invoice
      Retained	Yes	The amount you will retain from the customer payment, without sending it to the carrier. The Retained amount is only editable for line items with retained commission.
      Check Amount	No	The amount you will pay the carrier.
      Client Information	No	The client's name(s) and business name.
      Bank Account	Yes	The bank account you will be writing the check from. Depending on your Trust Accounting Setup, some line items may not have an assigned bank account. These line items will automatically expand when you open the Create check Per-Item window. Assign bank accounts to these line items before creating a check.
      Item #	No	The associated invoice number. Click on the Item # to see that invoice.
      Description	No	The description for this line item on the invoice.
      Item Name	No	The item name for this line item on the invoice.
      Do Not Transfer	Yes	Check the Do not transfer to QuickBooks box to prevent this transaction from being exported to QuickBooks.
      QuickBooks Transaction Type	Yes	Use this drop-down to determine if you want QuickBooks to queue a printed check, or if you will be using EFT (Electronic Funds Transfer). You can set the transaction type for all line items at the same time by clicking Set All QB Transaction Types, and then selecting Set to Print (to print checks from QuickBooks) or EFT (To use Electronic Funds Transfer).
      Class Code	Yes	If your agency uses class codes, you can set the QuickBooks class code for each transaction. Class codes are assigned based on the invoice.

   3. Click the Create Checks button.

   To pay per statement

   Use this option when you are paying multiple invoices on one carrier statement.

   1. Click the Create Statement Check button.

      The Create Statement Check dialog opens.

   2. Verify the Bank Account is correct.

   3. Optional: Add notes in the Memo column.

      These notes will be exported to QuickBooks.

   When you create Company payables, agency revenue, direct bill disbursements, or customer refund checks, HawkSoft adds customer and transaction information to each line in the check. This information is included when you export the check to QuickBooks.

   4. Ensure the Date matches the carrier statement.

   5. Select the EFT or Set to Print radio button.

      Set to Print - Use this option when you will print a check to the carrier from QuickBooks.

      EFT - Use this option when you will pay the carrier using an Electronic Funds Transfer.

   6. Conditional: Check the Do not transfer to QuickBooks box to prevent this transaction from being exported to QuickBooks.

   7. Conditional: If your agency uses QuickBooks class codes, verify the Class Code.

   8. For each line item, verify the following information:

      1. Verify the Retained Amount and edit as needed.

      2. Verify the Check Amount (Carrier Net).

      Click on the Item # to see that invoice.

   9. Click the Create Check button.

4. Optional: Click Create Commission Statement to create a commission statement for any of the transactions you have just paid.

   For more information, see Creating an Agency Bill Commission Statement.

5. Select Trust Accounting > To Be Exported.

6. Check the box next to each check you are exporting.

   If a company payable check is created incorrectly, click the three dots, and then click Void Item. Once you have voided the check, the company payables invoices are returned to Unpaid status.

7. Click the Export button.

8. Close the End of Period Processing and Reporting window.

If you selected Set to Print, the checks are now ready for printing in QuickBooks under New > Print Checks.

Checks created in HawkSoft will have a memo containing the client name, client ID, and policy number.

If you selected EFT, the payments are posted to your bank register in QuickBooks.

If you have received a carrier premium refund check, or a carrier refund statement credit, see Refunds and Corrections Overview.

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