Using AP52 for loading excel spreadsheet with refund payments to patients

Hi - We have a large amount of refunds that need to be created for One Time Vendors. These refunds are to patients that paid with a credit card and our credit card application does not work with our patient billing software. We are looking to do these by using Microsoft Addins and uploading to AP52. The issue that I am coming across is how to upload a file for the distributions in AP52.3. If I upload the file to AP52 for the vendor aspect and create all one time vendors for these refunds, do I have to create another upload for the distributions? I can't interface them until the distributions are applied and I don't want to have to manually enter distributions for 200+ refunds. The interface is the only process that will create the one time vendor number.

If anyone has an upload that would be willing to share - it would be greatly appreciated.

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Comments

unknown

If the distribution needs to go to multiple lines, then yes, you need a second upload. If they are posting to one line, then create a distribution code that maps 100% to that one line and you need only create one upload to AP52.

unknown

Of course, you need to add the distribution code to your upload for each invoice. We use a clearing account, by facility, so we have a distribution code for each facility that maps to the appropriate clearing account.

amacknig

another option is use CB55 to create refund payments to AR Customers..you just one AP Vendor that you set up in order to create checks from the CB55

unknown

We have the same issue, need to refund and the new system doesn't do that properly. So the AP department has to load & send out paper checks. We don't have Addins so we use AP510 (vendor load) and AP520 (invoice load). It's the older system but works well. I can share if you are interested. I definitely can't help with Addins though.

cpashley

Hi Marybeth - this would be a one line distribution. I like the idea of creating a distribution code and using the addins to upload that code. I would not have to do anything with AP52.3 then, correct? Everything can be done by using the AP52.1 form.

hunter-duan

We do refunds on a weekly basis and use the CB55 screen, this way 1 vendor is created and multiple Payee's can be paid/refunded without having to set up a new vendor for each payment/refund that is needed. We use the Microsoft excel addins for the upload. I would be glad to send you a dme file of our upload as well as the process instructions that I wrote that walks you through the process. There will be changes as I am sure our pay codes/cash codes etc are different from yours. Just let me know if you need further help or would like these documents.

Currently the only thing we use the AP52/AP520 for is when we are bringing over garnishments/deductions that need paid out from payroll. Payroll creates those and then we bring them in using the AP520 and make any necessary adjustments using the AP52. This screen would require a new vendor for each payment you are wanting to create and I wouldn't recommend using it for refunds and having to create new vendors for all.

unknown

I would like to see the CB55 dme and procedures if I may.

cpashley

Hi Beth - this sounds like the process that I would really like to attempt to use. Please forward any documentation that you have and THANK YOU for sharing. My email is tammy.wiese@ssmhealth.com.

jreese

I agree with those saying to use CB55 over AP52. There is also an importdb process that can be used that will load the file to CB54 and then I believe you run CB554 to move it into CB55, similar to the GLIMPORT into GL65 and then processed through with GL165. We get a refund file 5 or 6 days a week from our clinical system and process the file using IPA much like if I were to do it with add-ins but without the manual labor.

hunter-duan

Send me an email to beth.russell@mymlc.com and I will share.

hunter-duan

Please email me at beth.Russell@mymlc.com and I will send to you

unknown

Tammy - yes - just upload to AP52.1 - you'll see that there is a "distribution code" field on that screen.

I really like the "CB Payments" option that I know many organizations have adopted. After some improvements were made by Infor, we reviewed the process again in Nov 2015 and decided to continue with the AP52 option. Here is the decision documentation that we put together. If there were even more improvements with v10 - please let me know if I should encourage our users to re-look at this.

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After reviewing the functionality available, it was decided that CHS would continue to utilize one-time vendors for patient refund processing. The following are some areas that indicate that CB Payments does not support the needs of CHS.

1. No invoice number is utilized in CB55. A reference number field is available, but is only 10 characters long. This is not adequate to support our current patient account number length.

2. No invoice number is utilized in CB55. A “description” field is available, and is displayed in the CB150 report. However, this field is not included in the AP161 output, and therefore is not available for check printing. Additionally, this field does not appear in the drill-around screens.

3. CB150 would be utilized to confirm completeness of interfaced transactions. Currently we compare both record count and dollar amount from system reports to batch totals for interfaced records before releasing a batch. The CB150 includes a total dollar amount, but not a record count.

4. After the group review, prior notes were reviewed and CB255 can be used to report on released, unreleased, or paid CB Payment records. Note that CB255 can not be run by process level. From prior notes/response from Paul Sterzinger/Infor: CB255 is the correct program to report on Unreleased, Released and/or Paid CB Payments. You can print all statuses or select a particular one on the Transaction Status field. At this point there is no way of un-releasing, modifying or deleting a released CB payment. This is on our list of known client issues.

5. AP150 does not print the payee information.

Perhaps the largest issue above is the invoice number/vendor search option. CHS includes the patient account number in the vendor search name in AP10. This facilitates a review of the vendors created for refunds by the patient account number and is heavily relied on.

cpashley

Mary Beth - I have been testing this process and have come across one problem - When the AP520 is ran in update mode, the invoices are going to AP30 with Distributions out of balance. Are you running 2 uploads? One upload bring an invoice into AP52 with distributions and then another upload to release the invoices so they distributions are not out of balance?

unknown

Tammy - are you using a distribution code that is set to record 100% of the invoice amount to a set GL AU/Acct? If your distribution code is in your upload, you shouldn't need a second upload. Dist code setup for us looks like this:

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