How To Process And Apply Incoming Check Payments

Learn how to record incoming checks and correctly allocate them to specific customer invoices and policies within the Ascend dashboard. This guide simplifies the payment reconciliation process to ensure your accounting records remain accurate and up to date.

Jack Brown
13 steps
29 seconds

Useascend

Initial Check Upload

Navigate to [dashboard.useascend.com/accounting/incoming_payments](https://sandbox.dashboard.useascend.com/accounting/incoming_payments)

Click "Upload check"

Checks should be endorsed as follows before depositing into Ascend:\ Pay to the order of \ Grasshopper Bank\ 026015244\ For deposit only\ <Your Agency's name>

Upload three files: - Scan of the front of the check - Scan of the back of the check, endorsed - Copy of the Ascend invoice (or broker invoice)

Payment Data Entry

Click the "Check amount\*" field and enter the amount of the check

Enter the name of the insured

Enter a memo (can be policy number, etc.)

Confirmation and Access

Click "Confirm"

The check has been deposited and now needs to be reconciled. You should keep the check on file until funds clear, at which point it can be shredded.

Select the newly uploaded check, which will have a status of "Not applied"

Invoice Retrieval

If the payment is from an insured, ensure "Customer invoices" is selected in the dropdown next to the search bar. If the payment is for return premium/refund from a billing company, switch the toggle to "Return invoices"

Click the "Search by" field.

Enter the name of the insured or policy number to search for open invoices

Payment Application

Select the matching invoice from the search results.

If the invoice doesn't appear, confirm it has been billed in Ascend by using the search bar at the top of the page.

Click "Apply payment" and confirm to finalize the application.

You're done! For more information on more complex reconciliations (ie partial payments), see additional guides [here](https://scribehow.com/o/5O6Pab-sTGWf1lwtVz89tw/viewer/How_to_Resolve_Partial_Incoming_Payments_in_Ascend__hy6FWDD3RMylKbsmFc060A)