The Payer Status Widget in LineLeader allows administrators to track, apply, and reconcile third-party subsidy payments. This tool is especially useful during the remittance process and helps ensure transparency, accuracy, and proper allocation of received funds.
Accessing the Payer Status Widget
To access the payer status widget, navigate to your billing dashboard and scroll down to the “Collections” section and find the “Payer Status” widget. Click “Receive Payments” button.
Start by selecting your desired filters. First, choose a payer from the dropdown list. Then, click into the date range field to open the calendar and define the period for which you are looking for. You can select from predefined options or enter a custom date range.
After setting your filters, click the update button to view the results. The widget will display a list of children associated with the selected payer and date range. For each child, you will see the family’s copay amount, the original third-party subsidy balance, and the open third-party balance. You can apply payments by simply checking the box next to a child’s name, which will automatically apply the full amount listed.
Applying Subsidy Underpayments
If a partial payment needs to be applied, you can now use the new detail view by clicking the arrow next to the child’s name. This will allow you to manually enter the actual amount received. The system will then calculate and display the remaining unpaid balance next to the “Remaining Payer Balance,” label helping you track what portion of the subsidy is still outstanding.
In the event of an underpayment, the remaining balance can be reallocated. Click “Add Allocation” to begin.
Enter the amount you wish to reallocate and select the destination from the dropdown options.
You can log the reallocation of the funds to many different types such as the family, a write-off, or a discount account.
If funds are reallocated to the family, a new invoice will automatically be generated so the family is aware of the updated balance and will receive a notification that payment is required.
If funds are reallocated to a write-off or discount, the adjustment is logged on the existing invoice without creating a new one.
Multiple reallocations are supported, and all calculations will update in real time.
If you need to make corrections, you can delete an allocation by clicking the red “X” in the top right corner of the allocation box.
After reviewing and finalizing your payment allocations, you can enter any notes and click the “Submit” button. A confirmation screen will appear, summarizing the changes you’ve made and prompting you to enter a check or reference number. You will also have the option to upload any supporting documentation, such as a remittance form.
Receiving Subsidy Overpayments
If you receive more than origionally invoiced to the subsidy, you may also use the Payer Status widget to log an overpayment!
In the “Amount to Apply” box, enter the full receipt of payment. In this example, we originally invoiced $750.25. However, the subsidy provided $800, which is the amount we will enter into the box.
The system will automatically detect that the “Amount to apply” is greater than the original amount invoiced. A new box will appear asking what you would like to do with the overage, in this case $49.75
From the “Apply Overpayment” box, select the destination of the overpayment. You have several options
Adjustment Account: Adjust the amount of the overpayment to a designated adjustment account for when you do not wish to log the overpayment as revenue by creating a new invoice
Agency Refund Account: Adjust the amount of the overpayment to a ledger that is designated to be returned to the subsidy at a later date outside of Manage.
Note: Accounting activity currently maps to the Agency Adjustment General Ledger.
Credit Memo – Payer: Creates a “Prepaid [Payer Name]” credit memo to the parent’s account. This credit will only be usable by the third-party payer in the future.
Credit Memo - [Parent’s Name]: Creates an “Excess/Overpayment by [Payer Name]” credit memo to the parent’s account. This credit will be usable by the parent in the future.
Unapplied Cash Account: Log the receipt of an overpayment and place the overpayment in a holding pattern until you determine where to place those funds. In this instance, admins may log the receipt of these funds and manage the balance completely outside of Manage
Note: To ensure this accounting data is mapped to the correct ledgers, please ensure the fields are properly mapped. To learn more, visit Understanding Ledger Billing Maps if you utilize an accounting integration with LineLeader.
Saving your remittance as a draft
Continue this process for all of the children on your remittance form. If you need to navigate away from this page, you will be asked if you’d like to save your progress as a draft. You may return to your draft at any time to resume your reconciliation process.
If you choose to save a draft, other users will be blocked from reconciling the same period for the same payer you are working on. This prohibits users from reconciling the same data and overriding a coworker’s progress.
Submitting your remittance
When complete, tap “Submit Now” to apply your credits to the invoices selected.
You will be prompted to enter in a check number or reference number and upload and supporting documentation you may with to reference later.
After tapping "Yes, confirm payment(s)", you will be asked if you’d like to create a batch deposit for this amount.
By selecting “Create Deposit” you will be prompted to enter a memo or reference number. Saving this entry will immediately create a grouped deposit on the Bank Reconciliation Report and Ledger Detail Report
By selecting "Continue without deposit" these credit will instead be sent to the "Recent Manual Payments" widget where they can later be batched into a larger deposit.
Note: You must have a mapping set for “Undeposited Funds” for this process. To configure this setting tap Billing > Configuration > Settings > Billing Ledger Maps > Undeposited Funds.
Saved Reconciliations
The Payer Reconciliation interface in LineLeader now includes enhanced functionality that allows administrators to view and manage previously submitted reconciliation records. This feature ensures that historical payment data and associated documentation remain accessible long after the original deposit has been submitted.
To access previously submitted reconciliation statements, navigate to the Payer Reconciliation page and click on the “Saved Reconciliations” tab. Once there, click into the date range field to open the calendar. You can choose from preset timeframes or define a custom date range to filter results across any specific period. After selecting the desired range, the system will display all reconciliation records submitted within that window.
Once you've selected the desired date range the corresponding reconciliation records are displayed, each entry will include two download options. You can download a CSV file containing all the reconciliation details submitted in that batch. If any relevant supporting documents were uploaded at the time of submission, these uploaded documents are available via a dedicated download link alongside each reconciliation record. These features make sure that you can easily retain, retrieve, and reference critical documentation.
The Payer Status Widget LineLeader provide a complete and flexible solution for managing third-party subsidy payments. From applying and reallocating funds to accessing historical records and supporting documentation, these tools streamline the reconciliation process.