Checkout Process - Reconciling and Confirming Calls

In this article:

• Overview
• Reconciliation
• Reconciling from the Checkout Screen
• Reconciling from the Call Screen
• Confirmation
• Confirmation from the Checkout Screen
• Confirmation from the Call Screen
• Customers using QuickBooks or Sage 50
• Customers using TOPS Simple Billing
• Important Information About Call Confirmation

Overview:
There are two steps involved in finalizing calls so they are ready for billing and can be reported as revenue: Reconciliation and Confirmation. These two steps must be performed conscientiously so that the proper information is captured in each call and passed to Accounts Receivable for billing. Each company will accomplish these steps in different ways – the process can be adjusted to fit the needs of your company. The following is a general description of the process. 

Reconciliation:
When you receive paperwork or money from a driver or employee, you will Reconcile that paperwork and money so that you know you’ve received it. 

There are two types of Reconciliation: 

1. Payment Reconciliation occurs when you checkout an employee who has received payment for services associated with a call. For example, a Driver running a Cash Call or a Lot Manager releasing a vehicle.  Note: If using TowPay for credit card processing, the payments will be applied as auto-reconciled in TOPS.
2. Call Reconciliation occurs when you checkout a driver who has performed services associated with a call and an invoice is turned in summarizing the services performed.  Note: Call Reconciliation triggers Driver Commissions and Pricing Audit Logs, therefore it is important to reconcile quickly once calls are completed.

There are two ways to accomplish Reconciliation: 

1. Reconciling from the Checkout Screen: Users can reconcile multiple calls at a time using the checkout screen. The checkout screen presents a concise list of calls that have not yet been reconciled.
2. Reconciling on the Call Screen: Users can reconcile a single call at a time using the call screen. If using this method, users search for calls on a call by call basis to pull the calls to be reconciled.   

Reconciling from the Checkout Screen:
Access the Checkout screen by navigating to More > Checkout. 

There are 3 different options to return a list of calls that have not yet been reconciled:

1. Checkout Calls: Unreconciled Calls
2. Checkout Driver: Unreconciled Tows and Retows*
3. Checkout Employees: Unreconciled Payments Received

*Note: It is best practice to Checkout Drivers first and Employees second. If you do them in this order, you will potentially only touch a call twice because you can Confirm a call when you are checking out the Employees who released the vehicle. 

Select option, Checkout Drivers: Unreconciled Tows and Retows

Then you can select the Driver you need to checkout. 

This will return a result of all calls that need to be reconciled for that Driver only.

Checkout for Drivers requires the following two important tasks: 

1. Verify that the driver has turned in the appropriate paperwork for each completed call. 
2. Verify that the driver has turned in any payments received for a call.

To edit the payment information from the Checkout screen, click once on the call. This action will bring up the call in Edit mode. Make any necessary changes to the Payment information, then Save. You will automatically return to the Checkout screen. 

As you verify that the amount of money submitted for the paid calls is correct, click the Reconcile button for each call. 

When all calls are reconciled, click the Save button at the bottom of the screen. The reconciled calls will disappear from the Checkout window.

Note: Drivers do not receive commission for a call until that call is reconciled, so it is important to complete this step as expeditiously as possible – especially at the end of a pay period. When you Checkout a Driver, you are reconciling any payments the driver received for a call as well as the Call itself.

Note: While reviewing the calls being reconciled, this is a good time to also confirm pricing, PO / RO numbers and any other information required for the call record.

Select option, Checkout Employees: Unreconciled Payments Received

Then you can select the Employee you need to checkout. This will return a result of all calls that need to be reconciled for that Employee only. 

Note: Start Checkout with Employees responsible for Lot Management. Checkout of an Employee accomplishes Payment Reconciliation – which must be completed prior to reconciling the Call itself.  

Follow the same procedures as checking out a Driver: 

1. If needed, click on the call to make any necessary changes to the Payment information
2. Save and return to the Checkout screen
3. Once payments are verified, select the Reconcile button next to each call
4. Save
5. The Reconciled calls will disappear from the Checkout screen
6. Select the next Employee to Checkout

Reconciling from the Call Screen:

1. Click on the Calls menu item. 
2. Click on the Find button at the bottom of the screen.
   
3. Enter the Call Number or Tow Ticket Number > Get Results. The specified call will appear on the Call Screen.  Tip: If the call screen is already in Find mode, the user can go straight to the Call Number field; enter the call number; press Enter(on your keyboard).
   
4. Verify all of the Call Information including price and required information. 
5. If Payments exist, click on the Payment tab and verify that the payment information is correct. Verify:
   • Type = Cash, Credit Card, or Check
   • The Amount, Card Type, Check/Credit Card number, Authorization number if applicable. 
   • Receipt Type = Department that received the payment
   • If the name in the Received By field is incorrect, click on the down arrow to view a list of available employees. Select the correct employee from the list. 
   • Hover your mouse over the top of the Payment section to view the toolbar.
     
   • Click the Reconcile button. This will automatically add a date/time stamp to record Accounting’s receipt of the payment. 
   • After the Save button is clicked, TOPS will automatically fill in the Reconciled By field with the User ID of the person who filled in the Reconciled Date.
6. When you’ve verified that all of the information is correct, and have Reconciled the payment, click on Actions > Reconcile Call. 
7. Repeat steps 2 through 6 for every call that needs to be Reconciled.

Confirmation:
Confirmation is accounting’s final check that all information associated with a call is complete and accurate. Invoices will be created based on the information entered in the call. 

Note: A call cannot be confirmed until all payments associated with the call are reconciled and the call is reconciled.

Caution: It is very important that this step is performed conscientiously and accurately. Information associated with a call cannot be changed once that call is confirmed. 

Confirmation from the Checkout Screen:

1. Access the Checkout screen by navigating to More > Checkout
2. Select option, Checkout Releases: Unconfirmed Calls Released
3. Then you can work on the full list or select the Employee’s calls you would like to work on. This will return a result of all calls that need to be Confirmed for that Employee only. Note: If you selected an employee but want to go back to the full list, click into the field and press the esc key to clear out the field.
4. Verify all of the Call Information.  Note: This is your final opportunity to add or edit PO numbers, RO numbers, and all other call information. 
5. Click on the Payment tab and verify that the payment information is correct. 
6. Click on the Inventory tab and verify Date In, Date Out, and Disposition.  
7. When you’ve verified that all of the information is correct, click on the Save button and you will be returned to the Checkout screen.
8. Click on the Confirm button if you determine the call is Confirmable.
9. Repeat steps 4 through 8 for every tow ticket that needs to be confirmed and then click Save.
   

Confirmation from the Call Screen:

1. Click on the Call button at the top of the screen. 
2. Click on the Find button at the bottom of the screen. 
3. Enter the Call Number or Tow Ticket Number > Get Results. The specified call will appear on the Call Screen 
4. Verify all of the Call Information.  Note: This is your final opportunity to add or edit PO numbers, RO numbers, and all other call information. 
5. Click on the Payment tab and verify that the payment information is correct. 
6. Click on the Inventory tab and verify Date In, Date Out, and Disposition.  
7. When you’ve verified that all of the information is correct, click on the Save & Stay button.
8. Click on Actions > Confirm Call > click Confirm Call again in the modal window. The call will then show a status of Confirmed in the upper right corner.
9. Repeat steps 2 through 8 for every tow ticket that needs to be confirmed.

Note: Revenue for a call is recorded once the call is confirmed. An end‐of‐the‐month accounting 'closing period’ is supported by TOPS. This ‘closing period’ allows call revenue to be properly recorded in the month that the call was actually completed. This closing period is set to five calendar days by default, but can be modified to be any number between 0‐30, but should not exceed the number or calendar days in the month.  In addition, this number can be modified as needed, and on a month‐to-month, or even day‐to‐day basis. Calls completed in one month must be confirmed by the closing day of the next month to be included as revenue for the month in which they were completed. A call that is completed in one month, but not confirmed until after the closing day of the following month, will be counted as revenue for the month in which the call is confirmed.  

For customers using QuickBooks or Sage 50: Once a call has been confirmed, it is extracted for accounting purposes at 4:00 AM Eastern the next business day. Until the call is extracted, it can be 'Unconfirmed' to correct any errors that may have occurred. Once a call has been extracted, it cannot be unconfirmed, and is 'fixed' in the TOPS system. None of the information associated with a call can be changed in TOPS once that call has been confirmed and extracted. If any changes to the Invoice are required, such as Bill‐To Customer changes or changes to the invoice amount, they must be made in your accounting system.  These changes are requested and processed through your Accounts Receivable department. A report called ‘Calls Completed but not Confirmed’ is available as a management tool. 

For customers using TOPS Simple Billing (Payments Screen): Once a call has been confirmed, it is available for invoicing and payment against the invoice through the Payments screen. Calls Confirmed are editable through the unconfirm process from the call record. However, calls should not be edited after being paid in full. A report called ‘Calls Completed but not Confirmed’ is available as a management tool.

Important Information about Call Confirmation: 
If a Payment has been applied to the Call and Reconciled within TOPS, and the Bill‐To Customer on the invoice must be changed, the Terminal must request the Customer change through TOPS Support. 

Back to Top