Correcting Misapplied BillPay ACH Payments
Correcting Misapplied BillPay ACH Payments
BillPay ACH payments in CINC Core are auto-matched using the payer’s BillPay setup details. This automation speeds up payment allocation. It can also occasionally misapply a payment. This explains how auto-matching works, what can go wrong, and how to correct an error.
Understanding BillPay ACH Payment Auto-Matching
When a homeowner sets up BillPay through their bank, they provide account and reference numbers. CINC Core uses those numbers to match each payment to the right homeowner and association. The matching process relies on two things:
Account/Reference Numbers: These numbers identify the correct association and homeowner. If they match an association ID and homeowner ID in CINC Core, the payment is applied to that record.
Automated Logic: The system does not check the payer’s name. It matches the account and reference numbers alone.
If a BillPay account/reference number overlaps with an association ID and homeowner ID in CINC Core, the payment can land on the wrong account. A number meant for one association may match another that shares a similar numerical pattern.
General Steps to Correct Misapplied Payments
If a BillPay ACH payment lands on the wrong homeowner or association:
Identify the Misapplied Payment. Locate the payment in the incorrect homeowner’s ledger. See Viewing Homeowner’s Transaction History.
Reallocate the Payment. Move the payment from the incorrect ledger to the correct homeowner’s account. See Adjusting a Homeowner Ledger.
Verify BillPay Setup. Confirm the payer’s BillPay setup has the correct account and reference numbers. This prevents the mismatch from recurring. Accurate BillPay setup details keep payments on the right account and reduce future errors.
Submit a case to CINC Support. If misapplied, those payments will continue to auto-match to the incorrect accounts. Submit a case to CINC Support to have the accounts disabled for auto-matching.