Logon to the System
You will be assigned a user-id and password by the system administrator. The password is case sensitive. For example, "PASSWORD" is not the same as "password". Press the OK button when ready to continue or cancel to exit the system.
If you forget your password, it can be reset by your system administrator.
Getting Started
Checking Account Types
RPM can be set up to use both mass and individual checking accounts. Regardless of which you use, RPM will track the actual balance for each individual client.
Using a mass account has some benefits. There is only a single account to reconcile and you can print a single batch check to a vendor for multiple clients. You may also be able to get an interest bearing account due to the larger balance and this interest can be automatically distributed to the clients.
Mass Account - this is a bank account shared by one or more clients. The Representative Payee collects deposits from clients and places all deposits into a shared account. Checks are printed for all clients from the shared account.
All transactions are tracked through the shared account but RPM keeps track of the individual client's transactions and balance.
Individual Account - this is a bank account belonging to one specific client. The Representative Payee collects deposits from the clients and places them into each client's own account. Checks are printed for each client from their own account. Individual transactions and balances are tracked for each client.
Entering Clients and Initial Balances
The following items can be done before you start using RPM for live transactions:
1. Enter all of your existing clients on the Client Information screen (View, Clients). At a minimum, the information on the Basic tab should be filled out before entering transactions. The remaining tabs can be filled out at any time.
2. Print the report under Reports, Client, Client List to verify that all the client name and address information has been entered correctly.
3. Enter vendors on the Vendor Information screen (View, Vendors).
4. If you want to send a single check to a vendor for multiple clients, click the Batch Checks option for the vendor. Do the same for the different client types under Utilities, List Maintenance, Client Type. If both the vendor and client type are set up for batch checks, the batch check option will be turned on by default when you enter a transaction for that vendor and type of client. Otherwise, you can check it manually on each transaction you want as a batch check.
5. Set up the categories you want to use for deposits and payments under Utilities, List Maintenance, Deposit Type and Payment Type. If you want to word them differently later, it's not a problem since the changes will be reflected in any existing transactions already using the category.
6. Use the Schd Pmts and Schd Deps buttons to set up any recurring scheduled payments and deposits. Enter the
Next Payment date or Next Deposit date for the first time you will process transactions in RPM.
7. Set up your checks for printing using the Check Layout screen under the Utilities, Set Up menu.
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RPM User Guide
When you are ready to go live:
1. Reconcile your bank account. You will need the reconciled balance for each client and any remaining uncleared checks and deposits.
2. Use the Enter Deposit button under the Transaction Information screen (View, Transactions) to enter each client's current reconciled bank balance.
3. Use the Reconcile screen to mark all of the existing deposits as reconciled. The Cleared Balance on the Reconcile screen should match your current reconciled bank balance.
4. Use the Enter Deposit button to enter any remaining uncleared deposits.
5. Use the Enter Payment button under the Transaction Information screen to enter any remaining uncleared checks.
Enter the original check number in the Payment Method or select EFT for electronic transactions with no check number.
6. Print the report under Reports, Balances, All Balances - By Client to make sure all client balances in RPM match your existing balances.
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