Use this when a family has paid outside Sunbound (for example by check) for that month. By marking a balance as "Paid by Check", this resolves the balance, suspends payment reminders, and (if applicable) stops Auto-pay for that bill.
SOP: Mark a Resident as Paid by Check in Sunbound
Objective
This SOP explains how to update a resident’s account in Sunbound when payment is received outside of Sunbound, such as by check. Following these steps ensures the resident’s balance is updated to zero, autopay is not triggered, and reminder notifications stop.
Key Steps
1. Open the Accounts Page 0:10
- Log in to Sunbound.
- In the left-hand navigation, click Accounts.
- Review the list of current active residents and any open balances displayed on the page.
2. Locate the Resident 0:23
- Find the resident who paid offline by scrolling through the accounts list.
- If needed, use the filter/search field to type the resident’s name or payer’s name.
- Confirm you have selected the correct resident before making any updates.
3. Open the Resident’s Account 0:32
- Click the resident’s account name to open their account page.
- Verify that the account shown matches the resident who submitted the offline payment.
4. Access the Payment Options Menu 0:41
- On the account page, locate the area next to the open balance and the Collect button.
- Click the three-dot menu to open additional actions.
5. Record the Offline Payment 0:47
- Select "Paid by Check"
- Confirm the account now shows a zero balance due and that the payment is recorded as paid via check.
6. Verify Autopay and Notification Impact 0:58
- Use this process especially when a resident is on autopay but paid by check for the month.
- Confirm the balance is updated so no autopay payment is pulled.
Cautionary Notes
- Do not skip updating the account when a resident pays outside of Sunbound, especially if they are enrolled in autopay.
- Verify the correct resident account before selecting Paid by Check to avoid posting the payment to the wrong account.
- Confirm “Paid by Check” was selected so the system accurately reflects the payment.
- If the balance does not update correctly, contact support or consult the knowledge base.
Tips for Efficiency
- Use the search/filter field to quickly locate the resident instead of scrolling through the full list.
- Keep the resident’s name and payer’s name handy before starting the update.
- After saving, do a quick visual check that the balance shows zero and the payment method is recorded correctly.
- Refer to the knowledge base in the left-hand portal menu for additional guidance when needed.