Process to Close a Client Account

Stratus Rep Payee monthly subscription invoices are based on the actual number of ACTIVE individuals maintained in the system. As individuals no longer receive services from your agency, make sure to follow these steps to make an individual inactive in the system. This will ensure inactive clients are excluded from billing.

You typically would not want to delete a client record unless it was entered in error. All information and transactions about the inactive client are maintained in the system. If an individual returns to service, they can be made active.

Process to Close an Individual Account

  1. Complete final income entries: See Income - Enter Income
  2. Complete final expense entries: See Expenses - Enter Expenses
  3. Once all final income and expenses have been processed, complete an expense entry to zero out the client account.
  4. Process the final check to zero out the client account.
    1. If there is a balance for the client, they will be counted as an active individual.
  5. Inactive Status
    1. In the CLIENT MASTER, MAIN tab > Status - select INACTIVE.
    2. While the inactive date does not appear, the client will be marked inactive as of the date you make the change in the Client Master.
    3. If a person is marked INACTIVE on the second of the month, they will be counted in the monthly count for the one day they were active.
  6. Vendor Master - Inactive Status
    1. In the VENDOR MASTER, Main tab > Status - select INACTIVE.
  7. Recurring Income: If you use recurring income, delete the client's recurring templates.
  8. Recurring Expenses: If you use recurring expenses, delete the client's recurring templates.

View Inactive Clients

  1. Every time you open the Client Master, only ACTIVE individuals will be available to select based on the status selected for the individual.  
  2. If you click the browse field, inactive clients will not appear on the list.  
  3. To see inactive clients, click INACTIVE on the CLIENT STATUS FILTER.
  4. To see both active and inactive clients, click ALL on the CLIENT STATUS FILTER.

4/2024

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