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Payment Break-Down Sheet (PBS)

Video: 

PBS Screen

Tutorial:

 

13 STEPS

1. Open PBS (Payment Breakdown Sheet)
The PBS tab allows you to record how payments should be collected.

 

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2. 1) Pre-Paid: payment has already been received
2) Billing Payor: you will be billing at a later time (insurance is sending payment in mail, eft, etc.)
3) Due At Delivery: payment should be collected when the vehicle is picked up at delivery

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3. The goal of this screen is to record where you will be receiving all payments from so that the "Difference" box balances to 0 at the bottom.

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4. The Original Insurance Payment in the amount of $3000.00 has already been received. Reflect it in this screen.

Type in 3000.00 and Click the Notes Section to enter a note.

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4b. Click

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5. The customer owes a $500 deductible.

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6. The deductible is Due At Delivery

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7. Enter 500.00 in the box and click the notes box to enter a note.

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7b. Click

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8. We are going to bill the insurance the remaining supplement. (Billing Payor)

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9. Type 531.50 in the box and click the Notes box to add a note.

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9b. Click

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10. Once the Difference box balances to 0.00 it will turn green. Click Approved Break Down

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11. The PBS Tab now says "Apprvd".
If a supplement is brought in after the PBS has been marked as approved, it will remove the checkbox. The new totals will need to be reflected in the form and approved again.

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12. You can quickly view the Amount to Collect at pick up here.

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13. That's it. You're done.
To read more about the PBS screen visit Payment Break - Down Sheet (PBS)

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Here's an interactive tutorial

** Best experienced in Full Screen (click the icon in the top right corner before you begin) **

https://www.iorad.com/player/2347589/PBS

 

 

Payment Break Down Sheet (PBS)

The Payment Break Down Sheet (PBS), located in the Customer Folder under the PBS tab, is used to record how payments for a repair should be collected.

When You First Open the PBS Tab

When you first click the PBS tab:

  • If there is a deductible or betterment on the Folder that is different from what is currently on the PBS tab,
    you will be prompted to either:
    • Replace the PBS field with the estimate amount, or
    • Keep the existing PBS value as 0.00.

Make your selection based on how you intend to collect payment from the customer and/or insurer.

 

How the PBS Is Structured

Below is an example of how a PBS tab might be filled out.
The goal is to balance the totals entered on the PBS against the estimate totals so you can determine how much should be collected at Delivery.

For each amount (e.g., deductible, betterment, customer pay, etc.) there are three columns:

  1. Pre-Paid
    Amount already collected.

  2. Billing Payor
    Amount that will be billed later (e.g., to an insurer or other payer).

  3. Due at Delivery
    Amount that should be collected when the vehicle is picked up.

Saving Changes

  • There is no Save button on the PBS screen.
  • Changes are saved automatically when you click out of a field (i.e., when the field loses focus).

Balancing and Approving the PBS

At the bottom of the PBS, you will see a Difference field.

  • When everything is balanced, the Difference will show 0.00 in green, and the PBS can be approved.

  • If there is a Difference between:

    • the way you have distributed the total amount to be collected (Pre-Paid / Billing Payor / Due at Delivery), and
    • the estimate total,

    the Difference field will appear in red, and the PBS cannot be approved until it is corrected and shows 0.00 in green.

  • Once you approve, the PBS tab will show 

Changes After Approval

  • If a change is made anywhere on the PBS after it has been approved, the approval checkbox will be cleared.
  • After making changes, you must:
    1. Re-balance the PBS until the Difference is again 0.00 in green, and
    2. Re-approve the PBS.

Example from a CCC Estimate

Below is an example of how a PBS screen might be filled out using a CCC estimate.
(Use this example to see how deductibles, betterments, and other amounts are distributed across Pre-Paid, Billing Payor, and Due at Delivery.)

 

 

Re-Approving the PBS When the Estimate Changes

If the PBS is already approved and the estimate total changes (for example, due to a supplement or revision):

  1. Review the updated estimate totals.
  2. Adjust the PBS distributions (Pre-Paid / Billing Payor / Due at Delivery) as needed.
  3. Ensure the Difference field returns to 0.00 in green.
  4. Re-approve the PBS tab.

 

Integrated Credit Card Processing (If Enabled)

If your company is using Nexsyis’s integrated credit card processing feature, see the separate help document on using the Request Payment button for detailed instructions on:

  • Sending payment requests
  • Processing card payments
  • Applying those payments to the PBS

 

 

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