Viewing account balances and moving escrow / earmarked funds in PRC

Overview

Balances & Transfers gives merchants a single screen to see exactly how much of a customer's postage funds are held in escrow versus earmarked for a specific order, drill into the transaction history behind those balances, and move funds between accounts without deleting and re-entering transactions. Every transfer creates new, fully auditable transaction records instead of altering history, so the original transactions and their accounting trail are preserved.

This article covers the merchant-facing experience in PRC: finding the feature, reading the balances screen, filtering transaction history, and completing a transfer.

Getting to Balances & Transfers

1. Log in to Print Reach Central (PRC).
2. Open the left-hand navigation menu.
3. Select Balances & Transfers.

The page opens to a customer selector at the top. Balances and transactions are always scoped to one customer at a time.

Selecting a Customer

• Customer dropdown: Use the searchable Customer dropdown and type a name to find the account. Results are limited to customers in your merchant scope.
• Include Inactive: Check the Include Inactive box to also list inactive customers in the dropdown — they appear with "(Inactive)" after the name. This is off by default, so inactive customers won't show until you turn it on.

Note: Turning Include Inactive on or off clears the currently selected customer if that customer no longer matches the filter — reselect the customer after toggling it.

Viewing Balances

Once a customer is selected, three summary totals appear at the top of the screen:

• Total Balance — the customer's combined balance across all postage accounts.
• Escrow — total funds held in escrow across all accounts.
• Earmarked — total funds earmarked for specific orders across all accounts.

Below the summary, the Accounts section shows one card per postage account, each listing:

• The account number
• Escrow amount
• Earmarked amount
• Total balance
• A progress bar showing escrow as a share of the account's total balance

Select an account card to load that account's transaction history below it. The transactions section header shows the selected account number.

Viewing and Filtering Transaction History

The transaction table lists Date, Description (labeled "Payment Number"), Type, Amount, and running Balance for the selected account. Select the chevron on any row to expand it and see:

• General Information — date created, entered by, source module/system, transaction ID, and reference number.
• Transfer Details — from account, to account, and transfer type (shown only for transactions created by a transfer).
• Notes & Communication — any notes or email log tied to the transaction.

Use the Filters section above the table to narrow the list:

• Date — filter to a date range.
• Payment Number — search by the transaction's description/payment number.
• Type — All Type, Credit, or Debit.
• Amount — search by transaction amount.

Note: If an account has no transactions matching the current filters, the table shows "No transactions found for this account."

Making a Transfer

Select the customer and the account you want to transfer from, then follow these steps:

1. Select New Transfer above the transaction table. (This button is disabled until an account is selected.)
2. Choose a Transfer Type, then fill in the account and order fields that apply to that type (see the table below).
   
3. Enter the Amount to move, and an optional note in Notes.
4. Review the Transfer Summary that appears once the required fields are filled in — it shows the amount, from/to accounts, and transfer type.
5. Submit Transfer. This button stays disabled until the form is complete and valid.

If the transfer succeeds, a Transfer Successful confirmation appears with a summary of the transfer type, from/to accounts, amount, and notes. If it fails validation — for example, the amount exceeds what's available — the amount field shows an inline message ("Amount exceeds available escrow balance" or "Amount exceeds available earmarked balance"), and the transfer isn't submitted until it's corrected. If the request fails for another reason, a Transfer Failed message explains why.

All transfers remain fully audited, generating a confirmation number and creating linked debit and credit transactions to ensure complete traceability. Balances are automatically updated in both PRC and Midnight.

Note: Selecting Cancel while the form has unsaved entries prompts "Are you sure you want to cancel this transfer?" before discarding it.

Transfer Types at a Glance

The Transfer Type field offers four options. The fields shown in the New Transfer form change based on the type selected: