This chapter contains the following topics:
Printing a List of Payment Codes
Use this selection to create payment codes used in A/R Cash receipts, A/R Invoicing and O/E Order processing. A payment code will be required each time a payment is entered if you set the A/R Control information Invoice pmt type field to Multi payments. If you do not have A/R installed you cannot set up payment codes.
Multi-payments is licensed separately. Contact your PBS provider if you want to acquire multi-payment processing. In order to provide credit card processing, you must have an account with a merchant services provider. PBS uses X-Charge. For more information, see Multi-payment Setup appendix in the A/R User documentation.
Payment codes allow you to process different types of payments in different ways. For example, you might want to define two payment codes for two types of checking payment transactions; CK1 for checks under $50.00 and CK2 for checks equal to or over $50.00. You might further require authorization for payment type CK2 but not for payment type CK1. Each code could have a different cash account.
Payment codes also allow you to track different type of payments independently. For example, you may define a separate code for each credit card your company accepts and assign a different cash account to each. This would allow you to produce a separate reconciliation report for each credit card.
Cash Accounts and Check Reconciliation
Each payment code, except A/R terms, may be set up to post to a different cash account. This is useful for tracking credit card payments separately from cash and check deposits. If you use Check Reconciliation then you may reconcile your credit card statement separately from the bank statement.
Cash Accounts and General Ledger
If you are using General Ledger, you may want to use the same main account for each cash account, with the sub accounts being separate for each. If you want to report them together on a financial statement, you may combine the accounts in G/L using sub account groups.
You may use this selection to enter payment codes or to change payment codes. You may also use this selection to delete unused payment codes.
Payment codes are entered under the CTL (System control) menu selection.
Select
Payment codes from the CTL Setup information menu. The following screen displays:
Graphical Mode
The list box displays up to 6 existing payment codes at a time. You may sort the list by code # or type, either in ascending or descending order. Click on the column name or the arrow to the right of the column name to change the sort or use the View options. Only column names in red may be sorted.
To find a payment code via the list box, the focus must be on the box (the data displays as blue). To locate a code, start typing the number or type, depending on which sort field is selected. You may also use the up/down arrows, Page up, Page down, Home and End keys to locate a payment code. The <F1> and <SF1> keys function the same as the up/down arrow keys.
Payment codes that display in the list box are available for changes or deletion. The fields for the selected payment code display in the lower part of the screen.
When a code is found, you may select the <Enter> key or Edit button to start editing.
When you are adding or editing a Payment code you have the following button options:
| Button | Keyboard | Description |
|
New |
Alt+n |
Add a payment code |
|
Edit |
Alt+e |
Edit an existing payment code |
|
Delete |
Alt+d |
Delete an existing payment code. You may also use the <F3> key. See Cash Account Deletion |
|
Save |
Alt+s |
To save a record you added or edited |
|
Save/New |
Alt+w |
To save what you added or edited and start entering a new payment code |
|
Cancel |
Alt+c |
To cancel adding or editing a payment code |
|
Exit |
Alt+x |
To cancel adding or editing a payment code. To exit to the menu. You may also use the <Esc> key |
Menu Selections
The menu selections are at the top of the graphical screen. Most of these menu selections are the same from one screen to another. However, the Print menu selection is unique to this screen because it accesses the payment codes list printing. See Printing a List of Payment Codes
Character Mode
Enter the payment code fields. You assign different cash accounts for each payment type. If you use the same cash account for each type, then you may only need one payment code for each type.
Enter the user defined payment code or use the option:
|
<F1> |
To scan through the payment code file |
You may NOT enter a payment code that is the same as a Terms code in A/R. If you do, then the message AR terms code already on file will display.
|
Format |
Up to three characters |
|
Example |
Type CA for a Cash payment code |
Enter an optional description of the payment code.
|
Format |
Up to 15 characters |
|
Example |
Type Cash for the description |
The payment code types supported include the following:
| Character mode | Graphical Mode | Description |
|
CA |
Cash |
Cash payment type. |
|
CC |
Credit card |
Credit card payment type. |
|
CK |
Check |
Check payment type. |
|
Format |
Graphical: Select from the drop down list Character: Two characters, either CA, CC, or CK |
|
Example |
Type CA to define this payment code as a credit card type. |
An A/R terms is related to, but different from payment codes. See the Terms chapter in the Accounts Receivable user documentation. During entry of an invoice, when you select A/R terms in the payments window, then the terms assigned to the customer is used. For invoices, you may select part of the total amount to go to terms and pay part of it using a payment code.
Enter a valid cash account number that will be associated with the payment code. All payments made with this payment code will be credited to this account. The AR Terms type does not allow entry of a cash account number.
|
Format |
Your standard account number format, as defined in Company information |
|
Example |
Type 1000-000 for the cash account that will be credited by this payment code. |
This field is only used for credit card (CC) and check (CK) payment types. It is not available for a cash (CA) payment type. Your entry in this field determines whether the user is prompted to enter an authorization code when accepting the payment type.
|
Format |
Graphical: Check box where checked is yes and unchecked is no Character: One character, either Y or N |
|
Example |
Check the box or type Y to prompt the user for a credit card authorization code |
Select the Save button to save your entry. See the Payment Codes Buttons for the other options.
Character Mode
Field number to change ?
Enter the number of the field you wish to change or use one of the options:
|
<Enter> |
To save the information you have just entered for this payment code. |
|
<Esc> |
To discard entered or changed information for this payment code. |
Use this selection to print a list of payment codes.
If you do not have A/R installed, you will not be able to print a list of payment codes.
Select
Payment codes from the CTL Reports menu. The following screen displays:
Graphical Mode
Character Mode
Enter a starting payment code to print on this report or use the option:
|
<F2> |
To default to the "First" payment code on file |
Enter an ending payment code to print on this report or use one of the options:
|
<F2> |
To default to the "Last" payment code on file |
|
<Enter> |
To default to the Starting payment code |
With graphical mode select OK to print the report or Cancel to return to the menu.
Field number to change ?
Using character mode enter the number of the field you wish to change or use one of the options:
|
<Enter> |
To save the information you have just entered and print the Payment code list |
|
<Esc> |
To discard entered or changed information for this list |