Summary

The Quick Type Entry window is used to add a type code on a receipt, but is mainly designed to reduce data entry when entering multiple type codes on a single receipt. The Quick Type Entry window is opened by selecting Quick Enter Type from the Create drop-down menu at the top of the Cash Entry window when the Detail tab is open. (The function of the Create icon   changes depending on which tab is open in the window, so the Quick Enter Type option will only display when the Detail tab is open.)

This is an optional feature because you can also add type codes to a receipt using the standard method of selecting the type code in the Type Code Selection window.

Step by Step

1     Open the Cash Entry window.

• The Cash Entry window is used to enter payments.
• There are two ways to open the Cash Entry window: (CR> Cash Receipts> Enter Receipts> INSERT) or (CR> Cash Receipts> Cash Entry). Some organizations restrict access to the Enter Receipts menu option because it displays all receipts in the batch. The Cash Entry menu option only displays the receipt that is being created.

2     Attach a customer to the receipt.

• Select a customer and customer account if you would like that information to display on the receipt. The payment of the type code will not affect the balance of the customer account included on the receipt unless the type code is creating a UB deposit.
  • You are not required to enter a customer number or customer account when creating a receipt using a type code because the receipt will not affect the customer account balance. The advantage of including a customer number on the receipt is that the customer information can be included on the slip and will be included in Cash Receipts module reports.
    • The customer information will only display on the receipt if there are customer information fields attached to the slip that will print when the receipt is printed.
    • Slips are created in UB> Maintenance> Slip.
  • Click the Customer Number field label to select a customer from a list. This will open the Customer Accounts window.
    • If you select a customer number, all accounts attached to that customer will populate on the receipt.
    • Click the Expand button next to a customer record to view the customer accounts attached to the customer record. Select a customer account to only populate that account on the receipt. Remember, the balance of the selected customer account will not be affected by the payment of a type code. Attaching a customer account to a receipt allows you to pay the balance of a customer account at the same time as entering payment on a type code, and adds the customer information to the receipt.
    • The fields in the Customer Information section on the Cash Entry window will populate with the customer record information. If customer accounts were included on the receipt, each account will create a separate line item on the Account/Category tab of the Cash Entry window.
• Select the customer account balances to pay, or remove them from the receipt on the Account/Category tab.
  • All of the customer accounts attached to the receipt will display on the Account/Category tab.
    • Press INSERT to add another customer account to the receipt. This will open the Customer Accounts window again.
    • Highlight a customer account on the Account/Category tab and press DELETE to remove the account from the receipt. This will not delete the customer account or the amount due, it will only remove the account from the receipt.
  • If the customer wants to make a partial payment on a customer account, enter the payment amount in the Amount to Pay column. You can also adjust the payment amount on the Detail tab.

3     Add a type code to the receipt.

• Click on the Detail tab of the Cash Entry window.
• Select Quick Enter Type from the Create icon drop-down menu. This option will only display in the Create icon drop-down menu when the Detail tab is open.
  • This will open the Quick Type Entry window.
• Click the Type Code field label to select a type code from a list.
  • The advantage of the Quick Type Entry window is you can enter the type code in the Type Code field instead of having to select the type code from a list. For example, if you would like to generate a receipt on a type code titled DEP, enter DEP in the Type Code field and the type code information will populate in the window.
• The Account drop-down menu is used to select the customer account on the receipt that will be charged the type code. This field only applies to deposit type codes and is only enabled when a UB module deposit type code is selected in the Type Code field. All of the UB customer accounts attached to the receipt will display in the drop-down menu. Any UB module customer accounts attached to the receipt on the Account/Category tab of the Cash Entry window will display in the Account drop-down menu.
  • The Account field only applies to type codes set up as UB module deposits because those are the only type code transactions that are posted to a customer account. If a type code does not create a deposit on a UB account, the type code transaction will not create a history line item on a customer account.
• The Description field is used to enter the description of the type code. This field will populate with the description of the type code (CR> Maintenance> Type Code> Description field).
• The Amount field will populate with the amount of the type code transaction.
• The Debit Account and Credit Account fields will display the GL accounts used in the journal entry created by the receipt. Click the field labels to select a GL account from a list.
• The Task Code fields will populate if a Project Management module task code is attached to the type code. These fields will only be enabled if you use the Project Management module.
• Press ENTER or click the Save icon when complete. This will add the type code to the receipt and the Quick Type Entry window will stay open. The Quick Type Entry window stays open until you either press ESCAPE or click the Exit icon. This reduces data entry if you are entering more than one type code on the receipt.

4     Receive payment on the receipt.

• The Payments section on the Cash Entry window is used to enter the payments on the receipt.
  • Enter the amount of payment in the Amount column in the Payments section. By default, the field will populate with the total amount due on the receipt when the cursor is placed in the field.
    • If a customer wants to pay using multiple pay methods (cash and check for example), you can create multiple payment line items in the Payments section.
  • Select a Pay Method from the drop-down menu.
    • Pay methods are created and maintained in CR> Maintenance> Pay Method.
    • If there are slips attached to the pay method they will print when the receipt is saved.
  • If you are processing a counter receipt through a credit card terminal, see the Credit Card Terminal Payments topic for details.
• Verify the receipt date is correct.
  • The receipt date is entered in the Date field in the Receipt Information section. The receipt date is used on many of the Cash Receipts module reports.
• Click the Save icon when complete to save the receipt.
• There are three ways to determine which slips will print out when a receipt is generated in the Enter Cash Receipts window.
  • Check the Automatically print receipt on save toggle on the Operator Maintenance window (CR> Maintenance> Operator) to print all slips that are set up as default receipts in the Maintain Slips window (CR> Maintenance> Slip Maintenance). If there are no default slips set up, no slips will print.
    • If the Automatically print receipt on save toggle is not checked on the Operator Maintenance window, the default slips will not print when receipts are saved in the Cash Entry window.
  • Slips attached to a payment method will print when that payment method is used on the receipt. Slips are attached to payment methods in the Payment Method Maintenance window (CR> Maintenance> Pay Method).
    • You can attach a slip set up as an endorsement to the check payment type so that the endorsement will print when the check payment type is used on a receipt.
  • Slips attached to a type code will print when that type code is added to a receipt. Slips are attached to type codes in the Type Code Maintenance window (CR> Maintenance> Type Code).
  • All three of these methods can be used in conjunction, but the slips that are set up as default slips in the Maintain Slips window will always print before the slips that are attached to payment method or type code.