Summary

Pay methods are used to define what kind of payment is received when creating a receipt in the Cash Entry window. The most common pay methods created are Cash, Check, Wire, Electronic Funds Transfer (EFT) and Credit Card.

Slips can be attached to payment methods if you would like a specific slip to print when a certain payment method is used. Slips attached to the payment method will always print when a receipt is generated using that payment method. If there are default slips set up in the Slip Maintenance window (UB> Maintenance> Slip) and receipts are set up to print on save in the Operator Maintenance window (UB> Maintenance> Operator), the default slips will print first followed by the slips attached to the payment method. You can also attach a slip to a type code if you would like a specific slip to print on a specific type code. (UB> Maintenance> Type Code).

Once the payment methods have been created, you should set up a default payment method in CR> Utilities> Setup> Default Payment Method drop-down menu. Payments received in the Cash Entry window will default to the payment method when a receipt is created.

The Payment Method Listing Report (CR> Reports> Payment Listing Report) allows you to group receipts by payment type.

Step by Step

1    Open the Pay Method window (CR> Maintenance> Pay Method).

• The Pay Method window displays all of the Cash Receipts module pay methods that have been set up in the database.
• Select a pay method and click the Delete button to delete the pay method.
• Select a pay method and click the Edit button, or double-click the pay method to open the Pay Method Maintenance window.
• Click the Create Pay Method button to create a new pay method.

2    Create a pay method.

• Enter a Pay Method code for the new pay method.
  • The Pay Method field can be up to 20 alphanumeric characters and will be used to identify a payment method from a drop-down menu.
• Enter a Pay Method Description.
  • This field can be up to 25 alphanumeric characters long.
• Select a payment type in the Type drop-down menu.
  • The pay method type determines how the payments of payment methods will be grouped together on the Cash Receipts Proof List (CR> Cash Receipts> Proof List) and the Receipts Listing Report (CR> Reports> Receipt Listing).
  • If you would like to group payments by payment method rather than type, generate a Pay Method Listing Report (CR> Reports> Pay Method Listing).
  • When processing a payment through Cash Entry, the type associated with the pay method will determine which field on the Pay Receipt window is in focus. This will help improve workflow efficiency by reducing the number of clicks required to enter the relevant receipt details. When payment type = check, default focus will be on the Reference field so users can enter the check number. When payment type = cash, default focus will be on the Amount field so users can enter the cash amount being paid. When payment type = other, default focus will be on the Submit button.
• Enter an optional Cash GL Override account for the pay method or click the search icon   to select one from a list. This can be a full account or a partial account.
  • When this payment method is used, this account will override the default cash account associated with the relevant rate, fee or type code. This is often useful when processing credit card payments, as there may be a delay in reconciling those transactions when compared to cash or check payments.
  • If a pay method with an attached Cash GL Override is used in the Cash Receipts process, that CR receipt will be limited to one pay method. If additional pay methods need to be used, additional receipts will need to be created.

3    Attach a slip to a payment method.

• Slips attached to a payment type will always print when receipts are saved. If there are default slips set up in the Slip Maintenance window (CR> Maintenance> Slip) and receipts are set up to print on save in the Operator Maintenance window (CR> Maintenance> Operator), the default slips will print first followed by the slips attached to the payment method.
  • If there are slips attached to a type code on the receipt they will print as well.
• Click ADD SLIP to add a slip to the payment method. This will open the Slip Selection window.
• Select the specific Slip to print with this Pay Method or create a new slip.
• Highlight a slip and SELECT SLIP to add a slip to the payment method.
• Each slip will be assigned a print order when it is attached to a payment method. The print order determines the order that the slips will print when a receipt is created.
  • Change the value in the Print Order column by clicking on the value and either manually entering the value or using the up and down arrows to incrementally change the print order.
• Click on the Save button to save the pay method.