Summary

Type codes create a single line item when they are added to a receipt on the Detail tab of the Cash Entry window and have four main uses: charge for miscellaneous items such as copy machine fees, create a deposit on a UB module customer account, record a cash drawer over/short amount, or record bank fees.

When a type code is attached to a receipt on the Detail tab of the Cash Entry window, a detail line item will be added to the receipt that will debit and credit the GL accounts attached to the type code. The type code receipt line item will not generate a history item on any customer account (Utility Billing, Accounts Receivable, etc.) attached to the receipt unless the type code is creating a deposit on a UB module customer account.

Only one debit and credit GL account can be associated with a single type code. If you would like to associate multiple general ledger accounts with a type code, create a type code for each debit and credit GL account you would like to affect in the transaction and then group those type codes into a category code. Type codes can be grouped together and added to the receipt at one time using category codes (CR> Maintenance> Category). Category codes are added to a receipt using the Account/Category tab of the Cash Entry window and all of the type codes grouped onto the category code will be applied to the receipt.

Type codes can be used to record over and short cash drawer adjustments to get the Cash Receipts Proof List Report to match the amount of the receipts in the cash drawer. Create a type code with the debit and credit GL accounts you would like to affect with the transaction, and check the Allow Negative Amount Receipts toggle in the CR Setup Window (CR> Utilities> Setup Cash Receipts) so that you can create negative amount receipts. When there is an over or short in a Cash Receipts batch, create a receipt in the batch and add the over/short adjustment type code to a receipt that is not attached to a customer account. Use the Amount to Pay column on the Detail tab of the Cash Entry window to adjust the amount on the Cash Receipts Proof List to match the receipts in the Cash Drawer.

Type codes can also be used to enter bank fees. Entering the bank fee amounts in the Cash Receipts module means that the bank fees will display in the Bank Reconciliation module.

There is a separate help document that explains how to create a deposit on UB customer accounts with a CR type code.

The Receipt Listing Report (CR> Reports> Receipt Listing) can be filtered by type code and will display the type code line items and receipt information, including the customer information.

Step by Step

1     View the type codes.

• Open the Type Code window (CR> Maintenance> Type Code).
• The Type Code window displays all of the Cash Receipts module type codes that have been set up in the database.
• Select a type code and click the Delete button to delete the type code.
  • You will not be able to delete a type code that is attached to a CR module receipt.
  • If you would like to make the type code unavailable in the Cash Receipts Input window, you can change the status of the type code to inactive.
    • Uncheck the Active toggle in CR> Maintenance> Type Code.
• You can open a type code by highlighting the type code and clicking the Edit button.
  • You can also open a type code by double clicking on it with the mouse.
• Create a new type code.
  • Click the Create Type Code button to create a new type code. This will open the Type Code Maintenance screen.

2     Complete the Type Code Maintenance window.

• Select a Type from the drop-down menu.
  • Select Standard to create a type code that will be used to add standard fees to a receipt.
  • Select Tax to create a type code that will be used to apply taxes to Standard type codes.
    • This will disable the Amount field below and enable the Percentage field. This is the only type code that uses the Percentage field.
    • You must create a Tax type code first in order to add taxes types to Standard type codes.
  • Select UB Deposits to create a type code that will be used to create UB cash deposits.
    • This will disable the Debit and Credit Account fields.
• Enter a Type Code.
  • The type code will display on the Cash Receipts Proof List in the Type column when receipt line items are generated using the type code.
• Enter a Description of the type code. If this is a UB deposit, the description does not have to be the same as the description on the special charge code.
• If this type code is usually the same dollar amount, enter that amount in the Amount field. If the amount varies, leave this field at 0.00.
• Enter a Percentage if you are creating a Tax type code.
• Enter the General Ledger Accounts where this type code line item should be recorded.
  • The Debit Account is usually a cash GL account and the Credit Account is usually a revenue GL account if the type code is going to be used to record the receipt of cash for a purchase.
    • This will be the only journal entry created by the type code line item. Any expenses associated with the line item, such as inventory, will have to be expensed separately. If you would like to expense the adjustment type, you can create another type code to create the expense journal entry line items and then group the cash and expense type codes together on a category code (CR> Maintenance> Category).
  • These account fields will not be enabled if the UB Deposit Type toggle is checked.
• The Debit Task Code, Credit Task Code, Debit Type Code, and Credit Type Code fields are used to track receipts on the task and type code in the Project Management module. These fields will only be enabled if the PM module is set up to interface with the CR module. Click the Search button   next to the field to search for the desired code.
  • Check the Project Management Interface toggle (CR> Utilities> Setup) to enable the PM module Task and Type code fields on the type code.
• When you are creating a new type code the Active toggle will be checked and will be disabled. The Active toggle will be enabled if you are modifying an existing type code.
  • If you uncheck the Active toggle, the type code will still display in the Type Code Selection window (CR> Cash Receipts> Enter Receipts> Details tab), but it will be marked as inactive.

3     Attach a slip to the type code.

• Specific Slips can be attached to a Type Code. For example, you may have a generic receipt that prints for most cash receipts, but if someone is paying for a Business License, you might want something special noted on the receipt.  You can create a different receipt for Business Licenses and attach it to print only with this Type Code.
  • Slips are created on the Slip Maintenance window (CR> Maintenance> Slip).
• Click the ADD SLIP button open the Slip Selection window.
  • Each Slip can be given its own Print Order so you know when the printer will be printing receipts and when you should put anything in the printer that needs an endorsement. This information is entered into the Print Order column next to the Slip Name.
    • For example, you may want to print a standard receipt, a Business License receipt, and then endorse a Business License document. In this case, the standard receipt would be Print Order 1, the Business License receipt would be Print Order 2, and the special endorsement for Business Licenses would be Print Order 3.
  • Select a slip and click the Select Slip button to add the slip to the type code.
  • A slip can be removed from the type code by highlighting the slip in the Slip data grid and clicking the Delete button in the data grid header.

4     Attach a Tax to the type code.

• Taxes can be attached to Standard type codes by adding a Tax Type to the type code.
• Click the Create ADD TAX button to select a tax type code from the Type Code Selection window.
  • Only those type codes set up as tax type codes will be displayed. If no type codes are displayed, you will need to create a tax type code.
• Select a tax code and click the Select button to attach the tax type to the type code.
  • Type codes with attached tax types will create two line items when added to a receipt.
• Click the Save button when you are complete to save the type code.