Summary

Category codes are type codes grouped together and are created in CR> Maintenance> Categories. Category codes are attached to receipts on the Account/Category tab of the Cash Entry window. When the category code is attached to a receipt, each type code attached to the category code will create a separate line item on the receipt and they will display on the Detail tab of the Cash Entry window. The payment of the category code will not display on a customer or customer account even if one is attached to the receipt. You can generate reports in the Cash Receipts module to view payments on category codes but the information will not display on or affect the balance of a customer account.

In order to generate a receipt from the Cash Entry window you must be set up as an operator (CR> Maintenance> Operator), the computer you are logged into must be set up as a station (CR> Maintenance> Station), and you must be set up as an authorized user on the station (either the Operator Maintenance window or the Station Maintenance 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     Create the receipt.

• Select a customer and customer account if you would like that information to display on the receipt. The payment of the category code will not affect the balance of the customer account included on the receipt.
  • You are not required to enter a customer number or customer account when creating a receipt using a category 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 by holding down CTRL and selecting both a customer record and a customer account. Remember, the balance of the selected customer account will not be affected by the payment of a category 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 category 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 the category code to the receipt.

• The Create icon at the top of the Cash Entry window has three functions when the Account/Category tab is open: add customer accounts to the receipt, add a category code to the receipt, or add UB accounts with amount. Make sure the Detail or Messages/Notes tabs are not opened in the window because this will change the function of the Create icon.
  • Click the drop-down arrow next to the Create icon and select Add Category from the menu that will display. This will open the Category Selection window.
  • Select a category code from the Category Selection window and click the Confirm icon to add the category to the receipt. This will add the category to the Account/Category tab and populate the Detail tab with all of the type codes attached to the category code.
    • Only active category codes will display in the Category Selection window. Categories are set up as active by checking the Active toggle on the Category Maintenance window (CR> Maintenance> Category).
• To adjust the receipt amount of the category code you can either adjust the value in the Amount to Pay field on the Account/Category tab or you can adjust the amount paid on each type code attached to the category code on the Detail tab.
  • If you lower the amount in the Amount to Pay field, The Cash Entry window will not apply the reduction in the Amount to Pay field uniformly to all of the type codes attached to the category code. The Cash Entry window will lower the amount to be paid on the type codes attached to the receipt starting with the last type code attached to the category code.
• Click on the Detail tab of the Cash Entry window to view the detail line items on the receipt. Each type code attached to the category code will display as a separate line item on the detail tab.
  • Highlight a line item and press DELETE to delete the selected item off the receipt.
  • Modify the amount in the Amount Due field to modify the amount due on a specific type code.

4     Receive payment on the receipt.

• The Payments section 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 using a pay method that has an associated cash override account, no other pay methods can be used on the receipt.
  • 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.