Summary

The Cash Entry window is used to enter payments on customer accounts, generate charges using Cash Receipts module type codes or category codes and create cash deposits on UB customer accounts. This document will cover entering a payment.

Payments can be received in the Cash Receipts module for charges generated in any of the other modules. For example, the Cash Receipts module is used to receive payments on Utility Billing customer accounts. Payments are entered into the Cash Entry window, which can be accessed through CR> Cash Receipts> Receipts> Add Receipt, or through CR> Cash Receipts> Cash Entry. Depending on how security is set up in the Cash Receipts module, the Receipts option may not be available on the Cash Receipts palette.

The Cash Entry window allows you to enter payments on all accounts attached to a customer record. For example, if a customer has UB customer accounts 000001-001, 000001-002 and 000001-003, the balance on all of those accounts can be paid on a single receipt. This also applies to accounts in other modules. For example, if a customer has multiple UB and AR module accounts, the balance on all of those accounts can be paid on a single receipt.

The Cash Entry window can also be used to enter payments on multiple customers. For example, if a customer would like to pay the balance on their own UB account and a UB account that is not in their name, you can use the Cash Entry window to generate a single receipt that pays the balance of both accounts.

The receipts/endorsements that will print when the transaction is complete depend on how the Cash Receipts module is set up. Receipts/endorsements can be attached to payment methods, type codes and set up as defaults on the Slip Maintenance window (CR> Maintenance> Slip).

In order to create a receipt using the Cash Entry window, you must be set up as an operator in the Cash Receipts module (CR> Maintenance> Operator), the computer you are using must be set up as a CR module station (CR> Maintenance> Station) and you must be set up as an authorized operator on the station you are logged into (CR> Maintenance> Station> Authorized Operators section).

Step by Step

1     Open the Cash Entry window.

• Open a CR Cash Receipts batch or create a new batch using the New Batch window (CR> Cash Receipts> Cash Receipts> Create New Batch button).
• The Cash Entry window can be opened from two separate menu options: Receipts or Cash Entry.
  • The Receipts item in the Cash Receipts menu will display all of the receipts that have been entered in a batch. This allows you to open and modify all of the receipts in the batch.
  • Click SHOW BATCH TOTALS to open an informational window that will display Cash, Check, Other, Change and Batch totals for the active receipts included in the batch. Totals will not include voided receipts.
  • The Cash Entry menu item will open the Cash Entry window but only allow users to view the receipt being generated.
  • Menu security (SS> Security> Menu Security) can be set up on the Cash Receipts palette to disable one of the palette options.
• Receipts can be voided through both of these windows as well.
  • From the Receipts window, simply click VOID RECEIPT to void a selected receipt that is included in the batch.
  • From the Cash Entry window, the last receipt generated in the current session can be voided by clicking the Void Receipt button. The tooltip for the button will display the receipt number that will be voided.
    • Void functionality can be secured through the Menu Security and Database Security windows.
      • To allow an operator access to only the Void Previous Receipt option on the Cash Entry window, the operator must be denied access to the Enter Receipts window. This can be achieved by setting Menu Security for CR> Cash Receipts> Receipts to No Access for the desired user or user group.
      • To prevent an operator from accessing void functionality entirely, Database Security for CR> CR Receipt> Void must be set to No Access for the desired user or user group.
• Highlight a receipt and click OPEN RECEIPT to edit an existing receipt.
• Click ADD RECEIPT + to create a new receipt for the batch. This will open the Cash Entry window.
• You can also open the Cash Entry window directly from the Cash Receipts menu.

2     Select a customer record.

• The customer selected via the Customer search on the Cash Entry window is the customer paying the receipt. The customer selected will display on the receipt if the receipt is set up to display customer information. Selecting a customer will also populate the Cash Entry window with all of the customer accounts attached to the selected customer. For example, if customer 000005 has UB module account 000005-001 and 000005-002, selecting customer 000005 will add UB account 000005-001 and 000005-002 to the receipt. If customer account 000005-002 should not be included on the receipt, it can be removed by clicking the X next to the account in the Receipt area on the right side of the Cash Entry window.
  • If a customer is paying down the balance of another customer’s account, you can enter the paying customer’s information in this section if you would like that customer to display on the receipt. For example, if customer 000001 is paying down the balance on UB customer account 000008-001, you can select customer 000001 in the Customer Information section. The customer information attached to customer record 000001 will display on the receipt, not the customer information attached to customer account 000008-001.
  • If you do not want to add a customer to the receipt, you can leave the Customer search blank. For example, if a customer is using the copy machine in the lobby you can leave the Customer Information section blank. The customer information will not display on the receipt. If you leave the Customer Information section blank you can add customer accounts to the receipt on the Pay Receipt window.
  • Click the customer number link to open the Customer Maintenance window (SS> Maintenance> Customer).
• Use the primary search field to select a customer for the receipt. You can use this field to search by customer number, customer last name, lot address, or UB account number.
  • As you enter the customer information, the system will begin searching for customer accounts that match the partially-entered information. As these results are displayed below the search field, you can select a result to add it directly to the receipt. Use the up and down arrow keys to cycle through the results.
  • You can also click RESULTS VIEW to see the full search results in the section below. From this area, you can click EXPAND to see the customer/account details or click ADD $XX.XX to add the result to the receipt.
• Use the Type Code Search field to search for an active type code to add to the receipt. The search field includes autocomplete functionality, so as you enter the type code the matching results will begin displaying below. You can also click the Type Code Search field search button to open the Type Code Selection window.
  • Only active type codes will display in the Type Code Selection window. Type codes are set up as active by checking the Active toggle on the Type Code Maintenance window.
  • Adding a type code to the receipt will create a new line item in the Receipt area to the right.
    • When adding a type code that has an attached tax type to the receipt, line items will be created for both the type code and the attached tax type.
• The SEARCH OPTIONS button is used to hide or display the additional, module-specific search options.
  • When a module-specific search button is clicked, a set of unique search fields will display below. Enter the search criteria and click SEARCH to search for the records.
  • You can set up the Cash Entry window to automatically display the module-specific search options by default via the Always show modal search toggle on the My Profile page.
  • If you do not have this toggle checked, the system will remember whether or not the search options were displayed the last time you visited Cash Entry and default to that display state.
  • After paying a receipt, the last module-specific search field used will automatically be selected for search on the next receipt.
• You can also scan in the customer, account, and payment information. This requires that your workstation be set up to use a barcode scanner and your customer payments include a payment stub with the appropriate barcode information. Once you scan in the payment details, you can follow the steps below to edit the payment information in the same manner as a manually entered payment.
  • Press CTRL+B to enter scan mode. Press CTRL+E or click CANCEL to exit scan mode.
  • If the Save On Scan option is selected from the Options menu above, the system will automatically save the scanned payment information. Once a payment receipt is scanned and saved, the system is ready to receive the next scanned payment. This allows you to quickly enter a large number of payments without spending time on inefficient data entry.
    • If you need to scan multiple payment receipts for each account, the Save On Scan option must be off. A blue check mark   will appear next to this option when enabled.
  • The Amount entered on the receipt will default to the amount of the bill. The Pay Method on the receipt will default to the pay method set up as the default on the CR Setup window (CR> Utilities> Setup> Default Pay Method field).

3     Open the Quick Type Entry window.

• Click the Quick Type Entry button to open the Quick Type Entry window.
  • The Quick Type Entry window is used to quickly add type codes to the receipt. Users can simply type in the type code and press ENTER or click the Save button   to add that type code to the receipt.
  • Type Codes are created and maintained on the Type Code Maintenance window (CR> Maintenance> Type Code).
• After adding the type code to the receipt, click the Edit button to update the amount.

4     Add a Category to the receipt.

• Click the Add Category button to open the Category Selection window.
• Category codes are type codes grouped together and are created on the Category Maintenance window (CR> Maintenance> Category).
  • 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.
  • 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 Receipt area 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.
• Select a category and click the Select button to add the category to the receipt.
• After adding the category to the receipt, click the Edit button to update the amount.

5     Print the receipt.

• Click the Print Receipt button to see the print options for the receipt.
• When this button is clicked, a drop-down menu will allow you to choose Default Slips or Select a Slip.
  • Selecting Default Slips will print all slips set up as Default on the Slip Maintenance window.
  • Selecting Select a Slip will allow you to individually select a slip to print.
• Slips are set up and maintained on the Slip Maintenance window (CR> Maintenance> Slip).
• This button is used to manually print a receipt. The system will automatically print a receipt under these circumstances:
  • The Automatically print receipt on save toggle is checked on the My Profile window or the Print on Save option is selected under the Options button. This will print all slips that are set up as default receipts in the Slip Maintenance window (CR> Maintenance> Slip). If there are no default slips set up, no slips will print. 
    • If these options are not selected, 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 a 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)

6     Void the receipt.

• Click the Void Receipt button to void the receipt.
  • When accessing the Cash Entry window by opening an existing receipt from the Enter Receipts menu item, the button will void the current receipt. The tooltip for the button will read Void the Current Receipt.
  • When accessing the Cash Entry window from the Cash Entry menu item, this button will only be enabled after entering a receipt. The button can then be used to void the previously entered receipt rather than the current receipt. In this case, the tooltip for the button will read Void Receipt #XXXX.
• This will open and confirmation window where you will be asked to confirm the void via the VOID button.

7     Open the Cash Drawer.

• Click the Open Cash Drawer button to open the cash drawer set up on the workstation.
  • A warning message will display if the cash drawer has not been properly configured.
• Cash drawer settings are specified on the Station Maintenance window (CR> Maintenance> Station).

8     Track any changes to the receipt. 

• Click the Audit Trail button to open the Cash Receipts Audit Trail window.
• The Audit Trail window is used to track any changes made to the receipt record.
• Use the search criteria to sort the displayed audit history.
• The Audit Trail data grid will provide details about any changes made to the receipt record including the date of the change, type of change made, user that made the change, and data table that was edited.

9     Add or view attachments to the receipt.

• Click the Attachments button   to open the Attachments window.
• If the receipt includes any existing attachments, the Attachments button will display a number notification.

10     Enter a message or note on the receipt.

• The Messages and Notes button is used to enter optional information on the receipt.
• Information entered into the Message 1 through Message 5 fields will only display on the receipt if those fields have been added to the receipt. The Message 1 though Message 5 fields are added to a receipt using the Slip Maintenance window (CR> Maintenance> Slip).
• The Notes field will not display on the receipt.
• Once a message or note is entered on a receipt, the Messages and Notes button will display a blue indicator.
• Click the Save button when complete.

11     Enable print and save options.

• Click the Options button to open the print and save receipt options.
• Click Print on Save to automatically print a receipt when that receipt is saved.
  • This setting can also be enabled on the My Profile window.
• Click Save on Scan to automatically save scanned payment information. Once a payment receipt is scanned and saved, the system is ready to receive the next scanned payment. This allows you to quickly enter a large number of payments without spending time on inefficient data entry.
• A blue check mark   will display next to each of these features when enabled.

12     Edit the receipt. 

• The Receipt area on the right side of the Cash Entry window will display the accounts and amounts added to the receipt from the search area to the left or the menu buttons above.
• The Receipt area can be displayed or hidden via the Expand button   or the Contract button  .
• The receipt number will display at the top of the receipt area. The receipt number will populate automatically when the receipt is saved if the Cash Receipts module is set up to auto-number receipts.
  • The Cash Receipts module is set up to auto-number cash receipts in CR> Utilities> Setup> Auto Number Receipts toggle.
• The receipt date will default to today's date but can be edited by clicking the Edit button  .
  • In some cases, the date associated with a paid receipt will need to be edited. Click the Edit button  , change the receipt date, and click SAVE above the receipt area. There is no need to reprocess the receipt.
• Individual receipt line items will display in the section below.
  • Remove an individual line item by clicking the X button.
  • Edit the amount on an individual line item by clicking the Edit button   and entering a new amount.
  • Add credits or deposits to a line item by clicking the + button.
    • This will open the Add Credits/Deposits window.
    • Credits and deposits can only be added to AR, BP and LP accounts. In order to populate the Receipt area with the appropriate AR, BP or LP account, use the AR, BP, or LP Search options below the primary search field.
    • Select a Tran Type to specify what type of fee you will be adding to the account.
      • Select CreditCash to add a credit fee to the account.
      • Select Deposit to add a deposit fee to the account.
    • Enter a Fee Code or click the search icon to choose one from the Fee Selection window. Fees contain the detail information for each line item.
      • If the Fee Selection window does not display any available fee codes for the selected transaction type, you will need to create an appropriate fee code before proceeding.
    • Enter an Amount for the credit or deposit.
    • Click Save   to add the credit or deposit to the receipt.
  • Calculate interest on a BT return by clicking the % button.
    • This will apply interest to any BT line items with outstanding balances listed on the Account/Category tab and create a new line item on the Detail tab that displays the interest amount applied to the BT outstanding balance.
    • The interest amount is determined by the Interest Fee that is attached to the BT return Tax Type.
      • Interest Fees are created and maintained on the Fee Maintenance window (BT> Maintenance> Fee).
      • Interest Fees are then attached to Tax Types on the Tax Type Maintenance window (BT> Maintenance> Tax Type> Interest Code field).
    • This option will not be enabled if the Automatically calculate interest in CR toggle is checked on the BT Setup window (BT> Utilities> Setup).
  • Add a UB type code to the receipt by clicking the Add UB Type Code button  .
    • Only active type codes will display in the Type Code Selection window. Type codes are set up as active by checking the Active toggle on the Type Code Maintenance window (CR> Maintenance> Type Code).
    • When only one UB type code exists, the Add UB Type Code button will add that type code to the receipt without requiring the user to select it from the Type Code Selection window. When more than one UB type code exists, the user will be prompted to select the desired type code.
    • Adding a type code to the receipt will create a new line item on the Details tab of the Receipt Details window.
      • When adding a type code that has an attached tax type to the receipt, line items will be created for both the type code and the attached tax type.
  • Click RECEIPT DETAILS to open the Receipt Details window.
    • The Receipt Details window includes the Account/Category tab and the Details tab. The Details tab will be displayed when the Receipt Details window initially opens.
      • The customer attached to each customer account will display in the Customer Number column. If there are multiple customers and customer accounts on the receipt, make sure you are modifying the correct ones.
      • The Account/Category column will display the customer account number or category code used to create the detail line item.
      • The Amount Due field will display the amount due on each detail line item on the receipt
      • The Amount to Pay column displays the amount that will be paid on each line item. Modify the amount in this column to apply an overpayment or partial payment to the line item. For example, if customer account 000001-001 has WATER and WASTE WATER services, but the customer only wants to make a payment on the WASTE WATER service, enter the payment amount in the line item created by the WASTE WATER service.
      • The Quick Type Entry and Select Type buttons on the Details tab can be used to add additional types to the receipt.
      • Double-click a line item or select a line item and click Edit to edit the line item details. Not all columns will be enabled for editing.
      • Be sure to click the Update button before navigating away from an edited line item in order to ensure the edit has been saved and the receipt has been updated.
    • After the closing the Receipt Details, the Receipt area should reflect any edits made to the receipt line items.
  • Click CLEAR RECEIPT to clear all entries and attachments from the receipt.

13     Complete the receipt.

• Click the Pay button at the bottom of the receipt area to open the Pay Receipt window and complete the receipt.
  • The account displayed at the top of the Pay Receipt window is the account that will be associated with the payment. Click UPDATE to change this account.
  • The Amount field will display the total amount due on the receipt.
    • When processing payments with multiple pay methods, you can enter a partial payment in the Amount field, select the appropriate pay method, and click the Add Payment button  .
    • If you are using a pay method that has an associated cash override account, no other pay methods can be used on the receipt.
    • When processing a cash payment, cursor focus will be in this field to enable quick amount entry.
  • Select a Pay Method for the payment.
    • Payment methods are created and maintained in CR> Maintenance> Pay Method.
    • If you are using a pay method set up as the default PayPad pay method, the system will automatically initiate a payment transaction to the PayPad when processing the receipt.
    • If Other is selected, the Submit button below will be disabled until the Pay Method is selected below.
  • The Reference field can be used to enter reference information on the payment line item, such as a check number. This is an optional field and can be used to filter the receipts that display in the Display Receipts window (CR> Maintenance> Display Receipts).
    • When processing a check payment, cursor focus will be in this field to enable quick check number entry.
• Press ENTER or click the Submit button to save the receipt and clear the Cash Entry window for the next receipt.
  • While the receipt submission is processing, you will not be able to make any changes to the receipt details.
• The receipts that will print depend on how the Cash Receipts module is set up.
  • If the Automatically Print Receipt on Save toggle is checked on the My Profile window or in the Options button   drop-down, the receipt printer will print all receipts and endorsements set up as default slips on the Slip Maintenance window (CR> Maintenance> Slip> Default Slip toggle), all slips attached to payment methods used on the receipt (CR> Maintenance> Pay Method> Slips section), and slips attached to any type code attached to the receipt.
  • If the Automatically Print receipt on save toggle is not checked, the receipt printer will only print out the slips that are attached to the payment type and type codes on the receipt.
  • The cash drawer will open automatically when the receipt is saved if the Open cash drawer after save toggle is checked on the Operator Maintenance window (CR> Maintenance> Operator). If the cash drawer does not open automatically, you can click the Open Cash Drawer button to open it manually.

14     Commit the Cash Receipts batch.