CASELLE Classic Cash Receipting. User Guide

Transcription

1 CASELLE Classic Cash Receipting User Guide

2 Copyright Copyright Caselle, Inc. All rights reserved. This manual has been prepared by the Caselle QA documentation team for use by customers and licensees of Caselle software. Information in this document is subject to change without notice. The software described in this document is furnished under license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the items of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Caselle, Inc. Caselle, Inc North Main Street P.O. Box 100 Spanish Fork, UT Trademarks Caselle and Caselle Cash Receipting TM are trademarks of Caselle, Inc. in the U.S.A. and other countries. Other brands and their products are trademarks or registered trademarks of their respective holders and should be noted as such. Revision 11/16/09, J:\QA\documents\cash receipting\user guide cslalpha\crw front matter.fm

3 Table of Contents CHAPTER 1 Welcome...1 Getting Started... 2 Buttons and Shortcuts... 2 Document Conventions... 4 Getting Help... 4 CHAPTER 2 Getting Started...5 CHAPTER 3 Payments...7 Payment Entry Basic... 8 Logging on and off... 8 Navigating Payment Entry... 9 Entering payments Aborting or voiding transactions Viewing billing information Payment Entry Advanced Performing a split distribution Entering multiple payments Entering an NSF check and returned check fee Using Quick Entry Importing payments Updating a billing address/telephone number Receipts Printing receipts by default Printing receipts manually Printing receipts on demand Printing receipts by date range Editing receipts Deleting receipts Printing unposted receipts Balance Payments Printing the Payment Register Printing the Receipt Register Balancing payments and receipts Payment Detail Setting the period to store payment detail Deleting the Payment Detail Payment Update Updating payments to subsystems Reviewing the Payment Update Report Printing an Un-updated Payments Report General Ledger Update Updating General Ledger Reviewing the General Ledger Update Report Printing a General Ledger Detail Report Printing the Un-updated GL Report Payment Dates Changing the current payment date (all workspaces) Cash Receipting User Guide i

4 Table of Contents Changing the current payment date (single workspace) Closing the prior payment date Batch Daily Registers Setting up the Batch Daily Register Printing the Batch Daily Registers Payment Types Adding a payment type Editing payment type information Deleting a payment type Printing a Payment Type Report CHAPTER 4 Checklist Steps Checklist Daily Checklist At Cutoff Time Checklist End of Month Checklist CHAPTER 5 Category Adding a category Editing category information Deleting a category CHAPTER 6 Distribution Adding a distribution Editing distribution information Deleting a distribution Adding a new split distribution Adding a split distribution to an existing payment Deleting a split distribution Printing a Payments by Distribution Report CHAPTER 7 Third Party Accounts Importing Court Payments Third Party Account Setup Setting up a Third Party Account Category Setting up a Third Party Account Distribution Import Third Party Accounts Importing Third Party Account Information Verifying the Imported Third Party Accounts Payment Entry Third Party Accounts Entering a Third Party Account payment Printing Third Party Account receipts Updating Third Party Account payments Checking Third Party Account transactions Export Third Party Accounts Creating a Third Party Account export file ii Cash Receipting User Guide

5 Table of Contents CHAPTER 8 Operator...71 Adding an operator Editing operator information Deleting an operator Clearing an operator from a workspace CHAPTER 9 Workspace...75 Adding a workspace Editing workspace information Deleting a workspace Using an electronic cash drawer CHAPTER 10 Checkout...81 Checkout Options Running Checkout Running Recalculate CHAPTER 11 Control Table...85 Organization Information General Ledger Interface Activity Reporting Project Management History Passwords CHAPTER 12 Interfaced Applications...89 Check Validation Setting up Check Validation Validating checks Payment Import/Online Payments Step 1: Install the Caselle Payment Import/Online Payments Module Step 2: Enable Internet payments Step 3: Setup a category, distribution, and payment type Importing online payments to Cash Receipting Accounts Receivable Displaying invoice detail in Payment Entry Updating voided receipts Cemetery Management Displaying Cemetery balances in Payment Entry Court Management Updating voided receipts Adding comments to a case Project Management Enabling the Project Management Interface Creating a distribution to prompt for job number Running the Project Management Update Utility Billing Selecting printed receipt options Cash Receipting User Guide iii

6 Table of Contents iv Cash Receipting User Guide

7 CHAPTER 1 Welcome Welcome to the Caselle Cash Receipting program. It s a complete, online cash receipting package that helps you control payment entry and access accurate detailed information to interfaced modules. You can track the monies you receive from the point of payment to deposit. Why should I use Cash Receipting? You can use Cash Receipting to monitor every workstation throughout the day. Then, run reports at the end of the day to summarize the day s activity by category, checks received, cash received, change due, and account balance. Other programs that interface with Cash Receipting Accounts Receivable Animal License Business License Check Validation Court Management Improvement Districts General Ledger Payment Import/Online Payments Utility Billing Cemetery In this chapter: Getting Started Buttons and Shortcuts Document Conventions Getting Help Cash Receipting User Guide 1

8 Welcome Getting Started Launch Cash Receipting by double-clicking the Caselle Applications icon on your desktop. Select Cash Receipting from the Caselle Applications Main Menu. Buttons and Shortcuts When the Cash Receipting main menu appears, select the Maintenance menu and select Control. The Maintenance toolbar is shown below. Click these buttons to select a different mode. Launch Application Help. View field help. Displays active mode and notes. There are different toolbars for the data entry, reports, and miscellaneous menus, but every toolbar will be located at the top of the screen and every button you will encounter in Cash Receipting, is listed in the table below. When you open a form, the New button or the Edit button will be pressed in. To switch to a different data entry mode, click another button. Active buttons are displayed to the far right on the toolbar. Button Name and Shortcut Description Close CTRL+F12 Exit and returns you to the Main Menu or Previous Screen. Edit CTRL+E Modify a record. A Control password is required to edit a primary field. New Add a new record. CTRL+N Delete Delete a record. CTRL+D View CTRL+Q View a record. You can t make any changes to the record using this button. Save Save a new record or report. CTRL+S Undo Reverse all changes to the current CTRL+Z record since the last save. Note: There is no undo for deleted records. Search Select a field and click Search to find F9 data that applies to that field. You can sort the data that appears. Inquiry View a customer information. CTRL+I 2 Cash Receipting User Guide

9 Welcome Button Name and Shortcut Description Customer Information CTRL+F5 Select Operator CTRL+F6 Split Distribution F11 Quick Entry SHFT+F2 Check Validation SHFT+CTRL+F7 Open Cash Drawer SHFT+CTRL+F8 Manual Allocations SHIFT+F11 Print CTRL+P Preview View a customer s name, number, address, telephone number, and account balance. Use the Maintenance button to modify customer information. Select a new operator for a workspace without closing the Payment Entry screen. Enter a payment that includes more than one category or distribution. Enter payments for the exact billing amount with the same payment type and category code. No receipt is printed. Activate or disable check validation. Note: The Caselle Check Validation module must be installed. Open an electronic cash drawer. Manually allocate an amount. Send a record or a report to the printer. View a report before you print it. Walk Previous F2 Walk Next F3 Fields SHIFT+F2 Copy SHIFT+F7 Maintenance CTRL+T Whole Dollar CTRL+A Redisplay SHFT+CTRL+F1 GO CTRL+G Stop SHFT+F12 Return to the previous record after the last field is entered. Advance to the next record after the last field is entered. Set temporary or permanent settings to stop at fields that require data entry. Copy data from one record to another record. Open the Maintenance menu. Enter amounts in whole dollar amounts. Key the decimal if you are entering cents. Redisplay transactions. Print a report or run a routine. Stop printing a report or running a routine. Cash Receipting User Guide 3

10 Welcome Button Name and Shortcut Description Application Help View tasks, frequently asked questions, and troubleshooting tips. What s This? CTRL+W Learn what to do or what to enter by clicking What s This? and then clicking on the field. Document Conventions This manual follows conventions like those found in other Window applications. Menu names and options are printed in bold type. For example, to save the record select File Save. Convention Open menu items. Click [button name]. Click the [tab name] Tab. Press [key name]. Select the [check box name] check box. Select an item from a drop-down list Example Open File Save. Click Save. Click the General Tab. Press Enter. Select the Activate check box. Select an item from the drop-down list. Getting Help If you need more help using the Cash Receipting program, you can use following resources. What s This?... click the What s This? button then click the field you need more help with, a popup box will appear with instructions that will tell you what to do. Application Help... click this button to access the help documents, so you can find answers fast. 4 Cash Receipting User Guide

11 CHAPTER 2 Getting Started The first time you set up the Cash Receipting program, set up the maintenance tables below in the order listed. You may want to set aside a few uninterrupted minutes to complete this section. Do this Complete the initial setup list. Steps Step 1: Setup Control table. Step 2: Add category codes Step 3: Add payment type codes Step 4: Add workspace codes Step 5: Add operators Guidelines See Control Table on page 85.. See Adding a category on page 50.. See Adding a payment type on page 40. See Adding a workspace on page 76. See Adding an operator on page 72. Cash Receipting User Guide 5

12 Getting Started 6 Cash Receipting User Guide

13 CHAPTER 3 Payments Use Payment Entry to enter payments and print receipts. Learning how to use Payment Entry doesn t have to be intimidating. In fact, the following sections are all about, How do I do this? and, How do I do that? In this chapter: Payment Entry Basic Payment Entry Advanced Receipts Balance Payments Payment Detail Payment Update General Ledger Update Payment Dates Batch Daily Registers Payment Types Cash Receipting User Guide 7

14 Payments Payment Entry Basic Payment Entry Basic Use Payment Entry to perform all of the payment entry-related tasks. In this section: Logging on and off Navigating Payment Entry Entering payments Aborting or voiding transactions Performing a split distribution Entering multiple payments Entering an NSF check and returned check fee Logging on and off Each time you enter Payment Entry an Operator Log On form will appear. Select the operator name and enter the operator password (if required). Select the workspace to log on to. FIGURE 1. Viewing the Operator Log On form. To log on 1. Double-click the Caselle Applications icon on your desktop to launch Cash Receipting. 2. Select Cash Receipting. 3. Select Payment Entry. The Operator Log On form displays. 4. Select your operator name from the Operator drop-down list. 5. Enter your operator password in the Password field (if required). 6. Select a workspace to log on to from the Workspace drop-down list. 7. Accept the current payment date or click the Change button to modify the current payment date. 8 Cash Receipting User Guide

15 Payment Entry Basic Payments 8. Select the receipt printing options: Select the Print Receipt check box to print a receipt after each payment. Select the Print Header check box to print your organization s information at the top of each receipt. Select the Printer Has Form Tear-off Adjustment check box to indicate the receipt printer rolls the printed receipt forward to tear-off, and then rolls backward before printing the next receipt. Select the Print Header on the First Receipt check box to print a header on the first receipt, for example, select this check box when you load new receipts. Note: Steps 9-11 require the purchase and installation of the Caselle Source Validation, Check Validation, and Cash Drawer modules before these options are accessible. 9. To enable source validation: Select the Source Validation check box. 10. To enable check validation: Select the Check Validation check box. 11. To activate the cash drawer interface: Select the Cash Drawer check box. 12. To confirm each receipt that is completed: Select the Receipt Confirmation check box. 13. Click Accept. To log off From the Payment Entry screen, click Close or select File Close. Note: Always click Close or select Close from the File menu to exit a workspace. Exiting the workspace without signing-off prevents the next operator from signing in. Navigating Payment Entry When you open Payment Entry, the left side of the screen is divided into three sections. There are certain tasks you can perform in each section. When you press Enter in the last field of a section, the cursor will move to the next section. You cannot return to a previous section without aborting the current receipt. Section 1: General Enter a category and customer name or number. Receipt numbers are assigned automatically. Click to change the payment date. Select the check box next to a field to stop at the field. Enter a customer name, number, or click Search. FIGURE 2. Entering category and customer information. Cash Receipting User Guide 9

16 Payments Payment Entry Basic You can click the calendar button to change the current payment date to the prior payment date, or the prior payment date to the current payment date. When the cursor appears in the Category field, you can enter a category code, click Search, or select a category code from the list in the lower-right corner of the Payment Entry screen. Click a category to select it. Click and drag to scroll the Category List. FIGURE 3. Click a category to select it from the list. Section 2: Distributions Enter a distribution code. The distributions assigned to the selected category will be displayed in the lower right-hand corner of the screen. The description and assigned GL account will default into the Description and GL Account field. If the category selected is interfaced to an application, the customer balance will default in the Amount field. Click to view the GL Account and description. Click to add a note to the transaction. FIGURE 4. Distribution Entry You can click Comments to add a comment to the distribution portion of the receipt. To print comments on a receipt, set up the workspace code to allow comments to print on receipts. You can click Information to view the GL Account and description. 10 Cash Receipting User Guide

17 Payment Entry Basic Payments Section 3: Payments Enter a payment type and the assigned GL account will default into the GL Account field. The payment types are listed in the lower-right hand corner of the screen. The Payor and Check No. fields are optional. The Payor field will default from the name displayed in the Customer field. Click to view the GL Account an description. FIGURE 5. Payment Type Entry On the right side of the Payment Entry screen, you will see Customer Information and a display. This side of the screen only displays information. The customer number, account balance, balance due, category codes, and distribution codes are some examples of items that will be displayed on this side of the Payment Entry screen. View customer information from the interfaced application. Displays the Category, Distribution, and Payment Type List. Click an item to select it. FIGURE 6. Viewing the Payment Entry screen. Cash Receipting User Guide 11

18 Payments Payment Entry Basic PAYMENT ENTRY EXAMPLE This is an example of the type of information that would be entered in Cash Receipting to record the following transaction. Transaction Information for Simpson Reception Center: Name Simpson Reception Center Acct # Type Utility Payment Amount PMT Type Check #44501 AMT Paid Example of entering the Simpson Reception Center transaction 1. Open Payment Entry and sign on. 2. Enter 1 for Utilities in the Category field. Press Enter. 3. Type in Simpson Reception Center or (omit the decimals). Press Enter. 4. The Distribution field will default 101 for a utility payment. Press Enter. The GL Account for Utility Payments will appear in the GL Account field and the balance due will appear in the Amount field. Note: Click More Information next to the GL Account field to display the GL account and description. 5. Verify the amount is correct. Press Enter. The cursor will drop to Type in the Payments section. 6. Enter 1 in the Type field because the Simpson Reception Center is paying with a check. 7. Enter in the Check No. field. Press Enter. 8. Follow the instructions that appear on the screen to complete the payment entry. Now, the transaction for Simpson Reception Center is complete. 12 Cash Receipting User Guide

19 Payment Entry Basic Payments Entering payments Use the Payment Entry screen to receive payments. To launch Payment Entry 1. Open Payment Entry. 2. Enter a category in the Category field. Use the Category List displayed in the grid on the Payment Entry screen, or click Search. 3. Enter a customer name or number in the Customer field. If the category is tied to a Caselle Application, clicking Search will display a customer list for the interfaced application. For example, a utility category will only display customers from Utility Billing. To add a distribution 4. Enter a distribution code in the Distribution field. Use the Distribution List displayed in the grid on the Payment Entry screen, or click Search. 5. If the GL Account field is blank: Enter the GL account in the GL Account field. You can Search this field. OR If a GL Account is displayed in the GL Account field: Click More Information to display the GL Account and description. 6. Verify the amount displayed or enter a different amount in the Amount field. To add a payment type 7. Enter the payment type in the Type field. Use the Payment Type List displayed in the grid on the Payment Entry screen, or click Search. 8. Enter the payor s name in the Payor field. Press Enter. 9. If the Payment Type is Check : Enter the check number in the Check No. field. 10. Enter the payment amount in the Amount field. Press Enter. If the total paid is less than the distribution total, the amount that needs to be paid is displayed in the Difference field at the bottom of the Payment Entry screen. If the total paid is greater than the distribution total, the amount that needs to be returned is displayed in the Change field. If the Change field is not displayed on the Payment Entry screen then a difference exists (the paid amount is less than the distribution total). Cash Receipting User Guide 13

20 Payments Payment Entry Basic Aborting or voiding transactions The Delete button can abort or void a transaction depending on the entry mode. In New Mode, use Abort to exit Payment Entry without saving the current receipt. In Edit Mode, use Void to delete a saved receipt. Remember, aborting/ voiding a receipt is permanent. Clicking the Undo button will not restore an aborted/voided receipt. To abort a receipt 1. In Payment Entry: Verify that New Mode is active. 2. Click Delete. 3. Click Yes. To void a receipt 1. In Payment Entry: Verify that Edit mode is active. 2. Enter the receipt number to void in the Receipt No. field. You can Search this field. 3. Click Delete. 4. Click Yes. 14 Cash Receipting User Guide

21 Payment Entry Basic Payments Viewing billing information There are two ways to view billing information: Using Customer Information in Payment Entry Using Inquiry in an interfaced application Using Customer Information in Payment Entry If you want to view customer information, click Customer Information display more customer information. to FIGURE 7. Customer Information as displayed in Payment Entry. Cash Receipting User Guide 15

22 Payments Payment Entry Basic Using Inquiry in interfaced application If you want to view information about the customer s account in an interfaced application, click Inquiry in Payment Entry. You must enter a category code to enable the Inquiry button. FIGURE 8. Utility Billing Inquiry as displayed in Payment Entry. 16 Cash Receipting User Guide

23 Payment Entry Advanced Payments Payment Entry Advanced This section contains additional tasks that can be performed in Payment Entry. In this section: Performing a split distribution Entering multiple payments Entering an NSF check and returned check fee Using Quick Entry Importing payments Updating a billing address/telephone number Performing a split distribution Use a Split Distribution to create one receipt for a customer who is paying multiple billing types. You can create up to 99 split distributions per receipt. To enter a split distribution 1. Open Payment Entry. 2. Complete the fields on the Payment Entry form. 3. Stop at the Payment Type field and click Split Mode. Tip! You can also press F11 to enter Split Mode. 4. Click Yes. The cursor will return to the Category field. 5. Enter the next category and its distribtution(s). 6. Complete the Payments section. 7. To exit Split Mode, click Split Mode again. Entering multiple payments Customers can and do use multiple payment types to pay bills. You can accept multiple payment types and print a receipt that shows the amount received by payment type. To enter multiple payment types 1. Complete the Payment Entry screen. 2. Enter a payment type in the Payments field. 3. Enter a payor name in the Payor field. 4. Enter a check number in the Check No. field (if applicable). 5. Enter an amount in the Amount field. 6. Press Enter. If the payment total is less than the distribution amount, the cursor will return to the Type field. 7. Enter the next payment type. 8. When you have entered all of the payment types, press Enter in the Payment Type field to end the transaction. Cash Receipting User Guide 17

24 Payments Payment Entry Advanced Entering an NSF check and returned check fee If you need to receipt money for a check with non-sufficient funds, you can use the Payment Entry screen to enter the NSF check amount and a returned check fee. To enter an NSF check 1. Open Payment Entry. 2. Enter the category code for Returned Checks in the Category field. 3. Select the distribution code for an NSF check in the Distribution field. Enter the original check amount. When you enter the original check amount, the cursor will return to the Distribution field. 4. Enter the distribution code for a returned check fee in the Distribution field. 5. Press Enter. The cursor will appear in the Payments portion of the Payment Entry screen. 6. Enter a payment type in the Type field. 7. Enter a payment amount in the Amount field. Using Quick Entry Use Quick Entry to enter bulk payments. Quick Entry locks in the same category and distribution code during Payment Entry. This means you only need to enter the customer number or account number and confirm the payment amount to complete a payment entry transaction. Select the check box next to a field to stop the cursor at the field during Quick Entry. FIGURE 9. Displaying the Quick Entry button on the toolbar and Field Stop check boxes. Note: When you use Quick Entry, the distribution code that will be used must be assigned to Priority = 1. You may need to reassign the distribution you wish to use to Priority 1 in Distribution Maintenance. 18 Cash Receipting User Guide

25 Payment Entry Advanced Payments To use Quick Entry 1. Open Payment Entry. 2. Enter a category code in the Category field. 3. Click Quick Entry. 4. Enter a customer name or number, and press Enter. Tip! Select the check box next to the Check No. field to stop the cursor at the Check No. field. 5. Verify the value displayed in the Amount field is correct or enter a new amount, and press Enter. The cursor will return to the Customer field. 6. Repeat Steps 4-5 to enter the next entry. 7. To stop using Quick Entry: Click Quick Entry again. Importing payments Use Import Payments to import payment information from a file or diskette. You can import these types of files: Fixed-length Comma Delimited EZGov Official Payments Corporation To run the routine 1. Open Miscellaneous Payment Import 2. Select the a file type from the Import File Type drop-down list. Fixed-Length Import File Comma-Delimited Import File EzGov Import File Official Payments Corporation Import File 3. Select the import filename from the Import Filename drop-down list, or click Browse. If the import file is saved in the CSLDATA directory: Enter the filename. For example, CHECKS.CSV If the import file is NOT saved in the CSLDATA directory: Enter the drive letter and filename. For example, A:\CHECKS.CSV 4. Select a workspace from the Workspace drop-down list. The workspace that is selected will determine the first digit in the receipt number that will be created for the imported payment. 5. Select an operator from the Operator drop-down list. 6. Enter the default transaction description in the Description field. The Description, import date, and time will appear in the Description field of the imported payments. Leave the field blank to use the distribution s default description. Cash Receipting User Guide 19

26 Payments Payment Entry Advanced 7. Select an option for Distribution Information. Option Use the Distribution Code from the Import File Use Selected Distribution Description Use the distribution code stored in the import file as the distribution code that will be saved in the transaction. Select the category and distribution that will be used to record the transaction instead using of the distribution code saved in the import file. 8. Select an option for Payment Information. Option Use the Payment Code from the Import File Use Selected Payment Code Description Use the payment code stored in the import file as the payment code that will be saved in the transaction. Select the payment type code that will be used to record the transaction instead of using the payment type code saved in the import file. 9. Under Options: Select the report option. Option Print Report Only Import Payments and Print Report Description Print a report of the import payment file without updating any payments. Import payments into the Cash Receipting database and print a report. 10. Do you want to save the current settings in Payment Import as the default setup? Click Save Defaults. 11. Click GO. Updating a billing address/telephone number During Payment Entry, you can update a customer s billing address and telephone number. To update a billing address/telephone number 1. Open Payment Entry. 2. Enter a category code in the Category field. 3. Click Maintenance. Clicking Maintenance will launch the Maintenance program for the interfaced application. 4. Enter a customer number. 5. Click a field to modify it. 6. Click Close to return to Payment Entry. 20 Cash Receipting User Guide

27 Receipts Payments Receipts The way you set up the Payment Entry workspace when you first enter Payment Entry will determine which options are available to print receipts. Usually, the category, payment amount, payment type, and customer information will print on the receipt. There are four ways to print a receipt: Printing receipts by default Printing receipts manually Printing receipts on demand Printing receipts by date range Note: To print a voided receipt, set up the workspace to print receipts by default. In this section: Printing receipts by default Printing receipts manually Printing receipts on demand Printing receipts by date range Editing receipts Deleting receipts Printing unposted receipts Printing receipts by default Set up the Workspace options to always print receipts. To set up 1. Open Maintenance Workspace and select the Default Print Receipt check box. OR Enter Payment Entry and select the Print Receipts check box in the Operator Log On form. Printing receipts manually Use this option to always print a receipt during the payment entry session even if the option to print receipts is not selected when the operator logged on. To set up 1. In Payment Entry, select Other Print Receipts On/Off. or Press SHFT+CTRL+F5. Cash Receipting User Guide 21

28 Payments Receipts Printing receipts on demand If the option to print receipts is not selected when the operator logs on, click the Print button in Payment Entry to print a receipt. FIGURE 10. Entering the receipt number to print a duplicate receipt. To set up 1. In Payment Entry, click Print. The Print Duplicate Receipt dialog box displays. 2. Enter the receipt number to print or reprint in the Receipt No. field. 3. Enter the number of receipts to print in the Number of Copies field. 4. Do you want to print, Duplicate Copy on the receipt? Select the Print Duplicate Copy on the Receipt check box. 5. Click the Print button. 6. Click GO. Printing receipts by date range If you need to print receipts for multiple dates, use the Print Receipts option in the Reports menu. For example, use this option if you need to print receipts for 2/24 28/03. To set up 1. Open Reports Print Receipts. 2. Select a Report Title. 3. Verify the Report Dates. Only receipts with an input date within the selected date range will be included in the report. 4. Select an option to set the Print Order: Receipt Number Order or Receipt Date Order. 22 Cash Receipting User Guide

29 Receipts Payments 5. Select the Receipt Type. Option Normal Description Print a standard receipt. 40 Column Roll Print a narrow receipt. 53 Column Tractor Use a tractor type printer to print a standard receipt. Note: If you select 40 or 53 Column, you will not be able to preview the report. 6. Do you want to print a receipt if one was already printed? Select the Print Previously Printed Receipts check box. 7. Do you want to include a header? Select the Print Header check box. 8. Does the printer automatically roll the printed receipt forward before printing the next receipt? Select the Printer Form Tear Off Adjustment check box. 9. Do you want to print the header for the next receipt after the information for the current receipt is finished printing? Select the Print Header on First Receipt check box. 10. Do you want to print GL accounts on the receipt? Select the Print GL Acct on Receipt check box. 11. Do you want to print comments on the receipt? Select the Print Comments on Receipt check box. 12. Click Print. 13. Click GO. Cash Receipting User Guide 23

30 Payments Receipts Editing receipts Use the Redisplay Grid to edit payments/receipts that occurred on the current or prior payment date. Click Redisplay and set up the Redisplay Options. Click to display receipts by receipt number. Click to display receipts by by payment type. FIGURE 11. Setting up the options on the Redisplay Grid. To edit payments/receipts 1. In Payment Entry: Verify Edit Mode is active. 2. Enter a receipt number to edit in the Receipt No. field. OR Click Redisplay to locate the receipt. The Redisplay form displays. 3. Set up the selection criteria. Field Receipt Do This Enter the receipt numbers to redisplay. The default will select all receipt numbers. Click Filter to search. 24 Cash Receipting User Guide

31 Receipts Payments Field Dates Workspace Operator Category Do This Enter the date range to redisplay. The default will display the current payment date. To change the selection, click on an option. Click Field Selection next to the Workspace, Operator, and Category fields to change the default selection. 4. At the bottom of the Redisplay Grid: Click the Receipts button to display receipts by receipt number or click the Payments button to display receipts by payor information. Display receipts by receipt information. Display receipts by payor name. FIGURE 12. Using Redisplay to view receipt information. The values display on the screen. 5. Double-click a payment/receipt to edit it. You can also select an item from the grid and click Accept to display it. Deleting receipts Use Delete Bad Receipts to delete a receipt that is beyond repair. DO NOT use this routine to purge random receipts. If the receipt has an error, you should void the receipt instead of deleting it. Deleting a receipt will leave a gap in the receipt number sequence; this is normal. To delete a bad receipt 1. Open Miscellaneous Delete Bad Receipts. The Delete Bad Receipts warning displays. Cash Receipting User Guide 25

32 Payments Receipts 2. Click OK. 3. Enter the receipt number to delete in the Enter Receipts to Delete field. 4. Click GO. Printing unposted receipts Print the Unposted Receipts Report to identify receipts that need to be updated to subsystems and the General Ledger. To print the report 1. Open Reports Un-updated Payment Report. 2. Select a Report Title. 3. Under Report Date(s): Set the Report Date(s). Use the Current Date to update unposted receipts created on the current date. Use the Prior Date to update unposted receipts created on the prior date. 4. Click Field Selection next to the Categories field. 5. Click Preview to preview the report on the screen. OR Click Print to print the report to paper. 6. Click GO. 26 Cash Receipting User Guide

33 Balance Payments Payments Balance Payments You can use the Receipt Register and Payment Register to ensure payments are allocated to the proper GL account, verify payments balance before you make your bank deposit, and summarize payments by category. In this section: Printing the Payment Register Printing the Receipt Register Balancing payments and receipts Printing the Payment Register Print Payment Register to view the payment type, check number, payment amount, total paid against the amount due, and change returned. To print the register 1. Open Reports Payment Register. 2. Select a Report Title. 3. Verify the Report Dates. 4. Click the Options Tab. 5. Select the workspaces, operators, and payment types to include on the report. Click Field Selection to search these fields. 6. Do you want to print a Summary by Payment Type Report? Select the Print Summary by Payment Type check box. 7. Do you want to print a Summary by Operator Report? Select the Print Summary by Operator check box. 8. Click Print. 9. Click GO. Printing the Receipt Register A Receipt Register prints the category, distribution, description, and customer hash total. It will print the total money received by category, distribution, and operator. To print the register 1. Open Reports Receipt Register. 2. Select a Report Title. 3. Verify the Report Dates. 4. Click the Options Tab. 5. Select the workspaces, operators, and payment types to include on the report. Click Field Selection to search these fields. 6. Do you want to print a summary of the receipts by distribution type? Select the Print Summary by Distribution Type check box. 7. Do you want to print a summary of the receipts by operator? Select the Print Summary by Operator check box. Cash Receipting User Guide 27

34 Payments Balance Payments 8. Do you want to print the entire description field on the report? Click the Formats Tab, and then enter the column width and select the Wrap Description check box. FIGURE 13. Printing the entire description on the report. Wrapping a Description will print all of the description text on the report. If the text is longer than the column width, the remaining text will print on the next line. 9. Click Print. 10. Click GO. Balancing payments and receipts Print the Payment and Receipt Registers and check the total for each report. Verify the same total appears on each report. 28 Cash Receipting User Guide

35 Payment Detail Payments Payment Detail The number of days that you wish to keep the payment detail for Cash Receipting is user-defined. Deleting the payment detail regularly can improve Cash Receipting performance. If you experience problems such as a long delay before the next receipt number is assigned or a report prints, try reducing the amount of payment detail being stored. IMPORTANT: Deleting the payment detail is permanent. There is no undo. In this section: Setting the period to store payment detail Deleting the Payment Detail Setting the period to store payment detail The Payment Detail Days is the length the payment detail must be saved in the Transaction Table before it can be deleted. To set the number of payment detail days 1. Open Maintenance Control. 2. Enter the number of days to store the payment detail in the Payment Detail Days field. 3. Click Close. Deleting the Payment Detail Run Delete Payment Detail to delete the transactions that (1) occur prior to and including the deletion date and (2) exceed the number of days the transaction must be retained as set up in the Control Table. Deleting the payment detail regularly maintains normal Cash Receipting function. WARNING! There is no undo for this action. Example: If the date entered is 2/24/03, then all of the transactions with an input date prior to 2/24/03 and all of the transactions created on 2/24/03 will be deleted when the user clicks GO. To delete the detail 1. Open Miscellaneous Delete Payment Detail. 2. Enter a date or accept the displayed date. The default date based on the Payment Detail Days set in Control Maintenance automatically appears in this field. IMPORTANT! When you click GO, all transactions that occurred prior to and including the deletion date will be deleted. Cash Receipting User Guide 29

36 Payments Payment Detail 3. Select an option to delete payments based on their update status. Option Yes No Prompt Description Delete all transactions prior to the date entered. Delete only updated transactions prior to the date entered. Prompt the user for receipts that have not been updated prior to the date entered. 4. Do you want to save the options selected on this screen? Click the Save Defaults button. When you return to this routine, the saved options will be displayed. 5. Click GO. 30 Cash Receipting User Guide

37 Payment Update Payments Payment Update You can update payments to (1) other subsystems that are interfaced to Cash Receipting and (2) the General Ledger. In this section: Updating payments to subsystems Reviewing the Payment Update Report Printing an Un-updated Payments Report Printing a General Ledger Detail Report Printing the Un-updated GL Report Updating payments to subsystems Run Update Payments to update Cash Receipting transactions to the appropriate subsystem. Important! If you need to run Update Payments again, select the Update Payments That Have Already Been Updated check box. Generally, this check box is not selected. Set up the Update Payment selection criteria. Complete these fields to update transactions to the Caselle Court Management program. FIGURE 14. Example of setting up the Update Payments options. To update to subsystems 1. Open Miscellaneous Update Payments. 2. Under Receipts: Enter the receipt range to update, or click Filter. 3. Under Receipt Date(s): Enter the transaction date to update. 4. Under Categories: Enter the categories to update, or double-click the field to view a category list. Cash Receipting User Guide 31

38 Payments Payment Update 5. If you are updating payment transactions to the Caselle Court Management program: Complete this section. Field Court Payment Codes Court Payment Adjustment Codes Do This Select the payment code to append to the transaction. Select the adjustment code to append to the transaction. 6. Select the Print Update Report check box. 7. Do you want to update payments to subsystems? Select the Update Payments check box. 8. Do you want to print the payment detail? Select the Print Detail check box. 9. Click GO. Reviewing the Payment Update Report Review the Subsystem Update Report that printed in Step 7: Update Payments for errors. Make sure the transactions updated to the appropriate subsystem. Printing an Un-updated Payments Report Print the Un-updated Payment Report to list the receipts you need to update to subsystems that are interfaced to Cash Receipting. If you open a customer file with payments waiting to be updated, a warning will appear below the account balance. An un-updated payment is a payment that is waiting to be updated to an interfaced subsystem that is using Cash Receipting to collect payments. To print the report 1. Open Reports Un-updated Payments. 2. Select a Report Title. 3. Under Report Date(s): Set the Report Date(s) to the current date. 4. Under Categories: Enter the categories to include or click Field Selection. 5. Click Preview to preview the report on the screen. OR Click Print to print the report to paper. 6. Click GO. 32 Cash Receipting User Guide

39 General Ledger Update Payments General Ledger Update Update transactions created in the Cash Receipting program to the General Ledger program. In this section: Updating General Ledger Reviewing the General Ledger Update Report Printing a General Ledger Detail Report Printing the Un-updated GL Report Updating General Ledger Update payments to the Caselle General Ledger program, create an export file for a non-caselle General Ledger, or print an update report to manually update transactions to the General Ledger. Changing the Receipt Date will also update the GL Posting Period field. FIGURE 15. Example of setting up the General Ledger Update options. To update to the General Ledger 1. Open Miscellaneous General Ledger Update. 2. Under Receipts: Enter the receipt range to update, or click Filter. 3. Under Receipt Dates: Enter the receipt dates to update, or click Filter. 4. Select the Print the GL Update Report check box. 5. Do you want to create an export file for a non-caselle General Ledger application? Select the Create GL Export File check box. 6. Do you want to update transactions to the Caselle General Ledger program? Select the Update Caselle General Ledger check box. 7. Select the GL Posting Period from the GL Posting Period drop-down list. 8. Select the GL Posting Journal from the GL Posting Journal drop-down list. 9. Click GO. Cash Receipting User Guide 33

40 Payments General Ledger Update Reviewing the General Ledger Update Report Review the General Ledger Update Report for errors. Make sure the transactions updated to the selected GL Posting Period and GL Posting Journal. Printing a General Ledger Detail Report Print the General Ledger Detail Report to view the transaction detail in addition to the information on the Update General Ledger Report. To print the report 1. Open Reports General Ledger Detail Report. 2. Select a Report Title. 3. Verify the Report Dates. 4. Select the GL Accounts, Workspaces, Operators, Categories, and Payment Types to include on the report. Double-click the white space or click Field Selection 5. Click Print. 6. Click GO. to search. Printing the Un-updated GL Report Print the Un-updated GL Report to view the transactions that have not been updated to the General Ledger. To print the report 1. Open Reports Un-updated GL Report. 2. Select the Report Title. 3. Verify the Report Dates. 4. Click Print. 5. Click GO. 34 Cash Receipting User Guide

41 Payment Dates Payments Payment Dates Cash Receipting transactions are organized by payment date. Before you change the current payment date, you should run Checkout and Recalculate (if needed). Make sure you follow the proper procedure to change and close a payment date. In this section: Changing the current payment date (all workspaces) Changing the current payment date (single workspace) Closing the prior payment date Changing the current payment date (all workspaces) When you are ready to balance receipts for the current payment date its time to change the current payment date. Before you change the current payment date: Run Checkout. Run Recalculate or manually fix errors on the Checkout report. Note: We recommend closing all workspaces at the same time if the money collected at the workspace is included in the same bank deposit. Run Checkout 1. Open Miscellaneous Checkout. 2. Accept ALL receipts or enter a receipt number. 3. Click GO. 4. Review the Checkout report for errors. Run Recalculate if the Checkout report states Recalculate. Run Recalculate 1. Open Miscellaneous Recalculate. 2. Enter the receipt number(s) listed on the Checkout report that need to be recalculated. 3. Click GO. 4. Run Checkout again. Cash Receipting User Guide 35

42 Payments Payment Dates Change the current payment date Change the current payment date for all workspaces. Step 1: Click Change. Step 2: Verify the new payment date is correct, and click Accept. FIGURE 16. Using the Operator options to change the payment date. 1. Open Payment Entry. The Operator Log On form displays. 2. Select an operator name and workspace. 3. Click the Change button The Change Payment Date dialog box displays. 4. Verify the new payment date is correct and then click Yes. 5. Click Accept. The next payment date will automatically appear in the New Payment Date field. If the date is incorrect, click the Calendar button to change it. 6. Click Yes to accept the new payment date. 7. Click Accept. 8. For each workspace, repeat steps 1 7. Changing the current payment date (single workspace) You can change the payment date for a single workspace without affecting the payment date being used by the other workspaces. To change the current payment date for a single workspace 1. Sign the operator off the workspace. A Current Payment Date Update box will appear. 2. Click Yes to change the current payment date. Closing the prior payment date Closing the prior payment date is a two-step process. First, verify the prior payment date is balanced. Second, close the prior payment date. Closing the prior 36 Cash Receipting User Guide

43 Payment Dates Payments payment date restricts unauthorized personnel from adding, deleting, or modifying data that may affect the payment date balance or deposit. Step 1: Verify the Prior Payment Date is balanced If you have been balancing the Payment Register and Receipt Registers, the Prior Payment Date should already be in balance. Step 2: Close the Prior Payment Date Run Close Prior Payment Date to stop transactions from posting to the prior payment date. Double-click the field to select the workspaces to include in the closing routine. View the prior and current payment date for each workspace. FIGURE 17. Close Prior Payment Date Setup. 1. Open Miscellaneous Close Prior Payment Date. 2. Under Workspaces: Double-click the field to select the workspaces to include. All workspaces are displayed in the Workspace Payment Dates grid. This grid displays the Prior Payment Date and the Current Payment Date. 3. Click GO. Cash Receipting User Guide 37

44 Payments Batch Daily Registers Batch Daily Registers If this is your first time completing this step, you need to set up a Batch Report to print the following reports: Receipt Register Payment Register In this section: Setting up the Batch Daily Register Printing the Batch Daily Registers Setting up the Batch Daily Register 1. Open Reports Batch Reports. 2. Click New. First, double-click the Reports column heading. Second, select the reports to include in the Batch Daily Register. Third, click Save and enter Daily Registers as the report name. FIGURE 18. Batch Report Setup 3. Double-click the Reports column heading. 38 Cash Receipting User Guide

45 Batch Daily Registers Payments 4. Select the reports to include in the Daily Register Batch Report. Double-click a report from Available Reports, or Click a report to select it, and then click the arrow > button in the middle of the screen. 5. Click Accept. 6. Click Save. The Save Report Definition dialog box displays. 7. Under Save As New Report: Type Daily Registers, and click Save. Printing the Batch Daily Registers 1. Open Reports Batch Reports. 2. Select Batch Reports Daily Registers from the Report Title drop-down list. 3. Click Print. 4. Click GO. Cash Receipting User Guide 39

46 Payments Payment Types Payment Types Cash, credit, checks, or money orders... you can use the Cash Receipting program to track every type of payment. Using payment types means that you can itemize the amounts received by payment type on the Payment Register report. Having that information will make it easier to balance payments at the end of the day. In this chapter: Adding a payment type Editing payment type information Deleting a payment type Printing a Payment Type Report Adding a payment type You can set up payment types to track the different types of monies received. Priority Payment Code Description 1 1 Check 2 2 Cash 3 3 Money Order To add a cash/check payment type 1. Open Maintenance Payment Type. 2. Click New. 3. Assign a payment type number in the Payment Code field. Example: Enter 1 to set up the first payment type. 4. Enter the payment type description in the Description field. Example: Enter Check or enter Cash, etc. To select the payment type display order Complete this section for each payment type. 5. Assign a number to the payment type in the Priority field. A Priority is assigned to each payment type code to determine the payment type s display order in the display list on the Payment Entry screen. To add a bank 6. Enter the name of the bank that you will use to deposit revenue from this payment type in the Bank field. To add a default GL Account 7. Enter the GL account for the bank entered in Step 5 in the Default GL Account field to enable updates to the General Ledger. If you are not using a General Ledger interface: Leave this field blank. 40 Cash Receipting User Guide

47 Payment Types Payments To setup the change due option If this payment type is used to return change, complete this section. The Change option must be selected on at least one payment type. Note: Not selecting the Change check box will not prevent an operator from giving change to a customer. 8. If the payment type will be used to record and return change: Select the Change check box. To setup stop fields If you want the cursor to stop at the Check No. or Payor field when this payment type is selected, complete this section. Set the default to stop at the Check No. and/or Payor field when this payment type is selected. FIGURE 19. Payment Type Stop Fields 9. To stop at the Check No. field on the Payment Entry screen: Select the Check No. Required check box. Example: Select this check box if this is a payment type for a check or money order. 10. To stop at the Payor field on the Payment Entry screen: Select the Stop at Payor in Payment Entry check box. Example: John Doe owns the ABC Company. He uses a personal check to pay the utility bill. If the Stop at Payor in Payment Entry check box is selected, the cursor will stop at the Payor field. Cash Receipting User Guide 41

48 Payments Payment Types To setup the Combined GL Deposit option If you wish to use the same GL account for more than one deposit type, set up the GL Combined Deposit field. 11. To group deposits by GL account and/or allow more than one deposit for the same GL account: Enter the letter (A Z) in the GL Combined Deposit field. Usually, A is the default selection. 12. Click Save. Editing payment type information You can edit the payment type in the Payment Type Table. To edit a payment type 1. Open Maintenance Payment Type. or Click Edit if the Payment Type Table is already open. 2. Enter a payment code in the Lookup bar, and press Enter. 3. Click a field to edit it. 4. Click Close or display different record to save your changes. Deleting a payment type You can delete a payment type if transactions which reference the payment type do not exist. To delete a payment type 1. Open Maintenance Payment Type. 2. Click Delete. 3. Enter a payment code in the Lookup bar, and press Enter. 4. Click Yes. Printing a Payment Type Report The Payment Type Report is a simplified version of the Payment Register. It only lists the payment type, check number (if applicable), amount received, and total deposit amount. To print the report 1. Open Reports Payment Type Report. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Under Payment Types: Select the payment types to include on the report, or click Field Selection. 5. Click GO. 6. Click Print. 42 Cash Receipting User Guide

49 CHAPTER 4 Checklist Complete the Cash Receipting Steps Checklist each day. The Steps Checklist contains all of the steps you need to use Cash Receipting successfully. In this chapter: Steps Checklist Daily Checklist At Cutoff Time Checklist End of Month Checklist Cash Receipting User Guide 43

50 Checklist Steps Checklist NEW SECTION. No csr. 1/11/ 05 Steps Checklist The Steps Checklist lists the tasks that need to be completed each day, at the cutoff time, and at the end of the month. A user uses a check mark or X to indicate the step has been completed. ANYCITY CORPORATION Cash Receipting Page: 1 Steps Checklist Apr. 12, :06pm Task Daily Enter payments. (Verify the Current Payment Date.) At Cutoff Time Print Batch Daily Registers. (REP) Registers should balance with each other. Balance to bank deposit. Close Prior Payment Date. (MISC) Run Checkout. (MISC) If errors exist on the Checkout report, run Recalculate. Fix errors. Run Checkout for a No errors found Checkout report. (MISC) Update payments. (MISC) Verify no errors exist. Update General Ledger. (MISC) Verify no errors exist. Print Un-updated Payments report. (REP) Print Unposted Receipts report. (REP) End of Month Delete payment detail. (MISC) To print the report 1. Open the Reports menu and select Steps Checklist. 2. Select the Report Title. 3. Click Print. 4. Click GO. 44 Cash Receipting User Guide

51 Daily Checklist Checklist NEW SECTION. 1/20/05. No csr. Pending Approval. Daily Checklist Perform these steps, in the order listed, to complete the Daily task list. Tip! Print the Steps Checklist to track the steps that need to be completed by a specific date. Do this Steps Enter payments. Print receipts. Abort/void receipts. Create split distributions. Accept multiple payment types. Guidelines See Payment Entry Basic on page 8. See Receipts on page 21. See Aborting or voiding transactions on page 14. See Performing a split distribution on page 17. See Entering multiple payments on page 17. Cash Receipting User Guide 45

52 Checklist At Cutoff Time Checklist NEW SECTION. 1/20/05. No At Cutoff Time Checklist Complete these steps when it s time to stop receiving payment transactions for the current payment date. Do this Steps 1. Print Batch Daily Registers. 2. Register should balance with each other. 3. Balance to bank deposit. 4. Close prior payment date. 5. Run Checkout. 6. If the errors exist, run Recalculate. 7. Update payments. 8. Verify no errors exist. 9. Update the General Ledger. 10. Verify no errors exist. 11. Print the Un-updated Payments Report. 12. Print Unposted Receipts. Guidelines See Batch Daily Registers on page 38. Review the Daily Registers. Make sure the registers balance with each other before continuing to Step 3: Balance to Bank Deposit. Verify the total from the Daily Registers balances with the Bank Deposit. See Closing the prior payment date on page 36. See Running Checkout on page 82. See Running Recalculate on page 83. See Updating payments to subsystems on page 31. Review the Subsystem Update Report that printed in Step 7: Update Payments for errors. Make sure the transactions updated to the appropriate subsystem. See Updating General Ledger on page 33. Review the General Ledger Update Report for errors. Make sure the transactions updated to the selected GL Posting Period and GL Posting Journal. See Printing an Un-updated Payments Report on page 32. See Printing unposted receipts on page Cash Receipting User Guide

53 End of Month Checklist Checklist NEW SECTION. 1/20/05. No End of Month Checklist Complete these steps when it s time to stop receiving payment transactions for the current payment date. Do this Steps Delete payment detail. Guidelines See Deleting the Payment Detail on page 29. Cash Receipting User Guide 47

54 Checklist End of Month Checklist 48 Cash Receipting User Guide

55 CHAPTER 5 Category A Category is a division or classification and you can define up to 99 different categories in the Cash Receipting program. That means you have plenty of room and flexibility to organize even the most complex receipting process. You can return to Category Maintenance to add, edit, or delete categories. In this chapter: Adding a category Editing category information Deleting a category Cash Receipting User Guide 49

56 Category Adding a category Adding a category You can add a new category for receiving payments. Here is a list of categories that are commonly set up in Cash Receipting: Cemetery, Court, Improvements, Licenses, Permits, Miscellaneous, Recreation, Tax Revenue, Utility Payments. To add a category 1. Open Maintenance Category. 2. Click New. 3. Assign a category number in the Category Code field (1-99). Example: Enter 1 for Utilities 4. Enter the category code description in the Description field. Example: Utilities To setup the category display order Complete this section for all categories. 5. Assign a number to the category code in the Priority field. A Priority is assigned to each category code to determine the category s display order in the display list on the Payment Entry screen. Enter the priority number that reflects the position the category will be displayed on the Payment Entry screen. FIGURE 1. Displaying a category in Payment Entry based on Priority number assigned in the Category Table. 50 Cash Receipting User Guide

57 Category To interface to a Caselle application If this category will receive payments for another application, complete this section. 6. Select an application from the Application Type drop-down list. Selecting an Application Type will interface this category with the selected Application. It enables Cash Receipting to display payment information from an interfaced Caselle application in Payment Entry. To restrict access to the interfaced application If you want to restrict access to Maintenance or Inquiry for the selected application, complete this section. 7. To restrict access to the Maintenance menu for the application selected in Step 6: Enter the Maintenance Password (optional). 8. To restrict access to the Inquiry menu for the application selected in Step 6: Enter the Inquiry Password (optional). To set up options Complete this section for all categories. 9. To display a warning when the account balance is zero or negative: Select the Credit Balance Warning check box. 10. To display a warning if the application being updated is in use: Select the Application In Use Warning check box. 11. If you are using the Caselle Payment Import/Online Payment program, and you wish to allow payments received from the Internet: Select the Allow Internet Payments check box. 12. To not print the beginning and ending balance on receipts: Select the Suppress Balances on Receipts check box. To set up Caselle Court Management Options If this is a category that will receive payments for the Caselle Court Management program, complete this section. 13. If this is a Court (Windows) category for civil claims: Select the Civil Claims check box. This option defaults to the plaintiff name to display open cases for the plaintiff, and allow payment entry. 14. If this is a Court (Windows) category, and you do not want to print the previous balance or new current balance on receipts: Select the Suppress Offense Total as Beginning Balance on Receipts check box. To set up address options Complete this section to select the address types that will print on the receipt. 15. Do you want to print the mailing address on the receipt? Select the Print Mailing Address on Receipts check box. 16. If a service address is available, do you want to print it on the receipt? Select the Print Service Address on Receipts check box. 17. Click Save. Cash Receipting User Guide 51

58 Category Editing category information Editing category information You can modify the category setup. You will receive a warning if an operator is currently using a workspace because editing a category when an operator is using it may cause unexpected results. To edit a category 1. Open Maintenance Category. OR Click Edit. 2. Enter a category code in the Lookup bar. 3. Press Enter. 4. Click a field to edit it. 5. Click Close. Deleting a category You can delete a category from the Category Table. If the category has transactions or distributions associated with it, you will not be able to delete it. To delete a category 1. Open Maintenance Category. 2. Click Delete. 3. Enter a category code. 4. Click Delete. 5. Click Yes. 52 Cash Receipting User Guide

59 CHAPTER 6 Distribution You can breakdown categories into subcategories called Distributions. When it s time to balance the books, simply print an itemized list of payments received for each distribution or create a GL summary for each category. More about Distributions... The name of a GL account usually dictates the distribution name. You can tie more than one distribution to a GL account. The first digit in a distribution indicates the category the distribution belongs to. Example: Distribution 201 belongs to Category 2. Distributions are grouped by category code. In this chapter: Adding a distribution Editing distribution information Deleting a distribution Adding a new split distribution Adding a split distribution to an existing payment Deleting a split distribution Printing a Payments by Distribution Report Cash Receipting User Guide 53

60 Distribution Adding a distribution Adding a distribution You can add a new distribution type. The category you will be using to create the distribution must be set up before you can add a distribution to it. Use Table 1 to view the relationship between categories and distribution codes. TABLE 1. Relationship between Categories and Distributions Category 1 Utility 2 Building Permits 3 Impact Fees Distribution 101 Utilities 201 Building Permit 202 Zoning and Subdivision Fees 203 Inspection Fees 204 Electric Connection 301 Storm Drain 302 Parks and Recreation 303 Public Safety 304 Electric To add a distribution 1. Open Maintenance Distribution. 2. Click New. 3. Select a category to add the distribution to from the Category drop-down list. If the drop-down list is empty, exit the Distribution Table and add a category to the Category Table. 4. Enter the distribution code in the Distribution Code field. Example: If the first category is Permits and the Category Code is 3, then 301 is assigned as the Distribution Code. Use 302 for the second distribution, 303 for the third distribution, and so on. 5. Enter a distribution name in the Description field. Example: Building Permit To set up the distribution display order Complete this section for all distributions. 6. Assign a number to the distribution code in the Priority field (1 99). A Priority is assigned to each distribution code to determine the distribution s display order in the display list on the Payment Entry screen. Example: Enter 1 to list Building Permits as the first distribution that appears in the Distributions drop-down list on the Payment Entry screen when the Permits category is selected. 54 Cash Receipting User Guide

61 Adding a distribution Distribution To set up distribution options 7. Enter the default GL account in the GL Account field. You can Search this field. If you want to allow the operator the option of entering a GL Account for this distribution during Payment Entry, leave the GL Account field blank. 8. To stop at the Description field in Payment Entry to enter a transaction description: Select the Stop at Description in Payment Entry check box. Example: Use this option to record a building permit number during Payment Entry. When you select Building Permits from the Distribution drop-down list, the cursor will stop at the Description field so you can enter the permit number. 9. To total all payments received for the distributions and post a single entry in the General Ledger: Select the GL Summary check box. Example: During the day you record five business license payments at $50.00 each. If the General Ledger Summary check box is selected, Cash Receipting will total all five entries and post one entry of $ in the Business License Revenue account. If the General Ledger Summary check box is not selected, Cash Receipting will post five separate entries of $50.00 in the Business License Revenue account. Each entry will include a description, customer name, and receipt number. 10. Enter the distribution amount that will automatically appear in the Amount field in Payment Entry when this distribution is selected in the Default Distribution Amount field. If the distribution belongs to a category for an interfaced application, the customer/account balance will appear in the amount field instead of the default distribution amount. To set up a distribution for Internet payments If the distribution belongs to a category that allows Internet Payments, you can set up the distribution to allow Internet Payments. 11. Do you want the distribution to allow internet payments? Select the Allow Internet Payments check box. Note: If the category is not set up to receive Internet Payments, the Allow Internet Payments check box will be disabled. To set up Cemetery Management options If the Caselle Cemetery Management program is installed and the Cemetery category was selected, then complete this section to set up a Cemetery distribution. 12. Select the amount from the Cemetery Balance drop-down list to be displayed on the Payment Entry screen when this distribution is selected. Purchase Balance Perpetual Care Amount Perpetual Care Balance None To set up GL Activity options If GL Activity numbers are set up in the Caselle General Ledger program and you want to set up a distribution to record payments for a GL Activity, complete this section. The Caselle General Ledger program must be installed with the GL Cash Receipting User Guide 55

62 Distribution Editing distribution information Activity number set up in the Activity Table and the GL Activity Option check box in the Control Table must be selected to enable the following fields. 13. Enter the default GL Activity No. for the distribution in the Default GL Activity No. field. 14. Do you want to prompt the operator to enter a GL Activity No. if this distribution is selected? Select the Prompt for GL Activity No., check box. Tip! Select this option to allow an operator override of the Default GL Activity No. in Payment Entry. To set up Project Management options If Job numbers are set up in the Caselle Project Management program and you want to set up a distribution to record payments for a job, complete this section. Project Management must be selected as the Category and the Project Management check box in the Control Table must be selected to enable the following fields. 15. Enter the default Job No. for the distribution in the Default Job No. field. 16. Do you want to prompt the operator to enter a Job No. if this distribution is selected? Select the Prompt for Job No. check box. Tip! Select this option to override the Default Job No. in Payment Entry. 17. Click Save. Editing distribution information You can edit the distribution setup in the Distribution Table. You will receive a warning if an operator is currently using a workspace because modifying a distribution as it is being used may cause unexpected results. To edit a record 1. Open Maintenance Distribution. OR Click Edit. 2. Enter a distribution code in the Lookup bar. Press Enter. 3. Click a field to edit it. 4. Click Close. Deleting a distribution You can delete a distribution type from the Distribution Table. You will not be able to delete a distribution if transactions exist. To delete a record 1. Open Maintenance Distribution. 2. Enter a distribution code in the Lookup bar. Press Enter. 3. Click Delete. Note: If passwords are set up, you may need to enter the requested password to continue. 56 Cash Receipting User Guide

63 Adding a new split distribution Distribution 4. Enter a category code in the Lookup bar. Press Enter. The Lookup bar expands. FIGURE 1. Entering the category and distribution code in the Lookup Bar. 5. Enter the distribution code and press Enter. 6. Click Yes. 7. Click OK. Adding a new split distribution A Split Distribution allows an operator to create one receipt for the allocation of funds to more than one distribution. You can create up to 99 split distributions per receipt. To add a new split distribution 1. Open Payment Entry. 2. Complete the fields on the Payment Entry form, when you reach the Payment Type field, click Split Mode. Tip! You can also press F11to enter Split Mode. 3. Click Yes. The cursor will return to the Category field. 4. Enter the next category and its distribution. 5. Press Enter twice to leave the Distributions sections. 6. Complete the Payments section. Adding a split distribution to an existing payment Edit an existing payment to add a split distribution. To add a split distribution to a saved payment entry 1. Open Payment Entry. 2. Click Edit. 3. Enter a receipt number or click Redisplay to select the receipt number. The receipt displays on the screen. 4. In the Distributions section, click New. 5. Complete the transaction. 6. Click Save. 7. Click Yes to void the current receipt and issue a new receipt number. Cash Receipting User Guide 57

64 Distribution Deleting a split distribution Deleting a split distribution You can delete a split distribution from a saved payment entry. If deleting a split distribution will modify the amount, you should also modify the related payment information. To delete a split distribution from a saved payment entry 1. Open Payment Entry. 2. Click Edit. 3. Enter a receipt number in the Lookup bar. Press Enter. OR Click Redisplay to select the receipt number. 4. In the Distributions section, click Delete. 5. Click Save. 6. Click Yes to void the current receipt and issue a new receipt number. Printing a Payments by Distribution Report Print the Payments by Distribution Report to print a Receipt Register that will breakdown payments by distribution type. To print the report 1. Open Reports Receipt Register. 2. Select a Report Title. 3. Verify the Report Dates. 4. Click the Options Tab. 5. To select the Workspaces, Operators, and Categories to include: Click Field Selection at the end of the field. 6. To summarize receipts by distribution: Select the Print Summary by Distribution check box. 7. To summarize receipts by operator: Select the Print Summary by Operator check box. 8. Click Print. 9. Click GO. 58 Cash Receipting User Guide

65 CHAPTER 7 Third Party Accounts The Third Party Account option allows customer information from a non-caselle application to be imported into the Third Party Account Table in Cash Receipting. Then, you can use Cash Receipting to receive payments, and validate customer account and amounts for the Third Party Account software. In this chapter: Import Court Payments Third Party Account Setup Import Third Party Accounts Payment Entry Third Party Accounts Export Third Party Accounts Cash Receipting User Guide 59

66 Third Party Accounts Importing Court Payments Importing Court Payments Import court payments and revenue created in CORIS into Cash Receipting so the transactions can be updated to General Ledger. Do this: 1. Open Cash Receipting > Miscellaneous > Import Court Payments. 2. Setup the fields on the General tab. Court systems: Select the application name of the court system which you will be importing payments from. Import filename: Enter the path and filename for the file that was created by the court system. Include the file extention, for example,.txt. Or, use Browse to navigate to the import filename. Workspace: Select the workspace name to use as the default workspace for all of the transactions that will be imported. Operator: Select the operator name to use as the default workspace for all of the transactions that will be imported. Print: Select an option to print a report and update transactions to Cash Receipting, print a report without updating transactions, or update transactions without printing a report. 3. Setup the fields on the Distribution tab. Category: Select the default category for all of the transactions that will be imported. Important! Only distributions for the selected category will be listed as options. Import File Distributions: A list of court distributions found in the import file display in the grid. Double-click the Caselle Distribution column to select a distribution code from the distribution list found in Caselle. Reset distributions: Click this button to clear the distribution codes that are currently being used and reload the distributions from the import file. 4. Setup the fields on the Payment Types tab. Import File Payment Types: A list of the payment types found in the import file displays in the grid. Double-click the Caselle Payment Type column to select a payment type code from the payment type list found in Caselle. Reset payment types: Click this button to clear the payment codes that are currently being used and reload the payment types from the import file. 5. If you wish to use the options that have been set up on the General tab, Distributions tab, and Payment Types tab as the default setup, click the Save Defaults button on the General tab. 6. Click GO. 60 Cash Receipting User Guide

67 Third Party Account Setup Third Party Accounts Third Party Account Setup In this section: Setting up a Third Party Account Category Setting up a Third Party Account Distribution Setting up a Third Party Account Category Set up a category in the Category Table that will accept payments for the Third Party Account category. Using the Third Party Account application interface allows you to set up a multiple category codes that will handle account information from more than one Third Party Account application. Select the Third Party Account code from the Application Type drop-down list. FIGURE 1. Setting up a Third Party Account Category. To set up a Third Party Account Category 1. Open Maintenance Category. 2. Set up a new category. OR Enter a category code in the Lookup bar and press Enter to display an existing category. 3. From the Application Type drop-down list: Select Third Party Account. Cash Receipting User Guide 61

68 Third Party Accounts Third Party Account Setup Setting up a Third Party Account Distribution Set up a distribution in the Distribution Table that will accept Third Party Account payments. You must set up at least one distribution for each category. Select a Third Party Account Category from the Category drop-down list. FIGURE 2. Setting up a Third Party Account Distribution. To set up a Third Party Account Distribution 1. Open Maintenance Distribution. 2. Set up a new distribution. 3. From the Category drop-down list: Select a Third Party Account Category. 62 Cash Receipting User Guide

69 Import Third Party Accounts Third Party Accounts Import Third Party Accounts In this section: Importing Third Party Account Information Verifying the Imported Third Party Accounts Importing Third Party Account Information Use Import Third Party Account Information to import records from a commadelimited text file into the Third Party Account Table. The system uses the account number in the import file to validate existing records and update the account information. FIGURE 3. Example of a Third Party Account Import Setup. The purpose of the Third Party Account Table is two-fold. It stores some account information from the Third Party Account application and it records the payment transactions received in Cash Receipting that will be exported to the Third Party Account application. To import Third Party Account Information 1. Open Miscellaneous Third Account and select Import Account Information. 2. Select the Third Party Account category to import from the Category dropdown list. 3. Select Comma Delimited Import File or Michigan Tax Import File from the Import File Type drop-down list. 4. Select the Import Filename from the Import Filename drop-down list, or click Browse. Import File Location If the import file is saved in the CSLDATA directory If the import file is NOT saved in the CSLDATA directory Do This Enter the import filename, for example, CHECKS.CSV Enter the drive letter and import filename, for example, A:\CHECKS.CSV 5. Enter the default transaction description in the Default Additional Info field. Cash Receipting User Guide 63

70 Third Party Accounts Import Third Party Accounts 6. Enter the default date in the Default As of Date field. Leave the field blank to use the system date. 7. Enter the number of lines to leave out of the import file in the Lines to Skip field. The Import File may contain header information which may not be appropriate to include in the Third Party Account Table. Use Lines to Skip to leave out the number of lines entered. 8. Under Options, select an option: Print Report Only or Import Accounts and Print Reports. 9. Do you want to delete and replace all accounts saved in the Third Party Account Table with the imported accounts? Select the Replace Existing Accounts check box. 10. Do you want to import an account if the balance due is zero? Select the Include Accounts with a Zero-Balance Due check box. 11. Click GO. Verifying the Imported Third Party Accounts Use the Third Party Account Table to verify the information in the imported accounts is saved correctly in the Third Party Account Table. To verify the imported accounts 1. Open Maintenance Third Party Account. 2. Use the > on the Lookup Bar to view each record. FIGURE 4. Using the Lookup Bar to advance to the next record. 64 Cash Receipting User Guide

71 Payment Entry Third Party Accounts Third Party Accounts Payment Entry Third Party Accounts In this section: Entering a Third Party Account payment Printing Third Party Account receipts Updating Third Party Account payments Checking Third Party Account transactions Entering a Third Party Account payment Select a category code with the Application Type set to Third Party Account, to search and validate account information stored in the Third Party Account Table. The Balance Due will add all sequences for the account number and subtract the cumulative payment amounts. A receipt sequence is created for each account sequence that is paid. Printing Third Party Account receipts A Third Party Account Receipt includes the account number, name, address, additional information, beginning balance, payment amount, and ending balance. Updating Third Party Account payments Use Update Payments to update the Third Party Account payments received in Cash Receipting to the Third Party Account Table. The Payment Amount field in the Third Party Account Table is a cumulative amount. To update payments 1. Open Miscellaneous Update Payments. 2. Set up the Update Payment selection criteria. 3. Click GO. Checking Third Party Account transactions Run Checkout to compare the payment amount in the Third Party Account Table to the payments entered since the As of Date. Any discrepancies will be included on the Checkout Report. To fix this Third Party Account transaction error, run Recalculate to modify the payment amount to match the payments entered since the As of Date. Recommendation: Run Checkout and Recalculate if payments were updated more than once using the Override Update Flag option. Cash Receipting User Guide 65

72 Third Party Accounts Export Third Party Accounts Export Third Party Accounts In this section: Creating a Third Party Account export file Creating a Third Party Account export file Use the Report/Export option to create a Third Party Account Export File based on one or more category codes for Third Party accounts. Then, use the Third Party Account application to post transactions from the Third Party Export File to the Third Party application. To create an export file 1. Open Miscellaneous Third Party Account and select Export Payments. 2. Select a Report Title. 3. Under Receipt Date(s): Enter the receipt dates to export. For example, to export the Third Party receipts for February 2003, select the 2/1/03 and 2/28/03 as the date range. 4. Click the Miscellaneous Tab. Click the Miscellaneous Tab and set up the export options. FIGURE 5. Setting up options on the Miscellaneous Tab to export Third Party Accounts. 5. Enter the export file name in the Export Filename field. Example: THIRDPARTY.TXT 66 Cash Receipting User Guide

73 Export Third Party Accounts Third Party Accounts 6. Do you want to create a fixed-length text file? Click the Fixed-Length Text File option and select an option from the File Type drop-down list. A Fixed-Length Text File uses the field length to determine where one field ends and the next field begins. FIXED-LENGTH TEXT FILE EXAMPLE Field Field Length Category 12 Account No. 6 Sequence No. 2 Name 15 Address 1 15 City 7 State 2 Data in a fixed-length text file might look like this: Third Party Account Smith, Jane 123 Anystreet AnyCity UT 7. Do you want to create a delimited text file? Complete these steps. A Delimited Text File uses a field delimiter to mark the beginning and ending of a field. Data in a delimited text file might look like this: Third Party Account, , 01, Smith, Jane, 123 Anystreet, Anycity,... Click the Delimited Text File option. Select a Field Delimiter. A Field Delimiter is the character selected to separate fields. A comma (,) is used in the previous example. You can use a comma (,), semicolon (;), space, or tab as the field delimiter. Enter a Character to Surround Text Fields. The Character to Surround Text Fields is a character that marks the beginning and ending of a text field. In the previous example, quotation marks ( ) are used to surround text fields, such as the name field. Tip! Select a character that is not used in the export file. 8. Do you want to include column headings in the export file? Select the Include Column Headings? check box. 9. Do you want to print an export report? Select the Print Report check box. The Third Party Account Export Report lists all of the information contained in the export file. Cash Receipting User Guide 67

74 Third Party Accounts Export Third Party Accounts 10. Click the Fields Tab. 11. Under the Fields column heading: Double-click a row to add or delete a field from the export file. FIGURE 6. Setting up the fields to export a Third Party Account. 12. Under the Format column heading: Double-click a row to select the field format. Date Field Options: Enter M for month, D for day, and Y for year. Example: MM/DD/YYYY. 02/25/ /25/03 Feb 25, 2003 (Abbreviated Month) February 25, 2003 (Full Month) Date Field Options: Enter H for hours, and M for minutes. Example: HH:MM 01:20pm Cash Receipting User Guide

75 Export Third Party Accounts Third Party Accounts Character Field Options: Enter the field length in the Character field. Example: 30 Enter the number of lines to wrap if the number of characters exceeds the column width in the Line field. Tip! Set Line to 1 for optimal results. Do you want to reverse the name order? Select the Reverse check box. The Reverse option uses the comma in a text field to determine how the text will be reversed. For example, if Reverse is selected then Smith, Jane is exported as Jane Smith. Do you want to append a character to the beginning or ending of the field? Enter the character to append in the Beginning and/or Ending field. Number Field Options: In the User-Defined area: Use 0 (zero) for a digit, a comma (,), and a decimal (.), to format the number field. 13. Click Print. 14. Click GO. Cash Receipting User Guide 69

76 Third Party Accounts Export Third Party Accounts 70 Cash Receipting User Guide

77 CHAPTER 8 Operator An Operator is a person who uses Cash Receipting to receive payments. The number of operators defined in the Operator Table is unlimited. You can set up an operator code, password, default workspace, and options to enable the operator to void or delete receipts. In this chapter: Adding an operator Editing operator information Deleting an operator Clearing an operator from a workspace Cash Receipting User Guide 71

78 Operator Adding an operator Adding an operator Add a new user to the Operator Table to allow a new user to access the Cash Receipting program. To add an operator 1. Open Maintenance Operator. Note: If passwords are set up, you may need to enter the required password to continue. 2. Click New. To set up the operator code Set up the operator s code, name, initials, and other options. FIGURE 1. Example of setting up the fields in the Operator Table. 3. Enter the operator code in the Operator Code field (alphanumeric). 4. Enter the operator s first and last name in the Name field. 5. Enter the operator s initials in the Initials field. To set up the default workspace The Default Workspace is the workspace the operator will be using most of the time. The Default Workspace is displayed in the Operator Log On and it can be overridden. 6. Select the operator s primary workspace from the Default Workspace dropdown list. Note: If the Default Workspace drop-down list is empty, you need to set up the Workspace Table, and then return to this field to select it. 72 Cash Receipting User Guide

79 Editing operator information Operator To set up receipt options These options allow you to set up default receipt settings which will be enabled when the operator logs onto a workspace. 7. Do you want to review a receipt after each payment entry and view change due? Select the Receipt Confirmation check box. Receipt Confirmation gives the operator the opportunity to accept or abort the receipt before it prints. 8. Do you want to require an Operator Password before voiding or deleting transactions? Select the Passwords to Void Receipts check box. Note: The password for voiding receipts is stored in the Control Table on the Passwords Tab in the Void Passwords field. To enter an Operator password The Operator Password is required to log on a workspace. FIGURE 2. Example of setting up the Operator Password. 9. Click the Password Tab. 10. Enter an operator password in the Password field. 11. Click Save. Editing operator information You can modify the operator setup, including the operator password, using the Operator Table. WARNING! Editing an existing operator record will update all previous transactions with the new operator information. Try setting up a new operator record instead of editing the old record. Wait until you purge the transactions that use the old record from the Transaction Table, and then delete the old operator record from the Operator Table. To edit operator information 1. Open Maintenance Operator. OR Click Edit if the Operator Table is already open. 2. Enter an operator code in the Lookup bar. Press Enter. 3. Click a field to edit it. 4. Click Close. Cash Receipting User Guide 73

80 Operator Deleting an operator Deleting an operator You can delete an operator from the Operator Table to stop a user from accessing Cash Receipting. You cannot delete an operator if transactions exist. To delete an operator 1. Open Maintenance Operator. 2. Enter an operator code in the Look up bar. Press Enter. 3. Click Delete. 4. Click Yes. Clearing an operator from a workspace If you are unable to log onto a workspace, the previous operator may still be signed onto the workspace. Clearing the Previous Operator from the workspace will allow you to sign on. Before you clear an operator, make sure that he or she is not using the workspace to enter receipts. Select the Blank space from the drop-down list to log off the current operator. FIGURE 3. Selecting the [blank] from the In Use drop-down list to clear an operator in the Workspace Table. To clear an operator 1. Open Maintenance Workspace. 2. Enter a Workspace Code in the Lookup Bar, and press Enter. 3. Select the [blank] from the In Use drop-down list to log off the previous operator. 4. Click Close. 74 Cash Receipting User Guide

81 CHAPTER 9 Workspace A Workspace is any place that you will use Cash Receipting to receive payments. First, identify the type of payments that will be received at the workspace. Knowing this information will help you set up the workspace defaults for the most efficient receipt of payments. You can return to Workspace Maintenance to update the workspace setup at any time. In this chapter: Adding a workspace Editing workspace information Deleting a workspace Using an electronic cash drawer Cash Receipting User Guide 75

82 Workspace Adding a workspace Adding a workspace You can add a new workspace to receive payments. To access the Check Validation or Cash Drawer options, you must also be using the Caselle Check Validation program and an electronic cash drawer. FIGURE 1. Example of setting up the options General Tab in the Workspace Table. To add a workspace 1. Open Maintenance Workspace. 2. Click New. To set up a workspace Set up the workspace code, description, and options. 3. Assign the workspace code in the Workspace Code field. Example: An office uses a front counter and a drive-through window to receive payments. In this scenario, there are two workspaces. The first workspace is the front counter, name it Front Counter. The second is the drivethrough window, name it Window. 4. Enter a number that will identify each receipt generated at this workspace in the Receipt Group No. field (1-99). Example: If you enter 5, then all of the receipts created at this workspace will begin with the number five. For example, 5.XXXXXX. 76 Cash Receipting User Guide

83 Adding a workspace Workspace To set up the workspace options 5. Select the receipt category that will be selected the most often at this workspace from the Default Category Code drop-down list. 6. Select payment code that will be selected the most at this workspace from the Default Payment Code drop-down list. 7. Do you always want to print receipts for this workspace? Select the Default Print Receipt check box. 8. Select the receipt printer from the Default Printer drop-down list. 9. Select the receipt type from the Receipt Type drop-down list. Select Normal to print a high-quality text and graphics receipt. If your printer is slow, we recommend changing the receipt type setting to print text only. Select 40-Column Roll to print a 40-column, narrow, text-only receipt. Select 53-Column Tractor to print a 53-column, text-only receipt. To set up the payment dates The Prior Payment Date and Current Payment Date fields will display the prior and current payment dates as they are currently set up. If you are setting up a new workspace, enter the prior and current payment dates. A Control or Authorization Password is required to change an existing prior or current payment date. 10. Enter the prior payment date in the Prior Payment Date field. 11. Enter the current payment date in the Current Payment Date field. 12. Enter the time (HH:MM AM/PM) the workspace will stop receiving payments or the time to change the cash drawer in the Payment Change Time field. In Use By The name of the operator who is currently using the workspace will be displayed in the In Use By field. To log off an operator, select the blank space from the In Use By drop-down list. 13. Since this is a new workspace, skip this field. To require operator verification 14. Do you want to verify the operator s code after each printed receipt? Select the Operator Code Required check box. Use Operator Code Required to verify the operator s code and allow you to select a different operator code in Payment Entry. To require Operator password 15. Do you want to require an Operator Password before the operator can access this workspace? Select the Password Required check box. To set up receipt options Set up the default receipt options for the workspace. These options apply to this workspace and the operator s default receipt options at the time of Log On. 16. To print the organization s name, address, and telephone number on each receipt: Select the Default Print Header check box. Cash Receipting User Guide 77

84 Workspace Editing workspace information 17. If the printer automatically rolls forward to tear-off a receipt and then rolls backward before printing the next receipt: Select the Printer Tear Off Adjustment check box. 18. To print the GL account for each distribution on each receipt: Select the Print GL Acct on Receipt check box. 19. To print comments on the receipt: Select the Print Comments on Receipt check box. 20. To print payor information on the receipt: Select the Print Payor on Receipt check box. To display cutoff time warning 21. To set the interval to display the cutoff time warning: Enter the number of receipts allowed before a warning is displayed in the Number of Receipts Between Warnings field. 22. Click Save. Editing workspace information You can modify the workspace setup in the Workspace Table. To edit workspace information 1. Open Maintenance Workspace. OR Click Edit to switch to Edit mode. 2. Enter a Workspace number in the Lookup bar. Press Enter. 3. Click a field to edit it. 4. Click Close. Deleting a workspace You can delete a workspace from the Workspace Table. You cannot delete a workspace if transactions exist. To delete a workspace 1. Open Maintenance Workspace. 2. Click Delete. 3. Enter a Workspace code in the Lookup bar. Press Enter. 4. Click Yes. 78 Cash Receipting User Guide

85 Using an electronic cash drawer Workspace Using an electronic cash drawer An Electronic Cash Drawer is a cash drawer with an interface to the computer which allows an operator using the Caselle Cash Receipting program to open and close the cash drawer. If you are using an electronic cash drawer, follow these steps to enable the cash drawer interface to Cash Receipting. When an operator has finished printing a receipt, Cash Receipting will send the open codes to open the cash drawer. Select an electronic cash drawer setup option: Option 1: Interface the cash drawer directly to the computer running Cash Receipting. Option 2: Interface the cash drawer via the printer port that is interfaced to the computer running Cash Receipting. Cash Receipting Option 1 Cash Drawer Printer Option 2 FIGURE 2. Viewing Cash Drawer Configuration Options 1 and 2. To set up an electronic cash drawer 1. Open Maintenance Workspace. 2. Enter a workspace code in the Lookup bar, and press Enter. 3. Click the Cash Drawer Tab. 4. Select the Cash Drawer check box. 5. Enter the open code for the cash drawer in the Open Code(s) field. The Open Codes are the codes required to open the cash drawer. If you need more help locating the open code, please refer to the manual that came with the cash drawer. Option 1 If you want to interface the Cash Drawer directly to Cash Receipting, complete this section. 6. If you will be connecting the cash drawer directly to the computer: Select the port that will be used by the cash drawer from the Port drop-down list. This is the point where the cable to the cash drawer connects to your computer. Please contact your MIS or IT specialist if you need more help. Cash Receipting User Guide 79

86 Workspace Using an electronic cash drawer Option 2 If you want to interface the Cash Drawer through the receipt printer to Cash Receipting, complete this section. 7. If you will be connecting the cash drawer indirectly through the printer: Select the Use Printer to Open Cash Drawer check box. 8. Select the default printer for the workspace from the Printer drop-down list. 9. Click Save. 80 Cash Receipting User Guide

87 CHAPTER 10 Checkout Run Checkout to search the Cash Receipting database for errors. If any errors exist, they will print on the Checkout Report. In this chapter: Checkout Options Running Checkout Running Recalculate Cash Receipting User Guide 81

88 Checkout Checkout Options This table shows the Checkout option, description, and the fix that will be required if a Checkout error is reported. Checkout Option Description Fix Workspaces Receipts Receipt Dates Check for Partially Completed Receipts Check for Discrepancies Between Category Distribution Codes Compare Third Party Payments With Receipts Updated Since As of Date Select the workspaces to include in the Checkout Report. Select the receipts to include in the Checkout Report. Select the receipt dates to include in the Checkout Report. Search receipts for missing information. Search receipts for distributions that are assigned to the wrong category. Example: A receipt is assigned to category 1 and distribution 201. If the receipt category is 1, the distribution should also begin with 1. Compare Third Party payment total with receipts that have been updated since the As of Date. None. None. None. Open Payment Entry in Edit Mode to add the missing information to the receipts listed on the Checkout Report. Run Recalculate and select the Fix Discrepancies Between Category and Distribution Codes check box. Click the Fix Distribution Code Using the Category Code option to use the category code to reset the distribution code. Or click the Fix Category Code Using the Distribution Code option to use the distribution code to reset the category code. Running Checkout 1. Open Miscellaneous Checkout. 2. Verify All Workspaces and All Receipts are selected. 3. Select the receipt date range to search from the Receipt Dates drop-down list. 4. Click GO. 5. Review the Checkout Report for errors. 82 Cash Receipting User Guide

89 Checkout cr0076, 12aug05 Running Recalculate Before you continue, you need to fix any errors that appear on the Checkout Report. Some errors can be fixed by running Recalculate. Other errors that cannot be fixed by running Recalculate need to be fixed manually. To run Recalculate 1. Open the Organization menu or Payments menu. 2. Click Recalculate. 3. Select the recalculate options. Option Set third party payment amounts equal to distribution amount. Description If Third Party amounts are not equal to receipt record amounts, Third Party amounts will be set to the receipt amount. 4. Click GO. 5. Run Checkout again to verify the receipts have been corrected. Cash Receipting User Guide 83

90 Checkout 84 Cash Receipting User Guide

91 CHAPTER 11 Control Table The Control Table contains the organization s name, address, GL interface setup, default payment detail days, and password setup. In this chapter: Organization Information General Ledger Interface Activity Reporting Project Management History Passwords Cash Receipting User Guide 85

92 Control Table Organization Information To open the Control Table 1. Open Maintenance Control. FIGURE 1. Setting up the options on the General Tab and Passwords Tab in the Control Table. Organization Information 2. Enter your organization s information in these fields: Name 1 Name 2 Mailing Address 1 Mailing Address 2 City, State, and Zip Code Telephone 1 Telephone 2 86 Cash Receipting User Guide

93 General Ledger Interface Control Table General Ledger Interface 3. Select the interface Cash Receipting will use to update transactions to the General Ledger from the GL Interface drop-down list. Option Caselle (Windows) Caselle (DOS) None Other (Report Only) Do This Select this option if you are using the Caselle General Ledger program. Select this option if you are using the Caselle General Ledger DOS program. Select this option if the Cash Receipting program will NOT interface to a General Ledger program. Select this option if you are using a non-caselle General Ledger program and you wish to print a General Ledger Update report. 4. If the General Ledger program that is interfaced with Cash Receipting is NOT located in the Cash Receipting directory: Enter the path to the Caselle General Ledger in the GL Data Path field. 5. Do you want to display a warning message if General Ledger is in use when Cash Receipting updates data to General Ledger? Select the GL In Use Warning check box. Activity Reporting 6. If Activity Reporting is set up in the Caselle General Ledger program, do you want to enable the GL Activity fields and options in Cash Receipting? Select the GL Activity Reporting check box. Operators will be allowed to tie a distribution to a GL Activity No. Project Management 7. If the Caselle Project Management program is set up, do you want to enable the Project Management fields and options in Cash Receipting? Select the Project Management Interface check box. History 8. Enter the number of days that you will store Cash Receipting history in the Payment Detail Days field. Passwords 9. Click the Passwords Tab. 10. Enter the Control password in the Control Password field. A Control Password allows a user to access the Control Table and routines that modify transactions. 11. Enter the Authorization password in the Authorization Password field. An Authorization Password allows a user to access routines that modify transactions. Cash Receipting User Guide 87

94 Control Table Passwords 12. Enter the Void password in the Void Password field. A Void Password allows a user to void a transaction if a Void Password is required. 13. If the Online Payments module is installed: Enter the login name for online payments in the Login Name field. Enter the password to enter online payment information in the Password field. 14. Click Close. 88 Cash Receipting User Guide

95 CHAPTER 12 Interfaced Applications This chapter contains information about other Caselle Applications that can use the Cash Receipting program to receive payments. In this chapter: Check Validation Payment Import/Online Payments Accounts Receivable Cemetery Management Court Management Project Management Utility Billing Cash Receipting User Guide 89

96 Interfaced Applications Check Validation Check Validation If the Caselle Check Validation program is installed and you are using a printer capable of printing validation information on a check, then you can validate checks received during Payment Entry. In this section: Setting up Check Validation Validating checks Setting up Check Validation You can set up the Check Validation module to automatically validate a check when the check payment type is selected. Set up a workspace with the Check Validation option enabled. Then, set up the Check Validation text. To set up Check Validation: 1. Open Maintenance Workspace. 2. Click the Check Validation Tab. 3. Select the Check Validation check box. 4. Select a printer from the Validation Printer drop-down list, that is capable of printing check validation information on checks. Note: If the printer you would like to select is not displayed in the list, add the printer to the list using the Windows Start menu. 5. Select the printer model from the Printer Model drop-down list. If the Epson TM Series printer is selected: Select Slip or Validation as the validation type , 16nov06 6. In the Print [ _ ] Blank Lines Before Validation field: Enter the number of blank lines to print before validation. 7. In the Print [ _ ] Blank Lines After Validation field: Enter the number of blank lines to print after validation. 8. In the fields labeled Print Line 1-4: Enter the endorsement information exactly as it will appear when it prints. Example: For Deposit Only Your Organization Name Main Street AnyCity, UT To print the customer name and account number as part of the check validation information: Select the Include Customer Info check box. Tip! Include the customer information to track NSF (non-sufficient funds) checks for accounts that have multiple payors. Example: John Doe is a college student with two housemates, Jane and Jack. The utility account is listed in John s name. Each month, John, Jane, and Jack each send a check for utilities. One day, the bank returns Jack s check to you for non-sufficient funds. To track the check to the utility account, simply turn the check over to view the utility account and account holder s name. 10. Click Save. 90 Cash Receipting User Guide

97 Check Validation Interfaced Applications Validating checks You can validate checks in Cash Receipting Payment Entry or you can use the Payment Entry screen found in other Caselle Applications. In the Cash Receipting program 1. Complete the Payment Entry form. 2. Click Check Validation. 3. Insert the check in the validation printer to validate it when the prompt appears. In other Caselle Applications 1. Complete the Payment Entry form. 2. Under Payment Type: Click Check. 3. Insert the check in the validation printer to validate it when the prompt appears. Cash Receipting User Guide 91

98 Interfaced Applications Payment Import/Online Payments Payment Import/Online Payments If the Caselle Payment Import/Online Payments program and a third party application that supports online payments is installed, you can set up a credit card payment type that will validate credit card information. You can set up Cash Receipting to allow customers to send payments over the Internet. Setting up Cash Receipting to receive Internet payments is a three-step process. First, install the Caselle Payment Import/Online Payments module and the third party application. Second, enable online payments in the Cash Receipting Control Table. Third, set up a category, distribution, and payment type for Internet payments. Instructions on how to install the Caselle Payment Import/Online Payments module are included with each package. Follow the instructions included with the third party application to install it. Instructions on how to set up a category and distribution in Cash Receipting are included below. In this section: Step 1: Install the Caselle Payment Import/Online Payments Module Step 2: Enable Internet payments Step 3: Setup a category, distribution, and payment type Importing online payments to Cash Receipting Step 1: Install the Caselle Payment Import/Online Payments Module Follow the installation instructions included with the Caselle Payment Import/ Online Payments Module. If the module is installed, continue to Step 2. Step 2: Enable Internet payments Follow the instructions in the order below to set up Cash Receipting to receive payments via the Internet. Set up the Control Table 1. Open Maintenance Control. 2. Click the Passwords Tab. 92 Cash Receipting User Guide

99 Payment Import/Online Payments Interfaced Applications 3. Under Online Payment: Field Login Name Password Do This Enter the Merchant Account login name. Enter the Merchant Account password. Note: Use the same Login Name and Password you used to set up the Merchant Account Options. The Login Name and Password are case sensitive. FIGURE 1. Entering the Login Name and Password on the Passwords Tab in the Control Table. 4. Click Close. Step 3: Setup a category, distribution, and payment type The purpose of the Allow Internet Payment field is to enable an organization to identify which categories and distributions will receive Internet payments. Add an Internet Category Set up a category that accepts Internet payments. 1. Open Maintenance Category. 2. Click New to set up a new category or click Edit to modify an existing category. Example: 1 Utility Billing 3. Select the Allow Internet Payments check box. Add a Internet distribution Set up a distribution that accepts Internet payments. The distribution must belong to a category with the Allow Internet Payments check box selected. 1. Open Maintenance Distribution. 2. Click New to set up a new distribution or click Edit to modify an existing distribution. Note: The distribution for Internet payments must be part of a category set up for Internet payments. Example: 110 Utility Billing Internet Payments 3. Select the Allow Internet Payments check box. Add a Credit Card payment type You can set up a credit card payment type to prompt credit card validation at the time of payment. 1. Open Maintenance Payment Type. 2. Click New. 3. Enter a payment code, description, priority, bank, and default GL account. Cash Receipting User Guide 93

100 Interfaced Applications Payment Import/Online Payments 4. Select a credit card validation method using the Credit Card Validation drop-down list. Option None IntelliPay Spectre SEIterminal (Automatic) Spectre SEIterminal (Prompt) Description Credit card validation is NOT available. Use the IntelliPay interface to validate credit card information. This option will launch the credit card verification application when the associated payment type is entered in Payment Entry. Validate credit card information automatically. This option will launch the credit card verification application when the associated payment code is entered in Payment Entry. Prompt the operator to validate credit card information. This option will prompt the operator to launch the SEIterminal Application when the associated payment code is entered in Payment Entry. 5. Click Save. Importing online payments to Cash Receipting 8387, 25 May 2004 Run this routine to import online payments received via the Internet from a third party vendor and export customer information to the third party vendor s Internet site. Only interfaced applications with a category and distribution set up for Internet Payments will be displayed in the Export Categories list. To import online payments 1. Open Miscellaneous Online Payments. 2. Verify the date displayed in the As of Date field. This date determines the cut-off date for exporting customer information to the online payment application. If a customer record has been set up after the cut-off date, then it will not be exported. 3. Select the workspace code that will be used to assign the receipt number and receipt group from the Workspace drop-down list. 4. Select the operator code that will be updated to the Receipt table and Payment table for the imported payments from the Operator drop-down list. 5. Select the payment type for imported payments from the Payment Code drop-down list. Note: Only payment codes with the IntelliPay interface option enabled will be displayed. If the Payment Code list is empty, you must exist this screen and add payment code with the Credit Card Validation field set to IntelliPay. 94 Cash Receipting User Guide

101 Payment Import/Online Payments Interfaced Applications 6. Select at least one category to export customer information to the online payments application. Note: Only category codes set to allow Internet Payments will be displayed. For each category code that allows Internet Payments, a corresponding distribution code must be also be set up to allow Internet Payments. 7. Click GO. 8. Run Update Payments at the appropriate time to update the Internet payments to the interfaced applications. Cash Receipting User Guide 95

102 Interfaced Applications Accounts Receivable Accounts Receivable If a category interfaces with the Caselle Accounts Receivable program, you will be able to perform the following tasks. In this section: Displaying invoice detail in Payment Entry Updating voided receipts Displaying invoice detail in Payment Entry To display the invoice detail, after you enter the category and customer number, click Manual Allocation. You can double-click a row or click Invoice Detail to display the invoice date, number, category, description, due date, and amount. Double-click a row in the grid or click Invoice Detail to display the invoice detail on the Payment Entry screen. FIGURE 2. Invoice Detail Displayed in the Manual Payment Allocation Grid on the Payment Entry Screen. Updating voided receipts Voided receipts update to Accounts Receivable as payment adjustments. Additional fields have been added to Transaction Maintenance in Accounts Receivable to store the transaction type, payment date, reference number, sequence number, and type. 96 Cash Receipting User Guide

103 Cemetery Management Interfaced Applications Cemetery Management If a category interfaces with the Caselle Cemetery Management program, you will be able to perform the following task. In this section: Displaying Cemetery balances in Payment Entry Displaying Cemetery balances in Payment Entry You can use Cash Receipting to display the purchase balance, perpetual care amount, or perpetual care balance in Payment Entry, accept payments for Cemetery Management, and update information (not transactions) to the Cemetery Management database. Select a Cemetery category from the Category dropdown list. Select the balance type to be displayed in Payment Entry. FIGURE 3. Cemetery Balance Selection to set up a Cemetery Distribution. To display balances 1. Set up a category and at least one distribution for Cemetery Management. 2. In Distribution Maintenance: Select the amount that will be displayed in Payment Entry. Cash Receipting User Guide 97

104 Interfaced Applications Court Management Court Management If a category interfaces with the Caselle Court Management program, you will be able to perform the following task(s). In this section: Updating voided receipts Adding comments to a case Updating voided receipts Voided receipts update to Court Management as payment adjustments. Additional fields have been added to Transaction Maintenance in Court Management to store the transaction type, payment date, reference number, sequence number, and type. Adding comments to a case You can add a comment to a case using the Payment Entry screen in Cash Receipting. You need to enter (1) a category and distribution set up for Court and (2) Court Management. WARNING! You will receive a warning message if you try to add comments to a court case that has been purged from the Court Management database. If you choose to add the comment to the purged case, the case will appear as an error on the Court Management Checkout Report. Select Add Court Comment from the Other menu, and then enter the comment text. FIGURE 4. Court Comment Entry Screen 98 Cash Receipting User Guide