Receipt Types and Cash Accounts

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Receipt Types and Cash Accounts

Cash accounts are defined for each financial company for different receipt types. These are used for payment and refund transactions. Each accepted credit card needs to have a corresponding receipt type and merchant login ID.

One or more cash accounts need to be set up for each receipt type within a company. It needs to be set up here in order to add a receipt line to a batch. In general, it is recommended that a different cash account be used for each receipt type. In some cases, the accounts for different receipt types may be the same (e.g. checks and cash). It is helpful in the reconciliation of credit card merchant statements if each different type of credit card has its own account. Visa and MasterCard are sometimes combined but American Express should be in a different account. It also helps with reconciliation if a separate account is set up for e-Business. On the cash account details for each receipt type, it can be indicated whether the account is the default for that receipt type when creating a batch. The cash account can be changed when creating a batch.

From the Receipt Types and Cash Accounts screen, you can add, edit, or delete a Receipt Type,

To add a Receipt Type and Cash Account:

From the Accounting Setup section on the Organization Unit Settings page, select Receipt Types and Cash Accounts.
The Receipt Types and Cash Accounts page will display, as shown below.

Select +New Receipt Type. The Add New Receipt Type screen displays, as shown below.

Enter the Description of the receipt type. The Web Description defaults to the same text, but you can change it if necessary.

If necessary, select YES or NO on the Default for New Batch toggle.

The Active toggle defaults to YES. Change to NO if necessary.

Enter the Display Order.

Enter the Web Usage.

Select the Availability of the receipt type from the drop-down.

Select YES or NO for the Change Payment Handler toggle if applicable. This toggle is only active for If the toggle is set to YES, the Merchant field will display below the Payment Handler drop-down.

Select the Payment Handler from the drop-down.

Select YES or NO for Member Workflow.

Member Workflow is only applicable for YMCA and JCC clients.

Select YES or NO for Credit Card, Paypal, and eCheck if applicable.

Select YES or NO for Gift Certificate.

Gift Certificate is only applicable for YMCA and JCC clients.

Select Credit Card Type from the drop-down.

Select YES or NO for Validate Check Digit.

Enter the Start Digits.

Enter the Credit Card Length.

Select Save & Manage Cash Accounts, or select Save.
Selecting Save & Manage Cash Accounts takes the user to the Add Cash Account page for the receipt type created. Selecting Save will take the user back to the Receipt Types and Cash Accounts screen.

To edit a Receipt Type and Cash Account for an organization unit:

From the Accounting Setup section on the Organization Unit Settings page, select Receipt Types and Cash Accounts.
The Receipt Types and Cash Accounts page will display, as shown below.

Select the pencil icon beside the Receipt Type you wish to edit. Please note the changes made to the Receipt Type are for future batches only. The changes will not occur in open or existing batches.
The Edit Receipt Type screen appears as shown below.

Enter the Description of the receipt type. The Web Description defaults to the same text, but you can change it if necessary.

If necessary, select YES or NO on the Default for New Batch toggle.

The Active toggle defaults to YES. Change to NO if necessary.

Enter the Display Order.

Enter the Web Usage.

Select the Availability of the receipt type from the drop-down.

Select YES or NO for the Change Payment Handler toggle if applicable. This toggle is only active for If the toggle is set to YES, the Merchant field will display below the Payment Handler drop-down.
Please note that changing the Payment Handler requires the Merchant to updated for any Cash Accounts. Please note that this will update all associated Cash Accounts with the new Merchant.

Select the Payment Handler from the drop-down. The Payment Handler drop-down is enabled when the Credit Card or eCheck toggle is set to YES.

In the Merchant field, enter the first three characters of a merchant name and click the search icon if the Change Payment Handler toggle is set to YES.
Alternatively, click Advanced to browser for a merchant. This field will only display when the Change Payment Handler toggle is set to YES.

Select YES or NO for Credit Card, Paypal, and eCheck if applicable.

The following options are enabled only if the Credit Card toggle is set to YES.

Select Credit Card Type from the drop-down.

Select YES or NO for Validate Check Digit.

Enter the Start Digits.

Enter the Credit Card Length.

Select Save & Manage Cash Accounts, or select Save.

To edit or add a cash account:

Select Save & Manage Cash Accounts from the Edit Receipt Type screen as shown above, and select +New Cash Account
Alternatively, select Cash Accounts from the contextual menu on the Receipt Types and Cash Accounts screen as shown below.

The Receipt Cash Accounts screen displays, as shown below.

Select +New Cash Account. The Add New Cash Account screen displays, as shown below.

Select the Financial Company from the drop-down.

Enter the first three characters for the Debit Account and click the search icon, or click Advanced to browse for a Debit Account.

Select YES or NO to set the cash account as Default for Web.
This toggle is disabled if the Availability field on the Receipt Type is set to 'Personify'.

Select YES or NO to set the cash account as Default for Personify.
This toggle is disabled if the Availability field on the Receipt Type is set to 'Web'

Both the Default for Web and Default for Personify toggles will be enabled if the Availability field is set to 'BOTH' on the Receipt Type..

Select the Currency for the account from the dorp-down.

Select Save.

To edit a Cash Account, click the pencil icon on the Receipt Cash Accounts page.

Select the Financial Company from the drop-down.

Enter the first three characters for the Debit Account and click the search icon, or click Advanced to browse for a Debit Account.

Select YES or NO to set the cash account as Default for Web.

Select YES or NO to set the cash account as Default for Personify.

Select the Currency for the account from the drop-down.

If the Receipt Type is a credit card, search for and select the Merchant.

Click Save.

To delete a Cash Account, click the contextual menu on the Receipt Cash Accounts screen as shown below.

Select Delete.

To delete a Receipt Type:

From the Accounting Setup section on the Organization Unit Settings page, select Receipt Types and Cash Accounts.
The Receipt Types and Cash Accounts page will display, as shown below.

Select the contextual menu for the Receipt Type you want to delete.

Select Delete.

Screen Element	Description
Receipt Type
Receipt Type	Text box.The receipt type associated with the organization unit. For example, Check or MasterCard. Once the receipt types are defined, you can associate them with cash accounts. Please note the changes made to a Receipt Type are for future batches only. The changes will not occur in open or existing badges. It is recommended that you do NOT include a hyphen ( - ) in the Receipt Type name.
Description	Text box. The description of the receipt type.
Web Description	Text box. The description of the receipt type on the Web. This field automatically populates based on the description entered, but you can change it.
Default for New Batch	Toggle.Select YES to indicate the receipt type is the default when a batch is created.
Active	Toggle. By default, this toggle is set to YES to indicate that the receipt type is active. Select NO to make it inactive.
Display Order	Text box. When a list of receipt types is displayed, this is the order in which the highlighted receipt type is displayed. For example, a receipt type with the display order of “1” will display before the receipt type with the display order of “2” in a listing.
Web Usage	Text box. When a list of receipt types is displayed on the Web, this is the order in which the highlighted receipt type is displayed. For example, a receipt type with the display order of “1” will display before the receipt type with the display order of “2” in a listing.
Availability	Drop-down. Select whether this receipt type will be available for Personify, the Web, both, or none. Values in the drop-down are populated based on the non-fixed codes defined for the FAR "RECEIPT_AVAILABLILITY" system type.
Payment Handler	Drop-down. The third-party application used to handle payments. When the receipt type is a PayPal receipt type (i.e., PayPal toggle is set to YES), this field defaults to PayPal Express Checkout. Values in the drop-down are populated based on the fixed codes defined for the CCP "PAYMENT_HANDLER" system type.
Credit Card	Toggle. When YES is selected, the receipt type will produce a credit card receipt and you must select a Payment Handler.
PayPal	Toggle. When YES is selected, the receipt type is a PayPal receipt type, the Payment Handler populates to PayPal Express Checkout, and the Availability drop-down automatically sets to Web.
eCheck	Toggle. When YES is selected, the receipt type will produce an eCheck receipt and you must select a Payment Handler.
Credit Card Type	Drop-down. If the Credit Card toggle is set to YES, you must select the type of credit card. Values in the drop-down are populated based on the non-fixed codes defined for the CCP "Credit Card Type" system type.
Validate Check Digit	Toggle. .When YES is selected, the receipt type will validate the check digit of the credit card number. This is used for Visa, MasterCard, and American Express. The system executes a simple checksum formula that validates that the credit card number could be correct by validating that the checksum digit (the last digit of the credit card number) is correct based on the other digits in the credit card number. The formula is designed to catch possible data-entry errors.
Start Digits	Text box. The first digits of the credit card number. Certain credit card types have the same start digits for all of their credit cards. This is only needed if the Credit Card Receipt checkbox is selected.
Credit Card Length	Text box. Enter the amount of numbers in the credit card (if the receipt type is a credit card). This is only needed if the Credit Card toggle is set to YES. You can distinguish between a range using a hyphen or a list using a comma.
Cash Account
Receipt Type	Read-only. Displays the receipt type selected.
Financial Company	Drop-down. The financial company associated with the cash account.
Debit Account	Search field. The debit account that is used for cash transactions of the associated receipt type. This should be unique within the organization, organization unit, company, and receipt type.
Default for Web	Toggle. Select YES to indicate the cash account is the default for the receipt type when creating an e-commerce batch. This toggle is disabled if the Availability field on the Receipt Type is set to 'Personify'.
Default for Personify	Toggle. Select YES to indicate the cash account is the default receipt type when creating a batch that is NOT e-commerce. This toggle is disabled if the Availability field on the Receipt Type is set to 'Web'.
Currency	Drop-down. Select the currency associated with the cash account.
Merchant	Search field. The merchant ID that is used to process credit cards. The selected credit card merchant must be assigned the same currency code as the receipt type code. New credit card transactions are verified using this merchant ID.