Payment Method |
  
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The method of payment codes determine the valid ways of paying for sales invoices, 3rd Party Funder's or deposits (i.e. CASH, VISA, CHECK etc).
Add new Method of Payment by clicking ADD. To edit an existing Payment Method click CHANGE. To delete an existing Payment Method click DELETE.
The screen prompts are:
PAYMENT METHOD - Describe the method of payment. Use up to 30 characters.
TRX TYPE - Each method of payment can be assigned a TRX TYPE. For example, MasterCard and Visa may both be assigned to the TRX TYPE, "Credit Card".
EXPORT DETAIL - If unchecked, the export details for payments and deposits will be in summary format by payment method and date when using Manage accounting feeds (for Quick Books or Navision). If checked, the accounting feed export will include detailed lines for each received payment transaction for that payment type.
CIS - (Only available to clinics configured to use Cash In Store within Company Parameters.) Checking this Cash In Store (CIS) option for a payment method indicates that a payment method's payments and deposits will be kept as "Cash In Store" for a period of time. If this field is checked, then the CIS BANK ACCOUNT field will become active allowing a clinic to specify a GL Account to be used as a "Holding" account that represents "Cash in Store".
PAYMENT DEBIT ACCOUNT - The Payment Debit Account used can be determined by the Location or Region of the payment within in this window.
NOTE that payment allocation will be prioritized by LOCATION and then REGION.
For example, if you say HEAD OFFICE location goes to G/L Account 1006, and HEAD OFFICE belongs to Region SOUTH and within this screen SOUTH Region goes to G/L Account 1008,then LOCATION will take priority and determine that the G/L account used will be 1006. This is because LOCATION configuration takes priority over REGION configuration. If you need help with G/L associations, please contact our support department for assistance.
Click the ADD button to add a Location or Region and indicate that this method of payment is to use this specific Payment Debit Account is used when taken at the this Location or Region. You can ADD, CHANGE or DELETE any Location or Region specific Payment Debit Accounts using the buttons below.
VALIDATE - This allows users to specify that only users with certain security roles are allowed to use the payment method when set to validate. To validate a security role, check the VALIDATE check box. When checked, you will have access to the ROLES column.
ROLES - To validate a specific security role, click the window ( 
) button to choose the available security roles.
INACTIVE - If checked, this Payment Method will not be available.
Use the EXP/CON icon to expand the line items and see additional information such as:
REQUIRE REFERENCE - Check this field to require the reference field on a payment method include a value (e.g., a credit card authentication number or a check number).
ENFORCE MAXIMUMS - When checked, the Maximum Amount text box becomes editable.
MAXIMUM AMOUNT - Establishes a limit on the amount you are allowed to pay in cash. For Spain, this maximum amount is €1,000. It will allow clinics to enforce a maximum payment amount in cash per invoice.
The following functions will have this feature enforced:
- Fast Track Invoices
- Invoices and Quotes
- Repairs
- Receive Payments
- Receive / Modify Single Payment
This limit will only apply when a payment is being added/modified. Historical payments will need to remain unchanged since the payment already happened. A blank or 0 maximum will be considered as no maximum and any amount will be accepted.
Click SAVE to store changes. Click EXIT to close the window.