Add or Edit a Payment Code

The Payment Code page allows authorized users to enter different types of payment codes. Payment codes are used in Revenue Collections on receipts to differentiate the location from which revenues are collected, and are used to link payments to general ledger accounts. Payment codes defined here are used to populate the Payment Code field on the Revenue Collection Batch and Receipt pages.

Revenue Collections supports quantity-based payment codes for both single and step-rate types of effective-dated charges. Some examples could be selling multiple dog licenses each at a flat amount, or selling copies of birth certificates where the first copy is at one rate and subsequent copies are charged at a lesser amount. Users can simply enter the quantity on the receipt page during revenue collection, and the system calculates the total amount due.

Payment codes can also support multi-tiered distributions for the charges collected. Portions of the revenue that are collected on behalf of another entity, such as the state, are supported by multi-tiered distributions. See G/L Distribution for more information.

Before the new payment code can be used in receipt transactions, users who should have access to it must be authorized to it in User-Based Security (Maintenance > new world ERP Suite > Security > User-Based Security). Select Payment Codes as the Function and authorize the codes as needed to your users.

  1. Go to Maintenance > new world ERP Suite > Revenue Collection > Payment Codes.

  2. On the Payment Code List page, click New to add a new payment code. To edit an existing payment code, click the Code hyperlink to open the existing payment code record.  

  3. The Active check box is selected by default to indicate the payment code is active. When selected, the payment code displays as an available option in the Payment Code field on the Revenue Collection Batch and Receipt pages. This check box cannot be cleared if an open receipt transaction with the payment code exists.
  4. In Category, select the category used to group payment codes. These values are defined in Validation Set 54. Press CTRL and click the field to open the Validation Set Values List dialog box where you can add or edit a validation set.
  5. In Code, enter a unique code to identify the transaction. The maximum character length is 16; the minimum is 1. There are no character restrictions.
  6. In Description, enter a description of the payment code. The maximum character length is 32; the minimum is 1. There are no character restrictions.
  7. In Bank Account, select the bank account with which the payment code is associated.
  8. In Payment Code Type select a payment code type that allows users to define the quantity and amount on the revenue collection receipt. For the Standard value options, receipts are generated with no association to an accounts receivable sub-ledger account. The majority of all payment codes will have a Standard type.

    The Payment Code Type you choose populates the page with additional fields. Expand a link for additional information on the options.

For this standard option, no default amount is specified for the cashier on the receipt. The cashier can enter any amount.

For this standard option, a default amount is specified for the cashier on the receipt and cannot be changed by the cashier. When selected and the payment code is saved, the effective-dated Rates tab is enabled where you can enter the default amount. This is the amount that is used on the receipt as the default amount received.

Supports quantity-based calculations. When selected and the payment code is saved, the effective-dated Rates tab is enabled where you can enter the default unit of measure for this rate.

Unit of Measure – Select a unit of measure for the payment code type. The Unit of Measure is required. The available values are defined in Validation Set 30, Unit of Measure. Press CTRL and click the field to open the Validation Set Values List dialog box where you can add or edit a validation set.

For this option, you must select an accounts receivable sub-ledger account. This allows Miscellaneous Billing, Permits, Licensing, and the Utility Billing modules to interface with Revenue Collections. When the revenue comes in for a specific A/R sub ledger, such as Miscellaneous Billing, it will link to the MB module to update the invoice and the money being received against in both the MB module and Revenue Collection.

  • A/R Sub Ledger – Select the accounts receivable sub ledger account with which the payment code is associated. It is disabled if the general ledger distributions have been associated with the payment code. A project cannot be associated to a payment code if the code is associated with an A/R sub ledger account.
  • Transaction Reference Number Format – Select the format to use for the A/R sub-ledger transaction. The values vary based on the value selected in the A/R Sub Ledger field.

The Customize Slip Receipt button is enabled when the payment code type of New World Receivables is selected.

For this option, accounts receivable sub-ledger account data comes from a source outside of New World ERP that is submitted via a batch import/export process. For example, data collected for property tax purposes from a third-party system. Additional configuration and a separate software license is required to use this option. Contact your NWS Customer Care or Customer Support representative for additional information.

For this option, accounts receivable sub-ledger account data comes from a source outside of New World ERP that is submitted in real-time. For example, data collected for utility payments from a third party system. Additional configuration and a separate software license is required to use this option. Contact your NWS Customer Care or Customer Support representative for additional information.

  1. If the Taxable check box is selected, it denotes that the payment code is taxable. This will automatically calculate tax on the receipt amount every time this payment code is selected. It calculates based on the tax percent defined in the revenue default settings.

  2. If the Summarize General Ledger Cash Journal Entries check box is selected, all cash general ledger entries for revenue collection/receipt deposit batch posting will be summarized. When the check box is cleared, G/L cash entries will not be summarized for the payment code.

    This control defaults to the same setting configured in the Revenue Defaults tab in Company Suite Settings. If the payment code setting is different than its counterpart in the Revenue Defaults tab, the payment code setting will override the Revenue Defaults setting.

  3. If the Summarize General Ledger Non-Cash Journal Entries check box is selected, all non-cash general ledger entries for revenue collection/receipt deposit batch post will be summarized. When this check box is cleared, G/L non-cash entries will not be summarized for the payment code.

    This control defaults to the same setting configured in the Revenue Defaults tab in Company Suite Settings. If the payment code setting is different than its counterpart in the Revenue Defaults tab, the payment code setting will override the Revenue Defaults setting.

  4. In G/L Distribution Maintenance, select the G/L distribution that will be created when the user enters this payment code on receipts. The default is No Maintenance.
  • No Maintenance – Eliminates the ability for a user change the G/L distribution on the payment code when entering receipts. This helps prevent wrong G/L accounts from being hit and makes it easy for the user to enter receipts.
  • Maintenance in Edit Mode Only – Users can change G/L distribution before receipt is posted, but not at the time of receipt entry.
  • Maintenance in Both Add and Edit Modes – Users can change G/L distribution debit/credit accounts at time of receipt entry.
  1. In Usage Type, select if the payment code can be used for Standard receipting, Deposit receipting, or Both. Selecting Both allows more flexibility for users when entering receipts, since it can be used for Standard counter receipts and when entering summary deposit receipts.
  2. The Grant Required check box is visible and enabled if the system license key for Grant Accounting is selected. If this check box is selected the payment code is used to track grant receipts. If an A/R sub ledger has been selected, the check box is disabled in deselected. When you create a new payment code, this check box is not selected by default.

    If the Grant Required check box is selected, the Grant field is visible. Select the grant that receipts using this payment code will be associated with.

  3. In Barcode Preface enter the preface number of the barcode, if applicable.

  4. The ePay Merchant ID field is only applicable when your organization has selected BridgePay as your provider. From the drop-down, select the merchant ID that should be associated with the payment code.

Note: If while updating a customer record you need to clear your changes, click Reset at any time to return to the previous state the page was in before you save your changes.

  1. After updating or entering the required information, click Save to retain the settings. Optionally, you can also select the remaining fields on the page, which are discussed in more detail below. Click Save/New if you need to add another payment code.
  2. After the payment code is saved, you can define the G/L Distribution and Rates for the payment code.
  3. After a payment code is fully defined, you must click Validate. See Validate for more information.

After all the payment codes have been created it’s recommended that you print a listing of all the payment codes and review that they were set up correctly. Users can keep the Payment Codes Listing report as a reference sheet to be able to quickly look up payment codes and get familiar with the codes and descriptions that were set up.

  1. The Auto Validate Forms check box indicates that the form will be validated if using a register. This will allow a cashier to feed a check or form thru the slip printer, and it will print the validation message on the back of the check or form. If selected, the page validation text automatically prints on the payment form generated from the Receipt page in Revenue Collections. The system automatically uses the page validation text entered in the Form Validation field on the Revenue Address tab on the Company Suite Settings page. If text is entered here in the Override Form Validation field, this text is used instead.
  2. In Override Form Validation enter the message that should print on the receipt when it is validated. When a receipt is printed while on the Receipt page in Revenue Collections, the text entered in this field overrides the validation information entered in the Form Validation field on the Revenue Address tab on the Company Suite Settings page.

    The maximum character length is 200. Each line allows entry of 40 characters. When more than 40 characters are entered on one line, the text automatically wraps to the next line. When 5 lines of 40 characters have been entered (or 200 characters), any additionally entered information will be truncated during entry or printing.
  3. In Form Validation-Preview, you can see a preview of how the form validation information will print on the receipt.

This section is only visible if your organization has purchased a Project Accounting license. In order for a payment code to be used for tracking project revenues it needs to be set up to allow project tracking.

  1. In Project Requirement, select the extent that projects are used when transactions for this payment code are entered. The available options are Required, Recommended, Optional, and Not Allowed. The default selection is Not Allowed. When either Required, Recommended, or Optional are selected, the Projects button is enabled.

    Required – Will require a project to be selected every time the payment code is used.

    Recommended – Will allow a project to be selected at time of receipt entry, but it won’t be required. It will give the user a message recommending that they select a project.

    Optional – Will allow a project to be selected at time of entry, but it won’t be required.

    Not Allowed – Does not allow project tracking.

  2. In Project Usage, select how projects are associated with transactions for this payment code. The default selection is All Projects. The available options are:
    • All Projects – All active projects are available.
    • Associated Projects – Only projects associated with the payment code.

The G/L Distribution tab allows authorized users to define how to distribute the payment. Payment codes support multi-tiered distributions for the charges collected. Portions of the revenue that are collected on behalf of another entity, such as the state, are supported by multi-tiered distributions. Typically, if a flat amount of the total collection should be allocated to one revenue account and the balance to another, the multi-tiered distribution functionality allows the user to set up a payment code for this likelihood. To define the payment code distribution, follow the steps below:

  1. Click New and the Payment Code Distribution pop-up window opens.
  2. In Sequence Number, enter the order in which this distribution should be taken. This value is important when the distribution is being divided multiple ways and/or when the first item is at one price and subsequent items are at a reduced price (e.g., birth certificates). Multiple distributions can share the same sequence number and should be used only where a maximum amount needs to be specified.
  3. In Debit G/L Account, enter or select the G/L account against which debits should be recorded. This typically is a cash account. Clicking the icon next to this field opens a pop-up which enables you to search for the record you want to display.
  4. In Credit G/L Account, enter or select the G/L account against which credits should be recorded. This typically is a revenue or receivables account. Clicking the icon next to this field opens a pop-up which enables you to search for the record you want to display.
  5. In Distribution Percent enter the percentage of the total payment that should be applied to this distribution. This field works with the Sequence Number field to determine the amount this percentage is taken from: the original amount or the amount remaining after previous distribution(s). The total of all distributions must equal at least 100%.
  6. For Maximum Amount if the Sequence Number should not exceed a particular dollar amount, enter that limit here. If this field is left blank, no limit is applied. At least one G/L distribution entry must have no Maximum Amount defined, or the payment code does not validate. All distributions sharing the same sequence number must have the same Maximum Amount defined, or the payment code does not validate.
  7. Click OK to save the distribution. The list sorts them by Sequence Number.

To delete a payment code distribution, select it in the list to highlight it and click Delete. 

The Rates tab is enabled when the Payment Code Type selected on the General tab is either Standard-Flat Amount or Standard-Quantity Based. This page allows the user to define steps for this rate based on the quantity being ordered.

  1. In Effective Dates, select from a list (if available) of predefined effective start dates or create a new Start Date in the field below.
  2. In Start Date, select the date when the Payment Code rate should be effective.
  3. For a Standard - Flat Amount rate, enter the Default Amount.
  4. Click Save to retain the setting.
  5. For a Standard - Quantity Based rate, click New to define a new rate based on the quantity being ordered. The Payment Code Rate pop-up window opens.
    • In Maximum Quantity, enter the total quantity that may be purchased at the rate being defined. For example, if copies of a document had a set price for the first copy and all others were at a different price, a rate would need to be defined for the first copy and each additional price tier. The Maximum Quantity value would be 1 for the first step and 99,999,999,999.9999 for the last rate.
    • In Flat Amount enter the amount that is always charged as a part of this rate. If you are defining the rate for the first item being purchased, $0.00 is entered here, and the cost is entered in the Rate/Unit field below. If this rate is being defined for subsequent items, the cost of the first item is entered here, as this flat amount is always charged for the first item.
    • In Rate/Unit enter a value that specifies the cost per item. Enter the cost for items at this rate step.

    In an example of birth certificate copies, if the first copy is $20.00 and all remaining copies are $3.00, the following rate steps would be defined:

     Maximum QuantityFlat AmountRate/Unit
    First Copy1$0.00$20.00
    Subsequent Copies99,999,999,999.9999$20.00$3.00
  6. Click OK to save the rate.

To delete a payment code, click Delete. 

The Delete button is hidden or disabled if you do not have the appropriate security permissions. If you are authorized, when you click Delete you are prompted to confirm the deletion.

The Projects button is enabled when the value in the Project Requirement field allows projects.

  1. Click Projects to assign projects to the payment code. The Payment Code Projects pop-up window opens.
  2. In the Project drop-down list(s), you can optionally select the project by which to filter the results of the Available Projects that display.
  3. In Available Projects, select a project(s) in the list that you want to assign to the payment code.
  • To select multiple items randomly throughout the list, hold down CTRL while clicking each item.
  • To select multiple consecutive items, hold down SHIFT, and click the first item then the last item.

Click to move the selected item(s) from the Available box to the Selected box.

  • moves all items, selected or not, to the Selected box.
  • returns the selected items to the Available box.
  • returns all items to the Available box.
  1. Click OK to save the setting.

You can also configure the payment code information that prints in the body of a receipt. For example, a Bond payment can be itemized to print specific information on the receipt. The Customize Slip Receipt button is only enabled when the payment code type of New World Receivables is selected after you click Save. See Customize Slip Receipt for more information.

After a payment code is fully defined, you must click Validate. If the payment code is not validated, it will not be available on the receipt entry page, even if it has been saved and the user is authorized to it. The validation process checks the following: (1) that the distribution totals at least 100%, (2) that the date is current (for future-dated codes, the code will not validate until the date is current), and (3) that the rates are defined where required.

See Also

Payment Code List

Revenue Defaults

Revenue Address

Revenue Collections Setup