Virtual Payment Source

Maintenance > new world ERP Suite > Revenue Collection > Virtual Payment Source

The Virtual Payment Source List page is where all external pay sources within New World ERP are configured. This includes eSuite, Recurring Credit Cards, Lockboxes, and IVR payments. In addition to providing a consolidated location for configuring these payment sources with a shared setup, it will also assist in better identifying the specific source of a payment on receipt batches and individual receipts.

Recurring Credit Cards and eSuite will already be pre-loaded on the system but will need to be configured during setup. Unlike Recurring Credit Cards and eSuite, as many new Lockboxes and IVRs as needed can be created in the system.

Note: For eSuite this page has replaced the previous configuration areas on the Company Suite Settings eSuite tab (Maintenance > new world ERP Suite > System > Company Suite Settings > eSuite tab) and in eSuite Administration.

Review the Virtual Payment Source Security settings to grant users access to the page.

Collection Batch Defaults

  1. Select a default Department to be used by the collection batch. This field is required. The options are all departments to which the user is authorized.
  2. Enter a Batch End Time. This field is required. Setting a time allows your organization to synchronize your business day with the third-party provider that receives the payments, resulting in easier reconciliation of the transactions that were processed. MoreClosed When the third party receives the payment and charges the credit card, it then sends the payment to Revenue Collections. If there is not currently a receipt batch, the system will create one using the defaults defined on this page. Subsequent payments will be added to the batch. If there already is a batch for this day, the system looks at the Batch End Time value. If the current time is before this value, it will get added to the current batch. If the current time is after this value, the system will create a new batch and add the payment to it.
  3. Select the name of a User who should be the default name on the batch. The options are all users defined in User Security. It is recommended to create a unique user for the eSuite batches (such as "eSuite") to allow users to easily identify the eSuite batches from others on the Revenue Collections Batch List page.
  4. If relevant, select a default Override Cash Account. This account can also be used as a holding account for reconciliation.
  5. Select the default Collection Station that should be used for collection batches created for online payments. This field is required. The options are all collection stations to which the user is authorized in user-based security.
  6. Enter a Description that will show up on the Virtual Payment Source List page. This field is required.

Receipt Management Settings

  1. Selecting the optional check boxes in this section grants the user the ability to perform various receipt actions.
  • Allow Users to Void Receipt
  • Allow Users to Modify Receipt
  • Allow Users to Add Manual Receipt
  1. Click Save before proceeding to the next step or the previous information entered will be cleared.

Module

Module Payment Types for Utilities, Permits, and Licenses will be pre-loaded on the system but it will be necessary to modify each of them for your organization. Note that you will not be able to create a new module.

  1. Click on the module hyperlink to open the Payment Source Type pop-up.
  1. Select a Payment Code from the drop-down.
  2. Select the check box if you would like to Enable Service Charges. If selected, additional fields will be populated below.

Note: Service Charges are not supported for ePermits. Do not select the Enable Service Charges check box when configuring this module.

  • Select a Service Charge Payment Code from the drop-down. This field is required.
  • Select from either a Flat Fee or Percentage of Payment Amount in the Service Charge Type drop-down. This field is required.
  • Depending on the selection chosen above, enter either a percentage or dollar amount in the Service Charge Value field. This field is required.
  1. Enter a Description for the service charge. This field is required.
  1. Click OK. You will be returned to the main Virtual Payment Source page for Recurring Credit Card Payments.
  2. Repeat these steps as necessary for the other module types.
  1. Click Save.

Collection Batch Defaults

The information entered in this section acts as a batch header.

  1. Select the Department to be used by the collection batch. This field is required. The options are all departments to which the user is authorized.
  2. Enter a Batch End Time to set a cut-off time for the batch entry each day. You may enter time values in this field. As you type, relevant times will be populated in the field in fifteen minute increments. Be sure to select or enter AM or PM. This field is required.
  3. Select the name of a User who should be the default name on the batch. This field is required.
  4. If relevant, select an Override Cash Account from the drop-down or click the Advanced Search icon for additional options in selecting an account.

Note: A new collection station dedicated to recurring credit card batches must be created. If a new collection station is not created, credit card payments can become mixed into existing collection stations producing undesirable results. Navigate to Maintenance > new world ERP Suite > Revenue Collection > Collection Stations to create a new station.

  1. Select the newly created Collection Station for recurring credit cards from the drop-down. This field is required.
  2. Enter a Description. This field is required.

Receipt Management Settings

  1. Selecting the optional check boxes in this section grants the user the ability to perform various receipt actions.
  • Allow Users to Void Receipt
  • Allow Users to Modify Receipt
  • Allow Users to Add Manual Receipt
  1. Click Save before proceeding to the next step or the previous information entered will be cleared.

Module

A Module Payment Type will be pre-loaded for Recurring Credit Cards, but will need to be configured for your organization.

  1. Click on the Recurring Credit Cards hyperlink. The Payment Source Type pop-up will be displayed.
  2. Select a Payment Code from the drop-down.
  3. Select the check box if you would like to Enable Service Charges. If selected, additional fields will be populated below.
  • Select a Service Charge Payment Code from the drop-down. This field is required.
  • Select from either a Flat Fee or Percentage of Payment Amount in the Service Charge Type drop-down. This field is required.
  • Depending on the selection chosen above, enter either a percentage or dollar amount in the Service Charge Value field. This field is required.
  1. Enter a Description for the service charge. This field is required.
  1. Click OK. You will be returned to the main Virtual Payment Source page for Recurring Credit Card Payments.
  1. Click Save.
  1. To create a Lockbox, click New at the bottom of the Virtual Payment Source List page.
  2. In the Payment Source Type drop-down, select Lockbox.

Collection Batch Defaults

The information entered in this section acts as a batch header.

  1. Select the Department to be used by the collection batch. This field is required. The options are all departments to which the user is authorized.
  2. Select the name of a User who should be the default name on the batch. This field is required.
  3. If relevant, select an Override Cash Account from the drop-down or click the Advanced Search icon for additional options in selecting an account.
  1. Select the Collection Station for the lockbox. This field is required.
  2. Enter a Description that will show up on the Virtual Payment Source List page. This field is required.
  3. Select a Format Definition from the drop-down. These are custom XML files that format the display of the lockbox based on their specifications. If needed, contact your NWS Customer Care or Customer Support representative for more information.

Receipt Management Settings

  1. Selecting the optional check boxes in this section grants the user the ability to perform various receipt actions.
  • Allow Users to Void Receipt
  • Allow Users to Modify Receipt
  • Allow Users to Add Manual Receipt
  1. Click Save.

Module

  1. Click New.The Payment Source Type pop-up will be displayed.
  2. In the Module field enter the GUI ID given to your organization by your third-party provider. This field can accommodate up to 36 alphanumeric characters.
  3. Select a Payment Code from the drop-down.
  1. Select the check box if you would like to Enable Service Charges. If selected, additional fields will be populated below.
  • Select a Service Charge Payment Code from the drop-down. This field is required.
  • Select from either a Flat Fee or Percentage of Payment Amount in the Service Charge Type drop-down. This field is required.
  • Depending on the selection chosen above, enter either a percentage or dollar amount in the Service Charge Value field. This field is required.
  1. Enter a Description for the service charge. This field is required.
  1. Click OK. You will be returned to the main Virtual Payment Source page.

Note: Only one module may be created per Lockbox.

  1. To create an IVR, click New at the bottom of the Virtual Payment Source List page.
  2. In the Payment Source Type drop-down, select IVR.

Collection Batch Defaults

The information entered in this section acts as a batch header.

  1. Select the Department to be used by the collection batch. This field is required. The options are all departments to which the user is authorized.
  2. Enter a Batch End Time to set a cut-off time for the batch entry each day. You may enter time values in this field. As you type, relevant times will be populated in the field in fifteen minute increments. Be sure to select or enter AM or PM. This field is required.
  3. Select the name of a User who should be the default name on the batch. This field is required.
  4. If relevant, select an Override Cash Account from the drop-down or click the Advanced Search icon for additional options in selecting an account.
  1. Select the newly created Collection Station for recurring credit cards from the drop-down. This field is required.
  2. Enter a Description that will show up on the Virtual Payment Source List page. This field is required.

Receipt Management Settings

  1. Selecting the optional check boxes in this section grants the user the ability to perform various receipt actions.
  • Allow Users to Void Receipt
  • Allow Users to Modify Receipt
  • Allow Users to Add Manual Receipt
  • Enterprise Payments IVR: You're able to set up multiple IVR virtual payment sources with Enterprise Payments IVR. The payment sources display on the Virtual Payment Source List page. If you want Enterprise Payments IVR to use a different virtual payment source, select the payment source from the list page, mark the Enterprise Payments IVR check box, and click Save. A message warns the existing Enterprise Payments IVR will be replaced with this one. Click Accept. The Enterprise Payments IVR check box of the first virtual payment source is cleared automatically.
  1. Click Save.

Module

  1. Click New.The Payment Source Type pop-up will be displayed.
  2. In the Module field enter the GUI ID given to your organization by your third-party provider. This field can accommodate up to 36 alphanumeric characters.
  3. Select a Payment Code from the drop-down.
  4. In the Available Transaction Reference Numbers multi-select box, select reference numbers from the available list that you would like to associate payments with. In Revenue Collections they are tied to payment codes and provide a way to search for the items. Use the arrow buttons to move the chosen transaction reference numbers to the Selected Transaction Reference Numbers box.
  1. Select the check box if you would like to Enable Service Charges. If selected, additional fields will be populated below.
  • Select a Service Charge Payment Code from the drop-down. This field is required.
  • Select from either a Flat Fee or Percentage of Payment Amount in the Service Charge Type drop-down. This field is required.
  • Depending on the selection chosen above, enter either a percentage or dollar amount in the Service Charge Value field. This field is required.
  1. Enter a Description for the service charge. This field is required.
  1. Click OK. You will be returned to the main Virtual Payment Source page for Recurring Credit Card Payments.

Note: Only one module may be created per IVR.