The Payment Code Update screen allows you to add a new or update an existing payment code.
Important! Payment codes must be listed on your Payment profile • Allowed Pay Codes field in order to be used when processing transactions in RecTrac.
Buttons on the screen….
Click Save to save your changes. You will be returned to the Payment Code Management DataGrid.
Click Cancel to return to the Payment Code Management DataGrid without saving your changes.
SAPAYMENTTYPEUpdate_Tab1
Pay Code (SAPAYMENTTYPE_PayCode)
If you are creating a new Payment Code, enter your code in this field. Codes may be alpha-numeric.This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.For example
- 01
- 01 Check
- Check
If you are updating an existing payment code then you will not visit this field.
Important! Payment codes must be listed on your Payment profile • Allowed Pay Codes field in order to be used when processing transactions in RecTrac.
Payment Type (SAPAYMENTTYPE_RecordType)
If you are creating a new payment code, select your Payment Type. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing payment code you will not visit this field.
RecTrac offers the following payment code types:
- Cash - US legal tender.
- Check - Paper checks or electronic checks.
- Credit Book - For use with your member Credit Book program.
- Credit Card- Standard credit cards such as MasterCard VISA American Express and Discover.
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Disc/Agency - For use when payment is subsidized by an outside source such as the American Red Cross Army Family Covenant (AFC) benefits etc. Disc/Agency payment codes are used primarily by the US military for their daycare services.
Note: Disc/Agency pay type totals are entered automatically on all end-of-shift processes.
- Fidelio - For use with the Marine Corps Fidelio interface.
- Foreign Currency - Legal tender from another country such as Euros Canadian dollars yen quatloos etc.
- Gift Card - For use with the Lynk Giftcard solution only.
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Gift Certificate - For use with RecTrac Gift Certificates .
Note: The use of gift certificate payment codes can be restricted by gift certificate code. See the field description for Valid Gift Certificates.
- IVGID PunchCard - For use with the Incline Village Gift Card solution only.
- Journal - For use with balance adjustments where no real money is being used.
- Marine DPP - Marine Corps Deferred Payment Plan.
- Misc - Miscellaneous. For use with payments that do not fit into a category/type listed here.
- Online Payment Service - For use with 3rd party online payment services in WebTrac such as PayPal etc.
- Private Label Cards - For use with private label credit cards such as BestBuy credit cards etc.
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Punch Payment - For use w when a member remits for services with a Punch Payment Pass Type.
Additional Setup is Required. See Also: Punch Payment Passes. - Reward Points - For use with RecTrac Reward Points.
- Scholarship - For use with RecTrac Scholarships.
- System - VSI-reserved pay codes such as VSI-Accrual VSI-Receivables VSI-Refund Interface VSI-Refund RecTrac and VSI-System.
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UCharge - For use with custom university charge cards such as the University of Nebraska's 'NCard.'
Note: Along with a UCard payment code you also need to create a University Charge profile and link it within profile hierarchy. For the University of Nebraska this is a University Card • NCard profile.
Screen Description (SAPAYMENTTYPE_ScreenDescription)
Enter the Screen Description for this payment code. This information appears on payment screens in lieu of the payment code, itself. Do not use commas this field.
DataGrids in RecTrac can be sorted by description, if desired.
Note: Don't leave this field blank! The data in the field is used on payment screens and is also used to populate other fields in RecTrac such those in the Default Payment group of your Payment profile.
Long Description (SAPAYMENTTYPE_Description)
Enter the detailed description for this payment code. The Short Description" appears on reports receipts etc.
DataGrids in RecTrac can be sorted by description.
DeleteReceipt Copies (SAPAYMENTTYPE_ReceiptCopies)
Enter the number of receipt copies you want to generate when a payment is taken for this payment code.
Note: When printing receipts the system compares the number in this field to the number of Module Receipt copies you have listed and uses the higher number. Module Receipt copies are maintained on your Receipt Format profile • Receipt Copy Settings group in the standard Vermont Systems design.
Additionally if split payments are involved in the transaction then the system will use the higher number in this field from the various payment codes selected if there is a difference.
Receipt Comment Code (SAPAYMENTTYPE_CommentCode)
Select the comment code you want to link. This comment will appear when processing a transaction using this payment code, and it will print on customer receipts.
Comment Codes are maintained in Comment Code Maintenance. Code Type = Daily Receipt.
DeleteMin Payment Amount (SAPAYMENTTYPE_MinPaymentAmount)
Enter the minimum amount that must be paid with this payment code during any single transaction.
DeleteMax Payment Amount (SAPAYMENTTYPE_MaxPaymentAmount)
Enter the maximum amount that can be paid with this payment code during any single transaction.
DeletePayment Reference 1 (SAPAYMENTTYPE_PaymentReference1)
Enter custom wording for the Pay Reference 1 field label if desired. This label is used for both payment and refund references.
Leave this field blank to use the default label "Pay Reference 1."
For example your finance department requires check numbers when customers remit by check. You could enter "Check Number" in this field and that would become the field label on your payment and refund screens.
DeletePayment Reference 2 (SAPAYMENTTYPE_PaymentReference2)
Enter custom wording for the Pay Reference 2 field label, if desired. This label is used for both payment and refund references.
Leave this field blank to use the default label Pay Reference 2."
For example your finance department requires phone numbers when customers remit by check. You could enter "Customer's Phone Number" in this field and that would become the field label on your payment and refund screens.
DeleteRequire Payment Reference? (SAPAYMENTTYPE_RequireReference)
Select this option to require a transaction reference when this payment code is used. For example, your finance department requires check numbers when customers remit by check. You would enable this option to force clerks to enter something in one (or both) of the Transaction Reference fields on the payment screen.
Note: Payment references can be required by Module. Populate the Require Payment Reference For field on the Payment profile.
Allow Change Back? (SAPAYMENTTYPE_AllowChangeBack)
Select this option if you would like to allow change back when using this payment code and the customer remits for more than is owed.
Deselect this option if you do not want to give change back when using this payment code. In the event of an overpayment, the remainder will be added to the household as a credit.
DeleteHousehold Benefit Payment Type (SAPAYMENTTYPE_HouseholdBenefitPaymentType)
Select this option if this paycode is to be used with household benefits. This option will track the active household benefit at the time of use for general ledger postings created as a result of this paycode's use.
DeleteDrawer To Open (SAPaymentType_PopCashDrawer)
Select the cash drawer that will open when this payment code is used for a transaction. Your options are:
- Do Not Pop Drawer - The cash drawer will not open when this payment code is used. This is a good option for payment codes that do not involve any legal tender, such as Reward Points, Scholarships, Discount/Agency, etc.
- Login Drawer - The cash drawer to which the clerk is linked will pop when this payment code is used.
- Drawer #1 - The drawer identified in the Drawer Number 1 field on the Drawer profile linked to the clerk will pop when this payment code is used.
- Drawer #2 - The drawer identified in the Drawer Number 2 field on the Drawer profile linked to the clerk will pop when this payment code is used.
Popping specific drawers (Drawer #1 for example) by payment code is a good option for organizations that accept multiple currency types (i.e. US dollars and Euros) and want the various types in separate drawers though this feature can be used as needed for other purposes.
Note: If using this option you can link "drawer open codes" to "Pop Drawer" touch buttons. Consider making two (2) pop drawer buttons if needed.
Require Refund Reference? (SAPAYMENTTYPE_RequireRefundReference)
Select this option if you require a transaction reference when this payment code is used for a refund.
Note: Refund references can be required by Module. Populate the Require Refund Reference For field on the Payment profile.
Valid Gift Certificate Service Items (SAPAYMENTTYPE_ServiceItemList)
This option is applicable for Gift Certificate payment codes only.
Select the Gift Certificate Service Item code(s) you want to link to this payment code. When remitting for a transaction only those Gift Certificates Service Item codes listed in this field will be allowed.
This is a good option if you want to track/separate Service Item Gift Certificate by payment code. If you use this option the assumption is that you will have multiple Gift Certificate payment codes in your database and that certain Gift Certificates only will be valid for certain payment codes. For example Pool Gift Certificates will be valid at the pool only and golf course rain checks will be valid at the golf course only and you will have separate payment codes for each in order to keep them separate and for tracking purposes.
OR
Leave the field blank to remove any restrictions and allow use of this payment code for all gift certificate types. If this payment code will be used for all Gift Certificate Service Items you can leave this field blank.
See Also: Topic Doc - Gift Certificates/Gift Cards.
DeletePrefix Validation (ie: Visa = '4' M/C = '5') (SAPAYMENTTYPE_PrefixValidation)
For Credit Card Payment Code Types, enter the prefix validation that identifies the credit card type. The Prefix Validation" is the first digit in the credit card number. Use the following:
- <blank> = Used with your generic "Credit Card" Payment Code to invoke "Smart ERI Logic." See Notes below.
- 2 5 = MasterCard (as of 01/01/2017 MasterCard prefixes can be 2 or 5)
- 3 = American Express
- 4 = VISA
- 6 = Discover
- 35 = JCB (Japan Central Bank)
- Manual - See Notes below.
- SECHECK See Notes below.
- RFSwipe See Notes below.
- RFManual See Notes below.
- VAuth See Notes below.
- VAuthManual See Notes below.
If you are using the same payment code for multiple credit card brands then enter the separate credit card prefixes separated by a comma and no space. For example if you are using the same payment code to record VISA and MasterCard payments then you would enter '2 4 5' in this field.
If this is a credit card payment type and you are using WebTrac then enter a unique number in this field. When processing payments on the web WebTrac will create a payment type list that includes all credit card payment types that have a unique number in this field. The payment type description will be listed in the WebTrac drop down list.
Notes:
- Smart ERI Logic - Smart ERI logic is an option that allows you to establish a single generic "credit card" payment code that is used for all credit card sales in RecTrac/WebTrac. When that payment code is used the system - behind the scenes - will check your list of payment codes and select the one with the matching prefix validation. For example Payment code 03 is "Credit Card" and the Prefix Validation field is blank. Payment code 41 is "VISA" and the prefix validation is "4." Payment code 42 is "MC" and the prefix validation is "2 5." When a patron remits with a credit card the clerk uses payment code 3. The system then checks your list of payment codes and finds the one with the proper prefix validation. If the patron remits with a VISA then the system will use payment code 41. If the patron remits with a MasterCard then the system will use payment code 42. All credit card payment codes must be listed on your Payment profile.
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Using "Manual" in this field - This feature is applicable for PayTrac VeriFone PlugNPay and CardConnect ERI solutions only.
"Manual" allows you to bypass the swipe prompt. When the word "Manual" (no quotes) is in the Prefix Validation field and a pin pad is linked then when a sale is processed the manual entry screen will come up first so the user can manually key in the credit card number. This option bypasses the initial swipe and instead presents the manual entry screen first. - Using "SECHECK" in this field - If allowing e-check processing in WebTrac using the SYSEAST credit card solution then you must create a check payment code type and enter SECHECK in this field.
- Using "RFSwipe" in this field - This feature is applicable to the PayTrac and VeriFone POINT ERI solutions only. "RFSwipe" allows you to process "card present" refunds by swiping a credit card swipe manually through the pin pad. If you allow card-present refunds then you will create a credit card type payment code and enter "RFSwipe" in this field on that payment code.
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Using "RFManual" in this field - This feature is applicable to the VeriFone POINT ERI solution only. "RFManual" allows you to process refunds manually by keying in the card number on pin pad. If you allow manual refunds then you will create a credit card type payment code and enter "RFManual" in this field on that payment code.
If you use the VeriFone POINT solution and you allow refunds using both credit card swipes and manual card number entry then you need to create two (2) separate payment codes one with "RFSwipe" in the Validation Prefix field and the other with "RFManual" in it. - Using "VAuth" in this field - This feature is applicable to the VeriFone POINT ERI solution only. "VAuth" allows you to process voice authorization transactions in Global Sales and then run the credit card through the pin pad. This places a Voice Auth field on the Global Sales payment screen. Enter a voice auth number and then click Process or Add. This will send .xml to the pin pad that includes the voice auth code and also instruct the pin pad to prompt for entry of the card.
- Using "VAuthManual" in this field - This feature is applicable to the VeriFone POINT ERI solution only. "VAuthManual" allows you to process voice authorization transactions in Global Sales and then input the credit card number manually on the pin pad. This places a Voice Auth field on the Global Sales payment screen. Enter a voice auth number and then click Process or Add. This will send .xml to the pin pad that includes the voice auth code and also instruct the pin pad to prompt for manual entry of the card.
- Online Payment Service Type Payment Codes - If this is an Online Pmt Service type pay code then enter the payment service name in this field. For example PayPal.
Require Household Link Amount (SAPAYMENTTYPE_RequireHouseholdLinkAmount)
Enter the maximum amount that can be paid with this payment code for a daily sale that is not linked to a household in your database. When this threshold is met or exceeded, RecTrac will not complete the transaction until the sale is linked to a household.
Leave the field at 0.00" if you don't want to use this option.
DeleteInterface Post Option (SAPAYMENTTYPE_InterfacePostOption)
Select your GL Interface post option for this payment code:
- Detail - The interface will contain a line item for each transaction linked to thispayment code.
- Summary - The interface will contain a single line item that contains the total for all transactions linked to this payment code.
Delete
Make Balance Sheet Entries Cost Center/GL Specific? (SAPAYMENTType_SpecificBalanceSheetEntries)
This option is applicable to end of shift (EOS) environments only.
This option determines how the system will assign GL codes and Cost Centers to balance sheet entries such as Over/Short Postings and Tender Exchanges in an EOS environment.
- Option Selected - Select this option to use the settings on the End of Shift profile to which you are linked. When this option is enabled the system will assign the GL code and Cost Center as they are listed on your End of Shift profile to balance sheet entries such as End of Shift Over/Short postings and Tender Exchanges.
- Option Deselected - Leave this option deselected to use the GL code and Cost Center listed in the GL Settings Group of this payment code. When this option is deselected the system will assign the GL code and Cost Center listed in the GL Settings Group to balance sheet entries such as End of Shift Over/Short postings and Tender Exchanges.
Note: When this option is deselected: if there are no Over/Short GL Codes and Cost Centers listed in the GL Settings Group of this payment code the system will assign balance sheet entries and tender exchange postings to GL code and Cost Center Code '0.' This is not an optimal solution for End of Shift reporting.
If you do not run EOS disregard this option.
DeleteNormal Offset GL Code (SAPAYMENTTYPE_GLCode)
Select the General Ledger Account that you want to link as the normal offset to which transactions for this payment code will post when you run a General Ledger interface.
DeleteNormal Offset Cost Center (SAPAYMENTTYPE_CostCenter)
Select the Cost Center that you want to link as the normal offset to which transactions for this payment code will post when you run a General Ledger interface.
DeleteCash Over Revenue GL Code (SAPAYMENTTYPE_CashOverRevenueGLCode)
Select the General Ledger account that you want to link as the cash over revenue to which transactions for this payment code will post when you run a General Ledger interface.
DeleteCash Over Revenue Cost Center (SAPAYMENTTYPE_CashOverRevenueCostCenter)
Select the Cost Center that you want to link as the cash over revenue to which transactions for this payment code will post when you run a General Ledger interface.
DeleteCash Over Offset GL Code (SAPAYMENTTYPE_CashOverOffsetGLCode)
Select the General Ledger Account that you want to link as the cash over offset to which transactions for this payment code will post when you run a General Ledger interface.
DeleteCash Over Offset Cost Center (SAPAYMENTTYPE_CashOverOffsetCostCenter)
Select the Cost Center that you want to link as the cash over offset to which transactions for this payment code will post when you run a General Ledger interface.
DeleteCash Short Expense GL Code (SAPAYMENTTYPE_CashShortExpenseGLCode)
Select the General Ledger Account that you want to link as the cash short expense to which transactions for this payment code will post when you run a General Ledger interface.
DeleteCash Short Expense Cost Center (SAPAYMENTTYPE_CashShortExpenseCostCenter)
Select the Cost Center that you want to link as the cash short expense to which transactions for this payment code will post when you run a General Ledger interface.
DeleteCash Short Offset GL Code (SAPAYMENTTYPE_CashShortOffsetGLCode)
Select the General Ledger Account that you want to link as the cash short offset to which transactions for this payment code will post when you run a General Ledger interface.
DeleteCash Short Offset Cost Center (SAPAYMENTTYPE_CashShortOffsetCostCenter)
Select the Cost Center that you want to link as the cash short offset to which transactions for this payment code will post when you run a General Ledger interface.
DeleteForeign Currency Over GL Code (SAPAYMENTTYPE_ForeignCurrencyOverGLCode)
Select the General Ledger Account that you want to link as the foreign currency over to which transactions for this payment code will post when you run a General Ledger interface.
DeleteForeign Currency Over Cost Center (SAPAYMENTTYPE_ForeignCurrencyOverCostCenter)
Select the Cost Center that you want to link as the foreign currency over to which transactions for this payment code will post when you run a General Ledger interface.
DeleteExchange Rate (SAPAYMENTTYPE_ExchangeRate)
This field is used to calculate the exchange rate for one (1) US dollar, either in foreign currency or for your reward points program.
If this is a Foreign Currency" payment code enter the exchange rate in the ratio: < x > foreign currency = $1 US dollar.
For example
- If 1.22 Canadian dollars = $1.00 US dollar enter "1.22000."
- If 118.97 Japanese yen = $1.00 US dollar enter "118.97000."
- If 0.83 Quatloos = $1.00 US dollar you would enter "0.83000."
Foreign currency exchange rates are published daily and can be found on the world wide web.
If this is a "Reward Points" payment code enter the number of reward points that equal one (1) US dollar in your rewards program.
For Example:
- If 100 reward points = $1.00 US dollar you would enter "100.00000."
See Also: Topic Doc - RecTrac Reward Points.
DeleteMinimum Denomination (SAPAYMENTTYPE_MinDenomination)
If this is a foreign currency payment code, enter the minimum denomination you will accept for this type of currency.
For example, you accept Canadian dollars but will not accept them for purchases under $5.00. In this event, your Minimum Denomination would be 5.00.
Note: Foreign currency payments must be made in amounts evenly divisible by the minimum denomination allowed by the payment code when processing sales in and allowing change back.
For example you accept Canadian dollars and your minimum denomination allowed is 5.00. A sale comes to $5.75. The customer would have to give you foreign currency evenly divisible by 5.00 such as $10.00 or $20.00 or $50.00. The system will disallow the entry of $6.00 $11.00 etc.
Currency List (SAPAYMENTTYPE_CurrencyList)
Enter a comma-delimited list of values in this field. When printing the Cash Journal, you can select the option to create a balance sheet by currency for this payment code type. When the Cash Journal prints, the balance sheet will contain entry lines using the values in this field as 'Headers.' The clerk then enters the value of the currency by line item.
For example, on your Cash" payment code you enter the following in this field: 50s 20s 10s 5s 1s which represent 50-dollar bills 20-dollar bills 10-dollar bills 5-dollar bills and 1-dollar bills. When you print the Cash Journal with the balance sheet option a page will print where you enter the physical count of each currency type. So if there are five (5) 20-dollar bills in the till the clerk will enter "5" in the '20s' field and then calculate the total ($100.00). This a good feature if you do dollar and cent totals.
DeleteCoin List (SAPAYMENTTYPE_CoinList)
Enter a comma-delimited list of values in this field. When printing the Cash Journal, you can select the option to create a balance sheet by currency for this payment code. When the Cash Journal prints, the balance sheet will contain entry lines using the values in this field as 'Headers.' The clerk then enters the physical number count of each currency type by line item.
For example, on your Cash" payment code you enter the following in this field: Q D N P which represent quarters dimes nickels and pennies. When you print the Cash Journal with the balance sheet option a page will print where you enter the physical count of each currency type. So if there are five (5) quarters in the till the clerk will enter "5" in the 'Q' field and then calculate the total ($1.25). This a good feature if you do dollar and cent totals.
DeleteTotals List (SAPAYMENTTYPE_TotalsList)
Enter the value which describes the currency totals for your balance sheet entries for this payment code. For example, USD which would stand for United States dollars.
DeleteEndorsement Text Line 1 (SAPAYMENTTYPE_EndorsementTextLine1)
If this is a Check" payment code and if you use an electronic check endorser such as an Image MICR you can enter up to five (5) lines of endorsement text in these fields. This information will be printed when you process the check.
DeleteEndorsement Text Line 2 (SAPAYMENTTYPE_EndorsementTextLine2)
If this is a Check" payment code and if you use an electronic check endorser such as an Image MICR you can enter up to five (5) lines of endorsement text in these fields. This information will be printed when you process the check.
DeleteEndorsement Text Line 3 (SAPAYMENTTYPE_EndorsementTextLine3)
If this is a Check" payment code and if you use an electronic check endorser such as an Image MICR you can enter up to five (5) lines of endorsement text in these fields. This information will be printed when you process the check.
DeleteEndorsement Text Line 4 (SAPAYMENTTYPE_EndorsementTextLine4)
If this is a Check" payment code and if you use an electronic check endorser such as an Image MICR you can enter up to five (5) lines of endorsement text in these fields. This information will be printed when you process the check.
DeleteEndorsement Text Line 5 (SAPAYMENTTYPE_EndorsementTextLine5)
If this is a Check" payment code and if you use an electronic check endorser such as an Image MICR you can enter up to five (5) lines of endorsement text in these fields. This information will be printed when you process the check.
Delete