Prior to recording any Cash Receipts in Design Manager, it is important to properly define Cash Receipt Payment Types. Payment Types consist of a Type or name and a General Ledger Cash/Checking Account. Primarily, Payment Types are designed to distinguish different methods of payment from your Clients by automating the separation of the payment methods in your Cash Account. Design Manager attempts to conveniently group all receipts of the same Payment Type together so you can easily reconcile your credit card receipts, bank deposits, etc. with the entries recorded in Design Manager. Payment Types also allow you to distinguish between different Cash Accounts to easily record deposits into the proper Account. To define and review the Cash Receipt Payment Types, select File - Company Information and Settings to display the Company Information Window. Click the A/R & Showroom Tab which is shown below.
Cash Receipt Payment Types
Add a new Payment Type to the software by clicking on the Add button to the right of the Cash Receipt Payment Types Grid which will open the POS / Cash Receipt Payment Type Window where Payment Type information can be entered. An existing Payment Type can be revised by selecting the entry on the Cash Receipt Payment Types Grid and clicking the Edit button. To remove a Payment Type, select the Payment Type you wish to remove and click the Delete button.
Type: This is the code or name used to identify the Payment Type on the New Cash Receipt Window. The Type is often a descriptive term such as "CHECK" for a company checking account or "MONEY" for an additional money market account. However, some users will find using the Account Number of the General Ledger Checking Account, such as "10010", as the Type Name more useful.
Checking Account: Select the General Ledger Checking Account associated with the Payment Type.
Data Collection: The Data Collection selection is used to properly configure the Point of Sale Invoice Window - Totals/Payments Tab and to designate a Payment Type to be used with Stripe & Tsys automatic credit card processing.
The Data Collection menu has four options: Generic, Check, Credit Card, and Stripe/Tsys (Cayan).
|•||When Generic is selected for a Payment Type, when choosing the Payment Type on the Point of Sale Window, a Transaction Description field will be available to record any necessary information for the sale. |
|•||If Check is assigned to the Payment Type, using the Payment Type will offer a Check Number field on the Point of Sale Invoice Window to store the Client's Check Number. |
|•||Likewise, if the Payment Type has Credit Card, the Point of Sale Invoice Window will have a Credit Card Number and Expiration Date fields available for the Client's credit card information. |
|•||If Stripe/Tsys (Cayan) is selected, you will be able to send Proposals & Invoices to your clients and they can pay them online. A Stripe account is required for this processing.|
|▪||If you have a Tsys processing account, when entering a new Cash Receipt on the New Cash Receipt Window or processing a Point-of-Sale Invoice, the Credit Card Transaction Window will be displayed to process a Credit Card transaction over the Internet through the Tsys (Cayan) interface. This selection also displays the Always ask for CV Code option which, when selected, will always prompt the user to enter the credit card CV Code when processing the credit card transaction. This is ONLY valid for Tsys/Cayan and NOT for Stripe processing.|
Receipts will first appear in Un-deposited Funds (a bank deposit is made) - select this option if this payment type will use the un-deposited funds account.
Exclude from Point of Sale (POS): When this option is selected, the Payment Type will not be listed in the Payment Type menu on the Point of Sale Invoice Window - Totals/Payments Tab. This may be desirable to prevent operators from recording a receipt into the wrong Account by inadvertently selecting the wrong Payment Type or to restrict certain types of payment methods such as personal checks, etc. NOTE: Stripe processing is not available for POS sales, ONLY Tsys is.
Point of Sale Default Settings:
After adding or revising all of the necessary Payment Types, the A/R Showroom Tab has other options as well.
|•||Show Ship-To on Point of Sale (POS) Invoice option determines whether or not to display the Ship-To location for the merchandise on the Point-of-Sale Invoice document.|
|•||POS Invoice Style - option indicates to Design Manager that the optional Label/Receipt Printer will be used when generating Inventory Labels and Point-of-Sale Invoice Receipts. Contact the Design Manager Sales Department at 800-836-2999 for information on the Label/Receipt Printer.|
|•||The POS Timeout determines the amount of time, in minutes, before Design Manager will automatically log out the Point of Sale Invoice Window. Automatically logging out the Point of Sale Invoice Window is advantageous to prevent unauthorized individuals from posting fictitious Invoices and Gift Certificates/Credits or, if the optional Cash Drawer has been purchased, having access to open the Cash Drawer.|
|•||Set Deposit Slip to CC Payment Type - This option places the Credit Card type (Amex, Visa, etc.), when running a credit card using Stripe or Tsys/Cayan, into the Deposit Slip field of the cash receipt.|
|•||Sales Category to Record Store Credits - allows the user to determine which Revenue and COGS Accounts will be used to maintain credits generated through the Point of Sale system. For more information, see Sales Categories and Gift Certificates & Store Credits.|
Stripe Payment Defaults:
***IMPORTANT: Once you have completed your Stripe account setup, if you wish to allow ACH/Bank Transfer payments, you will need to activate this type in your Stripe portal. See the link below for how to activate your account.
|•||Payments Allowed - this option lets you decide what form of payments you allow a client to use to pay their proposal deposits & invoice balances by, when using the Stripe payment processor. Check is always turned on when any of the other options are selected; allowing the client to send a physical check as payment. When Check is selected by the client, the company address is shown on screen so the client knows where to send the check to.|
|•||ACH & Credit Card - gives your client the option to pay using their Credit Card or ACH (bank transfer).|
|•||ACH - allows a client to pay via online bank transfer or they can send a check.|
|•||Credit Card - clients can pay by Credit Card or they can send a check.|
|•||None (Send check only) - No payment can be processed online, only a physical check can be sent.|
|•||Charge Fees to the Client - selecting this option, will charge any online payment processing fees back to the client. The fee will be added to the total amount due for the client to pay. Design Manager will generate a new client invoice for this fee amount and show it as paid. A Sales Category for where to post this fee is required. |
|•||Taxable under Type - if payment convenience processing fees are taxable in your state, then you will need to select this option and the component type that matches the tax percentage to include. It is recommended that you consult with your sales tax professional to determine these options.|
|•||Sales Category for Fees - a Sales Category for where to record the fee charge-back is required. It is recommended that you consult with your accounting professional to determine the proper account. You may wish to create a new Sales Category for FEES: Payment Convenience Fee. |
If you have purchased the optional Showroom module, you will have two additional settings:
|•||PO Ship-To: allows a Ship-To to be specified which will be defaulted to each new Purchase Order Component for new Quotes and Orders. Specifying a Default PO Ship-To facilitates creating new Specifications and prevents users from inputting incorrect shipping information.|
|•||Tax Exempt Code is the Sales Tax Code used when an Order or Quote is created for a Client that has Tax ID entered, indicating the Client should not be charged sales tax. If the Client does not have a Tax ID, the Default Sales Tax Code from the Employee Window - POS/Showroom Tab of the Employee generating the Order or Quote will be used.|
If the company has signed up for Tsys/Cayan to automatically process credit card transactions over the Internet for Point-of-sale, use the Enter Tsys/Cayan Credentials button to input the necessary identification including the company's Site ID, Key, Name, etc.
For a full explanation of using Tsys/Cayan to process credit card transactions, see Using Design Manager and Merchant Warehouse to Post Credit Card Transactions.