Cash Receipt Payment Types and the Company Information A/R Showroom Tab

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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.

 

company info - ar showrm

 

POS / Cash Receipt Payment Type Window

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.

 

POS pay type window

 

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.

 

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.

 

 

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 Merchant Warehouse's MerchantWARE automatic credit card processing.

 

The Data Collection menu has four options: Generic, Check, Credit Card, and MerchantWARE.

 

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 MerchantWARE is selected, 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 Merchant Warehouse's MerchantWARE interface.  The MerchantWARE 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.

 

If the company has signed up with Design Manager and Merchant Warehouse to automatically process credit card transactions over the Internet through  MerchantWARE use the Enter MW Credentials (Enter MW Cred...) Button to input the necessary MerchantWARE identification including the company's Site ID, Key, Name, etc.

 

For a full explanation of using MerchantWARE to process credit card transactions, see Using Design Manager and Merchant Warehouse to Post Credit Card Transactions.

 

Set Deposit Slip to MWCC Type: This option places the Credit Card type (Amex, Visa, etc.) when running a credit card using Merchant Warehouse, into the Deposit Slip field of the cash receipt.

 

 

Additional Point of Sale and Accounts Receivable Settings

After adding or revising all of the necessary Payment Types, the A/R Showroom Tab has other options as well.

 

 

Use Receipt Printer 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.

 

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.

 

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.

 

 

If you have purchased the optional Showroom module, you will have two additional settings:

 

Default 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.

 

Default 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.