Payment Types are used to identify methods of payment for revenue records in Client Payments and the General Ledger. These records cannot be added or deleted, as they are restricted to ensure consistency in financial calculations throughout the system.
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Main Menu → Selects → N-Z → Payment Types
Applies To: Enterprise, Plus, Basic
Field Details
- Payment Type records cannot be deleted or added. However, users can modify settings to display only the Payment Types they wish to use.
- Income Calculation: Determines how a Payment Type is used in income calculations. This value cannot be modified.
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Balance Due Calculation: Identifies how a Payment Type is handled in balance due calculations:
- Include: Payment Type is included in balance due calculations.
- Exclude: Payment Type is excluded from balance due calculations.
- Credit Given: This Payment Type should always be tagged as Exclude.
- Display Option: Check this option to display the Payment Type as an available selection.
- Display Online: Check this option to make the Payment Type available in the Web Registration module.
- Allow Refund: Check this option to enable refunds for the Payment Type within a Client Payment transaction.
- Display Credit Message: If enabled, the "Credit Card Not Processed" message will appear in red in the Client Payment results list for any credit card refund without a deposit date. The message also acts as a link to launch the payment processing window.
Important Notes
Specialty Payment Types
- Adjustment: Functions similarly to the Discount payment type. Used when a reduction in the balance due is necessary but does not qualify as a discount.
- Internal: Functions like cash or check, used for internal bookkeeping methods such as transfers, grants, vouchers, or subsidies.
- Wire: Considered a cash-type transaction for all accounting calculations.
- Gift Card: A reserved Payment Type for a unique gift card retail program. Xenegrade approval is recommended before enabling.
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Uncollected Funds: Used to reverse a previous payment, similar to a refund.
- Example: If a client’s $49 check bounces, a new transaction for $49 with the Payment Type "Uncollected Funds" should be entered. This cancels out the original payment in balance due calculations while maintaining an accurate payment history.
Refund Transactions
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The Refund checkbox cannot be used with the following Payment Types:
- OnAccount Given
- OnAccount Used
- Entry Error
- If Refund is selected for these Payment Types, the checkbox will automatically be unchecked when the record is saved.
Conclusion
Payment Types are essential for managing financial transactions across Client Payments and the General Ledger. Proper configuration ensures accurate balance due calculations and accounting consistency. For further assistance, refer to related articles or contact support.