Payment Type Code Maintenance can be found in the Sales Processing Setup Programs menu in the Sales Processing menu.
Adding a Payment Type Code:
Please Note: The accounting department should be involved with this process, as setting up Payment Type Codes involves entering General Ledger Account Numbers, and it is crucial that they be setup correctly. When you enter this module, the screen will prompt a Payment Type Code Maintenance screen as follows:
All Payment Type Codes currently added to your system will automatically appear in the screen above. The Branch field will default to the current Branch. You can switch Branches by clicking on the down arrow button and making a selection from the drop-down menu. To add a new Payment Type Code, click the Add button at the bottom right of this screen. A second screen will appear as follows:
In the Code (1) field, type a new code (up to 4 characters, e.g., VISA, CHK, CASH, MC, AMEX, DISC, SHAW, etc.). Please Note: A code can only be used once. At the Description (2) field, type a longer description to assist Users with identifying the correct Code. You must assign a Format Code (3) to each code for internal system purposes. Use the drop-down arrow in that field to access a list. If your company is using an integrated payment processor you will use the drop-down arrow in this field (4) to select an option that best matches the Format Code you selected as part of that setup. Please Note: Only 1 Pay Type can be connected to each integrated processor option.
The G/L Account (5) button will prompt a G/L Account Selection box displaying only existing G/L Accounts designated as a Bank Account or Credit Card in the system as follows:
Select the desired G/L Account from the list and click Accept to continue. Please Note: The system will not allow you to click the Cancel button without first selecting a G/L Account from the list. If you need to make a change, you must make a selection, and then click the Cancel button in the Add Payment Type Code screen. Once you have selected the correct account, the new G/L Account will display to the right of the button. Please Note: Once a GL account is selected and saved for a Pay Type it cannot be changed.
At the Split (6) checkbox, BMS allows for splitting finance Payment Codes so that the Bank Reconciliation properly shows the amount being deposited into the Bank Account and the split portion being charged as a Fee. (This is not active with the Gravity/CIP Integration upgrade but can be used with Broadlume Payments.) To use this feature, you will first need to ensure you have a Payment Code for the main Financing payment (such as SHAW 12MO DEFERRED). You will also need to add the Secondary Payment Type Code to send the split, such as ZZ (to send to the bottom of the lookup) for the Financing Fee. Be sure you know to which G/L Account you want to send this Fee to and make sure it is set up as a Bank Account before completing this next step. Please Note: This works independently of Job Cost, as you may wish to cost a lower percentage to the Job. Once the new Codes have been added, start with the new “ZZ” Payment Type Code. For additional information see: Splitting Out Finance Fees From Finance Deposit Amounts in Bank Rec – Broadlume ERP.
Moving on with the remaining options in the Payment Type Code Maintenance screen, the Job Cost Percent (7) and Job Cost Product Code (8) fields were added to help recoup financing/credit card processing costs. These fields require some setup before use and can be left blank if you don’t intend to use this feature. Please refer to the section on Financing for complete details on setup and how to use these fields. The Print on Documents (9) checkbox was added primarily for Credit Card Processing integration since they do not produce a traditional CC receipt. However, with this box checked, whether you have an integrated processor or not, a payment summary for this Payment Code will appear at the bottom of any Customer documents, such as the Sales Agreement, Receipt, Invoice, etc. This will only include money taken via the Deposits feature in Quote and Order Entry, not via Post Customer Payments.
The Alternate Bank Rec Group (10) field can be used to “join” Payment Types together, so they total together in the Bank Rec module for easier reconciliation. The drop-down menu contains a list of pre-defined “Groups” that should cover all scenarios. In most cases, Visa, Master Card, and Discover will be grouped together under a generic “Credit Card” Group, leaving American Express to Group by itself as American Express. However, every company is different, so this field can be used to create a myriad of combinations. Please Note: the system will not allow you add a Payment Type Code to an Alternate Group if the G/L Account doesn’t match the existing Payment Type Codes in that Group for the current Branch. In other words, it will not allow more than one G/L Account within a Group.
An alternative feature for finalizing Claims processing has been added to the system and setup starts in the Payment Type Code Maintenance module. The Claim (11) checkbox that appears to the right of the Print on Documents checkbox must be checked in order for this process to initiate. Please see the section on Claims Processing for additional information on that set up: Claims Pay Type Code – Broadlume ERP
Once you have completed adding a Payment Type Code, click the Save button to continue.
Editing existing Payment Types:
If you wish to edit the data on an existing Payment Type Code, highlight the Code from the list and either double-click or right-click button to bring up existing data for that pay type. You can edit all data except the GL account the pay type points to. Changing the GL account will require using the Inactive feature discussed below. Once you make any applicable changes, be sure to click the Save button before exiting the screen.
The second right-click option is Delete Payment Type Code. Please Note: We do not recommend choosing Delete Payment Type Code for any code with history on it. Instead, you can mark any unnecessary Pay Types or any that are pointed to the wrong GL account as Inactive. This will allow you to process new payments to the correct GLs while still maintaining history and allowing refunds and credit to flow back where they came from. You will still be able to see Inactive Types in your Maintenance screen and they will still be offered as a selection when doing a Credit Memo or Refund on a Payment that initially used that Type, but they will not appear in drop down lists new payments or deposits.
For Gravity/ CIP or Broadlume Payments Users Please Note: Before inactivating a pay code connected to an integrated processor (CIP or BL Payments) you will need to remove the processor connection. Only 1 Pay Type Code in the software can be connected to the processor code at a time. Tokens on cards that were taken through Inactivated Pay Types, however, can still be accessed for Refunds, same day Voids, or additional payments as long as your integrated account is still active.
One additional feature in this module is the ability to copy/update an existing Payment Type Code to another Branch. Once a Code has been saved, you can click on the Functions menu at the top left of the Payment Type Code Maintenance screen and the system will display the following: Copy Payment Type Code to Another Branch. If you highlight and click on that option, the system will prompt a Branch Copy box as follows:
Click the down arrow in the Branch field to display a list of current Branches in the system. Select the applicable Branch ID and then click the Save button to complete the process. Also, if any changes are made to an existing Payment Type Code, those changes can be copied to all other applicable Branches using this same feature.
Once your Codes have been added, you will have the ability to export a list of the Codes to Excel with details for easy reference. This option is located at the top left of the main screen as follows: Payment Type Code Maintenance Report. When you click that option, the system will prompt the following: