Applies to: RollMaster (RM) Core
Use this article as a reference for the Payment Type Code Maintenance module, including setup requirements, lead entry and maintenance, duplicate checks, reports, lead conversion, appointment scheduling, and related mobile setup.
Does Not Cover: Retail Lead Management (RLM).
Menu Path: Sales Processing > Payment Type Code Maintenance
For other Sales Processing programs, refer to the Sales Processing module documentation.
In order to record deposits/payments in Quote and Order Entry or Post Customer Payments in the Accounts Receivable menu, you will need to set up Payment Type Codes in each Branch. 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.). 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 the Gravity (formerly ChargeItPro) Integration/Equipment, with RollMaster Trainer assistance, 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. 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 will need to 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 and can be changed in the future with the assistance of the RollMaster Support Team.
At the Split (6) checkbox, RollMaster 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 Integration upgrade.) There is a User Control 6 option to determine who can override the Deposit Split %. That control appears as follows: Allowed To Override Deposit Split %. First, you will need to add, unless you already have a Payment Code for which this feature would apply, 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. When you check the Split option, a new box will prompt for additional setup as follows:
You will only need to click in the Secondary box for this setup. Be sure to click Save prior to exiting. Next, enter into the Shaw, etc. Payment Type Code(s) and click the Split checkbox in that Code as well. Leave the Secondary option unchecked in this Code. Use the drop-down arrow to select the new “ZZ” Payment Type Code you just added. In the Split % field, type in the fee percentage you are charged for offering this finance option. This is the amount that will show as split/separate in the Bank Reconciliation module and that you can show as split on the Customer Payment Register. The completed setup should appear as follows:
On the Job, the system will write a two-line Deposit entry as follows:
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 below on Financing for complete details on setup and how to use these fields. The Print on Documents (9) checkbox was added primarily for the ChargeItPro Credit Card Processing integration because CIP does not produce a traditional CC receipt. However, with this box checked, whether you have CIP 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, also accessible for non-CIP customers, 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. Additionally, as this sets up a process that prompts the User to enter an A/P Credit to the Vendor, the G/L Code on the Payment Type should also be changed to Sales/Sales Allowances. This will require you to temporarily activate the Sales G/L Account as a Bank Account so it can be used in this module, but you can turn that off as soon as the new or edited Payment Type Code is set up. This portion of the process will reverse the revenue recognized when the Claim is invoiced. To control who can use this feature there is a User Control 7 option in the System Control Maintenance module as follows: Allowed to Post Deposit/AP Claims. Only enable this control for those Users allowed to process Claims in the manner. (Not all customers will wish to utilize this feature, so be sure you make an informed decision before proceeding.)
Once the setup is complete, using the Deposit feature in Order Entry, you can add a deposit amount to a Job with the Claims Payment Type Code. The system will prompt the following: Would you like to Enter AP Credit now for $XXXX? Select “Yes” to proceed. The system will then prompt a message as follows: Entering A/P Open Item Now. Click OK to proceed. The A/P OPEN ITEM FINAL ENTRY screen will prompt as follows:
You will need to create an Invoice Number. Use your Cost of Materials as the G/L ACCT to reverse the expense of the replacement material recognized when the Claim Job is Invoiced. As mentioned above, the Payment Type Code Deposit reverses the Revenue when the Claim Job is Invoiced. Additionally, for proper revenue and expense recognition, this process should be performed in the same accounting period(month) that the Claim Job is Invoiced. You will receive a message to that effect when you Accept this Invoice as follows:
Please note: you can make adjustments to Claims Deposits, just as you can with actual Deposits, and the system will handle those adjustments.
Once you have completed adding a Payment Type Code, click the Save button to continue. If you wish to edit the data on an existing Payment Type Code, from the main Payment Type Code Maintenance screen, highlight the Code from the list and either double-click on the Code to bring up the existing data for that payment type, or you can hit the right-click button on the mouse to display two options, one of which is Edit Payment Type Code. Once you make any applicable changes, be sure to click the Save button before exiting the screen. The other option when you right-click on a code is Delete Payment Type Code. Before you attempt to delete a Code that has been used in the system, or before you change G/L Account numbers on an existing Code, please email the RollMaster Support Team at support@rmaster.com for assistance.
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:
You can export by Branch, Format Code, and/or Splits Only, or leave the defaults to include all Codes.
If you would like to use the Financed option or would like the ability to send costs to the job for credit card processing, you will first need to enable the Company Control 2 option Job Cost for Payment Type Codes. With this control enabled and proper set up completed, you will be able to add financing charges to your credit card Payment Type Codes for job costing purposes that will also impact Salesperson Commissions. It will also allow you to create Special Financing Codes—such as “6 Months Same As Cash”—that can be added as line items to add financing costs on a job. In order to use Financed as a Format Code, you will first need to set up a Product Code with a Factor ID of 09-for example “Financing Expense.” (Please Note: this percentage will only be used for job costing and commission purposes, and will not impact your financial records.) Once the Product Code has been set up, you can then set up Special Financing Charge Payment Type Codes via this module. (As a suggestion: if you wish to keep all of your Finance Payment Type Codes grouped together in the lookup box, you may want to consider using “0001”, “0002”, etc. or even “Z001”, “Z002” to keep them at the end of the lookup box list. Another suggestion is to use the 4-digit code already used by the Finance Company.)
Once you enter a Code and Description, you will need to select Financed as the Format Code (3). At the Job Cost Percent (6) field, type in the percentage associated with this special financing in whole numbers, i.e. “3” for 3%. In the Job Cost Product Code (7) field, type in the new Product Code you created for Financing Expense. You can only use up to three Financed Lines per Job. Once everything has been setup, you will use the Deposit option to enter a Financed Amount on the Job—this will write a line displaying the Financing Expense and display the amount financed in the Price field—though you will have to hit enter on the line to view it on screen. In the Cost field, the system will display the amount that will be factored into job cost for the financing expense. This line item will print out on the Sales Agreement and Invoice (if you choose to display line items) showing the Amount Financed but it will not display a cost. The Work Order will display the Financed Amount above the C.O.D. Amount field so the installer will know not to collect a balance. This line item will also display in the Job Costs screens with the corresponding financing expense.
If you enter an Amount to be Financed in excess of the total on the job, the system will display a message box prompting Amount Financed Correct? and will also display the current Job Balance and the Amount Financed. If correct, select “Yes;” otherwise, select “No” and the system will allow you to re-enter an amount. Also, if you later add an item to the Job and the finance amount changes, you can simply re-enter through the Deposit screen and override the previous entry by following the prompts. The system will then re-write a new Special Charge Financing Expense line and make it the last line on the Job.
When the Job is complete, you will invoice the Job, which will set up a Receivable for the Customer and when you receive payment from the Finance Company, you can apply it to the Customer’s balance in A/R Post Customer Payments. If you need to cancel a Financed Job, you need to delete the Deposit and that will clear the data on the Special Charge Financing Expense line on the job. Please Note: These Finance Payment Type Codes will not appear in the lookup box from the Receive Money feature and they will not appear on the Customer Payment Register or the Payment Distribution Report, as they do not send any value to the G/L Account.
You can also add costs to a job based on credit card usage. To set this up, you will need to have the Company Control 2 option enabled as explained above. You can then enter into the Payment Type Code Maintenance setup box for each of your credit cards, and type a percentage cost for the credit card in the Job Cost Percentage field. You will then enter an applicable Product Code in the Job Cost Product Code field. You can use the same Product Code as suggested above for Financing Expense or create a new one for this purpose. Once this has been set up in the system, when you select a credit card payment type—either in Order or Quote entry—the system will write a Special Charge Line with a cost and no sale and you will be able to view the cost in the Job Cost screens. This line will not print on the Sales Agreement, Invoice or Work Order. It is only for job costing purposes and commission calculations, and will not impact your financial records. If you take a second Deposit using a credit card, the system will write a second line to the Job with those additional costs. If you delete or make changes to a Deposit amount, the system will automatically adjust the Special Charge Line item.