The Payments Code Table is used for setting up various forms of payment types. Such as Credit Cards, Cash, Debit, Cheque, Other, etc. The result value is the full description of the payment type. The Lookup value is the abbreviated form that is found throughout Theatre Manager. The Account Column displays the General Ledger Accounts that revenue for a particular membership is sent to. The Description Column displays the GL Account description.
The Result Values of American Express, MasterCard, Discover Card, and Visa Card should be associated with the corresponding Lookup values of AMEX, MCARD, DISCR, and VISA. This will ensure that Theatre Manager validates for the required number of numbers, and have the correct numeric algorithm. An error message is displayed if the numbers are not entered correctly, as this will assist in payments entered incorrectly. If the lookup values for these card types are changed, this verification does not occur. Other card types do not have automated edits.
Inserting a New Payment Type
Entering a new payment type in Code Tables requires entering a General Ledger Account number for the card type in the Chart of Accounts.
The entry of Payment Description window will appear.
This is the short form of the payment description. This text appears as the code table lookup value.
This is the full description of the type of payment that you are creating. This text appears as the code table result value.
This is the GL number that you should have created in step one. Type in the full 8 digit account number here, or you can use the drop down list on the right side of this field to manually select the account number.
Click on the radio button that best describes the type of payment method you are inserting. If you choose a payment type that is something other then card or E.F.T., skip to the last step of this section. If you have selected card then continue at step 8. If you selected electronic funds transfer (E.F.T.) then continue at step 9.
If a customer is paying via credit card, you must decide which credit card fields must be entered before payment can be accepted. There are for field you may make mandatory, they are Credit Card Number, Credit Card Expiry Date, Credit Card Authorization Number, and Process card via credit card server. The last of the four fields is only available if your company has been setup to use PC Authorize Credit Card Draft Capture. Clicking Yes for any of these fields makes them mandatory fields. Skip to step 10.
The E.F.T. payment method is designed to let a patron's bank account be debited and the company's account be credited. Eg. A patron may purchase a season subscription for $200.00, and would like your company to automatically debit his bank account $50.00 a month for four months. The patron's bank account information is entered on the payment window. Your company's bank account information is setup in the Electronic Find Transfer Fields on the Entry of Payment Description Window. (The above window.) Enter the company's bank number',bank branch number and the account number that the money is being credited to. Continue to step 10
The new payment type has now been created and is ready for use.
Deleting a Payment Type
Before you actually delete a payment type it is important to realize that you should have no undeposited payments for the soon to be terminated payment type. If you do have an undeposited payment for the payment type that will be deleted, you must deposit it and post the deposit to the general ledger prior to deleting the payment method. If you do not do this your General Ledger will go out of balance at the end of the day due to a missing account. To be more specific, a missing payment account. This is because the payment method was deleted before the payment was journalized. Deleting the payment type breaks the link between itself and the General Ledger Account Number assigned to it. If there are no problems and everything checks out, continue to the next step.
The following Dialogue Box will appear:
The Payment type is now deleted.