Cash Multi-Profile Maintenance

Use Cash Multi-Profile Maintenance to specify a list of transaction codes for distributing payments across multiple services in the order that the transaction codes are listed.  EDIFICE offers 2 types of cash receipts profiles - a cash profile and a cash multi-profile.  Cash profiles contain transaction codes to pay for items within a single service.  Cash multi-profiles contain transaction codes to distribute payments across multiple services in the order that the payment codes are listed.  This allows payments to be distributed to the oldest account balance first regardless of the service the balance pertains to.  Include the overpayment transaction code if overpayments go to the first or last service, or multiple overpayment codes if overpayments are spread across services.

Notes:  

• To use a cash multi-profile for the first time, setup is required.  For more information, contact NDS Support at 1-800-649-7754.

• If you are setting up a multi-profile for an open item system, for each transaction code you will add a line for the transaction code with each age in the system.  In the example below there is a separate water payment line for 150dy, 120dy, 90Day, 60Day, 30 Day and current.

• Add roll or lien payment transaction codes, if applicable.  These typically come before regular payment transaction codes.  

• Add an overpayment transaction line or multiple overpayment lines.

• How overpayments are handled using a cash multi-profile:

• For a balance forward system, overpayments will be applied using the first overpayment transaction code in the profile.

• For an open item system, the system will use the Services to apply credits to in Auto-Distribute  setting to determine which overpayment code to use.

Directions:

To see directions for...

• Opening Cash Multi-Profile Maintenance, click More.

  1.  Click Daily Work from the Menu.

  2.  Click File Maintenance.

  3.  Click Service Profiles.

  4.  Click Cash Multi-Profile.
  

  Cash Multi-Profile Maintenance Window Example:

  

   

• Creating a New Cash Multi-Profile, click More.

   

  Cash Multi-Profile Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Cash Profile ID Service Code	Enter the ID for the cash profile and enter the service code.  Then, click Retrieve .  (12.0 numeric) Notes:   To view all of the cash multi-profiles, click Search . If you are building a new cash multi-profile, New  displays near the service Code.  Default entries display and the first field is highlighted to let you know you can begin entering information.
  	To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed records.
  Transaction Code	Enter the transaction code to assign to the profile.  (up to 10 characters) Notes: To search for a Transaction code, click or press [CTRL + f]. To create a new Transaction code, click or press [CTRL + o].
  Age	Select the age for the transaction code.
  Type	Select balance forward or open item to indicate the types of accounts for this profile.
  	To complete the line, click Add to List. Repeat the above steps to add a line for each transaction code to be included in the profile.
  	To re-arrange the order of transaction codes, use Move Up and Move Down.
  	To remove a transaction code from the list, click to highlight the line and then click Delete.

   

• Editing a Cash Multi-Profile, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the record to be changed, enter the Transaction Code and Service  and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  
  Tip:  To find the profile you can click Search  to see a list of them.

  2.  Press [TAB] or click the field to change using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save , or press [ENTER].
  Keyboard shortcut:  [ALT + s]

   

• Deleting a Cash Multi-Profile, click More.

   

  1.  To display the record to be deleted, enter the Transaction code and Service  and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  You can click Search  to see a list of profiles.

  2.  Click File from the Menu Bar, and next click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.

  Example:

  

   

  Note:  After you click Proceed, you will see the following message on the Status Bar.