Payment Clerk Table Maintenance

Use Payment Clerk Table Maintenance to maintain clerk information including a Clerk ID, the Clerk Name and options to allow receipt printing and check endorsement.  You will use the clerk information during the routines where you are entering payments and receipts such as Cash Receipts Entry, Quick Cash and Miscellaneous Receipts.  You can specify separate settings for each type of receipt processing for which a clerk is responsible.

Tip:  For more information about working with data in fields, see Data Entry Guidelines.

Directions:

To see directions for...

• Opening Payment Clerk Table Maintenance, click More.

  1.  Click Daily Work from the Menu Bar.

  2.  Click File Maintenance.

  3.  Click Table Maintenance.

  4.  Click Payment Tables.

  5.  Click Payment Clerk Table.
  
  Tip:  Or, use the keyboard shortcut:  [ALT] [y] [m] [t] [p] [k]

   

  Payment Clerk Table Maintenance Window Example:

  

   

• Creating a new Payment Clerk Table, click More.

  • Enter the new Clerk ID and click Retrieve , or press [ENTER].
    Keyboard shortcut:  [ALT + t]

  • Or, enter the new Clerk ID and click File from the Menu Bar; next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tip:  To indicate that you are building a new Clerk, New  displays near the Clerk ID.  Default entries display and the first field is highlighted to let you know you can begin entering information.

  Payment Clerk Table Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Clerk ID	Enter a unique number to identify the clerk who will be entering the Cash Receipts. (2.0 numeric) Required
  	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.
  	To view all of the existing clerk masters, click Search.  From the Search list you can select the record to change or delete. Keyboard shortcut:  [ALT + r]
  	To display an existing clerk master, enter the Clerk ID and click Retrieve, or press [ENTER]. Keyboard shortcut:  [ALT + t]
  Clerk Name	Enter the name of the clerk who is assigned to the Clerk ID. (up to 20 characters) Required
  Cash Receipts To set the clerk options for Cash Entry, click Cash Entry and then, enter the following fields.  To set the options for the other types of payment entry, click the desired tab and then enter the fields.
  Company Group	To limit the clerk to entering cash receipts for customers associated with a specific Company Group enter the defined Company Group ID, if applicable. (up to 5 characters) Note:  Generally, NDS recommends leaving the Company Group blank to allow the clerk to enter cash receipts for all customers.
  Service Group	To limit the clerk to entering receipts for customers who are assigned to a specific service, click a choice in the drop-down list. Note:  Generally, NDS recommends setting the Primary Service Code to  ALL in order for the clerk to be able to enter payments for all services.
  Last Cash Date	Enter the last date that cash receipts were entered by the clerk. (mmddccyy) Required
  Receipt Type	To set up receipt printing for the clerk, click a choice in the drop-down list. Note:  The Receipt Type works together with the  Print a Cash Receipt? option in the Payment Receipt Table to determine if receipt printing is allowed for the clerk.
  Loop Receipt Print	The Loop Receipt Print setting determines if a receipt reprinting prompt Do you wish to print another receipt?, displays each time a receipt is printed.  To display the Reprint Receipt prompt for the purpose of reprinting a receipt after it has been printed, click to select Yes. Or, to omit receipt re-printing, select No.
  Validation Type	To specify the type of check validation, select an option: 0 - Default - Use Standard Validation format. 1 - No Validation - Do not validate checks and disable the Validate Check(s)? prompt during Cash Receipt Printing. 2 - Validate Check - Validate the in Standard format. This will send some certain tokens in the XML receipt stream. 3 - Validate Check II - Validate in a format that sends some additional information to the XML receipt stream.  This allows the receipt to be customized.   4 - Validate Check III - Validate in the Check II format plus add more information to the XML print stream.
  Loop Validation Print	The Loop Validation Print setting determines if a Validate Receipt prompt Do you wish to validate again?, displays each time a receipt is printed.  To display the Validate Again prompt for the purpose of validating a receipt if it is re-printed, click to select Yes.   Or, to omit the Loop Validation Printing prompt, click No.
  Over Payment Type	To specify how over payments are handled for the clerk, select an option: Default - Does not consider non-AR status in processing overpayments Over Payment - Over Payment amounts are processed as un-applied credits Cash Back - Over Payment amounts are processed as cash back
  Distribution Type	To specify the type of auto-distribution of cash payments for routines using auto-distribution, select an option: Default - Process payments based on the Cash Profile, generating transactions for the profile's cash codes in the order that they are listed.  This can be used for processing balance forward and open item customers. Percentage Distribution -  Calculate the percent for each amount.  If the total matches the Proof amount, then the distribution matches the balance.   If the total and proof amount don't equal, after rounding, apply the remaining amount to the first service listed.

   

• Editing an existing Payment Clerk Table, click More.

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

  1.  To display the record to be changed, enter the Clerk ID and click Retrieve , or press [ENTER] if the button is in focus.
  Keyboard shortcut:  [ALT + t]
  
  Tip:  If you do not know the Clerk ID, you can click Search  to see a list of clerk masters.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

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

   

• Deleting an existing Payment Clerk Table, click More.

  1.  To display the record to be deleted, enter the Clerk ID and click Retrieve , or press [ENTER] if the button is in focus.
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Clerk ID, you can click Search  to see a list of clerk masters.

  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.