Point of Sale. Zortec Point of Sale & Misc Receipting 3/10/2015. Common Errors and Problems. Receipt Group is in Use

Transcription

1 Point of Sale Common Errors and Problems Receipt Group is in Use This error occurs if your workstation loses connection to the server, either by a power outage, PC crash or network problems. To clear the error reboot the workstation. If this does not resolve the problem: At Unix sites, have the System Administrator kill all processes running for the user with the problem. If this does not resolve the problem, the server will need to be rebooted. At Windows sites using Remote Desktop Connections, have the System Administrator kill off processes and the user that reported the problem. If this does not resolve the problem, the server will need to be rebooted. At Windows sites using a mapped drive setup, the server will need to be rebooted. 1

2 UB GL Link Code Does Not Exist PT GL Link Code Does Not Exist This error is displayed when the Property Tax (or other application) general ledger link code does not exist. To resolve this error.. Make sure the Default GL Year in the problem application (PT, UB, BL, etc.) is set to the correct year. In most applications this is found in Office/System Manager, System Parameters. Make sure there is a GL Link code for the application displaying the error. This is found in Office/System Manager, GL Link Codes. 2

3 Voiding a Receipt in a Processed Session From the Point of Sale menu, select option 2 Receipt History, 2 Void Receipt. Enter the Session ID the receipt is in. If possible enter CO (correction) to the end of the Session ID. You will see the message, Session Does not Exist, Create it? Answer Y. The current date will default into the date field. Enter a Description if needed, then press Enter. You will see the message, Is this Screen Correct? Answer Y if it is correct, N if it is not. On the following screen, enter the receipt number to be voided. 3

4 You will see the question, Do You Want to Void this Receipt? Y/N Answer Y if this is the correct receipt. A small box will appear for you to enter the Void Date and Comment (if needed). Answer Y to the question Is this Screen Correct? Y/N. To re-enter the receipt correctly, select option 1 Receipting from the main Point of Sale menu. Then select 1 Receipt Entry. We suggest you use the same session name as the voided session. This is because the balance in the session will be zero and it will contain only the voided and re-issued receipts. Close, verify, process the session following your normal procedures. 4

5 Search and Select Screen Use the Up/Down Arrow buttons to select the desired search option. If you know the receipt number you can enter it in the Direct or Scroll fields. You can also search by Name, Receipt Date and User Keys 1 and 2. In this example User Key 1 is Social Sec # and User Key 2 is Drivers Lic #. These keys may be defined differently at your office. 5

6 If you know the session information, you can enter the Session Date/ID/Seq to search that session. To search for a particular PT tax bill, BL license, UB account, etc., select Application Code/Key. This field will change to the format of the Application Code you enter. In this example we have UB. Enter the account you are looking for. Then in the Begin Date field enter the date you want to start looking at (01/01/2009). This will display the receipts for the account in date order. Another helpful search is by Payment Code/Reference. This can be used to search by check number. The Begin Date filter can also be used here to limit the search. 6

7 Mortgage Company Payment Files The Zortec software has the ability to import a file from the mortgage companies with their tax payments. First time users, will need to contact the mortgage company letting them know you would like to receive payments via file. The mortgage company will contact LGC to request a copy of your tax file. We will contact you to receive authorization to send the file. The mortgage company will send you and/or LGC a file with the payments. We will help you import the file into either Point of Sale or Property Tax. After you answer a few question on the screen, the system will automatically create a receipt with all the payments. This cuts down on the amount of time you spend manually collecting the tax bill information for the mortgage company and the time spent manually posting the payments! From Point of Sale After you start the receipt process, press F7 Other options. 7

8 Then select option 7 New Auto Mortgage Payments Enter the Filename (provided by LGC) Select M for mortgage payments Enter Reference/Notes if needed This will create one receipt with all the mortgage payments in the file in just a couple of minutes!! NOTE: This presentation does not cover all details needed to use this import option. Importing Online Payments into Point of Sale 8

9 From Point of Sale After you start the receipt process, press F7 Other options. Select 8 BIS Payments Enter the filename. NOTE: If you receive online payments and are not currently importing them into Point of Sale, please contact support. Credit Card Payments & Processing Fees 9

10 The Point of Sale system automatically calculates the processing fee for credit card payments. This fee can be either a percent of the payment amount or a flat amount. Minimum and maximum fee amounts can be specified. A Payment Type will need to be created for credit card payments. All credit card payments can be entered under one code or a code for each type of card can be created. Create Auto MR Entry must be answered Y. When this payment type is entered on the payment screen and enter is pressed on the payment amount, the system will automatically create a Miscellaneous Receipt entry for the processing fee. MR Department Code and MR Charge Code are the Miscellaneous Receipts department and charge code used to make the automatic entry. The department and charge code entered here must be created in the Miscellaneous Receipts software. Flat or Percent must be F for flat or P for percent. If the processing fee is a flat amount, enter an F. If the processing fee is a percent of the payment amount, enter a P. Amount/Percent is the flat amount or percent to be charged as the processing fee. A flat amount of two dollars is entered as A percent of 2% is entered as.02. Minimum Percent is used to specify the minimum processing fee to be charged on a payment. Leave this field blank if there is no minimum charge. Maximum Percent is used to specify the maximum processing fee to be charged on a payment. Enter all 9 s in this field is there is no maximum charge. 10

11 When entering a Point of Sale receipt, enter the charge information as usual. Do not enter a MR entry for the processing fee if the payment type is set to automatically create the entry. At the payment screen, enter the payment type for the credit card payment. The cursor will skip the reference field and stop in the amount field. Enter the amount of the receipt that is paid by credit card (this could be different from the total owed if the customer is paying part of the receipt by check or cash). When enter is pressed on the amount field, a MR entry is created on the receipt and displays at the top of the screen under the Charges heading. The Amount field changes to include the processing fee. The cursor goes back to the Reference field. Enter the credit card authorization number or another reference and press enter. Complete the receipt as usual. o If a customer pays with check/cash and credit card, the processing fee is only calculated on the amount entered with the credit card payment type. If the credit card payment type is entered and the cursor is on or past the Received From field and the up arrow is used to change the payment amount or change the payment type code, the processing fee does not recalculate. You will need to escape to abort the receipt and start over. If the credit card is refused or the customer decides not to pay by credit card, press escape to abort the receipt. 11

12 The MR entry created for the processing fee prints on all reports and shows up in Receipt History. Facts for Misc Receipting Misc Receipting Misc. receipting is used to receipt all transactions not associated with another application. Examples are fees that are collected for facility rentals, booth rentals, and so much more. If you are using Point of Sale all transactions receipting, voiding a receipt should be done on the Point of Sale side. All users that are set up in MR have to be set up exactly the same on the Misc. Receipting side. 12

13 Charge codes In the Misc. Receipting application under System Manager you can set up, view and even print a list of charge codes for MR. Multiple departments can be set up for charge codes, a city department, police department etc. The charge codes can be set up as Alpha numeric so they can contain letters and numbers. Each code can be linked back to the GL. Setting up Charge codes To set up a charge code it is best to copy an existing code. You Duplicate a code by entering update mode on the Charge Code option Then if you know the charge code you can enter if not you can press <Enter> through code fields to get a scrolling list of charge codes. Setting up Charge codes Then by pressing F3 you will bring up the Special Options 13

14 Setting Up Charge codes Once the Duplicate Record has been chosen enter the new charge code in the Charge code field. Setting Up Charge codes Enter the new Description for the code. Most of the options here will stay the same for each code. Enter a default amount for the code if it is a set amount. Even if it is a set amount you can still change the amounts when you receipt. Setting Up Charge codes To manually enter the GL Accounts at the time of receipting you can answer Y to accept GL links and you will be able to enter them. To have the code link automatically to the GL place the corresponding charge code in the GL Link Codes, this is typically the same as the charge code. 14

15 Setting Up Charge code GL links Under System Manager, there is the option for GL Links, following the same instructions for set up Charge code, chose Update and then enter to get a scrolling list of GL Links. Chose a link and use F3 to get the Special Options screen and chose Duplicate Record. Enter the GL Code as the Charge code so in this case the Charge code was 100 so the Gl link code will be 100. You will then enter the Debit and Credits for the Charge code to hit on the GL side. Setting Up Charge code GL links Under System Manager, there is the option for GL Links, following the same instructions for set up Charge code, chose Update and then enter to get a scrolling list of GL Links. Chose a link and use F3 to get the Special Options screen and chose Duplicate Record. Enter the GL Code as the Charge code so in this case the Charge code was 100 so the Gl link code will be 100. You will then enter the Debit and Credits for the Charge code to hit on the GL side. Misc. Receipt Report Most of the reporting for MR can and should be obtained through the Point of Sale side, but there is one report under MR that may be of benefit. The report is the History Charge report under MR, Receipt History. This report allows you to run by Charge Codes so you can find specific entries. 15

16 Misc. Receipt Report This allows you search for specific Charges Codes or a range of Charge Codes and you can run it for a specific date range. This completes our presentation on the Zortec Miscellaneous Receivables section of Resource If you have questions about any of these processes contact our Customer Support Center at For your convenience you can submit support requests and questions online at: