# 21 - CYMS Training Guide Taking Payments (10.1 Updated May 08)

# 21 - CYMS Training Guide Taking Payments (10.1 Updated May 08) Daily Prcessing Device Assumptin: Glbal Sales Default = Clerk s Payment Screen (Fr guidance n Daily Prcessing Device Assumptin, See CQG #01c Daily Prcessing Device) The recmmended methd fr taking payments is thrugh Glbal Sales. This allws yu t see and pay any balance in any mdule Activity, Facility, Pass, etc. G t Daily Glbal Glbal Sales (r click the Glbal Sales buttn n yur Main Menu screen). This guide cntains: Backgrund Infrmatin On Basic Cncepts Manual Apply Screen Payment Screen Manual Reversal Screen Pay Cdes Types f Payments Full Payments Over Payments Partial Payments Payment Reversals Split Payments Hurly Pre-Payments Vacatin Credits Outstanding Hurly Visits Agency Payments Outstanding Registratin Fees Pre-Payments Questins and Answers On Payments Hurly Care Payment Reversals Backgrund Basic Cncepts: 1 When yu lk up a husehld, the current balance at the bttm f the Husehld Listing screen is the ttal husehld balance. This ttal includes mney wed by the husehld in any mdule (activity, pass, etc.) fr any family member at any Center. 2 Upn selecting the husehld r family member, yu will be brught t the Glbal Payment Update fr <husehld> screen where yu will see each mdule s balance in the Net Amunt Due r Dep/Visit Due clumn. Each mdule (activity, pass, etc) carries its wn balance/credit. Yu must be extremely careful here Yu cannt pay fr hurly care in the Actv Reg rw r fr full/part day care in the Dep/Visit Paid field f the Pass Mgt rw. Failure t make payments in the prper rw will cause balances t g unpaid in ne mdule and credits t appear in anther. Yu can have a credit balance in ne mdule and a debit (an amunt due) in anther. Yu cannt have a credit and debit within the same mdule. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 1 f 20

3 Payment amunts are always entered in the white New Amt Paid r Dep/Visit Paid field, where the field cming dwn meets the mdule rw ging acrss. The Ttal rw at the bttm will d the additin autmatically. Yu cannt update this field directly. Click OK when dne t prceed t the final Payment Update Screen where yu enter Pay Cde and Pay Reference infrmatin. Figure 1: The Glbal Payment Update, Mdule Details Screen Nte: If a custmer wants t pay $20 fr child care and gives yu a $50 bill, $20 wuld g in the New Amunt Paid field n the first screen mentined (the Mdule Details screen) and $50 wuld g in the Pay Amt field n the main Payment screen. When yu click Print r N Print t finish, the Change Due screen will shw $30 due t the custmer. 4 Yu can always click Cancel t exit a Payment screen. This allws yu t start ver and des nt save yur changes. Yu CANNOT cancel ut f the Manual Apply screen. Yu will visit a Manual Apply Screen when a custmer pays less then what is due. Once there, it is t late t cancel. D nt panic!! Finish the transactin and refer t the Payment Reversal Q&A sectin f this dcument. 5 Pre-Payments/Overpayments: If a custmer pays mre than is due, the ver-payment appears as a credit in the advance payment general ledger accunt and cst center. In CYMS this is knwn as the Cntrl Accunt. A clerk cannt flag advance payment mney fr the CDC r SA. It is the husehld that has the credit, nt the center. Once the husehld is charged fr a prgram, the mney is debited frm (taken ut f) the Cntrl Accunt and credited t the prper prgram revenue accunt. Clerks can nly direct mnies t specific prgrams if the husehld wes a balance. This is dne n the Manual Apply Screen. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 2 f 20

Figure 2: The Glbal Payment Main Screen Backgrund -- Payment Mdule Screen Clumn Headings: Mdule The tw key mdules used in CYMS are Activity and Pass. At sme lcatins, there may be an ccasinal charge in POS r Rental. Clumns n the Left f the Screen: Clumns in the Activity Rw, cntain charges fr activity fees, late payment fees, and depsits. Clumns in the Pass Rw, cntain hurly n-shw fees and pass registratin fees Clumns n this side f the screen include: Prev Balance utstanding unpaid husehld charges fr the items described abve (these charges d nt include hurly r late pickup fees) New Fees fees fr these services generated frm the transactin yu are currently ding Net Amt Due the ttal nw due fr these services (previus balance + new fees fr the left side clumns) New Amt Paid where yu put what the patrn is paying tday fr these services. It is CRITICAL t place payments in the bxes next t the crrect mdule either where the charges appear r where yu want t make an advance payment if there are n charges due! Aut - D nt enable these tggles unless directed by VSI. Clumns n the Right Side f the Screen: Clumns in the Pass Rw, n this side f the screen cntain charges fr hurly fees and late pickup charges. Dep/Visit Due (in the Pass rw) utstanding charges fr hurly care r late pickup fees Dep/Visit Paid (in the Pass rw) -- where yu put what the patrn is paying tday fr these pass-related services It is CRITICAL t place payments in the bxes next t the crrect mdule! CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 3 f 20

Aut - D nt select this tggle unless directed by VSI. Bx at the bttm f the screen: Aut Balance Between Mdules/Depsits/Visits Allws yu take a credit frm ne mdule and use it as a payment against anther mdule. A custmer has a $100 pass credit balance and a $100 debit balance in the activity mdule. When tggled, the pass credit will pay ff the activity balance. Aut Balance shuld nly be used if there is a credit in ne mdule that the custmer wishes t mve t pay a balance in anther mdule. Buttns at the bttm f the screen: OK Allws yu t accept the amunts entered and prceed t the Glbal Sales Payment Update, main screen Cancel Takes yu t the main Payment screen. Frm there, yu can: Make a payment by entering a number in the Pay Amunt field Return t the Payment Mdules screen by clicking Mdule Details Cancel the payment by clicking Exit Prcess an Activity Registratin, Pass Membership, Pass Renewal r Pass Transfer fr the selected husehld by clicking the apprpriate Ht Buttn. Backgrund Payment Main Screen Imprtant Fields/Buttns: Pay Cde See Detailed Infrmatin belw. Pay Amt By default, this will be the ttal amunt entered n the Payment Mdule screen as described abve. Yu can verride this amunt by verwriting the data as its displayed. Add Split Pmt Used when a custmer s bill is being paid using tw r mre pay types (check, cash, credit card, agency c-payments, emplyee discunts, vacatin credits, etc.). Delete Split Pmt Remves the a split payment frm the Split Payment Brwser Pay Refs 1 & 2 Prvide space t make ntes abut the transactin (the check number, what the payment is fr, etc). Infrmatin entered here will be displayed n the Cash Jurnal, GL Distributin reprt and Transactin Histry. Put ntes that will help yu audit, research r explain transactins r prblems at a later date. Pay User/ Pay Drwr Defaults t whever is lgged in. D nt change these fields unless directed by VSI. Date Displays the current prcessing date. D nt change this field unless directed by VSI. Installatins using End Of Shift prcessing shuld NEVER back date payment. Print/N Print Allws yu t print a receipt r prcess the payment withut printing. Print Optins Use t attach a pre-established Cmment Cde at the bttm f the receipt. Mdule Details Returns yu t the Payment Mdules Screen described abve. Exit Exits yu frm Glbal Sales and back t the CYMS desktp. Exiting will nt save yur current transactins. Ht Buttns Activity Registratin, Pass Membership, Pass Renewal r Pass Transfer fr the selected husehld. Payment Takes yu t the Payment Mdules Screen if yu have items in the Transactin Listing Brwser. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 4 f 20

Backgrund - Pay Cdes Pay Cdes are yur methds f payment (tender types). Crrect setup and use f Pay Cdes is critical t having yur financial paperwrk balance at the end f the day. CYMS has 4 basic Pay Cde grupings: Patrn-Related Cdes: These are the cmmn payment methds yu must accunt fr n yur bank depsit. They include: Cash, check, credit card, mney rder, etc. Agency Cdes: If an agency (Wives Club, State Scial Services, Exceptinal Family Member r any ther utside surce) is ging t pay fr all r part f a patrn s fees, these payments get psted t the qualifying husehlds autmatically at the time f billing. Using the Aut Pay prcess, (refer t CTG-28 FIN Setting Up Aut Pay) the husehld balance is reduced by the amunt f the Agency payment during billing the remaining balance is the husehld s prtin. When the Agency payment is made t the husehld, the mney hits yur revenue accunt and (because at this pint the Agency hasn t reimbursed the center) a receivable is set up fr the amunt f the payment. When the Agency reimburses yur center (typically 4-12 weeks later), yu wuld make a CYS Misc Incme Psting t reduce the amunt f the receivable. This is a new Psting Prgram fund under Perid End CYS. Yu shuld n lnger use the ld Misc Incme psting prgram fund under Perid End Glbal. See the CYMS Quick Guide n Agency Payments (CQG-25) fr mre infrmatin hw t bill the agency, and hw t prcess the reimbursement checks. CYMS will nt let yu verpay using an Agency Pay Cde. This is by design and necessary. Discunt Cdes: CYMS always bills 100% f what is due. If yu give discunts fr Parent Participatin, Cach s Discunt, Vacatin Credits, Emplyee Discunt, GWOT, Hardship Discunt, etc, CYMS can autmatically apply the discunt at the time billing is run. The husehld is left with nly it s prtin f the balance (if any) t pay. Discunts reduce revenue at yur Centers, but by using Discunt Cdes t make payments, yu can track the amunt f incme yu lst r savings t patrns due t the discunts. Tracking in this manner can be dne by single Discunt Cde, multiple Cdes (such as all GWOT cdes) r all Discunt Cdes. CYMS will nt let yu verpay with a Discunt Pay Cde. This is by design and necessary. System Cdes: These cdes (Jurnal, Refund, System, etc) are used fr administrative actins within CYMS. Taking Payments Full Payment Example: The custmer has a $250 Activity balance and is paying $250 with a check. 1 Frm the Main Menu, click Glbal Sales. Lkup the husehld r child and select it. Yu will be taken t the Glbal Payment Update fr <Husehld> screen. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 5 f 20

2 Enter the amunt being paid in the apprpriate New Amt Paid field (in this instance yu wuld enter 250.00 in the Activity rw), and click OK at the bttm f the screen. Yu will prceed t the Glbal Sales Update Main screen. Figure 3: The Glbal Payment Update, Mdule Details Screen shwing a $250.00 payment in Activity. 3 Right-click in the Pay Cde field and select the crrect payment methd. Fr this example, use Pay Cde 1 (check). Fr custmers using multiple pay types, such as cash and check, r if the custmer is eligible fr a c-payment frm an agency r wishes t use a Vacatin Credit r Emplyee Discunt, refer t the Split Payments sectin belw. 4 The Pay Ref 1 & 2 fields can be used t reference the check # r, if the custmer is paying cash, the mnth/billing the custmer is paying fr. Anything entered in these fields (e.g., ck # 1701) will display n the Cash Jurnal, General Ledger, and Transactin Histry reprts. Figure 4: The Glbal Payment Update, Main screen shwing a $250.00 payment and Pay Cde 1 fr check. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 6 f 20

5 If yu made a mistake, click the Mdule Details buttn t return t the Payment Mdules screen. 6 Click Print if yu want a receipt. Yu will be taken t a Print Optin Selectin screen. Click Print t print the receipt, r Preview t shw the receipt n the screen. 7 If yu d NOT want t print a receipt, click N Print. NOTES When paying in full, the system desn t allw yu t chse where t put the mney. S, it is pssible that part f the payment went against a different center s balance. Fr this reasn, yu cannt keep paper balances utside the system. Balances must be maintained and quted frm CYMS! Failure t keep CYMS current and have it serve as yur master accunting recrd fr patrn payments will cause many financial issues dwn the rad. Taking Payments Partial Payments Example: The custmer has an activity balance f $376 and is paying $275 with cash. 1 Frm the Main Menu, click Glbal Sales. Lkup the husehld r child and select it. Yu will be taken t the Glbal Payment Update fr <Husehld> screen. 2 Enter the amunt being paid in the apprpriate New Amt Paid field (In this instance: yu wuld enter 275.00 in the Activity rw), and click OK at the bttm f the screen. Yu will prceed t the Glbal Sales Update Main screen. 3 Right-click in the Pay Cde field and select the crrect payment methd (2 fr cash). 4 Use the Pay Ref 1 field fr the check # (e.g., ck # 123) r, if the custmer is paying cash, the mnth/billing fr which the custmer is paying. Figure 5: The Glbal Payment Update, Main screen shwing a $275.00 payment and Pay Cde 2 fr cash. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 7 f 20

5 T print a receipt, click Print. Yu will be taken t a Print Optin Selectin screen. If yu think yu made a mistake, click Cancel. Click Print t print the receipt, r Preview t shw the receipt n the screen. If yu d NOT want t print a receipt, click N Print. A message will pp indicating yu will be taken t the Manual Apply screen and that nce there yu will nt be able t cancel ut f the transactin. Click Yes t cntinue. 6 On the Manual Apply Screen the clerk must apply the mney against ne r mre enrllments with an utstanding balance. See belw fr Manual Apply screen help. Backgrund - Manual Apply Screen Original Amunt What the custmer is paying. This field des nt change nce yu are n this screen. Amunt Applied As yu apply mney t the husehld s enrllments, this field increases accrdingly. Amunt Left T Apply As yu apply mney t the husehld s enrllments, this field decreases accrdingly. The ONLY way yu can leave the Manual Apply screen is t apply ALL the mney. T leave this screen, the Amunt Left T Apply MUST = 0.00. Full Pay Yu are telling the system t take whatever dllar amunt is in the Amunt Left T Apply field and apply as much f it as pssible tward the activity that is highlighted at the tp f the screen. CYMS will nly allw yu t pay up t what is wed fr the selected class. Fr example: The custmer has paid $200.00. The amunt due n the first activity is $125.00. Yu will highlight that activity and click Full Pay. CYMS will apply $125.00 f the $200.00 tward that activity, leaving yu with $75.00 in the Amunt Left T Apply field. Partial Pay Yu are telling the system yu wish t apply a prtin f what is left in the Amunt Left t Apply field t the activity that is highlighted at the tp f the screen. Fr example: The custmer paid $200.00. The amunt due n the first activity is $125.00 but the custmer nly wants t pay $75.00 tward that balance. Yu will highlight that activity and click Partial Pay. On the next screen, yu will enter $75.00 in the New Amt Paid field. Then Dne. Reset Paid If yu misapply a payment (r think yu misapplied the payment), click Reset Paid t reset the Amunt Applied field t 0.00; the Amunt Left T Apply will be reset t match the Original Amunt, and yu can start the prcess frm the beginning. Aut Apply Clerks shuld never use this ptin. Yu want t maintain cntrl f where the mney is distributed! CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 8 f 20

Dne Once all the mney has been applied (the Amunt Left T Apply field = 0.00) the clerk must click Dne t finish the payment prcess. Cancel Yu cannt cancel frm the manual apply screen. The purpse f this buttn is t launch the cautinary pp-up message. NOTES: Once a clerk gets t this Manual Apply screen there is n way t exit withut finishing the payment prcess. D NOT panic. D NOT turn ff the PC, etc. this will cause the system t becme ut f balance. In ur example, this husehld wes mney n mre than ne class. The clerk must wrk with the custmer t decide which enrllment(s) t pay fr and hw much mney will be applied t each. The custmer cannt ver pay at ne center if there is a balance at anther. The husehld wes $168 fr a Full Day Pre-Td class (580 Y107 FD PTOD) at the CDC and $208 fr B/A classes at Schl Age (560 204 BF/AF SA) and is paying $275. Regardless f where the payment is made, the balance at the ther Center will be decreased. 7 Our spnsr wants t pay the full balance wed n the CDC class ($168) and apply the rest tward the balances at Schl Age. Highlight the FD PTOD class and click Full Pay. This will apply $168.00 f the $275 tward that class and pay ff the balance. The Amunt Applied field nw reads $168.00 and the Amunt Left T Apply becmes 107.00. Figure 6: The Manual Apply screen shwing $168.00 being applied t a CDC balance, leaving $107.00 left t apply tward anther activity CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 9 f 20

8 There is still mney left t apply and there are tw B/A classes with balances. The parent culd apply equal amunts t each, r simply have the clerk apply as much as she can tward ne r the ther. Highlight the class with the $113.00 balance and click Full Pay again. Yu click Full Pay because yu are applying 100% (the full amunt) f the Amunt Left T Apply ($107.00) tward the balance. The Amunt Left t Apply will change t 0.00. 9 Click Dne t finish. Figure 7: The Manual Apply screen nw shwing the remaining $107.00 being applied t a SA Activity and $0.00 Left t Apply. NOTES If yu made a mistake, yu can always click Reset Paid t start ver. NEVER use Aut Apply!! Yu want t cntrl where the mney is distributed, yu d nt want the system t d it fr yu. Taking Payments - Split Payments (Check, Cash, Credit Card) Example: The custmer has a Net Amt Due f $250 and is paying $200 with a check and $50 in cash. 1 Frm the Main Menu, click Glbal Sales. Lkup the husehld r child and select it. Yu will be taken t the Glbal Payment Update fr <Husehld> screen. 2 Enter the amunt being paid in the apprpriate New Amt Paid field (in this instance yu wuld enter 250.00 in the Activity rw), and click OK at the bttm f the screen. Yu will prceed t the Glbal Sales Update Main screen. 3 Right-click in the Pay Cde field and select the first payment methd. 4 In the Pay Amt field, enter the amunt being paid with the Pay Cde yu selected in Step 3. 5 Include a Pay Ref if necessary CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 10 f 20

6 Click Add Split Pmt. A line item will appear in the Split Payment Detail brwser and the Pay Amt field will display the amunt remaining. In ur example, the patrn is paying $200 with a check and $50 in cash. We ll put 1 in the Pay Cde field fr checks, reduce the amunt in Pay Amt frm $250.00 t $200.00 and click Add Split Pmt. A line item shwing $200 check payment appears in the Split Payment Detail brwser and ur Pay Amt field displays the remaining $50. Figure 8: The Glbal Sales main screen shwing a $200.00 check in the Split Payment brwser and an additinal $50.00 still being wed. 7 Repeat Steps 3-6 fr each additinal tender type being used. Repeat, as well, until the Pay Amt field displays $0.00 and the Ttal Paid field shws the full amunt the patrn paid. Figure 9: The Glbal Sales main screen shwing a tw split payments, $0.00 in the Pay Amt field and a Ttal Paid f $250.00 8 If yu dn t like the way things lk, r if yu made a mistake with the tender types r amunts, highlight the line item yu need t edit and click Delete Split Pmt. Then repeat Steps 3-6. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 11 f 20

9 T print a receipt, click Print. When asked if yu are happy with the payment distributins, click Yes. Yu will prceed t the Print Optin Selectin screen, where yu can print r preview the receipt. If yu think yu made a mistake, click Cancel. 10 If yu chse nt t print a receipt, click N Print. Taking Payments - Vacatin Credits / Agency C-Pays Example: The husehld wishes t use 1 week f vacatin credit n their next billing r receives an nging Agency c-payment. VSI recmmends all Agency and discunt payments be made using the new Aut Pay Lgic. See CTG- 28 (Setting Up Aut Pay) fr mre details. If yu chse t make an Agency r Discunt payment manually, be aware CYMS will nt let yu ver-pay. Because f this it is recmmended that yu use the Aut Pay lgic. If yu are unable t d s, yu shuld attempt t make these payments right after the billing has ccurred as there is a better chance that the husehld will have a balance. Regardless f hw a discunt payment is made, the DAR will shw a credit t revenue the ffset will be t a custmer discunt accunt. Regardless f hw an agency c-pay is made, the DAR will shw a credit t revenue and the ffset will be t a receivable accunt. This is imprtant fr Finance. Taking Payments Agency Accunts IMPORTANT NOTE Mst Agency Payments, such as n-ging Agency C-Pays, Deplyed Service Member Discunts, etc can be managed thrugh Installment Billing Aut-Pay. See CTG-28 FIN Setting Up Aut Pay fr set up and peratin details. Cntinue with this sectin fr guidance n taking ne-time Agency Payments See the CYMS Quick Guide n Agency Payments (CQG-25) fr mre infrmatin n: Taking agency payments Hw t bill the agency Hw t prcess the reimbursement checks. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 12 f 20

Taking Payments - Pre-Payments / Over-Payments A pre-payment r ver-payment is ccurs when a Husehld pays mre than is currently due. The clerk must enter an amunt in the New Amunt Paid field that is greater than the Net Amunt Due. The result f a pre-payment r ver-payment is a Credit Balance n the Husehld. Example: On 28 Sep, a custmer with a zer balance wants t make a $300 activity payment in advance f the billing that will ccur n 01 Oct. 1 Frm the Main Menu, click Glbal Sales. Lkup the husehld r child and select it. Yu will be taken t the Glbal Payment Update fr <Husehld> screen. 2 Enter the amunt being paid in the apprpriate New Amt Paid field (In this instance: yu wuld enter 300.00 in the Activity rw). Be especially careful here. Since NOTHING is due, yu must make sure yu place the advance payment next t the crrect mdule: Activity New Amt Paid (left side f screen, Activity Rw) = Advance Pmt fr Activities/Classes Pass Dep/Visit Paid (right side f screen, Pass Rw) = Advance Pmt fr Hurly Care Figure 10: The Payment Mdules screen shwing the pre-pay/ver-pay message 3 Yu will receive a message saying Yu are paying mre than is due. Click YES t the message, and click OK at the bttm f the screen. Yu will prceed t the Glbal Sales Update Main screen. 4 Right-click in the Pay Cde field and select the crrect payment methd. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 13 f 20

5 Use the Pay Ref 1 field fr the check # (e.g., ck # 123), etc. 6 Click Print r N Print. Taking Payments - Payment Reversals Payment reversals are generally used t crrect payment mistakes, the mst cmmn f which are: A payment was applied t the wrng husehld, such as Jhn Smith instead f Je Smith. The wrng Pay Cde was used, such as Check (1) instead f Cash (2). Example: The Clerk received $50 cash frm a custmer, but entered it int the system as a check. Step 1 - D Sme Research 1 G t: Reprts Glbal Glbal Financial Reprts Glbal HH Transactin Histry Listing 2 Run a Transactin Histry Reprt. This will help determine yur curse f actin and shw yu if there have been ther attempts t fix the prblem. Step 2 - Reverse the Incrrect Payment 1 G t Daily Glbal Glbal Payment Reversals. Lkup the husehld r child and select. 2 On the Payment Reversal Select Mdules T Scan screen, click OK. Yu will prceed t the Payment Reversal screen. Figure 11: The Payment Reversal screen shwing amunts paid in Activities, Pass Management (Registratins), and Pass Visits (Hurly Care) 3 The cursr will be in the Activity rw and Reversal Amunt clumn. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 14 f 20

If the payment yu need t reverse was an Activity payment, enter the amunt in this field. If yu need t reverse a payment that was made in a different mdule (Pass, Facility, Rentals, etc) press Tab t prceed t the apprpriate rw. T reverse an hurly payment yu must be in the Pass Mgt rw n the right side in the D/V Rev Amt field. 4 Fr this example, enter 50.00 in the Activity rw/reversal Amunt clumn. 5 Right-click in the Rev Cde field. Select hw yu are reversing the mney frm the system. Fr this example, yu entered a cash payment int the system as a check, s yu need t reverse the payment ut as a check. Select 1 (Check). Remember: Yu have t reverse ut the bad payment the SAME way yu put it in. 6 In the Rev Ref field(s), always enter a nte t describe why yu are ding the reversal. This is very imprtant. These ntes will display n the Cash Jurnal, General Ledger Distributin, and Transactin Histry reprts. Figure 12: The Payment Reversal screen shwing a $50.00 payment being reversed frm Checks because it was taken under the wrng Pay Cde 7 T print a receipt, click Print. Yu will be taken t a Print Optin Selectin screen. If yu think yu made a mistake, yu can click Cancel. Click Print t print a receipt, r Preview t display the receipt n the screen. 8 If yu chse nt t print a receipt, click N Print. 9 Depending n the situatin (if the husehld has mre than ne enrllment, pass and/r pass visit), yu may be taken t the Manual Reversal screen. See belw fr screen help and screen shts. Ntes: The Manual Reversal screen is almst identical t the Manual Apply screen. The ONLY way yu can leave the Manual Reversal screen is t make the Amunt Left T Rev equal 0.00. Once yu get t this screen, there is n way t cancel the reversal prcess. D NOT panic. D NOT turn ff the PC this will cause the system t becme ut f balance. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 15 f 20

Step 3 - G Back and Make the Crrect Payment 1 G t Glbal Sales. 2 Prcess the payment again using the CORRECT pay type, crrect husehld, etc. Backgrund - Manual Reversal Screen Original Amunt The amunt yu are reversing. This field des nt change nce yu are n this screen. Amunt Reversed As yu start reversing mney n the husehld s enrllments using the Full Rev r Partial Rev ptin, this field will change apprpriately. Amunt Left T Rev As yu start reversing mney n the husehld s enrllments using the Full Rev r Partial Rev ptin, this field will change apprpriately. Full Rev Tells the system t take whatever dllar amunt is in the Amunt Left T Rev field and reverse it frm the activity that is highlighted at the tp f the screen. It will nly allw yu t reverse up t what has been paid n the class. Partial Rev Tells the system yu wish t reverse a prtin f what is left in the Amunt Left t Rev field frm the activity that is highlighted at the tp f the screen. Reset Rev If yu think yu have reversed the wrng amunt n the wrng enrllment, yu can always click Reset Rev. This will reset the Amunt Reversed field t zer and the Amunt Left T Rev will be reset t match the Original Amunt, allwing yu t start the prcess frm the beginning. Aut Apply Clerks shuld never use this ptin. Dne Once all the mney has been applied (the Amunt Left T Rev field is 0.00) the clerk must click Dne t finish the reversal prcess. On the Manual Reverse screen, if nly ne enrllment has been previusly paid, the smartest/quickest ptin t use is Full Rev. Highlight the prgram t reverse the payment n and click Full Rev. Figure 13: The Manual Reversal screen shwing $50.00 reversed frm a CDC activity. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 16 f 20

This will take whatever dllar amunt is in the Amunt Left T Rev field (in ur example $50) and reverse it frm the activity that is highlighted at the tp f the screen. The Amunt Left T Rev will change t 0.00. Click Dne t finish. If mre than ne enrllment has been previusly paid, yu must decide which enrllment(s) t reverse the mney frm. If yu highlight the prgram that has $32 in the Prev Paid clumn and click Full Rev, this will nly reverse $32 since that is all that was paid. The Amunt Left T Rev will still be 18.00. Yu can then highlight the class with $42 in the Prev Paid clumn and click Full Rev again. This will take the rest f the mney ($18) and reverse it frm that class. The Amunt Left T Rev will change t 0.00. Click Dne t finish. Nte: If yu make a mistake, yu can always click Reset Rev t start ver. Taking Payments - Hurly Care Pre-Payment Example: A custmer wants t pre-pay $50 fr hurly care Glbal Sales can be used t pre-pay fr hurly care. 1 G t Daily Glbal Glbal Sales. 2 Lkup the husehld r child and select. 3 On the Glbal Payment Update Fr/Mdule Details screen, the cursr will default in the New Amunt Paid field in the Activity Reg Rw. CAUTION!!! Yu CANNOT pre-pay fr hurly care in this field! Figure 14: The Payment Mdules screen shwing $50.00 in Pass Visit. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 17 f 20

4 Click in the Dep/Visit Paid field in the Pass Mgt rw. 5 Duble check t make sure the cursr is in the crrect rw Pass Mgt. Enter 50.00. 6 Yu will receive a message indicating that yu are paying mre than is due. 7 Click Yes t cntinue and click OK at the bttm f the screen. 8 Right-click in the Pay Cde field t select the methd f payment. 9 If apprpriate, enter a pay reference in the Pay Ref 1 field. 10 Click Print t print a receipt r N Print t prcess the transactin withut printing a receipt. 11 All future hurly visit fees r late pickup fees incurred by this husehld will be autmatically deducted frm this credit at the time the child is swiped ut f the system until such time as the credit balance is used up. Taking Payments Outstanding Hurly Care Visit Example: A custmer has an unpaid hurly visit balance f $50 and wishes t pay it ff. Glbal Sales can be used t pay utstanding visit balances, including late pickup fees. Fllw the instructins abve fr making an hurly pre-payment. Taking Payments Outstanding Registratin Fees Example A custmer frgt their checkbk and didn t pay their $18.00 registratin fee during reregistratin. The custmer nw wants t pay ff the utstanding $18.00 charge. Prcedures are ALMOST the same as abve The DIFFERENCE is where yu find and pay the utstanding fee. Registratin fees are recrded in the Pass Rw n the LEFT side f the screen Put the $18.00 payment in the Pass Rw under the New Amt Paid clumn Yu shuld see the $18.00 charge in the clumn next t where yu recrd the payment!! If yu get the Yu are paying mre than is due message yu are in the WRONG field! If yu put this payment in the wrng place, the custmer will still we $18.00 fr their registratin fee, but will have an $18.00 credit shwing in their activity r hurly care accunts! Q&A Taking Payments Questin 1: When I make a payment against a husehld that has a zer balance, why can t I flag the mney as belnging t the CDC r SA? Answer 1: In a netwrk envirnment it desn t make sense that a custmer culd have an activity balance at CDC and an activity credit at SA. When a payment is made against a zer balance, the mney will be stred as a credit n the husehld and as a credit in the advance payment general ledger accunt and cst center (Cntrl Accunt). The mney will stay there until a charge is incurred in the mdule that has a credit. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 18 f 20

At that time, the advance payment accunt(s) will be debited and the prper revenue accunt will be credited. Questin 2: What d I d if my cmputer freezes during a payment? Answer 2: This can cause several prblems with the system. If yur Cash and General Ledger reprts are ut f balance, call VSI fr assistance. Questin 3: I needed t make a split payment, but I paid the entire amunt as a check. What d I d? The custmer wanted t pay $20 in cash and $50 in check. I prcessed all $70 as a check. Answer 3: D a Payment Reversal fr $20 with a reversal cde f Check. Then make a $20 Cash payment. Questin 4: What des the Aut Apply ptin d? Answer 4: D NOT use the Aut Apply ptin. Aut Apply pays mney against the ldest fees first. Since yu have n idea what the ldest fee is, it is best t apply the mney t the enrllments yurself using Full Pay r Partial Pay. Questin: When I gt t the Manual Apply screen, my prgram didn t shw as wing mney. I nly see mney that is wed t SA. What d I d? Answer: The first thing yu need t d is apply the mney t SA. D NOT panic. D NOT rebt the PC. This will nly cmplicate yur prblem. Run a Transactin Histry Listing fr the husehld (Reprts Glbal Glbal Financial Reprts Glbal HH Transactin Histry Listing). This will help shw what has taken place n this husehld. The transactins yu find here will determine the next curse f actin. Call VSI fr assistance. Q&A - Payment Reversals Questin 1: Hw d I und a payment reversal? The custmer paid with cash; I entered the payment int the system as a check. Then I made a mistake and prcessed a payment reversal using Cash as the reversal cde. Result: I am nw even mre ut f balance! Answer 1: It s a gd idea t run a Transactin Histry Listing prir t ding a payment reversal. This will shw yu what has already been dne t attempt t fix the prblem and will help t determine yur curse f actin. If nthing else has been dne t fix the prblem, t reverse the reversal yu wuld need t make a cash payment. Then, d a payment reversal and use Check as the reversal cde. Finally, make the crrect cash payment. Q&A - Hurly Care Payments Questin 1: D I have t use Glbal Sales t pay fr hurly? Why can t I just pay/pre-pay fr hurly care when the patrn swipes ut? CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 19 f 20

Answer 1: When a patrn swipes ut and incurs a fee (whether it is hurly r a late pickup fee) it is recmmended that the custmer pay at that time. A custmer wh swipes ut and incurs a fee can pay r pre-pay by verpaying n the swipe-ut Payment screen in the Visit Paid field (n the right side f the screen). If, hwever, the custmer des nt pay/pre-pay during the swipe ut, Glbal Sales allws yu t pay against thse utstanding hurly balances r pre-pay fr hurly care. Questin 2: I charged smene t much/nt enugh fr their hurly care r fr their late pickup fee. What d I d? Answer 2: During a swipe ut, yu are in cntrl f the visit fees and late fees. Yu can change them if yu need t. If, hwever, yu swiped the child ut and didn t change them, d the fllwing: G t Daily Pass Pass Visit Update. Lkup the husehld and select it. Highlight the Pass Visit yu wish t change click Update Visit. On the Update Visit screen: The Visit Balance equals the hurly balance (make sure the cunt is 1 this shuld never be mre than 1). The Late/Guest Balance equals the late pickup balance (make sure the cunt is 1 if there is a fee present this shuld never be mre than 1). Increase r decrease the apprpriate balance and click OK. Yu will return t the Pass Visit Update screen. T finish, click Payment (r Refund if there is a balance due) and respnd t any screen messages. Remember, if yu are making a payment against the visit/late pickup fees, yu need t make it in the Visit Paid field n the right side f the screen. The cursr desn t default there. If yu are unsure f what changes yu ve made, yu can always click Cancel frm the Payment screen t start ver, r call VSI. Questin 3: A husehld has an existing visit credit f $100. Mm uses hurly care and vlunteers at Red Crss. When she picks up her child Red Crss is paying fr her visit. Answer 3: Steps t handle: (1) During the swipe ut the clerk will be taken t a refund screen and nt allwed t make a Red Crss payment. The clerk will need t cancel ut f the visit. (2) G t Daily Pass Pass Visit Update (dn t use Glbal Credit Balance Refund because yu culd pssibly refund credits in ther mdules if yu are nt careful pass visit update will nly allw yu t refund visit credits). Select the husehld, click Refund. Print this receipt becauae yu will need t knw the amunt f the refund in step 5. (3) At the tp f the screen it will say Apply t husehld change that t Refund Nw and change the Pay Cde t Cash. (4) G back t Visit Prcessing, swipe ut the child, yu shuld be taken t a payment screen where yu can apply the Red Crss payment against the hurly fee. (5) G t Glbal Sales and make a cash payment t the Dep/Visit Paid field in the Pass Mgt rw fr the amunt f the refund that was dne in step 3. CTG-21 FIN-Taking Payments (10-1 May 08).dc Page 20 f 20