From the Accounts Receivable screen, select the Maintenance menu and then Payment Transactions.
At the Payment Transactions screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter a unique ID for the payment transaction in the Payment Transaction ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the description, leave the ID field blank; once the record is saved, the ID will be assigned.
Select the Active field to stipulate the payment transaction is currently active and used by the district. A checkmark will appear in the box if the field is selected. When adding a new payment transaction, the Active field is selected by default.
Enter the description for the payment transaction in the Payment Transaction Description field. The description can be up to 40 characters long.
Enter the ID of the department assigned to the payment transaction in the Department ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Only if operating on a cash basis (as defined in the Accounts Receivable System File), the Default Revenue Account field is enabled. If applicable, enter the revenue account number to use as the default for a detail line on a payment using this transaction in the Default Revenue Account field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Only if operating on an accrual basis (as defined in the Accounts Receivable System File), the Default Fund Number field is enabled. If applicable, enter the number of the fund from which to use the Accounts Receivable Account as the default for a detail line on a payment using this transaction in the Default Fund Number field, or click the down-arrow button to select the correct one.
To use the payment transaction as the default for the department when entering payments, select the Default Payment Transaction field. A checkmark will appear in the box if the field is selected. A payment transaction set as the default will only be used when making a payment for an invoice line for the corresponding department (lines manually added to a payment are not associated with an invoice and thus must have a payment transaction specified (the default is not used)).
Note: The Default Payment Transaction field can only be selected for one payment transaction per department.
Click the Save button to save the new invoice transaction.