Create a Payment Type

This article will show you how to create a Payment Type.

Important Note:

CivicRec comes pre-configured with the basic payment types of Cash, Check, Credit/Debit, and User Credit. Organizations that accept other payment types like scholarships or vouchers will need to enter those here.

Instructions

1. Log in to Recreation Management

2. Navigate to the Configuration tab, and then select Financial Settings, and then Payment Types

3. Select Create Payment Type

4. Fill in fields

   • Description: Add a brief description of the Payment Type
     

     Note:

     The description may contain the words "Cash" or "Check", but should not have both due to how the system reads the payment type description.

     Example: If the description for a Check payment type is in the system as "Cashier Check", this name contains "Cash", which causes the system to include the cash total when trying to close for Check. This causes incorrect totals to be calculated at closeout.

   • GL Code: Select a GL code

   • User Credit?: Indicates Yes/No; contact Support to turn on/off

   • Is Gift Card?: Select if this payment type is used for gift card codes. Once set, this cannot be undone. Contact Support to turn on/off.

   • Surcharge ($): Add the dollar amount for surcharges. For more information on surcharges see Creating Surcharges Best Practices

   • Surcharge (%): Enter a percentage for surcharges

   • Min. Surcharge: Enter a minimum dollar amount for surcharges

   • Applies Over: Surcharge is applied if the charge to payment type is at least this amount

   • Surcharge GL Code: Select the GL code for surcharges

   • Surcharge In-House: Applies an in-house surcharge

   • Surcharge Online: Applies an online surcharge

   • Hide In-House: Disables offline/in-house processing of credit/debit payment types

   • Hide From List: Hide this payment type from the list of options on the payment screen

   • Valid Refund Type: Select to enable a Valid Refund Type

     Note:

     Valid Refund Type is not applicable when Is Scholarship is checked since Scholarships are refunded by default.

   • Cash Receipt Type: Select to enable a Cash Receipt Type

   • Use Quick Pay: Check to use QuickPay

     Note:

     Does not apply to cash or credit/debit which are always used in QuickPay.

   • Credit Card Types: Choose from Visa, Mastercard, American Express, or Discover

     Note:

     Used for Credit/Debit payment types only

   • Is Scholarship: Designate this payment to be assigned to scholarships. Once set, this cannot be undone.

5. Click Save New Payment Type