Defining Organization Unit Receipt Types and Cash Accounts

Cash accounts are defined for each financial company for different receipt types. These are used for payment and refund transactions. Each accepted credit card needs to have a corresponding receipt type and merchant login ID.

You may need to update the credit card receipt types and merchant login IDs for PA-DSS compliance.

To define cash accounts:

1. Select System Admin > Organization Structure > Organization Unit Definition from the toolbar.

2. Search for an organization unit and double-click it or highlight it and click Select Org Unit.
The Organizational Unit Maintenance General Parameters screen displays.

3. From the Organization Unit screen, Default GL Accounts task category, click Receipt Types and Cash Accounts.
The Organizational Unit Maintenance Receipt Types & Cash Accounts screen displays, as shown below.

4. In the Receipt Types section, click Add.
The Receipt Type Details fields are enabled.

5. Enter the Receipt Type code name.

6. Select whether or not to Default for New Batch.

7. Enter the Description for the receipt type.

8. Enter the Web Description for the receipt type.

9. Enter the Web Usage.

10. Enter the Display Order.

11. If this receipt type will produce an eCheck Receipt, select the checkbox and select a Payment Handler from the drop-down.

12. Select the Availability for the receipt type from the drop-down.

13. If this receipt type will produce a Credit Card Receipt, select the checkbox and perform the following:

a. Select the Payment Handler from the drop-down.

b. Select the Credit Card Type from the drop-down.

c. Select whether or not to Validate Check Digit.

d. Enter the Start Digits.

e. If necessary, enter the Credit Card Length.

14. Select whether or not the receipt type is Active.

15. In the Cash Accounts section, click Add.
The Cash Account Details fields are enabled.

16. Select the Company from the drop-down.

17. Click the Debit Account link to search for a debit account.

18. Select whether or not to Default for Web.

19. Select whether or not to Default for Personify.

20. The Currency defaults to the base currency of the organization unit of the logged in user. If necessary, select a different Currency to be associated with the cash account.

21. Click the Merchant link to search for a merchant ID.

22. Click Save.

Screen Element	Description
Receipt Types
Add	Button. When clicked, a row is added to the table and the corresponding fields are enabled to add receipt types.
Delete	Button. When clicked, the highlighted row from the table is deleted.
Receipt Type	Text box. The receipt type associated with the organization unit. For example, Check or MasterCard. Once the receipt types are defined, you can associate them with cash accounts.
Default for New Batch	Checkbox. When checked, indicates the receipt type is the default when a batch is created. If you select a default receipt type, you do not need to click Add on the Batch Control screen.
Description	Text box. The description of the receipt type.
Web Description	Text box. The description of the receipt type on the Web. This field automatically populates based on the description entered, but you can change it.
Web Usage	Text box. When a list of receipt types is displayed on the Web, this is the order in which the highlighted receipt type is displayed. For example, a receipt type with the display order of “1” will display before the receipt type with the display order of “2” in a listing.
Display Order	Text box. When a list of receipt types is displayed, this is the order in which the highlighted receipt type is displayed. For example, a receipt type with the display order of “1” will display before the receipt type with the display order of “2” in a listing.
eCheck Receipt	Checkbox. Checkbox. When checked, indicates the highlighted receipt type will produce an eCheck receipt, so you must select a Payment Handler.
Availability	Drop-down. Select whether this receipt type will be available for Personify, the Web, both, or none.
Credit Card Receipt	Checkbox. When checked, indicates the highlighted receipt type will produce a credit card receipt. When selected, the following fiels are enabled and required: Payment Handler, Credit Card Type, Validate Check Digit, Start Digits, and Credit Card Length (not required).
Payment Handler	Drop-down. The third-party application used to handle payments. For example, CyberSource, PayPal (formerly VeriSign), and Wells Fargo. This is only needed if the Credit Card Receipt checkbox is selected.
Active	Checkbox. Whether or not the selected receipt type is active.
Credit Card Type	Drop-down. The type of credit card. For example, American Express, Discover, Visa, etc. The values are populated based on the non-fixed CREDIT_CARD_TYPE system type for the CCP subsystem.
Validate Check Digit	Checkbox. When checked, indicates the receipt type will validate the check digit of the credit card number. This is used for Visa, MasterCard, and American Express.
Start Digits	Text box. The first digits of the credit card number. Certain credit card types have the same start digits for all of their credit cards. This is only needed if the Credit Card Receipt checkbox is selected.
Credit Card Length	Text box. Enter the amount of numbers in the credit card (if the receipt type is a credit card). This is only needed if the Credit Card Receipt checkbox is selected. You can distinguish between a range using a hyphen or a list using a comma.
Cash Accounts
Add	Button. When clicked, a row is added to the table and the corresponding fields are enabled to add cash accounts.
Delete	Button. When clicked, the highlighted row from the table is deleted. No transactions can exist for this account for it to be deleted.
Company	Drop-down. The company associated with the cash account.
Debit Account	Link. The debit account that is used for cash transactions of the associated receipt type. This should be unique within the organization, organization unit, company, and receipt type. Once a receipt type is associated with EFT bank profile, if you try to change the Debit Account of that receipt type, then the following validation issue will be raised: “This receipt type is associated with the EFT bank profile. Please change the receipt type for the EFT bank profile first.”
Default for Web	Checkbox. When selected, indicates the cash account is the default for the receipt type when creating an e-commerce batch.
Default for Personify	Checkbox. When selected, indicates the cash account is the default receipt type when creating a non e-commerce batch. If only one account is listed, select this checkbox so you do not need to select the account every time a non e-commerce batch is created.
Currency	Drop-down. Select the currency associated with the cash account.
Merchant	Link. The merchant ID that is used to process credit cards. The selected credit card merchant must be assigned the same currency code as the receipt type code. New credit card transactions are verified using this merchant ID.