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HOW TO PROCESS PAYMENTS IN SPRINGBBROOK
Created 06/2016
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1. Log into Springbrook.
2. Under the Processes Menu, click on the Cash Receipts Module drop down arrow.
3. Locate your batch number.
If you need to create a new batch:
Under the Processes Menu, click on the Cash Receipts Module drop down arrow.
Click on the batch number box drop down, locate New option (by scrolling up) and click on it.
Box labeled Batch Definition will appear, enter the new batch number under the following
format:
o new batches always start with your assigned number (single digit format).
o date (double digit format).
o batch number, first batch of the day would be 01 (double digit format), proceeding
batches (if needed) would be 02, 03, etc.
o month and year are already be populated.
Example of a new single batch created for June 30, 2016 would read as: 43001.06.2016.
4. Click on Enter Receipts, located in the Cash Receipts Module.
5. Click on New tab (in Springbrook Desktop toolbar section).
6. Click on Search tab.
If payment is for an annual renewal of Fire Inspection, or Security:
Enter the Invoice number into the AR Invoice Number field. Hit the + key. Amount owed and
customer info should populate further down the screen under the Account/Category section.
Click on the dollar amount ($0.00) under the Amount field (under the Payments section),
enter in amount paid.
Click on the word Check under the Pay Method field (under the Payments section), a drop
down arrow will appear, choose the appropriate payment method. If payment method is
check use: BP Check; cash payment method use BP Cash.
Click on the blank field under the Reference field (under the Payments section) and enter in
the CK # (example: CK #1234) or cash amount (example: CASH $40.00). Hit enter.
When machine is done printing the entry, insert one paper receipt (Invoice) into the POS
Receipt machine, a printed receipt entry will auto populate onto the inserted paper (Invoice).
Repeat this step on the back of the paper receipt (Invoice). Provide the customer with the
copy receipt.
If payment method is check, insert the check into the POS Receipt machine and the machine
will print an endorsement onto the back of the check. Enter the transaction on the bank
deposit slip. Place check in the bank bag (located by the cash draw).
If payment method is cash, enter the cash into the Cash Drawer. At the end of the day, enter
total cash received on the bank deposit slip.
Do not provide an Alarm license to the customer. Fire department has to approve first.
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If payment is for a BTR or Alarm renewal:
Enter the BTR license number under the LP License Number field. Hit + key. Amount owed
and customer info should populate further down the screen under the Account/Category
section.
Click on the dollar amount ($0.00) under the Amount field (under the Payments section),
enter in amount paid.
Click on the word Check under the Pay Method field (under the Payments section), a drop
down arrow will appear, choose the appropriate payment method. If payment method is
check use: BP Check; cash payment method use BP Cash.
Click on the blank field under the Reference field (under the Payments section) and enter in
the CK # (example: CK #1234) or cash amount (example: CASH $40.00). Hit enter.
When machine is done printing the entry, insert one paper receipt (Renewal form) into the
POS Receipt machine, a printed receipt entry will auto populate onto the inserted paper
(Renewal form). Repeat this step on the back of the paper receipt (Renewal form). Provide the
customer with the copy receipt.
If payment method is check, insert the check into the POS Receipt machine and the machine
will print an endorsement onto the back of the check. Enter the transaction on the bank
deposit slip. Place check in the bank bag (located by the cash draw).
If payment method is cash, enter the cash into the Cash Drawer. At the end of the day, enter
total cash received on the bank deposit slip.
Advise customer the 2016 -2017 renewals are being printed and mailed out in September.
If payment is for a new BTR:
Enter the BTR number into the LP License Number field. Hit enter. Amount owed and
customer info should populate further down the screen under the Account/Category section.
Go to Interface Options drop down arrow (in Springbrook toolbar): click on LP Licensing, new
screen appears:
a. Change Operation status to Billing.
b. Enter in new BTR license number under License Number field, hit + tab.
c. Uncheck the Auto-Calculator Penalty box, click on Save. This takes you back to the
prior screen.
d. Amount owed and customer info should populate further down the screen under the
Account/Category section.
Click on the dollar amount ($0.00) under the Amount field (under the Payments section),
enter in amount paid.
Click on the word Check under the Pay Method field (under the Payments section), a drop
down arrow will appear, choose the appropriate payment method. If payment method is
check use: BP Check; cash payment method use BP Cash.
Click on the blank field under the Reference field (under the Payments section) and enter in
the CK # (example: CK #1234) or cash amount (example: CASH $40.00). Hit enter.
When machine is done printing the entry, insert one paper receipt (permit) into the POS
Receipt machine, a printed receipt entry will auto populate onto the inserted paper (permit).
Repeat this step with a copy of the original paper receipt (permit). Provide the customer with
the copy receipt (permit), do not provide the original.
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Enter a copy of signed permit into the POS Receipt Machine to create a second receipt. Place
permit into the Finance folder, once a copy of the permit has been provided to the
contractor/customer. Do not provide the original signed permit.
If payment method is check, insert the check into the POS Receipt machine and the machine
will print an endorsement onto the back of the check. Enter the transaction on the bank
deposit slip. Place check in the bank bag (located by the cash draw).
If payment method is cash, enter the cash into the Cash Drawer. At the end of the day, enter
total cash received on the bank deposit slip.
If payment is for a new Building Permit:
Enter the Building Permit number into the BP Permit Number field.
Hit the + key, permit details will appear under the Detail tab.
Click on the Detail tab in the middle of the screen. Expand screen.
Under the Description bar, click in each row and list the permit number / site address.
Example: #16-0366 / 8766 Live Oak Ct.
Click on the dollar amount ($0.00) under the Amount field (under the Payments section),
enter in amount paid.
Click on the word Check under the Pay Method field (under the Payments section), a drop
down arrow will appear, choose the appropriate payment method. If payment method is
check use: BP Check; cash payment method use BP Cash.
Click on the blank field under the Reference field (under the Payments section) and enter in
the CK # (example: CK #1234) or cash amount (example: CASH $40.00). Hit enter.
The POS Receipt machine will auto populate an entry onto the transaction tape.
Make a copy of signed permit.
When machine is done printing the entry, insert one paper receipt (permit) into the POS
Receipt machine, a printed receipt entry will auto populate onto the inserted paper (permit).
Repeat this step with a copy of the original paper receipt (permit) to create a second receipt.
Provide the customer with the copy receipt (permit), do not provide the original.
If payment method is check, insert the check into the POS Receipt machine and the machine
will print an endorsement onto the back of the check. Enter the transaction on the bank
deposit slip. Place check in the bank bag (located by the cash draw).
If payment method is cash, enter the cash into the Cash Drawer. At the end of the day, enter
total cash received on the bank deposit slip.
Place the original permit in the Office folder and another copy of the permit into the Finance
folder.
If payment is for a Special Exception, Site Plan, Community Appearance, Code Enforcement fine,
or Notary payment:
Click on the Search tab. Locate the customer number.
Click on the Detail tab (at the bottom of the screen).
Click on the white empty space (at the bottom of the screen). Click the Insert button on your
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keyboard, box will appear. Click on the Type Code and choose the appropriate general ledger
(see Appendix A for a list of type codes/general ledgers, ask Finance dept for assistance, if
needed).
In the Description box, type a brief description of the transaction. Example: Project:
Cumberland Farms Special Exception/Site Plan/Community Appearance Fee; Code
Enforcement fine Case #XXXX, 601 Monroe Ave; Notary Payment. You may have abbreviate.
Enter the amount received, click Save and Exit.
Click on the dollar amount ($0.00) under the Amount field (under the Payments section),
enter
in amount paid.
Click on the word Check under the Pay Method field (under the Payments section), a drop
down arrow will appear, choose the appropriate payment method. If payment method is
check use: BP Check; cash payment method use BP Cash.
Click on the blank field under the Reference field (under the Payments section) and enter in
the CK # (example: CK #1234) or cash amount (example: CASH $40.00). Hit enter.
The POS Receipt machine will auto populate an entry onto the transaction tape.
When machine is done printing the entry, insert one paper receipt into the POS Receipt
machine, a printed receipt entry will auto populate onto the inserted paper. Repeat this
step with a copy of the original paper receipt to create a second receipt. Provide the
customer with a copy of the receipt.
If payment method is check, insert the check into the POS Receipt machine and the machine
will print an endorsement onto the back of the check. Enter the transaction on the bank
deposit slip. Place check in the bank bag (located by the cash draw).
If payment method is cash, enter the cash into the Cash Drawer. At the end of the day, enter
total cash received on the bank deposit slip.
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APPENDIX A
Type Codes/General Ledgers
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