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Pay Type Codes [FM]

Pay Type Codes​

From the DockMaster menu, select File Maintenance > Pay Type Codes

Pay Type Codes are used to define what procedures are to take place at the Point of Sale register when a particular pay type is used. The Pay Type Code directs the following functions:

  • The debit G/L account for each transaction (A/R, Cash, etc).
  • The inventory price column (1 - 5, C+%) to charge; this would override the price column designated in the Customer File.
  • Whether to open the cash drawer after each transaction.
  • Whether to prompt for a customer number.
  • Whether to post the transaction to a customer's account.
  • The print format to use when printing receipts.
  • The printer number to use when printing receipts.
  • The exchange rate conversion.

Pay type codes may include:

  • Cash
  • Visa/Mastercard/Amex/Discover
  • Check
  • Gift Certificate
  • In-House Charge

Pay Type codes are used in the Point of Sale, Storage and Billing, Service, Boat Sales, and Transient Reservations modules.

  • Pay Type Code - Enter any combination of up to 3 letters or numbers or press F6 to get a list of existing codes.
  • Description - Enter a Description for this pay type. This description will print when a pay type is referenced on reports and receipts.
  • Abbreviation - Enter an Abbreviation using any combination of up to 25 alphanumeric characters. This abbreviation will print at the Point of Sale register to show which code was entered. For example, MC/Visa = MasterCard/Visa.
  • Debit G/L Account - Enter a Debit G/L Account, which will provide the debit accounting entry for all transactions using this pay type code. For example, cash transactions would post to your Cash account and in-house charge transactions would post to your A/R account.
  • Price Column - Press the down arrow to select a Price Column or press Enter to leave this prompt blank. This prompt controls which inventory price column to use when this pay type is entered at the Point of Sale register. The software will use the Customer File or module parameters to control the price column if this prompt is left blank. (See the Inventory Control manual for a complete explanation of price columns.)

The valid options are price columns 1- 5 or C plus a percentage to use Cost plus Pricing. For example, to charge a customer 10% over cost, enter C+10.

  • Group Identifier - Enter a valid pay type code as a Group Identifier or press Enter to bypass this field. Group Identifiers are used to group Point of Sale tickets with different pay type codes together in the daily register checkout report.

For example, if your Cash pay type code is CSH and your Check code is CHK, then you could put CSH as the Group Identifier in the CHK pay type to group all tickets with the pay type CSH or CHK on the register checkout report.

  • Tax Code - Enter a Tax Code for this pay type or press Enter to bypass this field. These codes should already be maintained; press F6 to list the available codes.

Note: The Point of Sale program will automatically calculate the tax when a tax code exists on a pay type; if you enter a tax code in the Special Tax Code field in Point of Sale, that will override the tax code on the pay type.

  • Open Drawer - Click on this option to Open the cash Drawer after each transaction using this pay type. Leave the check box clear if you don’t want to open the drawer.
  • Post to A/R - Click on this option to Post transactions to a customer’s Accounts Receivable account when this pay type is used at the Point of Sale register. Leave the check box clear to treat each transaction using this pay type as a cash sale. This field should be checked for in-house charge pay types.
  • Customer ID Assignment - Enter a Customer ID Assignment number or press Enter to bypass this field. The Customer File should already be maintained; press F6 to list the file.

The purpose of this prompt is to allow your company to charge a third party for transactions made by their customers. Each time this pay type is used, the customer entered here will be billed regardless of the customer number entered at the Point of Sale register.

For example, if your company allows another company's customers to charge items, you would be able to bill that company for all the charges made by their customers and provide them with a detailed sales report broken down by their customer number.

Note: Post to A/R field must be checked in order to use the Customer ID Assignment.

  • Receipt Program Name - Select the Receipt Program Name (receipt format) to be used for receipt printing when this pay type is selected. Press F6 to view the receipt programs.

If you want to test the different programs, you can change the Receipt Program Name and reprint any sales ticket, which uses this pay type.

  • Payment Category - Enter a Payment Category for this pay type. Any combination of up to 10 letters or numbers can be used. Payment Categories are used in the Post Cash Receipts to G/L program. When posting cash to the General Ledger, the system will show the payment category on the screen so you can post like pay types as one entry to the cash account for easier bank deposit reconciliation.
  • Payment Type - Click on the down arrow to select the Payment Type that corresponds to this pay type. Currently, this prompt determines whether the credit card verification window appears when a credit card type is selected.
  • Rate of Exchange - Enter a Rate of Exchange for this pay type or press Enter to default to 1.000. This prompt is used for any exchange rate calculations needed in the Point-of-Sale module.