After "Enter Trans" is selected from the bar menu, you are asked which type of transaction you want to enter.

+---------------------Transaction Type---------------------+ | Next Member | Use Unapplied Only | | Back to Entry Screen | Refund | | Payment | Correct Dues Charge | | Charge | Change Dues Paid Thru Date | | Reverse a Payment | Credit Adjustment | | Reverse a Charge | | +----------------------------------------------------------+

Select one of the following transaction types:

	Next Member	return to the member name/ID prompt
	Back to Entry Screen	return to the bar menu options
	Payment	enter a payment transaction (i.e. dues payment, etc.)
	Charge	enter a charge transaction (i.e. book charge, etc.)
	Reverse a Payment	enter a transaction that reverses a previous payment
	Reverse a Charge	enter a transaction that reverses a previous charge
	Use Unapplied Only	apply the amount that is shown as unapplied/overpay; this option is only displayed if there is an unapplied/overpay amount
	Refund	enter a refund transaction
	Correct Dues Charge	change an incorrect dues charge amount
	Change Dues Paid Thru Date	change the dues paid thru date to an earlier or later date
	Credit Adjustment	enter a credit adjustment

Each of the transaction types is described in detail in the following sections.

Note: If, after you have entered payments, charges, etc., you want to verify that the transactions were applied correctly, you can check the financial history for the member.

13.2 Entering Payment Transactions

Select "Payment" from the transaction type menu.

Note: Payments can be made for inactive members who are DECEASED or ASSESSDUE status.

+---------------------Transaction Type---------------------+ | Next Member | Refund | | Back to Entry Screen | Correct Dues Charge | | Payment | Change Dues Paid Thru Date | | Charge | Credit Adjustment | | Reverse a Payment | | | Reverse a Charge | | +----------------------------------------------------------+

After "Payment" is selected, you are asked for information about the payment transaction, and how the payment is to be allocated.

The following payment entry sections are divided into:

• common payment entry prompts --- this section describes the prompts that are displayed for all payments regardless of what is paid
• applying/allocating payments --- these sections give information on the various ways that payments can be applied

13.2.1 Common Payment Entry Prompts

Total Payment Amount

You are asked for the total amount of the payment.

Total payment amount? _______

Enter the total dollar amount of the payment. If the payment amount is $25.00, you can enter: 25 or 25.00

NOTE: You can enter a $0.00 amount if you are allocating unapplied money.

Payment Method

You are asked for the method of payment - cash, check, etc.

+----Payment Method-----+ | Cash | | Check | | Credit Card | | Electronic Payment | | Fund | | Money Order | | Other Pay Method | +-----------------------+

Select one of the payment options from the menu.

If the payment method is other than "Cash", you are asked for the check number, credit card number, etc.

Enter the appropriate number or ID.

Which Day Book

If you are NOT a local user, you are asked which day book the payment transactions should be recorded in.

+---Record Transactions in---+ | Member's Local Day Book | | Council Day book | +----------------------------+

Select "Member's Local Day Book" to record the payment transactions in the day book of the local the member belongs to.

Select "Council Day book" to record the payment transactions in the council's day book.

Payment Date

You are asked for the payment date. The default date is today.

Record payment date as (MMDDYYYY)? 05102000

Press [Enter] to accept the default date, or enter a payment date in MMDDYYYY format.

Acceptable payment dates are today, tomorrow, and Monday --- if today is Friday.

Unacceptable dates are dates prior to today, and dates more than 5 days in the future.

If, for example, today is Friday, and you enter Tuesday's date, this is a "suspicious" date, and you will be asked if you actually want this date.

+Sure 12-May-2000+ | Yes | | No | +----------------+ Suspicious payment date: May 12, 2000

Select "Yes" if the suspicious date is a valid date, otherwise select "No". A "suspicious" date situation could occur if there is a 3 or 4 day holiday weekend.

Payment Note

You can enter some text information about this payment transaction.

Payment note? ________________________________________

Enter a payment note, or press [Enter] to skip this prompt if you do not want to enter a note.

Want Receipt

The receipt type is displayed, and you are asked if you want a receipt.

+Want Receipt+ | Yes | | No | +------------+ Receipt type: PLAINLASR2

Select "Yes" if you do want a receipt, otherwise, select "No".

Apply/Allocate Payment

At this point, you apply the payment to a charge or future dues.

Refer to the following sections which explain how payments can be applied.

Post Payment(s)

After you have finished applying the payment and selected "Done", you are asked if you want to post the payment entries.

+Post these payments+ | Yes | | No | +-------------------+

Select "Yes" to post the payment entries.

Select "No" to return to the previous prompt.

Press <ESC> to abort this payment entry.

If "Yes", the payment entries are posted.

Special Note on Receipt

When entering payments, if you answer "Yes" to "Want receipt", and the receipt type is "PLAINLASR2", you can add a one-time, free-form special note to the receipt.

You are asked if you want to include a special note on this receipt.

+Enter a Note for the Receipt+ | Yes | | No | +----------------------------+

Select "Yes" if you do want to put a special note on this receipt.

Select "No" if you do not want to add a note.

If "Yes", you will be asked for the special receipt note text.

+------------------------------------------------------+ |Receipt Note: | | ____________________________________________________| | ____________________________________________________| | ____________________________________________________| +------------------------------------------------------+ Press F12/Do Key When Finished

Enter the note text that you want printed on the receipt. Press [F12] when you have finished entering the note text.

After you have finished entering the receipt note, you are asked if the note text is correct.

+------------------------------------------------------+ |Receipt Note: | +Note OK-+ | This is a special note that I want printed on this _| | Yes | | receipt. This is a special note that I want _______| | No | | printed on this receipt. Special note on receipt.__| +--------+ +------------------------------------------------------+

Select "Yes" if the receipt note is correct.

Select "No" if you want to make changes to the note.

If "Yes", this special note will be printed on the receipt.

13.2.2 Applying Payments - Auto Allocation

+-----------------------Select Charge to Pay------------------------+ | AUTO Auto Allocate Payment | |-------------------------------------------------------------------| | DUES Membership Dues for Aug/2000 - Sep/2000. Owed: $52.00 | | | | Charge For Date Charged Owed | | Carpenter books 09/05/2000 12.50 12.50 | | Carpenter books 09/05/2000 15.00 15.00 | |-------------------------------------------------------------------| | OTHER Pay Other Charges | +-------------------------------------------------------------------+

You can select "AUTO - Auto Allocate Payment" to have the system automatically apply the payment.

When "AUTO allocate" is selected, the money is allocated in the pay order that you specified --- that is the order that you want the various charges to be paid. Refer to Chapter 121, FINMAINT - Finance Code Maintenance, for information on setting up order of payments data.

If no payment order has been set up, "AUTO allocate" will apply the payment by transaction date. For dues charges, the "dues for" date is used instead of the transaction date.

If you enter an amount that pays all the charges, and select "auto allocate", the payment is applied and the screen will show the following:

1) Carpenter books PAYMENT $12.50 2) Carpenter books PAYMENT $15.00 3) Membership Dues PAYMENT Aug/2000 - Aug/2000 $26.00 4) Membership Dues PAYMENT Sep/2000 - Sep/2000 $26.00 +------------------------------------+ | DONE finished applying payment | | DEL delete a payment item | +------------------------------------+ Total payment amount applied

Since the total payment amount has been applied, you can select "DONE", and post the payment entries.

"DEL" is used to delete an item already selected for payment. If "DEL" is selected, you are asked which payment item you want to delete. For example, if two items had been selected for payment, you would see:

+Select Payment to Delete+ | 1 2 | +------------------------+

You can then select the item that you want to delete.

After you select an item to delete, you are asked if you are sure that you want to delete this item.

+Sure Delete Payment# 2+ | Yes | No | +----------------------+

Select "Yes" to delete the item.

Select "No" if you do not want to delete the item.

13.2.3 Applying Payments - Paying Specific Items

+-----------------------Select Charge to Pay------------------------+ | AUTO Auto Allocate Payment | |-------------------------------------------------------------------| | DUES Membership Dues for Aug/2000 - Sep/2000. Owed: $52.00 | | | | Charge For Date Charged Owed | | Carpenter books 09/05/2000 12.50 12.50 | | Carpenter books 09/05/2000 15.00 15.00 | |-------------------------------------------------------------------| | OTHER Pay Other Charges | +-------------------------------------------------------------------+

You can now select one or more specific items that you want to pay. Here is an example of how to pay specific items.

You entered a payment of $30.00 for the "Carpenter books", and select the $12.50 book item, the screen now shows:

1) Carpenter books PAYMENT $12.50 +------------------------------------------------------------+ | ADD apply more of this payment | | DEL delete a payment item | | DONE finished applying payment. $17.50 left unapplied | +------------------------------------------------------------+

Select the "ADD" menu item so that you can select another item for payment. The screen now shows:

1) Carpenter books PAYMENT $12.50 +-----------------------Select Charge to Pay------------------------+ | AUTO Auto Allocate Payment | |-------------------------------------------------------------------| | DUES Membership Dues for Aug/2000 - Sep/2000. Owed: $52.00 | | | | Charge For Date Charged Owed | | Carpenter books 09/05/2000 15.00 15.00 | |-------------------------------------------------------------------| | OTHER Pay Other Charges | +-------------------------------------------------------------------+

Select the $15.00 book item. The screen now shows:

1) Carpenter books PAYMENT $12.50 2) Carpenter books PAYMENT $15.00 +-----------------------------------------------------------+ | ADD apply more of this payment | | DEL delete a payment item | | DONE finished applying payment. $2.50 left unapplied | +-----------------------------------------------------------+

The 2 book items have now been selected for payment, and there is $2.50 that is left as unapplied. Select "DONE" to complete this entry, and then post the payments.

"DEL" is used to delete an item already selected for payment.

"ADD" is used to select another item for payment.

13.2.4 Applying Payments - Allocating an Unapplied Amount to an Uncharged Charge

If you have entered a payment and applied part of the payment to some of the displayed charges and have an unapplied amount, you can select the "ADD - apply more of this payment" option to pay a charge that has not yet been charged.

+-----------------------------------------------------------+ | ADD apply more of this payment | | DEL delete a payment item | | DONE finished applying payment. $2.50 left unapplied | +-----------------------------------------------------------+

If you are at the transaction type menu, you can select the "PAYMENT" menu item, enter a $0.00 payment amount, and then select the "OTHER - Pay Other Charges" option from the "Select Charge to Pay" menu.

+-----------------------Select Charge to Pay------------------------+ | AUTO Auto Allocate Payment | |-------------------------------------------------------------------| | DUES Membership Dues for Aug/2000 - Sep/2000. Owed: $52.00 | |-------------------------------------------------------------------| | OTHER Pay Other Charges | +-------------------------------------------------------------------+

After "ADD" or "OTHER" is selected, the finance codes are displayed, and you are asked to select the item that you want to charge and pay. For example, you want to apply the $2.50 to "BOOKS". Select the "BOOKS" finance code from the menu.

+----------------Select Finance Code-----------------+ | . . . . . . . | | UBC01444 ARRS_LTR_2 Arrears Letter 2 | | UBC01444 BOOKS Carpenter books | | UBC01444 BOOK_MEM Member chg for new book | | . . . . . . . | +----------------------------------------------------+

You are now asked for the amount to apply to the "BOOKS" item.

1) Carpenter books CHRG & PAY 1) Payment amount? ____

If you are completing a payment entry, and had selected the "ADD" option to allocate the unapplied money, the default payment amount is the unapplied amount. Press [Enter] to accept the default amount if it is correct, or enter the amount that you want to apply to the charge.

After the payment amount is entered, the screen shows:

1) Carpenter books CHRG & PAY $2.50 +------------------------------------+ | DONE finished applying payment | | CHNG change a payment item | | DEL delete a payment item | +------------------------------------+ Total payment amount applied

Select "DONE" to complete the payment entry and post the payment. The system will automatically create the charge entry and apply the payment to the created charge.

If there was additional unapplied money, you could pay other charges, or leave it as unapplied.

"CHNG" is used to change an item already selected for payment. If "CHNG" is selected, you are asked which payment item you want to change.

+Select Payment to Change+ | 1 | +------------------------+

You can then select the item that you want to change, and make changes.

13.2.5 Applying Payments - Moving an Applicant to Member When Initiation Fees Paid

The following charges are shown for an applicant.

Date Charge For For Months Charged Owed 09/06/2000 Initiation fee 225.00 100.00 09/06/2000 Membership Dues Aug/2000 - Aug/2000 26.00 26.00 09/06/2000 Membership Dues Sep/2000 - Sep/2000 26.00 26.00

A $100.00 payment is entered to pay the balance owing for initiation fees.

The $100.00 payment is applied to initiation fees.

+-----------------------Select Charge to Pay------------------------+ | AUTO Auto Allocate Payment | |-------------------------------------------------------------------| | DUES Membership Dues for Aug/2000 - Sep/2000. Owed: $52.00 | | | | Charge For Date Charged Owed | | Charge For Date Charged Owed | | Initiation fee 09/06/2000 225.00 100.00 | |-------------------------------------------------------------------| | OTHER Pay Other Charges | +-------------------------------------------------------------------+

Post the payment.

1) Initiation fee PAYMENT $100.00 +Post these payments+ | Yes | | No | +-------------------+

After the payment is posted, you are asked if you want to move the applicant to member status.

1) Initiation fee PAYMENT $100.00 +Move Applicant to Member+ | Yes | | No | +------------------------+ Last Initiation Fee Payment Made

Select "Yes" to move the applicant to member status right now.

Select "No" if you do not want to move the applicant at this time.

If "Yes", you are asked for the information that is necessary for moving an applicant to member status. The following are the prompts that are displayed.