Cash Entry Window
Summary
Following the process outlined below, counter payments can be submitted using CivicPay Pad, Springbrook's point-of-sale credit card terminal.
Related Links
Click here for information on setting up the CivicPay Pad credit card terminal.
Click here for information on creating a receipt.
Step by Step
1 Create the receipt and populate the details. 
- Once you have created the receipt for the customer account and entered all the receipt details, you can process a payment with CivicPay Pad. Click here for more information about the receipting process.
2 Receive payment via CivicPay Pad.
- Confirm the Amount field in the Payments section displays the correct payment amount.
- Only one credit card can be used per transaction. If a customer would like to use multiple cards, create a partial payment transaction for each card being used.
- Click the Pay with Terminal icon
.- This will open a Card Terminal Request window on the Station screen and display an Insert/Tap/Swipe Card/Device message on the CivicPay Pad terminal.
- The Receipt Information section will display CARD MODE status while processing the credit card transaction.
- TIMEOUT ERROR: If the customer fails to insert or swipe their credit card in a timely manner, a timeout error will display. At this point, you can click the Retry button to give the customer another chance to insert or swipe their card. You can also choose to change the payment method to Cash/Check or to void the receipt.
- DECLINED CALL AUTH CENTER ERROR: If the customer successfully inserted or swiped their credit card but the transaction was declined by the bank that issued the card, a declined error will display. At this point, you can click the Retry button to give the customer another chance to insert or swipe a different credit card. You can also choose to change the payment method to Cash/Check or to void the receipt.
- Once a payment has been successfully submitted, print the receipt.
- The receipts that will print depend on how the Cash Receipts module is set up.
- If the Automatically Print Receipt on Save toggle is checked (UB> Maintenance> Operator> Maintenance section), the receipt printer will print all receipts and endorsements set up as default slips on the Slip Maintenance window (CR> Maintenance> Slip> Default Slip toggle), all slips attached to payment methods used on the receipt (CR> Maintenance> Pay Method> Slips section), and slips attached to any type code attached to the receipt.
- If the Automatically Print receipt on save toggle is not checked on the Operator Maintenance window, the receipt printer will only print out the slips that are attached to the payment type, and type codes on the receipt.
- The receipts that will print depend on how the Cash Receipts module is set up.
3 Complete the receipt.
- Enter a Receipt Number in the Receipt Information section. The Receipt Number field will be disabled and the receipt number will populate automatically when the receipt is saved if the Cash Receipts module is set up to auto-number receipts.
- The Cash Receipts module is set up to auto-number cash receipts in CR> Utilities> Setup> Auto Number Receipts toggle.
- Enter the receipt date in the Date field. This field will default to the current date.
- Press ENTER to save the receipt when complete.
- The receipts that will print depend on how the Cash Receipts module is set up.
- If the Automatically Print Receipt on Save toggle is checked (UB> Maintenance> Operator> Maintenance section), the receipt printer will print all receipts and endorsements set up as default slips on the Slip Maintenance window (CR> Maintenance> Slip> Default Slip toggle), all slips attached to payment methods used on the receipt (CR> Maintenance> Pay Method> Slips section), and slips attached to any type code attached to the receipt.
- If the Automatically Print receipt on save toggle is not checked on the Operator Maintenance window, the receipt printer will only print out the slips that are attached to the payment type, and type codes on the receipt.
- The cash drawer will open automatically when the receipt is saved if the Open cash drawer after save toggle is checked on the Operator Maintenance window (CR> Maintenance> Operator).
4 Track any changes to the receipt.
- Click the Audit Trail
icon to open the Cash Receipts Audit Trail window. - The Audit Trail window is used to track any changes made to the receipt record.
- Use the Search Criteria section to sort the displayed audit history.
- The Audit Trail History section will provide details about any changes made to the receipt record including the date of the change, type of change made, user that made the change, and data table that was edited.
5 Add attachments to the receipt.
- Click the Attachments icon
to add or maintain any attachments associated with the receipt. This will launch the Attachments Maintenance window. Click here for information on attachments.
6 Commit the Cash Receipts batch.