Create Receipt Prompts

Receipt Reference

• Clerk Initials - Displays the clerk initials for the employee entering the receipt.
  Note: For a pet license, enter the initials of the clerk entering the pet license.

• Received From - Displays the name of the person providing the payment for your reference.

• Description - Displays the description associated with the receipt.

• Transaction Total - Displays the total dollar amount for the receipt for your reference.

• Receipt Number - blank

Enter Payment Details

Note: If a payment is split between multiple payment types, enter a line for each type and enter the dollar amount for the type.  For example, if a person makes a payment where part of the payment is by check and part of the payment is by credit card, enter a line for the check with the amount and a separate line for the credit card payment and the amount.

Type

To specify a credit card payment that is received for the transaction, click Credit Card in the drop-down list.

Payment Types are:

Cash, Check, Credit Card

Check #

Leave blank for credit card payments and cash. If payment type is check, enter the check number. (up to 6 characters)

Amount

Displays the amount of the payment. (5.2 numeric) If the total is split between payment types, enter the amount for this payment type.

Don't Submit

Authorization Code

Don’t Submit and the Authorization Code fields work together to indicate that a credit card payment was manually authorized and has already been submitted to the card processor. Please leave Don’t Submit unchecked and the Authorization Code blank unless you are processing a credit card payment that was called into the card processor.  
If the card information was called into the processor, then click Don’t Submit box and enter the authorization code that the card processer issued.

Payment Total

Displays the total payment amount.

Cash Amount Tendered

Displays the total dollar amount of the cash payment, if applicable.

Change

Displays the dollar amount of change due if there was a cash overpayment.  

To finish and continue to credit card payment entry, click Finish.

Credit Card Processing

If you are processing a credit card payment, the Payment Processing window displays.  Enter the credit card billing information and in another step if you have a card reader you can swipe the card or you can enter the credit card number, expiration date and verification code.

Customer Billing Information

The following fields are filled in from the receipt information, if available, but can be edited.  It's important to note that the information entered here should match the billing information for the credit card in order for the payment transaction to be accurately processed.

• Name - The name must match the name on the credit card

• Billing Address 1 & 2

• Billing City, Country, State, Zip / Postal Code

• Phone Number, Fax Number

Email Address

To have a receipt emailed to the recipient, enter the email address.

Note:  A printed receipt is also available if your office is set up for that.

Credit Card Information

To swipe the credit card, click within the credit card information window and then swipe the card in the card reader.  When the credit card is read the fields below automatically fill in.  

Or, if you do not have a credit card reading device, enter the information below.

Note:  Each field is validated and can only be processed, if it is correct.  If the credit card information is not being accepted, check to make sure the billing name matches the name on the credit card.  

Credit Card Type

Select the type of credit card.

Credit Card Number

Enter the card number.

Expiration Date

Enter the expiration date as shown on the card.

Name on Card

enter the name as it appears on the credit card.

To complete entry, click Continue.

Important:  After clicking continue, the payment verification window opens.

Credit Card Payment Verification Step

to accept the information and process the credit card payment, click Make Payment.

Or, to cancel the payment, click Cancel Payment  .

Or, to edit the payment, click Edit .

Receipt Confirmation Page

The receipt confirmation page displays, which can be printed for the recipient, if needed.

To close the credit card processing window and return to the Create Receipt screen on your system, click Continue.

The following messages display to let you know that the process completed:

Click Ok to finish the credit card processing.

Notes:

If an email address was entered, a confirmation receipt is sent to the address.

If the print receipt option was selected and your office is set up to print receipts, a receipt is printed.

Email Receipt Example:

Manual Credit Card Authorization

If you cannot connect to the Internet to process a credit card payment electronically, you can contact the processor and provide them with the credit card information.  The processor will provide you with an authorization code that you can enter when you enter the receipt in Cash Receipts Entry or Quick Cash.

1.  At the Create Receipt window, select Credit Card as the payment type.

2.  Click to check the Don't Submit box to indicate the transaction has already been submitted to the processor.

3.  Enter the authorization code that the processor issued.

4.  Then, enter the payment amount(s).

5.  Click Finish to complete the transaction.

Reversing a Credit Card Payment

You cannot electronically process a reversing credit card payment.  Instead, you will need to do a manual credit card reversal by calling the card processor and giving them the reversal information.  The processor will provide an authorization code for the transaction.  Then, you can enter a negative receipt by following the manual credit card authorization steps above.