Payments

The Payments Code Table is used for setting up various forms of payment types. Such as credit cards, cash, debit, cheque, other, etc. The result value is the full description of the payment type. The lookup value is the abbreviated form that is found throughout Theatre Manager. The account column displays the GL accounts that revenue for a particular membership is sent to. The description column describes the GL account.

The result values of American Express, Diners Card, MasterCard, Discover Card, and Visa Card should be associated with the corresponding lookup values of AMEX, DINER, MCARD, DISCR, and VISA. This will ensure that Theatre Manager validates for the required number of numbers, and have the correct numeric algorithm. An error message is displayed if the numbers are not entered correctly, as this will assist in payments entered incorrectly. If the lookup values for these card types are changed, this verification does not occur. Other card types do not have automated edits.

Inserting a New Payment Type

1. Create a general ledger account number

   Entering a new payment type in Code Tables requires entering a General Ledger Account number for the card type in the Chart of Accounts.

2. Open Code Tables

    Click Here to learn how to access the Code Tables Window.

3. Click on the payments tab

   As seen at top of page.

4. Click the Insert Button on the toolbar

   The Entry of Payment Description Window will open.

   

5. Enter the payment code

   This is the short form of the payment description. This text appears as the code table lookup value.

6. Enter the payment description

   This is the full description of the type of payment that you are creating. This text appears as the code table result value.

7. Enter the GL account number

   This is the GL number that you should have created in step one. Type in the full 8 digit account number here, or you can use the drop down list on the right side of this field to manually select the account number.

8. Select the payment type

   Click on the radio button that best describes the type of payment method you are inserting. If you have selected card then continue at step 9. If you selected Other then continue at step 10.

9. Select mandatory fields

   If a customer is paying via credit card, you must decide which credit card fields must be entered before payment can be accepted. The fields you may make mandatory are credit card number, credit card expiry date, credit card authorization number, and process card via credit card server. The last selection is available using Theatre Manager's Credit Card Authorization. Selecting yes for any of these fields makes them mandatory fields. Go to step 10.

10. Theatre Manager will separate out Allocation for Royalty reports.
    
    If you wish to have Theatre Manager do this for this payment type, click 'Yes' to Include on Royalty Allocation Report.
    
    
11. Click Save

    The new payment type has now been created and is ready for use.

Deleting a Payment Type

Payment types cannot be deleted once they have been used. If you wish to dicontinue a payment type disable it, Click Here to learn how.

1. Select the payment type that will be deleted

    

2. Click the Delete Button on the toolbar

   The following warning window will appear.

   

3. Click Yes to Delete the payment type

   The payment type is now deleted. Clicking No will abort the deletion.