Change the basis for providing change.The application needs at least one payment type that's set up to give change for each bank or bank and GL combined deposit combination. The option that you select depends on if your organization is using bank accounts to record payments. Some organizations will use different bank accounts to record transactions for cash, checks, and credit cards while other organizations will use a bank account and a GL combined deposit code to record those same transactions. 

Why do I need a payment type that gives change? You need at least one payment type to give change so you can balance the payment amounts received during payment entry with the distribution amounts. When the payment amount is more than the distribution amount, the change amount is displayed in the cash column of the payment register so you can balance the check amount totals to match the report totals. 

Usually, most organizations will use the set up the payment type for cash to give change. If your organization doesn't use a cash payment type, then the option to give change must be selected on at least one payment type even if you usually wouldn't think of setting up the payment type to give change. See the following examples for how payment types may be set up if the basis for providing change is based on the bank and GL combined deposit or providing change is based only on the bank. 

Using the bank and GL combined deposit option

This option will require one payment type to give change is set up for each bank and GL combined deposit combination. Connect will treat each bank and GL combined deposit combination as a new bank option, which means you will need to set up one payment type to give change for each new bank option.  

Example: City ABC has one bank and it uses the GL combined deposit to create three separate deposits. Bank 1, GL combined deposit A has payment types for cash, check, and credit card and the payment type for cash is set up to give change. Bank 1, GL combined deposit B has payment types for check and credit card. This type of setup may exist if City ABC has a cashless workspace. Because Bank 1, GL combined deposit B needs a payment type that is set up to give change, City ABC sets up the payment type for checks to give change even though the cash receipting clerk will not be giving any change. Bank 1, GL combined deposit C only has one payment type for credit cards, so City ABC sets up the payment type for credit card to give change change. 

• Payment type - Cash, gives change

• Payment type - Check, does not give change

• Payment type - Credit Card, does not give change

• Payment type - Check, gives change

• Payment type - Credit Card, does not give change

• Payment type - Credit Card, gives change

Setting up the application to give change based on the bank and GL combined deposit

1. Open Connect Cash Receipting > Organization > Organization.

2. Use the Provide Change Based On menu to select Bank and GL Combined Deposit. 

Provide Change Based On

3. Click Save  (CTRL+S). 

The default option to provide change is updated to look at the bank and GL combined deposit combination instead of only looking at the bank. The next step is to review the payment types. Make sure there is one payment type selected to give change for each new bank and GL combined deposit combination. [More]

Using the bank option

This option will require one payment type is set up to give change for each bank. Use this option if you are not using the GL combined deposit option. 

Example: City XYZ is set up to provide change based on the bank. City XYZ has three banks. Bank 1 has payment types for cash, check, and credit card and the payment type for cash is set up to give change. Bank 2 has payment types for check and credit card. Normally, the payment type for cash is set up to give change but since Bank 2 does not have a payment type for cash, City XYZ sets up the payment type for checks to give change. City XYZ knows that they don't normally give change for a check and they also know that at least one payment type for each bank must be set up to give change, so they set up the payment type for checks as the payment type that will give change. Bank 3 only has one payment type for credit card and they set up the payment type for credit card to give change. 

• Payment type - Cash, gives change

• Payment type - Check, does not give change

• Payment type - Credit Card, does not give change

• Payment type - Check, gives change

• Payment type - Credit Card, does not give change

• Payment type - Credit Card, gives change

Setting up the application to give change based on the bank and GL combined deposit

1. Open Connect Cash Receipting > Organization > Organization.

2. Use the Provide Change Based On menu to select Bank. 

Organization, Provide change based on bank

3. Click Save  (CTRL+S). 

The default option to provide change is updated to look at the bank and GL combined deposit combination instead of only looking at the bank. The next step is to review the payment types. Make sure there is one payment type selected to give change for each new bank. [More]

Troubleshooting

Error: Update change payment type

A payment type is set up to give change for the selected bank and GL combined deposit combination.

• Clicking Yes will remove the option to give change from the original payment type to the new payment type.

• Clicking No will leave the option to give change assigned to the original payment type. 

Error: A payment type needs to be set up to provide change. Each bank and GL combined deposit requires only one payment type that is set up to give change. 

For each bank and combined GL deposit combination, you will need one payment type that is set up to give change. You are receiving this error message because the selected bank and GL combined deposit does not have a payment type that is set up to give change. 

To fix this error, choose a payment type for the selected bank and GL combined deposit that will give change. And then, open the payment type and select the Use this payment type to give change checkbox. 

Payment types, Payment type is set up to give change

You are receiving this error message because you have more than one payment type set up to give change for the selected bank and combined GL deposit. To fix the error, choose which payment type should be set up to give change and then remove the option to give change from the remaining payment types for the selected bank and combined GL deposit. When you're done, you should only have one payment type that gives change for each bank and GL combined deposit. 

Payment types, Payment type is not set up to give change

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