Setting Up Tender Sources

A unique Tender Source must exist for every potential source of funds. For example,

• Every cashiering station will have a unique tender source.

• Every lock box will have a unique tender source.

• Your remittance processor will have a unique tender source.

• If you allow taxpayers to pay bills automatically (e.g., via EFT), you'll need a tender source for each institution to which you route automatic payment requests. For example, if you route automatic payment requests to the automated clearinghouse (ACH), you'll need a tender source for the ACH.

For example, if you have 3 lock boxes, 2 cash drawers at an area office A, 2 cash drawers at area office B, and a single remittance processor, you'd need the following tender sources:

To set up a tender source, select Admin Menu > Tender Source .

Description of Page

Enter an easily recognizable Tender Source and Description for the tender source.

Define the Tender Source Type. Valid values are: Ad Hoc, Auto Pay, Online Cashiering and Lockbox. The system uses this information to prevent tender controls from different sources from being included under the same deposit control. In other words, you can't mix ad hoc, automatic payment, cashiering and lockbox tenders under the same deposit control.

If the source is an external system (e.g., a lockbox or an automatic payment destination), use External Source ID to define the unique identifier of the source. The background process that interfaces tenders from this source uses this information to create the appropriate tender control when it interfaces payments from external sources.

If this source is a cash drawer, define the Default Starting Balance. This balance is defaulted onto new tender controls and may be overridden.

If this source is a cash drawer, define the Max Amount Balance. When the amount of cash-like tenders in a cash drawer exceeds this balance, a warning is issued to remind the cashier to turn in some of the funds to a tender control.

Define the Currency Code of tenders linked to this source. All tenders in a source must be of the same currency.

If this tender source is associated with payments that are interfaced from an external source (e.g., a lockbox or a remittance processor), use Suspense Obligation to define the obligation whose account will hold uploaded payments with an invalid account. Refer to Payment Upload Error Obligations for more information about suspense obligations. Also note, because the payment upload process simply books payments that reference invalid accounts to the account associated with this obligation, this account should belong to an account type with the appropriate payment distribution algorithms. This may entail creating a new account type that will only be used on these "suspense accounts". This account type would need the following algorithms:

• We'd recommend using a simple payment distribution algorithm like PYDIST-PPRTY (distribute payment based on obligation type's payment priority).

• We'd recommend using an overpayment distribution algorithm like OVRPY-PPRTY (distribute overpayment to highest priority obligation type).

Define the Bank Code and Bank Account into which the tender source's moneys will be deposited. The bank account defines the distribution code used to build the GL details for the payment. Refer to The Source of GL Accounts on Financial Transactions for more information. Note that the bank code and bank account can later be overwritten when entering Tender Deposits on Deposit Control.

If this tender source is associated with payments that are interfaced from an external source, for example tender sources associated with Auto Pay and Lockbox Tender Source Types, the information is also used as follows:

• The payment upload process uses this information to populate the bank and bank account when it creates deposit control records for the tender controls it creates during the interface. Refer to Managing Payments Interfaced From External Sources for more information.

• The automatic payment interface uses this information to populate the bank and bank account when it creates deposit control records for the tender controls it creates during the interface.

Where Used

Follow this link to open the data dictionary where you can view the tables that reference CI_TNDR_SRCE.