Payment Types

Payment Types are an optional feature in OpenAir and display in Application Settings in Expenses and Invoices. This functionality lets you select a payment type such as Cash, Credit Card, or Check on a receipt in the Expenses application or on an expense charge in the Invoices application.

Payment types are primarily used by your Accounts Payable or Accounting group to indicate how items were paid for by employees as this may determine the categorization of expenses in the accounting system. An example is a company credit card, which indicates the Accounting organization may need to issue a payment to the credit card company instead of the employee, depending on your company's policy regarding use of the credit card. OpenAir has pre-defined a number of common payment types, but you can modify these and create new items per your company's needs.

To enable Payment types:

1. Go to Administration > Application Settings > Expenses > Other settings and select the switch to Require a payment type selection on receipts.

To create a Payment type:

1. Go to Administration > Application Settings > Expenses > Payment types.

2. Select New Payment type from the Create Button.

3. Enter the Payment type name.

4. Select the check box for Active payment type.

5. If desired, select the check box for Default payment type, which automatically displays this payment type on new receipts. This is not required.

6. Add any Notes regarding this payment type, if desired.

7. Select the Default receipt status from the drop-down list if desired. Values are: None, Reimbursable, and Non-reimbursable. The Company credit card example noted above may be set up as a default receipt status of Non-reimbursable if your company pays the company credit cards centrally through your Accounting department.

To create a Payment type custom field:

1. Go to Administration > Global Settings > Custom Fields.

2. Select New Custom field from the Create Button.

3. Select Payment Type using the Add a custom field to drop-down list.

4. Under the Type of field to add drop-down, select the type of custom field desired, and click Continue.

5. Enter the Field name and Display name, complete any other necessary fields.

6. Click Save.