4Setting Up Payments

Payment Setup Overview

Agencies typically charge fees for services such as performing inspections and granting permits.

To set up your application to accept payments for these fees you must:

• Enable delivered payment gateways.

  See Managing Payment Gateways.

• Set up payment adapters.

  See Setting Up Payment Adapters.

• Set up payment options at the agency and department level.

  See Setting Up Agency Payment Options and Setting Up Department Payment Options.

Note: For payments made using credit cards, additional setup is required. For detailed instructions on this setup, see Public Sector Compliance and Regulation: Financial Integrations.

Managing Payment Gateways

Payment gateways facilitate payment transactions by authorizing the payment between you and your customer.

You can view, enable, and disable pre-configured payment gateways on the Gateway page.

Enabling and Disabling Payment Gateways

1. Select Payment Setup > Payment Gateway.

2. Click a row on the Gateway page to review the details for a payment gateway.

   On the Summary tab, you can enable and disable the payment gateway using the Enabled switch.

   Note: Disabling a payment gateway also disables any payment adapters associated with it.See Setting Up Payment Adapters.

Setting Up Payment Adapters

Payment adapters enable you to define attributes for your payment gateway that are used during payment processing. You should define a separate payment adapter for each merchant ID associated with a payment gateway. You add, modify, and delete payment adapters on the Payment Adapter page.

Adding a Payment Adapter

1. Select Payment Setup > Payment Adapter.

2. On the Payment Adapter page, click Add.

3. On the Adapter Summary tab, enter information for the following fields:

   Page Element	Description
   Adapter Name	Enter a name for the payment adapter.
   Gateway Name	Select the delivered payment gateway that you want to use for this payment adapter.
   Adapter Mode	Select whether the payment adapter is in Live or Test mode.

4. Turn the Enabled switch on to make the row available as a lookup value on other pages.

5. Access the Adapter Configuration tab and click Add to add a configuration for the payment adapter.

6. Enter an ID, name, and value for the configuration.

7. Access the Adapter Method tab and click Add to add a payment method for the payment adapter.

8. Enter information for the following fields:

   Page Element	Description
   Payment Method	Enter a name for the payment method.
   Service Charge Percent	Enter the percentage of the payment that is added as a service charge for this payment method.
   Service Charge Amount	Enter a flat service charge amount for the payment method.
   Service Charge Currency	Enter the currency of the service charge.
   Service Charge Description	Enter a description of the service charge.
   Special Instructions	Enter any special instructions associated with the payment method.
   Redirect

9. Click Save.

Modifying a Payment Adapter

1. Select Payment Setup > Payment Adapter.

2. Click a row on the Payment Adapter page.

3. You can:

   • Update the field values on the Adapter Summary.

     Note: You cannot edit the Adapter Name field.

   • Enable or disable the payment adapter using the Enabled switch. Only enabled payment adapters are available on other pages.

   • Access the Adapter Configuration tab and click a row to update the configuration value, or delete a configuration.

   • Access the Adapter Method tab and click a row to update the payment method field values, or delete a payment method.

   • Delete the payment adapter. You will be prompted to confirm the permanent deletion.

4. Click Save.

Deleting Payment Adapters

1. Select Payment Setup > Payment Adapter.

2. Click Edit.

3. Select the check boxes next to all the payment adapters you want to delete.

4. Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Agency Payment Options

Define how your agency handles each payment method that it accepts.

You add, modify, and delete agency options for payment method on the Agency Payment Options page.

Adding Agency Payment Options

1. Select Payment Setup > Agency Payment Options.

2. On the Agency Payment Options page, click Add.

3. Enter information for the following fields:

   Page Element	Description
   Agency ID	Select the ID of the agency for which you are adding a payment option.
   Payment Method	Select the payment method that the payment options apply to. Note: The CASH payment method represents cash drawer payments, which can be made using cash, personal checks, or cashier’s checks.
   Payment Adapter ID	Select the payment adapter that you want to use for this payment option. For more information on payment adapters, see Setting Up Payment Adapters. Note: This field is unavailable for the CASH payment method.
   Cashier Session Number Rule, Cash Receipts Number Rule, and Deposit Slip Number	Select the autonumbering rules that the agency uses to generate numbers for cashier sessions, cash receipts, and deposit slips. For more information on autonumbering, see Setting Up Autonumbering. Note: These fields are available for only the CASH payment method.
   Payment Reference Prefix	Specify the prefix that is used when generating the payment reference value. This four-character prefix forms part of the 30-character payment reference that is generated for every payment transaction. The default value is EPAY but you can modify it.
   Default Payment	Select the default payment type used for payments made through a cashier. Valid values are: CASH (cash) CSCK (cashier’s check) PRCK (personal check) Note: This field is available for only the CASH payment method.
   Reopen Cashier Session	Turn this switch on to allow suspended and closed cashier sessions to be reopened. Only unreconciled cashier sessions can be reopened. Note: This switch applies only to the CASH payment method. If you select this option for any other payment method, you will receive an error message when you try to save.
   Require ID Verification	Turn this switch on to require ID verification when accepting personal checks or cashier’s checks. Note: This switch applies only to the CASH payment method. If you select this option for any other payment method, you will receive an error message when you try to save.

4. Click Save.

Modifying Agency Payment Options

1. Select Payment Setup > Agency Payment Options.

2. Click a row on the Agency Payment Options page.

3. You can:

   • Update the payment option field values.

     Note: You cannot edit the Agency ID and Payment Method fields.

   • Delete the payment option. You will be prompted to confirm the permanent deletion.

4. Click Save.

Deleting Agency Payment Options

1. Select Payment Setup > Agency Payment Options.

2. Click Select Multiple.

3. Select the check boxes next to all the agency payment options you want to delete.

4. Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Department Payment Options

You add, modify, and delete department payment options on the Department Payment Options page.

Adding Department Payment Options

1. Select Payment Setup > Department Payment Options.

2. On the Department Payment Options page, click Add.

3. Enter information for the following fields:

   Page Element	Description
   Agency ID	Select the ID of the agency for which you are adding a department payment option.
   Department	Select the department for which you are adding a payment option. For more information on departments, see Setting Up Departments.
   Payment Method	Select the payment method for this payment option.
   Payment Adapter ID	Select the payment adapter you want to use for this payment option. See Setting Up Payment Adapters. Note: This field is unavailable if you select CASH in the Payment Method field.
   Cash Receipts Number Rule	Select the autonumbering rule that the department uses to generate numbers for cash receipts. For more information on autonumbering, see Setting Up Autonumbering. Note: This field is available only if you select CASH in the Payment Method field.
   Payment Reference Prefix	Specify the prefix that is used when generating the payment reference value. This four-character prefix forms part of the 30-character payment reference that is generated for every payment transaction. The default value is EPAY but you can modify it.

4. Click Save.

Modifying Department Payment Options

1. Select Payment Setup > Department Payment Options.

2. Click a row on the Department Payment Options page.

3. You can:

   • Update the payment option field values.

   • Delete the payment option. You will be prompted to confirm the permanent deletion.

4. Click Save.

Deleting Department Payment Options

1. Select Payment Setup > Department Payment Options.

2. Click Edit.

3. Select the check boxes next to all the department payment options you want to delete.

4. Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Cash Drawers

Cash drawers enable you to logically separate cash and checks handled by your cashiers. They are not linked to a physical cash drawer. You add and modify cash drawers using the Cash Drawer page.

Adding a Cash Drawer

1. Select Payment Setup > Cash Drawer.

2. On the Cash Drawer page, click Add.

3. On the Cash Drawer Details page, enter values for the following fields:

   Page Element	Description
   Cash Drawer ID and Description	Enter a unique ID and description for the cash drawer.
   Currency	Select the currency that the cash drawer accepts.
   Tolerance Amount	Define the acceptable amount of overage or shortage during the cash drawer reconciliation process. If the amount that the cash drawer is over or under is within the tolerance amount, then the cashier can complete the reconciliation process without intervention from a manager.
   Cash Reconciliation	Select how cash is reconciled for the cash drawer. Options are: One Cashier Session per Cash Drawer: Select to allow only one cashier session per day for this drawer. Once a cashier session associated with it has been closed, the drawer can be associated with a new session on a new date. Multiple Cashier Sessions per Cash Drawer: Select to allow multiple cashier sessions to be open per day for this drawer. Only one cashier session can be open at a time. If there is an existing session open for a drawer, you can’t open a new session until the existing session is closed.

4. (Optional) Turn the Enabled switch off to make the row unavailable as a value on other pages.

   New rows are enabled, by default.

5. Click Save.

Modifying a Cash Drawer

1. Select Payment Setup > Cash Drawer.

2. Click a row on the Cash Drawer page.

3. On the Cash Drawer Details page you can:

   • Update the cash drawer field values.

     Note: You cannot edit any of the fields for a cash drawer that is assigned to an open cashier session.

   • Enable or disable the cash drawer. You can use only enabled cash drawers on other pages.

   • Delete the cash drawer. You will be prompted to confirm the permanent deletion.

     Note: The Delete button is unavailable for a cash drawer that is assigned to a cashier session.

4. Click Save.

   Note: The Save button is unavailable for a cash drawer that is assigned to an open cashier session.