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Payment codes let you set up recurring payments for customers who you receive regular funding from. Examples include financial aid, scholarships, and ACH withdrawals.

If you are tracking families, payment codes are associated with a family record. Once attached to a family, you can generate payments from the codes.

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titleTo define payment codes
  1. Under Advanced Tools, click the Define Lists tab.
  2. Select Accounts Receivable from the drop-down list and click Go .
  3. Click Payment Codes, then Add.
  4. Enter the information for the new code. Use the field descriptions in this topic for reference.
  5. Click OK, then Close.
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titleTo delete payment codes
  1. Under Advanced Tools, click the Define Lists tab.
  2. Select Accounts Receivable from the drop-down list and click Go .
  3. Click Payment Codes, then select the code you want to delete.
  4. Click Delete, and confirm the action. If customers are currently assigned the code, the program notifies you.
  5. Click Close.
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titleTo print a list of payment codes
  1. Under Advanced Tools, click the Define Lists tab.
  2. Select Accounts Receivable from the drop-down list, then click Go .
  3. Click Payment Codes, then Print.
  4. To include a list of the individuals assigned to each code, click Include Detail?
  5. To include inactive codes, click Include Inactive Lists?
  6. Click Preview to view the report on screen or Print to send the report to your printer.
  7. Click Close.
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titleAdditional Field Information


Payment code
Enter the next available code. This can be up to six alphanumeric characters long. If you use numbers of fewer than six characters, leading zeros are inserted.

Pay Type
In the Pay Type drop-down list, select the payment code's pay type.

Payment Description
Enter a phrase that sums up the purpose of the payment code: "Financial Aid," for example. This description displays on transactions, inquiries, statements, etc.

Fee Description
Select a fee to associate with this payment code for general ledger posting. You can set up fees in the Define Lists window.

Default Frequency/Amount
Enter the frequency and amount to use when assigning this code to customers. These are only defaults, and you can change them on a customer-by-customer basis after they are assigned.

Transfer from scholarship account
If setting up a payment credit for a scholarship, you can post a scholarship transfer when posting the credit. You could use this if the scholarship money is currently held in a liability or restricted account in the general ledger and you would like to move it to the revenue account of the invoice to which the credit will be applied. Whether cash or accrual, the transfer debits the scholarship account and credits the invoice's income account.

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Related topics
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Defining Discounts in Accounts Receivable
Defining Fees in Accounts Receivable
Defining Mass Billing Codes in Accounts Receivable
Defining Grade Levels in Accounts Receivable
Defining Individual Lists in Accounts Receivable
Using the Mass Assign Assistant