Accounts Receivable - Cash Codes
A Cash Code defines a payment type. For example, cash, A/R (dealership credit) or credit card. You input cash codes at the time of invoicing to identify the payment type. You can also configure A/R Agency on the Cash Codes screen, however only certain cash codes can be associated with an A/R Agency.
To open the Cash Codes screen ,navigate to Configuration > General Ledger > Accounts Receivable > Cash Codes. Use the search bar on the Cash Codes screen to search by location, cash code or description.
Click the 
button to filter results based on these criteria:
| Field | Description |
|---|---|
| Include Inactive | Whether to include inactive codes. |
| Location |
Filter results by proximity. |
| Cash Code | Filter results by cash code used. |
| Description | Filter results by key word descriptions. |
Selecting an entry expands the list and displays these details:
| Field | Description |
|---|---|
| Signature Required |
If Yes, a signature must be captured whenever the G/L account associated to the selected cash code is used on an invoice or work order. If you are licensed for VESign, then the Signature button is replaced by the VESign button, regardless of the setting in this field. |
| Charge Account | The G/L account that will be posted to by invoices using the selected Cash Code. |
| Rental Charge Account | The G/L account that will be posted to by rental invoices using the selected Cash Code. |
| Agency | Select from a list of available credit agencies that have been defined within IntelliDealer. See Customer Profile: Maintain Agency Parameters. |
| Hold on Rebill | If selected, whenever the selected cash code is used on a rental contract no invoices are generated when re-billing the contract until an authorization number is entered into the system (the contract is put on hold.) |
| Parts Transfer Account | The accrual G/L account that is used when parts are transferred between locations. |
Use the Create enter a new cash code.
Click the pencil icon next to a cash code to edit it. The fields available for edit vary depending on the type of cash code. Refer to the specific interface documentation for details where applicable. The basic editable fields are:
| Field | Description |
|---|---|
| Description | Provide keyword descriptions for the search. |
| Charge Account |
The G/L account that will be posted to by invoices using the selected Cash Code. In the case of Cash Code 4, which represents a counter Lost Sale, the Charge Account is irrelevant since no entries are posted for a Lost Sale. |
| Rental Charge Account | The G/L account that will be posted to by rental invoices using the selected Cash Code. |
| Default Vendor for Part Adds |
When adding a new part, this is the default vendor used, unless a more specific scenario has been configured in Configuration > Parts > Profile > PartAdds. This setting is only accessible on cash code 1. Use a vendor number which is not one of the common parts lines carried by your dealership. If the vendor number entered here is used for a majority of parts in the system, it could prove difficult to detect a wrong vendor number on a quick added part. Users in the Parts Department should also be trained to watch the vendor numbers being used on quick added parts. |
| Currency |
A valid Currency in the Currency table Can only be accessed if a password cash code window has been entered. Requires Currency Cash Receipt Account to be set. |
| Signature Required |
Select this check box if a signature is required. A signature may be required on a variety of documents and other settings may need to be configured by user group security. Types of documents include all quotes and invoices as well as traffic tickets. |
| Location | The location of the dealership where this cash code is to be used. |
| Default Service Charge Account |
The G/L default account that work orders will be posted to code for this code if no other account is specified on the work order or defaulted from the customer’s agency. This setting is only applicable to service-specific codes:
|
| Service Work in Process (WIP) Account |
The work in process G/L account to be used by work orders using the selected Cash Code. Unless the location has been configured as ‘Cost’ in Configuration > Service > General > Work In Process. In the case of Cash Codes 0 and 6, which represent Lost Sales, the WIP account is irrelevant, since no entries get posted for a Lost Sale. For simplicity, use the same WIP account for all codes. |
| Default Sale Account for Part Adds |
When adding a new part this is the default sale G/L account used (unless more specific scenario has been configured in Configuration > Parts > Profile > PartAdds. This setting is only accessible on cash code 1. Use a parts sale account which is not used by one of the common parts lines carried your dealership. If the account code entered here is used for a majority of parts in the system, it could prove difficult to detect a wrong account on a quick added part. |
| Currency Cash Receipt Account |
An active account in Account profile and Chart of Accounts. It must also not be loaded as A/R account in SPECACCT. Can only be accessed if a password cash code window has been entered. Requires Currency to be set. |
| Hold Rental Contract on Rebill | If selected, whenever the selected cash code is used on a rental contract no invoices are generated when re-billing the contract until an authorization number is entered into the system (the contract is put on hold.) |
| Cash Code |
Cash Codes that cannot be associated with an Agency or Charge type are: 0, 2, 3, 4, 5, 6, 7, 8 Cash Codes that can be associated with an Agency or Charge type are: 1, 9, and all letters from A-Z except R and S. The predefined system codes are:
|
| Parts Transfer Account |
The accrual G/L account that is used when parts are transferred between locations. This Transfer Asset account is also used for customer records defined with a Terms Code of “Transfer” or when lines on an invoice are manually changed to Cost Code T. When parts are sold using the transfer code, the parts Sale account is not involved. The entry is between the inventory account and the account defined in this field. In the case of Cash Code 4, which represents a counter Lost Sale, the Transfer Asset account is irrelevant since no entries get posted for a Lost Sale. Use one G/L account for all locations to eliminate the need for manual journal entries. |
| Default Labor Rate |
The default labor rate for this location, unless rate codes are being used or specific labor pricing records are configured in Product Support > Service > Labor Pricing. This setting is only applicable to certain service-specific codes for Warranty and Internal (7, 8). |
| Charge Type | Defines the type of Agency code configured. The agency could be used for a third-party credit card company or manufacturer card, or it might be for Accounts Receivable or other dealer-specific charge types. |
| Invoice Description | Defines how charges using this cash code should print on invoices. |
| Merchant | Vendor Merchant Number or ID where applicable. |
| Primary Phone | The merchant's primary phone number for contacting |
| Credit Card Print Format |
Defines the format of if and how a related card number should print. Valid values are:
Some agencies may have a hard-coded print format that ignore this configuration. This field is 19 characters long. If the card's number is shorter, you must left justify the format by padding the right side out so that the required characters are shown. For example, take a 16-digit card: If you use this format: XXXXXXXXXXXXXXXPPPP The result is: XXXXXXXXXXXXXXX7 Instead, to show the last 4 digits use: XXXXXXXXXXXXPPPPXXX Which results in: XXXXXXXXXXXX4567 |
| Versapay Gateway | These values must be obtained from Versapay. |
| Versapay Account | |
| MyDealer Account | |
| MyDealer ACH Account |
Data Source: PFWTAB
Revision: 2024.09