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.

Topics in this section are:

Screen 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 the checkbox is selected, 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.

General Fields

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 checkbox 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:

  • 0—(Lost Sales) the Default Service Charge Account is irrelevant, since no entries get posted for a lost sale.
  • 5—(Customer)a cash account is usually used.
  • 6—(Lost Sales) the Default Service Charge Account is irrelevant, since no entries get posted for a lost sale.
  • 7—(Warranty)a Warranty A/R account.
  • 8—(Internal) an internal expense or inventory account is commonly entered at this field.
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

These cash codes are predefined by the IntelliDealer:

  • 0—Reconditioning lost sale (Internal)
  • 1—Charge sales
  • 2—Cash sales
  • 3—Parts Invoicing Warranty sales
  • 4—Parts Invoicing Lost sales
  • 5—Charge sales for work orders or work order requisitions
  • 6—Lost sales for work order requisitions only
  • 7—Warranty charge sales for work orders or work order requisitions
  • 8—Internal charge sales for work orders or work order requisitions

These cash codes are defined by the IntelliDealer for A/R:

  • 1—Charge sales
  • 9—Multi-use
  • R—Reserve Part
  • S—Substitute Part

You can use any other alpha character as a cash code to define an A/R agency.

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:

  • X—an X is printed in place of the card character at that position.
  • Y—the card character at that position is printed.
  • N—nothing is printed.

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:
1111 2222 3333 4567

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

AGCO

See A/R Agency - AGCO.

The fields specific to the charge type are:

Field Description
Charge Account The G/L account used for posting AGCO transactions.
Rental Charge Account The G/L account used for rental invoices paid via AGCO.
Parts Transfer Account The account used when parts are transferred between locations for AGCO transactions.
Service Work in Process (WIP) Account The WIP account used for service work orders processed through AGCO.
Charge Type Defines the payment or integration type.
Invoice Description The description printed on invoices for this cash code.
Credit Card Print Format Determines how account or card numbers appear on receipts. The format NNNNNNNNNNNNNNNNNNN masks all digits for data protection.
AGCO Client ID The unique client identifier assigned to your dealership by AGCO.
AGCO Store ID Identifies the specific dealership location registered with AGCO.
AGCO Terminal ID Identifies the payment terminal or device used for AGCO transactions.
Primary Phone The contact number associated with the dealership’s AGCO merchant or financial account.
Signature Required If selected, requires a customer signature when processing AGCO transactions.
Hold Rental Contract on Rebill If selected, rental contracts using this cash code are held until the AGCO authorization process is completed.

CNH Credit

See A/R Agency - CNH Productivity Plus.

The fields specific to the charge type are:

Field Description
Charge Account The G/L account used for posting CNH Credit transactions.
Rental Charge Account The G/L account used for rental invoices paid through CNH Credit.
Parts Transfer Account The account used when parts are transferred between locations for CNH Credit transactions.
Service Work in Process (WIP) Account The WIP account used for service work orders processed through CNH Credit.
Charge Type Identifies the payment integration type.
Invoice Description The text that prints on invoices for CNH Credit transactions.
Credit Card Print Format Determines how account or card numbers appear on receipts. The format NNNNNNNNNNNNNNNPPPP masks all but the last four digits.
Productivity Plus Client ID The client identifier assigned by CNH to your dealership.
Productivity Plus Store ID The store or dealership identifier used by CNH Productivity Plus.
Productivity Plus Terminal ID The terminal or device identifier used for processing CNH Credit transactions.
Primary Phone The contact phone number associated with the dealership’s CNH Credit merchant account.
Signature Required If selected, requires the customer’s signature when processing CNH Credit transactions.
Hold Rental Contract on Rebill If selected, rental contracts using this cash code are held until CNH Credit authorization is complete.

CNH Productivity Plus

See A/R Agency - CNH Productivity Plus.

The fields specific to the charge type are:

Field Description
Productivity Plus Terminal ID  
Productivity Plus Client ID The Case Credit Card/ Freedom Pay interface client ID number, as supplied by Case.
Productivity Plus Store ID  

Credit Card

See A/R Agency - Payment Card Interface.

The fields specific to the charge type are:

Field Description
Charge Account The G/L account used for posting credit-card receipts.
Rental Charge Account The G/L account used for rental invoices paid via credit card.
Parts Transfer Account The account used when parts are transferred between locations for credit-card sales.
Service Work in Process (WIP) Account The work-in-process account used for service transactions paid by credit card.
Charge Type Defines the Versapay payment gateway and PCI level.
Invoice Description Text that prints on invoices for transactions using this cash code
Credit Card Print Format Determines how card numbers print on receipts. In the format XXXXXXXXXXXPPPPPPPP, all but the last eight digits are masked.
Versapay Gateway Identifies the Versapay gateway instance used to process payments.
Versapay Account The retail merchant account configured within Versapay.
MyDealer Account The account used for MyDealer or e-commerce web transactions.
MyDealer ACH Account Specifies the ACH (Automated Clearing House) account for U.S. bank transfers.
Primary Phone Contact number for the merchant provider.
Signature Required If selected, a customer signature must be captured when processing a credit-card payment.
Hold Rental Contract on Rebill If selected, rental contracts are held until authorization is completed for rebilling.

Farmplan

See A/R Agency - JDC.

The fields specific to the charge type are:

Field Description
Charge Account The G/L account used for posting Farm Plan transactions.
Rental Charge Account The G/L account used for rental invoices paid via Farm Plan.
Parts Transfer Account The account used when parts are transferred between locations for Farm Plan transactions.
Service Work in Process (WIP) Account The WIP account used for service work orders processed through Farm Plan.
Charge Type Defines the payment or integration type.
Invoice Description The text printed on invoices for this cash code.
Credit Card Print Format Determines how account or card numbers appear on receipts. The format NNNNNNNNNNNNNNNPPPP masks all but the last four digits.
Merchant Identifies the merchant or Farm Plan account number used by your dealership.
Primary Phone The contact number associated with the dealership’s Farm Plan account.
Signature Required If selected, requires customer signature capture when processing Farm Plan transactions.
Hold Rental Contract on Rebill If selected, holds rental contracts until Farm Plan authorization is completed or confirmed.

FreedomPay

See A/R Agency - FreedomPay.

The fields specific to the charge type are:

Field Description
Charge Account The G/L account used for posting FreedomPay transactions.
Rental Charge Account The G/L account used for rental invoices paid through FreedomPay.
Parts Transfer Account The account used when parts are transferred between locations for FreedomPay transactions.
Service Work in Process (WIP) Account The work-in-process account used for service transactions processed through FreedomPay.
Charge Type Defines the payment integration type.
Invoice Description Text that prints on invoices for transactions using this cash code.
Credit Card Print Format Determines how the card number is printed on receipts. The format PPPPPPPPPPPPPPPPPPP displays all card digits as “P”.
FreedomPay Client ID The unique client identifier assigned by FreedomPay to your dealership.
FreedomPay Store ID Identifies the specific store or dealership location in FreedomPay’s system.
FreedomPay Terminal ID Identifies the payment terminal or device used for processing transactions.
Primary Phone The contact phone number associated with the FreedomPay account or terminal.
Signature Required If selected, requires customer signature capture for FreedomPay transactions.
Hold Rental Contract on Rebill If selected, rental contracts are held until the FreedomPay transaction is authorized or fully processed.

PowerPlan OIB

See A/R Agency - JDC.

The fields specific to the charge type are:

Field Description
Charge Account The G/L account used for posting PowerPlan OIB receipts.
Rental Charge Account The G/L account used for rental invoices paid via PowerPlan OIB.
Parts Transfer Account The account used when parts are transferred between locations for PowerPlan OIB transactions.
Service Work in Process (WIP) Account The work-in-process account used for service transactions processed through PowerPlan OIB.
Currency Defines the transaction currency used when posting PowerPlan OIB payments.
Currency Cash Receipt Account The G/L account used to record cash receipts for foreign currency transactions.
Charge Type Indicates the type of payment or integration.
Invoice Description Text that appears on invoices for transactions using this cash code.
Credit Card Print Format Determines how account or card numbers are displayed on receipts.
Merchant Identifies the PowerPlan OIB merchant or account profile associated with this dealership location.
Primary Phone The contact number for the PowerPlan OIB merchant or dealership.
Signature Required If selected, requires a customer signature when processing a PowerPlan OIB transaction.
Hold Rental Contract on Rebill If selected, rental contracts are held until the PowerPlan OIB transaction is fully processed.

Prelim A/R

The fields specific to the charge type are:

Field Description
Charge Account The G/L account used for posting Prelim A/R transactions.
Rental Charge Account The G/L account used for rental invoices recorded under Prelim A/R.
Parts Transfer Account The account used when parts are transferred between locations for Prelim A/R entries.
Service Work in Process (WIP) Account The WIP account used for service work orders billed through Prelim A/R.
Currency Specifies the currency used for Prelim A/R transactions.
Currency Cash Receipt Account The G/L account used to record cash receipts for Prelim A/R payments, especially in multi-currency setups.
Charge Type Defines the integration or payment category.
Invoice Description The description printed on invoices for this cash code.
Credit Card Print Format Determines how account or card numbers appear on receipts. The format NNNNNNNNNNNNNNNNNNN masks all digits for security.
Merchant Identifies the merchant or account associated with Prelim A/R transactions.
Primary Phone The contact phone number related to the dealership or internal A/R department.
Signature Required If selected, requires a customer signature when processing Prelim A/R transactions.
Hold Rental Contract on Rebill If selected, rental contracts are held until the PowerPlan OIB transaction is fully processed.

Volvo SCA

See A/R Agency - Volvo.

The fields specific to the charge type are:

Field Description
Charge Account The G/L account used for posting Volvo SCA charge transactions.
Rental Charge Account The G/L account used for rental transactions processed via Volvo SCA.
Parts Transfer Account The account used when transferring parts between locations for Volvo SCA transactions.
Service Work in Process (WIP) Account The WIP account used for service work orders paid through Volvo SCA.
Charge Type Defines the payment type or integration.
Invoice Description The description that appears on customer invoices when this cash code is used .
Credit Card Print Format Determines how the card or account number appears on printed receipts. The format XXXXXXXXXXXXXXXPPPP masks all but the last few digits for data security.
Merchant The merchant identifier or name associated with this payment integration.
Primary Phone The contact number linked to the Volvo SCA merchant account, if applicable.
Signature Required When enabled, requires a customer signature for Volvo SCA transactions.
Hold Rental Contract on Rebill When selected, rental contracts using this cash code will be held until the Volvo SCA authorization process is complete.

WorldPay

See A/R Agency - Worldpay.

The fields specific to the charge type are:

Field Description
WorldPay Account ID The account number assigned by WorldPay to identify your dealership.
WorldPay Account Token The secure token used by IntelliDealer to authenticate transactions with WorldPay.
IntelliDealer Acceptor ID The Acceptor ID used by IntelliDealer when communicating with WorldPay.
WorldPay Terminal/Device ID Identifies the payment terminal or device used to process transactions.
MyDealer Acceptor ID The Acceptor ID used when customers pay online through MyDealer.
Offer Partial Payment Enables customers to make partial payments when paying through WorldPay.
WorldPay Skipify Merchant ID The merchant ID used when processing Pay-by-Text payments through Skipify.
WorldPay Skipify API Key The API key used to authorize WorldPay Skipify payments.
‘Pay By Text’ Parts Invoice Deposit Printer The printer used for printing receipts for Pay-by-Text parts invoice payments.
‘Pay By Text’ Work Orders Deposit Printer The printer used for printing receipts for Pay-by-Text work order payments.
Message To Send To Payer Defines the text message sent to customers for Pay-by-Text payments. This message can include dynamic placeholders like {CUSTOMER_NAME}, {ORDER_NUMBER}, {AMOUNT}, and {TEXT_LINK} that automatically populate with customer and payment details.

Data Source: PFWTAB

Revision: 2025.11