1. FOP

For Forms of Payment other than credit cards, enter up to 6 alphanumeric characters to indicate the Form of Payment involved in this transaction.

If the Form of Payment is a credit card, skip this field.

Your system can be configured so that valid customer numbers other than FOPs may also be entered in this field. Refer to the section at the end of this chapter titled "Petty Cash Entries using Non-FOP Customers".

EXAMPLE: Type CA (RET)

FOP Pop-Up Window: Your system can be configured to automatically call a pop-up window in order to enter additional information regarding checks.This pop-up window is illustrated below:

Acct Name CHECK
Bank Code
Branch Name
Auth Code

Acct Name: Initially this will show the FOP name.This field will accept up to 20 alphanumeric characters.
Bank Code: This field accepts up to 3 alphanumeric characters.
Branch Name: This field accepts up to 20 alphanumeric characters.
Auth Code: This field accepts up to 10 alphanumeric characters.

Pressing (RET) causes the pop-up window to close, and the cursor will advance to the next field.

To have this feature turned on, contact Thermeon's Customer Support Dept. and request that GVT record CHECKFOP be set up. The FOP code for checks should be entered in the "Alpha Value" field.

2. VOUCHER#

If the transaction involves a credit card, enter the credit card number. The card number will be validated against the Credit Card Definitions file. Once identified, the proper FOP code will be placed in Field #1. For Forms of Payment other than credit card, the use of this field is optional.

For refunding a previously entered Petty Cash transaction that was done on a credit card:

1. Press Shift/F7 when the cursor is in this field. This will pop-up a search of the Deposit Payment file.

2. Select the line with the Petty Cash transaction number of the record you wish to do a refund on. The format will be "PC*nnnnn" (the letters PC then an asterisk followed by the five character transaction number).

3. This will populate the line with the transaction to be refunded. This will cause the credit card or it's token value to be entered into Field 2 and you can continue to enter data in the other fields for the refund.

3. DESCRIPTION

Enter up to 30 characters to describe the transaction. This description will print directly under the transaction on the Cash Receipts Report.

EXAMPLE: Type SHUTTLE DRIVER LAX (RET)

4. IN OR OUT

Indicate whether the funds are coming into your drawer or going out of your drawer.

IN = Receipt (monies received; a positive change to the drawer balance).

OUT = Disbursement (monies spent; a negative change to the drawer balance.)

EXAMPLE: Type OUT (RET)

5. AMOUNT

In dollars and cents, enter the amount of the transaction.

EXAMPLE: Type 10.00 (RET)

6. EXP DATE

If a credit card is being charged or credited, enter the 4 digit expiration date (MMYY) of the credit card. If a credit card is not involved, skip this field.

EXAMPLE: Press (RET)

7. AUTH #

If a credit card is involved, enter the authorization number for the transaction. If a credit card is not involved, skip this field.

EXAMPLE: Press (RET)

EDC :If you are doing Electronic Draft Capture through CARS+, leave this field blank. When you have finished enter data, request an authorization with the "F4" key and check it with the "F8" key.

User tip: Although not displayed as with other CARS+ programs, user can also request an authorization with the "F11" key and check it with the "F12" key.

8. AUTH AMT

If a credit card is involved, enter the authorization amount in dollars and cents. If a credit card is not involved, skip this field.

EXAMPLE: Press (RET)

FIELDS 9 AND 10

These fields are not accessible through the on-line version of the Petty Cash Entry program. These fields display the current date and time. To access these fields, use the Batch Petty Cash program.

11. EMPLOYEE

This field displays the Employee Code of the agent entering the transaction.

FIELDS 12 AND 13

These fields are not accessible through the on-line version of the Petty Cash Entry program. These fields display the location and cash drawer affected by this transaction. To access these fields, use the Batch Petty Cash program.

ACCOUNT DISTRIBUTIONS

Four lines are available in order to allow up to 4 general ledger accounts to be used to enter a Petty Cash transaction.

14. - 17. AMOUNT

Enter the amount that should be charged against the G/L account entered on this line.

EXAMPLE: Type 10.00 (RET).

G/L MAIN ACCOUNT

Enter a 4 digit G/L account number appropriate for the transaction. In the case of a disbursement, this should normally be an EXPENSE account. If the transaction is a receipt, this should normally be an INCOME account. The account used must be on file in the Valid G/L Account File. Or press (RET) to accept the default suspense account defined in the cash drawer record. (Refer to the section near the end of this chapter on "Journal Entries" for further information.)

EXAMPLE: Type 6210 (RET)

G/L SUB ACCT

Enter up to 3 numeric characters to indicate the profit center number of the location where the transaction took place. The default value is also taken from the cash drawer record.

EXAMPLE: Type 001 (RET)

User tip Hertz Canada: For corporate locations, the use of certain GL account numbers causes an additional field to appear for the entry of a RA number. The number entered must be 9 characters (9th character is the Hertz check digit). Note that the RA number does not need to exist in the RA File.

14. - 17. AMOUNT

Enter the amount that should be charged against the G/L account entered on this line.

EXAMPLE: Type 10.00 (RET).

G/L MAIN ACCOUNT

Enter a 4 digit G/L account number appropriate for the transaction. In the case of a disbursement, this should normally be an EXPENSE account. If the transaction is a receipt, this should normally be an INCOME account. The account used must be on file in the Valid G/L Account File.

Press (RET) to accept the default suspense account defined in the cash drawer record. Or press Shift/F7 to display a pop-up window that lists the GL accounts on file.

(Refer to the section near the end of this chapter on "Journal Entries" for further information.)

EXAMPLE: Type 6210 (RET)

G/L SUB ACCT

Enter up to 3 numeric characters to indicate the profit center number of the location where the transaction took place. The default value is also taken from the cash drawer record.

EXAMPLE: Type 001 (RET)

18. LAST NM

If the transaction involves a credit card and you are doing EDC through CARS+, the Last Name of the credit card holder is required. Otherwise, this field is optional.

EXAMPLE: Type:SWALE (RET)

19. CURRENCY CODE

This field is reserved for certain Thermeon customers who make use of the CARS+ DCC feature.Other users should skip this field.

20. FRGN CURRENCY AM

This field is reserved for certain Thermeon customers who make use of the CARS+ DCC feature.Other users should skip this field.

21. FRGN EXCHANGE?

This field is reserved for certain Thermeon customers who make use of the CARS+ DCC feature.Other users should skip this field.

For those doing EDC, use this field to indicate whether this transaction should be settled by the EDC process or will be settled manually (e.g., via a standalone credit card terminal).

(blank) or 2 = This transaction will be settled by the CARS+ EDC process.

Anything other than "blank" or "2" = This transaction will NOT be settled by the CARS+ EDC process. It is suggested to put an "M" in this field to indicate "Manual" settlement or an "N" to indicate "Not Settled".

Example: Type: (RET)