Job Aid General Taking Payments in Winten 2+

Job Aid General – Taking Payments in WinTen 2+

Version 1.1 Revised 03/14/2016

Taking Payments, Balancing Cash Drawers, & Depositing Cash Drawers in WinTen 2+

WinTen2+ defines a customer as any entity, person or business that has a financial relationship with the Housing Authority. Examples of a customer are:

§ A public housing tenant paying monthly rent;

§ A Section 8 tenant receiving a utility reimbursement payment (URP);

§ An owner of a Section 8 property receiving a HAP payment;

§ A Housing Authority under a portability agreement with your agency; and

§ A Section 8 landlord managing a Section 8 unit.

The Take Payment Wizard in WinTen2+ gives agency staff the ability to quickly take a payment from a customer without leaving the Customer Record screen. For example, a housing specialist can use the Take Payment Wizard to accept payments from landlords that the agency overpaid so that they can keep accounts accurate. The Take Payment Wizard is accessible from two locations: The Customer Record screen and the Account Detail screen.

Option 1: Customer Record Screen

Click the big Actions button and choose Take Payment.

Option 2: Account Detail Screen

Click the big Actions button and choose Take Payment.

Completing the Take Payment Wizard

Enter the Payment Date, Cash Drawer, Payment Amount, Payment Type, and Reference Number (optional field).

Note: Fields marked with a are required fields.

If the Cash Drawer drop-down menu is blank or does not list the appropriate cash drawer, click the button to launch the Open Cash Drawer Wizard.

Choose your Cash Drawer from the drop-down menu. Click OK to return to the Enter Payment Information screen.

Select the receiving accounts for the payment. By default, all accounts that do NOT have a zero balance or a negative balance are checked to receive payment. Uncheck any accounts you do not want to include in the payment and then click Next to apply the payment to those accounts.

On the Apply Payment Amounts screen, the Current Balance and Total Payment are displayed at the top of the screen. You are now ready to either auto apply or manually apply the payment distribution across the accounts.

Filtering by Development

You can filter by Developments on the Apply Payment Amounts screen. Right-click in the Header row and click on the Column Chooser options in the popup menu.

Left-click and hold on the Development filter and drag it into the desired location in the Header row.

You can filter by Development by clicking on the Funnel button in Development header.

Auto Apply Payments

To automatically distribute the total payment across all selected accounts, click the button. The total payment will be applied across the accounts.
To automatically distribute the total account payment across all selected transactions, click the little Actions button at the end of the row and choose Auto Apply. A checkmark will appear in the Applied column for the account to indicate you applied the amount distribution.

Click Next to continue.

Manually Applying Payments

When taking a payment, you have the option to either auto apply the payment distribution across accounts based on your default account apply order, or manually apply payment distribution across the accounts.
Click on the grid Actions button and choose Manual Apply.

Enter the payment amount for each account into the appropriate row of the Payment column. As you enter the amounts, the Difference field at the top of the screen automatically calculates the difference between the total payment and the payment amounts that have been entered so far. Click OK.

Click Next to continue.
The Print Receipt option is automatically checked on the Completing the wizard step. If you don’t need to print a receipt of the payment, uncheck the box and click Finish. Completing the wizard will post the payment to the selected accounts.

Below is an example of a Print Receipt.

Return to the Customer screen and click on the Account Summary subtab. Click on the Account Number link to open its Account Detail screen.

The payment(s) you just took appears in the Transactions grid.

Balancing & Depositing Cash Drawers in WinTen 2+

In addition, WinTen 2+ also provides users the option to Balance a Cash Drawer and Deposit a Cash Drawer without having to access Tenant Accounts receivable.

Type ‘cash drawer’ in the Search Menu on the Home tab and click on the Cash Drawer Maintenance link.

Balancing a Cash Drawer

Highlight a Session ID and click on the grid Actions button and choose Balance Cash Drawer.

Depositing a Drawer

Select a Cash Drawer and click on the big Actions button. Choose Deposit Cash Drawer.

Depositing the cash drawer posts to General Ledger (GL).

Setting Up Users to Take Payments

Before a user can take payments using the Take Payments Wizard in WinTen 2+, they must have the appropriate user privileges to do so. To setup a user to take payments:

1. Open Tenant Accounts Receivable (TAR) and click Setup.

2. Click on the Offices and Accounts tab.

3. Click on Employees.

4. Click the button to launch the Add Receivables Office Employee Wizard.

5. Select the Receivables Office and Employee from the drop-down menus. Click Start.

6. Click Finish to add that user to the receivables office.

7. Exit out of TAR.