It's understandably frustrating to have an issue pop up within your payment integration. But don't worry! We've got a bunch of clients who successfully use a combination Civic Review, Xpress Billpay, and Caselle for their licensing and accounting.
Caselle may have previously tracked your business license accounts, so the settings may still be configured to associate payments with a specific Business License account. However, since you're tracking Business Licenses in Civic Review you'll need to adjust those settings.
To effectively route accounting information through Caselle while bypassing the business license tracking feature, follow these steps:
Set up business license distribution code category in Caselle Cash Receipting. This will direct payments to the correct general ledger account[s] while bypassing the business license tracking. Here's a redacted example of what one city's completed page in Caselle looked like:
Adjust your Receipt Types in Xpress Billpay (if applicable): This integration will automatically link payments to the designated distribution code within Caselle. Here's a redacted example page from a real customer:
Update the accounting codes within your business license application to ensure they match those set up in Caselle and your payment processor. If it's a single code, you can update this in the permit type settings. Individual fee accounting codes can be added within the fee settings.
Test the system to ensure that payments are being routed correctly and not held up by the lack of a matching business license account in Caselle. If you're currently onboarding with Civic Review we can submit a small test payment through Civic Review to ensure that it's routing correctly.
Here's an redacted version of what it should look like to enter payments directly into Caselle going forward.
By implementing these steps, you can seamlessly process payments for new businesses while maintaining the integrity of your accounting records within Caselle.
Note: If you have specific questions about setting up distribution codes within Caselle or your payment processor, please reach out directly to their customer service for assistance.