Xpress Billpay has the capability to track fee line items all the way through the process. This is really useful if you want to receive payments where some of the fees feed into one GL account, and others feed into another.
With Xpress Billpay, all fee items require some setup work in order to be eligible for online payment through Civic Review. Here's how it works:
You have your GL Codes in your accounting system. Each fee that is processed in Xpress Billpay requires a "Simple Pay Receipt Type" associated with it. Each receipt type has a Distribution Code, and an Item ID. Often these numbers are the same, if not very similar. In the example above, distribution code 113 is mapped to Item ID 113-001.
After payment happens, Xpress Billpay can use this information to give you a report that includes a breakdown of cash received by fee type.
First Step: Create the Xpress Simple Pay Receipt Types
Note: You can get help creating these receipt types from Xpress Billpay, please read below how to ask Xpress Billpay to create these for you.
Doing it Yourself:
If you don't see any of these options in your Xpress Billpay account, please contact Xpress Billpay directly for help.
First login to Xpress Billpay and click on "Organization Config" founder in the "Admin Tools" section:
Then go to "Cash Receipting Config":
Look for the section at the bottom under "Simple Pay". This is your list of receipt types (sometimes called "simple pay items").
You'll use the form above to create a new receipt type associated with the GL account from your own books. The Item ID created will be put into Civic Review. Here's a full video.
We (Civic Review) don't understand all the options shown when creating a receipt type. Make sure you consult with Xpress Billpay. The video below might not accurately show what YOU should enter.
Last Step: Set the Accounting Code in Civic Review for each fee
When creating or editing a fee, choose "Use an individual accounting code for this fee", and then enter the Simple Pay Item ID in the accounting code field:
If all fees belong to the same GL account, only a single "receipt type" is needed. If this is the case, you don't need to enter this for each fee, you can set the accounting code option in the Permit Type settings in just one place.