MSI â€“ Cash Register - Fund Accounting and Utility Billing

MSI – Cash Register Version 4.0

User’s Guide

Municipal Software, Inc. 1850 W. Winchester Road, Ste 209

Libertyville, IL 60048 Phone: (847) 362-2803

Fax: (847) 362-3347

Contents are the exclusive property of Municipal Software, Inc. © Copyright 2006. All Rights Reserved.

Municipal Software, Inc. MSI-Cash Register User’s Guide

P:\Document\User Guides\Public GUI\CRmanual.doc 2

TABLE OF CONTENTS

CASH REGISTER WELCOME/LOGIN SCREEN .................................................................................... 3

0.00 CASH REGISTER SYSTEM MAIN MENU....................................................................................... 4

1.00 CASH REGISTER ENTRY .............................................................................................................. 6

2.00 BATCH UPDATE MENU ............................................................................................................... 15

2.10 CREATE SUB-SYSTEM CASH RECEIPT BATCHES ................................................................. 16

3.00 BATCH INQUIRY .......................................................................................................................... 19

4.00 CASH RECEIPTS EDIT REPORT ................................................................................................. 24

5.00 FILE MAINTENANCE MENU ........................................................................................................ 26

5.10 RECEIPT TYPE CODES ............................................................................................................ 27 5.20 REGISTER ID CODES ............................................................................................................... 29 5.30 BANK ENDORSEMENT CODES ................................................................................................ 30 5.40 PAYMENT TYPE CODES ........................................................................................................... 31 5.50 TAX CODES ............................................................................................................................... 33

6.00 APPLICATION SUPPORT MENU ................................................................................................. 34

6.10 SYSTEM DEFAULTS ................................................................................................................. 35 6.20 CREDIT CARD CODES .............................................................................................................. 37 6.30 CASHIER CODES ...................................................................................................................... 39 6.40 DELETE REGISTER BATCH HISTORY ..................................................................................... 41

APPENDIX A – FAQ’S .......................................................................................................................... 42

APPENDIX B – SAMPLE REPORTS .................................................................................................... 44

APPENDIX C – ISSUING A CREDIT VIA LYNK VT .............................................................................. 47



CASH REGISTER WELCOME/LOGIN SCREEN

Enter your assigned password and click “OK”. Note: Based on the access rights attached to your password, different menu levels will be made

available to you.



0.00 CASH REGISTER SYSTEM MAIN MENU This is the main menu for the Cash Register system. The user can access each option in the system here and all processing begins with this menu. The following options are available:

Entry This option is used for transaction entry into the Cash Register System. Note: The user must switch on power to all cash register equipment before using this program. Batch Update This option creates cash transaction update files for other MSI programs installed at the user’s location. It also allows older Cash register batches to be deleted when no longer needed. Inquiry This option allows the user to make inquiries into cash transactions. It allows the user to view the information, but no change can be made to the data from the inquiry programs. Reports This option creates a printed report that may be used to balance the cash register, or to track specific data.

MAIN MENU



Maintenance This menu can be used to create and maintain information (files) used throughout the Cash Register system. This menu can also be used to create and maintain information for each person who uses the cash register. Support This menu option is used to set the cash register defaults. Help This selection offers different methods for contacting Municipal Software, Inc. and contains important program information.



1.00 CASH REGISTER ENTRY WHAT IS CASH REGISTER ENTRY? Cash Register entry is used to enter payments received from customers for item such as utility bills, animal licenses, vehicle stickers, etc…. Note: The user must switch on power to all cash register equipment before using this program. HOW DO I ENTER A CASH RECEIPT? From the Cash Register System Main Menu, click on ‘Entry’. This will take the user to the Cash Register entry screen. The following fields are used for cash entry. After each field is input, press ‘tab’ or click on the next field to accept the information and proceed to the next field for entry.



Batch Number This field is used as an identifier for a group of receipts and will default a batch id beginning with the letter “C” preceded by the current date. Register ID This field identifies which cash drawer has received a payment Entry Date This field identifies the date a batch is entered. Cashier Code This field identifies which cashier has processed a receipt of payment. Once the cashier code is entered, press ‘tab’. The user will receive the following box requesting their cashier password to be entered. Once entered correctly, click ‘OK’ or press tab to highlight the OK button and press enter, the user may now proceed with their receipt entry.

Transaction number Identifies a specific receipt within a batch Receipt Type Code Indicates what the payment is for. When entering a multiple line transaction, the Receipt Type Code for each subsequent line item will default to the Receipt Type Code entered for the previous line item. Note: If there is not a General Ledger account number entered against the receipt type code that is

interfacing with the General Ledger application, after the amount field, the user will be prompted to manually enter the GL account number.

Reference Number The reference number is used as an identifier for the payment, such as a utility bill account number or a vehicle license number. This field also allows the user to enter free-form text. If the user is using a receipt type code that is interfaced with another MSI application, once the reference number is selected, the name and address field will populate according to the assignment from the interfaced application. If a payment is being entered for a Business License and the business id reference number entered has multiple business licenses, the user will be prompted as to whether the payment should be applied to all the outstanding business licenses.



Payment Type The ‘Type’ field indicates the type of payment that was received, such as a check or cash. If a payment type is indicated as a check, the next field will display a box to enter a check number, if it is not a check it will take the user to the amount field. Check Number Identifies what check has been issued by the customer for payment Amount Identifies the amount of money the customer has paid. This value will default if the receipt type is interface with another Municipal Software, Inc. application and a balance is owed. It may also be manually keyed. Entering Comments If the user enters a ‘C’ for the type code, the system allows a comment to be entered. The system will hold the description until the next comment line is keyed and the description field defaults. If the same type code as the previous line is entered, the system will default the description from the previous line. But if a different type code is entered, the system defaults no description. However, the user can default to the previous line’s description by pressing the up arrow. Once the line item is complete the user will then click the ‘Add’ button to move it to the detail information box, or press tab, which highlights the add button, and then press enter.

Click “Add” to add the line item detail and to go on to the next line item.

Click “Remove” if it is necessary to remove a line item from the Cash Transaction. First highlight the line to be deleted and then select this “Remove” button.

Once added to the detail information box another line item entry to the transaction may occur or the user can complete the transaction by performing the following:

Field Name Required Default F4 Available Source Batch Number Yes Yes* Yes C + PC date

Register ID Yes Yes* Yes Register ID Codes Entry Date Yes Yes* No PC Date

Cashier Code Yes No Yes Cashier Codes

Password Entry Yes No No Cashier Codes Transaction Number Yes Yes* Yes Next Available

Entry Number Yes Yes* No Next Available Receipt Type Yes No Yes Receipt Type Codes

Reference Number No No Yes MSI Apps. File Maintenance

Payment Type Yes No Yes Payment Type Codes Check Number No No No Customer Check Number

Amount Tendered Yes No No Balance due on Transaction

* = Will default but can be overridden



When the transaction has been completed the user will then ‘Summarize’ that transaction. Summarizing the transaction will total the line items entered and place the balance due in the ‘Amounted Tendered’ field.

If the user has not received the exact balance due, the ‘Amount tendered’ field may be overwritten whereby the amount of change due will be calculated.

Once all of the information is entered, click ‘OK’. If the user has entered a cash transaction, their cash drawer will open and their receipt printer will print a receipt (if applicable). If a check transaction was entered, the user will see the prompts below in the ‘Check Transaction’ section. If a credit card transaction was entered the user will see the prompts below in the ‘Credit Card Transaction’ section. CHECK TRANSACTION If validations of stubs or check endorsements are required, follow the following procedure. IS THE USER REQUIRED TO VALIDATE A STUB? If so, the following procedures apply: The following message will appear once the summary has been completed.

Insert the stub into the receipt printer and click ‘OK’. Click ‘OK’ on the message below and remove the stub.



The user has now completed a stub validation. If more stubs are required to receive validation, the next message will ask the user if they wish to validate. This process will continue until the user clicks ‘no’ to let the system know they are done. IS THE USER REQUIRED TO ENDORSE A CHECK? If so, the following procedures apply: The following message will appear once the summary has been activated and all validation has been completed.

Insert the check and then click ‘ok’. The bank endorsement will be stamped on the back of the check. Once the endorsement is complete the following message will appear.

Remove the check and click ‘OK’. This message will conclude the endorsement and close the receipt printer to continue receipt entry.



CREDIT CARD TRANSACTION SECTION Credit card transactions must be approved by a third party vendor. The MSI Cash Register application is capable of interfacing with the Lynk Systems vendor. To process a payment with Lynk, each machine taking credit card payments must have an active, open connection with the Internet. If the village has contracted with Lynk Systems to validate credit card transactions, the following additional prompts will appear and steps need to be taken to validate the credit card transaction. (Set up of Credit Card processing information is in CR Credit Card Vendor Ids program from the Support Menu.) After the ‘OK’ button is pushed, the Credit Card Entry screen will appear over the Cash Register Entry screen.

When the screen appears it is ready for a credit card to be swiped through the magnetic reader. Various readers are available, but MSI has tested the software with keyboards supplied by Cherry, Inc. The instructions that follow assume the use of the Cherry keyboard. When the card is properly swiped, the user will hear two beeps. This indicates that the magnetic strip on the back of the card has been read. Once the card has been successfully swiped, the user should click the ‘Submit’ button. Once clicked, the credit card information is submitted to Lynk Systems for validation. A processing pop-up window will appear over the top of the screen.

When the processing is completed one of two things will happen. If the credit card transaction was approved, the transaction is completed and two receipts will be printed. The receipts are labeled, at the top of the receipt, as “Merchant Copy” and “Customer Copy.” The user should have the customer sign the Merchant Copy and retain that copy for village records.



If the credit card transaction is not approved, a warning screen appears to inform the user of the decline.

The user should click ‘OK’ on this window. It will return the user to the Cash Register Entry screen and the user will be allowed to enter a different payment type to complete the transaction. If, when the transaction is processed, the internet connection on the machine is down, the user will receive an error message telling him/her of the disabled connection. Since credit card transactions require an active internet connection, the cashier should take an alternate form of payment. Manual Entry of Credit Card Information If the user is required to enter the card information manually, they will need to click on the ‘Manual Entry’ button. When clicked, the swipe message will disappear and the credit card number and expiration date entry fields will become active. The user should then enter the card number and the expiration date in a MM/YY format. Once the values have been entered, click the ‘Submit’ button. Once clicked, the transaction will process the same as if the card was swiped. Manual entry will typically only be required when the magnetic stripe on a card is demagnetized. The user will be able to tell this when they hear one or fewer beeps upon swiping the card.



Re-entering Credit Card Information At any point during entry of credit card data, either manually or by swiping the card, the screen can be reset by clicking on the ‘Re-Enter Card’ button. When the button is pushed, all data entered is erased and the window is reset to its initial mode ready to accept swiped card entry. Canceling a Credit Card Transaction The user may return to the Cash Register Entry screen without processing a credit card by pressing the ‘Cancel’ button. NOTE: Once the ‘Submit’ button has been pressed, credit card verification will take place. Sample Cash Register Receipt The following page shows a sample receipt created by the automated credit card process when a transaction is approved. Two copies of the receipt are produced; a Merchant Receipt, shown below, and a Customer Receipt. The cashier should have the card holder sign the Merchant Receipt and retain that copy. Village of Anytown

*** MERCHANT RECEIPT *** DATE: 11/04/03 TIME: 15:18:45 DESCRIPTION PAY CD AMOUNT ----------- ------ ------ ALARM INCOME CRD 65.00 -FIRE ALARM MAINT 9200100000 Credit Card: Merchant ID: 000000000000099 Order ID: 100 Account: XXXXXXXXXX7892 Exp Date: 09/04 TOTAL AMOUNT DUE 65.00 AMOUNT TENDERED 65.00 CHANGE DUE .00 Sig. TRANS #: 3 CASHIER CODE: MSI BATCH #: C031104 REGISTER ID: 001



HOW DO I DELETE A CASH RECEIPT? Cashiers with proper authority can delete cash receipts from an open batch. The authority to delete cash receipts is granted under the ‘Maintenance’ menu using the ‘Cashier Codes’ option. To delete a cash receipt, a cashier must first log on to the open batch as he/she would to enter a new receipt. In the Transaction Number field, the cashier should enter the number of the transaction. This can be done by typing the number in, or using the lookup binoculars located to the left of the field to locate the number. Once the Transaction Number is selected, the cash receipt information is populated on the screen. The cashier can then click the ‘Delete’ button to remove the transaction. Deleting a Credit Card Transaction To delete a credit card transaction, the user should follow the same process outlined above. Once the ‘Delete’ button is pressed, the user will be prompted for the credit card to be refunded when the transaction is deleted. The information is entered using the same credit card entry screen used when processing a payment. The user can either swipe or hand enter the card information. Once the data is entered, the user clicks the ‘Submit’ button to process the credit card refund. A message will be provided to tell the user if the transaction has been completed successfully or not. NOTE: This is the method a user should utilize to refund a credit card, but it is only available for use if the Cash Batch is still open. Once the cash batch has been closed, the user must use the LynkVT web site (www.lynkvt.com) to refund a credit card transaction. Refer to Appendix C for processing a refund via the LynkVT web site. ICONS

At the top of the screen are various toolbar icons that can be utilized to assist in processing.

OK – Saves the transaction

Cancel – Cancels the transaction

Delete – Deletes the displayed transaction

Exit – Exits the CR Entry screen

Print - This icon currently doesn't do anything (it's left over from previous versions)

Receipt printer on/off - Toggles enable/disable mode for the cash drawer and receipt printer

Cash - opens cash drawer

Stub - validates a stub on demand

Checks - validates checks on demand

Customer Service – allows quick access to contact Support for assistance on CR Entry

http://www.lynkvt.com



2.00 BATCH UPDATE MENU This option creates cash transaction update files for other MSI programs installed at the user’s location. It also allows older Cash Register batches to be deleted when no longer needed.

Create Sub-System Cash Receipt Batches This option creates and sends the individual batches to the appropriate MSI applications. For instance, all the utility billing payments are sent over to the MSI-Utility Billing application so that the payments can be updated to the resident’s accounts. The same occurs for any other application for which payments were received. A report will print at the end of the process that advises what batch numbers were created in the various MSI systems along with the details that went over for each batch.



2.10 CREATE SUB-SYSTEM CASH RECEIPT BATCHES WHAT ARE SUB SYSTEM CASH RECEIPT BATCHES? This feature will create cash transaction update files for other installed MSI programs. It provides a running total of transactions for the day (current batch), and separates each transaction into its proper billing department. HOW DO I CREATE A SUB-SYSTEM BATCH? From the Cash Register toolbar Menu click on ‘Batch Update’, the user will receive the following options:

Click on ‘Create Sub-System Batches’. The following fields are used for sub-system batch creation. After each field is input, press tab to accept the information and proceed to the next field for entry.

UPDATE RECEIPTS IN BATCH # This field identifies the group of receipts the user wants to process



ENTER DATE TO BE USED FOR UPDATE Input the date to be used for the update. This value will default to the current system date, but should be altered to match the date payments were keyed into the batch that is being updated. Note: This date is VERY important if you are sending utility payments over to the MSI-Utility Billing

system. Whatever date is input in this field is the date that will reflect on the financial history of the residents for the payments. Meaning, if the payments in the specified Cash Register batch were taken in on 02/15/2004, but the date used in this field is 02/16/2004, then all the payments will appear on the resident’s history as if they were taken in on 02/16/2004.

CURRENT ACCOUNT PERIOD Indicates the fiscal month for which the user is processing. CURRENT FISCAL YEAR Indicates the fiscal year for which the user is processing. When the appropriate fields have been completed, the user may click ‘OK’ to accept the entered information and create the sub-system batches.

Field Name Required Default F4 Available Source Batch Number

Yes No Yes Cash Register Entry

Date Yes Yes* No PC Date Fiscal Month Yes Yes* No Installation Menu Fiscal Year Yes Yes* No Installation Menu




This table is shown to indicate which MSI Applications may be affected by the Cash Receipts system once an update is completed. NOTE: These applications will only be affected if there are transactions entered into a batch that needs

to be disbursed to one of the below.

EXAMPLE: CASH RECEIPTS BATCH ID: C042000

RECEIPT TYPE CODES

BATCH ID# GENERATED

CREATED IN MSI APPLICATION

OPTION NAME

AR C042000 Accounts Receivable Post Cash Receipts

BL C042000 Business License Post Cash Receipts to General Ledger

GL C042000 General Ledger Post a Cash Receipts Journal

PK C042000-01 Parking Tickets Post to General Ledger

PT C042000 Permit Tracking Post to General Ledger

UB C042000-01 Utility Billing Post UB Activity to General Ledger

VL C042000 Vehicle License Post to General Ledger



3.00 BATCH INQUIRY WHAT IS BATCH INQUIRY? This option allows the user to make inquiries on a specified batch including all transactions within that batch. The user can display the transaction information, but the user cannot change this information from the inquiry screen. HOW DO I INQUIRE ON A BATCH? From the Cash Register toolbar menu, click ‘Inquiry’. This will take the user to the ‘Cash Receipts Batch Inquiry’ screen. The following fields can be used for inquiries.



Display receipts in Batch # The entered batch number will allow the user to display a group of transactions. By clicking on the following fields, the user can view as much detail as necessary. Specified Register ID Allows the user to inquire on a specific register Display a Single Transaction Allows the user to inquire on one transaction Begin with a specified transaction If there are numerous transactions within a batch, this allows the user to start the inquiry on a line number other than one Specified Cashier Codes Allows the user to inquire on one or more specific cashiers Specified Receipt Types Allow the user to inquire on one or more receipt types Specified Payment Types Allows the user to inquire on one or more payment types Once all the criteria has been selected, click ‘OK’ to continue. The next available options will vary depending on the criteria selected.



For instance, when the user selects a batch number and a register id, they will get a listing of all transactions within that batch entered on that register.

The user may then select a line item to view the details of that transaction by double clicking on the line.

Double



View Details:



Or, if the user selects a specific batch number, with a register id and transaction number, rather then viewing and selecting all the transactions, the screen will only display the one the user has identified.



4.00 CASH RECEIPTS EDIT REPORT WHAT IS AN EDIT REPORT? This option creates a printed report that may be used to balance the cash register or to track specific data. It will print all details for the criteria selected. HOW DO I PRINT AND UTILIZE THE EDIT REPORT? From the Cash Register toolbar menu, click on ‘Reports’; the user will receive the following option:

Click on ‘Receipt Edit Report’. The following fields can be used for report generation. After each field is selected, click ‘OK’ to generate the report.



Enter a beginning Batch date Indicates a starting point for the transactions that will be printed on the report Enter a ending Batch date Indicates the ending date for the transactions that will be printed on the report. Specified Register ID Reports on a specific cash register Specified Cashier Codes Reports on one or more specific cashiers Specified Receipt Types Reports on one or more receipt types Specified Payment Types Reports on one or more payment types Print a Specified Batch Reports only on the batch ID entered Totals Only Report Prints and summary and total for each of the following categories: Cashier Code Receipt Type Bank Code Payment Type Bank/Payment Register Summary Note: This report will page break after each Register ID has completed.



5.00 FILE MAINTENANCE MENU WHAT IS CASH REGISTER FILE MAINTENANCE? This menu is used to create and maintain information (files) for the Cash Register System. The following codes are used throughout the Cash Register System. HOW DO I ENTER FILE MAINTENANCE CODES? From the Cash Register toolbar menu, click on ‘Maintenance’; the following options will appear:

Type Codes This code identifies the type of transaction that is being processed. These identifiers are used by other MSI applications within the accounting system when a cash receipts batch is processed for sub-system updating. Register ID Codes This code represents the different registers (or locations) in a system where the Cash Register System is used. This option can also be used to specify what system has a bar code reader for ease of processing. Bank Endorsement Codes This code identifies which banks are used for deposits of receipts and supply check endorsement information. Payment Type Codes This code identifies the different types of payment that can be made. Tax Codes This code identifies the tax rates that may apply to transactions collected at the counter.



5.10 RECEIPT TYPE CODES WHAT IS A RECEIPT TYPE CODE? This code identifies what type of transaction is being processed. These identifiers are used by other MSI applications within the accounting system when a cash receipts batch is processed for sub-system updating. HOW DO I ENTER A RECEIPT TYPE CODE? From the Cash Register toolbar menu, click on ‘Maintenance’; then click on ‘Type Code’. This will take the user to the Receipt Type Codes entry Screen. Enter the following fields and press ‘Tab’ to proceed to the next field, or click on ‘OK’ to accept and save the information.

Receipt Type Code This is an abbreviation of the type of payment that is being received. Description This field contains a description of the payment being entered. System to Update This is used to identify which MSI application can be affected by the cash receipt being entered G/L Revenue Account # (only applicable if interfacing through the General Ledger)



This field indicates which General Ledger account number will be affected by this transaction when the batch is posted to the GL of the linked MSI applications. Bank Endorsement Code This field indicates the bank endorsement that will be printed if this code is selected Default Amount This field defines the value which will be automatically placed on the transaction line item Post Summary This will post a summary and description to the General Ledger Receipt Description This is the description that will print on the receipt for the specified code Tax Code 01 (02/03), press enter Identifies what tax rate(s), (if any), should be applied to the transaction Once all appropriate fields have been entered, click ‘OK’ to accept and save the entry

Field Name Required Default F4 Available Source Receipt Type Code Yes No Yes Manual Entry Description No No No Manual Entry System to Update No No Yes Installation Menu G/L Revenue Acct. No No Yes GL Application Bank Endorsement Yes No Yes Bank Endorsement Code

Main. Default Amount No No No Manual Entry Post Summary Yes No No Manual Entry Receipt Description No No No Manual Entry Tax Code 01, 02, 03 No No Yes Tax Code Maintenance




5.20 REGISTER ID CODES What are Register ID Codes? This code identifies the type of transaction that is being processed. These identifiers are used by other MSI applications in the accounting system when a cash receipts batch is processed for sub-system updating. How do I enter Register ID Codes? From the Cash Register toolbar menu, click on ‘Maintenance’; then click on ‘Register ID Code’. This will take the user to the Register ID Code entry Screen, enter the following fields and press ‘Tab’ to proceed to the next field or click ‘OK’ to accept and save the information.

Register ID Code This field identifies a register or location where the cash register is being used Description This field describes the code the user is inputting UB Bar Coded? This will allow Cash Register Entry to accept all 12 digits of the customer’s acct # when scanned.



5.30 BANK ENDORSEMENT CODES WHAT ARE BANK ENDORSEMENT CODES? These codes identify local banks used for deposits of receipts and for check endorsement information. The system requires a minimum of one Bank Endorsement Code. HOW DO I ENTER A BANK ENDORSEMENT CODE? From the Cash Register toolbar menu, click on ‘Maintenance’; then click on ‘Bank Endorsement Code’. This will take the user to the Bank Endorsement Code entry Screen, enter the following fields and press ‘tab’ to proceed to the next field, or click ‘OK’ to accept and save the information.

Bank Endorsement Code Identifier for each bank for which transactions are received Description (located to the right of the Bank Endorsement Code) A verbal descriptor of the bank endorsement code Bank Account Number The account number at the bank being identified Endorsement Text A listing of the endorsement verbiage that will print on the back of the check



5.40 PAYMENT TYPE CODES WHAT ARE PAYMENT TYPE CODES? Payment Type codes identify the different types of payment (cash, check, money order, or charge card) that can be accepted. This also provides for sub totals by payment type on the Cash Receipts Edit Report. HOW DO I ENTER PAYMENT TYPE CODES? From the Cash Register toolbar menu, click on ‘Maintenance’; then click on ‘Payment Type Codes’. This will take the user to the Payment Type Code entry Screen. Enter the following fields and press ‘Tab’ to proceed to the next field or click ‘OK’ to accept and save the information.

Payment Type Identifies what type of payment has been received Description Contains a written descriptor the payment type Check? Select “Yes, Check # and Endorsement” when you want this payment type code to require both a Check Number to be entered and the check to be endorsed by the system. Select “Yes, Check #” if you only



want this payment type code to require a Check Number to be entered. Select “No” if this payment type code should not require either a Check Number or a Bank Endorsement. Auto Credit Authorization Selecting “Yes” will identify the payment type as requiring authorization with Lynk Systems. All cash receipts entered on the CR Entry screen that have this value set to ‘YES’ will be sent to Lynk Systems for authorization. If a client site accepts credit cards but uses a company other than Lynk to process credit cards, this value should be set to ‘NO’.



5.50 TAX CODES WHAT ARE THE TAX CODES? These codes identify tax rates that may apply to transactions. HOW DO I ENTER TAX CODES? From the Cash Register toolbar menu, click on ‘Maintenance’; then click on ‘Tax Codes’. This will take the user to the Tax Code entry screen. Enter the following fields and press ‘Tab’ to proceed to the next field, or click ‘OK’ to accept and save the information.

Tax Code Identifies what tax to apply to a transaction DESCRIPTION (located to the right of the Tax Code) Contains a written description of the tax Tax Rate Indicates what tax rate to apply to a transaction Tax Account Number Identifies what General Ledger account number will be credited for the tax that is applied



6.00 APPLICATION SUPPORT MENU This menu contains programs that are used less frequently than others, but are important for proper functioning of the Cash Register System. The following options are available:

System Defaults This menu is used to enter information about the cash register equipment. These defaults can only be entered after installation has occurred. Credit Card Codes The credit card codes are values supplied by Lynk Systems and stored in the MSI Cash Register system. The MSI Cash Register system utilizes the codes to connect to the Lynk System servers and to authorize all sale and refund transactions. Cashier Codes Cashier codes identify the cashiers who are authorized to use the Cash Register system. They will also identify which cashier has entered each transaction within the Cash Register system. Delete Register Batch History This option deletes cash receipts history identified by the batch number. Cash receipts are usually deleted when they are no longer needed.



6.10 SYSTEM DEFAULTS WHAT ARE SYSTEM DEFAULTS This option allows the user to enter information about the cash register equipment. Most installations use the Cash Register System with a cash drawer and a receipt printer. Some installations use the Cash Register System without equipment as a standalone system for data entry purposes. HOW DO I ENTER SYSTEM DEFAULTS? From the Cash Register toolbar menu, click on ‘Support’; then click on ‘System Defaults’.

This will take the user to the System Default entry Screen, enter the following fields and press tab to proceed to the next field, or click ‘OK’ to accept and save the information. Cashier Code Identifies the cashier to which these settings will apply. Register Equipment Select “Yes” if this cashier will key in transactions at a register that has equipment installed (i.e. cash drawer and receipt printer). Register Type This option should be set to “Terminal”. Older versions of the MSI-Cash Register program also had the option of “PC”, but that option is no longer used.



Slip Printer If set to “Yes”, then the system will prompt with “Do you want to validate a stub?” (for those users with Ithaca or Star receipt type printers) and “Endorse a check? (for the user to be prompted to endorse a check, the option to endorse be selected in the Maintenance > Payment Type Codes program for the payment type specified) during Cash Receipts Entry (see section 1.00). Journal Printer If set to “Yes”, then the system will print receipts. Cash Drawer Identifies whether or not the receipt printer is interfaced with a cash drawer Printer Type Indicates what printer the user is using: Ithaca, Laser, Star, or Star Thermal



6.20 CREDIT CARD CODES WHAT ARE CREDIT CARD CODES? The credit card codes are values supplied by Lynk Systems and stored in the MSI Cash Register system. The MSI Cash Register system utilizes the codes to connect to the Lynk System servers and to authorize all sale and refund transactions.

Merchant ID This is the merchant ID assigned to a client by Lynk Systems. The value is required when processing credit card payments and refunds. Store ID The Store ID is assigned to a client by Lynk Systems. Currently, the MSI CR system is only capable of storing and using a single Store ID. The value is required when processing credit card payments and refunds. Terminal ID A terminal ID is assigned to a client by Lynk Systems. Currently, the MSI CR system is only capable of storing and using a single Terminal ID. The value is required when processing credit card payments and refunds. Seller ID This is the user id assigned to the client site by Lynk Systems to access the LynkVT internet site (www.lynkvt.com). This value is used when processing a credit card refund.

http://www.lynkvt.com)



Seller Pwd The password used by the client when accessing the LynkVT system. This value is used when processing a credit card refund. Server URL This is the URL (internet page address) that credit card transactions need to access to validate a transaction.



6.30 CASHIER CODES WHAT ARE CASHIER CODES? Cashier codes identify the cashiers who are authorized to use the Cash Register system. They will also identify which cashier has entered each transaction within the Cash Register system. HOW DO I ENTER A CASHIER CODE? From the Cash Register toolbar menu, click on ‘Support’; then click on ‘Cashier Code’. This will take the user to the Cashier Code entry Screen. Enter the following fields and press tab to proceed to the next field, or click ‘OK’ to accept and save the information.

Cashier Code Indicates a cashier’s log-on ID Description This field lists a description associated with the Cashier Code Cashier Password A log-on password is required to input transactions in the Cash Register for security purposes. This field displays the cashier’s password to the Cash Register system.



Register ID Identifies the register to which this particular cashier has security access. If you want the cashier code to have access to all registers, then leave this field blank. If you do, the system will prompt you with the below warning message:

Limit Entry Rights When selected, the “Limit Entry Rights” checkbox will prevent the cashier from deleting saved transactions. Delete Batch Transaction When selected, the “Delete Batch Transaction” checkbox will allow the cashier to delete theirs and other cashier’s saved transactions. Note: If neither “Limit Entry Rights” nor “Delete Batch Transaction” checkbox is selected, then the

cashier will not be able to delete any saved transactions.



6.40 DELETE REGISTER BATCH HISTORY This option deletes cash receipts history identified by the batch number entry. Cash receipts are usually deleted when they are no longer needed. Ask the system administrator for approval to proceed with this deletion process. HOW DO I DELETE BATCH HISTORY? From the MSI-Cash Register toolbar menu, click on ‘Support and select ‘Delete Register Batch History’. The following fields are required for batch deletion. After each field is input, click ‘OK’ to accept the information and delete the batches. The program will display the Batch Numbers of the deleted batches near the bottom of the screen.

Enter the “from” batch number This indicates the first batch number to be deleted Enter the “to” batch number This indicates the last batch number to be deleted Note: If the “from” batch number is not the same as the “to” batch number, any batch that falls

between these two numbers will be deleted



APPENDIX A – FAQ’s 1. How do I print a second copy of a receipt? To Reprint a Single Receipt

1. Log on to the correct register ID. 2. Select the transaction number you wish to reprint. 3. Summarize (click summarize button) 4. Click OK. The receipt will print.

OR To print multiple copies of every transaction.

1. Open the System Defaults screen from the Support Menu 2. Choose the cashier. 3. Set the number of receipts to print to the number of copies desired.

2. "How do I get my Cashier Code to work? I keep getting the message that it is an invalid code. The cashier code entered does not match up with the register id entered. The application administrator should be able to provide the correct cashier code and register id. To allow a cashier to access a register:

1. Open Cashier Codes on the Support Menu. 2. Enter the cashier code (set up in System Defaults). 3. Enter the cashier's name in the Description Field 4. Enter the cashier's password in the Password Field. 5. Enter the register id the cashier is to have access to. If the cashier is to have access to all

registers, leave the register id blank. 3. How do I set up the system to automatically process credit card authorizations? The MSI Cash Register can automatically authorize credit card transactions using Lynk Systems, Inc's. verification network. The municipality must set up an account with Lynk Systems, Inc. MSI CR System Set up.

A. Enter the Lynk Provided IDs and passwords. 1. Open the Credit Card Codes screen on the Support Menu 2. Enter the Merchant ID, Store ID, and Terminal ID supplied by Lynk Systems in the

corresponding fields. 3. Enter the LynkVT.COM user id provided by Lynk Systems in the Seller ID field. 4. Enter the LynkVT.COM user password supplied by Lynk Systems in the Seller Pwd field. If

the municipality changes their password this value needs to be updated to reflect the change. 5. Enter the authorization server's URL supplied by Lynk Systems. At the time of this writing the

URL is HTTPS://tf.lynk-systems.com/LE0100082Pmt B. Set up a Credit Card Payment Type.

1. Open the Payment Type Codes screen on the Maintenance Menu. 2. Enter a new payment type code. 3. On the new payment type code set "Auto Credit Authorization" to YES and "Check?" to NO.

https://tf.lynk-systems.com/LE0100082Pmt



4. It is advised that all each existing payment type code be modified to set the "Auto Credit Authorization" to NO.

4. I do not validate bill stubs. How do I stop the system from asking "do you want to validate" with each receipt? This is the result of the Slip Printer option being set in the System Defaults.

1. Open the System Defaults screen on the Support menu. 2. Select a cashier. 3. Change the "Yes/No" button to "No" on the Slip Printer question. 4. Repeat steps 2 and 3 for each cashier.

5. How do I set my cash drawer to open with each receipt entered?

1. Open the System Defaults screen on the Support menu. 2. Select a cashier. 3. Set the "Yes/No" button to "Yes" on the Register Equipment question. 4. Set the Register Type to "Terminal" 5. Repeat steps 2, 3, and 4 for each cashier working on a register with a cash drawer.

Trouble Shooting:

1. Make sure the cash drawer is unlocked. 2. Make sure the cable is connected to the cash drawer.



APPENDIX B – SAMPLE REPORTS Cash Receipts Edit Report





Register Posting Distribution Report



APPENDIX C – ISSUING A CREDIT VIA LYNK VT To issue a card holder a credit the user must use the Lynk Systems web site. NOTE: With the release of MSI CR 4.0 the user will have the option of issuing a credit to a card while the cash batch the original transaction was taken in is still open. After the cash batch is closed the user must again use the Lynk System web site. STEP 1: Open Web Site Open a web browser, such as MS Internet Explorer, and navigate to the site www.lynkvt.com. This will redirect you to a secure web site to which to log on and to complete your credit transaction. To log on type your Lynk supplied user id and password into the fields provided and click GO.

Once the log on has been verified the user is redirected to the Payment Transactions screen.

http://www.lynkvt.com



Step 2: Navigate to the Transaction List page Click on the Reports option on the left hand side of the page and choose the Transaction List option.



Step 3: Enter Search Criteria The user should enter search criteria that will allow them to isolate the transaction that needs to be refunded. The example below shows using a date range.



Step 4: Choose a returned transaction The search will return a set of results, similar to those below, that meet the criteria entered by the user. The user should click on the Transaction Number of the sale that is to be refunded.



Step 5: The Transaction Receipt The user will be directed to a transaction receipt page. From this page the user should click the Refund This Customer button.



Step 6: Enter refund amount Enter the amount of the refund and click the Refund Now button.



Step 7: Submit Refund A refund receipt will be displayed and can be printed by using the Print This Receipt button.

Date post:	12-Sep-2021
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MSI â€“ Cash Register - Fund Accounting and Utility Billing

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