Add Financial Transactions

The Add Financial Transactions task is used to create charges and credits and to transfer money between accounts. For example: If all residents of a floor must be charged a damage fee, this task can be used to place a charge on an account for all the associated patrons. However, the Add Financial Transactions task may not be used to create payment transactions in the Payment account.

• When using the Add Financial Transactions task, always verify the correct settings are defined before running the task. If the transactions are posted immediately and there is a mistake, the transactions must be reversed, and new transactions must be created with the correct information.

The Add Financial Transactions task contains the following settings for Performing a Charge, Credit, or Debit Transaction and Performing a Transfer Transaction:

1. Patron Selection: Select one of the following options to provide a list of patrons for the Add Financial Transactions task process:

• Remote File Path: Enter the full directory path and file name (including extension) in the available field. For example:

The imported file can be an ID List or a simple text file with only one record per line. The file must be stored on the Odyssey HMS/ResCenter server. It is not possible to import the file from a local workstation.

Notes: If a file path is defined for a scheduled task, the path is referenced each time the task runs. If the file’s data is updated (either manually edited or overwritten), the updated data will be used the next time the task is processed.

When creating or editing a task, ResCenter only verifies that the Remote File Path field is populated—not that the file exists—allowing a user to schedule a future task with a file that will be added later. If the file does not exist when the task runs, an error will be recorded in the Task History, and a failure email will be sent (if the task is configured with an email address).

• Advanced Find: Click the  Advanced Find button to use the Patron Advanced Find function to search for and select patrons to process with this task.

Note: When configuring an Advanced Find filter, the Max items to return field is set to 1,000, by default. CBORD recommends users increase this value if there’s a possibility that more than 1,000 patrons could be returned for this task.

2. From the Account Name drop-down menu, select an account to use for the transaction.

3. From the Transaction Code drop-down menu, select a Transaction Code to associate with the transaction. For a charge, credit, or debit (non-transfer) transaction, select any charge, credit, or debit Transaction Code.

Note: Refer to the Add a Transaction Code section for more information on configuring Transaction Codes.

• Immediately – This option posts the transaction immediately the transaction is saved. Once a transaction is posted, it may not be modified or deleted.

• Specified Date – This option posts the transaction on a specified date, which can be a past date.

• Unspecified Date – This option leaves the transaction unposted. Use this option if it is unclear whether the transaction is complete or correct. After the transaction is completed, the Post value can then be set to Immediately or Specified Date. At that point, the transaction will then be posted.

6. If necessary, use the Term drop-down menu to select a term to associate with the transaction.

7. If necessary, enter any other details about the transaction in the Comments field.

1. Patron Selection: Select one of the following options to provide a list of patrons for the Add Financial Transactions task process:

• Remote File Path: Enter the full directory path and file name (including extension) in the available field. For example:

The imported file can be an ID List or a simple text file with only one record per line. The file must be stored on the ResCenter web server. It is not possible to import the file from a local workstation.

Note: If a file path is defined for a scheduled task, the file path will be referenced each time the task runs. Thus, if the file’s data is updated (i.e. manually edited or overwritten), the updated data will be used the next time the task is processed.

• Advanced Find: Click the  Advanced Find button to use the Patron Advanced Find function to search for and select patrons to process with this task.

2. From the Account Name drop-down menu, select an account to use for the “Transfer Out” transaction. This is the account from which the funds will be transferred.

3. From the Transaction Code drop-down menu, select a “Transfer Out” Transaction Code to associate with the “Transfer Out” transaction.

Note: Refer to the Add a Transaction Code section for more information on configuring Transaction Codes.

4. From the Transfer Account Name drop-down menu, select an account to use for the “Transfer In” transaction. This is the account into which the funds will be transferred.

5. From the Transfer Transaction Code drop-down menu, select a “Transfer In” Transaction Code to associate with the “Transfer In” transaction.

Note: Refer to the Add a Transaction Code section for more information on configuring Transaction Codes.

7. If necessary, select a Transfer Term to associate with the “Transfer In” transaction.

8. By default, transfer transactions cannot be scheduled for a future date—they are posted at the time the task is run. The Post menu and Post Date field are automatically changed to Immediately and the current date/time, respectively. The fields are displayed as read-only.

9. If necessary, select a Term to associate with the “Transfer Out” transaction.

10. If necessary, enter any other details about the transaction in the Comments field.