Cash and Check Registers
Cash Register and Check Register
Overview
The Cash Register and Check Register are special payment batch types in the utility billing system. They automatically collect walk-in and mail payments that don't belong to a manually created batch, making it easier to track and reconcile cash and check payments received at your office or through the mail.
What is the Cash Register?
The Cash Register is used to track cash payments received:
- In person (walk-in at your office)
- By mail
- Through lockbox (third-party lockbox processing)
When a staff member records a payment as Cash from one of these sources and does not assign it to a specific payment batch, the system automatically adds it to the Cash Register.
What is the Check Register?
The Check Register is used to track check, money order, and journal entry payments received:
- In person (walk-in at your office)
- By mail
- Through lockbox
When a payment is recorded as Check, Money Order, or Journal Entry from one of these sources and is not assigned to a specific batch, the system automatically adds it to the Check Register.
Why use them?
| Benefit | Description |
|---|---|
| Automatic grouping | Payments are grouped by type without manual batch assignment |
| Simpler reconciliation | End-of-day or end-of-period reconciliation is easier when cash and checks are separated |
| Audit trail | All walk-in and mail payments are captured in one place |
| Close and post | When you're ready, you can close the register to post all collected payments at once |
How to access
- Go to Payment Batches in the admin portal
- Click Cash Register or Check Register (buttons at the top of the page)
- View the current open register and all payments it contains
When are payments automatically added?
Payments are automatically added to the Cash or Check Register only when they are received through the Receive Payment drawer on the Account detail page.
That means:
- Yes – Payments recorded via the Receive Payment drawer (from an account’s detail page or contact person panel) are automatically assigned to the correct register when they are cash, check, money order, or journal entry from in-person, mail, or lockbox
How it works
- Open register – The system automatically creates or reuses an open register when you receive an eligible payment through the Receive Payment drawer
- Receive payments – As you record cash or check payments (in person, mail, or lockbox) via the Receive Payment drawer, they are added to the appropriate register
- View and print – You can view the register, see totals, and print for reconciliation
- Close register – When you're ready (e.g., end of day), click Close Register to post the batch. A new open register is created for the next period
Payment types by register
| Register | Payment methods included |
|---|---|
| Cash Register | Cash |
| Check Register | Check, Money Order, Journal Entry |