Payment Methods
This is the catalog you use to record how you get paid (or how you pay): Cash, Wire Transfer, Check, Card, etc. You pick it when recording a Cash Invoice, a Cash Receipt or any other transaction with a payment, and it's also used as a customer's or vendor's default payment method and to configure your credit card operators and online stores.
What is it and what is it for?
A Payment Method is a label that identifies how a transaction's money moves: Cash, Check, Wire Transfer, Deposit, Credit or Debit Card, etc. It doesn't move money by itself: it's information attached to the transaction so you know (and can report) how it was collected or paid.
You'll find and use it in several places in AdmCloud:
- When recording a Cash Invoice, a Cash Receipt, a Cash Return or any other transaction that requires stating how it was collected.
- As a customer's or vendor's default payment method, on their Contact record.
- In a Credit Card Operator configuration, to state which payment method is used to create the cash receipt when the operator approves a charge.
- In Online Store configuration, to link the store's cash, bank transfer or card payment to a Payment Method in AdmCloud.
- In a subsidiary's configuration, when it uses the card tokenization integration.
If your company sells with several payment forms combined on a single invoice (for example, half cash and half card), the transaction lets you pick more than one Payment Method on the same document.
How it's used
- Open "Payment Methods" from System Administration. You'll see the list of payment methods already created, sorted alphabetically.
- Create a new one with the add button, or open an existing one to review or edit it from its detail screen.
- Type the name of the payment method (for example "Cash", "Wire Transfer" or "Visa Card"). It's the only required field.
- If your company is in the Dominican Republic, also fill in the DGII fiscal codes that apply to this payment method (see below).
- Add notes if you need to leave an internal clarification about the payment method.
- Save. The payment method becomes available right away for use on transactions and in the pickers of other screens.
Key fields
| Field | What it's for |
|---|---|
| Name | Identifies the payment method throughout the app (lists, reports, pickers). Required and can't repeat. |
| Purchases Fiscal Code (606) | Dominican Republic only. The DGII's official code that classifies the payment form on the 606 purchases report (Cash, Check/Transfer/Deposit, Card, Credit Purchase, Exchange, Credit Note, Mixed). |
| Sales Fiscal Code (607) | Dominican Republic only. The DGII's official code that classifies the payment form on the 607 sales report (Cash, Check/Transfer/Deposit, Card, Credit Sale, Gift Bonds/Certificates, Exchange, Other Sale Forms). |
| Notes | Free-form remarks, visible only within this screen. |
Fiscal codes for the Dominican Republic
If your company is configured for the Dominican Republic, the screen shows a guide with the DGII's official codes so you pick the right one for each payment type:
| Payment form | Code 606 (purchases) | Code 607 (sales) |
|---|---|---|
| Cash | 01 | 01 |
| Check / Transfer / Deposit | 02 | 02 |
| Debit / Credit Card | 03 | 03 |
| Credit Purchase | 04 | — |
| Credit Sale | — | 04 |
| Gift Bonds or Certificates | — | 05 |
| Exchange | 05 | 06 |
| Credit Note | 06 | — |
| Mixed | 07 | — |
| Other Sale Forms | — | 07 |
These are the same codes later used by the 606 and 607 fiscal reports to automatically classify your purchases and sales for the DGII.
Validations when saving
- The Name is required.
- The Name can't repeat: if a payment method with that name already exists, AdmCloud rejects the save.
Deleting a payment method
A payment method can't be deleted while it's in use. AdmCloud blocks the deletion when it detects the payment method is linked to:
- Transactions already recorded (invoices, cash receipts and other documents with a payment).
- A Credit Card Operator configured with that payment method.
- A customer or vendor that has it set as their default payment method.
- A subsidiary configured for card tokenization using that payment method.
- An Online Store configured to collect cash, transfer or card payments with that payment method.
While any of these dependencies exist, you must first reassign or remove those references before you can delete the payment method.
Availability
- Available on every AdmCloud plan; it doesn't depend on an add-on module.
- Requires the "Configuration" permission of System Administration in your user group to view, create, edit or delete payment methods.
- The 606 and 607 fiscal codes only appear and apply for companies configured with the Dominican Republic country.
Tips and common errors
Use short, clear names (Cash, Wire Transfer, Card) instead of very specific variants per bank or operator, unless you truly need to report them separately; that keeps your payment pickers simple for whoever is invoicing or collecting.
Can't delete a payment method? The message tells you which documents, customers/vendors or operators are using it. Check that list and reassign those references to another payment method before trying to delete it again.
If your company is in the Dominican Republic and you'll use this payment method on invoices, always fill in its 606 and/or 607 codes; otherwise your fiscal reports could end up incomplete for transactions recorded with that payment method.