POSTS Receivables: Entry, Troubleshooting, and Type Code Setup

🟢 Audience: Training

Quick Summary:

“This guide covers how to enter transactions in POSTS Receivables, troubleshoot page number errors, and create or edit Type Codes to ensure accurate records and reports.”

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🔹 1. Entering a Transaction in POSTS R (Entry & Editing)

1. Click the Entry and Editing icon.

2. Click Sale to start a new transaction.

3. From the Type drop-down, choose the Type Code (e.g., DEED).

4. Tab through the fields and enter:

   • Number of Pages

   • Reference (Party Names, etc.)

   • Value (for deed transfer tax, if applicable)

5. Tab to FOP (Form of Payment) and choose payment type.

6. Click Save and Print Receipt.

🔍 Note: Some Type Codes will prompt for validation when you tab to FOP; not all require a validation label.

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🔹 2. Fixing Page Number Errors During a Sale

If you get a page number error when entering a sale:

1. Check the Current Book & Page:

   • In CCLIX, go to Setup → Type Code Maintenance.

   • Enter the Type Code in question.

   • Click it in the grid to view current book and page details.

   • If incorrect, update and Save.

1. Check for Duplicates in CCLIX:

   • Go to Instruments → Advanced Search → Instrument Inquiry.

   • Under Date Criteria, select Recent and enter 1 to see all documents entered today.

   • If the instrument with that page number exists, delete it in CCLIX before re-entering in POSTS R.

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🔹 3. Editing or Adding a Type Code in POSTS

To Edit an Existing Type Code:

1. Go to Setup → POSTS Setup → Type Code.

2. Select the Type Code from the grid.

3. Change the date to today’s date, make updates, and Save.

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To Add a New Type Code:

1. Fill in all required fields:

   • Type Code and effective Date

   • Description

2. Select a Department:

   • DT = Delinquent Tax

   • E = Election

   • FG = Fish & Game

   • I = Instruments

   • L = Licenses & Permits

   • M = Miscellaneous

   • MV = Motor Vehicle

3. If using Payables, enter the Ledger Account; otherwise, leave blank.

4. Select a Doc Type: IN (Instrument), MV (Motor Vehicle), MC (Miscellaneous).

5. Enter the CCLIX Type Code (match it to POSTS if possible).

6. Set Standard Number of Pages and choose Validation type: Yes, No, Land, or Partial.

7. If applicable, set Legal Process and Report Line.

8. Choose Distribute Type:

   • D = Dollar, P = Percentage.

9. Enter fees:

   • Clerk, State, AHT (check box for AHT).

10. Add Extra Page Fee (if applicable).

11. Click Add.

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🔹 4. Assigning a Type Code to a Grouping

1. In Type Code Grouping, find the correct category (e.g., LIENS).

2. Click Edit next to Type Code Group Details.

3. Add the new Type Code to the grouping.

4. This ensures it appears correctly on General Ledger reports.

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📝 Tips:

• Always match CCLIX Type Codes to POSTS codes for consistency.

• Adding a Type Code without assigning it to a Grouping can lead to reporting errors.

• Use Instrument Inquiry in CCLIX to troubleshoot page conflicts quickly.