The Payment entry program is used by Point of Sale, Order Entry (payment with order), Order Forms, Claims Entry and Warranty Service module. It allows for multiple payment methods and multiple amounts on the same order. When the payment method is entered, the Banking reference entry program or the Voucher payment entry program is called to accept the payment details for the payment method specified.
The ‘Payment entry call’ program takes an order number and calls the main payment entry program with parameters from the order. After payment entry, it will update the order with a new payment number, for those instances where there were no payments assigned. A new process number is generated for each payment.
While entering the various payments a running total is displayed and the Change Due or Amount still owing displays once the full amount has been entered.
Vouchers can be given as refunds if the parameter is added to the entry parameter list. Not to be used as a refund for overpaying by Cheque, voucher entry or POS entry for a debtors account. Users determine whether to provide cash as a refund or whether the system should generate a voucher as a refund. If the flag is defined to issue a voucher as a refund the system calls another screen to capture the customer information prior to issuing the voucher. This functionality also extends to the debtor payment screen.
Short payments and over payments are used to allow/disallow payment that is less/more than required.
The operator can alter the total required with validation to enter more than the minimum required amount allowing for payment of an additional amount.
When processing refunds the user who authorised the refund of cash is recorded. The Refund authorisation code is set up in TMSDS/TR-DTYP.
Another entry parameter that can be added is a flag which allows a negative amount and if a negative amount is not allowed the system forces the user to enter an authorisation code.
Valid Payments to be used in the Point of Sale process are established in TMSAR/ARW015-T.
When the payment is made by vouchers ARE220 Payment by Voucher program is called. The currency and company being paid must match the voucher’s currency and company.
When paying by credit card a POS order requires pre-authorisation of payment. Overpayment by credit card is not allowed if the credit card payment is NOT charged at the payment entry. This is because system cannot lock the CC payment amount upfront to charge it later. Credit card details can be accepted for a zero value order, that is a fully backordered order.
When making payments you must round up/down.
For outstanding orders with payment terms of ‘Payment with order’ the payment entry program is called at the end of order entry processing, even if the order is not released. This allows users to check/maintain payment details whenever the outstanding order is maintained.
Enter payment
- Enter an order as per normal order entry.
- Flag the payment terms on the order header to prompt payment.
- Click OK to confirm the order. DSE131 Payment Entry panel appears.
| Function | Description |
| Bank ref | Access ARE210 Bank Reference – Validate or ARE220A Payment by Voucher depending upon payment type selected. |
| Confirm | Used to confirm payment entry after all the payment details are entered. |
- Enter the payment details, as necessary.
| Field | Description |
| Batch no | The Payment Entry program has a system generated batch number. The batch number defaults to the current active batch for the location that the user belongs to. Default location by user is setup in TMSDS/POS-USRD. The format of this batch number for cash payments is determined by the formats established on XACNA/AR-BTCH. Specific number ranges can be allocated per location to cater for Credit Controller separation if required. Users that can have automatic batch generation are setup in TMSAR/BAT-USR. |
| Company bank |
Bank codes can be set up for various Payment types such as credit card payments (with Bank Codes for every type of credit card), foreign currency payments, cash with orders, etc. This then allows for the printing of Bank Deposit Slips by Bank Code/Payment Type, grouping and totaling all payments made to a Bank Code. In Order Processing the company bank defaults to the customer’s default bank and can be overridden. In Payment Entry this is the default bank for the company to which the customer is attached. |
| Order total amount | This includes previously supplied orders and backordered items released. |
| Order total qty | In Payment Entry the quantity ordered displays. The supply total may differ if there was insufficient stock. |
| Supply total amount | This is the total value of the supplied quantity. |
| Supply total qty | This is the total quantity supplied. |
| Min required | This is the minimum payment required. |
| Max allowed | This is the maximum payment allowed for this transaction. |
| Prepaid | In Payment Entry this is the deposit amount that was lodged when a backorder for out of stock titles was created for the customer. The amount of deposit required is calculated based on TMSDS/CM-PAYT. |
| Amount to pay |
In Payment Entry the amount the customer is to pay displays. This is the minimum payment that is required. In Point of Sale this is the invoice amount plus the percentage of the backorder amount. The operator can alter the payment amount required, with validation, to enter more than the minimum required amount allowing the customer to pay an additional amount up to the maximum allowed. For any backorders only a percentage is required to be paid as a deposit. The remaining percentage must be paid when the item is picked up by the customer. This percentage is determined by TMSDS/CM-PAYT. Note: The remaining amount displayed must be paid in full. Once the remaining amount has been entered the screen displays if there is any cash change. |
| Total tendered | This is the amount tendered for payment by the customer. This amount is subtracted from the Payment amount and any difference is displayed in the Cash Change or Remaining field. |
| Amt tendered |
In Payment Entry called by POS Sales/Returns, Payment with Order Overs and Unders Posting enter the amount the customer is paying or where applicable, the variance amount to be posted. Note: The remaining amount displayed must be paid in full. Once the remaining amount has been entered the screen displays if there is any cash change. For any backorders only a percentage is required to be paid as a deposit. The remaining percentage must be paid when the title is picked up by the customer. TMSDS/CM-PAYT determines the percentage. If payment is by a number of different methods then an entry is required for each method and the amount being paid by that method. For example a cash amount and a voucher amount may add up to the full amount due for payment. If a Return or Refund is being processed the amount entered must be negative. |
| Mth |
Prompt and select the method the customer is paying you by. For example, Cheque, cash, credit card and voucher. If payment is by Cheque then a Payer must be entered in the detail. |
| Bank reference |
Enter any additional details required for the payment to be validated. This banking reference should match the Bank Statement. The following must be entered: For Cheques the Cheque number must be entered. For vouchers the voucher number must be entered. This number must already exist on the system within the Work with Vouchers menu. |
| Currency | In Payment Entry this is the currency in which the payment is usually made and defaults according to the Customer masterfile entry for the customer. The currency code can be overridden if payment is being made in a currency other than the customer’s normal trading currency.
In the case of foreign currency payments the trade currency is automatically converted to the receipt currency, displaying the exchange rate applicable at the time. If a set currency has been defined for the Payment Type entered, then this field is a display field. |
- Click confirm to accept the payment.
| Note | If the payment is by credit card and the business rules (TMASR/BK-CCSUR) are set up to charge a processing fee then the applicable surcharge amount would be added to the payment amount and a journal would be generated for the surcharge amount. A surcharge journal type must be defined in TMSAR/BK-PAYT. |
