IdealWare Online Users Manual

SP2-06-09 S/P PROCESSING
31561 Sales Order Entry, Payment Processing

 

PURPOSE

 

Sales order entry, payment processing enables you to accept payments for orders processed through the sales order entry program. Payments can only be processed for the following types of orders:

 

SALE (WITH PAYMENT)

 

Payment received from the customer for merchandise sold. See PROCEDURE - REGULAR PAYMENTS.

 

REFUND

 

Payment refunded to the customer for returned merchandise. See PROCEDURE - REGULAR PAYMENTS.

 

CREDIT TO PURCHASE SALE

 

Payment either received from or refunded to the customer. See PROCEDURE - CREDIT TO PURCHASE PAYMENTS/REFUNDS.

 

The cash till sales entry program can also be accessed from within the sales order entry program for the following processing:

 

OPEN OR CLOSE A CASH TILL BATCH

 

A cash till batch is typically created on a daily basis for each cash terminal/drawer. See 31541 - CASH TILL SALES ENTRY, BATCH CREATE/ACCESS.

 

OTHER STORE INVOICE PAYMENT

 

Payment received for an order that was generated at another store. See 31544 - CASH TILL SALE ENTRY PAYMENT PROCESSING.

 

CUSTOMER PAYMENTS ON ACCOUNT

 

Payment received to apply against a customer account. See 31544 - CASH TILL SALE ENTRY PAYMENT PROCESSING.

 

NON-SUFFICIENT FUND PAYMENTS AND CHARGES

 

Payment received for Non-Sufficient Funds or other charges. See 31544 - CASH TILL SALE ENTRY PAYMENT PROCESSING.

 

Payments can be accepted for an order while adding the order or at any time after the order has been added. Multiple payments can be applied to an order and an order is not complete until it has been fully paid or refunded.

 

Select payment history inquiry by entering "PH" at the SELECT MAIN OPTION prompt of the order header screen. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS. The inquiry displays a history of all the payments that been applied against an order. See 31590 - PAYMENT HISTORY INQUIRY.


Example Payment History Inquiry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/24/07              ***** SALE ORDER HEADER ENTRY *****             TERM: TE8 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN   JOHN BARKER            ORDERED DATE 10/24/07                             â”‚
│ORDER# 01-C100607             TO-SHIP DATE 10/24/07                             â”‚
│DOCUM  CASH SALE              TO-SHIP TIME                                      â”‚
│TYPE   CASH-CURRENT           SHIPPED DATE 10/24/07                             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│B┌───────────────────────< 01-C100607 PAYMENT HISTORY >───────────────────────┐ â”‚
│N│SLIP#      BATCH   DATE    TIME       TOTAL       PAID  METHOD(S)           â”‚ â”‚
│A│────────────────────────────────────────────────────────────────────────────│ â”‚
│A│01-C1A9649  0051 07/10/24 01:36      100.00     100.00  CHQ                 â”‚ â”‚
│C│01-C1A9650  0051 07/10/24 01:36      519.25     519.25  CASH,VISA           â”‚ â”‚
│P│ACCUMULATED: CASH: 119.25  CHQ: 100.00  VISA: 400.00                        â”‚ â”‚
│P│                                                                            â”‚ â”‚
│F│** CR TO CONTINUE: _                                                        â”‚ â”‚
│─└────────────────────────────────────────────────────────────────────────────┘─│
│SMAN      BARJO    SHIP PICK UP         CASH TOTAL    619.25  SUB-TOT    543.21 â”‚
│LEV R PST Y GST Y  SHIPPING INFO Y      AMT PAID(2)   619.25  P.S.T.      38.02 â”‚
│PST CODE           SHIPDOC PRT'D N      AMT OWING        .00  G.S.T.      38.02 â”‚
│CONT               INVOICE PRT'D N      DEP REQ'D        .00  DLVRY         .00 â”‚
│PO#                COMPLETE      N      COD METHOD            TOTAL      619.25 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

 

GENERAL PAYMENT PROCESSING PROCEDURES

 

1. OPEN DAILY CASH TILL BATCH

 

A cash till batch should be opened at the beginning of the day for each cash terminal/drawer. You can either follow the procedure below before processing any orders, or alternately you can open a cash till batch the first time that you attempt to accept payment for an order.

 

ACCESS THE CASH TILL ENTRY PROGRAM

 

Press [SHFT][F1] at the SELECT OPTION prompt of the order initialization screen. See 31554 - SALES ORDER ENTRY, ORDER INITIALIZATION.

 

OPEN A CASH TILL BATCH

 

See 31541 - CASH TILL SALES ENTRY, BATCH CREATE/ACCESS.

 

Example Cash Till Batch Creation/Access Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct14/07 Tc               ***** CASH SALES ENTRY *****                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01        D E M O   C O M P A N Y                 â”‚
│          STORE CODE          01        Ideal Computer Group                    â”‚
│                                                                                â”‚
│          CASH SALES DATE     Oct14/07                                          â”‚
│          CASH TILL CODE      1                                                 â”‚
│          CASH TERMINAL CODE  1         CASH TERMINAL '1'                       â”‚
│          CASH DRAWER NUMBER  A         CASH DRAWER NUMBER A                    â”‚
│                                                                                â”‚
│          BATCH NUMBER        0003                                              â”‚
│          TIME BATCH OPENED   11:16     NEW BATCH                               â”‚
│          TIME BATCH CLOSED                                                     â”‚
│                                                                                â”‚
│          FLOAT AMOUNT            300.00                                        â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** PRESS ENTER TO CONTINUE (F2 FOR FLOAT; F3 TO BACKUP): __                     â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

RETURN TO SALE ORDER ENTRY

 

Press [F4] at the SALES SLIP# OPTIONS prompt of the sale/refund creation/access screen. See 31542 - CASH TILL SALES ENTRY, SALE/REFUND CREATION/ACCESS.

 

2. ATTACH TO A CASH TILL BATCH

 

Every terminal that will accept payments must attach to a cash till batch. You can either follow the procedure below before processing any orders, or alternately you can attach to a cash till batch the first time that you attempt to accept payment for an order. If you opened a cash till batch from the current terminal, then the terminal is already attached to a batch. Whenever you exit and re-enter the sales order entry program on a terminal, you must again attach that terminal to a cash till batch.

 

ACCESS THE CASH TILL ENTRY PROGRAM

 

Press [SHFT][F1] at the SELECT OPTION prompt of the order initialization screen. See 31554 - SALES ORDER ENTRY, ORDER INITIALIZATION.

 

ACCESS A CASH TILL BATCH

 

See 31541 - CASH TILL SALES ENTRY, BATCH CREATE/ACCESS.

 

RETURN TO SALE ORDER ENTRY

 

Press [F4] at the SALES SLIP# OPTIONS prompt of the sale/refund creation/access screen. See 31542 - CASH TILL SALES ENTRY, SALE/REFUND CREATION/ACCESS.

 

3. CREATE AN ORDER

 

Create an order for which payment is to be received from or given to the customer. See 31554 - SALES ORDER ENTRY, ORDER INITIALIZATION.

 

4. ACCEPT PAYMENT

 

Accept payment for the order. See PROCEDURE - REGULAR PAYMENTS or PROCEDURE - CREDIT TO PURCHASE PAYMENTS/REFUNDS. Note that once you have entered the payment screen you must accept payment in full or press "C" to cancel the payment and return to the sale. If your till slip printer does not accommodate cheque franking/validation, the cash till payment program will now not prompt the operator to slide the cheque into the printer when a cheque payment is received.

 

5. CLOSE BATCH AT END OF DAY

 

The Cash Till Batch must be closed before the payment can be further processed.

 

ACCESS THE CASH TILL ENTRY PROGRAM

 

Press [SHFT][F1] at the SELECT OPTION prompt of the order initialization screen. See 31554 - SALES ORDER ENTRY, ORDER INITIALIZATION.

 

ACCESS THE CASH TILL BATCH

 

See 31541 - CASH TILL SALES ENTRY, BATCH CREATE/ACCESS.


CLOSE THE BATCH

 

Press [F8] at the SALES SLIP# OPTIONS prompt of the Sale/Refund Creation/Access screen. See 31545 - CASH TILL SALES ENTRY, CLOSING BATCHES.

 

6. END OF DAY PROCESSING

 

See 31399 - DAY TO DAY PROCESSING.

 

 

PROCEDURE - REGULAR PAYMENTS

 

Regular payment processessing is used for the following types of orders.

 

SALE (WITH PAYMENT)

 

Payment received from the customer for merchandise sold.

 

REFUND

 

Payment refunded to the customer for returned merchandise.

 

The general procedures for regular payments are as follows.

 

1. CREATE A SALE (WITH PAYMENT) OR A REFUND

 

Create a sale or a refund order for which payment is to be received from or returned to the customer. Perform the following order functions:

  • Initialize order and perform header entry.
  • Perform detail entry.
  • Exit detail entry.
    Press [F4] at the DETAIL OPTIONS prompt. See 31660 - SALES ORDER ENTRY, DETAIL ENTRY OPTIONS.

 

 

2. ACCESS THE CASH TILL SALE ENTRY PROGRAM

 

Press [SHFT][F1] at the ORDER MAIN OPTIONS prompt of the header screen. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

 

If not already done, you must open a cash till batch and/or attach to a cash till batch. See 31541 - CASH TILL SALES ENTRY, BATCH CREATE/ACCESS. If the terminal is already attached to a cash till batch, the program will briefly display the cash till batch creation/access screen and advance to the payment screen.

 

In systems configured for combined sale order entry and payment processing, from either the product code field of the detail screen or from the header screen you can press [SHFT][F2] to print the invoice on the attached till slip printer and then advance to the payment screen to apply payment. The invoice printed on the till slip printer is immediately followed by the payment tendered information. Thus, the customer is provided with a complete transaction receipt.

 

3. ENTER PAYMENT AMOUNT

 

Once a cash till batch is accessed, the program displays the cash till sale/refund creation/access screen. The program recognizes that sales order entry, payment processing is in progress and prompts for payment. Enter the payment amount desired. See 31543 - CASH TILL SALES ENTRY, SALE/REFUND DETAIL LINE ENTRY: PROCEDURE - SEE INVOICE LINE.


Example Cash Till Sale/Refund Creation/Access Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/24/07                  ***** SALE ORDER ENTRY *****                 TERM: TE8│
│────────────────────────────────────────────────────────────────────────────────│
│SALES SLIP#: 01-C100608         CASHIER: BARJO  BATCH#: 0051  TILL: 1  DRAWER: A│
│SALE TYPE:                                                                      â”‚
│────────────────────────────────────────────────────────────────────────────────│
│TOTAL$:               SALES$:               PST$:               GST$:           â”‚
│────────────────────────────────────────────────────────────────────────────────│
│LN#  QUANTITY UNITS PRODUCT         PRICE  DISC%     DISC$     SALES$  PST  GST â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│INV: 01-C100608 CUST: CASHSALE INV TOT: 619.25 MIN PAYMT: .00 PAID: .00         â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** ENTER PAYMT AMOUNT OR PRESS ENTER FOR 619.25 OR PRESS F3: 619.25___          â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

4. ENTER PAYMENT METHOD(S)

 

Once the payment amount is entered, the program displays the cash till payment processing screen. Once you enter the payment screen you must accept payment in full or press "C" to cancel the payment and return to the sale. Enter the payment methods desired. See 31544 - CASH TILL SALES ENTRY, PAYMENT PROCESSING.

 

Example Payment Methods Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/24/07                  ***** SALE ORDER ENTRY *****                 TERM: TE8│
│────────────────────────────────────────────────────────────────────────────────│
│SALES SLIP#: 01-C1A9652         CASHIER: BARJO  BATCH#: 0051  TILL: 1  DRAWER: A│
│SALE TYPE:   CS  CASH SALE                                                      â”‚
│────────────────────────────────────────────────────────────────────────────────│
│TOTAL$:    100.00     SALES$:    100.00     PST$:       .00     GST$:       .00 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│F6 = DEBIT:              ACCT#:                  EXPIRY:       AUTH#:           â”‚
│F8 = VISA:               ACCT#:                  EXPIRY:       AUTH#:           â”‚
│F9 = MASTER:             ACCT#:                  EXPIRY:       AUTH#:           â”‚
│F10= OTHER               ACCT#:                  EXPIRY:       AUTH#:           â”‚
│                                                                                â”‚
│                                                                                â”‚
│F11= CHEQUE:             ID#1A:                                                 â”‚
│F12= CASH:       100.00  ID#1B:                                                 â”‚
│                         ID#2A:                                                 â”‚
│                         ID#2B:                                                 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│   TENDERED:     100.00  OWING:     100.00       CHANGE DUE:        .00         â”‚
│────────────────────────────────────────────────────────────────────────────────│
│F6=DEBIT F8=VISA F9=M/C F10=OTHER F11=CHEQUE F12=CASH                           â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** ENTER PAYMENT METHOD, F1=CHG PST/PST#, F2=CHG GST/GST#, F3=LINES:            â”‚
│   SWIPE CARD OR PRESS F4 TO FINISH THE SALE.                                   â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

5. RETURN TO THE SALE OR REFUND

 

Once the payment method has been processed, the program exits the cash till sales entry program and returns to the order header screen. The AMT PAID (Amount Paid) total field is updated and the payment detail information written to the payment history file where it can be viewed subsequently by the payment history inquiry.

 

 

PROCEDURE - MULTIPLE PAYMENTS

 

You can make multiple payments towards an order. To do so, the initial deposit amount and subsequent partial payment amounts must be specified prior to accessing the payment screen. See 31575 - SALES ORDER ENTRY, MISC. PARTIAL PAYMENTS.

 

ACCESS THE ORDER

 

Retrieve the order into the order header screen. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

 

ACCESS THE CASH TILL ENTRY PROGRAM

 

Press [SHFT][F1] at the SELECT OPTION prompt of the order initialization screen. See 31554 - SALES ORDER ENTRY, ORDER INITIALIZATION.

 

ENTER PAYMENT AMOUNT

 

Once a cash till batch is accessed, the program displays the cash till sale/refund creation/access screen. The program recognizes that sales order entry, payment processing is in progress and prompts for payment. Enter the payment amount desired. See 31543 - CASH TILL SALES ENTRY, SALE/REFUND DETAIL LINE ENTRY: PROCEDURE - SEE INVOICE LINE.

 

ENTER PAYMENT METHOD(S)

 

Once the payment amount is entered, the program displays the cash till payment processing screen. Once you enter the payment screen you must accept payment in full or press "C" to cancel the payment and return to the sale. Enter the payment methods desired. See 31544 - CASH TILL SALES ENTRY, PAYMENT PROCESSING.

 

RETURN TO SALE ORDER ENTRY

 

Press [F4] at the SALES SLIP# OPTIONS prompt of the sale/refund creation/access screen. See 31542 - CASH TILL SALES ENTRY, SALE/REFUND CREATION/ACCESS.

 

 

PROCEDURE - CREDIT TO PURCHASE PAYMENTS/REFUNDS

 

Credit to purchase payment/refunds processing is used for the following types of orders.

 

CREDIT TO PURCHASE SALE/ISSUE

 

Payment is either received from or refunded to the customer. See 31600 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE SALE and 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.

 

While creating a credit to purchase sale, if the customer OPEN TO SPEND amount is exceeded, then a payment must be made first. Also, in some cases you might want to give a customer a refund for their OPEN TO SPEND amount if they are not going to use all of their initial credit.

 

The general procedures for credit to purchase payments are as follows.

 

1. CREATE THE CREDIT TO PURCHASE CUSTOMER ACCOUNT AND CREDIT

 

See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.


2. CREATE THE CREDIT TO PURCHASE SALE

 

See 31600 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE SALE.

  • Initialize order and perform header entry.
  • Perform detail entry.
  • Exit detail entry.
    Press [F4] at the DETAIL OPTIONS prompt. See 31660 - SALES ORDER ENTRY, DETAIL ENTRY OPTIONS.

 

 

2. ACCESS THE CASH TILL SALE ENTRY PROGRAM

 

Press [SHFT][F1] at the ORDER MAIN OPTIONS prompt of the header screen. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

 

If not already done, you must open a cash till batch and/or attach to a cash till batch. See 31541 - CASH TILL SALES ENTRY, BATCH CREATE/ACCESS. If the terminal is already attached to a cash till batch, the program will briefly display the cash till batch creation/access screen and advance to the payment screen.

 

3. ENTER PAYMENT AMOUNT

 

Once a cash till batch is accessed, the program displays the cash till sale/refund creation/access screen. The program recognizes that sales order entry, payment processing is in progress and prompts for payment. Enter the payment amount desired. See 31543 - CASH TILL SALES ENTRY, SALE/REFUND DETAIL LINE ENTRY: PROCEDURE - CUSTOMER PAYMENT LINE.

 

4. ENTER PAYMENT METHOD(S)

 

Once the payment amount is entered, the program displays the cash till payment processing screen. Once you enter the payment screen you must accept payment in full or press "C" to cancel the payment and return to the sale. Enter the payment methods desired. See 31544 - CASH TILL SALES ENTRY, PAYMENT PROCESSING.

 

5. RETURN TO THE ORDER

 

Once the payment method has been processed, the program exits the cash till sales entry program and returns to the order header screen. The AMT PAID (Amount Paid) total field is updated and the payment detail information written to the payment history file where it can be viewed subsequently by the payment history inquiry.

 

 

PROCEDURE - MULTIPLE CREDIT TO PURCHASE PAYMENTS

 

You can make multiple payments towards credit to purchase orders. There are two methods to do so.

 

METHOD A

 

1. ACCESS ANY CUSTOMER CURRENT ORDER

 

Retrieve any one of the credit to purchase customer's current orders into the order header screen. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS. Use method B if there are no current orders.

 

2. ACCESS THE CASH TILL ENTRY PROGRAM

 

Press [SHFT][F1] at the SELECT OPTION prompt of the order initialization screen. See 31554 - SALES ORDER ENTRY, ORDER INITIALIZATION.

 

If not already done, you must open a cash till batch and/or attach to a cash till batch. See 31541 - CASH TILL SALES ENTRY, BATCH CREATE/ACCESS. If the terminal is already attached to a cash till batch, the program will briefly display the cash till batch creation/access screen and advance to the payment screen.

 

3. ENTER PAYMENT AMOUNT

 

Once a cash till batch is accessed, the program displays the cash till sale/refund creation/access screen. The program recognizes that sales order entry, payment processing is in progress and prompts for payment. Enter the payment amount desired. See 31543 - CASH TILL SALES ENTRY, SALE/REFUND DETAIL LINE ENTRY: PROCEDURE - CUSTOMER PAYMENT LINE.

 

4. ENTER PAYMENT METHOD(S)

 

Once the payment amount is entered, the program displays the cash till payment processing screen. Once you enter the payment screen you must accept payment in full or press "C" to cancel the payment and return to the sale. Enter the payment methods desired. See 31544 - CASH TILL SALES ENTRY, PAYMENT PROCESSING.

 

5. RETURN TO SALE ORDER ENTRY

 

Once the payment method has been processed, the program exits the cash till sales entry program and returns to the order header screen. The AMT PAID (Amount Paid) total field is updated and the payment detail information written to the payment history file where it can be viewed subsequently by the payment history inquiry.

 

METHOD B

 

1. ACCESS THE CASH TILL ENTRY PROGRAM

 

Press [SHFT][F1] at the SELECT OPTION prompt of the order initialization screen. See 31554 - SALES ORDER ENTRY, ORDER INITIALIZATION.

 

If not already done, you must open a cash till batch and/or attach to a cash till batch. See 31541 - CASH TILL SALES ENTRY, BATCH CREATE/ACCESS. If the terminal is already attached to a cash till batch, the program will briefly display the cash till batch creation/access screen and advance to the payment screen.

 

2. CREATE THE CREDIT TO PURCHASE SALE

 

Once you have accessed the cash till sales entry program, the sale/refund creation/access screen displays. To receive payment, press [F9] to generate a cash sale. To refund money, press [F10] to generate a refund sale.

  • Initialize order and perform header entry.
  • Perform detail entry.
  • Exit detail entry.
    Press [F4] at the DETAIL OPTIONS prompt. See 31660 - SALES ORDER ENTRY, DETAIL ENTRY OPTIONS.

 

 

3. SELECT CUSTOMER PAYMENT LINE

 

Enter the payment amount desired. See 31543 - CASH TILL SALES ENTRY, SALE/REFUND DETAIL LINE ENTRY: PROCEDURE - CUSTOMER PAYMENT LINE.


4. ENTER CUSTOMER CODE AND PAYMENT AMOUNT

 

See 31543 - CASH TILL SALES ENTRY, SALE/REFUND DETAIL LINE ENTRY: PROCEDURE - CUSTOMER PAYMENT LINE.

 

5. ENTER PAYMENT METHOD(S)

 

Once the payment amount is entered, the program displays the cash till payment processing screen. Once you enter the payment screen you must accept payment in full or press "C" to cancel the payment and return to he sale. Enter the payment methods desired. See 31544 - CASH TILL SALES ENTRY, PAYMENT PROCESSING.

 

6. RETURN TO SALE ORDER ENTRY

 

Once the payment method has been processed, the program exits the cash till sales entry program and returns to the order header screen. The AMT PAID (Amount Paid) total field is updated and the payment detail information written to the payment history file where it can be viewed subsequently by the payment history inquiry.