IdealWare Online Users Manual

SP2-07-05 S/P PROCESSING
31567 Sales Order Entry, Misc. Refund, Payment Transfer

 

PURPOSE

 

Payment transfer refunds are used for the following reasons.

 

1. REFUND FOR A DEPOSIT AMOUNT
  • An order is created and a deposit is taken.
  • The customer changes their mind and does not take any of the products.
  • The order is modified and the detail lines are deleted.
  • The order's TOTAL equals zero and there is some AMOUNT PAID.
  • A refund is required for the amount equal to the AMOUNT PAID.
2. REFUND FOR OVERPAYMENT OF PRODUCT
  • An order is created and is fully or partially paid.
  • The customer does not take all of the products.
  • The order is modified and the required detail lines are deleted.
  • The order's TOTAL is less than the AMOUNT PAID.
  • A refund is required for the amount equal to the AMOUNT PAID minus the TOTAL.

 

PROCEDURE

 

1. INITIALIZE A REFUND ORDER

 

Start a Refund order. See 31597 - SALES ORDER ENTRY, HEADER ENTRY REFUND.

 

2. SELECT APPROPRIATE ORIGINAL ORDER NUMBER

 

Select the ORIG ORD# for transfer refund.

 

3. SELECT REFUND METHOD "PT"
 

 

4. ENTER THE REFUND HEADER

 

Enter the rest of the header fields for the refund.

 

5. DESCRIPTION LINE AUTOMATICALLY CREATED
 

6. REFUND'S AMOUNT PAID INCREASED

 

The refund order is affected as follows. See example screens following.

  • A description line is automatically created in the refund. This is the only line allowed in the refund. The description line references the original order number and indicates the amount that is being transferred.
  • The AMOUNT PAID field is set to the original order's OVERPAYMENT amount.
  • The order TOTAL will equal zero and the AMOUNT OWING will equal the negative of the OVERPAYMENT amount. This is the amount you owe the customer.
7. ORIGINAL ORDER'S AMOUNT PAID DECREASED

 

The original order is affected as follows. See example screens following.

  • The AMOUNT PAID amount is decreased by the order's OVERPAYMENT amount.
  • The AMOUNT PAID COUNTER, the number in brackets, is increased by one.
  • The AMOUNT PAID will now equal the order TOTAL.

The original order can now be completed or cancelled.

 

8. REFUND CAN BE GIVEN TO THE CUSTOMER

 

Modify the refund order and press [SHFT][F1] at the MAIN ORDER OPTIONS prompt of the order header screen to accept payment. See 31555 - SALES ORDER MODIFICATIONS.

 

Example Payment Transfer Refund Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/25/07              ***** SALE ORDER HEADER ENTRY *****             TERM: TE8 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN   JOHN BARKER            ORDERED DATE 10/25/07   ORIG ORD#    DATE   PAYMT â”‚
│ORDER# 01-R100617             TO-SHIP DATE 10/25/07   01-C100616 10/25/07 CASH  â”‚
│DOCUM  CASH REFUND            TO-SHIP TIME            REF METHOD CASH           â”‚
│TYPE   CASH-CURRENT           SHIPPED DATE 10/25/07   REF REASON PT             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BILL-TO  CASHSALE SORT JONEMAR          SHIP-TO  CASHSALE CONTRACT              â”‚
│NAME                                    NAME     MARK JONES                     â”‚
│ADDR1                                   ADDR1    1234 BIRCH AVE                 â”‚
│ADDR2                                   ADDR2                                   â”‚
│CITY                  AREA              CITY     VANCOUVER    AREA              â”‚
│PROV                  PS CD             PROV     B.C.         PS CD V5E 1D5     â”‚
│PH#                                     PH#      222-5555                       â”‚
│FAX#                                    FAX#                                    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN      BARJO    SHIP PICK UP         CASH TOTAL       .00  SUB-TOT       .00 â”‚
│LEV R PST Y GST Y  SHIPPING INFO Y      AMT PAID(1)   100.00  P.S.T.        .00 â”‚
│PST CODE           SHIPDOC PRT'D N      AMT OWING     100.00- G.S.T.        .00 â”‚
│CONT               INVOICE PRT'D N      DEP REQ'D        .00  DLVRY         .00 â”‚
│PO#                COMPLETE      N      COD METHOD            TOTAL         .00 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** SELECT MAIN OPTION (F12 FOR OPTIONS); CR TO EXIT SALE: ______                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 


Example Payment Transfer Refund Detail Line display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/25/07              ***** SALE ORDER DETAIL ENTRY *****                       â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN   JOHN BARKER BILL-TO JONEMAR         ORDERED 10/25/07  SHIPPED 10/25/07   â”‚
│ORDER# 01-R100617  TYPE    CASH-CURRENT    TO-SHIP 10/25/07                     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SUB-TOT:       .00  PST:    .00  GST:    .00  DLVRY:    .00  TOTAL:       .00   â”‚
│────────────────────────────────────────────────────────────────────────────────│
│LINE TP PRODUCT CODE  QUANTITY OF          PRICE PER   EXTENSION DIS PST GST SHP│
│────────────────────────────────────────────────────────────────────────────────│
│0001 D  PAYMENT AMOUNT 100.00 TRANSFERRED FROM 01-C100616                       â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** CR TO CONTINUE: _                                                            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

 

Example Original Order after Payment Transfer display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/25/07              ***** SALE ORDER HEADER ENTRY *****             TERM: TE8 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN   JOHN BARKER            ORDERED DATE 10/25/07                             â”‚
│ORDER# 01-C100616             TO-SHIP DATE 10/25/07                             â”‚
│DOCUM  CASH SALE              TO-SHIP TIME                                      â”‚
│TYPE   CASH-CURRENT           SEE REFUND:  01-R100617                           â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BILL-TO  CASHSALE SORT CASHSALE         SHIP-TO  CASHSALE CONTRACT              â”‚
│N┌───────────────────────< 01-C100616 PAYMENT HISTORY >───────────────────────┐ â”‚
│A│SLIP#      BATCH   DATE    TIME       TOTAL       PAID  METHOD(S)           â”‚ â”‚
│A│────────────────────────────────────────────────────────────────────────────│ â”‚
│C│01-C1A9671  0053 07/10/25 22:53      100.00     100.00  CASH                â”‚ â”‚
│P│ACCUMULATED:                                                                â”‚ â”‚
│P│                                                                            â”‚ â”‚
│F│** CR TO CONTINUE: _                                                        â”‚ â”‚
│─└────────────────────────────────────────────────────────────────────────────┘─│
│SMAN      BARJO    SHIP PICK UP         CASH TOTAL    325.92  SUB-TOT    285.90 â”‚
│LEV R PST Y GST Y  SHIPPING INFO Y      AMT PAID(2)      .00  P.S.T.      20.01 â”‚
│PST CODE           SHIPDOC PRT'D N      AMT OWING     325.92  G.S.T.      20.01 â”‚
│CONT               INVOICE PRT'D N      DEP REQ'D     100.00  DLVRY         .00 â”‚
│PO#                COMPLETE      N      COD METHOD            TOTAL      325.92 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘