New features added, version 7.5.2, 7.5.4 Patches, 8.4 Patches,
Program SPPT, Payment Type Maintenance, is used to enter and maintain payment types for sales order entry. Payment types can be assigned a miscellaneous code in this program. You can also view the sales order in which a payment type is used.
Miscellaneous codes can be assigned to payment types, and when the payment type is used in sales order entry; the miscellaneous code will be copied to the sales order.
Payflow Pro Payment Processing
Posting Payments to the General Ledger
The payment types that come with the system include the following:
Cash This payment type is used for cash payments. Only the payment amount must be entered.
Check This payment type is used for payments made with checks. The payment amount, check number, customer name, ABA number, and driver's license number are required. The system uses the driver's license number and the customer name to check for previous bad checks. If a customer has had a bad check in the past, the transaction must be authorized by the operator.
The check payment type is the only payment type used by transaction type 10 - cash check in point of sale transactions.
Credit Card This payment type is used for payments made with a credit card. The payment amount, customer name, credit card number, and credit bureau authorization number must be entered.
Return Return payment types are only used with transaction type 1 - Cash, Check, CC Sales in point of sale transactions. You must enter the transaction number of the original transaction. Returns can be recorded directly and a check issued, or they can be applied to the current transaction.
TAC This payment type is used for Trade America Card transactions. The card number must be entered. Trade America Card transactions are entered with transaction type 1 - Cash, Check, CC Sales in point of sale transactions. Only one Trade America Card payment type can be entered per order line. The Trade America Card payment type cannot be used for the same order that uses the Return payment type or Will Call payment type.
COD This payment type is used for COD orders. Only one COD line per order is allowed. For point of sale, this payment type is to be entered for transaction type 1 - Cash, Check, CC Sales. The authorized field must be entered. For point of sale, the customer's phone number, name, address, and authorization fields must be entered.
Will Call This payment type is used for orders that have been placed, but not paid. Only one will call payment type can be entered for an order. Will call transactions can be recalled with transaction type 80 - Recall transaction in point of sale transactions.
Gift Cert This payment type is used for orders paid with gift certificates. The amount, name, and gift certificate number are required.
Neg Instr This payment type is used for any other negotiable instrument that is not covered by the other payment types, for example, traveler's checks. The amount, customer name, and instrument identification number are required to be entered.
A - Apply to Invoice This payment type is not a real payment type as it is an instruction to program OESJ, Sales Order End of Day and Journals, to create an accounts receivable transfer record just as if an apply to invoice had been entered in the sales order header. The apply to invoice number is intended to apply credits entered in program ARIE, One-Step Invoice Entry, to existing invoices. The type A payment is intended to apply previously entered credits to the current order. The Act Pay flag should always be set to off for this payment type.
Payments are posted to the general ledger according to the GL Timing pop-list setting in this program for the payment type.
If the pop-list is set to Invoice, the payment will post to the general ledger only if the order has been shipped (status S - Confirmed Complete) the next time program OESJ, Sales Orders End of Day & Journals, is run. The payment will be posted using the invoice date.
If the pop-list is set to Immediate, the payment will post to the general ledger the next time program OESJ, Sales Orders End of Day & Journals, is run.
This will only occur if the order is status J - Confirmed Incomplete, or status O - Complete.
Payments made to status S - Confirmed Complete orders are posted with the order.
When the payment is posted for a status J - Confirmed Incomplete, or a status O - Complete order, the invoice number has not yet been assigned. The system then assigns an invoice number to sales order and uses it for the DP transaction.
Payments will be posted to the general ledger using the post date.
Once the payment has been posted, the following restrictions apply to the sales order:
The sales order cannot be cancelled.
The payment line cannot be altered.
Any adjustments or additions made to the payments must be made on a new payment line.
Accounts Receivable
The payment will be posted to Accounts Receivable as a DP transaction. DP transactions are similar to On Account Cash transactions, however DP transactions are linked to an invoice number.
The invoice number assigned to the postings can be viewed in program ARIA, Maintain Invoice Due Dates, or program OEDI, Sales Order Detail Inquiry.
Terms are not yet calculated for the sales order because it has not yet been invoiced
General Ledger
The payment will be posted to the General Ledger as a DPAY/CPAY record.
The DPAY/CPAY postings can be viewed on the Summary and Detail reports that are printed during processing with program OESJ, Sales Orders End of Day & Journals.
1. Press [New Record].
2. In the Pay Type field, enter the pay type code. This can be any single character.
3. In the Pay Type Description field, enter the payment type description.
4. Set the G/L Timing flag to the desired setting. Choices are Immediate and Invoice.
Set this flag to Immediate if you want the payment posted to the general ledger the next time program OESJ, Sales Orders End of Day & Journals, is run, regardless of the shipment status.
Set this flag to Invoice if you want the payment posted to the general ledger only if it has been shipped the next time program OESJ, Sales Orders End of Day & Journals, is run.
This flag must be set to Invoice for Payflow Pro transactions. For more information, see the Payflow Pro Payment Processing section.
5. In the Misc Code field, enter the miscellaneous code to be assigned to the payment type, if desired.
6. Set the Act Pay flag to the desired setting.
If this flag is set to on, the payment line will be posted to the general ledger and accounts receivable.
If this flag is set to off, then the payment line will never be posted, but will serve as a placeholder. For example, Will Call and COD orders.
This flag should always be set to off for payment type A.
7. Set the Credit Card flag to the desired setting. This flag is used to designate payment types that will be used with Payflow Pro payment processing.
Set this flag to on if the payment type will be used to verify and bill payment using the Payflow Pro interface.
Set this flag to off if the payment type is not used in Payflow Pro payment processing.
For more information on this feature, see the Payflow Pro Payment Processing section.
8. Set the Cash
Drawer flag to the desired setting. When this flag is set to on,
if there is a payment record with this pay type when the sales order is
processed through OEPX,
Counter Sales Shipping, the cash drawer will be opened at the
end of the transaction. You must have the NDS Cash Drawer Opener feature
installed for the cash drawer to open.
9. Set the Recalc Required flag to the desired setting.
If this flag is set to on, when program OESJ, Sales Order End of Day and Journals, is run the payment amounts for this payment type will be recalculated before the sales order is invoiced.
This flag must
be set to on, if an oepayment
record is to be inserted into the backorder. Cash and Check payment
types should not have this flag checked.
For point of sale orders, if the OESJ_RECALC_POS_CC parameter in program
MURM, Initialization Parameter Maintenance,
is set to N, the payments for those orders will not be recalculated
regardless of the setting of this flag.
This calculation will modify the payment amount on the first unposted payment type attached to a sales order so that the net amount owed on the order becomes zero. If any miscellaneous charges are attached to the payment type, they will be recalculated in conjunction with the payment amount so that the order nets to zero. The net result of all this will be:
Invoices cannot be printed until after program OESJ, Sales Order End of Day and Journals, is run.
Invoices will always have the correct freight charges, since they cannot be printed until after processing by the Clippership Interface or Connectship / WorldEase Interface.
Invoices will always have the correct credit card payments (assuming the customer intended to pay in full with the card, and that the payment type has this flag set to on.).
10. Press [Commit].
Press this button to view the sales orders in which the selected payment type is used.