Payment Summary Window

Use this window to specify the type of payment you want to apply to this transaction. You can apply multiple payment types to a single transaction. The payments you enter appear in the grid.

If you specify a payment type of Cash, use the Amount field on this screen to enter the amount. For all other payment types, a separate window appears for each payment type. The payment types are drawn from the following system settings:

Enter the code for the pay method/type (for example, cash) you want to apply to this transaction. Click the Search button to select a payment method from the Pay Method Lookup Window.

If a credit card is selected, the Credit Card Entry Window opens to manually enter the credit card information.

If the Swipe Card button is active, click that button and swipe a credit or debit card without specifying this field, which populates after a successful card swipe.

If you are processing Accord D payments, you must first manually enter the payment method and then swipe the credit card.

When issuing a return or an exchange, you cannot select a gift certificate payment method.

If using Shift4 and Token Sharing Active is enabled in your Payment Card and Device Settings, "Cards On File" displays to the right of this payment window, alerting you that previously used credit card tokens are on file for the customer. Use the Credit Cards on File option from the Actions button to select a card on file.

If this button is active, you can swipe a credit or debit card. After a successful card swipe, the appropriate payment type displays on the screen in the Payment Method field and the full amount appears in the Payment Amount field. If this Swipe Card button is not active, either your swipe device is not connected properly, Signature Capture is not active on your system, or both.

If the swiped card is a debit card, the Debit Card Payment Entry Window opens and the payment type defaults to DEBIT. If you enter the Payment Method first (DEBIT) on the Payment Summary window, you must access the Debit Card Payment Entry Window to make changes to the payment amount.

For cash refunds, if a Daily Maximum Cash Refund Per Customer amount exists in Accounts Receivable Control Settings, the user is restricted to refunding that cash amount, unless provided the ability to override the maximum amount via the Override Daily Maximum Cash Refund Per Customer setting in Create a User/Group Actions - Receivables Security. If the user does not have permission to exceed the daily maximum cash refund amount, this Payment Summary process cannot be saved and the user must reduce the amount to be refunded.

Financing If you enter a finance or revolving payment plan code in this field, note the following:
If the Require Credit Application field in Credit Application Control Settings is checked, the system determines if a valid credit application exists for the customer. If not, a warning is issued and you are prevented from entering the financing payment type until a credit application is entered for the customer. To enter a financing or revolving credit application, click the Actions button at the bottom of the screen and select Finance Credit Application.

Once you select the payment type, you access the Finance Receivable Entry Screen, Revolving Worksheet (Short), or Revolving Worksheet (Full), depending on the type of financing (3rd party finance or revolving) and your control settings.

Important! Depending on your extended security settings for the Create a User/Group Actions - Receivables Security, access to specific payment types may be restricted. Following entry of the pay method, the warning message You do not have access to this payment type displays if the user is restricted from applying payments to that type.

If Signature Capture is not active, this field is active for cash payments only. Depending on the Receive a Default for the Payment Amount setting in Create a User/Group Actions - Receivables Security, the full outstanding amount may default in this field, but you can change it. If no default is offered, you must enter the cash amount you want to apply to this transaction. Click the green Add button to add the payment to the grid.

If Signature Capture is active, you can access this field when you leave the Pay Method field blank and click the Swipe Card button. Verify the payment amount and then click the Add button to activate the PIN pad device.

The running total of payments for this transaction appears. You cannot edit this field.

If you are entering payments for orders, the remaining balance due is calculated and displayed in this field. If you are entering a payment for something other than an order, this field is inactive (grayed out) and left blank.

Use this field to select the Payment Terminal from an available list. This field may already be populated and is only mandatory if the payment method requires a credit or debit card. The payment terminal's description appears underneath this field after selection. This field is visible only if an EMV module (Shift4 or Tender Retail) is active; otherwise, it is hidden. This field populates depending on your settings in EMV Terminal Settings.

The amount required to satisfy the minimum deposit (if any) displays.

The grid contains a row of information for each payment entered for this transaction. Below is a description of the columns in the grid.

Date - The date of the payment appears in this column.
Type - The payment type appears in this column.
Description - A description of the payment type appears in this column.
Amount - The payment amount appears in this column.
Number - The check or credit card number (encrypted) appears in this column.
New - If you entered the payment during the current editing session, Yes appears in this column. Otherwise, the column is blank.

After you apply initial deposits to a sales order and exit the sales order, you cannot edit the deposits. However, you can add new deposits via the Enter a Customer Payment/Refund/Gift Certificate routine or via Enter a Customer Payment.

During the initial entry of payments to an order, if you enter one or more payments that require authorization (for example, a credit card payment), once a payment is authorized the system requires you save the order to maintain integrity in the settlement process. To delete the order (for example, if another payment type was declined), you must save and re-access the order.

If one or more pending deposits (pre-authorized or not) exist for the order, a message box appears when you access this screen indicating the deposit amount. To apply the pending deposit to the order, click on the Actions button and select Pre-Authorized Deposit.
For refunds to credit card payments, if the credit card number appears in the grid, you can double-click on that row to select that payment for refund. The Credit Card Entry Window appears displaying the selected card's information. Note that the Payment Summary screen displays payments from the original invoice only when the Validate Original Payment on Refunds field is enabled on the Customer page in the Point of Sale Control Settings or when using EMV credit card processing. The feature described in this paragraph applies only when that field is enabled.
When the Payment Summary Window is accessed from the Process Receivables tab of Enter A Customer Payment/Refund/Gift Certificate for refunds to credit and debit card payments, the Payment Summary screen displays payments from the original invoice. Payments do not display in the grid if any of the following are true:
    -System does not have any EMV modules licensed and active
    -User is logged into a location that is not set up for EMV processing
    -User is logged into a location that is set up for EMV processing, but is not logged in with a cash drawer that contains a Pin Pad Identifier
    -The credit or debit card on the original order was not processed as an EMV transaction
    -The original card data records are no longer available on file

COD Worksheet - Select this option to view the anticipated COD amount for the current delivery/pickup order.
Credit Cards Already on File - Select this option to view and select available card numbers and types that are currently on file for this customer. In order for this actions option to be active, both the Shift4 module and the Token Sharing Active setting in Payment Card and Device Settings must be enabled.
Deposit Maintenance - This option is available only when a Payment Method has NOT been specified.
Pre-Authorized Deposit - Select this option to process pre-authorized deposits. This option is active if this Payment Summary window was accessed only through Enter a Sales Order. If a pre-authorized deposit exists for the order via the web, this option is available if the pre-authorization was approved; if declined, this option is not available and the pre-authorized deposit must be managed via Process Web Payments. If no pre-authorized deposit or web pending deposit exists for the order, this option is active if the Allow Pre-Authorized Deposits setting in Payment Card and Device Settings is enabled, and the user is logged into a Shift4 processing location, and the current order balance is greater than 0.