Enter a Customer Payment/Refund/Gift Certificate

Access

Tabs:  Order Deposits, Process Receivables, Gift Cards and Certificates, FR In-Store Payments

Use this routine to enter one or more payments and/or payment types in a single session. To apply payments to open orders, use the Order Deposits tab. To apply payments to completed orders, use the Process Receivables tab.

For example, if you have a separate cashier who enters payments after sales orders have been entered, you can use this program to enter multiple payment types in a single session.

You can also use the Gift Cards and Certificates tab to process gift cards and certificates, and the FR In-Store Payments tab to process in-store finance payments.

 To add or delete line items on orders to which deposits and/or financing have been applied, users must have access via the Delete/Edit line items on transactions with deposits applied field in the Extended Security settings. For unqualified users, line items on such orders are inactive.  

This program restricts finance deposit refunds on orders containing unapproved deposits, even if the order contains approved financed deposits as well.

To provide the option to print a receipt at the conclusion of payments made through this routine, use the POS Payment, Refund, Gift Certificate Receipt field in the Point of Sale Control Settings.  If entering a deposit for an existing order (via the Order Deposits tab), the program prints the sales order instead of a receipt and includes the new deposit as part of the total deposits for the order.

To search for orders involving an EMV credit or debit transaction, use Maintain Order Credits.

You cannot apply payments to installment or RTO plans using the Order Deposits tabs. In addition, you cannot use these types of plans on the Process Receivables or Gift Cards and Certificates tabs. FR In-Store Payments can be entered for installment and RTO plans and settlement for these plans occurs at the time the payment is applied.  

If your settings allow, you can apply overpayments to charged off balances. See also: Overpay Charged Off Accounts for more information.

Pre-authorized payments as defined in the Allow Pre-Authorized Deposits field of Payment Card and Device Settings are not displayed and are not available for maintenance in this routine.

Header Area

The following fields comprise the Header section of this routine, appearing at the top of all tabs. Before you can access the other tabs, you must specify a date, a location, and a customer code. The date and location default to "today" and the "current log-on location", respectively. You can edit these fields until you specify a customer, at which time the header fields lock.

Date

LocationEnter the code of the location for which to post payments or deposits. The default location (if any) appears from the log-in screen.  Note that this field is inactive if the Balance By field in the Cash Balancing Control Settings is set to Drawer.

If you click on the Arrow button, a list of locations available to you appears from which you can choose. Note that here and at any other Location field, the list of locations available to you may be affected by Regional Processing restrictions.

Customer Code

Billing Information, Home, WorkAfter you specify a customer code (or complete the entry of an "on-the-fly Performed simultaneously, in the midst of another routine. For example, creating a new product during sales entry rather than leaving the sales process to create the product in product settings." customer), the customer's billing name, address, home phone, and work phone display from the Customer Settings.  

HomeAfter you specify a customer code (or complete the entry of an "on-the-fly" customer, the customer's home phone displays from the customer master file.    

WorkAfter you specify a customer code (or complete the entry of an "on-the-fly" customer, the customer's work phone number (if available) displays from the customer master file.  

Order Deposits

Use this tab to enter deposits against an open sales order. You can process only one deposit per session.  To manipulate deposits, STORIS recommends you use the Maintain Customer Deposits routine.

In order to issue a deposit refund on this screen, you must have permission via your User/User Group Receivables Security settings (Enter a Payment/Refund/Gift Certificate - Issue Deposit Refund setting).

Use Configure Document Signature Capture and Configure Document Archive to establish parameters for capturing electronic signatures and business document archiving, respectively. If these features are enabled and the appropriate signature capture hardware exists, the signature capture ceremony is launched and this signed business document is archived. Note that if the Use Extended Payment Receipt setting in Accounts Receivable Control Settings is enabled, the Cash Application form is used for both payments and refunds; when this setting is NOT enabled, the Sales Order form is used for both payments and refunds.

OrderEnter the order number to which you want to apply this deposit. The order number must reference an existing sales order. If you click on the Search button, you access View a Customer's Open Transactions. This screen displays all open orders for the selected customer. Double-click on the item you want.

When you select the order you want, the Payment Summary window appears. Use this window to apply one or payment types to this order.

Order TypeThe order type appears, either regular sale or exchange.  

Order DateThe original order date appears.

Order Total

Previous DepositsThe sum total of all deposits existing against this order appears.
 

Amount FinancedThe amount financed (if any) via third-party financing appears. If the Finance Receivables module is not active on this system, this field is inactive.

Previous Balance DueThe order total minus all previous deposits and financing appears.

Payment AmountAfter you enter payments or deposits using the Payment Summary screen, the sum total displays here.

New Balance DueThe current balance due from the customer for this order/invoice displays here. This amount reflects current payments.

Process Receivables

Use this tab to apply payments made against an accounts receivable balance or to place money on account in Accounts Receivable for later use. You can also use this tab to apply payments to revolving receivables, including MMP payments, auto-payments, pre-payments, and additional payments.

This tab is also accessed directly from Maintain Order Credits in order to process a refund using a credit or debit card.

Use Configure Document Signature Capture and Configure Document Archive to establish parameters for capturing electronic signatures and business document archiving, respectively. If these features are enabled and the appropriate signature capture hardware exists, the signature capture ceremony is launched and this signed business document is archived. Note that if the Use Extended Payment Receipt setting in Accounts Receivable Control Settings is enabled, the Cash Application form is used for both payments and refunds; when this setting is NOT enabled, the Payment Receipt form is used for both payments and refunds.

Auto Pay

Payment on AccountTo place the payment on account (but not against any particular outstanding invoice), check the box. When you check the box, the Payment Summary Window appears, in which you enter the on-account payment information. If you check the box, you cannot access the Completed Order Number field. If applying a payment or issuing a refund for a completed order, leave the box blank.

If on-account monies are already on file for this customer, the system allows negative on-account postings.

ReferenceYou can indicate a completed order to which you are applying a payment, or you can indicate an on-account payment or credit receivable item for which you are issuing a refund. If you click the Search button, the View a Customer's Current Balance Details (Open Item Receivables) screen appears via which you can locate the receivable reference number.

If you select a receivable item with a debit balance, the Payment Summary Window appears and you can enter the payment. If you select a receivable item with a credit balance, check the box next to the Issue Refund By type to indicate the method you are using to process the refund.

Current BalanceThe contents of this field varies depending on the status of the Payment on Account field. When the Payment on Account field is checked, the Current Balance field represents the customer’s entire account balance, not including any deposit liability information. When the Payment on Account field is unchecked, the Current Balance field represents the balance due or credit balance on the order specified at the Completed Order Number field.

After checking the Payment on Account box or entering a valid order number, the Current Balance field populates. The Payment Summary Window appears if applying a payment. You can enter multiple payments.

Payment AmountThe sum total of all payments entered appears.

Refund AmountThe amount of the refund appears.

New BalanceThis field displays the new balance amount after payments and refunds have been applied to the Current Balance.

Issue Refund By

These fields are active only if you select a credit item for processing. You must also have permission to access these fields via your User/User Group Receivables Security settings (Enter a Payment/Refund/Gift Certificate - Issue Refund by Check, Issue Refund by Gift, and Issue Refund by Other).

CheckTo create an AP bill for the purpose of issuing a refund check, check the box at this field. Enter the amount of the refund into the Amount field next to this field. Otherwise, leave this field blank.

 To remove a check from the cash drawer and return it to the customer, use the Other field.

AmountEnter the check refund amount. The open credit amount appears as a default amount. You can edit this field, but you cannot enter an amount larger than the open credit amount.

Gift  To issue a refund in the form of a gift card/certificate, check this box at this field. Otherwise, leave the field blank.

Note that if the Refund Gift Balance field is not checked in the Accounts Receivable Control Settings, your system does not permit refunds via gift cards/certificates and this field is inactive.

AmountEnter the gift card/certificate refund amount. The open credit amount appears as a default amount. You can edit this field, but you cannot enter an amount larger than the open credit amount.

OtherTo issue a refund in a form other than check or gift card/certificate, check the box. (For example, use this option for cash refunds.) Otherwise, leave the box blank.

When you check the box, the Payment Summary Window appears.

You can select a check payment type, but this option should only be used if you are NOT issuing the refund as an accounts payable check. (Use the Check option above to create an AP bill and issue the refund as an AP check.) Use the Other option and check payment type if, for example, you are removing the check from the cash drawer and returning it to the customer.

For refund payments, you can enter only one payment type per session. To enter multiple types, you must re-enter the routine for each additional payment type.

Gift  

These fields are active only if you select Gift at the Issue Refund By prompt. If the Card Swipe button is active, you can swipe the card.

TypeEnter the payment type code of the gift card/certificate you want to issue. If you click on the Search button, a list of available gift card/certificate types appears from which you can choose.
 

NumberEnter the number you want to assign to this gift certificate. If the Card Swipe button is active, you can swipe the card.

If automatic numbering has been activated for gift certificates via the Next Number field in the Accounts Receivables Control Settings, the next available number appears here. Otherwise, you must manually enter it. You can enter the digits into the field, or if card-swiping is active on your system, click on the Card Swipe button to initiate your card-swiping device.

 If the Card Swipe button is active, you can swipe a gift certificate card. After a successful card swipe, the system displays the card number in the Gift Certificate Number field. If the Card Swipe button is not active, either your swipe device is not connected properly, Signature Capture is not active on your system, or both.

Gift Cards and Certificates

Use this tab to

• process gift cards/certificates,

• purchase new gift cards/certificates,

• add funds to existing gift cards/certificates, or

• refund the balance of an existing gift card/certificate.

In order to access this tab, a check must appear at the Purchase Gift field in the Accounts Receivables Control Settings. Otherwise, the tab is inactive.

Select an Action

The availability of the following three options is determined by controls in the Accounts Receivable Control Settings and the Create a User settings. Even if all three have been made available via the system settings, only one of the three options can be selected on this screen at one time. The other options become inactive.

Purchase GiftTo enter the sale of a new gift card/certificate, check the box. Note that for this field to be active (and for the entire tab to be active), a check must appear at the Purchase Gift field in the Accounts Receivable Control Settings.

Gift Certificate TypeEnter the code of the gift certificate payment type to use for this new gift card/certificate purchase. If you click on the Search button, you access a list of available gift certificate types from which you can choose.

Once the type has been indicated, the Gift Certificate Number Entry Window appears if your system is not set to automatically assign the card/certificate number. Use this window to enter or swipe the number assigned to this card/certificate.

The Payment Summary Window appears next, prompting you for the type and amount of the payment for this gift card/certificate purchase.

Add Funds  To add funds to an existing gift card/certificate, or to enter a contribution to a gift registry certificate, check the box. Note that for this field to be active, a check must appear at the Add Funds to Existing field in the Accounts Receivable Control Settings.

Refund Gift Balance  

Gift Certificate #

Gift Certificate AmountThe current amount of the gift card/certificate appears.

Payment AmountAfter you enter the payment for this gift card/certificate sale using the Payment Summary Window, the payment amount displays here. The sum total of payments entered appears. This field is populated only when gift certificates are being purchased or funds are being added to an existing gift card/certificate.

Refund CheckTo refund the balance in the form of an A/P check to the customer, check the box. Otherwise, leave the box blank. This field is active only if Refund Gift Balance is selected.

Refund AmountThis field indicates the total amount of the gift card/certificate that is being refunded. If you are issuing an AP check to refund the money, you enter the refund amount in this field. This field is active only if Refund Gift Balance and Refund Check are both selected. If you are not issuing an AP check (Refund Check is not selected), this field displays the amount entered in the Payment Summary Window, but is not available for change.

FR In-Store Payments

Use this tab to enter in-store finance payments. This tab is active only for users with a check at the Enter FR Payments field in the Create a User routine. The following must also be true:

• the Finance Receivables (FR) module is active,

• the finance provider you select has a payment type defined at the In-Store Payment Type field in the Finance Provider Settings,  

• you are either transmitting to the finance provider using STORIS online processing or you are using offline processing.

• You have contracted with the provider to accept customer payments and if processing online payments, have contracted to transmit customer payments,

• you edit this tab first (once you edit a tab in this routine, you inactive the others). To edit another tab, click on the Clear button or the Exit button to start over).  

Finance ProviderEnter the code of the finance provider for this in-store payment. If you click on the Search button, a list of active finance providers appears, from which you can choose.  If only one finance provider exists on your system, that provider defaults and you cannot edit the field.

Finance Account NumberFor on-line providers, if the selected customer has an account number for the provider entered in the Customer Settings, that number displays here if the Default Account field in the Finance Provider Settings is checked.  If no account number exists, and the Account Numbers On-the-Fly field in the Finance Provider Settings is set to allow account numbers to be entered on-the-fly Performed simultaneously, in the midst of another routine. For example, creating a new product during sales entry rather than leaving the sales process to create the product in product settings., then you can enter an account number here.  

Payment Information

After you enter a valid account number, the Payment Summary Window appears. After you enter the payment, the payment type and amount appear below.

Enter payment corrections (if any) in the same manner as the original payment.  For example, to correct a situation in which a customer paid $50.00 in cash but the payment was entered as $500.00, re-access the customer and enter payments of -$500.00 and $50.00.  The system rejects negative payments that do not match an existing FR Authorization record unless the Allow Negative FR Payments for Different Day’s Activity in the User file is checked for the user.

 To create a listing of in-store finance payments received from customers, use the Report Customer Financing Payments routine.   

Payment TypeThe payment type for the current transaction displays. The program accepts multiple payment types, including cash, checks, and credit cards (provided a check appears at the Allow Credit Cards for In-Store Payments field in the Financing Control Settings).

Payment AmountThe payment amount for the current transaction displays. The program accepts negative payments, for example to correct erroneous payments.

Only certain finance providers permit the transmission of payment reversals. Check with your finance provider and with STORIS for more detail. (See also: Payment Reversal field in Finance Provider Settings.)