Tips:
Use this feature to specify customer deposits or payments on SO documents.
You can access this feature from any of the SO Order Management
Tips:
If an invoice contains a zero balance payment or deposit with a transaction (i.e., transfers, apply on account, refund, etc.) against it and you attempt to delete the document, the system displays a message indicating that the financial transaction will remain in effect. You can delete this document, or, you can backup to the Payment dialog box and delete the transaction if necessary.
When a deposit is transferred to another order, the system applies the same deposit settings from the Daily Sales Register to the order that receives the deposit.
Clear an outstanding deposit from an SO document
Apply a payment to a customer's account
Refund a payment to a customer
1. Select Deposits or Payments from the main screen of the entry program or from the footer window. This opens the Deposit/Payment Entry window.
2. In the browser, press Enter or choose the Add button to the right side of the screen.
3. Click Deposit or Payment from the drop down list in the popup window.
In Order Entry, Deposit is the only option. Payments cannot be entered on sales orders until they are converted to invoices.
In Credit Memo Entry, Payment is the only option.
4. Specify the cash type terms code.
Deposits and payments must use AR terms codes types 1, 2, 3 or 4. These should be set up in the AR Terms Code F/M. Press F2 to search terms codes. Tip: Refer to the Type column to see which codes are type 1, 2, 3 or 4.
5. Specify the amount of the deposit or payment.
ICVERIFY users: If you entered a credit card terms code, the credit card transaction pop-up window appears after you choose Save.
Deposits and payments cannot exceed their document totals. If FACTS detects an overage, it asks to either refund the overage or apply it to the customer’s account before it lets you complete the document.
6. If applicable, specify the check number or credit card number.
If the Use Last 4 Digit Security flag is selected in the Credit Card Control F/M, the system displays only the last four digits of the customer’s credit card number in this prompt.
7. Add any notes about the payment or deposit.
Notes are optional. Notes can include check numbers, short memos, etc.
8. Click Save.
ICVERIFY users: Swipe the credit card or manually specify credit card information.
Cash Drawer users: When you complete the deposit or payment entry, the system checks to see if you are signed into a cash draw. If you did not sign in through the Update Shift program, the system prompts you for a drawer ID. Press F2 to search for available cash draws.
1. Access the Deposit/Payment Entry window from an entry program.
2. Select the payment or deposit in the browser.
3. Press Enter or choose the Edit button to the right. You can make changes to terms codes, amounts, notes.
Credit card transactions that have been forced or have been approved by the processing company cannot be changed. You must void the credit card transaction or perform a refund back to the credit card and then specify a new deposit or payment.
Transferred deposits cannot be modified.
Cash payments, meaning payments made with a type C cash terms code from the footer window, cannot be edited in the Deposit/Payment Entry window. If you need to make a change to a cash payment, delete it or refund it first and then add another payment.
4. Click Save to return to the Deposit/Payment Entry window.
1. Access the Deposit/Payment Entry window from an entry program.
2. Select the deposit or payment in the browser.
3. Press the Delete key on the keyboard or choose the Delete button on the right side of the window.
If the deposit or payment has been acted on — applied, earned, transferred, etc. — you must delete the transaction first and then delete the original deposit or payment.
Transferred deposits cannot be deleted.
If a deposit or payment was made by a credit card, you cannot delete it. You must void the transaction or refund the payment.
4. Click OK to confirm.
You cannot complete a Confirmation, Direct Invoice or Counter Sale document with an outstanding deposit. A deposit entered on a document is considered an outstanding deposit until you perform one of the following actions:
Deposits cannot be applied to a sales order document until the document is converted to an invoice.
Use the Outstanding Deposits Report (Sales Orders-->Reports-->Outstanding Deposits Report) to generate a list of outstanding deposits. You can run this report at any time during the Sales Order process. It does not affect the DSR.
1. Access the Deposit/Payment Entry window from an entry program.
2. Select the deposit in the browser. Click Apply Trx.
3. In the pop up window, select O-On Account in the Transaction Type drop down list.
4. Press F1 or click Balance to apply the total amount of the deposit to the customer’s account. Apply part of the deposit by manually entering an amount. If you specify a partial amount, you must clear the remainder of the deposit before you complete the order, invoice, counter sale or credit memo.
5. Click Save to return to the Deposit/Payment entry window.
Before you can earn deposits, reason codes must be set up in the Deposit Earned Reason Code F/M (Sales Orders-->File Maintenances-->Infrequent File Maintenances-->Deposit Earned Reason Code F/M).
1. Access the Deposit/Payment Entry window from an entry program.
2. Select the deposit in the browser and choose Apply Trx.
3. In the pop up window, choose E-Earn from the Transaction Type drop down list.
4. Specify the reason code. Press F2 to find a reason code. The reason codes enable you to track why the customer forfeited the deposit and indicate to which GL number the earned deposit should post.
5. Specify the amount being earned. Press F1 or click Balance to earn the entire amount.
6. Click Save to return to the Deposit/Payment entry window.
1. Access the Deposit/Payment Entry window from an entry program.
2. Select the deposit in the browser and choose Apply Trx.
3. In the pop up window, choose R-Refund from the Transaction Type drop down list.
4. In the Terms Code field, indicate how the payment is being refunded – cash, check, credit card, etc. The terms code must be a cash type 1-4. Press F2 to search terms codes.
Check refunds must be processed through the AP Manual Check Entry program. A note to this effect appears in the Daily Sale Register, but the amount does not affect the register totals.
5. Specify the amount of the refund. Press F1 or choose the Balance button to refund the entire amount.
6. If applicable, specify the AP check number, if you are refunding the payment by check, or specify the customer’s credit card number.
7. Click Save to return to the Deposit/Payment Entry window.
1. Access the Deposit/Payment Entry window from an entry program.
2. Select the deposit in the browser and click Apply Trx.
3. In the pop up window, choose A-Apply from the Transaction Type drop down list. This option is not available if you’re in Order Entry. Applied deposits are the same as payments, which can only be made on invoices, counter sales and credit memos.
4. Specify the amount to apply on the customer’s account. Press F1 or click Balance to apply the entire amount.
5. Click Save to return to the Deposit/Payment Entry window.
1. Access the Deposit/Payment Entry window from an entry program.
2. Select the deposit in the browser and choose Apply Trx.
3. In the pop up window, choose T-Transfer from the Transaction Type drop down list.
4. Specify the document to which you want to transfer. Press F2 to find the document. It must belong to the same customer. The document number appears under the Notes column header in the browser on the main Deposit/Payment Entry screen.
5. Specify the amount to apply on the customer’s account. Press F1 or click Balance to apply the entire amount.
6. Click Save to return to the Deposit/Payment Entry window.
Payments made on a document are automatically applied against the document’s total unless you apply the payment to the customer’s account or refund the payment back to the customer.
1. Access the Deposit/Payment Entry window from an entry program.
2. Select the payment in the browser and choose Apply Trx.
3. In the pop up window, choose O-Apply on Account from the Transaction Type drop down list.
4. Specify the amount to apply on the customer’s account. Press F1 or click Balance to apply the entire amount.
Check refunds must be processed through the AP Manual Check Entry program. A note to this effect appears in the Daily Sale Register, but the amount does not affect the register totals.
5. Click Save to return to the Deposit/Payment Entry window.
1. Access the Deposit/Payment Entry window from an entry program.
2. Select the payment in the browser and choose Apply Trx.
3. In the pop up window, choose R-Refund from the Transaction Type drop down list.
4. In the Terms Code field, indicate how the payment is being refunded – cash, check, credit card, etc. The terms code must be a cash type currency (type 1-4) or cash. Press F2 to search terms codes.
5. Specify the amount to refund. Press F1 or click Balance to apply the entire amount.
6. If applicable, specify the AP check number, if you are refunding the payment by check, or specify the customer’s credit card number.
7. Click Save to return to the Deposit/Payment Entry window.
