Tendering a counter sale payment

You can tender a counter sale (CS) payment in Sales Order Entry in the Collect Payment view. These instructions describe both how to tender, and how to tender using the various payment combinations available to collect payment.

Note: A Counter Sale that is on hold due to a credit hold is forced to tender regardless of the setting for the option, Force Counter Sale Tendering, in SA Administrator Options-Documents-Sales Orders-Entry Settings. The operator cannot finish the order until the order is paid in full.

Counter sale customers can pay with cash, check, credit card (token), or ACH (token). The choices are primarily based on the payment types you have defined in SA Table Code Value Setup and related setups. Customers may pay in full or make a partial payment. Customers may pay in full, but pay a portion with cash and ask that the remaining be billed to their account. Customers may split the payment between two credit cards. These instructions can be used similarly for the various combinations.

  1. After you have initiated a counter sale order in Sales Order Entry, selected the products, and reviewed taxes and totals, select the Collect Payment view.
  2. In the Pricing Calculator section, specify the payment in the Amount field.
  3. Press Tab. By default, the amount specified auto-populates the Total Charged field. The Total Charged is also displayed in the Amount column of the credit card listed first in the Process Tendering grid.
  4. In Totals By, select Ordered or Shipped.
    The Process Tendering grid lists payment types available for this customer.

    Listed credit card and ACH tokens are set up and sequenced in Customer Credit Card Setup. Payment Types are set up in SA Table Code Value Setup.

  5. If the first card in the list is not the token the customer wants to charge to, expand the first card record, line 1, to display the grid listing all credit card tokens on file. Select the appropriate card and click Set Selected Card. The card selected is displayed in line 1.
  6. In the Amount field of the payment type the customer is using, specify the payment amount.

    If the customer wants to split payment between two or more payment types, manually specify the amount to be charged each type in the Amount field. You can click Accept Tender for each type, or specify both amounts and then click Accept Tender. The total for the Amount columns must match the Ordered Amount Due on the Collect Payment view.

  7. Click Accept Tender.
  8. Click OK to open a journal.
  9. In Hold for Authorization?, click Yes to wait for authorization, or No to not wait for authorization.

    This prompt is for credit card and ACH transactions. The prompt may or may not display based on your default settings specified in SA Administrator Options.

    • If you clicked Yes, an approval message is displayed: 
      Card Approved ************<last four digits>
      Click OK.
    • If you clicked No, no message is displayed. The order is placed on authorization hold status.
  10. In Charge Remaining Amount to Account?, click Yes or No based on the Customer Setup record.

    This prompt does not display if the order has been paid in full. If there is a remaining balance, and you have configured Customer Setup to allow billing, the outstanding balance is invoiced to the customer as part of normal invoice processing. The balance due amount is displayed in the Invoice Total field on the invoice.

  11. The tendering detail is displayed in the Tender History grid. Click Save if the order is complete.
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