Payment detail on invoices and receipts

You can show payment detail, such as cash, check, credit card, or ACH detail, on receipts and invoices. This detail helps you reconcile your payments. This detail also provides information you can use to determine how you might want to refund monies for a returned item. For example, if your customer paid with a check, you may wait to refund customer monies after the check has cleared. If your customer paid with a credit card, you can use the last four digits of the credit card to refund to the same account number.

If enabled in SA Administrator Options, the payment detail feature takes existing data and includes this data on a receipt or invoice. The data is limited to 40 characters to accommodate the size of a typical receipt. For clarity, the display of data is identical in both the receipt and invoice.

Format

The first characters displayed are the Payment Type set up in SA Table Code Value Setup. For example, Cash, Check, Card, or ACH.
The last characters displayed are the amount of the purchase.
For a credit card or ACH payment type, the display includes the last 4 digits, with a leading asterisk, and the credit card processor response number.
For a check, if the check number was input during sales order entry, that number is displayed.

This list shows examples of payment details for various payment types:

Card *9999 Ref 123456789012 1234567.99-
ACH *9999 Ref 123456789012 1234567.99-
Cash 1234567.99-
Check Chk:12345678 1234567.99-
PROMO Pay Ty 1234567.99-
Promo w chck Chk:12345678 1234567.99-
Amt Applied to Suffix -99 1234567.99-
Amt Applied from Suffix -99 1234567.99-

Note: For multiple tendering situations, these formats address the most common scenarios only. The minus sign indicates a negative. Back orders are accommodated using the "Amt Applied..." detail, which is displayed on invoices. Non-credit card and non-ACH tendering history that is a perfect match is not displayed. A perfect match is the same amount, suffix, payment type, and check number if available. This prevents mistaken and reversed or corrected transactions from being displayed on final output.

Setup

The setup assumes you have already defined your payment types in SA Table Code Values Setup. You should also set up your receipt printer in SA Operator Setup and SA Printer Setup.

You can set up payment detail at the company level in SA Administrator Options and at the customer level in Customer Setup. This provides flexibility to use this feature company wide, or for one or more select customers. The defaults are set so that payment detail does not print for existing records/customers unless enabled.

In SA Administrator Options-Documents-Sales Orders-Printing-GL Detail Print, the options are: Neither, Receipt, Invoice, or Both. The default is Neither.
In Customer Setup-General-Settings, the options in GL Detail Print section are: AO Default, Neither, Receipt, Invoice, or Both. The default is AO Default.

The payment detail feature uses two reports to enable the printing of the payment detail data. The reports are: Sales Entry Invoice Processing Report and Sales Entry Processing Print Receipt. You can run these reports as stored reports, or use the Print option for receipts and invoices, available from the toolbar in Sales Order Entry.

These changes do not affect the output of EDI, Billtrust, or Invoice BODs. Those output methods do not have this information regardless of options selected.

Third-party printing

If you use a third-party form-printing application, install and configure this solution before, or in conjunction with, setting up payment detail printing. Third-party requirements are subject to change. Consult with the appropriate third-party customer representative.

There is not a special format for the Receipt document used in counter sales. If you use UnForm and want to use the GL Detail Print feature, request that UnForm create a passthrough change to the standard form. Be aware that NowDocs does not have this capability.

If you require a credit card receipt based upon PCI credit card industry standards, we recommend that you use the current receipt provided by your credit card processor.

The GL Detail Print for the Invoice document feature is compatible with UnForm and NowDocs if you use modified document output from either. These changes affect all Format 1 and Format 3 output reports. This feature is not UnForm or NowDocs output-specific and is for all output reports.