Sales Order Entry - Collect Payment field descriptions

Fields are presented in alphabetical order by section.

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Amount: Specify the amount the customer is paying. The amount you specify is displayed in the Amount column in the Process Payment section grid.; A Counter Sales (CS) order that is for a cash-only customer must be tendered in full. The customer must pay for all purchases made on a CS order. No amount can be applied to the Accounts Receivable account.; If you process a counter sale for a cash customer who does not accept back orders, you must tender the full shipped amount when the shipped quantity is short. You cannot tender the ordered amount or charge any amount to the customer’s account.; The backorder settings are based on the Back Order Counter Sales option in SA Administrator Options-Documents-Sales Orders-Processing and the billing Terms specified in Customer Setup-General.
Percentage: Specify the percentage the value specified in the Amount field to tender. The value displayed in the Total Charged field is the product of the Percentage and Amount field values.
Remaining Amount Due: This field displays the amount of the total order amount still due after the value specified in the Amount field is collected.
Totals By: Specify whether to tender based on Ordered, Shipped, or Back ordered quantities. The payment options selected in Customer Setup-Ordering or Customer Ship To Setup-Ordering determine the default Totals By shipped or ordered value, the payment amount, and the default payment type. If you attempt to tender an additional amount on a back order, the option defaults to Shipped, but you can change this if you want to refund. Backorders are included in the Total Charged value.
Total Charged: By default, the order amount displays in this field and in the Amount column in the Payment Totals section. This field displays the total amount charged, which is the product of the Percentage and Amount field values.

Process Payment

Actions

The actions available in this column vary based on the payment type selected. These actions may be available:

One Time Sale: Select this action to complete a sale transaction and collect funds immediately instead of authorizing a transaction and waiting for invoicing and settlement before collecting payment. This action must be used when the Non-Refundable Credit Cards option is selected. The card information is single use and not stored.
Note: You can specify the credit card details manually if the Card Not Present check box is selected.
One Time Refund: Select this action to complete a refund transaction immediately. This action is available to refund a one-time sale transaction. The refund is linked to the previous sale transaction because the credit card information is not stored from the one-time sale.
One Time Authorization: Select this action to complete an authorization for a credit card without a token.
One Time ACH: Select this action to complete an ACH transaction.
Add New Card: Select this action to add a new credit card for the customer or ship to. The card information is specified in the credit card processor form. Only the name, email, and token are saved in Customer Credit Card Setup.
Gift Card: Select this action to complete a sale transaction using a gift card. This initiates a tokenless one-time sale, similar to a One Time Sale action, and collects funds immediately instead of authorizing a transaction and waiting for invoicing and settlement before collecting payment.

Addon / Check #

If the selected credit card or ACH payment type includes an Addon amount in SA Table Code Value Setup, the amount specified for the payment types is displayed. You cannot edit this amount for credit card or ACH payment types on this page. The Addon amount is added to the order amount and the sum of the order and addon is authorized. When the order is invoiced and settled, the sale amount is collected for the actual shipping charges.

For example, if the order is $100 dollars and the addon amount is $20 for potential shipping charges, then $120 is authorized when you accept payment. If the actual cost to ship is $18, then the sale transaction is completed for $118, less than the authorized amount.

If the payment type is neither a credit card nor ACH payment, then this field is available for recording a check or other reference number. The amount specified as a reference is not added to the payment total.

Amount

Specify the payment amount. Specify the amount as a currencyamount or a percentage. The amount specified is subtracted from the amount due. Partial payments are not allowed for these order types:

Corrections (CR)
Return Merchandise (RM)
Quote Orders (QU)
Standing Orders (ST)
Blanket Orders (BL)

For Return Merchandise orders, you must specify a positive amount in this field. If you specify a negative amount, this error message is displayed to prevent you from over-tendering the refund:

Cannot Process, down Payment is Greater Than Invoice Amount (5921)

If this order is for a customer associated with a foreign currency, the amount specified in this field is assumed to be in this customer’s foreign currency unit.

The default payment amount is zero for a stock order. A default payment amount applies to cash only orders, return merchandise orders, orders with negative amounts (refunds), and counter sales with tendering forced.

If you are processing a payment for an unshipped quantity and creating a hold credit card transaction (the Hold CC field is selected), specify 0.00 in this field.

Card Not Present

Select this check box to specify the credit card details manually on the One Time Sale screen and authorize the transaction on the One Time Authorization screen. The card details that you specify on these screens are stored for the duration of your session, until you log out. This field is displayed only if:

The Payment Type is a Credit Card check box is selected for the Payment Type table on the Table Code Value Setup screen.
The Processor Type field is set to Stripe on the Credit Card Processor Setup screen.

Note: This check box is selected by default and disabled if the Device Location is not specified on the SA Operator Setup screen. This check box must be selected when a physical card is not available for the transaction.

Cash on Delivery (C.O.D.)

If security settings allow, this field is available and you can select it for a Counter Sale (CS) or Correction (CR) type order with a Direct Order (DO) line and a negative amount.

The setting of this field defaults from the customer/ship to's payment type. When this field is selected, payment must be collected before the customer receives the ordered products.

Drawer ID

Specify the Drawer ID. This field is used with the cash drawer management feature only. The field is required at the operator level if the Require Drawer ID field is selected in SA Operator Setup-Entry Options and the cash drawer management feature is activated. The field default value is to the last drawer used, if the value was valid for the current warehouse.

The Drawer ID lookup has type-ahead capability so you can filter your search. The lookup honors division and warehouse security. The Warehouse value in the lookup is autopopulated with the Home Whse value from the operator's SA Operator Setup-Static Information configuration, if specified. The field cannot be used if the drawer with that ID is being reconciled. This message is displayed: Drawer is Being Reconciled and Cannot be Used in OE Entry (7165).

Hold CC

Select this field to create a hold credit card transaction for orders that have no lines to ship (lines are back-ordered, or customer wants the order shipped later). For this type of transaction, you can capture the credit card information during order entry, store the token data, and ensure the system requests an approval and charges the credit card later as items are filled and shipped. Create the credit card transaction with 0.00 (zero) in the Amount field. This type of transaction is inactive until the quantity is shipped. The Sales Order Inquiry Stage field is set to Hold.

Non-Refundable Credit Cards

Select this field to collect payment at the time of sale from a customer with a credit card token already on file. Only the One Time Sale Action is available when this field is selected.

A non-refundable credit card transaction differs from a normal credit card purchase, which requires invoicing and settlement before collecting payment. A non-refundable credit card transaction processes a sale transaction that collects funds immediately rather than processing a preliminary authorization transaction to hold funds on the credit card.

After you have selected and processed a non-refundable transaction for this order, you cannot clear this selection and process authorization transactions.

Note: Although the option is labeled Non-Refundable, the transaction can be refunded similar to other credit card payments.

Payment # / Reference

Select the name and card to use for payment. All credit cards currently on file for this customer (and ship to, if one is specified in the order) are listed in sequence in this field. The format is Cardholder Name - LastFour (Ship To). For example, John Doe - 1111 (04). Listed cards are set up and sequenced in Customer Credit Card Setup.

Payment Type

Select the method of payment (for example: cash, MasterCard, Visa). Payment types are set up in SA Table Code Value Setup and set up for each customer in Customer Credit Card Setup.

If you select the incorrect payment type for the credit card number in this field and the credit card number has been entered or scanned, you must clear the Payment # field before you can return to this field to select the correct payment type for the card.