Managing Cash Sales of Items When Paying with Gift Certificates

This document explains what happens in the point of sale (POS) system and in M3 when a customer wants to buy an item and pay with a gift certificate.

Outcome

A cash payment is entered in the point of sale system and, if money remains on the gift certificate, it is repaid to the customer as a credit note or in cash. Sales information is uploaded to M3 via a point of sale interface and the stock level is updated directly. The general ledger and sales statistics are usually updated on a later occasion.

The following files are updated:

Before you start

Follow these steps

  1. The customer picks up the required item in the shop and takes it to the point of sale.

  2. The item is entered and/or scanned in the point of sale system and possible prices and discounts are displayed. General price lists from the point of sale system are used.

  3. The customer is identified and checked to verify whether the customer should have any additional discounts or customer-specific prices. Customer-specific prices for an item are retrieved by using 'Price and Discount Inquiry Interface' (OIS320MI) and the 'GetPriceLine' (Get item price for an order line) transaction. Note that only line discounts can be used.

    This activity is optional and used only for known customers.

  4. The payments are entered together with gift certificate information, such as the reference ID and the expiration date. If a sum of money still remains on the gift certificate, then the customer is repaid in the form of a credit note or cash. A 1990 transaction is created.

    Note: This only applies when the customer receives change when paying with a gift certificate.
    Receipt No. 123456
           

    Item No.

    Quantity

    U/M

    Amount

    Item A 1 Pce 99.95
        Subtotal 99.95
        To pay 100.00
        Gift certificate 500.00
        Change back 400.00
           
    VAT 25%   VAT 19.99
  5. After the payment is entered, it is uploaded to M3 through the point of sale application programming interface 'POS sales tickets interface' (OPS270MI). Two different transaction types are used:

    • Transaction type 1000=Sale of items
    • Transaction type 1990=Payments.

    The gift certificate's reference ID and expiration date are added to transaction type 1990. A 1990 transaction is also created for a credit note or repaid cash. The gift certificate's ID number is updated in the Reference field in OPSALE. (See the table that follows.)

    The stock level is updated directly and it can be displayed in both 'Balance Identity. Open Toolbox (MWS060)' and 'Stock Transaction. Display History' (MWS070).

    The sales ticket input file OPSALE is updated as described below:

    Trans-action type Item No. Qty U/M Ref. Expiry date Payment method VAT Amount
    1000 Item A 1 Pcs       19.99 79.96
    1990       1002 20131231 Gift Cert. (GC)   500.00
    1990           Cash (CSH)   –400.00
    1990           Rounding off (RND)   –0.05
  6. Sales statistics (OSBSTD) and general ledger (FGLEDG) are updated in batch through 'POS Sales Ticket. Update' (OPS280). The 'Sales statistics interface' and 'Financial interface' parameters in (OPS280) must be selected before the batch is run. Note that you should also select the 'Inventory accounting interface' parameter. This means that the stock is updated by sales tickets that have been validated in 'POS Sales Ticket Toolbox' (OPS275) or 'POS Sales Ticket. Transfer' (OPS270).

    For the general ledger, the following accounting events and types are created:

    Accounting event Accounting type Amount Ref. Expiry date Bank operation
    OP20 101 (cash payment) 500.00 1002 20131231 48 (Gift certificate)
    OP20 101 (cash payment) –400.00     45 (Cash)
    OP20 101 (cash payment) –00.05     46 (Rounding off)
    OP20 111 (VAT) –19.99      
    OP20 120 (revenue) –79.96      

    The bank operation is retrieved from the selected payment method.

    The bank operation code is used to determine the account used in the general ledger. The reference ID and expiration date from the gift certificate that was used for the payment can be used in the accounting string. The gift certificate's reference ID is balanced against the accounted liability, which was created in account 2420 when the gift certificate was bought. Refer to Managing Cash Sales of Gift Certificates for more information.

    Accounting string:

    Accounting dimension 1 2420 (Account)
    Accounting dimension 2 1002 (Gift certificate number)
    Accounting dimension 3 20131231 (Expiration date)
    Amount 500.00
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