Managing Advance Payment for a Reserved Item

This document explains what happens in the point of sale (POS) system and in M3 when a customer wants to reserve an item in the shop. The customer wants to make a deposit for the reserved item.

Outcome

The deposit is entered in the point of sale system and the customer gets a receipt. Sales information is uploaded to M3 via a point of sale interface. The general ledger is usually updated on a later occasion.

The following files are updated:

Before you start

Follow these steps

  1. The customer wants to reserve an item

    The customer wants to reserve an item and make a deposit at the point of sale in the shop. The cashier puts away the reserved item for later pickup.

  2. Enter deposit information in the point of sale system

    Deposit information is specified in the point of sale system. The entered information is the value of the deposit, reference number and expiration date.

  3. Enter payment and get a receipt

    The payment is specified in the point of sale system. It is possible to have many different payment methods per receipt; that is, multiple 1990 transactions. For example, payments can be made in cash, with a check or by credit card.

    Receipt No. 123457

           

    Deposit No.

    Expiration date

     

    Amount

    1002 20131231   50.00
        Subtotal 50.00
        To pay 50.00
        Master Card 50.00
        Change back 0.00
           
    VAT 0 %   VAT 0.00
           
  4. Upload sales information to M3

    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 4000=Advance payment
    • Transaction type 4090=Payments.
    Note: Stock levels are not updated at this point, but will be updated when the customer picks up the reserved item and makes a final payment.

    The deposit's ID number is updated in the reference field in OPSALE. (See the table that follows.)

    The OPSALE sales ticket input file is updated as described in the following table:

    Transaction type Reference Expiration date Payment method Amount
    4000 1002 20131231   50.00
    4090     Master Card (MC) 50.00
  5. Update the general ledger

    The general ledger is updated in batch through 'POS Sales Ticket. Update' (OPS280). The 'Financial interface' parameter in (OPS280) must be selected before a batch is run.

    For the general ledger (FGLEDG), these accounting events and accounting types are created:

    Account event Account type Amount Reference Expiration date Bank operation code
    OP20 101 50.00     47 (Master Card)
    OP20 120 –50.00 1002 20131231  
    Note: The bank operation is retrieved from the selected payment method.

    The deposit is accounted as a liability in the general ledger. The deposit's reference number and expiration date can be used in the accounting string to identify the transaction. When the deposit is later used as a payment method, it is balanced against the earlier record in the liability account. (See the table that follows.)

    Accounting string:

    Accounting dimension 1 2420 (account)
    Accounting dimension 2 1002 (deposit number)
    Accounting dimension 3 20121231 (expiration date)
    Amount –50.00
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