Managing Payment of a Specific Invoice

This document explains what happens in the point of sale (POS) system and in M3 when a customer wants to pay an invoice in a shop.

Outcome

Information about the customer and the invoice to be paid is entered in the point of sale system and the invoice is searched online in M3. The invoice is paid and a cash receipt is given to the customer. Sales information is uploaded to M3 via a point of sale interface. Accounts receivable and the general ledger are usually updated on a later occasion, but can sometimes be updated immediately.

The following files are updated:

Before you start

Follow these steps

  1. The customer wants to pay an invoice

    The customer wants to pay an invoice at the point of sale in the shop.

  2. Enter customer and invoice information in the point of sale system

    Information about the customer number and the invoice is entered in the point of sale system.

  3. Search M3 online through POS system and select the invoice to be paid

    M3 is searched online via the POS system to find or validate the invoice to be paid. You perform the search through the application programming interface 'Customer Order Invoice Interface' (OIS350MI) and you use the invoice number and invoice year as search values.

  4. Enter the payment

    The invoice payment is entered in the point of sale system and a cash receipt is created.

    Cash Receipt No. 123457

    Customer No.

    Invoice No.

    Invoice year

     

    Amount

    10001 1002 2004   500.00
          Subtotal 500.00
          Total 500.00
             
    VAT 0%     VAT 0.00
  5. Upload sales information to M3

    After the payment is entered, it is uploaded to M3 through the point of sales application programming interface 'POS sales tickets interface' (OPS270MI). Two different transaction types are used:

    • Transaction type 4500=Payment of invoice
    • Transaction type 4590=Payments
    Note: 
    • Stock levels are not updated.
    • The update of general ledger and accounts receivable is sometimes performed immediately.

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

    Transaction type Customer No. Invoice No. Invoice year Payment method VAT Amount
    4500 10001 1002 2004   0.00 500.00
    4590       Cash (CSH)   500.00
  6. Update accounts receivable and the general ledger

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

    Transaction type 4500='Payment of invoice' is used to determine how the update of accounts receivable and the general ledger is performed. The original invoice is marked as paid.

    Note: Sales statistics are not updated.

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

    Account. event Account. type Cust. No. Amount Inv. No. Inv. year Bank operation
    OP35 101   500.00     47 (Master Card)
    OI20 100 10001 –500.00 1002 2004  
    Note: A bank operation is retrieved from the selected payment method.
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