Managing Cash Sales of Gift Certificates

Outcome

A cash payment is entered in the point of sale system and 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:

• Sales ticket input-OPSALE
• General ledger file-FGLEDG

Before you start

• An accounting exception must be defined for transaction type 1100 (gift certificate) when you use accounting event OP20 and accounting type 120. Instead of accounting the payment to a sales account (such as 3010), it must be accounted to a liability account (such as 2420). A liability account is a balance account and it affects the balance sheet. A sales account is a profit/loss account and it affects the statement of income. In addition, the gift certificate's reference ID (OPREFE) and expiration date (OPDUDT) can be selected as values in the accounting string.
• An accounting exception must be defined for the bank operation code (CTBOPC) used when a gift certificate is used as a payment method and when you use accounting event OP20 and transaction type 101 (cash payment). Instead of accounting the payment to a cash account (1910), it must be accounted to a liability account (2420). The gift certificate's reference ID (OPREFE) and expiration date (OPDUDT) can be selected as values in the accounting string.

Follow these steps

1. The customer asks for a gift certificate

   The customer wants to buy a gift certificate and asks for it at the point of sale in the shop.

2. Enter gift certificate information in the point of sale system

   The gift certificate is specified in the point of sale system. The entered information is gift certificate value, 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 with cash, a check or by credit card. Furthermore, if the customer receives money back or the amount is rounded off according to standard practices, then a 1990 transaction is created.

   Receipt No. 123457
   Gift certificate No.	Expiration date		Amount
   1002	20131231		500.00
   		Subtotal	500.00
   		To pay	500.00
   		Master Card	500.00
   		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 1100=Sale of gift certificate
   • Transaction type 1990=Payments.

   The gift certificate's ID number is updated in the Reference field in OPSALE. (See the table that follows.)

   Note: Stock levels will not be updated since a gift certificate is not regarded as an item.

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

   Transaction type	Reference	Expiration date	Payment method	VAT	Amount
   1100	1002	20131231		0.00	500.00
   1990			Master Card (MC)		500.00

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), the following accounting events and accounting types are created:

   Accounting event	Accounting type	Amount	Reference	Expiry date	Bank operation
   OP20	101	500.00			47 (Master Card)
   OP20	120	–500.00	1002	20131231

   Note: A bank operation is retrieved from the selected payment method.

   The gift certificate is accounted as a liability in the general ledger. The gift certificate's reference number and expiration date can be used in the accounting string to identify the transaction. When the gift certificate is later used as a payment method, then the gift certificate is balanced against the earlier gift certificate record in the liability account. See the following table.

   Accounting string:

   Accounting dimension 1	2420 (account)
   Accounting dimension 2	1002 (gift certificate number)
   Accounting dimension 3	20121231 (expiration date)
   Amount	–500.00