Managing Advance Payment for a 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:

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

Before you start

• An accounting exception must be defined for transaction type 4000 (advance payment) 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 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 an advance payment or a credit note 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 advance payment's reference ID (OPREFE) and expiration date (OPDUDT) can be selected as values in the accounting string.

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