Update the Payment Provider Ledger with Credit Card Payments from POS

This document is a guide on how to enable update of the payment provider ledger with credit card payments received from a Point of Sales (POS) system.

Introduction

The payment provider ledger manages account entries for transactions related to payment provider payments. In this process, credit card payments are received from an external POS system and are later updated to the payment provider ledger during transfer to FIM.

Solution overview

Credit card payments through POS are, at the time of transfer to FIM, created with an external reference to the payment provider in the program 'Payment Provider Ledger. Display' (OPS290). For more details, see Manage the payment provider ledger.

The entry in (OPS290) represents an external credit card reference that originates from the POS system. Thus, the 'Origin' (ORIG) is 01-'Sales ticket', and the origin ID is the sales ticket number. Status is set to '20', indicating that the external reference has been received.

This entails sales ticket lines for which these conditions are true:

The sales ticket line is a payment or refund of record type 1990, 2090, 2490, 4090, 4290, or 4590.
The payment method AR used has the 'credit card' (CRDC) check box ticked.
A valid third-party ID is defined. This is the ID connected to the payment provider that processed the credit card payment.
The reference field must contain an external reference. This should be the credit card reference received from the payment provider.

Furthermore, an entry with information type 01-'Payment amount - Origin' is created in 'Payment Provider Ledger. Display Entries' (OPS291). This represents the amount that was accounted on the suspense account when the sales ticket was transferred to FIM. The amount represents a subtotal if several payments have been compressed into a single voucher line. The entry has status 90-'General ledger updated' since the voucher has already been created. The voucher number and the accounting dimensions can be seen on panel F.

When the payment provider has confirmed the credit card transaction regarding commission and VAT amounts, the payment provider ledger can be updated with account entries using API OPS291MI. For more details, see Confirm transactions in the payment provider ledger. The account entries are then transferred to FIM using API OPS292MI. For more details, see Transfer payment provider ledger entries to FIM.

Setup

These criteria must be fulfilled for the payment provider process:

The 'Update payment provider ledger' (UDPL) setting must be activated in 'Settings - POS' (OPS700).
The 'FAM function for payment provider ledger' (FNPP) field must be defined with FAM function OP60.
Accounting exceptions must be set up in 'Accounting Rule. Set' (CRS395) for each of the accounting rules corresponding to the record types that are used for credit card payments. The exceptions must be set up so that credit card payments are accounted on a suspense account, for example accounting control object is payment method AR (PYCD).
A payment provider ID must be created in 'Credit Card Interface Settings. Open' (CRS434). The VAT details must be defined on panel F if VAT is to be paid on the payment provider commission.

The process is used for these payment record types:


Record type	Description	Accounting rule
1990	Payment (sale and return)	OP20101
2090	Payment (credit note refund)	OP20101
2490	Tax removal refund	OP20101
4090	Payment (reservation)	OP20101
4290	Payment (unpaid check)	OP20101
4590	Payment (account or invoice)	OP35101

Limitation

The process is only available for payments received in local currency.