Selecting payment methods

At the conclusion of the sales process, you select the payment methods used by the customer.

Use the Select Payment Method window to:

apply discounts off the entire invoice amount
accept cash, cheque or credit card payments
find and allocate charges to the debtor
find and allocate charges to the general ledger, which are transferred internally to another department.

Payment for the sale can be split between payment methods.

Complete the sale. See Using the Sales Entry window.
The Sales Entry window is displayed with stock items the customer is purchasing.
Click .
Tip: You can also press F12 to accept payment.

The Select Payment Method window is displayed. A photo is displayed if a customer has been selected from the community database and their photo is available.
Apply any discounts off the entire sale invoice amount if required by clicking or .
In the Amount to Pay field, type in the amount to allocate to the first (and possibly only) payment method.
Note: You can leave the Amount to Pay the same as Sale Total if the payment is allocated to one payment method only. The Change Required window is displayed if more cash than required is given to you and you entered that amount in the Amount to Pay field.
Click the payment method required based on the customer's preferences. That is, whether paying by cash, cheque, credit card, EFT, charging the customer's debtor account or any combination of the payment methods used at your organisation. For more information, see the Key fields and buttons area below.
Tip: Use the function keys once you get familiar with the Select Payment Method window.

The Payment Detail window may be displayed, such as when entering cheque details.
Update the payment details, if required.
Click .
Either the:
- sale is completed
- Select Payment Method window is displayed, showing payments made so far.
  
  Note: Split payments are supported between cash, cheque, credit card and debtor accounts. You cannot split general ledger payments. The example shown above does not correspond to the example used in the previous steps.
Repeat steps 5 through 8 for the available payment methods, if the customer is splitting payment between different methods.
The docket is printed using the docket printer or a Crystal report is displayed, depending on your organisation's sales configuration.

Note: When the sales are closed off, any debtor charges are made to the debtor account for the full amount of the sale and then receipt records are generated for the portion already paid. For example, if a $55 purchase is paid for with $25 cash and $30 charged to the debtor account, then the debtor account would receive a charge for $55 and a receipt for -$25 (which is allocated against the charge) thereby leaving $30 still owing on the charge. The example shown above does not correspond to the example used in the previous steps.
Also, each sale that contains a debtor split is raised as a separate charge. For example, four split sales would result in four charges posted to the debtor's account.

Select Payment Method window - key fields and buttons

Fields

Field	Description
Amount to Pay	Amount to pay for the selected payment method. Defaults to the Sale Total field. You only need to alter this if you are splitting between different payment methods or if you need change calculated. Note: The Change Required window is displayed if more cash than required is given to you and you entered that amount in the Amount to Pay field.

Field

Description

Amount to Pay

Amount to pay for the selected payment method.

Defaults to the Sale Total field. You only need to alter this if you are splitting between different payment methods or if you need change calculated.

Note: The Change Required window is displayed if more cash than required is given to you and you entered that amount in the Amount to Pay field.
Select Payment method - change required message

Buttons

Note: The buttons that appear in the Select Payment Method window are defined in the Finance Configuration Maintenance window. See Synergetic Financial Configuration - Business Units - Sale Payments sub-tab in the Finance manual for more information about setting up and configuring payment methods.

Button	Description
	Apply a discount, expressed as a percentage off the entire sale amount.
	Apply a discount, expressed as a dollar amount off the entire sale amount.
	Use the Payment Detail window to find the debtor to allocate the sale to. Note: If you are selling to a student, the debtor details are displayed for you. Either: type in the debtor's Synergetic identifier click to use the Debtor Search window. Note: The button listed here is an example only. The button options, labels and shortcut keys depend on your organisation's configuration.
	Use the Payment Detail window to allocate charges to the general ledger account and sub-allocation code. Use this for internal sales at your organisation where only a general ledger transfer takes place. Note: The net amount is displayed for general ledger transfers, as they do not incur any taxes because they are internal to your organisation. Note: The button listed here is an example only. The button options, labels and shortcut keys depend on your organisation's configuration.
	Accept cash payment for the sales. Note: The button listed here is an example only. The button options, labels and shortcut keys depend on your organisation's configuration.
	For credit card payments, click either the: Credit card button button for the selected credit card type, such as Visa. The way credit cards are configured on the Select Payment window is set on the Sale Payments sub-tab in Finance Configuration Maintenance. See Synergetic Financial Configuration - Business Units - Sale Payments sub-tab in the Finance manual. Note: The button listed here is an example only. The button options, labels and shortcut keys depend on your organisation's configuration.
	Use the Payment Detail window to enter information about the cheque.
	Accept payment through the My Student Account payment system, if used by your organisation. The following dialog is displayed if there are insufficient funds available for the customer: Note: You can configure the My Student Account options. See Maintaining sales setup data in the Finance manual.
	Delete the highlighted payment made so far, if the customer changes their mind about the payment method or the quantity being applied. Note: The Delete button only appears when payment methods have been selected. Note: The button listed here is an example only. The button options, labels and shortcut keys depend on your organisation's configuration.
	Hold the sale temporarily. For example, if a customer has to go to their car to get more cash. This allows you to continue processing other sales.
	Add comments to the payment methods of the sale. It is suggested that for: EFT transactions you use the EFT reference generated by the EFT terminal credit card transactions you either use the EFT reference or the last four digits of the credit card number. The following window is displayed. Click after adding the comment, EFT reference or the last four digits of the credit card number. Note: The text on the button is displayed in bold if there is an existing comment. Click to display the comment.
	Cancel the payment methods selected and return to the Sales Entry window.

Last modified: 7/03/2013 2:29:28 PM