The Current Order screen on the Customer Service tab has a Payments button. If you click this Payments button, the Order Payment dialog box is displayed, enabling you to add payment information to a standard order. Adding payment information, such as cash amount, check amount, and credit card information, is also sometimes referred to as pay typing.
Pay typing is not available if the order type is set to Rebill or Quote. In addition, pay typing is not permitted if the order total amount is less than or equal to $0.00.
If you are entering a new order but you do not access the Order Payment dialog box, one of two outcomes occurs:
If default credit card information has been established for this customer, ship to location, or billing code on the Customer Maintenance tab, the system performs pay typing automatically for the order; the order will be charged to that default credit card. (The system looks for the default credit card information on three different screens of the Customer Maintenance tab: first on the Billing Codes screen, then on the Ship To Preferences screen, and lastly on the Master screen.)
If no default credit card information is available, the order total amount is put an invoice for the customer.
You can also add payment information to an existing order that you are maintaining as long as one of the following is true:
Pay typing has not been performed for the order previously (that as, as long pay typing has not been done manually by someone or automatically by the system). In other words, once payment information has been added to a new order, it cannot be changed later during order maintenance.
A credit hold or an operator hold is being removed from the existing order.
Note: To add payment information to an order, you must have the proper security privileges. The OE Payments job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.
On the Customer Service tab, click the Current Order button. The Current Order screen appears.
Click the Payments button. The Order Payment dialog box appears.
Note: The Payments button is available if all of the following conditions are met: (1) You have the proper security privileges. (The OE Payments job function needs to be assigned to one of your roles.) (2) In the Order Type area, the Standard option, the One Step option, the C/M Pickup option, or the C/M One Step option is selected. (3) The dollar amount of the order is not $0.00. (4) The Accept Order button is also available.
Enter payment information as necessary:
The Tender Amount field indicates the amount that the customer is currently paying. The default for this field is the total dollar amount for the order. If appropriate, you can modify the tender amount, enabling you to specify that the customer is paying in full, that some or all of the order total is to be left on account, or that the customer needs change back. The only time you can make the tender amount field greater than the order total amount is if you are receiving cash from the customer and the customer does not have the exact change. (This creates a "change due" situation.)
If the customer is paying for part or all of the order by check:
In the Bank drop-down list, select the appropriate bank.
In the Check No. field, type the number of the customer's check.
In the Check Amount field, type the dollar amount of the customer's check.
If the customer is paying for part or all of the order by cash:
In the Bank drop-down list, select the appropriate bank if you have not already done so.
In the Applied Cash Amount field, type the dollar amount for the cash that the customer is paying.
If the customer is paying for part or all of the order by credit card:
In the Type drop-down list, select the appropriate credit card type.
In the Card Number field, type the customer's credit card number.
In the Expiration Date field, type the expiration date of the credit card.
In the Credit Card Amount field,type the dollar amount being charged.
In the Reference No field, type the reference number if applicable. This field is used if your system uses an automated credit card processing program.
In the Approval Code field, type the approval code if applicable.
If default credit card information has been established for this customer, that information is listed in the Type, Card Number, and Expiration Date fields here. (The system looks for the default credit card information on three different screens of the Customer Maintenance tab: first on the Billing Codes screen, then on the Ship To Preferences screen, and lastly on the Master screen.) You can override the default here if necessary.
Note: If the order type is Standard, C/M Pickup, or C/M One Step, and if the order total is less than $0.00, the only fields that you can access are the credit card fields.
The system calculates the dollar amount in the On Account field, which is the amount that will be placed on an invoice.
If the tender amount equals the order total, then the value in the On Account field is calculated as follows:
on account = tender amount — (cash amount + check amount + credit card amount)
If the tender amount is less than the order total, then the value in the On Account field is calculated as follows:
on account = order total — (cash amount + check amount + credit card amount)
In addition, the sum of the check amount, the cash amount, and the credit card amount must equal the tender amount; otherwise, the OK button mentioned in step 6 is not available.
If the sum of the check amount, the cash amount, and the credit card amount is greater than the tender amount, the OK button mentioned in step 6 is not available. In this case, you'll need to correct one or more amounts.
Click the OK button.