Although there are many different types of payments that can be processed from the Payments transaction, a single document is used. This document does not offer styles; however, each type of payment is represented differently. Current payment types include: received on account, order deposits, direct ship deposits, C.O.D. payments, installed sale payments, add to gift card, and miscellaneous. Each payment document references one payment type.

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Received on Account

There are three (3) ways payments can be processed for a receivables account in the application. The Payments transaction in Point of Sale is the only option that produces this document. An AR Payment Entry Session document is created by the other 2 methods (Payment Entry and the Payment (F5) function in Posting).

Received on Account type payment documents are assigned a reference ID that includes the letters ROA in capital letters. To limit a document search to just "ROA" payments, use the wild card character (%) along with these initials in the Reference ID field (%ROA%). In addition, you can specify an account and/or amount in the Search Options panel.

PS Payments documents for received on account (ROA) now save and print the customer's balance after the payment in two (2) places on the document. This balance is not reduced by any eligible discount. The amount is calculated using either the account's balances or the selected job's totals if job billing. For job billed accounts, the job balances are used unless the user processing the payment selected (checked) the "Cons Balance" check box. The amount reflects the outstanding balance plus finance charges and less any unapplied credits for the account or job at the time the document was created. This balance due after payment is maintained with the payment data and is not adjusted by later activity when viewing the document in the future.

Deposit on Order

Whenever a deposit is associated with a customer order, a payment document is created. This includes deposits associated with orders directly in the Orders transaction, not just those processed separately as "payments."

Customer order deposit type payment documents are assigned a reference ID that includes the word "order." To limit a document search to just "order" deposit payments, use the wildcard character (%) along with this word (as shown below) in the Reference ID field (%order%). In addition, you can specify an account and/or amount in the Search Options panel. Documents with a reference of "New order deposit - " were processed directly from the Orders transaction, not Payments. Documents listed with a reference beginning with the word "Order" refer to deposits accepted in the Payments transaction after the order was processed.

Add to Gift Card

There is a Payments option for adding money to an existinggift card (new cards must be invoiced in Sales). Note: there is no special section on the Payments document for payments on a gift card; however, the gift card number, payment method, and amount does print at the bottom of the document (see below):

Payment documents for money added to an existing gift card are assigned a reference ID that includes the words "Add to Gift Card" followed by the gift card number. To limit a document search to just "gift card" payments, use the wildcard character (%) along with the word "GIFT" (as shown below) in the Reference ID field (%GIFT%). As an alternative, you could specify the gift card number (if known) between the percentage symbols (%43211098765%, for example). Gift cards are never linked with an account; however, you can use the amount field in the Search Options panel to locate specific amounts (the amount added only, not the total gift card value).

Miscellaneous

There can be a variety of other reasons why a company might accept payments outside of a sale or the other options available. Examples of this might be charity collections (raffle tickets, etc.), bounced check fees, returning change from a petty cash transaction, or any other reason where a specific function has not been offered. Since the options are open, there is a financial side to recording these payments. For this reason, users can select from a list of ledger accounts that your company designates for this use. A description is also associated with these payments. The description will default to the ledger account's description; however, it may be modified to something else prior to processing.

Mapping is required to use this feature. You will need to map at least one account for POS Misc Payment Type regardless of whether or not your company plans on exporting or creating reports for ledger entries using your software.

Miscellaneous type Payment documents are assigned a reference ID beginning with the abbreviation "MscPmt" and followed by the description entered in parentheses. To limit a document search to just "miscellaneous" payments, use the wildcard character (%) along with the word "MscPmt" (as shown below) in the Reference ID field (%MSCPMT%). You can also search for an amount or use part of the description (if known) in the reference field.