Applying Payments to Sales Orders

Use the Sales Order Entry Totals screen to apply payments or charges to an order generation. The system displays this screen if payment is required with the order, such as a COD or cash only order, or for those customers who have exceeded their credit limit. If a payment is required for an order, you cannot print the ticket for the order until you enter the payment information.

By default, the Sales Order Entry Totals screen displays the earliest available order generation, but you can change the ship date to display the totals for another order generation, or you can include all generations on a single invoice.

Note: If you directly access the Totals screen from another area of the system, such as Warehouse Picking Confirmation, you may not be able to select other order entry screens.

To apply a payment:

Create or open a sales order, and display the Totals screen.

If payment is required up front, the Sales Order Entry Totals screen displays after you verify the order generation statuses. Otherwise, use the Totals hot key from either the Sales Order Entry Body or Sales Order Entry Status screen to display it.

Verify that the payment's correct ship date generation is displayed. If the ShipDate field shows a different date generation, use the Chnge ShpDate hot key to select the correct generation from a list.
Review and edit the following fields, as needed:

Note: Some fields are view-only.

Field	Description
Total Freight	The compensation paid for the transportation of all items on the order. You can use this field to override the system-generated freight charges for the entire order. The system prorates the amount for each order generation according to its percentage of the total order amount, excluding any direct shipment generations, and uses a T to identify that they were updated. If you change the default freight amount for an order generation [identified with an asterisk ()] before changing the total freight amount, the system does not override your change. Instead, it subtracts your freight amount from the total freight amount and prorates the charges over the remaining open generations. Similarly, if you change the total freight amount and then change the freight amount for the current generation, the system changes the T to an asterisk (), subtracts your freight amount from the total, and prorates the charges over the remaining open generations. If you allocate the total freight over multiple generations, invoice the order, and then return the order to an open status, the system does not reallocate the total freight. You must change the freight amounts manually for each generation.
Total Handling	The compensation paid for the packaging and shipping of items on the order. Handling overrides operate in the same way as freight overrides. See the Total Freight comments above.
Subtotal	The sum of the prices of each item on this order ship date, before freight, handling, tax, and other charges are applied.
Freight	The compensation paid for the transportation of the items on the current order generation. Shows the sum of any default ship via and product freight charges. You can manually override the charges, if needed. The system uses an asterisk (*) to identify that the amount changed. Freight and surcharges are applied to the first invoiced order generation. Note: Add freight charges only if they are specific to the current (unprocessed) order generation.
Handling	The compensation paid for the packaging and shipping of items on the current order generation. Handling overrides operate the same way as freight overrides. See the Freight comments above.
Sales Tax	A charge the government imposes on items purchased within a defined jurisdiction. Note: If a handling charge is on the order - and if handling is taxable in the tax jurisdiction - the amount of sales tax shown in this field may not be correct. The tax amount is processed upon invoicing and will be billed correctly. However, if you need to view the correct tax while in this screen, select the Freight hot key and then press Esc. When you return to the Totals screen, the tax amount is updated.
F.E.T.	The amount of Federal Excise Tax, if any.
Disc Taken	The amount of any discount received for items on this order.
Less Paymt	The amount the customer has paid you.
Unearned	Income not gained by labor, service, or skill. This type of income is posted to an Unearned Revenue general ledger account.
Total	The total amount the customer owes for this ship date.

Use one of the following hot keys to navigate to the payments section:

To...	Use this hot key...
apply a cash payment	Cash
apply a payment by check	Check Note: If your company is using Check Authorization, see Authorizing Payments by Check for more information on accepting a check.
apply a credit card payment	CredtCrd

Enter the payment amount to do one of the following:

If...	Then...
you entered a cash payment	continue with the next step.
you entered a payment by check	continue with the next step. If the customer is not authorized to pay by check and you get an error message, ask the customer for a different type of payment.
you entered a credit card payment	the Credit Card Authorization screen displays. Enter the information and press Esc to return to the Sales Order Entry Totals screen. Continue with the next step. Note: The system may prompt for a credit card verification (CCV) identification number from the credit card. This is a three-digit number located on the back of the card.

To enter additional details about the payment, select the Cash Recvd field and press the Up Arrow to display the following fields:

Field	Description
Payment Date	The date the customer made the payment. The system populates this field with today's date.
Payment Time	The time the customer made the payment. Press the Down Arrow to populate the field with the current time.
Collected By	The user ID of the person who entered the payment. The system populates this field with the user ID of the person currently logged on to this terminal.
Collect Loca	The site or store location at which payment was made.
Collect Brch	The branch that will receive credit for the sale.

Press Esc to return to the Sales Order Entry Totals screen.
Use the ApplyPymt hot key to update the Less Paymt and Total fields.

The Amt Over/Under field shows any remaining amount due as a positive number, or any overpayment as a negative number. Any unused discount amount displays in the Available Disc field, provided payment was made before the payment terms date.

Do the following things, as needed:

If...	Then...
the Payment Application screen displays	edit the discount or payment amounts, as needed, and then select the correct order generation. Press Esc to return to the Sales Order Entry Totals screen.
prompted to select the branch that will take credit for the payment	select the correct branch and press Enter.

Use other hot keys, as needed:

To...	Use this hot key...
add or edit administrative details for the order, such as a customer PO number	Headr The Sales Order Entry Header screen displays.
view totals for a different order generation	Chnge ShpDate A selection list displays. Select the ship date and press Enter.
review payment activity	TotSUm The Order Totals Summary screen displays.
review a payment on a different order generation	Pymts A selection list displays. Select the payment to review and press Enter.
enter a payment on a different order generation	Pymts A selection list displays. Select New and press Enter. Follow steps 4-8 above.
enter the customer's default credit card information for pre-authorization purposes	CC Info The Credit Card Default Billing Information screen displays.
indicate whether to have the customer pay all, partial, or no freight charges on this order	Freight The OE Freight Distribution screen displays.
review or edit the order	Body The Sales Order Entry Body screen displays.
review totals for the entire order	ViewAll Totals The View All Totals screen displays.
add freight charges to a box of items in an order generation	Box The Box screen displays.
redistribute lot order totals	Lot Tots The Lot Totals screen displays.
reprint a point of sale receipt	Receipts The Payment Viewing screen displays.
capture the customer's signature	Sig The Electronic Signature Capture companion product displays.
override a credit hold, if you have authorization	Credit Override

Press Esc to return to the Sales Order Entry Body screen.

If you have the Point of Sale (POS) companion product, a receipt prints, and, depending on your system setup, your cash drawer opens. If the payment was by credit card, a credit card slip prints for the customer to sign, and the system will ask if you want to print a second receipt for the customer. If Y (yes), the receipt prints.