Applying Payments to Sales Orders

Use the Sales Order Entry Totals tab 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 payment information.

By default, the Sales Order Entry Totals tab 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 tab from another area of the system, such as Warehouse Picking Confirmation, you may not be able to select other order entry tabs.

To make a payment on a customer account unrelated to a specific sales order, use the Pay on Account option from the Sales menu. For more information, see Receiving Payments for Accounts.

To apply a payment:

1. Create or open a sales order and display the order's Totals tab.

If payment is required up front, the Totals tab displays automatically during the order-taking process. Otherwise, click the Totals tab display it.

2. Verify that the payment's correct ship date generation is displayed. If the Ship Date field shows a different date generation, click the use the Change Ship Date button to select the correct generation from a list.

3. Review and edit the fields, as needed:

   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 an order generation. Handling overrides operate the same way as freight overrides. See the TotalFreight 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 on this tab, select Additional > Freight Distribution to view the distribution of freight. When you return to the Totals tab, the tax amount is updated.
   F.E.T.	The amount of Federal Excise Tax, if any.
   Less Discount	The amount of any discount received for items on this order.
   Less Payment	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.

Note: Some fields are view-only.

4. Enter payment amounts in the following fields, as appropriate:

* To apply threshold parameters and avoid overpayments, use the Cash And Check Overpayment Thresholdcontrol maintenance record.

5. If you want to enter additional details about the payment, select Payment > Collection Information. In the Collection Information window, enter the following payment information:

6. Save your changes and exit the Collection Information window to return to the Totals tab.

7. To update the Less Payment and Total fields, select Payment > Apply Payment.

The 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 Discount field, provided payment was made before the payment terms date.

8. If you need to make a payment for another ship date, click the Change Ship Date button and select a different ship date from the list. Repeat the steps above for each ship date requiring payment.

9. If you need to change the payment type, click Change Paymentand enter a new payment information, such as a different credit card.

If a payment has failed, the transaction information displays in the drop down window when you click Change Payment.

10. Exit the Totals tab to process the order.

If you have the Point of Sale 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 Yes, the receipt prints.

More Options for Entering Payments

The following are some common options you might use when entering payments on sales orders:

See Also:

Setup Requirements for Payments

Entering Products and Prices on Sales Orders

Entering Sales Order Header Information

Choosing a Sales Order's Shipping Options