Order

A unique number the system assigns to identify an order.

Numeric, 8 positions; display-only, assigned by the system.

Customer name (Unlabeled field to the right of the Ship-to)

The last, first and middle initial of the ship-to customer (the customer who will receive the order). If there is a company name, only this information appears.

Last name

The customer's last name.

Alphanumeric, 25 positions; display-only.

First name

The customer's first name.

Alphanumeric, 15 positions; display-only.

Initial

The initial of the customer's middle name.

Alphanumeric, 1 position; display-only.

Company name

The company name.

Alphanumeric, 30 positions; display-only.

WO$ (Write-off dollars)

The accumulated amount of write-offs (overpayments minus underpayments) for this customer that you can apply as payment to the current order by pressing F7.

The system issues a message if you press F7 when the write-off balance is 0 or negative:

Cannot use as payment; write-off amount is zero or negative.

The system applies the entire amount of the refund/balance due write-off as payment on the order, using the payment type defined in the Default Cash Pay Type (C07) system control value. If applying the entire amount of the write-off results in an overpayment on the order, the system issues a refund to the customer.

Numeric, 7 positions with a 2-place decimal; display-only, updated by the system.

Pay type

A user-defined code for a method of payment on an order.

Payment types are defined in and validated against the Pay Type file. See Accounts Payable Working with Pay Types (WPAY).

The pay type code and description display on the lower portion of the screen for payment methods that you have already entered.

Auto-assign pay type

If the Allow auto-assign field for a pay category 2 pay type is set to Y, the system defaults the pay category 2 pay type to the order whose leading digits match the leading digits you enter in the Credit card number field for an order. See Allow Auto-Assignment of Pay Category 2 Pay Type for additional processing information.

Online Cash Pay Type

You cannot add an online cash pay type (the pay type defined in the Pay Type for Payment Processing (K16) system control value) to an order in order maintenance. See Online Cash Payment Overview and Setup for an overview and required setup.

Electronic Gift Certificate Paytype

If the credit card pay type you enter matches the pay type defined in the Electronic Gift Certificate Pay Type (G72) system control value, the credit card pay type represents an electronic gift certificate.

Enter the gift certificate number in the Credit card number field. The system validates the number you enter in this field against a gift certificate number in the Electronic Gift Certificate file.

• If the number you enter matches a gift certificate number in the Electronic Gift Certificate file, the system displays the Display Electronic Gift Certificate window which indicates the dollar amount remaining for the electronic gift certificate that you can apply to the order. At this window you can:

• press F7 to default the remaining dollar amount of the gift certificate to the Amount field on the order.

• exit the window and manually enter the gift certificate dollar amount you wish to apply to the order.

• leave the amount field blank to apply the remaining dollar amount to the order.

• If the number you enter does not match a gift certificate number in the Electronic Gift Certificate file, the system displays a message: Warning - No remaining $$ exist for this g/c number.

You can still use the electronic gift certificate as payment for the order even though the gift certificate number is invalid. Also, the system accepts the electronic gift certificate as payment even if you enter a dollar amount to apply to the gift certificate that exceeds the remaining dollar amount.

See Customer Service, Working with Electronic Gift Certificates (WEGC), for more information on setting up electronic gift certificates and a sample of the Display Electronic Gift Certificate window.

Numeric, 2 positions; required.

Credit card #

The number of the credit card used on the order. This number is a token instead of the actual credit card number if the Tokenized field for the Order Payment Method record is Y; in this situation the credit card number is display-only.

All credit cards must be authorized manually or by a credit card authorization service.

The system holds any unauthorized credit card orders. The system releases these orders once they receive an authorization; or, you can release these orders manually by entering an authorization number in the Authorization # field below.

If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number in the bottom half of the screen displays in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 may display instead of the entire credit card number. See Credit Card Number Format for an overview.

If you do not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature, the credit card number does not display for credit card payment methods that are already on the order.

Bin number validation: If bin numbers are defined for the pay type, the system validates that the card number begins with a valid bin number; see Work with Bin Numbers Screen. The system stores the first six digits of the actual credit card number in the Bin field in the Order Payment Method file in order to perform Level II and III Discounting on the card during deposit processing.

Bill Me Later: When the customer uses Bill Me Later, a credit card number is not relevant, so the system defaults the Description of the Bill Me Later pay type. See Bill Me Later Processing for an overview.

Direct Bank Disbursement: When the customer uses Direct Bank Disbursement, a credit card number is not relevant, so the system defaults the Description of the Direct Bank Disbursement pay type. See Processing Direct Bank Disbursements/Electronic Checks for an overview.

Tokenization: If you use Credit Card Tokenization:

• You cannot change the credit card number on an existing credit card payment method if it has been tokenized. In this situation, you must deactivate or delete the payment method and reenter it. If you change a credit card payment that has not been tokenized, the system does not send the credit card for tokenization during order maintenance; you must delete the payment method and reenter it.

• When you add a credit card payment, if the Use Tokenization field for the authorization service defined for the credit card pay type is Y, the system sends a Register Token Request XML Message to the authorization service to replace the credit card number with a token. If the Require Credit Card Token (L40) system control value is set to Y and a token is not returned in the Register Token Response XML Message, the system displays the Tokenization Warning window and requires you to enter a different form of payment on the order before it can be accepted.

Last four: The system stores the last four digits of the actual credit card number in the Last 4 field in the Order Payment Method file in order to verify the card with the customer.

Alphanumeric, 20 positions; required.

Expiration date

The date up until which the credit card is valid. For example, enter 1206 if the credit card expires in December of 2006.

The Require expiration date flag for the pay type controls whether this field is a required entry.

The expiration date displays on the bottom half of the screen for credit card payment types that have already been added to the order unless the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature.

Numeric, 4 positions (MMYY format); required or optional, based on the Require expiration date flag for the pay type.

Issue #

An incremental issue number which some banks assign when they replace a credit card, such as a debit card, because it is lost or stolen. It is important to enter the issue number exactly as it appears on the card. For example, an issue number of 0 is different from an issue number of 00, and an issue number of 1 is different from an issue number of 01.

Required? An issue number may be required for a credit card or debit card, based on the setting of the Require issue # field for the pay type. If it is required and you do not enter an issue number, the system displays an error message:

Credit card issue# () is not valid.

Note: An entry of 00 (two zeros) is not considered a valid issue number.

The issue number is a valid entry only for a credit card payment method, such as a debit card.

Alphanumeric, 2 positions; required or optional based on the Require issue # flag for the pay type.

Start date

The month and year when a credit or debit card becomes effective.

Required? The Require start date flag for the pay type controls whether the start date is required for a credit card pay type. If the start date is required but not entered, the system displays an error message:

Credit card start date (0) is not valid.

The start date is a valid entry only for a credit card payment method, such as a debit card.

Even if you require a start date for a pay type, the system does not validate that the start date is on or before the current date. Typically, if your authorization service requires a start date for this pay type, the service would validate that the start date has passed.

Numeric, 4 positions (MMYY format): required or optional based on the Require start date flag for the pay type.

Pay plan (Deferred or installment payment plan code)

A code that represents the deferred or installment payment plan assigned to the order. An order is eligible for a payment plan only if it uses a credit card whose Card type is C (credit card) rather than, for example, a stored value card. See Types of Credit Cards for more information.

This field displays only if the Deferred and Installment Billing (F51) system control value is set to Y.

If you do not have authority to the Override Deferred and Installment Billing Options (A81) secured feature, this field is display-only.

An error message displays if you enter a payment plan code and the order is not eligible.

Payment Plans are defined in and validated against the Flexible Payment Option file. See System Operations Working with Flexible Payment Options (WFPO).

Alphanumeric, 5 positions; optional.

Authorization #

A code that indicates that the charge on this credit card has been approved manually or by a credit card authorization service.

You can preauthorize a credit card by entering an authorization number in the Authorization # field; however, you must also enter a dollar value in the Amount field and an authorization date in the Authorization date field.

Secured feature: The ability to enter a manual authorization is controlled by the secured feature, C/C Authorization Field Access (A25).

If you use an authorization service, the system updates this field automatically when an authorization is received.

Alphanumeric, 16 positions; optional.

Authorization date

The date when the charge is authorized for this credit card.

You must enter an authorization date if you entered an authorization number in the Authorization # field.

If you use an authorization service, the system updates this field when an authorization is received.

Numeric, 6 positions (MMDDYY format); optional.

Ord total (Order total)

The sum of all charges on the order, including merchandise, freight, additional freight, tax, handling, and additional charges across all recipients (different shipping addresses) on this order.

Numeric, 11 positions with a 2-place decimal; display-only, updated by the system.

Auth amt (Authorization amount)

The amount you wish to manually authorize for the credit card.

Numeric, 11 positions with a 2-place decimal; optional.

CSV (card security value)

The credit card’s security value.

American Express: The card security value, or CID (card identification number), is a 4-digit number imprinted, not embossed, on an American Express credit card. The card security value displays above and to the right of the imprinted credit card number on the front of the card.

Discover: The card security value, or CID (card identification number), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

VISA: The card security value, or CVV2 (card verification value), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

MasterCard: The card security value, or CVC2 (card validation code), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

Reducing fraud: Authorization services use card security identification to help reduce fraud by verifying that the credit card is present at the point of sale and to ensure that the credit card data from the transaction matches the data stored by the authorization service for that card.

The card security value and presence are used for the processing of Paymentech’s VISA, Discover, MasterCard, and American Express online authorization transactions only; the card security value and presence are informational-only for every other credit card transaction. The card security response received for the Paymentech authorization is stored in the Vendor response 2 field in the Authorization History file.

Note: The system removes the card security value from an order when the order is accepted, even if an approved online authorization has not been received on the order. Card security processing is not available during batch authorization or deposit processing.

See Credit Card Security Service (CID, CVV2, CVC2).

Numeric, 4 positions; optional.

CSP (card security presence)

Indicates to the authorization service whether a card security value (CID, CVV, CVC) is present on the credit card. If a card security presence exists for the credit card payment method, the authorization service performs card security identification.

Valid values:

1 = card security value is present on the credit card.

2 = card security value is present on the credit card, but is illegible.

9 = card security value is not present on the credit card.

If you enter 1 in this field and do not enter a number in the Card security value field, an error message displays: Card security value is required.

If you enter 2 or 9 in this field and a number is defined in the Card security value field, an error message displays: Card security value must be blank.

See Credit Card Security Service (CID, CVV2, CVC2).

Alphanumeric, 1 position; optional.

Amount

The total dollar amount of this payment type to apply to the order.

When to enter an amount?

Enter a value in this field for cash/check and coupon/credit payment types, and for a credit card if it is not the only form of payment on the order or the "catch-all" payment type.

When you apply a system-generated gift certificate or coupon as payment, the system fills in the correct amount in this field based on the gift certificate number you enter in the Gift cert/coupon field.

Leave this field blank when:

• entering an A/R or C.O.D. payment type, or

• a credit card (including other card types) is the only form of payment for the order, or

• a credit card is the "catch-all" payment type.

Alternate currency pricing

You can enter the pay type amount in the alternate currency by pressing F10 if the order is associated with an alternate currency and the Use Alternate Currency Pricing (H89) system control value is set to Y. See Using Alternate Currency Pricing for an overview and required set up.

Numeric, 9 positions with a 2-place decimal; entry requirements depend on payment type.

Charge sequence

The order in which the system should charge each pay type when the customer uses several payment types. This value defines when each payment type will be billed by the system as merchandise is shipped. See Determining the Charge Sequence for more information.

The charge sequence displays for each entered payment method on the lower portion of the screen, and is enterable.

Numeric, 2 positions; optional.

Pay bal (Payment balance)

The amount remaining to charge on an order. The system uses the following calculation to determine the payment balance:

order total - total order payments = payment balance

This field represents the amount charged to the catch all paytype on a multi-paytype order.

Example:

The order total = 100.00

Pay type 1 = 45.00

Pay type 2 = 15.00

Pay type 3 (catch all) = 0.00

100.00 - 60.00 = 40.00 (this is the amount charged to the catch all paytype).

This amount is a negative value if the customer overpays or a return or exchange is performed.

Numeric, 9 positions with a 2-place decimal; display-only.

Cash control #

The control number assigned to a cash/check payment type and corresponding mail or fax order. This field is used primarily during Batch Order Entry to keep the check with the order form. See Order Entry Opening a Cash Batch (WCSH).

Numeric, 5 positions; optional.

Gift cert/coupon

The number of the gift certificate or coupon being redeemed on the current order.

You can leave this field blank when issuing a coupon to the customer if the system control value, Dynamic Creation of Coupons (B21), is set to Y.

Numeric, 5 positions; optional.

Routing # (Routing number)

Check Interface: An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message displays if you do not enter a routing number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A Routing Number is required for check interface payment types.

Direct Bank Disbursement: The customer’s bank routing number, required to withdraw funds from the customer’s bank account to pay for the purchase.

• An error message displays if you do not define a routing number for a Direct Bank Disbursement pay type: A Routing Number is required for Direct Disbursement card type.

• An error message displays if the routing number length does not match the Card card length defined for the Direct Bank Disbursement pay type: Routing number length is not valid.

See Processing Direct Bank Disbursements/Electronic Checks for an overview.

An error message displays if you enter a routing number for a pay type that does not represent pay category 1 (cash/check) or Direct Bank Disbursement: A routing number cannot be entered for this pay type.

Alphanumeric, 9 positions; optional.

Account #

Check Interface: An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message displays if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A Checking account number is required for check interface payment types.

Direct Bank Disbursement: The customer’s bank account number, required to withdraw funds from the customer’s bank account to pay for the purchase. An error message displays if you do not define a bank account number for a Direct Bank Disbursement pay type: Account Number is required for Direct Disbursement card type. See Processing Direct Bank Disbursements/Electronic Checks for an overview.

An error message displays if you enter an account number for a pay type that does not represent pay category 1 (cash/check) or Direct Bank Disbursement: A checking account number cannot be entered for this pay type.

Alphanumeric, 20 positions; optional.

Check #

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message displays if you do not enter a check number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A check number is required for check interface payment types.

An error message displays if you enter a check number for a pay type that does not represent pay category 1 (cash/check): A check number cannot be entered for this pay type.

Numeric, 6 positions; optional.

Account type

Identifies the type of bank account the customer’s funds are electronically withdrawn from when paying for an order using a direct bank disbursement pay type.

Valid values are:

• C = Personal Checking

• S = Personal Savings

• X = Corporate Checking

The Require account type field for the pay type determines whether you must enter a value in this field.

• If the Require account type field for the pay type is set to Y, you must enter an account type.

• If the Require account type field for the pay type is set to N, the Account type field does not display on the Enter Direct Debit Pop-Up.

Note: If you are processing direct bank disbursements through Paymentech, you must define an account type.

Alphanumeric, 1 position; required if Require account type for pay type is selected.

Non-alloc bal (Non-allocated balance)

The balance of the order total that is not currently covered by an allocated A/R credit open item. A figure appears here only if:

• the Allow A/R Credits as Payments (E81) system control value is set to Y, and

• the sold-to customer is associated with a bill-to customer, and

• there are credit open items available to the bill-to customer.

Why does this balance display?

In the above situation, you have the option of selecting open A/R credit open items to apply as payment against the order. The non-allocated balance on the order is calculated as follows: Order total - Total amount of A/R credit open items allocated as payment on the order

The non-allocated balance does not reflect the amount of any other payment method being applied against the order. For example, if you entered a check in the amount of $20.00 as a payment method, the non-allocated balance would not be reduced by $20.00.

How to use A/R credits as payment?

You use the Select A/R Credit Open Item Pop-Up Window (Using A/R Credits as Payments) to select A/R credits to allocate as payment against the order.

Note: This balance will be negative if the total amount of allocated credits is greater than the order total. The system does not prevent you from "overallocating" for the order; however, the entire dollar total of all allocated credits will be unavailable for allocation to other orders until the order on which they are allocated is billed or canceled.

How might you use this information?

If a customer would like to allocate any available A/R credits toward the order and use a credit card for the balance, you could refer to this field to determine the payment amount to apply to the credit card.

Numeric, 9 positions with a 2-place decimal; display-only.

Ord discount (Order discount)

The total discount applied to the order across all ship to customers.

Numeric, 9 positions with a 2-place decimal; display-only.

Last4

The last four positions of the credit card number. Stored in the CC Last 4 field in the Order Payment Method file.

If you use credit card encryption, the system does not encrypt the value in this field.

Alphanumeric, 4 positions; display-only.

Cust (Bill-to customer)

The number identifying the bill-to customer associated with the order, and the customer's name and company name.

Note: All available credit open items associated with this bill-to customer display at this pop-up window, regardless of the sold-to customer who placed the original order and produced the credit.

Customer number: numeric, 9 positions; display-only.

Customer company: alphanumeric, 30 positions; display-only.

Customer name: alphanumeric, 30 positions; display-only.

S (Status)

This field indicates whether the open item is allocated to the current order. Valid values are:

* = This open item is allocated to the current order.

blank = This open item is not allocated to the current order.

Alphanumeric, 1 position; display-only.

Invoice #

The invoice number of the credit that produced the credit open item (for example, through a return). On-account open items do not have an invoice number.

Numeric, 7 positions; display-only.

TC (Open item type)

The code that identifies the A/R type of the open item. Open item types that may appear on this window include credits, on-account payments, refund check credit open items, and credit card credit open items.

A/R types are defined in and validated against the A/R type file; see Accounts Receivable Establishing Accounts Receivable Types (WART).

Alphanumeric, 2 positions; display-only.

Order #

The number of the order that produced the credit open item. On-account open items do not have an order number.

Numeric, 8 positions; display-only.

Inv date (Invoice date)

The date that the credit invoice that produced the credit open item was generated. On-account open items display the date they were created.

Numeric, 6 positions (MMDDYY format); display-only.

Balance

The total amount of the credit or on-account open item available for allocation to the current order.

If any portion of the open item is in dispute, it will not display in the pop-up window.

Numeric, 9 positions with a 2-place decimal; display-only.