Enter Payment Methods Screen in Order Maintenance
Purpose: Use this screen to apply a payment to the order or to change existing payment information.
Note: The Enter Payment Methods screen is the only screen where you can enter payment information in Order Maintenance.
Why maintain payments? Some examples of when you would need to maintain payments on an order include:
• adding a payment to an order that is on hold for a balance due (this automatically releases the order from hold)
• manually authorizing a credit card order that you cannot authorize through your regular credit card authorization service
• interactively authorizing a credit card order that was not authorized in order entry
• correcting order entry errors
• allocating an A/R credit open item as payment against an order (if the Allow A/R Credits as Payments (E81) system control value is selected)
Restrictions:
• You cannot apply the Order Broker Payment Type (K98) to an order or change this payment method on an existing order; instead, the screen displays an error, such as Pay type (06-BROKER PAY TYPE ) is restricted.
• You cannot change the credit card number on an existing credit card payment method during order maintenance if it has been tokenized. In this situation, you must deactivate or delete the payment method and reenter it. See the Data Security and Encryption Guide for more information.
• You cannot delete a credit card payment if it is associated with authorization history; you must deactivate the credit card payment method. The system displays the message: Order payment method cannot be deleted/activity exists.
Screen structure: The Enter Payment Methods screen is divided into three parts:
• top: displays the order number, the name of the customer who placed the order, and the write-off amount that the customer has overpaid on previous orders that you can apply to the current order.
• center: displays the accumulated order total across all recipient orders and includes fields for you to specify payment information.
• bottom: displays the payment methods already defined for the order. You can change or delete existing payment information on this screen.
Note: Depending on the user’s authority to credit card information, the system writes a record to the Credit Card Audit table when this screen is displayed. See Logging Credit Card Data Access in the Data Security and Encryption Guide for more information.
In this topic:
• Deactivating a Payment Method
• Processing a Refund or Exchange Against a Different Payment Method
• Select A/R Credit Open Item Pop-Up Window (Using A/R Credits as Payments)
• Adding, Changing and Deleting a Payment Plan on the Order
• Adding a Deferred or Installment Payment Plan
• Changing a Deferred or Installment Payment Plan
• Deleting a Deferred or Installment Payment Plan
• Performing Online Authorization during Order Maintenance
How to display this screen: Select Payments on the Work with Order Screen in Order Maintenance or the Work with Order Lines Screen.
Field |
Description |
Order |
A unique number the system assigns to identify an order. Numeric, 8 positions; display-only, assigned by the system. |
Sold 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 selecting Cvt W/O$-Paymnt. The system issues a message if you select Cvt W/O$-Paymnt 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 Default Cash Pay Type (C07). 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 table. See 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. On Account Credit Card Pay Type: You can send A/R information to an external Accounts Receivable system by defining an On Account credit card pay type in the Pay type field on the order. When you add the On Account credit card payment to the order, the system defaults the value in the Prefix Value for On Account Card Type (L14) system control value + the bill to customer number or sold to customer number to the Credit card number field in order to send this information to the external A/R system. See A/R Payment Processing Using an External System for more information. |
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Electronic Gift Certificate Pay Type: If the credit card pay type you enter matches the Electronic Gift Certificate Pay Type (G72), 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 table. • If the number you enter matches a gift certificate number in the Electronic Gift Certificate table, 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: • select Cvt W/O$-Paymnt 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 table, 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 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. |
CC # |
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. 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. • When you add or change a credit card payment that has not been tokenized, If the Request token field for the authorization service defined for the credit card pay type is selected, the system sends a Token Request to the authorization service to replace the credit card number with a token. If the Require Credit Card Token (L40) system control value is selected and a token is not returned in the Token Response, the system displays an error message and requires you to enter a different form of payment on the order before it can be accepted. See Credit Card Tokenization in the Data Security and Encryption Guide for more information. Last four: The system stores the last four digits of the actual credit card number in the CC Last 4 field in the Order Payment Method table in order to verify the card with the customer. Alphanumeric, 20 positions; required. |
Exp 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. |
Plan (Deferred or installment payment plan code) |
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 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 selected. 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 indicates 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 table. See Working with Flexible Payment Options (WFPO). Alphanumeric, 5 positions; optional. |
Auth # |
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. You can enter an authorization number in upper and lower case. 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 amount (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. |
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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. |
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The card security value and presence are used for the processing of 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 authorization is stored in the Vendor response 2 field in the Authorization History table. 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: • Value Present = card security value is present on the credit card. • Value Illegible = card security value is present on the credit card, but is illegible. • No Value = card security value is not present on the credit card. If you enter Value Present in this field and do not enter a number in the Card security value field, an error message indicates: Card security value is required. If you enter Value Illegible or No Value here and there is a number in the Card security value field, an error message indicates: 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 an amount 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. |
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Alternate currency pricing: You can enter the pay type amount in the alternate currency by selecting AC Override if the order is associated with an alternate currency and the Use Alternate Currency Pricing (H89) system control value is selected. See Using Alternate Currency Pricing for an overview and required setup. Numeric, 9 positions with a 2-place decimal; entry requirements depend on payment type. |
The order in which the system should charge each pay type when the customer uses several payment types. 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. |
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SVC ID # |
The ID number for the stored value card payment. Define an ID number only if your stored value card processor supports it. CWSerenade stores the ID number in the OPM SVC ID Storage field in the Order Payment Method table and includes it in the authorization request and deposit request sent for the stored value card payment. Numeric, 9 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 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 selected. Numeric, 5 positions; optional. |
Routing (Routing number) |
Check Interface: An informational field that is required if the pay type you enter matches the Check Interface Payment Type (G26). An error message indicates if you do not enter a routing number and the pay type you enter matches the Check Interface Payment Type (G26): 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 indicates 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. See Processing Direct Bank Disbursements for an overview. An error message indicates if you enter a routing number for a pay type that does not represent pay category Cash/Check or card type Direct Bank Disbursement: A routing number cannot be entered for this pay type. Alphanumeric, 9 positions; optional. |
Acct (Account #) |
Check Interface: An informational field that is required if the pay type you enter matches the Check Interface Payment Type (G26). An error message indicates if you do not enter a checking account number and the pay type you enter matches the Check Interface Payment Type (G26): 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 indicates 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 for an overview. An error message indicates if you enter an account number for a pay type that does not represent pay category Cash/Check or card type 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 enter matches the Check Interface Payment Type (G26). An error message indicates if you do not enter a check number and the pay type you enter matches the Check Interface Payment Type (G26): A check number is required for check interface payment types. An error message indicates if you enter a check number for a pay type that does not represent pay category Cash/Check: A check number cannot be entered for this pay type. Numeric, 6 positions; optional. |
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 selected, 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. |
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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. |
CC Last 4 |
The last four positions of the credit card number. Updates the CC Last 4 field in the Order Payment Method table. If you use credit card encryption, the system does not encrypt the value in this field. Alphanumeric, 4 positions; display-only. |
Screen Option |
Procedure |
Add a payment method |
Complete the fields at the top of the screen as described above and select OK. |
Change a payment method |
Select Change for a payment method. See Changing a Payment Method. |
Delete a payment method |
Select Delete for a payment method. If you try to delete a payment method that has already been charged, the system displays a message: Order payment method cannot be deleted/activity exists. If you delete a Rewards Certificates Pay Type (L54) from an order, the system sends a Rewards Void Coupon Request to the Rewards system indicating the certificate has not been redeemed by the customer and updates the status of the record in the Order Rewards Certificate table to V Void; see Applying Rewards Certificates to an Order. |
Perform online credit card authorization |
Select Auth Online for a credit card payment method that is eligible for online authorization. See Performing Online Authorization during Order Maintenance. |
Deactivate a payment method |
Select Deactivate for a payment method. See Deactivating a Payment Method. |
Review the payment plan assigned to the order |
Select Plan Summary for a payment method to advance to the Display Payment Plan Summary Screen. |
Review the order payment history for this order |
Select History for a payment method to advance to the Display Order Payment History Screen. |
Perform an interactive balance inquiry against a stored value card payment method |
Select Balance Inquiry for a stored value card payment method. The system interactively performs a stored value card balance inquiry; see Stored Value Card Balance Inquiry (MSVB). An error message indicates if you enter this option next to a payment method other than stored value card: Pay type not eligible for balance inquiry. |
Apply the write-off balance in the WO$ field as payment on the order, using the Default Cash Pay Type (C07) system control value |
Select Conv W/O$ To Pmt. |
Apply the negative write-off balance in the WO$ field as an additional charge on the order, using the value in the Default Additional Charge Code (C45) system control value |
Select Conv W/O$ To Chrg. |
Accept, validate, and process the order |
Select Accept; see Entering Orders. The system evaluates the order to determine if it qualifies for pick slip preparation; see Preparing Orders for Pick Slip Generation and Applying Pick Slip Preparation to an Order. |
Enter the pay type amount in the alternate currency |
Select AC override to advance to the Alternate Currency Override window if you use alternate currency pricing (the Use Alternate Currency Pricing (H89) system control value is selected). At this window you can enter the pay type amount in the alternate currency. The calculated local amount displays in the Amount field. An error message indicates if you select AC override and the order is not associated with an alternate currency (the offer associated with the source code on the order header is in the local currency): Alternate Currency Prompt not valid. This function displays only if the Use Alternate Currency Pricing (H89) system control value is selected. See Using Alternate Currency Pricing for an overview and required setup. |
Reject (cancel) the order |
Select Reject; see Entering Orders. The system evaluates the order to determine if it qualifies for pick slip preparation; see Preparing Orders for Pick Slip Generation and Applying Pick Slip Preparation to an Order. |
Accept, validate, and process the current order and then place an additional order for this customer for a different shipping address |
Select Acpt/Add Recipient.; see Adding a Recipient Order in Order Maintenance. |
Select A/R credit open items to apply as payment against the order |
Select A/R CR Payment; see Select A/R Credit Open Item Pop-Up Window (Using A/R Credits as Payments). |
Purpose: You can update an order payment method by selecting Change for the payment method at the Enter Payment Methods Screen in Order Maintenance. A pop-up window opens automatically, based on the payment category; see below.
Note: You cannot change a C.O.D. or A/R payment. Instead, you must delete the payment if it is no longer valid for the order and if it has not already been billed.
Restrictions: You cannot:
• Change the payment to an amount less than what was billed against the pay type.
• Change the expiration date on an existing credit card unless you first deactivate the original credit card and add the new credit card with the new expiration date.
• Change the Order Broker Payment Type (K98) on an existing order; instead, the screen displays an error, such as Pay type (06-BROKER PAY TYPE ) is restricted.
• Change a payment method that has already billed; instead, the screen displays an error, such as Pay method (9) cannot be changed -- already billed.
• Change a credit card payment whose Tokenized field in the Order Payment Method table is selected. You must deactivate or delete the original credit card payment and add the credit card payment with the updated information.
• Delete a credit card payment if it is associated with authorization history; you must deactivate the credit card payment method. The system displays the message: Order payment method cannot be deleted/activity exists.
You can also change the charge sequence for a payment method by entering a new number in the Charge sequence field next to the payment method at the Enter Payment Methods Screen in Order Maintenance. See Determining the Charge Sequence for an overview.
For information on the fields at this pop-up window, which appears when you change a cash/check payment method, see Enter Payment Methods Screen in Order Maintenance.
For information on the fields at this pop-up window, which appears when you change a credit card payment method, see Enter Credit Card For Window (Credit Card Payment Type).
On Account payments: For credit cards whose Card type is On Account, the Credit card # is a display-only field. The system defaults the value in the Prefix Value for On Account Card Type (L14) system control value + the bill to customer number (if one is defined) or sold to customer number in order to send this information to an external A/R system.
Note: If the bill to customer has changed since the order was placed, the system updates the Credit card # field with the new A/R information only if the Create/Assign Bill To Customers in Order Entry (A76) system control value is selected and the On Account credit card payment has not yet been authorized. In order to update the A/R information that defaults to the Credit card # field in any other situation, you must deactivate the On Account credit card payment and add a new On Account credit card payment to the order. See A/R Payment Processing Using an External System.
Credit card number display:
• If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number 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 and Expiration date fields are blank and are display-only. In order to change the credit card information, you must delete this payment method (if it has not already been billed) and create a new credit card payment method.
Credit card audit: Depending on the user’s authority to credit card information, the system writes a record to the Credit Card Audit table when this window is displayed. See Logging Credit Card Data Access in the Data Security and Encryption Guide for more information.
Order Broker payment: You cannot apply the Order Broker Payment Type (K98) to an order; instead, the screen displays an error, such as Pay type (06-BROKER PAY TYPE ) is restricted.
Tokenization: You cannot change a credit card payment whose Tokenized field in the Order Payment Method table is selected. You must deactivate or delete the original credit card payment and add the credit card payment with the updated information.
For information on this pop-up window, which appears when you change a coupon/credit payment method:, see Enter Coupon/Credit For Window (Coupon/Credit Payment Type).
Enter Direct Debit Pop-Up
For information on the fields at this pop-up window, which appears when you change a Direct Bank Disbursement payment method, see Enter Direct Debit For Window (Direct Bank Disbursement Payment Type).
Purpose: Use this option to:
• stop any further billing against a credit card used on an order, such as when the credit card is stolen
• add a new payment method for a refund or exchange, so that any credits or charges you process will apply to the new payment method only
• change the expiration date on an existing credit card (you must deactivate the original credit card and add the new credit card with the new expiration date)
• change the credit card number on an existing credit card that has been tokenized (the Tokenized field for the Order Payment Method record is selected).
• reimburse a stored value card the charged amount; see Stored Value Card Authorization Reversal
Select Deactivate for the payment method at the Enter Payment Methods Screen in Order Maintenance to deactivate it. You receive a message if no payments or authorizations have been applied to the payment method: Pay method has no activity -- delete instead.
If the payment method is eligible for deactivation, a pop-up window prompts you to confirm the deactivation. When you select OK, the system updates the Charge sequence (Chg seq) field with a value of 99. You cannot change or reactivate the deactivated payment type.
You receive a message if you deactivate the payment type on a single pay type order, or the “catch-all” payment type on a multiple pay type order: The only pay method on the order has been deactivated.
This means that you need to define another method of payment.
You cannot deactivate a credit card with a refund due; instead, you must use the Work with Refunds Screen to cancel the refund for the order or change the refund type.
Card security value: When you deactivate a credit card that has a card security value and card security presence defined, the system clears the card security value and card security presence from the Order Payment Method table (and Online Authorization table if you performed online credit card authorizations). Otherwise, the system removes the card security value from the order when you accept an order, even if the order has not received an approved online authorization. See Credit Card Security Service (CID, CVV2, CVC2) for more information on card security processing.
Processing a Refund or Exchange Against a Different Payment Method
You can deactivate a payment method at the Enter Payment Methods Screen in Order Maintenance in order to:
• process a refund in a different payment type than was used on the order
• charge the customer for an exchange item with a different payment type than was used on the order, if the exchange item costs more than the returned item
For exchanges, the system will process both the refund and the charge for the exchange item in the new payment type.
Instructions:
1. At the Enter Payment Methods Screen in Order Maintenance, add the payment method you would like to use for the refund or exchange.
2. Select Deactivate for the existing payment method or methods on the order to deactivate. See Deactivating a Payment Method.
3. At the Work with Order Lines Screen, select Return for the item you would like to return or exchange or select Return to return the entire order. See Returning and Exchanging Items in Order Maintenance.
4. Select Accept to accept. If the cost of the exchange item is more than the cost of the returned item, a pop-up window prompts you to select the active pay method for the order.
Select for the active payment method. The system does not allow you to select a deactivated payment method. Select Accept to accept the update to the order.
The system will:
• process the return or exchange
• process a refund check or credit in the active payment method
• charge the active payment method, if the exchange item costs more than the returned item.
Select A/R Credit Open Item Pop-Up Window (Using A/R Credits as Payments)
Purpose: Use this pop-up window to select A/R credits to apply as payment on the order.
Which open items appear? To appear in the pop-up window, an A/R credit or on-account open item must be:
• in an open status, and not flagged as a check or credit card credit. To be in an open status, the open item cannot be even partially in dispute (which changes the status to Dispute) or allocated to a different order (which changes the status to Allocated); or,
• already allocated to the current order. Open items that are already allocated to the current order are indicated by an asterisk (*).
Additionally, all available credit open items for the bill-to associated with the order display in the window; they are not restricted to the customer sold-to on the order.
How to display this window: This window displays automatically when you add an accounts receivable payment method to the order if:
• the Allow A/R Credits as Payments (E81) system control value is selected;
• there are open (unallocated) A/R credit open items, including on-account open items, available to the customer through the associated bill-to customer;
• there is not a credit balance on the order; and,
• the order is open.
You can also display the Select A/R Credit Open Item window by selecting A/R CR Paymnt, if:
• the Allow A/R Credits as Payments (E81) system control value is selected; and,
• the order is open, and there is an active A/R payment method on the order.
You might use A/R CR Paymnt to advance to the window when you add items to an existing A/R order, because in this situation the window does not display automatically.
Note: You can advance to the pop-up window by selecting A/R CR Paymnt even if there are no open A/R credit open items available to the customer.
Field |
Description |
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) |
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 table; see 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. |
Screen Option |
Procedure |
Select a credit or on-account open item to allocate toward the order; leave any unused balance as a credit open item |
Select an open item. An asterisk (*) appears in the Status column next to the open item. See Allocating Credits. |
Select a credit or on-account open item to allocate toward the order; create a refund check for any unused balance |
Select Rfnd/Bal for an open item. An asterisk (*) appears in the Status column next to the open item. See Allocating Credits. |
Deselect a credit or on-account open item that has been allocated toward the order |
Select Deselect for an open item. The asterisk (*) in the Status column next to the open item disappears. See Allocating Credits. |
Switch between displaying all open items and only allocated open items |
Select All/Allocated. If all available open items (the default) were previously displayed, the window changes to display only open items allocated to the current order. If only allocated open items were previously displayed, the window changes to display all available open items. |
Accept your entries |
Select Accept. See Allocating Credits. |
Based on your entries at the Select A/R Credit Open Item Pop-Up Window (Using A/R Credits as Payments), the system performs these updates:
For any open items that you have selected by Select:
• change the status of the open item to A (allocated)
• update the Allocated to order number field with the current order number.
Once you have billed or canceled the order, any unused balance of the open item will be available for allocation to another order, and the open item status will change back to O (open).
For any open items that you have selected by Select/Rfnd Bal:
• change the status of the open item to A (allocated)
• update the Allocated to order number field with the current order number
• change the open item type to the Default Check Credit Open Item Type (E82).
Note: If you allocate an open item using Select/Rfnd Bal, but the current order exhausts the balance on the open item, the open item will be in a processed status and assigned to the Default Check Credit Open Item Type (E82); however, in this situation, no refund check was actually sent to the customer.
Rejecting your entries: If you reject your entries at this window, the system returns the open item to an open (O) status and resets any other affected values as well. You can reject by:
• select Deselect
• select Exit
• rejecting all your changes to the order (Reject at any order maintenance screen).
Adding, Changing and Deleting a Payment Plan on the Order
Purpose: A payment plan is a deferred payment or installment billing option you can offer to your customers. Under a payment plan, you do not bill the customer's credit card until a prearranged interval after you ship the order.
The system allows you to add, change, or delete a payment plan on an order in order maintenance.
Adding a Deferred or Installment Payment Plan
In order to add a payment plan to an order, the system checks to make sure the payment plan is eligible:
• Deferred and Installment Billing (F51) system control value is selected.
• order date is within the payment plan's starting and ending date
• order does not contain an item that is excluded from payment plans
• source code on the order is not excluded from payment plans
• order meets the minimum dollar amount requirement
• order meets the pay type requirement
• order includes only one credit card pay type
An error message indicates if you try to add a credit card payment method to an order that already includes a deferred or installment payment plan or if you try to add a credit card associated with a deferred or installment payment plan and the order already includes a credit card: Multiple credit cards not allowed with payment plan.
An error message indicates if you try to select a payment plan for the order other than the primary payment plan and you do not have authority to the Override Deferred and Installment Billing Options (A81) secured feature: Not authorized to override payment plan
You can add a payment plan by selecting Change for a credit card payment method and entering a valid payment plan code in the Pay plan field at the Enter Payment Methods Screen in Order Maintenance if no shipments have been made against the order.
If shipments have been made against the order, you must deactivate the original credit card and add a new credit card with a payment plan. The system will use the original credit card for all previous shipments.
See Entering Orders for more information on how the system assigns a payment plan to the order.
Changing a Deferred or Installment Payment Plan
If no shipments have been made, you can change a payment plan by selecting Change for the credit card pay type for the order and entering in a new payment plan code in the Pay plan field at the Enter Payment Methods Screen in Order Maintenance.
If shipments have been made, you cannot change the payment plan on the order.
Deleting a Deferred or Installment Payment Plan
If no shipments have been made, you can delete a payment plan from the order by selecting Change for the credit card payment method and clearing the payment plan code in the Pay plan field at the Enter Payment Methods Screen in Order Maintenance.
If shipments have been made, you must deactivate the original credit card on the order and enter a new credit card without a payment plan defined. Previous shipments on the order will continue to use the payment plan for the original credit card unless you change the deposit release date on the Invoice Pay Summary Screen in standard order inquiry.
Performing Online Authorization during Order Maintenance
Purpose: You can send and receive electronically the information required to authorize a credit card during order maintenance by selecting Auth Online for a credit card payment method that is eligible for online credit card authorization. You would use this option if you are setup to perform online authorization and:
• the credit card was not authorized during order entry due to a communication failure.
• the credit card received a declined authorization during order entry and you wish to resend the card for authorization.
• you added items to the order in order maintenance and wish to authorize the card for the added dollar amount.
• you added a credit card payment method to the order in order maintenance.
Credit cards requiring authorizations less than $1.00: If the credit card amount to authorize is less than $1.00 and you have defined an authorization number in the Authorization Number for Authorizations Under $1.00 (I08) system control value, the system does not send the credit card to the service bureau for authorization and instead assigns the authorization number from the system control value to the credit card. If an authorization number is not defined in this system control value, the system sends the credit card to the service bureau for authorization, regardless of the amount that requires authorization.
Performing Online Verification Only: If the Online Auth Verification Only (I96) system control value is selected, the system processes online authorizations for $1.00 for the purpose of validating the card. During batch authorizations, the system authorizes the card for the shippable dollar amount and voids the online authorization for $1.00.
Orders on hold: You can authorize a credit card payment during order maintenance when the order is on hold; regardless of whether the payment is authorized, the order remains on hold.
Authorization messages: A message indicates that a response was received or the payment method you with to authorize is not eligible for online credit card authorization.
If the message is... |
The reason is... |
The Pay type must be associated with an online authorization service |
The payment method is not a credit card or the credit card payment method is not associated with a service bureau. |
Pick Slips Pending - Authorization not possible at this time |
Pick slips are pending. If pick slips are pending, you must use the Performing Batch Authorization (SATH) menu option to authorize the credit card. |
Authorization delayed by service |
Communication failures occurred or you received an undefined response. |
Authorization Not Required |
The entire dollar amount associated with the card has already received an approved authorization. |
Authorization Received |
You received an authorization response that does not display the Select Authorization Response Option Window. |
For more information: See Performing Online Credit Card Authorizations for an overview and required setup.
