P I M S - X P a y m e n t T y p e s

Transcription

1 Creating New Payment Type Record Listing Payment Type Records Configuring Creditcard Processing Configuring Internal Giftcard Processing CHAPTER 07 P I M S - X P a y m e n t T y p e s

2 Payment Types 101 Payment Type records are where you define the payment methods that will be available to the Invoicing and Accounting systems in PIMS-X. These Payment Types are defined for your Customers, and not the Terms you have with your Vendors. Payment methods available to your Customers generally fall into one of four distinct processing types: Cash (including Checks) Accounts Receivable Creditcards (processed through PIMS-X) Deposits (liability) In PIMS-X, you can configure just about any type of Payment scheme you can think of for your Customers. There is even PIMS-X Plug-In technology available for those with very imaginative Payment needs. The following will start with the creation of Payment Type records, explaining the various controls and options. Giftcard and Creditcard configuration will follow in there own sections of this Chapter, so don t worry if they are initially skipped over... CREATING A NEW PAYMENT TYPE RECORD: To create a new Payment Type record, go to Other Menus... (under the main File menu) and select Add Payment Type Record... from the Pay Types menu. This will produce a new blank Payment Type entry screen:

3 102 Payment Types The two most important (and only required) fields are REFERENCE CODE and NAME. On a new Payment Type record, the REFERENCE CODE is filled in for you with a long unique number. There really isn t any need to alter this number, as it is used internally to tell one Payment Type from another. The important thing is that it is unique among Payment Type records. The NAME is the name of the Payment Type as it will be presented to Users of an Order entry screen, as well as what gets printed on Invoices and the like. It should be kept short and to the point, even though it can hold 80 characters. If you are just defining a simple Cash method of Payment, you need not fill in any other fields if desired. If you are setting up a Payment Type that represents receiving a Check from a Customer at the time of sale (non-a/r), you might want to configure the following options: REQUIRE ADDITIONAL REFERENCE SEND TO PENDING DEPOSITS LIST Checking REQUIRE ADDITIONAL REFERENCE will cause PIMS-X to display a prompt on the Order entry screen when this Payment Type is selected: Generally with Checks, you would enter the Check#. By doing this, you can have this Check# print out on the Invoice as well as have it referenced in the PENDING DEPOSITS loader when filling out a Deposit Slip (EDC Accounting Module).

4 Payment Types 103 Obviously, this option can apply to any kind of Payment Type you like. Clicking the checkbox SEND TO PENDING DEPOSITS LIST will instruct PIMS-X to send this Payment Type to the PENDING DEPOSITS list when an Invoice is posted (covered later). This is useful for Payment Types that are collected at the time of sale. Accounts Receivable Payments would not make sense to send directly to a Deposit Slip when posted. They usually show up later, and only then are sent to the PENDING DEPOSIT listing by a different process (Process Customer A/R payment). Creditcards can also be sent to the PENDING DEPOSITS list if desired. That way, there are waiting for you when they finally hit your bank. SETTING UP AN ACCOUNTS RECEIVABLE PAYMENT TYPE: Accounts Receivable Payment Types refer to the Terms you are giving your Customers and/or any other deferred payment receipts. When this type of Payment is posted to EDC Accounting from an Invoice, it is placed on a Customer A/R Ledger Card as a transaction and the subsequent dollar amount of the payment is sent to the default Accounts Receivable Chart-Of-Account and added to the balance. To designate a Payment Type as Accounts Receivable, click the checkbox called ACCOUNTS RECEIVABLE. When this checkbox is checked, the CUSTOMER CODE REQUIRED ON INVOICE will check automatically for you. This is important because Accounts Receivables requires that a valid Customer from the system be loaded onto an Invoice, and not just a casual walk-in Customer. Having CUSTOMER CODE REQUIRED ON INVOICE checked insures that an Invoice

5 104 Payment Types can t be saved without one. ACCOUNTS RECEIVABLE PARAMETERS: Once you have designated a Payment Type as Accounts Receivable, you need to define the Terms of the transaction. This includes: TERM DISCOUNT IN DISCOUNT % The TERM (Net Due Days) field is where you enter the amount of time, in days, a Customer has to pay their bill. For Net 30, as example, you would enter 30 into this field. The are occasions where you might have an Accounts Receivable Payment Type where this field is left blank. Such a Payment Type might be Due Upon Receipt or maybe C.O.D.. The DISCOUNT IN field is where you would enter an optional number of days the Customer has to pay their bill early, to receive an early pay discount. If you had a Payment Type of 2%-10/NET-30 where the Customer receives a 2% discount on their bill if they pay in ten days or less, you would enter 10 in this field. The 2% discount they could receive would be entered into the DISCOUNT % field as 2, in this case. Payment terms and discounts are utilized by the system on Customer A/R Statements, the processing of Customer A/R payments received, etc. Clicking the P.O. REQUIRED ON INVOICE checkbox will instruct PIMS-X not to allow an Invoice to be saved unless a Purchase Order Number exists on it. This too is important for Accounts Receivables, but not mandatory. In order for a PIMS-X User to assign Terms on an Order, they must belong to the ASSIGN_TERMS Password Group (see PIMS-X Passwording Reference Guide for details). However, there are occasions where you need to have a PIMS- X User select an A/R Payment Type regardless of their access level in the system. This is often true for companies that do their own deliveries and collect payment as C.O.D. when delivered. Usually in this situation, the Driver brings a check back. In this case, you would like the person creating the Invoice to select the C.O.D. A/R Payment Type you created for this process even if they are not allowed to assign terms. You would set the C.O.D. Payment Type record as an Accounts Receivable to insure that the amounts needed to be collected by your Drivers are accounted for and can be reconciled by you. To allow for this, click the checkbox called ASSIGN A/R, NOT REQUIRED.

6 Payment Types 105 FINANCE COMPANY TO USE (Instead Of Customer On Invoice): Normally when an Accounts Receivable Payment Type is loaded to an Invoice, the amount of that payment is posted over to the Customer record of the Customer loaded onto the Invoice. There are occasions when you might want to post that dollar amount to a Customer record other than the one loaded onto the Invoice. This would be the case if another organization would actually be paying for this Invoice. Such organizations would be Finance Companies such as Leasing Companies, A/R Factoring Entities, etc. Basically, company A would buy the products and company B would be paying for then with no other reference to them on the Invoice. To facilitate this for a given Payment Type, click the underlined text CUSTOMER CODE in this area and select a PIMS-X Customer record to send these A/R transactions to. Any time this Payment Type is loaded to an Invoice and that Invoice posts, the subsequent A/R transaction will be booked to this Customer record and not the one loaded on the Invoice. OTHER MISCELLANEOUS FIELDS/CONTROLS: The BANK FEE field is an optional field where you can enter the current percentage that your bank and/or payment processing company charges you to run this transaction on a sale. An example might be VISAnet who might charge 1.56% on every creditcard transaction you run through them. In this case, you would enter 1.56 into this field. This field is informational only, and not used anywhere else in the program. The ORDER USER ALERT MESSAGE field is where you can enter a message to be displayed to the PIMS-X User who loads this Payment Type to an Order. This could be something like Please verify Driver s License#, and right it on the top left corner of the Check, on a Check Payment Type. ASSOCIATED PAYMENT SCRIPT: This is an advanced option that should not be used, except by a trained PIMS-X Technician. This field allows a script to be entered that will facilitate any kind of custom payment terms required. An example of such a script might be 1/3, 1/3, 1/3 being paid over three months in three equal installments. Again, this requires that a script be written for you. If such a need arises, contact ExecUtron Development for details.

7 106 Payment Types LISTING PAYMENT TYPE RECORDS: To produce a listing of all the Payment Type records you have entered into the system, select List All Payment Types... from the Pay Types menu. The Payment Type record listing is a standard PIMS-X record listing, with no additional controls. Please go to the How Things Work (The Record Listing) section of this document for more information on the basic functions of a record listing. LISTING CREDITCARD TRANSACTIONS THAT HAVE BEEN AUTHORIZED THROUGH PIMS-X: Every time a creditcard is run though PIMS-X, that transaction is stored and available for listing. To get a listing of Creditcards run, select List All Cards Run... from the Pay Types menu. This listing differs from the norm in that double-clicking a line will not display an entry screen. You can use the SELECTION OPTIONS pop-menu to search through these records if need be. The loading of and usage of Payment Types on other records (Invoices, Accounting, etc.) will be discussed in the chapters dealing with those specific records and processes.

8 NOTES

9 108 Setting Up Creditcard Processing PIMS-X has the capability to perform high-speed creditcard processing directly from an Invoice entry screen (covered later in the Orders chapter). To facilitate this, you need to set-up both the Card Processing section of PIMS Preferences as well as the individual creditcard PIMS-X Payment Types. ExecUtron Development is a licensed Authorize. net Reseller. If you need an Authorize.net account, ExecUtron is the place to get it... PIMS-X processes creditcards transactions as a Front End to a creditcard payment Gateway. This Gateway acts as a liaison between you, PIMS-X, and you re creditcard Network (VISAnet, VITAL, etc.). The Gateway of choice for PIMS- X is a company called Authroize.net, as they are #1 in customer satisfaction and processing speed. All this is done over a secure Internet connection. Because of this, an Internet connection is required for any PIMS-X terminal that will be processing creditcards. SETTING UP CARD PROCESSING IN PIMS PREFERENCES: The first step in configuring PIMS-X to process creditcards is to set-up the defaults for card processing in PIMS Preferences. To do this, go to PIMS Preferences... under the main File menu and click on the Card Processing TAB: This page contains the set up parameters for both Creditcards and Gift/Loyalty cards. We will just concentrate on Creditcard set up at this time. The necessary Authorize. net set up forms can be found on the ExecUtron on-line Library... ** We will be assuming at this point that you have a valid Authorize.net account, either existing or set up by ExecUtron Development for you. By letting ExecUtron Development set up your Authorize.net account for you (small set up fee might apply), you are insured of having the correct type of account created and configured for you... The first step is to select an authorized Gateway from the AVAILABLE PROCESSORS pop-menu. The default is Authorize.net. You now need to enter the API LOGIN ID and TRANSACTION KEY information. This information would have been ed to you from Authorize.net. The LOGIN PASSWORD is not used by Authorize.net, and should be left blank.

10 Setting Up Creditcard Processing 109 PROCESSOR CONNECTIONS: This information is used to interface PIMS-X with the Payment Gateway (in this case, Authorize.net). This information is filled out for you, when you select an AVAILABLE PROCESSOR. There is no need to ever alter this information, unless instructed so by ExecUtron Development or your PIMS-X Reseller. As a matter of principal, if you already have an authorized creditcard on an Invoice, PIMS-X won t let you run another creditcard as a credit (negative payment amount) on that same Invoice. Generally, payment Gateways have issues with this and require you to run credits on a separate Invoice. However, if you click the checkbox called Allow Payment Credit On Same Invoice, PIMS-X automatically accommodates this need. If left unchecked, PIMS-X will not allow the second or third payment method on an Invoice to contain a creditcard Payment Type with a negative payment amount if the previous payment method contains an authorized creditcard transaction. The reason this option exists at all is to keep the first authorized transaction from being voided if run on the same Invoice on the same day. For all intents and purposes, this checkbox should be checked... CARD READER/WRITER (Terminal Specific): This area contains the necessary hardware configuration parameters needed to run a Card-Swiper (aka: Card Reader) connected to a specific PIMS-X terminal. This is the device that you swipe a creditcard through, if not entering the individual card information manually. Normally, you would have a USB version of a card-swiper connected to your terminal. This is the best type to use. Serial card readers should be avoided in this day and age. However, if you do have a serial card reader that is compatible with PIMS-X (check with ExecUtron for current details), then click the checkbox called SERIAL CONNECTION and then select the appropriate communication port from the SERIAL PORT pop-menu. If your Reader is a USB swiper, you don t need to select any port whatsoever. Just enter the number of Tracks... Whether you have a USB card reader (preferred) or a Serial device, you need to enter the number of Tracks in the NUMBER OF TRACKS field. This lets PIMS-X know how many fields of information will be returned by the attached card reader. Usually, this number is 2. If you will not have a card reader attached to the PIMS- X terminal and will be entering the creditcard information manually, then leave this field blank ( 0 ). The CARD READER/WRITER configuration portion of PIMS Preferences is terminal specific, so make sure you set it up on every PIMS-X terminal that will be running creditcards.

11 110 Setting Up Creditcard Processing This is all that is required to set up PIMS Preferences for creditcard processing through PIMS-X. It is now time to set up your creditcard Payment Type records. CONFIGURING A PAYMENT TYPE RECORD TO PROCESS CREDITCARDS: If you haven t already, create a new Payment Type record for a creditcard (let s say VISA for instance). Towards the bottom of the entry screen is the CREDIT/DEBIT CARD PROCESSING configuration for that specific Payment Type: From here you select the Creditcard Payment Gateway (Processor) from the AVAILABLE PROCESSORS pop-menu. All of the default information from PIMS Preferences will be loaded to the Payment Type record at this time. Generally, this information does not need to be altered in any way. The PROCESS TYPE will be set to CARD PRESENT and the TRANSACTION TYPE will be set to AUTH_ CAPTURE. There should be no reason to change these settings as well. Please Note: If you go back and alter the information for Card Processing in PIMS Preferences, the same information on the Payment Type record WILL NOT change. If you do need to change information in PIMS Preferences, then you will need to revisit the creditcard Payment Type records and re-select your Gateway from the AVAILABLE PROCESSORS again. This will repopulate the necessary fields on the Payment Type record. The FIRST CHARACTER OF CC# field is where you can enter the first character of the creditcard type being created (ie: 4 for VISA, 5 for MasterCard, 3 for AMEX, etc.). The advantage of this is to give PIMS-X the ability to change the Payment Type creditcard chosen on an Invoice to the one actually run, if necessary. This is handy when a salesperson chooses VISA but runs and American Express card instead. Because you might treat these cards differently in your business, it s important to show the correct creditcard Payment Type on the Invoice.

12 Setting Up Creditcard Processing 111 Usually in order to issue a credit to a Customer s creditcard, the original creditcard transaction needs to have been run through your PIMS-X system in order to capture the Transaction ID needed to issue that credit. However, if that original Transaction ID is not present in your PIMS-X system because the original transaction was run outside of PIMS-X, you will receive an error when trying to run that credit. This is common when first switching your creditcard processing from another system to PIMS-X. If a Customer returns an item that was run through a different system, then PIMS-X will receive an error from the Payment Gateway. To overcome this, you can click the checkbox called TRANS ID NOT REQUIRED FOR CREDITS checkbox. You will also need to fill out and sign a form for your Payment Gateway (Authorize.net), authorizing such a change to your account. These forms can usually be found at the ExecUtron On-Line Library. The last step to configure a PIMS-X Payment Type record as a creditcard is to click the checkbox called PROCESSING REQUIRED. This will instruct PIMS-X that the appropriate controls need to be displayed any time this Payment Type is chosen for processing. Repeat this process for all of the creditcards your company accepts and will be running through PIMS-X. A NOTE ABOUT DEBIT CARDS: The combination of PIMS-X and Authorize.net can process Debit cards as well as Credit cards. No additional configuration is required to run Debit cards in either PIMS-X or Authorize.net. However, PIMS-X currently does not work with any PIN entry systems. Debit cards must be run in the same manner as creditcards...

13 112 Setting Up Giftcards PIMS-X has the ability to process and maintain two different types of Giftcards, without any external agencies or fees. The two basic types are: Read-Only Account Cards Read/Write Programmable Cards Read-Only Account Cards are those with a unique identification number printed on them and/or stored on magnetic media ( Track ) present on the card. Customer information as well as current balance are not stored on the card, but rather kept in the PIMS-X Datafile and referenced by the card s unique number. Read/Write Programmable Cards are cards that have a programmable Track on them that can contain Customer and Current balance information. The Balance information is updated on the card itself every time it is used by re-writing it to the card. This type of Giftcard requires an expensive card Reader/Writer device. This manual will only deal with the Read-Only Account Cards card types... HAVING GIFTCARDS PRODUCED: There are many companies out there that can produce custom printed Giftcards for you. Giftcards can have just a unique serial number printed on them, that unique number encoded onto a standard card magnetic track, or the combination of both (the best option). The important thing is that each card have a unique number associated with it. The number encoded/printed on your cards can pretty much be any length, but should be a numeric number only. Regular alpha characters and prefix/suffix characters (ie: %B, ^, etc.) should be avoided. These unique numbers should also be produced incrementally (increasing by 1 ) with no gaps in the numbering. The reason for this is to facilitate the mass-creating of several give-away promotional cards if need be (discussed later). Don t worry if the company that produces your cards attaches starting and/or ending characters to the unique numbers. PIMS-X has filters to allow these extra characters to be ignored. However, it s still best not to get them added if possible. SETTING UP GIFTCARDS IN PIMS-X: Giftcards differ from other forms of payment in that you will not only be running then on Invoices as payment, but selling them as well. This means that a Giftcard requires both an Inventory record and Payment Type record in the system. The Giftcard Inventory records themselves must belong to Giftcard Category records...

14 Setting Up Giftcards 113 Keep in mind that normally when you sell a Giftcard, you are not taking any income for the sale of that Giftcard at that point in time. The sale of a Giftcard is generally booked as a Liability, and not Income at the time it s sold. When it is used as payment on an Invoice, the Liability associated with it is only then offset by the Income of the items being sold and paid for by that card. PIMS-X automatically handles these accounting transactions for you, based on the set up. If you plan on selling Giftcards, these are the steps for creating Giftcard Inventory: 1) Create A Liability Chart-Of-Account: You will need to have a Liability account set up to book the initial sale of the Giftcard against. Details on creating Chart-Of-Accounts can be found in the EDC Accounting manual. 2) Create A Giftcard Category Record: Create a new Category record, and set both the Taxable and Non-Taxable Income accounts to the Liability account you just created: Be sure and click the These Accounts Take Priority checkbox to make sure these accounts are always affected. Now click the These Are Giftcards checkbox. This will instruct PIMS-X to enact special procedures when any products associated with this Category (Giftcards) exist on an Invoice. Now save the new Category record (don t forget CATEGORY CODE and NAME)...

15 114 Setting Up Giftcards 3) Create A New Giftcard Inventory Record: We re getting a little ahead of ourselves here, as we have yet to discuss the creation of new Inventory records. However, this is what you need to make sure takes place when creating a Giftcard Inventory record: a) Set Inventory record to Non-Taxable b) Set Inventory record to Exclude From Reorder c) Set Inventory record to Don t Adjust On-Hands d) Set Inventory record to Don t Show On Margin Report e) Make sure MAIN CATEGORY CODE is a Giftcard Category f) Make sure all Cost fields are zero g) Make sure all Price fields are zero Basically, you don t want any Inventory quantities to be adjusted for these cards, and no hard costs associated with them. You leave the Price blank because that is entered on the Invoice when it s sold. You are now ready to sell Giftcards! Of course, you need to be ready to accept them back as payment on Invoices at this point. Here s what needs to be done to allow PIMS-X to accept these cards: PIMS PREFERENCES GIFTCARD SET UP: Go to PIMS Preferences (under the main File menu), and then go to the Card Processing TAB. In the lower left corner of that screen, you will see the GIFT CARD PROCESSING (PREPRINTED NUMBER ONLY) section:

16 Setting Up Giftcards 115 Clicking the Process Giftcards checkbox tells PIMS-X that this system will need to check for Giftcards when processing Invoices. This needs to be checked if you plan on using Giftcards. In PIMS-X you have the option of associating a PIN (Personal Identification Number) with each Giftcard. This PIN is attached to the Giftcard record when the card is first issued. If issued from an Invoice, the Customer will be prompted to enter a PIN at the time of purchase. PIMS-X does not use a standard card PIN Pad, but rather just the keyboard for entering a PIN. You can even get an external numeric keypad to do the job, if you like. Again, PIN numbers are option and not usually associated with Giftcards. If you do choose to use PIN s, then click the checkbox called Prompt Customer For PIN#. You also have the option of allowing Customers to recharge their Giftcards. This means that if they purchase a Giftcard and that number already exists in the system, a new card will not be created and the balance of the existing card will be increased by the dollar amount sold. To provide this service, click the Used Cards Can Be Recharged checkbox. The GIFTCARD SYPHER field is currently not used, and exists for future compatibility. The OPTIONAL PRE-PROCESSOR pop-menu contains popular card numbering formats that need to be dealt with before your Giftcards can be made compatible with PIMS-X. These Pre-Processors are only needed if the number encoded/printed on the Giftcard is not just a series of numbers, but also contain letters and other characters as well. You can always scan a card into the Notepad/TextEdit to see the actual number and it s format. If the number starts with and/or ends with something other than a number, it will need to be pre-processed to be compatible with PIMS-X. You can consult ExecUtron Development or it s Authorized Reseller to aid you in choosing the correct pre-processor.

17 116 Setting Up Giftcards Once you have the Giftcard section of PIMS Preferences configured and saved, you need to create the actual Payment Type record that will represent your Giftcard when you accept it as payment. Create a new Payment Type record, and give it a REFERENCE CODE and NAME. The only other part of the Payment Type record that needs to be filled out is the GIFT CARD PARAMETERS section. No other buttons need to be checked, and all other fields can optionally be left blank. To designate a Payment Type as a Giftcard, click the GIFT CARD checkbox. The only other thing to do now is select a Liability Chart-Of-Account to use as an off-set to Income on the Invoice the Giftcard will be used on. This is usually the same COA used on the Giftcard Category record. To select this account, click on the underlined text LIABILITY ACCOUNT and choose the account from the listing provided. Save this new Payment Type record. Now you are ready to sell and accept Giftcards. USING GIFT CARDS: As far as PIMS-X is concerned, there are two distinct daily Giftcard processes: Sell Giftcards Accept Giftcards As Payment SELLING GIFTCARDS: You sell a Giftcard in the same manner as any other product. On an Invoice, you simply enter the Giftcard as a line-item and assign a Price.

18 Setting Up Giftcards 117 Giftcards can be sold along side other items. They don t need to be sold separately. When you enter a Giftcard onto an Order, it loads like any other product. At this point, nothing special takes place. Just make sure you enter the amount of the Giftcard into the line-item PRICE field. This will become the initial balance of the Giftcard being sold. You can also sell more than one Giftcard on the same Order, if needed, each with their own amount. If you will be selling more than one Giftcard on an Order and the dollar amounts will all be the same, you can change the line-item QTY (Quantity) to match the number of cards sold. When the Order is initially saved, you will be prompted for every Giftcard on the Order. At the prompt, you can either type or swipe in the unique Giftcard number for a given card. You then click OK or hit the ENTER key. If you have five cards on the Order, then you will be prompted five times. Hitting CANCEL will abort the Order saving process. When you save again, you will be re-prompted for the card number. If you have the PIN option selected, you will be prompted for a PIN# after entering the card number. Either you or the Customer can enter the PIN# at this time. There are no buttons on this dialogbox, so hit the ENTER key to save the PIN#. To cancel, click the Close Box on this window. Once the Giftcard is entered and the Order is saved, the Giftcard record is created in PIMS-X and ready to use. The Invoice does not need to be posted for this to take place. Opening and re-saving an Order will not prompt for these cards again.

19 118 Setting Up Giftcards Once Giftcards have been created, you can view them by selecting List Gift Cards Only... from the Cards menu (Other Menus). This will produce a listing of all Giftcards in the system: Double-clicking on a line will display it s input screen: You can view information about this card from this screen. You cannot and should not alert any of the information on this screen. However, if you belong to the TOTAL_ACCESS Password Group, you can alert certain information. If for some reason you need to see and/or change the PIN# (someone forgot their s), click on the Add PIN# button.

20 Setting Up Giftcards 119 There could arise an occasion where you might want to grab a bunch of Giftcards and give them away as promotional gifts. You don t want to run them through your Invoicing system, especially if there are quite a few of them. PIMS-X has a tool for this: BATCH CREATING GIFTCARDS: If you wish to batch create a group of Giftcards in the system, select Batch Create Gift Cards... from the Cards menu. This will produce the following dialogbox: To start, click on the GIFT CARD PAYMENT TYPE TO PROCESS text (underlined) to select the desired Giftcard from your Inventory. Click on the OFF-SETTING ACCOUNT text to select a Chart-Of-Account to book these cards against. Pick something like Promotional Giveaway or the like. Now grab some cards and find the starting card number and ending card number. Obviously the cards you ve selected must be in numerical sequence from smallest to largest number, with no gaps in the numbers between. Enter the first card number from the group in the STARTING NUMBER field, and the last card number in the ENDING NUMBER field. This represents all of the numbers that will be created in the system. The number of cards to be batch created will be displayed at the bottom of the window between the two buttons (in this example, 10 ). If you wish to assign PIN numbers to these cards, click the Auto-Assign PIN# checkbox. The last four digits of the card being processed will be used.

21 120 Setting Up Giftcards Finally, you can enter a note in the NOTE FOR GIFT CARD RECORDS field. This note will be placed on the Giftcard records, so you know where they came from and why they were batch created. Once everything is filled out, you can click the PROCESS button. At this point, you will be prompted to continue and the cards will be added to the system. When finished, a dialogbox will display to show you what just took place: The number of cards, their Starting and Ending numbers, and a Batch Process Number for this group are displayed. The two Chart-Of-Accounts affected are displayed as well. There is the Off-Set account you just entered, and the default Liability account that was taken from the Category record the Giftcard belongs to. These cards are now ready to be distributed as you see fit. ACCEPTING GIFTCARDS ON AN INVOICE: When you select a Giftcard as one of the payment methods on an Invoice, you will immediately be prompted for the Giftcard number. This can either be entered by hand or by scanner/swiper. If the PIN# option is set, you will be prompted for the PIN# as well. If the current balance is more than the Invoice payment, then the card is accepted right away and the word Processed is put in the Approval field on the Order.

22 Setting Up Giftcards 121 If the card balance is not enough to pay for the Invoice by itself, the following prompt is displayed: You are given the option of using the remaining balance on the card, giving the Customer the chance to use another form of payment for the Invoice balance: The associated Giftcard record is not updated until the Invoice is saved. Canceling the Invoice will cause the Giftcard file not to be updated. OTHER GIFTCARD FUNCTIONS: You can check the balance of a given Giftcard by selecting Check Giftcard Balance... from either the main File menu or the Functions menu at the top of the Order entry screen.

23 122 Setting Up Giftcards There are two additional search options available under the Cards menu (Other Menus): Find Order Paid By Giftcard: This function will prompt you for a Giftcard number, and then produce a listing of all Invoices that have this Giftcard present as a Payment Method. Find Order That Sold Giftcard This function will prompt you for a Giftcard number and then find the original Order that created this Giftcard along with any Orders used to recharge it.

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