Overpayment As Cash Credit Dnu

Overview

This document will cover the following enhancements for Accepting Overpayments.

• Accept Overpayment As Cash Credit

• Accept Overpayment as Deposit when Tender Amount is more than Due Now: Invoiceable Amount vs Remaining Amount

• Minimum Deposit Required

Terms on Receive Payment screen

**
**

• Order Total: This represents the subtotal for all items in the order.

• Tax Total: The total tax applied to the order.

• Order Grand Total: The total cost for the entire order, including tax, fees, and any applicable discounts.

• Invoiceable Amount: The amount eligible for invoicing at present, including allocated items and items not on backorder.

• Remaining Amount: The total value of items that are not yet invoiceable due to being on backorder or unallocated.

• Deposit: An amount applied to the current order as a deposit. This applies only when the invoiceable amount is less than the order's grand total. To be considered a deposit, it must be less than or equal to the remaining balance (non-invoiceable amount).

• Deposit Min: If a minimum deposit is required, this line will display the minimum deposit amount, which may be a fixed value or a percentage (e.g., 10%) of the total order value.

• Cash Credit: This will be applied to the customer’s account as a credit designated a cash credit.

  • If the customer is not a cash customer, this is a standard customer credit.

  • This will be hidden if the customer is a cash customer but does not have the setting to allow cash credits.

• Due Now: invoiceable amount (including tax, discounts, fees). large bold orange text

• Tender Amount: Will auto populate to the Due Now amount. large bold orange text

• Change Due/Overage: If CASH was the tender amount, this will be an option, and the user can tap this to simply return the change.

Issuing Cash Credit by Overpaying on Cash Order

As a user who processes orders for cash customers (like counter sales), the ability to be able to apply a credit to their account if the customer pays extra for an order. This allows them to apply their credit to other orders throughout the day, even though the customers are cash customers.

Enable Cash Credits on a Customer Account

• Access Accounts Manager: As a user with access to the accounts manager, open the account of a customer marked as a cash account.

• Go to Financial Terms Tab: Within the customer's account, open the "Financial Terms" tab.

• Cash Account: Confirm that the "Cash Account" box is checked.

• Allow Cash Credit: If the "Allow Cash Credits" checkbox is present and enabled, check this box.

NOTE: For non-cash account customers, the "Allow Cash Credits" checkbox will not be visible or editable.

Security Objects

Navigate to Admin>Administrator>Security>Application Security Objects

• Order Actions

• Order Payments

  • Override Cash Credit Applied allows the user to override the default amount of cash credit that is applied to a cash customer's order. This could be used in situations where a customer has a credit balance that the customer wants to apply partially or not at all to a specific order.

  • Issue Standalone Cash Credit allows the user access to a separate screen within the Order menu where the customer can issue a cash credit balance to a cash customer. This essentially creates a store credit that the customer can use for future purchases.

Overpayment on Cash order - Cash Customer - Cash Credit

Convert the order, the "Receive Payment" screen will display.

Change the Tender Amount to the desired payment amount.

The Change Due/Overage will then refresh to show the difference

• Click Accept Payment, a window appears with three options for handling the overpayment. A window appears stating: “You are attempting to receive more payment than is owed to this order”

  1. Change Due: if payment type cash, it will return the excess amount to the customer in cash.

  2. Cash Credit: creates a cash credit memo on the customer's account.

  3. Cancel

In this scenario, the customer paid with cash, so the "Change Due" button was available. However, the user chose to apply the overpayment as a cash credit by clicking the "Cash Credit" button. This action created a cash credit memo on the customer's account, which the customer can use for future purchases.

**
**

Accounts > Manage Accounts. Navigate to the Accounts Credit History Tab. The Cash Credit will be listed as an Overpayment

Overpayment on Cash Order - Cash Customer - Change Due

• The invoiceable amount is the full amount of the order and the cash customer wants to pay more on the order and the payment type is cash.

• Override the tender amount to the amount the customer wants to pay

• Change due/overage refreshes to the difference between tender amount and due now

• Click Accept Payment

• A window appears: “You are attempting to receive more payment than is owed to this order.”

• Options are Cash Credit and Change Due

• Click Change due. Give change back

  

Overpayment on Cash Order - Cash Payment Type - Credit Customer - Customer Credit

• Override the tender amount to the amount the customer wants to pay

• Change due/overage refreshes to the difference between tender amount and due now

• Click Accept Payment

• A window appears: “You are attempting to receive more payment than is owed to this order.”

• Options are Customer Credit and Change Due

• Click Customer Credit - A Customer Credit memo is created on their account

  

Overpayment on Cash Order - Cash Payment Type - Credit Customer - Change Due

• Override the tender amount to the amount the customer wants to pay

• Change due/overage refreshes to the difference between tender amount and due now

• Click Accept Payment

• A window appears: “You are attempting to receive more payment than is owed to this order.”

• Options are Customer Credit and Change Due

• Click Change Due - Give them their change back

Overpayment on Cash Order - Non Cash Payment Type - Credit Customer

• Override the tender amount to the amount the customer wants to pay

• Change due/overage refreshes to the difference between tender amount and due now

• Click Accept Payment

• A window appears: “You are attempting to receive more payment than is owed to this order.”

• Option for Change Due is not there

• It has to be issued as a Customer Credit

1. Override the tender amount to the amount the customer wants to pay

2. Change due/overage refreshes to the difference between tender amount and due now

3. Click Accept Payment

4. A window appears: “You are attempting to receive more payment than is owed to this order.”

5. Option for Change Due is not there

6. It has to be issued as a Cash Credit

Order > Standalone Cash Credit

• Search for the customer - Note: Only cash customers with Allow Cash Credits will appear

• Select Customer and the job if applicable Note: Only active jobs will appear under that customer

• Enter an amount

• Enter a comment if desired, but not required

• Click accept payment

Applying Cash Credit to a Cash Customer’s Order - Credit Covers Whole Order - Can Override Credit Applied

When processing an order for a cash customer that has the setting to allow cash credits and the security object Override Cash Credit and the customer has a cash credit balance, the customer has come in to place another cash order

• Upon converting

• Receive Payment screen appears

• Cash Credit Balance + and amount that can be applied to this order.

• The Order Grand Total is LESS than the Cash Credit Balance

• Type into the Cash Credit Amount field to the right of the Cash Credit Balance

  • There is also a plus button by the credit balance

  • I clear out the cash credit field

  • Then click the plus button

• Full amount of the invoiceable total is entered in the credit amount line

• This amount is less than the credit balance

• Due Now and Tender Amount refresh to zero

• Click Accept Payment

• Credit is applied to that order

• The remaining cash credit balance will appear on their next order

Applying Cash Credit to a Cash Customer’s Order - Credit Covers Whole Order - Can NOT Override Credit Applied

When processing an order for a cash customer that has the setting to allow cash credits and I do NOT have the security object Override Cash Credit Applied and the customer has a cash credit balance and the customer has come in to place another cash order

• Upon converting

• Receive Payment screen appears

• Cash Credit Balance + and amount that can be applied to this order.

• I see that the customer has a cash credit they can apply to this order

• Order Total is LESS than the Remaining Credit

• I can NOT type into the cash credit amount field to the right of the cash credit balance line

• There is also a plus button by the credit balance

• I click the plus button

• And the full amount of the invoiceable total is entered in the credit amount line

• And this amount is less than the credit balance

• The due now and tender amount refresh to say zero

• I can click accept payment with out making the customer pay more for that order

• And the credit is applied to that order

• The remaining cash credit balance will appear on their next order

Applying Cash Credit to a Cash Customer’s Order - Credit Covers Some of the Order

When a cash customer has paid extra for a previous order And we applied it as a cash credit to their account And the customer has come in to place another cash order

• Upon converting

• Receive Payment screen appears

• Cash Credit Balance + and amount that can be applied to this order.

• Order Total is MORE than the Remaining Credit

• The full amount of the credit is already in the Apply Cash Credit field

• And the remaining balance due is in the Tender Amount field

• The customer pays the amount due

• Click accept payment

• If the customer paid more than the balance due then I am able to apply that amount as a cash credit as well