How To: Enter Payment Details on a Sales Order

Once a customer has added the stock items to their order then the payment details need to be entered, or ticked for an account customer, in the [ Sales Order | Payment ] tab. The following payment methods are available:

• Credit Card
• Account
• Cash
• Cheque
• Voucher
• Statement

Notes:

• The default payment method used will depend on the Customer Class associated with the customer. If the customer wishes to change the payment method in the Sales Order the user can tick the appropriate payment check box.
  Note: a pre-payment customer can be changed to Account but this must be for the whole value of the order and any existing payments for the order will be removed.
• If a customer wishes to pay using more than one payment method then a new line must be added for each payment, see adding more than one payment line.
• The Remainder on A/C check box allows prepayment customers to be able to put the remainder of the order total onto account, see How To: Process Part Credit Account Sales Orders.
• When a new Sales Order is created the default payment method for the customer is automatically selected. This can be changed by checking the appropriate payment check box.
  Note: a pre-payment customer can be changed to Account but this must be for the whole value of the order and any existing payments for the order will be removed.
• Payments received using PayPal must be setup before use, see the PayPal screen for details.

Credit Card

1. Tick the Card check box in the Payment grid if it is not ticked.
2. Click on the button in the Payment by Credit Card area.
3. In the Confirm popup click yes to create a new credit card.
4. Enter the credit card number.
   Note: When viewing previously entered card details, only the last four digits of the card number are displayed; the other characters are asterisked out.
5. Tab to the Expiry field.
6. Enter the Expiry date from the credit card.
7. Tab to the Sig Digit field and enter the sig digit, the three-digit CV2 number.
   

Notes:

1. As soon as you tab away from the 'Number' field, the card number is masked for security reasons. If you, or the customer, wishes to change this for any reason prior to saving the order, click New to create a new card.
2. As the user enters the Number, Expiry Date and Sig Digit the information area will display a red cross if any of the details are missing or incorrect and a green tick if the information is in the correct format.
3. If the cardholder wishes to use a different address then the user can double click on the Addr field and select another address from those listed, see Changing the Credit Card Address on a Sales Order.
   

WARNING: The option Take full payment in [ System Values | Sales | Order Display | General ] will affect how the system behaves for both pre-authed and authorised payments

Pre-Authorising and Authorising the Credit Card

Once the details have been entered the user can:

• Save the Sales Order and the Credit Card can then be authorised in the [ Sales Invoice Manager | Authorise Payment ] or
• Pre-Authorise the Credit Card in the Sales Order and then authorise it in the [ Sales Invoice Manager | Authorise Payment ] or
• Authorise the Credit Card in the Sales Order.
  

Notes:

1. The choice of where the Credit Card is authorised depends on your business processes.
2. Internet orders are often authorised on the website before being imported into Khaos Control.
   

Pre-Authorising and Authorising the Credit Card in the Sales Order

Pre-Authorise the Credit Card in the Sales Order

1. Press Ctrl+S or click to save the sales order
2. Focus on the Credit Card line in the Payment grid.
3. Right-Click and select Pre-Auth Credit Card from the Context Menu.
4. The payment line will go a light green.
5. The payment will require authorising in the [ Sales Invoice Manager | Authorise Payment ].

Authorise the Credit Card in the Sales Order

1. Press Ctrl+S or click to save the sales order
2. Focus on the Credit Card line in the Payment grid.
3. Right-Click and select Authorise Credit Card from the Context Menu.
4. The payment line will go a light blue.
   
   

Note: should the connection to your card services provider fails when attempting to authorise the transaction, Khaos Control should detect this and display an appropriate error message. See the following:

• Card Processing Database Error
• Card Processing Timed Out
• Card Processing Unidentified Critical Error
• Card Processing Error converting data type varchar to numeric

Manual Pre-Authorising and Authorising the Credit Card in the Sales Order

Pre-Authorise the Credit Card in the Sales Order

1. Tick the Manual Payments check box.
2. Enter the Amount to be paid by credit card in the Amount field.
3. Focus on the Credit Card line in the Payment grid.
4. Right-Click and select Manual Pre-Auth Credit Card from the Context Menu.
5. In the Confirm popup click on Yes.
6. In the Authorisation Code popup enter the authorisation code.
7. In the Confirm popup select Yes for saving the order or No to allow further editing.
8. The payment line will go a light green.
9. The payment will require authorising in the [ Sales Invoice Manager | Authorise Payment ].

Authorise the Credit Card in the Sales Order

1. Tick the Manual Payments check box.
2. Enter the Amount to be paid by credit card in the Amount field.
3. Focus on the Credit Card line in the Payment grid.
4. Right-Click and select Manual Authorise Credit Card from the Context Menu.
5. In the Authorisation Code popup enter the authorisation code.
6. In the Confirm popup select Yes for saving the order or No to allow further editing.
7. The payment line will go a light blue.

Account

For customers on Account, the Account check box will automatically be selected when the sales order is created. The user will not have to fill in any additional payment details unless part-paying for the order with another payment method for example voucher or cheque, see adding more than one payment line.

Cash

1. Click above the Payment Line grid.
2. Focus on the Payment Type Column press F4 and select Cash in the Payment grid.
3. Check the Amount that the system has entered matches the Order Total.
   Note: if the Manual Payments check box is ticked then the Amount may NOT be filled in for the payment line/s.

Cheque

1. Click above the Payment Line grid.
2. Focus on the Payment Type Column press F4 and select Checque in the Payment grid.
3. Check the Amount that the system has entered matches the Order Total.
   Note: if the Manual Payments check box is ticked then the Amount may NOT be filled in for the payment line/s.
4. Enter the Cheque Reference from the cheque into the Cheque Ref field (Optional).
5. Enter the Sort Code from the cheque into the Sort Code field (Optional).
6. Enter the Account Number from the cheque into the Account Number field (Optional).

Note: If a reference has been entered but the amount for the payment is £0.00, when the order is saved a warning will appear and the save will be aborted until a valid payment amount is entered.

Voucher

Please email Training for information about setting up and using vouchers.

Note: Vouchers are often be used in conjunction with other payment methods. In such cases, the voucher payment must appear before other types of payment, otherwise Voucher verification will not work (see adding more than one payment line).

Statement

The Stm't check box is used when adding a payment including adding payment by credit note. Any credit notes for the customer are displayed in the Credit Note grid below the Payment grid, see Credit Notes and Payment Grid and any existing payments are displayed in the Payments tab. To use a credit note, or an existing payment, as payment or part-payment:

1. Click above the Payment Line grid.
2. Click on the credit note in the Credit Note grid or an existing payment in the Payment tab.
3. Drag and drop the credit note, or payment, onto a payment line. The system will automatically add the amount either the total value of the credit note or the total order value if it is less than the value of the credit note (or payment).

Notes:

1. If only part of the credit note total is used on a sales orders the rest of the credit note value cannot be used until the sales invoice has been issued.
2. Credit notes will often be used in conjunction with other payment methods, see adding more than one payment line.
3. When the invoice is printed the Payment area will include the payment type (for example CN followed by the number), the date it was created and the amount.

See Also

• Sales Order screen