Total (IN41)

The Total folder of Enter Inv/Direct Bills/Credits (IN41) is used to review the dollar values and overall weight/volume and Payment Method for the current Sales Order entered in the Header section.

Note: If the any of the Products entered on the Lines folder are flagged with the 'Assortment Pricing Code' in Maintain Inventory Master (IM13/Selling), the following message automatically displays: "Do you wish to apply assortment pricing? Yes\No". Select Yes to apply the Assortment Pricing to the Product(s) or select No to cancel this request. For more information on Assortment pricing click here.

The following list defines every field on the Total folder:

• In the Transaction Totals section, dollar values are provided for the shippable goods on the Order as well as a break down of the Supplementary Charges and taxes. The 'Shippable Values' list box details each of the charges that will be applied to this Sales Order once it is Invoiced.
  
  • In the Shippable Values list box:
    • Shippable Order - total dollar value of all the shippable goods on current Order.
    • Supplementary Charges - all Supplementary Charges on the Order, such as Freight.
    • Taxes - each Tax is listed individually.
    • Total - total dollar value of all the charges on the current Order.

  • In the Total Order section:
    • O/S Order - Outstanding Order displays the value of all non-shippable lines, on backorder or reserved for the Order but not scheduled to print.

    • Total Order Value - displays the total of all the items on the Order, shippable and non-shippable.

    • Product Lines - represents the total number of Order lines on which Products have been entered. Only Product lines are included in this total; Comment lines and Supplementary Charges are excluded from this count.

  • In the Weight section, the overall physical Weight of the Order is displayed. This section can assist the Customer Service Representative in determining the most appropriate method of shipping the current Sales Order.

    Note: This section displays the Weight in the Measuring Units defined in Maintain Sales Office/Whse Numbers (CC96) for the Sales Office associated with the current Sales Order.

    • Shippable - the sum of the Weight of each individual shippable unit of Product on the Sales Order.

    • Total - the sum of the Weight of each individual unit of Product on the Sales Order regardless of its shippable status.

      The Weight for each Product is defined in Maintain Inventory Master (IM13). If no Weights are defined in IM13 for the Products on the Sales Order, then zeros display in the Weight section. If some Products on the Sales Order have Weights defined in IM13 and others do not, then the total Weight displayed includes only the Products for which Weights are defined in IM13.

  • In the Volume section:
    • Shippable - the sum of the Volume of each individual shippable unit of Product on the Sales Order.

    • Total - the sum of the Volume of each individual unit of product on the sales order regardless of its shippable status.

      The Volume for each Product is defined in IM13. If no Volumes are defined in IM13 for the Products on the Sales Order, then zeros display. If some Products on the Sales Order have Volumes defined in IM13 and others do not, then the total volume displayed includes only those Products for which Volumes are defined in IM13.

• In the Payment section:

  The Payment Methods that are offered in Order/Invoice/Retail entry (OE30/IN41/RS41) for each Customer are dependent upon the following set up for the Customer in SU13 and in various other programs throughout Enterprise:

  • A/R Bank - the Bank code defined for the Customer in SU13/OE/AR which indirectly identifies the customer's currency.

  • Terms Code - Terms Code assigned to the Order header which defaults to the Terms Code defined for the Customer in SU13. Terms Codes are maintained in Maintain Support Tables (SU09/Terms). Terms must be enabled for EFT in SU09 before an EFT Payment Method will be listed for selection. For more information on setting up Terms click here.

  • Sales Office - there must be an entry in IN08 for the combination of the Sales Office the transaction is being entered against + the Customer's currency before a Payment Method will be listed.

  • Payment Preference - the Payment Preference set up for the current Customer in SU13/Invoicing. This becomes the default Payment Method for the First Payment if you are entering a direct bill or a credit note. If you are creating an invoice for an order generated in OE30 and a Second Payment Method is required and available, the default Method for the Second Payment varies depending on the Terms Code and Payment Preference set up in SU13. If the customer assigned to the order is set up with:
    1. A Terms Code that allows EFT and On Account payments AND no Payment Preference, the Second Payment defaults to On Acct.

    2. A Terms Code that allows EFT and On Account payments AND has the Payment Preference set to an EFT type, the Second Payment defaults to blank.

    3. A Terms Code that allows EFT and On Account payments AND has the Payment Preference set to On Acct, the Second Payment defaults to On Acct.

    4. A Terms Code that allows only EFT payments AND no Payment Preference, the Second Payment defaults to blank.

    5. A Terms Code that allows only EFT payments AND has the Payment Preference set to an EFT type, the Second Payment defaults to the selected Payment Preference.

  The following list defines the fields in the First Payment and Second Payment sections. The functionality is the same in both sections.

  Note: Some of these fields may not be available for editing if the Transaction Type is set to 'Invoice' on the General folder and the current Sales Order is paid by an EFT payment method.

  • For more information on Authorizing EFT Payments Pre-Authorized in OE30 click here.
  • For more information about Authorizing Sales Orders that are Pre-Authorized in AR38 or AR39 click here.

  The fields defined here are for all Transaction Types, as selected on the General folder, except 'Invoice'.

  • Method - select a Payment Method from the drop down list. The default First Payment Method is based on the set up of the following fields (provided they meet the criteria listed above):
    • 'Payment Preference' from SU13/Invoicing
    • 'Terms' from SU13/OE/AR

    The First Payment Method defaults to the 'Default Payment' in SU13/Invoicing for the current Customer. If the current Customer is only allowed payment on 'Account' (because the EFT Alternates flags are not set in the Terms record), then no other Payment Methods are available from the drop down list. If the Customer is only allowed payments by 'EFT' (because the Terms Type='EFT'), then on 'Account' is not available for selection.

    Note: When the First Payment is 'Account', you cannot use a Second Payment Method.

  • Amt Tendered - the Amount Tendered is the total shippable dollar value including taxes and Supp Charges. You can alter the Amount Tendered if you want to use both Payment Methods (as long as the First Payment is not 'Account'). This is done by decreasing the value of the Amount Tendered for the First Payment. The Authorized amount automatically readjusts and the Second Payment opens with the balance of the Order dollar value in the Amount Tendered field of the Second Payment. You must enter all the mandatory fields for the Second Payment if an EFT Method is selected.

    The Amount Tendered for both the First and Second Payments is automatically adjusted if you modify the Order lines. The following list outlines the 'rules' that exist when Order lines are modified and an EFT payment type is selected:

    • If an Authorization has not been obtained for the First Payment, the 'Amt Tendered' for the First Payment must be manually adjusted when you increase/decrease the values on the Order lines or add/remove Order lines.

    • If an Authorization has been obtained for the First Payment and you decrease the value of the order, the 'Amt Tendered' must be manually adjusted. If you increase the value of the Order, the Second Payment becomes available for data entry. The balance of the Order is displayed in the Second Payment 'Amt Tendered' field and the default Second Payment Method is preselected.
      • If the Amount Tendered does not equal the Shippable value of the Order, the following message displays when you click New: "Payments must equal Shippable Total. OK". You must manually adjust the Amt Tendered to equal the Shippable value. If the Order is Authorized, you must first 'Reverse' the Authorization and then manually adjust the Amt Tendered.

      Note: The Authorization Amount is not altered in the First Payment if the Order value is decreased and an Authorization has been obtained. Once the Order is processed though the Invoice cycle, only the amount required to pay the Order will be used and the balance will be cleared.

    • If both the First and Second Payment options have been used but only the First Payment has been Authorized and you increase/decrease the value of the Order, the Amount Tendered for the Second Payment is automatically adjusted.

      Note: If you decrease the value of the Order to the point where the Second Payment is no longer needed, the Second Payment is cleared (including the Authorized Amount) and will be 'grayed out'. If the First Payment is Authorized, you must 'Reverse' the Authorization and manually adjust the Amt Tendered to equal the new Shippable value.

    • If both the First and Second Payment options are used for payment and both Authorizations have been obtained and you:
      • INCREASE the value of the Order, the balance of the Order is automatically applied to the Customer's Account. There is no warning that displays when this occurs. When you click New, the following messge displays: "Payments must equal Shippable Total. Reverse one of the Authorized Payments then adjust the Amount Tendered. OK". You must 'Reverse' one of the Authorized Payments and manually adjust the Amount Tendered.

      • DECREASE the value of the Order, you are required to manually 'Reverse' one or both of the Authorizations. If you try to close the current Order by clicking New, the following message displays: "Payments must equal Shippable Total. Reverse one of the Authorized Payments then adjust the Amount Tendered. OK". Click OK to close the message window, and then take the necessary steps to correct the Amt Tendered in the First Payment section, Second Payment section or both sections.

    • If you have used both the First and Second Payment Methods but neither Payment has been Authorized, and you decide that you only need the First Payment for the current Order, you can move the 'Amt Tendered' from the Second Payment to the First Payment by selecting the 'blank' payment Method from the Method drop down list for the Second Payment. The Second Payment becomes 'grayed out', but if you have already entered EFT information in the Second Payment, it is retained until the Order is closed or until you move to another folder in IN41.

  • Card Number - enter the Card Number used for payment of the current Sales Order. This is a mandatory field for EFT transactions. The following rules apply for entering valid Card Numbers:
    • The Card Number must be greater than 9 digits. If the Card Number entered is less than 10 digits, the following message automatically displays: "The value (xxxxxx) is not a valid Card Number: Card Number length is invalid. OK". Click OK to close the message window and enter a valid Card Number.

    • The Card Number field can only contain numbers. If alpha or special characters are entered, the following message displays: "The value (xxxxxxxx) is not a valid Card Number: Card Number must contain only numbers, no alphabetic or special characters. OK". Click OK to close the message window and enter a valid card number.

  • Card Holder Name - enter the Card Holder's Name, up to a maximum of 40 characters. This is a mandatory field for EFT transactions.

  • Expiration Date - enter the month and year for the Card Number. This is a mandatory field for EFT transactions. The following rules apply to entering valid Expiration Dates:
    • You must enter the Expiration Date in mm/yyyy format (for example: 08/2006). If you do not enter the date in this format, the following message displays: "The value (xxxxxx) is not a valid Expiry Date: Month should be entered before the year. OK". Click OK to close the message window and enter a valid date.

    • If you enter a Date that has expired, the following message displays: "This date is already expired! OK". Click OK to clear the message and enter another date. Note: This is only a warning message; if you do not enter a current date, you will still be able to close and process the Order.

  • Authorization Amt - If you are entering EFT information for any Transaction type except 'Invoice' the Authorization Amt is the same as the Amt Tendered.

    If you are Authorizing an EFT transaction for an 'Invoice' Transaction Type, the Authorized Amount is the Amt Tendered for the payment plus the Pre-Authorized Pad as defined in Maintain Bank Codes (AR02). For example, when the Amt Tendered is $100.00 and the Pre-Authorized Pad is 10%, the Authorization Amount is $110.00. The Authorized Amt cannot be modified.

  • Telephone - enter the Telephone number for the Card Holder. This is a not a mandatory field for EFT transactions.

  • Extension - enter the Extension for the Telephone number, if applicable.

  • Authorization - Authorization is used with EFT transactions. The Authorization field is available when you are not using an Automated Gateway to Authorize the Order. Depending on your company procedures, you can enter the Authorization for the EFT transaction in IN41, or you can close the order, leaving the Authorization blank, and enter the Authorization in Process EFT Authorizations (AR39).
    Note: If your company is using an Automated Gateway, the Pre-Authorization takes place in EFT Authorizations Auto Processor (AR38) once the New button is clicked.

  • Authorize - the Authorize button is only available in Enter Cash Counter Invoices (RS41) when an Automated Gateway is used to Authorize the Order.

  • Reverse - the Reverse button is only available once the current order has been Authorized. You may reverse an Authorization if you need to modify the Order.
    • To reverse a Authorization, click Reverse.
    • The Void Authorization window opens. Enter the Void Authorization code and click OK to complete the reversal and close the window, or click Cancel to cancel the reversal.

    Caution: The Void Authorization window also displays if the current Order is Authorized and you delete the Order using the 'trash can'. If both Payments have been Authorized you are required to enter a Void Authorization for Payments.

    Here is an example of the Void Authorization window:

    
    

  • The Amount Due, Paid and Change fields as well as the Accept and Cancel buttons are only available for use with RS41.

^IN41/Total