Total (RS41)

The Total folder of Enter Cash Counter Invoices (RS41) 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 Products (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.

    • 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 Sales Offices and Warehouses (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 Products (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 you are using Enterprise 5.1, the Volume for each Product is defined in IM13 for the GTIN flagged as the 'Default SKU'). 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 A/R Term Entry (AR03). 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.

  Note: If you are using EFT tokens, the payment method/currency/sales office combination in IN08 must point to a merchant bank that is set up in AR02 with an automated gateway of 'BluePay' (i.e. the automated gateway cannot be set to 'none' or 'manual').

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

  • Method - the First and Second Payment Method is always blank. Valid Payment Methods, as created in IN08 are:
    • Account-Retail - used to update Orders to the Customer's AR Account.

    • EFT - used for any Electronic Funds Transfer transactions such as VISA or AMEX.

      Note: If you are using a manual system to Authorize the Orders, the EFT information you enter is not verified by Enterprise. Therefore, it is important to make sure you have entered all of the fields correctly.

    • Cash

    • Check

    • Deposit - the Payment Method 'Deposit' is only available as the Second Payment. A Deposit is a specified amount of money that is put down towards items that have been backordered on the current invoice. For more information on deposits, see the Deposits in Retail Sales topic.

    Note: If the payment has not been pre-authorized and a tokenized credit card is entered, selecting a different method clears all of the EFT fields and the Card Holder Name, Expiration Date, Telephone and Extension fields are enabled. The CVV field is also cleared.

    Note: The Second Payment automatically opens if the First Payment Method is not 'Account-Retail'.

    The rules for the First Payment Method are:

    • A First Payment Method must be selected.

    • If the First Payment Method is 'Account-Retail', the Second Payment will not open.

    • The First Payment Method cannot be 'Deposit'. Deposit does not display in the drop down list for the First Payment.

    • If the Customer is set up with a 'Class of Trade' (COT) as 'CSH', in the SU13 Sales Grouping section, the Payment Method 'Account-Retail' is not allowed. The following message displays: 'Cash only customer. 'Account' Payment Method is not allowed. OK'. Click OK to close the message window and select another Payment Method.

    • If the Customer is set up with a COT as 'CSH' in SU13 and the First Payment is made with cash, the Second Payment method allows either Cash, Check or EFT Deposit to be entered as the Payment method.

    • If the Customer has a 'Status' of 'H' (Hold) in SU13, then the Payment Method 'Account-Retail' is not allowed. The following message displays: 'Customer is flagged as status 'H'. On Account transactions are not allowed. OK'. Click OK to close the message window and select another Payment Method.

    • If the Invoice is a 'Summary Accrual Invoice', then only the 'Account-Retail' Payment Method is allowed. If this Payment Method is not selected, the following message displays: "This invoice has been created as a Summary Accrual Invoice. Payment on Account is the only method available! Do you wish to convert this invoice to a regular invoice? 'No' will allow entry of a different payment method! Yes/No".
      • Selecting No allows you to select a different payment method.

      • Selecting Yes converts the Invoice to a regular Invoice. Once the Invoice is turned into a regular Invoice, then the other Payment Methods are available. Note: If you select an EFT payment method, the Credit Card button becomes available for use.

    • If the Customer is over their Credit Limit or is Delinquent and the Payment Method selected is 'Account-Retail', the following message displays: 'Customer is over credit limit or delinquent, ACCEPT CASH ONLY. Process On-Account sales anyway? Yes/No'. Select No to close the message window and select a Payment Method of 'CASH', 'CHECK', or EFT. Select Yes to put the current Invoice on the Customer AR Account. If you select Yes, a password is required before the transaction can be completed. Passwords are set up in Password Overrides (CC04). For more information on CC04 click here .

    The rules for the Second Payment Method are:

    • If the First Payment Method is 'Account-Retail', the Second Payment Method is not available.

    • If the Customer 'Status' is 'H' (On Hold) in SU13, then the 'Deposit' Payment Method is not allowed.

    • A Second Payment Method must be selected if the First Payment is greater or less than the total Invoice value.

    • If blank is selected and the First Payment is an EFT Method that is not Authorized, the Second Payment is added to the First Payment and the Second Payment is cleared.

    • If blank is selected and the First Payment is an EFT Method that is Authorized, nothing will happen. Either a valid Method must be selected OR the First Payment must be reversed in order to add the Second Payment to the First Payment.

  • Credit Cards - this button is active when the following conditions are met:
    • The 'Use EFT Token' field is selected in Company Control Initialization (CC00/AR) and an EFT method is selected.

    • The customer on the current order has a term code that allows EFT payments in OE30/IN41/RS41. In AR03, the terms type can be set to EFT, or the EFT Alternates flags must be set for orders, invoices, and/or retail sales. Note: Because you can override the terms code on the order/invoice, ensure that it is set to a terms code that allows EFT payments in OE30/IN41/RS41 in order to use the credit card button.

    If the current order is authorized, the Credit Cards button is disabled and the Reverse button is enabled. Reversing the authorization enables the Credit Cards button allowing you to make an alternate credit card selection as required.

    When you click on Credit Cards, the Customer and Ship-To EFT for Tokenization (AR05) window opens. The features of AR05 vary when accessed from OE30/IN41/RS41 from the features that exist when you access AR05 directly from the menu:

    • Only information for the current customer/ship to from the order displays. If the customer and the ship to are the 'Same' or Manual, then only the generic credit card records display, i.e. those with a ship to of *****. If the Ship To field for the current order is for an alternate Ship To defined in SU14, then specific credit card records for the ship to along with the generic credit card records display in AR05.

    • The Select button allows you to select a record to be used in OE30/IN41/RS41. Note: You cannot select credit cards that are deactivated or expired.

    • New records can only be entered for the customer/ship to configuration on the current order. For example, if the ship to is 'Same' or Manual, then only credit cards with ***** in the Ship To field can be set up. If the ship to is an alternate ship to address set up in SU14, then both ***** and credit cards for the alternate ship to can be created. Note: Selecting a ship to that does not conform to these rules results in an error, and you will be unable to set up the record.

    • Note: You may have credit card records set up in AR05 that you cannot access when you open AR05 from OE30/IN41/RS41. This is due to the fact that the IN08 configuration (payment method, sales office, currency) is mapped to a merchant bank in AR02 with a gateway set to 'none' or 'manual'. The gateway in AR02 must be set to an automated gateway provider, e.g. 'BluePay'.

  • Amt Tendered - the Amount Tendered is the total shippable dollar value including taxes. You can alter the Amount Tendered if you want to use both Payment Methods. 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 following list outlines the rules that apply to the 'Amount Tendered' field:

    • General 'Amount Tendered' rules:
      • Changes to shippable values automatically alter the 'Amount Tendered' field for the 'Account-Retail' Payment Method but not the 'Amount Tendered' for EFT Payment Methods.

      • If the shippable value of the Order is zero, an EFT Payment Method can still be selected. However, once the Invoice prints, the shippable value is NOT applied to the EFT transaction and is not updated to the EFT method when Invoice Register Print (IN44) runs. The transaction is displayed on the EFT log (last page of IN44). Note: In both IN41 and OE30, this scenario is not allowed, but in RS41 a 'Deposit' can be applied against a zero Invoice, so this option is left open.

    • First Payment 'Amount Tendered' rules:
      • The 'Amount Tendered' field is not accessible if the Payment Method is 'Account-Retail'.

      • The 'Amount Tendered' is not allowed to be zero if the Invoice total is NOT zero.

      • The 'Amount Tendered' can be greater than the Invoice total only when the Second Payment Method is set to 'Deposit'.

    • Second Payment 'Amount Tendered' rules:
      • If the First Payment Method is set to 'Cash', then the Second Payment 'Amount Tendered' is not recalculated when a change is made to the Invoice total shippable value.

      • If the Second Payment Method is set to 'Cash', then the Second Payment 'Amount Tendered' is not recalculated if a change is made to the Invoice total shippable value.

      • When the Second Payment 'Amount Tendered' is zero and the Second Payment Method is Blank:
        • If the First Payment Method is EFT and NOT Authorized, the First 'Amount Tendered' recalculates to the full value of the Invoice.

        • If the First Payment Method is EFT and IS Authorized, the system does not automatically recalculate. You must enter a valid Second Payment Method or the First Payment must be Reversed.

      • When the 'Amount Tendered' for the Second Payment is any amount other than zero:
        • If the 'Amount Tendered' is less than the Order value and the First Payment Method is an EFT type that IS Authorized, then the Second Payment 'Amount Tendered' is automatically adjusted to the Order value less the First Payment Amount Tendered.

      • When a Second Payment Method of 'Deposit' is selected, and:
        • The First Payment Method is set to 'Cash', you must manually adjust the First Payment 'Amount Tendered' field to a value equal to the shippable value of the current Order plus the Deposit amount entered in the Second Payment 'Amount Tendered' field.

        • The First Payment Method is an 'EFT' that is NOT Authorized, the 'Amount Tendered' for the First Payment is automatically recalculated when an 'Amount Tendered' value is entered in the Second Payment.

        • The First Payment Mehtod is 'EFT' and IS Authorized, you cannot enter an 'Amount Tendered' for the Deposit. You must first Reverse the EFT Authorization and then make the necessary adjustments.

        • The First Payment Method is 'Check', you must enter a value equal to or less than the outstanding Order amount in the Second Payment 'Amount Tendered' field. The 'Amount Tendered' for the First Payment is automatically recalculated.

          Note: Taxes are not included for Deposits if the First Payment Method is Check. For example: You have an Order with an order line of 2 units, one line is shippable and the other line is back ordered. The price for each unit is $100.00 and the taxes for the Order are 7 percent. When you enter the Deposit, you enter only $100.00. If you enter $107.00 the following message displays: "Payment is greater than B/O value. Apply as payment on account? Yes/No". Select No to close the message window and make the necessary adjustments. Select Yes to put the $107.00 onto the Customer's AR account.

  • Card Number - enter the Card Number used for payment of the current Sales Order in this field or use the Credit Cards button to select a tokenized credit card record. This is a mandatory field for EFT transactions.
    • You can manually enter a credit card number in this field. The following rules apply:
      1. If the Payment Method is set to an EFT type, 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.

      2. If the Payment Method is set to an EFT type, 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.

         Note: If the Restricted check box is selected in SU11, the following message displays: 'This card is no longer valid! Please re-enter. OK'. Click OK to close the message and re-enter another Card Number.

    • If you are using tokenized credit cards, the information for the primary credit card set up in AR05 automatically displays in the first payment section when the following rules are met:
      1. The terms code applied to the customer in SU13 for the current order is set to type 'E-EFT' in AR03.

      2. The 'Payment Method' in SU13 for the customer entered on the current order and the primary credit card in AR05 must be set to the same value.

      3. An IN08 payment method that matches the primary credit card from AR05 must exist. The payment method must also be set up for the current sales office. For example, the customer is set up in IN08 for sales office 01 and 07. Sales office 01 is set up for both VISA and Master Card, and sales office 07 is set up for Master Card only. The primary credit card in AR05 for the customer has a payment method of VISA.
         • If an order is entered for sales office 01, then the primary credit card automatically displays on the totals folder.

         • If an order is created for sales office 07, the primary credit card will not display because only Master Card is available for this warehouse.

         • Note: You can use the Credit Card button to select an active credit card from AR05 with a payment method set to Master Card.

      4. The shippable dollar value for the order must be greater than zero in order for the primary credit card to automatically display on the Totals folder. If the shippable value is 0, the primary credit card information is not displayed, the Method reverts to 'On Acct' and the Credit Card button is disabled.

      5. If the current customer is set up with both 'customer' and 'customer/ship to' records in AR05 and the primary credit card is flagged for the customer record, then the primary credit card will automatically display when the same ship to is entered on the General folder. If an alternate ship to is entered on the General folder, the primary credit card will not be retrieved.

         If the primary credit card record in AR05 is flagged for the 'customer/ship to' record, then the primary credit card will automatically display when the customer/ship to record is entered on the General folder.

         Note: If you change the Ship-To on the General folder to Same or to a different alternate ship to, these same rules apply.

      6. If the customer is set up with tokenized credit cards and one is flagged as the primary credit card, but the customer is set up in IN08/AR02 to manually authorize EFT payments, the primary credit card will not be retrieved on the Totals folder. Note: In this case, AR05 will not display tokenized credit cards regardless of the program from which you access it.

      7. If the primary credit card is deactivated or expired in AR05, the credit card information will not be automatically retrieved and displayed on the Totals folder.

      8. If the customer is set up for Summary Invoicing and has a primary credit card set up in AR05 (and all other rules/conditions are met), the following message displays on the Totals folder: "This invoice has been created as a Summary Accrual Invoice. Payment on Account is the only method available! Do you wish to convert this invoice to a regular invoice? 'NO' will allow entry of a different payment method! Yes/No". If you select Yes, the primary credit card information automatically displays. If you select No , all of the EFT fields are cleared and you can change the AR Terms on the Miscellaneous folder.

    • You can manually select a tokenized credit card via the Credit Cards option.

      Note: When you are working with tokenized credit cards, the card number field displays asterisks and the last 4 digits of the card number. If the tokenized card number is altered, the card holder name, expiration date, telephone and extension fields clear and become enabled. The CVV field is also cleared.

  • Card Holder Name - if the Payment Method selected is an EFT type, enter the Card Holder's Name, up to a maximum of 40 characters. This is a mandatory field for EFT transactions. If you are using a tokenized credit card selected via the Credit Cards option, the card holder name associated with the credit card selected automatically displays, and this field is no longer accessible.

  • Expiration Date - if the Payment Method selected is an EFT type, 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: 08/2013). 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.

    If you are using a tokenized credit card selected via the Credit Cards option, the expiry date associated with the credit card selected automatically displays, and this field is no longer accessible.

  • Telephone - if the Payment Method selected is an EFT type, enter the Telephone number for the Card Holder. This is not a mandatory field in retail sales. If you are using a tokenized credit card selected via the Credit Cards option, the telephone number associated with the credit card selected automatically displays, and this field is no longer accessible.

  • Extension - if the Payment Method selected is an EFT type, enter the Extension, if applicable. This is not a mandatory field. If you are using a tokenized credit card selected via the Credit Cards option, the extension associated with the credit card selected automatically displays (if applicable), and this field is no longer accessible.

  • CVV - enter the Customer Verification Value (CVV) found on the back of the credit card or on the front of the credit card after the card number. This field is available only when the Method selected is an EFT method. This is an optional field used for security purposes. You can enter a minimum of 3 numeric characters and a maximum of 4 numeric characters in this field.

  • Use Billing Address – when the Activate PayPal AVS check box is selected in CC00/AR and the payment method is set to a PayPal gateway, the Use Billing Address drop list is enabled. The following options are available from the: customer, paying office, ship to and other. Depending on the set up, not every item will display in the drop list.

    The system determines the options to display based on the following criteria:

    • Customer – always available from the drop list. When selected, the system uses the customer address from the Customers table (ibis_sucu.su13).

    • Paying Office – if the customer has a different paying office set up in the Customers table (ibis_sucu.su13), then the drop list includes paying office. When selected, the system uses the customer’s paying office address from the Customers table.

    • Ship To – if an alternate ship-to address has been entered on the General folder and the Create PNREF For field in AR02 is set to Ship To, then the drop list includes ship-to. When selected, the system uses the customer’s alternate ship-to address from the Customer Ship To Addresses table (ibis_sush.su14).

    • Other – always available from the drop list. When selected, the AVS Billing Address window automatically opens.
      • If a manual or alternate ship-to is entered on the general folder, then the AVS Billing Address window opens with that address information populated in the address fields. You cannot modify the information on the AVS Bill Address window.
      • If the ship-to is the same as the customer’s address, then the AVS Billing Address window opens with all of the address fields blank. You can manually enter the billing address information.

  • Authorization Amt - is for display purposes only and always equal the Amount Tendered. This field is only populated for EFT type Payment Methods.

  • Authorization - if the Payment Method selected is an EFT type, and you are using a manual system to Authorize the Orders, the Authorization field is open and you must manually enter the Authorization code. If you are using an Automated Gateway, the Authorization field is unavailable. Once you click the Authorize button, the transactions is sent to the Automated Gateway for Authorization.

  • Authorize - if the Payment Method selected is an EFT type, the Authorize button is for EFT Payment types using an Automated Gateway only. The Authorize button is available once the following fields are entered:
    • Payment Method - EFT type, set up for an Automated Gateway
    • Card Number
    • Card Holder Name
    • Expiration Date

    When you click Authorize and an invalid Card number is entered, Enterprise displays the following error message: "Card Number Invalid. OK". Click OK to close the window.

  • Reverse - if the Payment Method selected is an EFT type, the Reverse button is only available once the current Order is Authorized using a Manual Authorization system or an Automated Gateway. You may reverse an Authorization if you need to modify the Order.
    • To reverse an Authorization, click Reverse.

    • If the order has been manually authorized in RS41, 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.

    • If the order is authorized by the automated gateway a Void Authorization is generated for the authorization.

    Caution: A 'Void Authorization' will be issued when you delete the order using the 'trash can' regardless of how the order was authorized. The Void Authorization is handled according to how the authorization was generated (i.e. directly in RS41, AR38 or AR39).

  • Amount Due - displays the total shippable amount due for the current Order.

  • Paid - displays the amount that the Customer paid.

  • Change - displays the amount due back to the Customer.

The following table outlines the functionality of each button on the Totals folder in RS41 (for information on the buttons in the header/footer section, please see the RS41 Header topic):

Button Label	Icon	Functionality
Credit Cards		When selected, AR05 opens allowing you to select a tokenized credit card record. The Credit Cards button is active when the following conditions are met: CC00/AR is set up to use EFT tokens and an EFT method is selected The customer on the order has the terms code set to allow EFT payments in OE30/IN41/RS41. If an authorization exists on the current transaction, then the Credit Cards button is not available.
Authorize		Authorizes EFT payments via an automated gateway only. This button is available once the following fields are entered: Payment Method (EFT type, set up for an automated gateway) Card Number Card Holder Name Expiration Date If you attempt to authorize a sales order with an invalid card number, the following message displays: "Card Number Invalid. OK." Click OK to close the window and then enter a valid card number.
Reverse		Allows you to reverse an authorization if you need to modify the order. The Void Authorization window opens. Enter a void authorization code and click OK to close the window.
Accept		Completes and prints the sales order. (Clicking Submit also completes and prints the sales order). In some cases, the sales order is not accepted. For a list of possible reasons why a sales order is not accepted, click here.
Cancel		Deletes the current sales order. When you click Cancel, the following message displays: "Delete header and all its details? Yes/No". Select Yes to delete the current Order or select No to cancel the request. If you select Yes, the following message displays: "Is this a customer cancellation due to inventory availability? Yes/No". Select Yes if the cancellation is due to Inventory availability or No if the current Order was entered in error. The current Order is then deleted.

^RS41/Total