Prepayment Processing¶
This chapter will be devoted to processing prepayments on your POS. In some cases you need to issue the customer a prepayment invoice (e.g. you need to order some very expensive goods from the vendor catalogue and you want to be sure the customer is committed to actually buy what you order). Therefore we have added the support for prepayment processing in the application version 23.
Setup necessary for prepayment processing¶
To set up prepamynet processing for your shop, following setups need to be done.
Selecting Prepayment Implementation
There is a general setup for POS Prepayments that is shared for all the shops. You can access this setup by using the "Prepayment Setup" action from the shop list.
The general POS Prepayments Setup contains general information about the setup for the Prepayment Management, following information can be entered.
| Field | Meaning |
|---|---|
| Activated Prepayment Application | This should be set up automatically based on the version of BC you are using. In POS Base Navertica currently supports only implementation of the standard W1 Prepamynet solution, however in case it would be necessary, further implementations can be added by local partners, then the user would need to set up the respective prepayment application to be used. |
| Prepayment Action | This action determines what the behaviour should be after creating/posting the prepayment invoice. You can either select the "Create" option, then the prepayment invoice is only created, or you can select the "Create and Print" option - then the prepayment invoice is created and printed in the same step. |
| Credit Memo Action | This action determines what the behaviour should be after credit/poisting the prepayment credit memo. You can either select the "Create" option, the the prepayment invoice is only created, or you can select the "Create and Print" option - then the prepayment credit memo is created and printed in the same step. |
| Activated Cash Payment Application | This action determines what the behaviour should be when processing prepayment cash payments. Currently only method "W1" is supported by Navertica, other methods can be added by the local partners. |
Shop Related Prepayment Setup
Aside from the general setup for all shops, there are some setups that can be adjusted separately for each shops. For there purposes the tabs "RoleCenter" and "Prepayments" are important on your shop card.
The RoleCenter tab is to define which actions should be displayed in the Role Center for the given shop. In most cases not all tiles need to be added to the Role Center.
| Field | Meaning |
|---|---|
| Show Tile with Opened Prepayments | This tile shows opened prepayments, ergo documents that still have remaining balance to be paid by the user. |
| Show Tile with Orders or Bills with Prepayments | This tile shows all opened bills for the current shop that have a prepayment invoice related to them. |
| Show Tile with Closed Prepayments | This tile shows prepayment inovices with no remaining balance. |
| Shot Tile with Closed Prepayment Cr. Memos | This tile shows prepayment credit memos with no remaining balance |
| Show Invoice Payment Page | This action enables the user to perform Invoice Payments on POS. This means that the new action Invoice Payment will be available in the POS Role Center. This action allows the user to process a payment of an invoice that was previously issues (either a prepayment invoice or general sales/service invoice). |
The Prepayment tab is focused on the setup that is necessary for correctly creating prepayment invoices.
| Field | Meaning |
|---|---|
| Allow Prepayments | Only if this field is ticked, all actions related to prepayments will be displayed throughout POS. On some shop it doesn´t have to be wanted that the users can create prepayment invoices. |
| Prepayment Payment Method Code | This is the Payment Method Code that will be used for the prepayment invoice and the prepayment credit memos. |
| Combine Prepayments | This field determines if the lines can be grouped on the prepayment invoices or if each bill line will have a special prepayment invoice line. |
| Default Prepayment Payment Term | This is the Payment Term that will be used for the prepayment invoice and the prepayment credit memos. |
| Default Prepayment % | This is the default Prepayment % that will be suggested to be used when creating the prepayment invoice for the bill. |
| Post Bill With Unpaid Prepayments | This field determines if the bill can be posted when an unpaid prepayment is related to it. If the field is set to "Always", then the bill can be closed regardless of the status of the prepayment inovices related to it - the user is not even warned that there are some opened prepayments. If the field is set to "After Confirmation", then the bill can be closed if the user confirms that it should be posted even with the upaid prepayments. If it is set to "Never", then the user is not able to post the bill if all prepayments are not paid or cancelled. |
| Check only shop prepayments | This field determines if only the prepayments that were created by the shop should be checked. This can be used in case prepayments are created by other processes as well and those should block the posting of the bill. |
Creating a Prepayment For a Bill¶
The first step for creating a bill with prepayments is to enter basic bill data as if you were creating a regular bill. You can either use the "New Bill" fuction on your shop or you can use the "New Bill for another Shop" function. Then typically you would change the customer data to refer to the customer to whom the prepayment invoice should be issued and enter bill items (the goods the customer orders).
To create a prepayment invoice from the bill, you should use the "Create Prepayment" action.
After this action is selected, the user is asked to enter the data for creating the prepayment invoice. The user sees the total amount including VAT that is supposed to be charged for the bill items and can either enter the Prepayment % or the Prepayment Amount (he can enter either one, the other will be calculated based on the entered data). The default payment term will be suggested to be used, but the user can change it in case the term should be different.
After confirming the dialogue a confirmation will be shown to the user to confirm the creation of the Prepayment Invoice. In case the Prepayment Action in the POS Prepayments Setup is set to "Create and Print" the issued prepayment invoice is also printed.
The user can create several prepayment invoices in case that is necessary - if creating the second invoice you just enter the total amount to which the prepayment invoices should be issued to (e.g. first prepayment was for 100 EUR, the second one should be for 50 EUR, I need to enter the total amount of prepayment - in this case 150 EUR).
For each prepayment invoice a new line in the Bill Payment Interface is created. The current status of the payment of the prepayment invoice is displayed there.
Paying the Prepayment Invoice¶
After the prepayment invoice was issued, you can proceed to processing the prepayment payment. For this purpose the action "Payment" was added to the posted bill. You can find the prepayments that are expected to be paid either from the fact box information from your bill or also from the role center by opening the "Open Prepayments" tile.
After using the Payment action a dialogue will be displayed to the user that demands that the user selects the payment method (CASH payment or CARD payment) by which the customer is paying the prepayment and afterwards the user is supposed to click "Close and Post" and the payment is processed.
It is possible to use both payment methods for one prepayment inovice, but in that case you need to lower the amount for the first payment, finish it and then repeat the process with the other payment.
After processing the payment for the prepayment invoice a new drawer entry will be created. Drawer entries that are created by "Invoice payment" function are marked with "Inovice Payment" flag.
On the bill card you are able to see the number of prepayment and prepayment credit memos and the respective amount. The field "Amount" displayes the total amount of the prepayment invoice or the prepayment credit memos that were issued with related to the selected bill. The fields "Paid Amount" and "Returned" refer to the amount of the transaction actually performed with the customer (how much the customer paid or how much was actually returned to the customer). The fields "Remaining to Pay" and "Remaining to Return" are the balances that still need to be set with the customer.
Finishing Bill With Prepayments¶
After the prepayments are created the user can go to the payments interface and continue with the processing of the bill payment. If the prepayments don´t cover the whole amount of the document, the user can add other payment methods to match the total amount of the document.
If a prepayment invoice was linked to the document, but for some reason it is not included in the list, you can use the "Preapyment" function in the payment interface to link the prepayment invoice to the POS payment methods.
To apply a prepayment invoice for the bill, you should you the "Select prepayment" action to view all available prepayments for the source document.
The list will show all posted prepayment invoices with the detail of their payment, due date and amounts. Only prepayment that are not already linked to a payment line will be displayed. After the user selects the invoice, its data will be transferred to the previous dialogue and after confirming a new payment line will be created with link to the selected prepayment invoice.
After the bill with prepayments was successfully posted following drawer entries are created to match the payment methods used for the bill.
Cancelling Prepayments¶
To cancel the prepayment invoice you can use the "Cancel Prepayment" function in your POS Role Center.
In the following dialogue you are asked to enter details for the prepayment you want to cancel. You can either start by selecting the customer (then the bill selection is limitted to the selected customer) or you can just go ahead and select the bill to which the prepayment was related.
After selecting the prepayment to be cancelled you are supposed to select the payment method that will be used for returning the money to the customer. You can chose from three options:
- CASH Return (the customer receives cash as compensation for the prepayment)
- CARD Return (the customer receives the amount returned to his credit card)
- Credit Memo (just a prepayment credit memo is created and no compensation is directly posted - it will be done later on e.g. by the financial department)
Note
Please note that you are not able to cancel a prepayment with cash/card payment if it hasn´t been paid before.
To finish the transaction and post the prepayment credit memo, the action "Close and Post" should be used.
After the Close and Post action is used, the user needs to confirm that the prepayment credit memo should be created.
The respective drawer entries are created for the prepayment credit memo that was issued.
