Scenario: A current customer calls to purchase two sets of customer labels and would like to register for an annual event. The customer is paying by credit card and needs a receipt. This requires you to:
■ Use the Process customer requests window to place an order and register a customer for a event,
■ Apply a single payment for two open items using a credit card,
■ Print and/or electronically mail a receipt, called a Transaction Summary.
To enter an order
1. From Service Central, select Process orders. The Overview tab is displayed by default.
2. Click New.
3. Enter the Order Summary information.
□ Order Type - use the lookup icon to select a value, type an entry, or leave the default entry (if any) as it is. Press Tab to accept the value and move to the next field.
□ Bill to ID - type in or use the lookup icon to select an ID.
□ Order Date - accept the default or override if necessary.
Note: The Order Date defaults to the batch date if you use batch control; otherwise, the date defaults to the system date.
□ Purchase Order - enter a purchase order number if necessary.
□ Source - Enter a code or click the lookup icon to select a value.
□ Shipping Method - (optional) Override the default shipping if necessary.
□ Tax Authority - (optional) Override the default tax authority if necessary.
4. Enter General order information.
□ Terms - (optional) Override the default payment Terms if necessary.
□ Discount - (optional) Enter a percentage discount for the order in the % Discount field.
□ Priority - (optional) Enter a backorder Priority for the order.
5. Enter a Product.
□ Product - Enter a code and press Tab.
Note: Click the lookup icon to open the Product Find window where you can look up and select a product.
□ Description - the field is populated automatically.
□ Quantity - (optional) Enter the Quantity.
□ Price - (optional) Edit the product Price if necessary.
□ % Disc - (optional) Enter a percentage discount for the product in the % Disc field.
Note: Entering a product-level discount in the % Disc field overrides any order-level discount entered in the % Discount field. However, product-level discounts are applicable only for a given product and do not affect entire order-level discounts.
□ Press Tab to add the product to the order. The product is displayed in the list of Product Line Items, and your cursor is moved to the Product field.
6. Enter additional products.
7. Click Save.
8. From Service Central, select Process customer requests. Notice that the order (OE) you just processed is now a line item on the Process customer requests window.
Note: You can click and drag the vertical lines between items on the Process customer requests window so that you can see all the information in a column.
To register a customer for an event
1. From Service Central, select Register a customer.
2. Click New.
□ If you already have an ID selected, it automatically populates the ID field.
□ Otherwise, enter or look up a customer ID.
3. Register the customer for an event. For more information about registering customers, see the iMIS Events guide.
4. Click Save.
5. From Service Central, select Process customer requests.
The event registration (ME) is a new line item on the Process customer requests window. The system keeps a running total of the Balance field in the Total Due field.
Note: You can double-click on any line item on the Process customer requests window to view and edit data specific to that item. For example, if you double-click the ME (event) Type line item, the Register a customer window displays with the event the customer requested. You can also edit the registration by deleting a line item or adding another function.
Example: To pay for an order and a registration with one credit card payment
If you have added an event registration (ME) and placed an order (OE) for the active contact, you need to process only one credit card payment for the two open line items (ME and OE).
1. From Service Central, select Enter and edit payments to open the Enter and edit payments window.
□ All transactions processed for this customer display when All is the View on the Process customer requests window.
□ The line items listed on the Process customer requests window are listed on the Enter and edit payments window for the Current Batch, if any.
□ By default, items entered during the current session (except Fundraising and credit balance line items) are checked for payment when you open the Payment Entry window from the Process customer requests window. You can deselect any item and apply a partial payment.
2. Enter a credit/debit card code in the Check/CC field and complete the customer’s card information.
3. Click Save to apply the Pay Amount to the checked items.
4. Close the window to return to the Process customer requests window, which now shows the line items with a zero balance.
After you apply the payment, you can view the items and transaction history:
■ Open the customer’s event registration record in the Process customer requests window by double-clicking on the event line item.
■ Select AR/Cash > Credit card reporting > Search credit card info (see To search credit/debit card transactions), and enter the customer ID or Credit Card # to search for and review the customer’s credit card payment history window.