To enter a prepayment
When you enter a payment during order entry or before an order is invoiced, the payment is considered a prepayment. Prepayments are entered on the Payments tab.
When you record check prepayments, the payment is applied to the prepaid orders account. Credit/debit card payments are applied immediately to the prepaid orders account when a nonzero payment amount is entered and the Recognize Credit Card Order Payments as Prepaid Cash option is enabled on the AR/Cash Set up module window (from AR/Cash, select Set up module).
- From Orders, select Enter and edit orders to open the Enter and edit orders window. The Overview tab displays by default.
- Enter a new order, or open an existing order.
- While in edit mode, select the Payments tab.
- If entering a payment by check:
- Enter a check number in the Check #/CC field.
- Enter the amount in the Payment Amount field.
- If entering a payment by credit card:
- Enter a credit card code, such as VISA or AMEX, in the Check #/CC field. When you enter a credit card code, additional fields display which validate the credit card number, expiration date, authorization code, and name on the credit card.
- Enter the credit card number in the Credit Card Number field. All but the last four digits of the number will be masked when the payment is saved.
- Enter the credit card expiration date in the Expiration Date field. The expiration date will be masked when the payment is saved.
- Enter the name on the credit card in the Name on Credit Card field. This field defaults to the 'Bill to' customer's name.
- (optional) Enter a code in the Authorization field.
- Enter the amount in the Payment Amount field.
- If entering a payment by European debit card:
- Enter a European debit card code, such as MAESTRO, in the Check #/CC field. When you enter a European debit card code, additional fields display which enable you to enter the card number, expiration date, authorization code and name on the card. Depending on the card authorization account used for the European debit card, fields might also display which enable you to enter the card's CSC number, issue number, and issue date.
- Enter the card number in the Credit Card Number field. All but the last four digits of the number will be masked when the payment is saved.
- Enter the card expiration date in the Expiration Date field (mm/yy). The expiration date will be masked when the payment is saved.
- (optional) Enter the card CSC number in the CSC field. The CSC number will be masked when the payment is saved.
- Enter the name on the card in the Name on Credit Card field.
- (optional) Enter a code in the Authorization field.
- Enter the amount in the Payment Amount field.
- (optional) Enter the card issue number in the Issue # field.
- (optional) Enter the card issue date in the Issue Date field (mm/yy).
- Click OK.