Till box payments are designed to process payment at the point of invoice and can also be used to hold deposits. If a payment is added to the till box prior to invoicing, the payment is processed through to the Sales Ledger at the same time as the invoice. Likewise, if a deposit is taken, it can be held via the till box and processed along with any balance outstanding for the transaction at the time the invoice is completed.
The posting via the till box directly affects the result in cash allocations, and updates cash allocations with whatever amount of money is processed. For example, if you process a payment for an invoice via the till box, the amount is assumed to be the whole amount of the transaction. As a result of this, if an incorrect amount is entered into the till box (the inclusion of a deposit for a part on order, for example), this amount appears as the allocated value in cash allocations. For the purpose of deposits, you must add the deposit amount and then hold it in the till box until the transaction is to be completed, at which point you process the whole amount owing at point of invoice.
The cash posting facility is enabled if the Cash posting allowed field on the Sales Ledger account is set to I and the Allow cash field on the Miscellaneous tab of the Flags-Priorities POS parameters is not set to N.
Note: The operation of the till box and cash allocations are similar but are separate functions. Do not use the till box for cash allocations.
To take a cash payment at the point of invoice:
Load the Point-of-Sale WIP against which you want to take a cash payment.
Tip: Before you action the WIP, click the 
icon for a goods total.
Click the 
icon.
The Action form is displayed.
Within the Payment group box, do one of the following:
If the WIP is ready to invoice, click the Payment button or click the first available payment line of the till box .
If the WIP is invoiced, click the Payment button.
The Payment Detail form is displayed.
Enter the payment details.
When you have completed the necessary details, the OK button is enabled.
Do one of the following:
To post the cash to the Nominal Ledger invoice buffer, leave the Process radio button selected and click OK.
If you do not want to process the payment at this time, select the Hold radio button and click OK.
You are returned to the Action form.
It is possible to take a deposit payment in advance for customer orders using the Point of Sale system if the ability to receive cash into the WIP is activated. This is often done when placing orders for items not normally held in stock or for those parts that are not returnable to the manufacturer should the customer not collect the item. As there are many problems inherent to pre-invoicing goods that are not in stock (negative stock), this is not recommended. The recommended procedure is outlined below. This involves setting the status of the part to a valid status as per the normal procedure for placing parts on order, entering the deposit taken, and producing a notification. This document gives details of part numbers and quantities ordered, and the amount of deposit taken.
It is important to note that if there are items on a WIP that can be supplied from stock as well as items for which it is necessary to take a deposit, these must be handled as two processes. Firstly by producing an invoice for the supplied parts and then by producing a notification of the ordered parts for which a deposit has been taken.
Deposits for Service/Bodyshop work may be taken in the same manner.
To take a deposit for parts on order/produce a notification:
Enter the part numbers and quantities required onto a Point-of-Sale WIP, and change the status to one of the following to determine the type of order on which the goods are to be placed:
Click the icon.
The Action form is displayed.
Within the Payment group box, click the Payment button to enter the deposit details.
Tip: To enter a payment, you can also click the payment line of the till box to display the Payment Detail form.
Enter the Amount of deposit taken.
In the Reference 1 field, enter the cheque or guarantee number, if applicable.
In the Reference 2 field, enter your initials.
Select a Payment code.
When you have completed the necessary details, the OK button is enabled.
Do one of the following:
To post the cash to the Nominal Ledger invoice buffer, leave the Process radio button selected and click OK.
If you do not want to process the payment at this time, select the Hold radio button and click OK.
You are returned to the Action form.
To produce a notification for the customer, click the Notification button in the Other documents group box.
A WIP number is generated and displayed in a dialog box.
Click OK.
When the parts against which a deposit is paid are received, and can be supplied to the customer, it is necessary only to re-access the WIP, change the status of the parts lines to P, enter the balance owed by the customer for the parts supplied, and produce an invoice. When the invoice is produced, the system should display the amount owing as zero. If this is not the case, an incorrect amount of payment has been entered. In which case, re-enter the correct amount in the till box, print the invoice if not already produced, credit and re-invoice.
Work for the Service/Bodyshop against which a deposit is taken may be invoiced in the same manner.
To invoice parts against which a deposit is paid:
Load the Point-of-Sale WIP against which the deposit is paid.
Change the status of the parts line(s) to Picked.
Click the icon.
The Action form is displayed.
Tip: The balance to be paid is displayed in the Owing field of the Payment group box.
Click the Payment button.
The Payment Detail form is displayed.
In the Amount field, enter the balance to be paid. (The amount owing is defaulted into this field.)
If applicable, enter the cheque or guarantee number in the Reference 1 field.
In the Reference 2 field, enter your initials or credit/debit card number.
Select a Payment code.
When you have completed the necessary details, the OK button is enabled.
Do one of the following:
To post the cash to the Nominal Ledger invoice buffer, leave the Process radio button selected and click OK.
If you do not want to process the payment at this time, select the Hold radio button and click OK.
You are returned to the Action form, where the balance is entered in the second line of the till box.
To print the invoice, click the Print button in the CASH SALE INVOICE group box.
Note: When the invoice is produced, the Owing field in the Payment group box of the Action form should be zero. If this is not the case, an incorrect amount of payment has been entered. In which case, re-enter the correct amount in the till box, print the invoice if not already produced, credit and re-invoice.
The Payment Detail form is displayed when you select a payment line in the till box or click the Payment button within the Payment group box of the Action form. Within this form you can record cash payments.
Note: This form is also displayed when you click the Allocate button on the Cash Allocations form.
Amount: For cash payments and deposits, enter the amount of cash paid. (If a deposit has already been paid, and you are taking the balance of the payment, this field displays the amount owed.) For cash allocations, this field is set to zero, allowing you to make another part payment or pay the balance owing.
Warning: Although the system allows cash to be entered in the Payment Detail form if the SL account has a category of Warranty or Internal, the cash is not posted through to the Nominal until the SL account is changed to an account with a category not equal to W or I.
Date: The system automatically defaults today's date into this field. You cannot edit this field.
Reference 1: For cash payments or deposits, enter the cheque or guarantee number if applicable. For cash allocations, this field is non-editable. The invoice number is automatically defaulted into the field.
Reference 2: For cash payments, deposits and cash allocations, this is normally the initials of the user.
Payment code: The Nominal Ledger cash payment type that indicates how the payment was made.
Posting to accounts:
In this group box you are able to control the posting of the transaction to accounts by the use of two radio buttons:
Note: For cash allocations, the options in this group box are disabled, and the Process option is selected by default.
Process: Processes the transaction straight to accounts.
Hold: Holds the transaction so you can post the payment at a later date.
PUSH BUTTONS:
OK: This button is only enabled when you complete the required details for the payment you are making. When you click this button the payment is posted to the Nominal Ledger invoice buffer.
Note: The VAT code to be used for deposits is identified on the System Flags tab of the Nominal Ledger system parameters.
Cancel: Cancels the operation.
Service Point-of-Sale Operation
