Purpose

This procedure is used to create or maintain the details of Tender Types available in the system. Tender Types are used to identify the various types of payments you would like to allow and track for receipts e.g. Cash, Card, Bank Transfer etc.

Tender Types are primarily used in Debtors Receipt entry, during Point of Sale or Sales Order Entry transactions and by the e-Commerce portals where payment is accepted online.

Data Input

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Step 1 – Tender Types Code

Tender Type Code

To enter a new, unique tender type code. Use up to 5 characters that do not already exist on the system. You may also select an existing tender type code for editing.

For details on the use of “codes”, see The Role of “Codes” in Online Advantage

The code ‘CHG’ is reserved for issuing ‘Change’ in Point of Sale.
The code ‘APR’ is reserved for ‘Account Payment Receipts’ in Point of Sale.
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Step 2 – Description

Name

Enter the name of the tender type. This is used to select the type of money tendered during Cash Receipts and Point of Sale and also appears on the Deposit Slip and Deposit Detail reports.
For more details on descriptions, see The Role of “Names & Descriptions” in Online Advantage

Tender Type

Select the type of tender code created.

  • “On Account” – is for payments left on account during Point of Sale and is typically used where you have Trade customers as well as Retail customers.
  • “EFT Payment” – covers the EFT payments you make from your bank account to third parties
  • “Credit Card (Direct)” – is used for EFT card machines that directly deposit the payment into a bank account
  • “Credit Card (Bank)” – is used for credit card dockets that are collected manually and deposited at the bank with cash/cheque receipts
  • “Credit Card (Manual)” – is used with credit cards where the issuing card company remits a payment less fees covering a docket claim at a later date. This method requires the manual processing of the receipt transaction at a later date
  • “Cheque” – is for cheques received. The Cheque Number, Drawer, Bank and Branch must be recorded when payments of this type are tendered
  • “Cash” – is for physical cash received. Change may be required to be issued when cash is tendered and rounding rules can apply
  • “Gift Certificate Issued” – is used when a Gift Certificate is issued in Point Of Sale to a customer who tenders for the value of the certificate
  • “Gift Certificate Presented” – is used in Point of Sale when a customer pays with a gift certificate that was issued at an earlier date or time. The gift certificate number must be entered when tendering gift certificates so that it can be verified if the gift certificate has previously been redeemed or not
  • “EFT Receipt” – is for an EFT receipt sent directly to your bank account from an external third party

The ‘Tender Type’ is an important setting for each tender you create. It is used by the system to determine certain behaviour on the receipted amount. For example, when receiving Cash, the amount (in some countries) needs to be rounded to the smallest denomination e.g. nearest 5 cents in Australia. However an electronic receipt does not require any such rounding to occur e.g. a Visa, Mastercard or Amex payment

For reports like the Bank Deposit Slip, the amounts received are summarised by this ‘Type’ so that you know how much actual ‘cash’ is being banked, the value of ‘cheques’ etc.

Bank Reconciliation Code

Enter the bank reconciliation code. This option is only available for certain tender types like credit card direct and manual. It must be a single alphabetic character. It is used in Bank Reconciliation to break down credit card deposits into specific and different groups for isolation and easier reconciliation.

Payment Gateway Method

Select the payment gateway method. Payment Gateway is for online payments via e-Commerce. If you have a particular payment gateway provider that you would like to use, but it is not listed here, contact Online Advantage Support to discuss what is involved in having an interface created.

Surcharge

Some credit card merchants charge a fee per transaction. If you would like to pass on that fee to customers making payments with a given card, enter an ‘Other Charge‘ code here. The fee calculation and when it should be applied is defined on the Other Charge settings. This input is only available for the ‘Credit Card’ tender types.

Note: A a Surcharge does not follow the same “apply/exclude” rules of a normal Other Charge setting that might have customer and product based rules. A surcharge will always be applied based on the tender type used.
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