Mail Order option
When entering a Sales Order, the System will only prompt for Credit Card details when the Use Mail Order option in Sales Orders Options - Transactions tab has been set.
This feature can be enabled or disabled for individual Users by the option Ignore Credit Card details in Security Profiles. The option is located in the Sales Order section under Transactions - Orders. When this Security Profile option is selected for a User, the pull-down menu on Sales Orders and Sales Orders Credit Note is set to Ignore.
When Use Mail Order is active an additional pull down menu, Credit Card, is available on the Sales Orders and Sales Orders Credit Note transaction windows.
When entering Orders or Credit Notes, clicking on the Credit Card pull down menu enables you to select whether to Enter Details or Ignore:
Enter Details - Selecting Enter Details will open the Credit Card Details window. This window (see below) will open automatically as you tab through the fields of the transaction window unless the Credit Card menu is set to Ignore. If you are using SQL 2005 and above, Credit Card details are held as encrypted data in the database. The Mail Order module will prevent transactions from being processed until the Credit Card Number is entered unless you select the Ignore option from the Credit Card pull down menu.
Ignore - This option is selected automatically if the option Ignore Credit Card details has been selected in your Security Profile. If you have selected the Ignore option and you put the Sales transaction into the batch, you will still be able to process the transaction from the batch without entering the Credit Card details. If you have not selected the Ignore option and you batch the transaction without entering the Credit Card details, you will not be able to process it until the Credit Card details have been entered.
When orders are invoiced, the system will use the Bank Analysis code to automatically:
Generate a Receipt that exactly matches the Invoice value.
Post the Receipt, updating Customer and Bank Records.
Allocate the Invoice and Receipt together.
When Credit Notes are printed and updated to the Customer, the system automatically:
Generates a payment (a negative receipt) that matches the Credit Note value.
Allocates the payment against the Credit Note.
This facility is invaluable when taking regular sales orders by telephone or 'over the counter' where payment is to be made by Credit Card.
Credit Card
Select the appropriate credit card Type (unlabelled) from the pull down menu to the right hand side of the window.
Enter the Credit Card Number and Cardholder Name details.
The Expiry Date and Issue Date should be month and year only and are formatted as mm/yy.
Enter the Issue Number, if applicable, and the Security Number.
Enter the required Bank Analysis code. This is a mandatory field; the button will open a list of available codes. You should consider setting up separate Sales Ledger Bank Analysis Codes for each type of credit card you are able to receive. This will enable easy monitoring of commissions payable.
Required fields are Authorisation Code; Credit Card number and Credit Card Expiry date.