Understanding Prepay Orders
A prepay order (pay code 4) is used when the customer pays for a portion of the order. The amount paid is posted to the customer's accounts receivable account as a credit. When the customer comes to pick up the order, you must use the Pay on Prepay action code to accept final payment, if any, and invoice the order. If you do not use the Pay on Prepay action code, the ticket does not move to a status B (invoice). If the customer chooses to pay for the entire net amount at the time the pick ticket is created, there is no need to use the Pay on Prepay action code.
Note: When changing prepay orders, you can change the order so the order total is affected as long as no amount has been prepaid on the order.
Prepay Order Flow
When you use prepay pay codes, your prepay order flow depends on two settings: the ending pick ticket status you have set in the T-I-C-K-E-T-S St field in the (L1) Terminal and Ticket Parameters screen and the percentage you have set in the Default Prepay Due As % Of Backorders field in the (LG5) Additional Order Entry Parameters screen.
Ticket Status Lower than 8
If the T-I-C-K-E-T-S St field in the (L1) screen is set lower than 8, each time you complete a prepay sale, the Prepay Due $ box in the Order Entry Order Totals tab defaults to the percentage of the order that you set in the Default Prepay Due As % Of Backorders field in the (LG5) screen.
100%: If you specify that the customer must pay 100% in the Default Prepay Due As % Of Backorders field, the Prepay Due $ box defaults to include both the in-stock and backordered quantities.
Ø%: If you specify that the customer must pay Ø%, the Prepay Due $ box defaults to zero. In this case, decide how much the customer should prepay. For example, decide if you require him to pay for in-stock items only (if there are any on the order), a deposit for the backordered items, or some other amount.
Less than 100%, but More than Ø%: If you specify that the customer must pay a percentage between 100% and Ø%, the Prepay Due $ field includes only payment for the specified percentage of backordered quantities. In this case, no amount for in-stock items is required.
When the customer pays for a portion of the order, this amount is posted to the customer's A/R account as a credit. Meanwhile, backordered items go through the short-buy process.
When the customer comes to pick up the order, use the Pay on Prepay action code (pay code 9) to accept final payment (if any) and invoice the order.
If the customer chooses to pay the entire net amount at the time the pick ticket is created, the pick ticket goes to the status set in the T-I-C-K-E-T-S St field in the (L1) screen. Additionally, there is no need to use the Pay on Prepay function.
Ticket Status 8 or Higher
If the T-I-C-K-E-T-S St field in the (L1) screen is set to 8 or higher, each time you complete a sale with a prepay pay code, the total due for the in-stock items (if there are any on the order) must be paid along with any advance payment for backordered items. The portion of the pick ticket that the customer pays for is invoiced while the backordered items are placed on a pick ticket with the same transaction number, but with an extension of -1.
See also:
Using Credit Cards with Prepay Orders
Accepting Final Payment on Prepay Orders
Batch Capturing and Invoicing Prepay Orders
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