Transactions Payments

You can setup the QuickEasy Transaction Types to enable easy Payments, similar to what you would find on a Point of Sale (PoS) system. This functionality is ideal when Invoices are paid individually, eg. in a Retail Environment.

1. Transaction header - This is where the details of the Transaction are added, including Customer, Contact, Rep, Entity, Category and User-defined Fields.

2. Add - This allows you to add Items to the Transaction.

3. Summary - This shows a summary of the values for Adjustment, VAT and Totals.

4. Pay - The Transaction that needs to be paid, will have a Pay button at the top right of the Transaction Window. This button appears when a Copy Rule from the Transaction is set to Type = Payment. Clicking the Pay button, will copy the Transaction to the Payment Transaction and also open the Payment Transaction. The Transaction that does the Payment will have a Done button at the top right of the screen and in place of the Item lookup, a Payment Bar will be visible above the Item's grid. This functionality will appear when the Transaction Types > Items & Inventory > Item Type is set to Payment. The Item Grid and Item Grid Menu is also disabled in this mode.

5. Menu - This offers additional functionality in the Transaction. For more, click here.

Payment Bar

The Payment Bar contains details of the Transaction that is being paid, including the Outstanding Amount on the Transaction which is the default Amount to be paid. Users are able to override this amount with the amount that is tendered or by adding an amount as a percentage of the Transaction that is being paid.

The Payment Options are defined in a separate Category in Items. The Payments Category needs to be linked to the Transaction Type at Transaction Types > Items & Inventory > Category ID Filter. A button will be added to the Payment Bar for each Payment Item, excl. the Change payment Item.

1. Payment Types - When a Payment Button (EFT, Card, Voucher, etc.) is clicked, the following happens:

   • The amount to be paid is verified

   • The Customer / Supplier is verified to ensure the Company on the Transaction to be paid (eg. the Invoice) matches the Company on the Payment Transaction.

   • The Payment as well as the Change is added to the Payment Transaction.

2. Multiple Payment Types are also supported, eg. On an Invoice of R300, Users can add a Voucher for R100 and then the balance of R200 to be paid by Card. A percentage of the payment can be paid with one or more Payment Types by clicking the % check box and selecting the Payment Type.

3. Change - The Change and Tips payment Items need to be set under Settings & Defaults > POS > Item ID - ....

4. Done - When the Payment is complete, Users must click the Done button which does the following:

   • The Customer/Supplier is verified to ensure the Company on the Transaction to be paid (eg. Invoice) matches the Company on the Payment Transaction.

   • If there is an outstanding Amount on the Transaction that is being paid, users need to click through a confirmation to continue.

   • The Payment is allocated to the Transaction that is being paid - if that Transaction is an Accounting Transaction that is linked to a Customer or Supplier.

   • The Transaction is set to the default Complete Status, which ideally is also a read-only Status.