How to! Setting up Payments

Discussions, hints and tips for users of Retail-Man Point of Sale, from Ezi Solution.

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How to! Setting up Payments

Postby Jaeger » Mon Mar 20, 2006 1:14 pm

We had some isssues with reconciling our tills and the reports information we were seeing. That was due to us changing the order of the Payments.
Go to Maintenance / System Setup and then go to the Payments Tab.

You should not change the Default Order of the Payments on that screen or you may get strange results.

If you have changed the order here is the default order if you need to change them back ...

Check your Payment order with this, the default order that Retail Man installs. (Note the Numbers are not shown in the Payments dialogue box, they are just to make reading easier)

No...PAYMENT NAME..A/C to Post to on Sales..A/C to Post to on Purchase
1.....CASH................Cash Drawer................Cash Drawer
2.....CHECK..............Bank Account...............Bank Account
3.....C/CARD............Cash Drawer................Credit Cards
4.....AMEX................Cash Drawer................Credit Cards
5.....DINERS.............Cash Drawer................Credit Cards
6.....EFTPOS.............Bank Account................Bank Account

You can change the A/C to Post on Sales and the A/C to Post to on Purchase, you can change the narative (i.e. Change Amex to Debit Card. Change EFTPOS to BACS) but not the order.

Just in case anyone else is tempted as we were to move Credit Cards and Debit Cards to the top of the list and move Cash down. Don't it'll screw with the reports and the End of Day report.

I am of course open to correction on this. Especially if you have changed them and have no issues. :roll:

[Post By Sami, below]The payments issue is one area that needs to be fully explained, we did have a number of users who tried to modify the system to their requirements but ended up making a mess of their accounting data. So here are few consideration when you modify the chart of accounts.

The system was designed to make it easy to use for most users, to accomplish that, we had to link certain accounts to payments and stock items, but also allowed users to modify these links. But for this to work properly, the user must observe the following:

1 - If the chart of accounts was modified, then you must go to MAINTENANCE > SYSTEM SETUP > PAYMENTS and go over the accounts there (place the cursor on top of each account and press ENTER, this will verify the account does link to the correct account in the chart of accounts.

2 - Go to MAINTENANCE > DEFAULT ACCOUNTS SETUP and do the same with the account numbers (place the cursor on the account number and press ENTER to verify the account

3 - The same goes for the STOCK ITEMS that you have entered a sales or purchase account.

Do not forget to save after each step.

This has to be done because although the account may look ok in the above screens, it does not follow it is, especially if you have changed the chart of accounts by renaming / removing any of the used accounts.
Last edited by Jaeger on Tue Apr 11, 2006 9:28 am, edited 1 time in total.
Jaeger
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Postby sami » Sat Apr 01, 2006 7:01 am

The order of the first 2 payments can't be changed, but you are free to change the order of the rest, and even add or delete payments (up to 9 payment types)
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Postby sami » Sat Apr 01, 2006 7:43 am

The payments issue is one area that needs to be fully explained, we did have a number of users who tried to modify the system to their requirements but ended up making a mess of their accounting data. So here are few consideration when you modify the chart of accounts.

The system was designed to make it easy to use for most users, to accomplish that, we had to link certain accounts to payments and stock items, but also allowed users to modify these links. But for this to work properly, the user must observe the following:

1 - If the chart of accounts was modified, then you must go to MAINTENANCE > SYSTEM SETUP > PAYMENTS and go over the accounts there (place the cursor on top of each account and press ENTER, this will verify the account does link to the correct account in the chart of accounts.

2 - Go to MAINTENANCE > DEFAULT ACCOUNTS SETUP and do the same with the account numbers (place the cursor on the account number and press ENTER to verify the account

3 - The same goes for the STOCK ITEMS that you have entered a sales or purchase account.

Do not forget to save after each step.

This has to be done because although the account may look ok in the above screens, it does not follow it is, especially if you have changed the chart of accounts by renaming / removing any of the used accounts.
sami
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Posts: 715
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Location: Australia

Postby boytoys » Sat Apr 01, 2006 12:51 pm

I changed mine, but it seemed ok. I will check back on this today. Officially, Apr 1st is when we run a paid network version ...

I am also in the process to tweaking the excel data to be imported such that it can be easily found.
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