Overview: Payment Terms
Payments are handled in eoStar through the use of Payment terms. The terms delineate the methods the customers will use to pay for orders and services. Customers may have multiple payment terms based on the type of products purchased. These different payment terms are referred to as the default terms and the special terms.
It is possible to override the payment terms for the specific customer on the Order Entry Screen by using the drop down arrow to select the new term.
In previous versions of eoStar, the EFT payment terms were set up in the EDI menu. Now these methods of payments are setup in the Payment Terms screen. The previously set terms will automatically be converted into the new system with an upgrade to this functionality. Additionally, the upgrade logic will create a non-alcoholic product set based on the is Alcohol flag from the product record based on the product class. The Require Separate Invoices Based on Payment Terms check box located on the Records>Customer>Records Terms panel will be automatically checked after the upgrade if the Requires Separate Invoice For Alcoholic Goods checkbox on the Records>Customer>Records Beer/Wine Panel was previously checked. The Requires Separate Invoice For Alcoholic Goods checkbox will additionally be removed from the system.
There are several methods of payment processing, with five of those being a form of EFT payment. These methods are:
- Manual - The Manual option is used for cash, check, voucher, or coupon payment methods due to the fact that these payment forms must be manually added to the system. COD (cash on delivery) falls into this category of manual payments.
- X12 - A form of EDI payment.
- X12 Send - A form of EDI payment.
- NACHA - NACHA is an additional form of EFT payment which uses an encrypted system to exchange funds through a computer.
- Fintech - The Fintech payment term interfaces with Fintech.net to provide a secure network for payment exchanges. The Fintech Prefix may be added to this payment term.
- UFF Send - A form of EDI payment.
- UFF Receive - A form of EDI payment.
Default and Special Payment Terms
On Customer Terms Panel it is possible to set the payment terms for the selected customer. The customer may have a single default payment term and then multiple special payment terms based on Product Sets. The product sets allow for the products in the invoice to reflect what form of payment the order must be settled with. To separate invoices based on alcoholic or non-alcoholic terms, create product sets based on Product Classes.
The Require Separate Invoices Based on Payment Terms check box on this panel additionally affects the system by requiring the creation of separate orders based on the types of products in the orders. This means that when creating orders, the items based on the Product sets cannot be placed on the same invoice.
If this checkbox is unchecked then the invoices will be able to contain all products types that the customer may order; however, the most restrictive terms will be used to determine the payment method. This means that the default term will be used to determine the payment terms for all the items.
Handheld Off-Truck Orders
When placing a off-truck order on a delivery handheld, if the invoices need to be separated due to the Require Separate Invoices Based on Payment Terms check box for the customer, then a popup box explaining the split will appear (image 2).