Processing Prepayments on Sales Orders Processing Prepayments by Ayman Refat - March 14, 20180 Processing Prepayments on Sales Orders Concept Before you can process two- or three-party transactions, you must identify the points in the process where the system authorizes orders with the credit card company, transaction types, and the status at which you perform the settlements. Payment instrument codes in user-defined code (UDC) table 00/PY indicate various methods of payment, such as draft, check, and electronic funds transfer. You assign a payment instrument code to each invoice or voucher. Set up a code for each type of payment instrument that you use. The system also uses this UDC table in the JD Edwards EnterpriseOne general business systems from Oracle for vouchers and invoices. To identify transactions for prepayment processing, you must use payment types with assigned special handling codes. Blank is the default value. Prepayment processing is driven by a value in the special handling code column for the payment instrument type. That is, if you set up a special handling code for a payment type, then the system processes the transaction through the authorization and settlement cycle. Several predefined payment types are predefined with these special handling codes: • 11 for cash payment • 12 for check payment • 13 for credit card payment Prerequisite Before you begin this task, verify that you have set up the appropriate processing on the Prepayment tab for the Sales Order Entry program (P4210). Procedure In this task, you will enter a sales order for a customer with a prepayment and review prepayment transactions. Step Action Navigate to the Create Sales Order – Header First program (P42101) on the Sales Order Processing menu (G4211). Click the Sales Order Processing link. Click the Create Sales Order – Header First link. Use the Order Header Revisions form to enter the header information that affects the entire sales order. Step Action Click in the Sold To field. Use the Sold To field to specify the customer for whom you are entering a sales order. Enter the desired information into the Sold To field. Enter “3003“. Click in the Branch/Plant field. Use the Branch/Plant field to specify the business unit in which you record the transaction. Enter the desired information into the Branch/Plant field. Enter “30“. Click the Payment and Freight tab. The system populates the fields based on the customer billing information in the Customer Master by Line of Business table (F03012). You can manually override the values for the individual sales order. Click in the Payment Instrument field. Use the Payment Instrument field to specify how the customer is paying for the order. In this example, the customer is paying with a credit card. Enter the desired information into the Payment Instrument field. Enter “?“. Use the Credit/Bank Information fields to record credit card information for the transaction. You can also access the Enter Prepayment Information form after you enter the detail lines for the sales order. Click the Save and Continue button. Use the Enter New Order form to create sales orders using a minimum of header information. Step Action Click in the Quantity Ordered field. Use the Quantity Ordered field to indicate the number of units of an item that the customer wants to order. Enter the desired information into the Quantity Ordered field. Enter “1“. Click in the Item Number field. Use the Item Number field to indicate the product that the customer wants to order. Enter the desired information into the Item Number field. Enter “2415“. Click the Submit and Close button. The system issues an error warning that the order needs prepayment information entered. Click the Go To list. Click the Prepayment list item. Click the Go button. Use the Enter Prepayment Information form to record credit card information for the sales order transaction. Step Action Click in the Credit Card Number field. Use the Credit Card Number field to specify the credit card number of the customer. Enter the desired information into the field. Enter “000000000“. Step Action Click in the Card Type field. Use the Card Type field to specify the type of credit card from UDC 00/CA. Enter the desired information into the Card Type field. Enter “AMEX“. Click in the Credit Card Expire Date field. Use the Credit Card Expire Date field to record the expiration date of the credit card. Enter the desired information into the Credit Card Expire Date field. Enter “053120“. Click in the Credit Card Holder Name field. Use the Credit Card Holder Name field to record the name on the credit card. Enter the desired information into the Card Type field. Enter “Sybil Jones“. Click the OK button. Step Action Click the Submit and Close button. Step Action Click in the Fast Path field. Enter the desired information into the Fast Path field. Enter “G42131“. Click the Fast Path button. Navigate to the Prepayment Processing Information program (P004201) on the Prepayment Processing menu (G42131). Click the Prepayment Processing link. Click the Prepayment Processing Information link. Use the Work with Prepayment Transactions form to search for and review existing prepayment transactions. Use the fields in the header area and the QBE row to filter transactions that you want to review. Step Action Click in the Or Ty field. Enter the desired information into the Or Ty field. Enter “SO“. Click in the Prepayment Orig Flag field. Use the Prepayment Orig Flag (Prepayment Origination Flag) field to specify the system from which the prepayment originated. Enter a value from UDC 00/PO, such as 01 for Sales Order Entry. Enter the desired information into the Prepayment Orig Flag field. Enter “01“. Click in the Pay Inst field. Enter the desired information into the Pay Inst field. Enter “?“. Click the Find button. You can review the status of the prepayment and the authorization information. Step Action Click the Horizontal scroll bar. You can also review the settlement information for each transaction. Click the Horizontal scroll bar. You can verify the credit card information and review the amount charged to the credit card. Step Action Click the Close button. You have successfully entered a sales order for a customer and recorded the credit card information, and you have reviewed the status of prepayment transactions. End of Procedure.