Apply payments in sales orders [AX 2012]

Updated: February 19, 2014

Applies To: Microsoft Dynamics AX 2012 R3

When you create a sales order for a call center, you can enter the customer's payment information directly into the sales order and then submit the payment. This topic describes how to enter and submit payment information for a sales order.

Call centers can accept any of the payment methods that have been set up for the call center, including cash, check, credit card, gift card, and customer accounts. Customers can also use multiple payment methods in a single order.

The following table shows the prerequisites that must be in place before you start.

Category

Prerequisite

Required setup steps

Set up payment methods (Call center).

Select the Enable order completion check box in the call center settings. For more information, see Set up a call center.

Add the user who is creating sales orders to the list of users for the call center channel. For more information, see Set up a call center.

To use a cash, check, card, or customer account payment in a call center sales order, follow these steps.

  1. Click Call center > Common > All sales orders.

  2. Create a new sales order, and enter information about the customer and the products that are being purchased.

  3. When you have finished adding order information and are ready to enter payment, on the Action Pane, in the Maintain group, click Complete. The Sales order summary form opens.

  4. On the Action Pane, click Payments. In the Customer payments form, click Add, and then select the method of payment.

  5. Enter in the payment details. In the Payment amount field, enter the amount of the payment that should be made by using the selected method.

  6. Click OK, and then confirm that the Balance field has been updated to reflect the payment amount.

  7. Close the Customer payments form. Review the order details in the Sales order summary form, and then click Submit.

  8. To verify the status of the payment, close the Sales order form, and then, in the All sales orders list, press F5 to update the data. Select the sales order that you just created, and then, on the Action Pane, click Payments. The payment status and balance are displayed in the Customer payments form. Some of the statuses are as follows:

    • Paid – The payment transaction was posted successfully.

    • Authorized – The card was authorized by the card processor.

    • Not authorized – The card was not authorized by the card processor.

    • Not submitted – The payment was not submitted successfully. Either the worker who filled out the order has not submitted the payment yet, or a card was not authorized by the card processor.

For more information about how to handle unsuccessful payments and other payment issues, see Handle payment issues.

To use a gift card payment in a sales order, follow these steps.

  1. Click Call center > Common > All sales orders.

  2. Create a new sales order, and enter information about the customer and the products that are being purchased.

  3. When you have finished adding order information and are ready to enter payment, on the Action Pane, in the Maintain group, click Complete. The Sales order summary form opens.

  4. On the Action Pane, click Payments. In the Customer payments form, click Add, and then select the gift card method of payment.

  5. Enter the gift card number and the payment amount.

    NoteNote

    If the balance on the card is not enough to pay the specified amount, a message is displayed that contains details about the balance. If the card balance is zero, a message is displayed that states that the remaining amount on the card cannot be zero.

  6. Click OK, and then confirm that the Balance field has been updated to reflect the payment amount.

  7. Close the Customer payments form. Review the order details in the Sales order summary form, and then click Submit.

  8. To verify the status of the payment, close the Sales order form, and then, in the All sales orders list, press F5 to update the data. Select the sales order that you just created, and then, on the Action Pane, click Payments. The payment status and balance are displayed in the Customer payments form. The status should be Paid.

You can use a combination of payment methods in a sales order.

To use multiple payment methods in a sales order, follow these steps.

  1. Click Call center > Common > All sales orders.

  2. Create a new sales order, and enter information about the customer and the products that are being purchased.

  3. When you have finished adding order information and are ready to enter payment, on the Action Pane, in the Maintain group, click Complete. The Sales order summary form opens.

  4. On the Action Pane, click Payments. In the Customer payments form, click Add, and then select the first method of payment.

  5. Enter the payment details. In the Payment amount field, enter the amount that should be paid by using the first payment method.

    –or–

    If the customer is paying by credit card, by gift card, or on account, you can use the Percent amount field to specify the percentage of the total that should be paid by using that method.

  6. Click OK, and then click Add to create a second payment record.

  7. Enter the payment details. In the Payment amount field, enter the amount that should be paid by using the second payment method.

    –or–

    If the customer is paying by credit card, by gift card, or on account, in the Percent amount field, enter the remaining percentage that should be paid.

  8. Click OK, and then confirm that the Balance field has been updated to reflect the combined payment amount.

  9. Close the Customer payments form. Review the order details in the Sales order summary form, and then click Submit.

  10. To verify the status of the payment, close the Sales order form, and then, in the All sales orders list, press F5 to update the data. Select the sales order that you just created, and then, on the Action Pane, click Payments. The payment status and balance are displayed in the Customer payments form. The status is listed separately for each payment method.

After you have submitted payment information, you can pick and pack the order, and invoice the order.

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.

Category

Prerequisite

Configuration keys

Retail Headquarters configuration key

Call center configuration key

Payment configuration key

Retail gift card configuration key (for gift card payments)

Security roles

Sales clerk


Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).

Community Additions

ADD
Show: