Tender Setup

The TENDER SETUP screen is used to edit and update the rules for accepting tender from the 'Invoice Tender' and the 'ROA Tender' windows.

 

Menu Path: Controls, Store, Tender Setup, TENDER SETUP screen

 

 

Edit the setup fields as needed and click the 'UPD' button to save changes. 

 

Note: A limit of twelve icons can be enabled for 'Invoice Tender'. If more than twelve are selected, when the 'UPD' button is clicked, a prompt opens to enable only twelve.

 

 

The screen is divided into nine sections by tender type:

Cash

AUTO FILL AMOUNT

Determines whether the 'CASH' field is automatically populated with the amount due.

 

  • Checked - Clicking the 'CASH' field on the Tender window automatically populates the 'ENTER TENDER AMOUNT' field with value due in the 'PLEASE PAY THIS AMOUNT' field and opens the pop-up to continue.

 

 

  • Unchecked - An amount must be entered in the 'ENTER TENDER AMOUNT' field before clicking the 'CASH' icon to continue.

 

ROUND CHANGE TO

Determines whether or not pennies are used as Tender for counties that have decommissioned the use of pennies.

 

  • '.01' (Default) - Pennies are accepted as tender.
  • '.05' - Pennies are not accepted as tender, therefore, the system rounds the amount to the nearest nickel (5 cents, 0.05 dollars)

 

The system prompts that the amount being paid will be rounded to the nearest nickel. In the following example, the 'PLEASE PAY THIS AMOUNT' is $35.56; however, the 'SUGGESTED TENDER AMOUNT' displays the rounded amount of $35.55.

 

 

 
The 'ENTER TENDER AMOUNT' field continues to be enabled and if the suggested amount is changed, that amount will be charged, however, pennies may not be available as customer change.

The system rounds the values as follows:



Rounding is not used:

- For any form of payment where change is not tendered, such as checks, credit or debit cards, or charge (on account) transactions. The exception is that any with over tender amounts where cash is paid out, then the over tendered amount will be rounded, if necessary.
- When change is tendered in a nickel divisible cash amount.
- When a non-nickel divisible cash amount is tendered that results in a nickel divisible change amount.
- When the invoice total is a nickel divisible amount.

If an amount is entered in the 'ENTER TENDER AMOUNT' field that rounds evenly to a nickel or an amount that causes change due to round evenly to a nickel and the 'CASH' icon is clicked, the system will accept the amount entered and will return any change due as a nickel divisible amount. For example:



For sourced parts and if a 'DEPOSIT' is taken, the amount entered is accepted as the amount entered for deposit and does not use the rounding rules when the balance of the invoice is being paid by cash even if the amount is not divisible by a nickel. However, when the parts arrive and the invoice is reopened for tender, the rounding rules do apply.

When the 'MAXIMUM OVER TENDER AMOUNT' is set to a value greater than 0.00 for Checks, Travelers Checks, and/or Gift Cards so that the amount being returned to the customer is not divisible by a nickel, the same rounding rules as cash sales are followed.

When cash is returned, the amount is always divisible by a nickel. The same rounded amounts used for sales invoices are used when refunding cash.

Change due is always returned in the home currency and not in foreign currency. Therefore, if foreign currency is tendered, the exchange rate is applied and the home currency value is calculated and applied to the invoice. Then, the change or balance due is calculated and rounding rules applied.

Tendered 'COD-UNPD' invoices follow the same rounding rules defined for regular sales invoices. However, a 'COD SHORT' is only tracked for a paid 'COD' invoice if the invoice is truly short. For example, if a 'COD-UNPD' invoice amount is $10.42 and if the 'COD' cash amount paid is $10.40 (2 cents less than the amount due) and the suggested rounding amount is $10.40, then the 'COD' is not short. The system will track the $-0.02 as the residual amount from rounding the change.

Payment Credit (PC) transactions created in the 'ROA Tender' window always reflect the amount entered. PCs are not rounded. If change should be returned from the amount that is not divisible by a nickel, rounding rules will apply.

The net value of rounding is tracked on the INVOICE JOURNAL SUMMARY REPORT in the 'LINE ANALYSIS' section as the 'CASH ROUNDING' total, and in the 'DAILY SUBTOTAL' and 'GRAND TOTAL' under the 'TENDER AMOUNT $' column on the INVOICE JOURNAL – TENDER REPORT.

The net of the debit and credit residual amount from cash rounding at 'Invoice Tender' and 'ROA Tender' are reported in the 'CASH ROUNDING' field on the DAY/CASH CLOSE screen, however, it is not included in the 'SUBTOTAL' or 'TOTAL DRAWERS' fields. The value is also reported in the CASH DRAWER DEPOSIT SUMMARY REPORT. The rounded value is tracked for the amount of cash collected so that the day's total will balance to the actual amount collected rather than the invoice total.

 

HOME CURRENCY

This setup is used for stores that tender both home and foreign currency and determines the currency that is used as the home currency per store.

 

  • 'USD' (Currency of the USA)
  • 'CAD' (Currency of Canada)

Checks

ACCEPTED

Determines whether or not checks are accepted at Tender.

 

  • Checked - The 'CHECK' icon is available on the 'Invoice Tender' and 'ROA Tender' windows if the customer's 'ACCEPT CHECKS' field is checked. If the 'CHECK' icon is enabled and the customer is not allowed to pay by check, clicking the 'CHECK' icon prompts that checks cannot be accepted

 

  • Unchecked - The 'CHECK' icon is hidden on the 'Invoice Tender' and 'ROA Tender' windows regardless of whether the customer 'ACCEPT CHECKS' flag is checked or unchecked. If this field is unchecked, then the rest of the setups under 'Checks' are grayed out and unavailable.

 

CHECK CLEARANCE PERIOD

Enter the number of days from 0 to 999 required to expire before allowing cash to be returned to the customer from a sale that was originally paid for by check.

 

CHECK CLEARANCE AMOUNT
Enter the maximum dollar amount that can be returned to the customer prior to the expiration of the 'CHECK CLEARANCE PERIOD'.

 

AUTO FILL AMOUNT
Determines whether or not the 'CHECK' field is automatically populated with the amount due.

 

  • Checked - Clicking the 'CHECK' field on the 'Tender' window automatically populates the 'ENTER TENDER AMOUNT' field with the value due in the 'PLEASE PAY THIS AMOUNT' field and opens the pop-up stating the amount to be paid by check.  
  • Unchecked -  An amount must be entered in the 'ENTER TENDER AMOUNT' field before clicking the 'CHECK' icon to continue.

 

MAXIMUM OVER TENDER AMOUNT
Enter the amount in excess of the actual invoice amount that is tendered on a check to give "cash-back" to the customer.

 

COLLECT INFORMATION
Determines whether or not the 'ENTER CHECK NUMBER' pop-up opens to capture the number of the check being presented for payment.

 

  • Checked - The 'ENTER CHECK NUMBER' pop-up opens when the 'CHECK' icon is clicked forcing a check number to be entered.

 

 

Since a check number must be entered, if the 'OK' button is clicked without entering a check number, a warning prompt opens, and when closed, the 'ENTER CHECK NUMBER' pop-up remains open.

 

 

If the statement 'PRINT COLUMN CHOICE' is set to 'CHECK', the check number will print on the customer statement for ROAs tendered by check.

 

If 'CANCEL' is clicked, the 'ENTER CHECK NUMBER' pop-up closes and another payment type can be selected.

 

  • Unchecked - The 'ENTER CHECK NUMBER' pop-up does not open and the tender process continues without entering a check number.

Traveler's Checks

ACCEPTED

Determines whether or not Traveler's Checks are accepted at Tender.

 

  • Checked - The 'TRAVELERS CHECK' icon is available on the 'Invoice Tender' and 'ROA Tender' windows as a form of payment.   
  • Unchecked - The 'TRAVELERS CHECK' icon is hidden on the 'Invoice Tender' and 'ROA Tender' windows. If this field is unchecked, then the rest of the setups under 'Traveler’s Checks' are grayed out and unavailable.

 

MAXIMUM OVER TENDER AMOUNT
Enter the amount in excess of the actual invoice amount that is tendered on a traveler's check, to give "cash-back" to the customer. 

Coupons

ALLOW ON DEPOSIT

Determines whether or not coupons can be used as a form of payment on a Deposit.

 

  • Checked - The 'COUPON 1' and 'COUPON 2' icons are available and can be accepted as tender for 'DEPOSIT' invoices. 
  • Unchecked - The 'COUPON 1' and 'COUPON 2' icons are hidden and unavailable. 

 

COUPON 1

Determines whether or not 'COUPON 1' is used for Tender.

 

  • Checked - The coupon icon is available on the 'Invoice Tender' and 'ROA Tender' windows as a form of payment and is normally used to track manufacturer coupons. Optionally enter a short name that describes the coupon, for example, "MFG" if used for manufacturers' coupons. If a custom name is not entered, 'COUPON 1' displays for the icon.
  • Unchecked - The coupon icon is hidden and unavailable.

 

BAR CODE REQUIRED

Determines whether or not a bar code must be entered when using a coupon. The 'COUPON 1' checkbox must be checked to enable this field.

 

  • Checked - When the 'COUPON 1' icon is enabled and available on the Invoice 'Tender' or 'ROA Tender' windows, if clicked, a pop-up opens to scan or enter a 'BAR CODE' and to enter the 'AMOUNT' of the coupon.

 

 

If a 'BAR CODE' is not scanned or entered and the 'TENDER' button is clicked, the system prompts to enter the 'BAR CODE'.

 

 

If an 'AMOUNT' is not entered and the 'TENDER' button is clicked, the system prompts to enter the 'AMOUNT'.

 

 

  • Unchecked - When the 'COUPON 1' icon is enabled and available on the 'Invoice Tender' or 'ROA Tender' windows, if clicked, a pop-up opens to optionally scan or enter a 'BAR CODE'.


If the 'TENDER' button is clicked without entering an 'AMOUNT', the system will prompt to enter the 'AMOUNT'.

 

MAX COUPON AMOUNT

Enter the maximum allowable amount per coupon up to 9,999.99. An amount of 0.00 indicates no maximum amount. The 'COUPON 1' checkbox must be checked to enable this field.

 

If the 'AMOUNT' entered for the coupon is over the 'MAX COUPON AMOUNT', a prompt opens to re-enter the coupon amount.

 

 

COUPON 2

Determines whether or not 'COUPON 2' is used for Tender.

 

  • Checked - The coupon icon is available on the 'Invoice Tender' and 'ROA Tender' windows as a form of payment and is normally used to track store coupons. Optionally enter a short name that describes the coupon, for example, "STORE" if used for store coupons. If a custom name is not entered, 'COUPON 2' displays for the icon.
  • Unchecked - The coupon icon is hidden and unavailable.


Indicates the label name of the coupon button in the 'Tender' window. If the field is checked and no specific label is entered, 'COUPON 2' displays as the button name in the 'Tender' window. 'BAR CODE REQUIRED' and 'MAX COUPON AMOUNT' fields for the coupon are unavailable when this field is unchecked.


When the Promotions feature is active, this field is always selectable as an optional payment type.

 

BAR CODE REQUIRED
Determines whether or not a bar code must be entered when using a coupon. The 'COUPON 2' checkbox must be checked to enable this field.

 

  • Checked - When the 'COUPON 2' icon is enabled and available on the 'Invoice Tender' or 'ROA Tender' windows, if clicked, a pop-up opens to scan or enter a 'BAR CODE' and to enter the 'AMOUNT' of the coupon. 
  • Unchecked - When the 'COUPON 2' icon is enabled and available on the 'Invoice Tender' or 'ROA Tender' windows, if clicked, a pop-up opens to optionally scan or enter a 'BAR CODE'.


Note: Refer to 'COUPON 1' 'BAR CODE REQUIRED' for additional information.

 

MAX COUPON AMOUNT
Enter the maximum allowable amount per coupon up to 9,999.99. An amount of 0.00 indicates no maximum amount. The 'COUPON 2' checkbox must be checked to enable this field.

 

If the 'AMOUNT' entered for the coupon is over the 'MAX COUPON AMOUNT', a prompt opens to re-enter the coupon amount.

Loyalty Program

eRewards

Determines whether or not eRewards are tracked at 'Invoice Tender'. eRewards is a subscription fee-based feature and must be enabled by PartsWatch Support.

 

  • Checked - The 'eRewards' icon displays and is available on the 'Invoice Tender' window. 


If clicked, a pop-up opens to enter the dollar amount of accumulated eRewards to apply against the invoice. A 'BAR CODE' is not necessary.

 

 

If both 'COUPON 2' and 'eRewards' are selected, when the 'UPD' button is clicked a prompt will open stating to choose only one.

 

 

  • Unchecked - The 'eRewards' icon is hidden and unavailable at 'Invoice Tender'.

 

CARD BUTTONS

The field defaults to 'INDIVIDUAL' so that all credit card setups as selected are available at Tender. Field selection is used for Electronic Funds Transfer (EFT) functionality only and is grayed out/unavailable unless EFT is enabled.

 

  • 'INDIVIDUAL' - The 'Invoice Tender' and 'ROA Tender' windows display separate icons for each credit, debit, and gift card used as tender.

  • 'COMBINE CREDIT' - 'Invoice Tender' displays one icon for credit cards, one for debit cards, and one for gift cards. 

    • Only 'DEBIT CARD' and 'OTHER' card types can be selected from the 'Accepted Credit Cards' section. 

    • The 'REQUIRE EFT FOR CREDIT/DEBIT CARDS' field in the 'Electronic Funds Transfer' section is grayed out/unavailable and cannot be unchecked.

  • 'COMBINE CREDIT+DEBIT' - 'Invoice Tender' displays one icon for all credit and debit cards and a separate icon for gift cards. 

  • 'COMBINE CREDIT+DEBIT+GIFT' - 'Invoice Tender' displays one icon for all credit, debit, and gift cards.

    • Only the 'OTHER' card type can be selected from the 'Accepted Credit Cards' section. 

    • The 'REQUIRE EFT FOR CREDIT/DEBIT CARDS' field in the 'Electronic Funds Transfer' section is grayed out/unavailable and cannot be unchecked.

    • The 'REQUIRE EFT FOR GIFT CARDS' field in the 'Electronic Funds Transfer' section is grayed out/unavailable and cannot be checked.

 

Note: With EFT functionality enabled, regardless of how the card icons display, clicking one causes the card reader to test for the type of card. Only like cards will be accepted, i.e. clicking a Credit Card icon will allow credit cards, but not debit or gift cards, etc. Any mismatch causes the transaction to be rejected.

 

 
Support of Combined Buttons for Implemented EFT Services in PartsWatch:



Optimal settings for each of the EFT Services:

Credit Cards

ALLOW AS REFUND

Determines whether or not the credit card icons on the 'Invoice Tender' window are available.

 

  • Checked - The credit card icons are available for return invoices. The refund amount is tracked as a return to the selected credit card.
  • Unchecked - The credit card icons are not available for return invoices. 

 

AUTO FILL AMOUNT

Determines whether or not a credit card field is automatically populated with the amount due.

 

  • Checked - Clicking a credit card icon on the 'Invoice Tender' or 'ROA Tender' windows automatically populates the 'ENTER TENDER AMOUNT' field with the value due in the 'PLEASE PAY THIS AMOUNT' field and opens the pop-up stating the amount to be paid by credit card. 
  • Unchecked -  An amount must be entered in the 'ENTER TENDER AMOUNT' field before clicking the credit card icon to continue.

 

MAXIMUM OVER TENDER AMOUNT
Enter the amount in excess of the actual invoice amount that is tendered on a credit card, to give "cash-back" to the customer. 

Accepted Credit Cards

Determines the credit card types that are available at tender.  

 

  • Checked - The specific card icon is available at tender.
  • Unchecked - The specific card icon is hidden and unavailable at tender.  

 

Available card types are:

 

  • 'VISA'
  • 'MASTERCARD'
  • 'AMERICAN EXPRESS'
  • 'DISCOVER'
  • 'DEBIT CARD'
  • 'OTHER' - To custom-name the card, enter up to 10 alphanumeric and special characters that describe the card. For example, "A/P STORE" for a store card.

Gift Cards

Note: This section is used for both Gift Cards and Merchandise Cards if allowed as tender, whether or not Electronic Funds Transfer functionality is enabled.

 

ACCEPTED
Determines whether or not Gift Cards are accepted at tender.

 

  • Checked - The 'GIFT CARD' icon is available on the 'Invoice Tender' and 'ROA Tender' windows as a form of payment.   
  • Unchecked - The 'GIFT CARD' icon is hidden on the 'Invoice Tender' and 'ROA Tender' windows.

ALLOW AS REFUND
Determines whether or not the 'GIFT CARD' icon on the 'Tender' window is available for returns.

 

  • Checked - The 'GIFT CARD' icon is available for return invoices. The refund amount is tracked as a return to the gift card.
  • Unchecked - The 'GIFT CAR'D icon is not available for return invoices.

 

ALLOW ON ROA
Determines whether or not gifts cards can be used for ROA payments.

 

  • Checked - The 'GIFT CARD' icon is available when creating a ROA in the 'PAYMENT RECEIVED ON ACCOUNT' window at Point-of-Sale and from the POST ENTRIES screen. 
  • Unchecked (Default) - The 'GIFT CARD' icon is hidden and unavailable.

 

AUTO FILL AMOUNT
Determines whether or not the 'GIFT CARD' field is automatically populated with the amount due.

 

  • Checked - Clicking the 'GIFT CARD' icon in the 'Tender' window automatically populates the 'ENTER TENDER AMOUNT' field with the value due in the 'PLEASE PAY THIS AMOUNT' field and opens the pop-up stating the amount to be paid by gift card.  
  • Unchecked -  An amount must be entered in the 'ENTER TENDER AMOUNT' field before clicking the 'GIFT CARD' icon to continue.


MINIMUM REFUND AMOUNT
Enter the minimum amount that can be refunded to a gift or merchandise card from a return invoice. The amount entered can be positive or negative. This field defaults to '5.00'.


At Tender, when a value to be returned to a gift card is less than the 'MINIMUM REFUND AMOUNT', the system will deny the transaction. Select another tender type to complete the transaction.

 

 

When the amount to return is less than the 'MINIMUM REFUND AMOUNT', the amount entered is refunded to the gift card.

 

MAXIMUM OVER TENDER AMOUNT
Enter the amount in excess of the actual invoice amount that is tendered on a gift card, to give "cash-back" to the customer.

Electronic Funds Transfer

REQUIRE EFT FOR CREDIT/DEBIT CARDS

Determines whether or not Electric Funds Transfer (EFT) functionality is used to tender credit and / or debit cards.

 

  • Checked - Forces locations to use EFT functionality when tendering credit and or debit cards. EFT devices must be configured, enabled, and available to process credit cards with true financial processing. If EFT functionality is enabled but not available for any reason, credit card transactions are not allowed. If disabled, the credit and/or debit card icons are grayed out/unavailable as a safeguard to ensure that counterpersons know to manually confirm credit card transactions.
  • Unchecked - Credit and/or debit card transactions are allowed without EFT functionality. Credit and debit card icons are enabled in the 'Tender' window.

 

REQUIRE EFT FOR GIFT CARDS
Determines whether or not Electric Funds Transfer (EFT) functionality is used to tender gift cards.

  •  
  • Checked - Forces locations to use EFT functionality when tendering gift cards. EFT devices must be configured, enabled, and available to process gift cards with true financial processing. If EFT functionality is enabled but not available for any reason, gift card transactions are not allowed. If disabled, the gift card icons are grayed out/unavailable as a safeguard to ensure that counterpersons know to manually confirm gift card transactions.
  • Unchecked - Gift card transactions are allowed without EFT functionality. The 'GIFT CARD' icon is enabled in the 'Tender' window. 

PRINT EFT RECEIPTS
Determines whether or not a receipt prints in addition to the invoice when EFT credit/debit/gift cards are processed as an invoice payment.

 

  • Checked - The EFT receipt prints.
  • Unchecked - The EFT receipt does not print.

 

CURRENCY EXCH
Provides a quick link to the CURRENCY EXCHANGE screen used to set the Home Currency, Exchange Currency, and Exchange Rate for stores.