Retail:Gift Cards/CreditNotes
Contents |
Credit Notes
Introduction
A Credit Note is a type of gift card that is generated when doing any return process. When a Credit Note typed negative payment is created and synchronized, a Credit Note is also generated with the same quantity amount (but in positive).
After created, the user can consume that Credit Note to pay anything in the Web POS (with a value equal or less to the Credit Notes value).
 | This feature is available starting from 3.0RR18Q4. |
A credit note can be restricted so that it can only be used if the user assigned to the ticket and the linked to the credit note is the same, by using the "Web POS Forbid Anonymous Customer use a Credit Note " preference. With this preference, the anonymous customer can not create nor use a credit note.
| | This feature is available starting from 3.0RR21Q1. |
A credit note can be restricted so that it can only be used on the creating organization by configuring it in the client window.
Related documentation
Product Gift Cards and Vouchers
Credit Notes: Configuration
Client Configuration
| | This feature is available starting from 3.0RR21Q1. |
In the definition of credit note, it will be possible to restrict the credit notes to not allow using them outside the creating organization.
In order to configure this behavior, navigate to Client window and go to Credit Note Configuration section and check the Credit Notes Only For Creating Organization checkbox.
Organization Configuration
| | This feature is available starting from 3.0RR19Q3. |
In the definition of credit note, it will be possible to define a lifetime. This lifetime will be defined as a number of days.
Navigate to Organization window, and go to Credit Note Configuration section and enter the Credit Note expirations days.
Payment Method Configuration
Create a new Payment method Credit Note in Payment Method window. How to create payment method
Check the following values:
- Automatic Deposit: Checked
POS Terminal Type Payment Method Configuration
Navigate to Channel - Touchpoint Type window and select POS Terminal Type to configure a new Payment Type.
Check the following values:
- Search Key: Set value to GCNV_payment.creditnote
- Payment Method: Associate the Payment method configured in the step 1.
- Count Payment in Cash Up: Unchecked
- Reimburse G/L Item: Assign a G/L Item for reimburse actions
'POS Terminal' Payment Type Configuration
Navigate to POS Terminal window and select POS Terminal to configure a new Payment Type.
Check the following values:
- Search Key: Set value to GCNV_payment.creditnote
- Name: Name of payment type
- Payment Method: Payment method used for the credit note, this payment method must be the same that was configured in the step 2.
- Financial Account: Create a new financial account with the Credit Note payment method. Be sure that the payment method assigned to the financial account has the flag 'Automatic Deposit' checked.
Cash Management Events Configuration
Is necessary to configure the cash management events for close and reimburse actions. These events may be the same events generated for Gift Certificates.
Close event:
Check the following values:
- Event Type: Set value to 'Close'
Reimburse event:
Check the following values:
- Event Type: Set value to 'Reimbursed'
Those events are the same used for Gift Certificates. Gift Certificates Cash Management Events Configuration
Credit Notes: User Guide
Generate: Credit Note
Credit Notes can be generated anytime that an user is able to do a return.
Possible cases to generate Credit Notes:
- Verified Return
- Blind Return
- Return This Receipt
- Cancel Layaway
- Void Layaway
- Cancel and Replace
- ...
1. Use payment option Credit Note as show in next figure
2. When a ticket is closed making a payment of a 'Credit Note' payment method as above.
The template included in the module looks like:
In backend, a Gift Card Instance record is created for this credit note
As the previous image shows, this Gift Card Instance has "Based on Credit Note" type, which means that is a credit note, and has a related payment with the quantity returned. Navigating to the payment, is visible that is the payment generated when doing the return process.
Pay with: Credit Note
Credit Note will be used to pay a ticket as other payment method in Web POS.
Make a receipt and go to payment panel, select 'Credit Note' or press button 'More...' if can not see it. The receipt can be fully or partially paid by Credit Note.
Just before introducing a payment of type Credit Note, a selector is opened to ask for a Gift Card Instance of type Credit Note. By default, the selector filters for the active business partner, but the filter parameters may be modified in the Advanced Filter button to be able to search any for credit note. The '*' that appears in the Advanced Filter button says that a filter is already applied (in this case the business partner).
When an exact credit note number is searched for or one of the listed credit notes is selected, the credit note details popup is opened.
Selected Credit Note Details
On Clicking Apply button a payment is generated in the order with the amount introduced before (the total amount if the check button has been clicked to pay in Web POS) up to the Credit Notes available amount. At this moment a Gift Card Transaction record is created for the selected Credit Note to consume the payment amount, but still having the Sales Orderand Payment Method fields unassigned.
If this Credit Note payment is removed before finishing the ticket, the Gift Card Transaction will be removed.
Once the ticket is completed and synchronized, the Gift Card Transaction updates the Sales Order and Payment Method fields.
The Gift Card Instance is modified in backend at the following way:
The Gift Card Instance has a new transaction with the paid amount (18.90). The Current Balance has also been modified.
Create new Credit Note for the same customer
If a new credit note is generate for a customer who has already an opened credit note (for Arturo Montoro in this example), the opened credit note is canceled and it's quantity is summed to the new generated credit note. The new credit notes search key is equal to the canceled one, and the canceled's new search key is the old search key + '*C1'. If is canceled again, the search key will be the old search key + '*C2'.
Canceled Credit Note
A new transaction has been created with the remaining balance to close the Credit Note.
And a new Credit note is created with that quantity (-131.60) plus the new returned quantity (-14.50). The payments are negative, but the credit note balance is positive.
The payment associated to this new Gift Card Instance, is the original payment returned in Web POS (-14.50) adding a GL Item with the quantity amount to the canceled credit note:
The description field has information about the canceled credit note.
Unique/Multiple Credit Notes
There's a new check, at 'Customer' tab in the 'Business Partner' window that allow to create multiple credit notes to an unique user:
By default, this check is selected for each customer. If unchecked, each time a new Credit Note is created for a new customer, instead of closing and summing the quantities, a new credit note is created with only the returned value and the old one continues being usable.
The 'Anonymous Customer' always creates multiple credit notes.
Reimburse a Credit Note
The are situations in which a client wants to get in cash the value of a Credit Note.
To reimburse a Credit Note, an user must click on the Cash Management menu entry and click in the Reimburse button:
Clicking on the button, the gift cards selector is opened, in which an user can search for any Credit Note (Gift Certificates can also be reimbursed at this point, being able to difference by a label that show the type of each line).
When selecting any Credit Note the common gift card details popup appears:
Clicking the Apply button the Credit Note is reimbursed and a popup appears with the reimbursed quantity.
To persist the reimburse will be necessary to click on the Done button and confirm the Cash Management process.
Credit Notes list
A new tab has been created for the 'Business Partner' window that shows the list of credit notes that business partner has. By default, is filtered by opened credit notes.
Showing the full list:
Reverse Payments with Credit Notes
As is available with any other payment method, Credit Notes payments can also be reversed. This causes that in addition to create a new negative payment of type Credit Note, is also necessary to create a transaction that reverses the previous one. This transaction is added to the same Gift Card Instance, having the same quantity but in the inverse sign.
An example of a reverse payment could be the next one:
Note:
- To operate with Credit Note is mandatory have online connection
Reimburse in Different Payment Methods
| | Starting from RR19Q1 below functionality is available |
Configuration
Prior to being able to Reimburse Gift Cards in different payment methods in front-office, some configuration related to them needs to be done in back-office.
Financial Account
Navigate to Financial Account window and create a new record, as you can see in the following window.
Cash Management Events
Navigate to Organization window and select the store to configure, open tab Cash Management Events and create a event of type: Reimbursed and select a payment method to be used to reimburse the GiftCard.
All POSTerminal Payment Method to be used the configured payment method can be used to reimburse a Gift Card
Cash Management Provider for Payment Method
Some payments method need an external payment provider, for example the credit cards. A new field will be used to configure an external payment provider.
Navigate to POS Terminal window and select the store to configure, open the tab: Payment Type and select the payment method to be configured, as you can see in the following window.
Edit Payment Method and select a Cash Management Provider, as you can see in the following window.
Check Digit Algorithm for Gift Card and for Credit Note
It is possible to generate Gift Card or Credit Note identifiers with two algorithms: Luhn and EAN13.
Navigate to the Channel - Touchpoint windows and select a terminal. Now, in the Check Digit Algorithm for Credit Card and Credit Note you can choose the one that best suits your need.
WebPOS
In WebPOS you can reimburse a Gift Card from two places: Cash Management Window or GiftCard Detail Dialog
Cash Management Window
Select from main menu the option: Cash Management. And push button Reimburse to find a Gift Card. As you see in the following window:
When you find and select a Gift Card the following dialog show a detail information of it.
Note: Only the Gift Card Certificate of category: Refund the difference must be used for reimburse.
Push Apply button to reimburse the Gift Card, the following dialog is shown to select the amount to be reimbursed.
When you push Apply button and you have more than one payment method configured to reimburse it, will be shown the following selector and select the payment method to be will used to reimburse the Gift Card.
After the payment method is selected it show a dialog with amount to reimburse.
The reimburse operation is added to Cash Management list as you will see in the following window:
As usual in Cash Management Window you can confirm or cancel the pending operations.
GiftCard Detail Dialog
The other way to start a Gift Card reimburse is selecting the main menu option: Gift cards/vouchers to find and select a Gift Card. The following dialog shown with Gift Card details:
Push Return button to redirect to the Cash Management Window to complete the reimburse operation.
Cash Management External Provider
When you implement a external payment provider for Cash Management operation you need trigger the event "makeDeposits" to finish the payment process. As you can see in OB.UI.MockPayment component in tap event for OB.UI.MockPayment_OkButton:
if (this.owner.cashManagement) {
this.owner.cashManagement.depsdropstosave.trigger('makeDeposits');
}