How To: Entering a TW Transaction with No Lines (TW)

Overview

This tutorial describes how to enter a Take With transaction with no detail lines, a method commonly used to move a customer credit balance (on an A/R credit memo or temporary account), to a cash or office refund account.

In this process you first charge an amount to a credit memo or temporary account. On the same transaction you then refund that same amount as cash, credit card, and/or office refund.

Setup Requirements

Before moving a credit balance from a temporary A/R account, make sure that:

  • The ‘Allow Temporary A/R as Credit Memo’ preference in the Transaction Entry Pre-prompt selection (02-18-01, preference 69) is set to ‘Y.’
  • The DD or SO ticket that corresponds to the temporary A/R account is in history (shipped and updated).

Video

Tip: Use the controls on the video player to watch in Full Screen mode, adjust the quality, or watch on YouTube.

Step-by-Step

Click image to enlarge.

  1. To begin, select TW – Take With from the Type of Sale drop-down menu.

  1. Enter the Employee ID of the person processing this transaction in the Salesperson #1 field.

Click image to enlarge.

  1. In the A/R Account number field, enter the Credit Memo or Temporary Account number for this transaction. Press Tab to proceed.

  1. The customer information on file for the selected account populates the Customer tab. Click the Detail tab to proceed.

Click image to enlarge.

  1. Because no items are being sold on this ticket, to bypass item entry, enter a dash in the Item Number field and press Tab.
    NOTE: Make sure to press the Tab key or click the Accept button to open the Tender Entry window. The Enter key yields unpredictable results.

Click image to enlarge.

  1. The Tender Entry screen appears. First select Credit Memo from the Payment Type drop-down list.

  1. Enter the Amount being charged to the Credit Memo or Temporary account as a positive number.

  1. Enter the account number (of the Credit Memo or Temporary account) that you are charging to.

  1. Click Accept. The credit memo (payment) appears in the Payment window.

Click image to enlarge.

  1. From the Payment Type drop-down list, select the refund method.
    • The refund can be given in the form of Cash, applied to a Credit Card, or be issued as an Office Refund. You can split the refund among multiple payment types if desired.

  1. In the Amount field, enter the refund as a negative number.

  1. Click Accept.

  1. When the refund(s) equal the amount charged to the account, the Balance Due field will read zero. Click the Done button at the bottom of the Tender Entry window to finalize the transaction.

  1. Depending on how your Invoice Preferences (02-18-01, Field 8) are set up, one of the following now occurs:
    • The invoice is automatically printed
    • Invoice print is automatically skipped
    • You can choose to print or not print the invoice
Tags: