TABLE OF CONTENTS

DISCLAIMER

Certain card providers have set requirements around the usage restrictions of their cards, for example, this may include but is not limited to the restrictions that some may not allow their cards to be used for paying off outstanding accounts and rather can only be used for paying a current POS transaction. Some may require the receipt to display the terms "Not a Tax Invoice". Synergy/Auxosoftware do not take responsibility for your application of or adherence to the terms between you and the card provider. In some instances the payment network / card payment gateway may enforce such restrictions (declining contravening transactions etc); for such matters it is advised that you contact your Eftpos provider for further advice.


Setting up Payment Types in Synergy


In Synergy Auto Shop / Financials (back-office) go to Company/Setup > Accounts Receivable > Payment Types:



This will display the Payment Types List 

(screenshot provided as an example only - do not use this as the basis for your configuration):


Change the Order of Payment Types


You can use the Adjust Order button (top/right) to view the following menu where you can adjust the order the payment types will appear on the relevant payment type selection screens when entering a payment into back office or POS/PumpLink.



Simply click on a payment type to highlight it, then use the Up/Down arrow icons in the top right to move the payment type up or down the ordered list.


Remember to click 'Save' to apply your changes.


Add or Edit Payment Types

On the Payment Type List, click the New button to create a new payment type, or select an existing payment type and click the Edit button to edit it. This will load the payment type maintenance screen outlined below:



  • Discontinue - clicking this box will discontinue the payment type, making it unavailable for future use
  • Payment Type - This is where you define the name of the payment type
  • % Fee Rate - Only applicable when using cashbook, here you can define the percentage fee you are charged by the bank or card provider for use of the current payment type
  • Flat Fee Rate - Only applicable when using cashbook, if your card provider or bank charges a flat fee for payments received under this payment type this is where you specify the fee.
  • Fee Separate - Only applicable when using cashbook ticking this box will make the 'fee' for this payment type appear in cashbook separately,
  • Analysis Code - Only applicable when using cashbook, by pressing the F2 key on your keyboard, when the cursor is in this field, you can select the appropriate Analysis Code to apply to the Fees for this payment type.
  • In Banking Summary - Generally, this would only be ticked for Cash and Cheque, as it includes them in the banking summary for physical payment types you deposit manually at the bank.
  • Open Cash Drawer - Tick this box for any payment types that you would want the Cash Drawer (connected at your point of sale) to open for.
  • Allow Change - Generally only used for Cash, ticking this box will prompt the system to calculate, display and process the change owed to the customer when paying with this payment type (e.g. for a $19 sale, if $20 cash is entered, this tickbox prompts the system to display and record the $1 change that should be given to the customer).
  • Allow Refund - Select this tickbox if the current payment type is one you can process refunds for when performing 'returns and credits' in POS. For example Cash is the most common payment type in this scenario, allowing you to refund the customer with cash from the till. Some Eftpos/Credit Cards may also allow you to refund directly through the Eftpos terminal to the card swiped during the refund process. This will deduct the refunded money from the 'Payments Received' totals etc on end of day/end of shift reports etc.
  • Enter Account Details for Payments - This will display an additional input screen to enter customer details, generally used when receiving payments by cheque, so details of the customer making the payment and their bank name etc can be captured and reported on the Banking Summary Report printed from the back office banking process.
  • POS - Non Tax Invoice - This checkbox may only be visible when certain Eftpos integration and related addons are activated in your system. Ticking this box will make the POS Receipt printed for this payment type print the words "Not a Tax Invoice" where it would otherwise print "Tax Invoice". This is a requirement from some card providers, most commonly Fuel Cards.
  • Block '71 - Disallowed Product' Sales - only available with the Analysed Purchase Addon in PumpLink. This will block POS from allowing the use of this Payment Type if the transaction includes any products that are assigned this analysed purchase code, by hiding the payment type from the tenders screen and displaying a warning message.
  • Payment Type Class - This setting can have significant impacts on the operation of the software when using POS/PumpLink. For example 'CASH' type class will know to apply 'cash rounding' on payments entered to accomodate rounding to the nearest 10c, and adjust any required 'Change' accordingly. We will provide some elaboration in the tip at the end of this KB article for any further suggestions we have on the appropriate type class for certain payment types.
  • Icon on Tenders Form - Here you can select from some pre-defined icons to display beside the name of the payment type when entering payments.
  • Manual Eftpos - This feature is not currently in use, and is reserved for possible future enhancements.
  • Cashbook Banking Name - Only applicable when using cashbook, here you can select the name, from your Payees list that the Receipts will be assigned to if the current banking only includes this specific payment type. 


Important Information on Payment Type Classes and Analysed Purchase Transactions


Fuel Card Payment Type Class

The payment type class "Starcard" is recommended for Z-Biz/Starcard and any other fuel card for which the card provider does not allow their card to be used for Account Payments. Some users may wish to use the Payment Type Class "Eftpos" for any cards that the card provider does allow to be used for Account Payments; it is our understanding that some POS customers use this option for Farmlands Card after confirming they have permission to use this card for such purposes.


Disallowed Products

For any fuel cards, and any other applicable analysed purchase cards, you should utilise the payment type setting to Block '71 - Disallowed Product' Sales as shown in screenshot earlier in this article, to hide the respective payment type from being available when processing a transaction that includes products that have been assigned to the analysed purchase code 71 - Disallowed Products.


Trying to process a transaction that includes such disallowed products will result in the following warning:



Warning Re Suspended Transactions

Card providers and/or Payment Gateways such as Paymark etc, reserve the right to decline transactions or withhold payment to you for payments made using their cards if the transaction contravenes their terms with you for accepting their cards. For example if you use a Z-Biz card for an account payment, Z Energy will most likely withhold paying this money through to you, even though the initial transaction was 'Accepted' through the Eftpos terminal. This is outside Synergy's/AuxoSoftware's control and jurisdiction and settlement of this matter will be between you, the Retailer, and the Card Provider.