About Pay Codes
The pay code selected at the beginning of an order specifies payment type and affects how the order is handled. Order Entry is designed to handle many types of transactions, including cash sales, prepaid sales, charges, credit and cash returns, and so on. Pay codes are numbers or letters that define the type of transaction. Default pay codes are determined by the status code specified in the Status O/E box in the Customer Order Entry 1 tab. For example, if the customer is allowed to charge, the Paycode box defaults to Charge. If the customer is not allowed to charge, the Paycode box defaults to Cash.
When beginning an order, you can select the pay code for this transaction in the Paycode box or accept the default. The pay code you select determines the information that displays and the options that are available.
Note: Depending on the type of transaction you select, you may also have an opportunity to change the pay code before completing the order. However, if you begin an order using a sale pay code, you can change it to any other available sale pay code (if a customer is not allowed to charge, you cannot change the order from pay code Cash to pay code Charge, for example), but you cannot change a Credit Return and Cash Return pay code. Likewise, an order started using a returns pay code can be changed to any other available returns pay code but cannot be changed to a sale pay code.
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If you place a cash or a prepay order, you must specify how the customer pays for the merchandise when you complete the order. For example, the customer could pay by cash, check, credit card, gift certificates, coupons, and so forth. This choice of payment method is called legal tender. The Order Entry application uses default tender codes, but you can also create your own. For more information about tender codes, see About Tender Codes.
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