POS 2017 - Issue with multiple tenders for layby payment

Legacy KB ID: 5607

Question

I’m unable to process the layby payment using split payment method. My Client wants to do split payment and pay using different payment methods, like cash or EFTPOS, or gift cards or all of them combined. However, POS 2017 does not allow me to do a split payment. It concludes in first payment, and transaction finishes with the incorrect tender amount.

Answer

In Reckon Point of Sale 2017, if you try to make a layby payment using multiple tenders, only the first tender type is accepted but the balance is reduced by the total tender entered. For example:

1. Select a layby account

2. Select a layby for that account

3. Enter a total amount to be paid, eg. $50 (enter 5000)

4. Press Layby Payment key

5. Enter first tender amount, eg. 2000, then press Tender Cash key

6. You should then be able to enter another payment amount, eg. 3000 and Tender Cheque, but instead the transaction finishes and the balance due shown in POS is reduced by the whole amount ($50 in this example) even though only the $20 cash payment was entered.

If the transaction is viewed in the Last Transaction pane or the Transaction History list in POS Terminal, a Balance Due line is shown after the first payment item.

The End-of-Day file only contains the initial payment and only reduces Accounts Receivable by that amount, so the amounts in Reckon Accounts will be correct.

Products Affected:

This issue only affects Reckon POS 2017 (initial release, ‘Version 2017 (20.0.7)’ in Help > About…)

Solution:

The issue above has been fixed for new transactions in Point of Sale 2017 Service Pack 1. This service pack can be downloaded from https://www.reckon.com/au/downloads-guides/

All existing installations of Point of Sale Administrator and Terminal need to be uninstalled before installing Point of Sale 2017 Service Pack 1. In Help > About… the service pack shows as ‘Version 2017 (20.0.8)’.

Note that the service pack does not fix existing layby balances affected by this issue.

How to fix any affected layby balances in POS

For any affected layby, the balance due in POS will be wrong but the balances in Reckon Accounts will be correct, so we need to do a negative payment against the layby in POS then NOT send that transaction to Reckon Accounts:

1. After trading hours, make sure all transactions have been sent to Reckon Accounts in End-of-Day files.

2. Get a report from Reckon Accounts showing the payments for each layby customer:

3. In Reckon Accounts open a Transaction List by Customer report (Reports menu > Customer and Receivables > Transaction List by Customer)

4. Click Modify Report and make the following modifications:

a. On the Display tab, change the Dates selection to All, and remove the Num, Account, Clr and Split columns. Select Type in the Sort by list.

b. On the Filters tab, click the Name filter in the Filter list and select Layby Customer and click OK.

c. Still on the Filters tab, click the Paid Status filter in the Filter list and select Open. Click the TransactionType filter and select Multiple Transaction Types. From the window that opens select Payment and Journal. Click OK, and OK again to close the Modify window.

5. In the report, widen the columns so that you can see all the data. This report should now show all payments and payment refunds (check the General Journals Description field) for open laybys. The layby customer name is at the end of the Description field. Print the report.

6. Open POS Administrator and select Reports menu > Layby > Outstanding Laybys

7. Select ‘Predefined Date Period’ and set the value to All. Select your printer and print the report.

8. For each layby number in the Outstanding Laybys report, compare the Payments column amount to the total of any payments and payment refunds for that account in the Reckon Accounts report. If POS shows a higher total of payments for a layby than Reckon Accounts, a refund payment can be entered into a POS Terminal to fix it:

9. Close and re-open POS Terminal to ensure the layby list is refreshed.

10. Open the layby customer list and select the layby customer and then the layby that needs changing

11. Select the Refund key, enter the amount of the ‘overpayment’, select the Layby Payment key then the Tender Cash key. The balance due increases to the correct amount.

12. Perform steps 10 and 11 for any other laybys that need an adjustment.

13. When all are done, perform an End-of-Day on the terminal. Then browse to the End-of-day file created, and rename it LaybyBalanceAdjustments-DoNotPost.pos.

14. The renamed End-of-Day file will not be found by POS Administrator and should NOT be sent to Reckon Accounts. It is just a record of the adjustments made.

Need more help?

Ask the Reckon Community at:https://community.reckon.com/reckon


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