Work Order COD Child Tab


This tab allows multiple payments (such as part check, part cash) to be recorded on a work order.

If OpenEdge (formerly APT Accelerated Payment Processing) is implemented, this tab may also be used to process credit card payments. See Work Order COD Child Tab#Work_Order_COD_Payment_Processing for details.

If TechAnywhere is implemented, this tab will be populated when the TechAnywhere Post is run for COD Work Orders.

The Work Order’s Job should reference an AR Terms record that is correctly configured for COD’s for COD processing. The COD box in the Job’s AR Terms record must be checked. The AR Terms Id defaults from the Job when the Work Order is loaded, so the Job’s AR Terms record must be set correctly from the beginning.


If this Tab is not Visible
The following registry entry was implemented to provide a way to preserve the original COD behavior where a single AR Sales journal was posted when a COD was invoiced – not a Sales Journal and Cash Receipt.  When this setting is present, the new WO-COD child tab is not visible and therefore not available.

Id: sys-start-ssrvcebllngcmpte Setting Key: UseSJForCOD Setting Value :true

Reversing a COD Invoice

To Reverse a COD invoice, the user must remove the Cash/Check Receipt payment on this tab before using the Job Invoice Reverse process.  If the Work Order's COD tab references more than 1 invoice number (i.e. deposit invoice & balance due invoice) care should be taken not to reverse all the invoices at the same time, otherwise the 1st invoice to be re-process will include all the COD payments.  

Important Fields:

Payment Type Id:
Enables the user to record the exact type of COD payment (e.g.,, cash, check, OpenEdge/APT, etc.). A payment type of “none” is useful for estimates and no charges.

The amount of the payment received (for COD's) or being processed via OpenEdge (APT).

Reference No.:
Typically, the check number or credit approval number. If you are using APT Payment Processing, this field will be completed by the system.

Invoice Id:
This display-only field will be completed by the system when the invoice is generated.

GL Account Id:
This display-only field defaults from the Payment Type Id.

CRJ Trx Id:
This display-only field will be completed by the system when the invoice is printed and the Cash Receipt entry is generated (manual entries) or posted from TechAnywhere.

image\Magnify.gif Click the Magnify button to see the following fields.

GL Entity:
This display-only field defaults from the Job in the Work Order header.

Masked CC No: (last four digits of the credit card)
CC Expiration Date:   CC Trx Id:
These display fields are completed when a Credit Card Payment is successfully processed.

TechAnywhere Source Rn: Technician Id:
If these fields are completed, this record/line was created/revised from TechAnywhere.

Date Received:
It may be necessary to generate multiple invoices on a single WO that has multiple COD lines from different visits. In previous releases, this was handled by toggling the 'Do Not Apply' flag. In this release, when invoicing with the revised Service Invoice, the system compares the COD's Date Received with the Bill Thru Date selected to determine if a WO COD line should be included on the invoice. The Cash Receipts Journal entry generated when the invoice is posting will have its Effective Date set to the WO COD Tab's Date Received.  If the Date Received does not fall within the current default Accounting Period, the Cash Receipt's Effective Date is adjusted to be either the Start Date or the End Date of the defaulted Accounting Period.  The Start Date is chosen when the current date is less than the Start Date.  The End Date is chosen when the current date is greater than the End Date.

If the COD Tab's Date Received is blank, the line will be included on the invoice unless the Do Not Apply flag is set (requires serviceinvoicev90b002.rpt dated 12/17/2014 or later).

Work Order COD/Payment Processing

If you have established an account with OpenEdge / XCharge (formerly APT), you may process a credit card payment from the Work Order's COD child tab for service work orders (note: this tab may be related as Payments in your system).

1. If this is a taxable Job, use the Compute Sales Tax button to compute the Sales Tax.

2. Click the Magnify on the COD / Payments child tab.

3. Enter the Payment Type for your credit card processing, and set the Amount to the total amount to be processed on the credit card, including Sales Tax if applicable.

4. Verify that the customer has their credit card ready, and then click the Process Payment button.

5. SAMPro will display a message reminding you that you will only have 60 seconds to enter the information; click Yes to continue.  Another message inform you that the journal entry will be added before Payment Processing; click Yes again.  

6. When the x-web portal opens, enter the customer's credit card number (without spaces or dashes) and expiration date and click Submit.

7. If the card is approved, the web portal will display "Approval" in red. If it is not approved, check the number and expiration date and try submitting it again.

8. When the payment is approved, the system will write the Approval Code back to the Reference field, and complete the CC Masked Account and Expiration fields for future reference.

Timing Out: If the Payment is not generated within 60 seconds, it will not be written back to SAMPro, even if a success is noted in the web portal.  If this occurs, repeat the process.

The OpenEdge (xcharge) Transaction Id is will referenced in the Work Order COD, AR Cash Receipts, and AR History records, when posting COD Service Invoices (where the alias is set) to the AR Cash Receipts Journal.