Referencing Sales Orders with Payment Cards (SAP Library - Payment Card Processing (SD-BIL-IV))

Referencing Sales Orders with Payment Cards

Purpose

When you create a return, a credit memo or debit memo with reference to a sales order with payment cards, the R/3 System reminds you that this sales order includes payment cards. You can then take the cards into account when creating the target document.

Process Flow

You create a document with reference to a sales order.

The system determines whether the sales order contains payment cards. If so, it issues a message to remind you to take the payment cards into account.

You review the payment card plan and item detail in the source document to decide which payment cards and amounts to enter in the new document. You must enter this data manually.

When you save the new document, the system carries out a "negative" authorization, in effect reversing the amount reserved for the transaction on the customer's payment card account.

Example

A customer orders two lasers from you costing $5,000 USD each. She pays for the items using two credit cards. You create a sales order and enter the relevant card data in the payment card plan. In doing so, you limit the first card, MasterCard, to $6000 USD. You specify that the Visa card is unlimited by leaving the Limited to indicator blank. You authorize the amounts and save the sales order.

Two weeks after the lasers are delivered, the customer calls to inform you she is returning one of the lasers. When you create a return with reference to the relevant sales order, the system does not automatically copy payment card data from the sales order. This is because there may be several different ways of combining payment cards and amounts in the return. The system does, however, issue a message reminding you that there are payment cards in the order that need to be taken into account. You call up the payment card plan in the sales order to review the card data:

This graphic is explained in the accompanying text

Then you decide what information you want to enter in the return. There are two ways to create this return for $5,000 USD: you can either credit the full amount of the return to the first card, or you can split the amount between the two cards:

In the first case, you enter only the MasterCard in the return. Because you are working with one card, you do not call up the payment card plan. Instead, you use the fast entry field in the overview screen. You may decide to use the payment card plan, in which case you enter the MasterCard and leave the Limited to indicator blank. The total amount of the return ($5,000 USD) is automatically credited to the MasterCard when you save (and authorize) the return.
In the second case, you enter both the MasterCard and Visa card in the payment card plan in the return. You use the same proportion as the authorization and billing amounts (60/40) to credit the cards. When you set the Limit to indicator and enter a maximum amount of $3,000 USD for the MasterCard, the system automatically credits the Visa card with the rest, $2,000 USD, when you save (and authorize) the return.