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      10 | External Payments Configurations

      This article covers the External Payments component and how it can be accessed and configured in BackOffice to setup External Payments for use in the system. Within this component, thirty (30) External Payment Names are supported and can be configured per Venue. External Payment Names can also be Grouped which is used on the Till Balance Report. Additional Reporting Fields cater for all 30 External Payment Names.

      This article covers the External Payments component and how it can be accessed and configured in BackOffice to setup External Payments for use in the system.

       

         

        Within this component, thirty (30) External Payment Names are supported and can be configured per Venue. External Payment Names can also be Grouped which is used on the Till Balance Report. Additional Reporting Fields cater for all 30 External Payment Names.

        After configuration, a Till Function then allows for using the External Payments in SmartPOS; this is also explained in this article.

        Prerequisites 
        • To access External Payment Settings, the applicable Operator Privileges   will need to be enabled 
          • Operator Maintenance 'General' Tab
            • System Setup: "Maintain External Payments" Flag 
        System Setup: External Payments
        • External Payments are accessed via the System Setup menu in BackOffice
        • Clicking on External Payments will open the "External Payment Venues" tab which lists each of the Organization's Venues and allows for configuring each Venue's External Payments individually
          • By default, the Venues will be listed in ascending alphabetical order, however, the list can also be sorted descending alphabetically or by Venue ID

         

        Configuring External Payments
        • To configure External Payments for an individual Venue, complete the following steps:

          1. From the External Payment Venues tab, either double-click on the desired Venue or highlight the desired and click on the Select button at the top of the tab
          2. An External Payments window will open for the selected Venue which will display all of that Venue's External Payments; each External Payment will display the following information:
            • External Payment Number (1 through 30)
            • Venue ID
            • Date Updated
            • External Payment Name
            • Description
            • Group
              • External Payments that share the same Group Name will report on the Till Balance as individual Payments but under that Group Name and with a total for the Group
          3. Use the buttons at the top of this window as needed:
         

        Button

        Description

        Visual/s (if applicable)
        Exit External Payments
        • Clicking this button will close the External Payments window
        		  
        Add New
        • Clicking this button will allow for adding a new External Payment (up to 30 total)
        1. A small dialogue prompt will appear for entering the Name of the External Payment
        2. Another will then appear for optionally entering a Group Name
          • This offers the ability to group External Payments for Till Balance Reporting
            • E.g., if an External Payment System requires a breakdown of Meals and Drinks, separate External Payment Names could be created for each with both belonging to the same Group and the Till Balance Report will then report the individual External Payments under the Group Name with a total for the Group
        3. The new External Payment Name will then be added to the list and can be used at SmartPOS within the Venue

         

         
        Edit Name
        • With an External Payment Name highlighted, click this button to Edit its Name
        		  
        Active/Inactive
        • This button acts as a toggle
        • Highlight a desired External Payment and click on this button to make it inactive; it will then be highlighted in the standard BackOffice salmon color to indicate it's inactive
        • Alternatively, highlight a desired inactive External Payment and click this button to make it active

         

         
        Print List
        • Clicking this button will create a PDF document of the External Payment list which can be Printed
        		  
        Edit Group Name
        • With an External Payment Name highlighted, click this button to Edit its Group Name

         

         

        'External Payment Generic' Till Function
        • The standard SmartPOS Payment Screen can only fit External Payment buttons for External Payment 1 and 2
        • To accommodate External Payment numbers 3 through 30, an External Payment Till Function button will need to be added
        • This Till Function will allow any External Payment number to be set up and used at SmartPOS
        Configuration How-To
        • To set up an External Payment Till Function button/s, complete the following steps after logging into BackOffice:
          1. Navigate to the System Setup component in the sidebar menu and select Till Function Maps which will open the Till Function Override Setup Tab
          2. From the header section click on the Maintain Function Maps button which will open the Function Map List tab
          3. In the Function Map List Tab, highlight the desired Function Map and click on the Edit Function Map button in the header, or simply double-click on the desired Function Map line - either option will open another Tab allowing for the selected Function Map to be edited
          4. Using the Panel drop-down, select the desired Panel to add the Till Function/s to
            • A "Panel Selection" function button may need to be added elsewhere to allow navigation to the Panel via SmartPOS
          5. Click on the desired Button space and then configure the Button Settings:
            • In the Button Text field enter the text that will display on the Till Function Button on SmartPOS Workstation screens
            • Set the Function drop-down to 'Tender & Payment'
            • Set the Sub-Function to 'External Payment Generic'
            • Enter a corresponding Venue External Payment ID into the Item field
              • Only set this to restrict the Till Function button to a particular Venue
            • Enter a corresponding External Payment Number into the SubItem field
              • This is the Number of the External Payment Name as seen in the External Payment setup screen for the Venue
              • Use this if the External Payment Numbers are consistent across all Venues

         

         

        External Payment Reporting Fields

         

        • Reporting Fields for all 30 External Payment Names can be added to Till Summaries and to Operator Summaries
        • These can be added to a View in either of the aforementioned Reports and will then show applicable data when the View is being used:
          • External Payment (1 - 30) will show the total Monetary Amount that has been paid for the External Payment during the Period configured within the Report
          • Qty External Payment (1 - 30) will show the total Quantity of the External Payment during the Period configured within the Display Period

        • When an External Payment has been renamed, it can be located by this Name and not "External Payment #" after BackOffice has been restarted