Downpayments

Down payments are actual payments made by customers in order to receive products. A down payment is a payment, but a payment is not always a down payment. The difference is that down payments are made at a moment when no revenue is realized yet. Down payments are initially a balance sheet item in the financial administration. Only when revenue is generated can a down payment be converted into a regular payment.
In addition to down payments, there are also down payment requests. A down payment request is an agreement between the retailer and the customer that a down payment will be made. A down payment request is not a down payment itself; it is only a commitment. From a down payment request, RetailVista can create an actual down payment.

A single down payment eventually consists of multiple records: at minimum a down payment and an offsetting entry. This can also be seen clearly in the overview of down payments. There is an original down payment of 30 euros, and later an offsetting entry of -30 euros was made in transaction number 506. This offsetting entry fully clears the original down payment.

Tab General

In this tab, the general information regarding down payments is shown. The following fields are available:

Store

The store where the down payment belongs.

Action

The action performed that applies to this down payment. The following options are available:

Down payment	This is the actual initial down payment. This action starts the first step in a down payment cycle.
Offsetting entry	RetailVista automatically creates an offsetting entry when a down payment is converted into a real payment. The offsetting entry reduces the remaining balance of the original down payment. Multiple offsetting entries may be created for the same original down payment. An offsetting entry cannot exist without a down payment.
Refund	From a refund request, RetailVista can automatically or manually create a refund. A refund ensures that the refund request can be marked as completed. A refund request and a refund belong together, just like a down payment and an offsetting entry. A refund cannot exist without a refund request.
Refund request	From a product return, a refund request can be automatically created. The refund request is not the actual refund; the actual refund is performed using the Refund action described above. A refund request cannot exist without a down payment.

User

The user who created the down payment.

Down payment number

For all actions except Down payment, a down payment number is required.

For an offsetting entry, this is the number of the down payment.
For a refund request, this is the number of the original down payment.
For a refund, this is the number of the refund request.

Payment service provider

If a payment service provider (PSP) is configured, RetailVista can offer a down payment or refund request online to a PSP such as Buckaroo. For a Down payment action, the customer will receive an email from the PSP with a payment request, or a QR code may be shown in RetailVista Mobile or RetailVista POS. After completing the online payment successfully, the status of the down payment will be set to Completed. For a Refund action, the PSP will automatically perform a refund to the customer.

Sales order

The sales order this down payment belongs to (optional).

Customer

The customer associated with this down payment.

Down payment type

The type of the down payment. The type largely determines the behavior of the down payment.

Product number

The product number used to record the down payment in the sales history. The term revenue should not be interpreted too literally here; down payments are not revenue but balance sheet items. By marking the product as non-revenue, the history of down payments is stored correctly.

Down payment request

If the down payment originates from a down payment request, this is the request number.

Linked down payment

If this action is anything other than Down payment, this is the number of the down payment the action refers to.

Amount

The amount of the down payment.

Remark

A free remark or note related to the down payment.

Reference

A free reference text for the down payment. For down payments of the type Bank transfer, this field is mandatory and typically contains the payment reference used by the customer on their bank transfer.

IBAN

Bank account number for down payments of the type Bank transfer.

IBAN account name

Name of the account holder associated with the IBAN.

BIC

International bank code for transfers.

Status

The current status of the down payment. The following status options are available:

New	Nothing has been done with this down payment yet; it is still open.
Approved	This down payment has been approved. This is especially relevant for the Refund request action. When a refund is approved, RetailVista can automatically create a refund entry.
Completed	The down payment is finished and marked as complete.
Failed	The down payment has failed. More information is available in the Log tab.
In progress	The down payment is being processed. When communicating with a PSP, it may happen that communication fails initially, for example due to system issues. RetailVista will try to submit a down payment or refund three times. If it still fails, the status is changed to Failed.

Tab Receipt

If a down payment is processed via RetailVista POS (for example, when a customer wants to make a down payment at the register), this tab shows the information regarding that POS transaction. The following fields are available:

Transaction number	The transaction in which the down payment was made.
On account delivery number	On account delivery number
Receipt number	If the down payment was made through a cash sale, this is the receipt number.
POS terminal	The POS workstation where the down payment was created.
Receipt	A full representation of the receipt for the transaction in which the down payment took place.

Tab Log

If a down payment is communicated digitally, this tab shows the communication details. This is especially useful when a down payment has the status Failed.