Till Payment Receipts

Created by Migration Bot, Modified on Fri, 23 Oct at 2:30 PM by Migration Bot

Originally written by John Hardwick, last updated Oct 24, 2023, on the Swan Retail knowledge base (FRS).

Based on SwanFRS release version 1206

Overview

This guide details how to receive payments generated from a third party POS (till / register) system in the form of a data file presented to a pre-specified folder.

Payments received have to be in a specific file format and presented in a pre-specified folder to be ingested into SwanFRS. Any record not adhering to the format or containing data elements which cannot be matched are held, requiring operator adjustment before they can be resubmitted for processing.

Configuration

Application Parameters

Menu Location: System > Administration > Set Up Application Parameters

See Set Up Application Parameters

This process is controlled via the following application parameters

Parameter	Value
TILL_IFC	This Must be set to BTA for the process to operate.
TILL_IFC_PATH	Set to the folder path on the SwanFRS server where data files generated by the third party POS system will be placed. Folder paths should end with a \ e.g. fs-01\\<name>\TillData\

Roles

Menu Location: System > Security > Set Up Roles

See Set Up Roles

Any operator empowered to amend ‘rejected’ payments requires the

Parameter	Value
AMEND_TILL_TRANSACTIONS	This privilege is required to allow access to the Process Rejected Till Transactions program.

Tender Types

Menu Location: System > Sales > Set Up Tender Type (or Set Up Method of Payment)

See Set Up Tender Types

Also referred to as method of payment, the third party code must be set to successfully import the payment.

The Third Party Tender Code must be set to the payment type generated by the till.

Duplicate third party tender codes will result in the first matching tender type being used and therefore should be avoided.

For the purposes of this interface, this code must be a 2 digit field zero padded.

Import Data File

The data file presented to SwanFRS for processing must have a .frs suffix, for example 01257585.frs

Each row represents a separate transaction and is a data string consisting of the following elements concatenated together.

Content	Position	Details
Record Type	1 - 2	This field may have a 02 or a 04 value.
Receipt Reference	3 - 22	The receipt reference generated by the till and right padded where necessary
Order Number	23 - 31	The SwanFRS sales order number, right aligned
Payment Date	32 - 39	The data of the payment in the format DDMMCCYY
Payment Method	40 - 41	The type of payment as collected by the till This field will be cross-referenced with the Set Up Tender Types, thus converting it into a code recognised by SwanFRS.
Payment Type	42 - 43	Not used in this interface
Payment Amount	44 - 53	The value of the transactions, right aligned and to 2 decimal places.

Example of a data file

0211300722469000030000000017736061120220501   1704.00
0211300722469000030001000017735061120220101     74.00
0211300722469000030002000014250061120220201    100.00
0211300722469000030003000017734061120220301   2999.99

Operation

Importing the Data

There are two ways of importing the data from the designated import folder.

SwanFRS can be set up to automatically process all .frs files in the import folder at a preset interval (for example daily every 30 minutes)
Files can be manually imported via the Accounts Interface.

Accounts Interface

Menu Location: Accounts > Accounts Interface

To import only the till transactions, click the TILL TRANSACTIONS button.
To import and export all data, click the IMPORT/EXPORT ALL button.

Once processed, the screen will present a synopsis of the records processed.

Clicking the See Rejected Transactions is only visible if the operator has the AMEND_TILL_TRANSACTIONS role privilege, which when clicked opens the Process Rejected Till Transactions program.

Payments successfully processed are logged against the specified sales order and therefore affect the sales order balance.

Payments imported will appear in the customer's summary payments page, with any overpayment recorded against the ‘unallocated payments’ for the customer.

Payments imported in this manner require finalising via the Cash Reconciliation process.

Once processed, SwanFRS will rename the .frs data file to a .frs.processed datafile.

If the file needs to be reprocessed, rename (via windows) from the .frs.processed to .frs

Please note however that this may result in payments being imported into SwanFRS multiple times, and therefore ensure that a load file submitted for re-processing only contains data rows that have NOT been successfully imported into SwanFRS previously and that all rejected rows have been removed from the rejections table.