How to Enable Editing of Date and Time Received for Tender Types in Merchanter

Merchanter allows you to edit the date and time a payment was received at the point it is entered into the system. This feature is particularly useful when payments have been taken away from the system—for example, in the field or at an external location—and you need to record the actual time the payment was received rather than the time it is being entered.

This guide explains how to enable this capability for specific tender types and how to use it when processing payments.

Using the Date and Time Fields When Taking Payment

Once the setting is enabled (see below), the date and time fields will become available when taking payment for a cash sale.

When you take a payment using a tender type that has this option enabled, you will see both a time field and a date field displayed alongside the payment entry. 

Both fields can be clicked on, allowing you to set a new time, a new date, or both as required.

This enables you to accurately record when a payment was actually received, even if it is being entered into the system later.

Practical Applications

This feature is useful in a number of scenarios:

• Field sales – When a sales representative takes payment on-site and enters it into the system later
• Trade counter – When a payment is taken at a busy counter and entered into the system after the fact
• Remote locations – When payments are collected at locations without immediate access to Merchanter
• Backdated entries – When correcting or updating historical payment information

By allowing the date and time to be edited, you can ensure that your payment records accurately reflect when funds were received, which is important for reconciliation and reporting purposes.

Enabling this feature - Before You Begin

Ensure you are logged into Merchanter with a user account that has the Prime role. This level of access is required to modify financial settings and tender type configurations.

Enabling the Date and Time Editing Option

To enable the ability to edit the date and time for a specific tender type, follow these steps:

Navigate to Settings → Financial Settings → Tender Types.

You will see a list of all tender types configured in your system. Locate the tender type you wish to enable this feature for and select it. Click the Edit button to open the tender type configuration.

Within the configuration options, locate the checkbox labelled Can set date and time. Tick this box to enable the feature for this tender type.

Click Save to apply the change.

This setting must be enabled individually for each tender type where you require this functionality. Repeat these steps for any other tender types as needed.

Summary

Enabling the ability to edit the date and time received for tender types in Merchanter involves:

• Navigating to Settings → Financial Settings → Tender Types
• Selecting the relevant tender type and clicking Edit
• Ticking the Can set date and time checkbox
• Saving the change
• Using the date and time fields when taking payment for a cash sale

Once enabled, this feature allows you to record the actual time a payment was received, ensuring your financial records are accurate even when payments are entered into the system later.