Processing Credit Cards through the Credit Card Interface

Credit card payments and card authorizations are handled by a credit card processor. Credit card information (card numbers, cardholder names, addresses, etc.) is not stored in PowerShift; when a credit card is added, it is sent to the processor via the credit card interface and a "token" that represents stored card data is received. When an order is placed or invoiced, PowerShift programs send only the token with the transaction.

System Setup

  • The credit card interface requires an account with a credit card processor; the credit card processor supplies the user name (account ID) and secret password you will need to enter in PowerShift.

  • The XML server must be configured in your QICWARE configuration file (e.g., m01.cfig).

  • You will need to obtain the Credit Card Payment Processing password for your system from Qantel Technologies Inc.; the password must be entered in System Passwords to enable the interface.

  • Use Credit Card Maintenance to delete any previously-entered credit cards; credit card information must be validated by the credit card interface as it is entered.

PowerShift Options

See System Options Maintenance - Credit Card Options.

Credit Card Types

Set up the types (e.g., Citi Visa, American Express) of credit cards that you accept in Credit Card Types Maintenance.

You can optionally link each card type to a different AR payment method (maintained in AR Payment Method Codes Maintenance) or to a common one for all credit card payments. Be sure to select the Credit/Bank card and Requires unique payment ref fields when you set up credit card payment methods.

The payment number that is created when the card is processed is the AR payment method plus a system-assigned sequence number (e.g. VS/000000000017). So, if you want payment numbers unique to the type of card, set up each card type with its own payment method.

Credit Card Maintenance (CCRM)

You can use Credit Card Maintenance (CCRM) to enter credit card information to simplify order entry and payment processing. Once card information is entered and transmitted to the credit card processor, only the token, last 4 digits of the card number and expiration date are stored in PowerShift.

Establishing cards in Credit Card Maintenance is not required; you can enter required information when the order is entered.

Order Entry

When a order that will be paid by credit card is entered in Sales Order Maintenance, the operator should select the Payment button, click Credit card and select the appropriate card (from the list maintained in Credit Card Maintenance) or enter a new one.

When the operator selects OK for the order to complete it, an authorization request is sent using the card’s token. The authorization is sent with either a zero amount (which just validates the card) or with the order net amount (depending on the Authorize order amount in order entry option in System Options Maintenance - Credit Card Options). A message is displayed if authorization failed.

When the order is ready to be confirmed, the system can do a second authorization at that time (depending on the Authorize amount at order confirmation option in System Options Maintenance - Credit Card Options). If the authorization fails at this point, the order is not confirmed, and no shipping documents are produced.

You can view a log of the credit card transactions sent and received for an order from the sales order (i.e., in OE, OQ, OC or OCQ). Click Jump then select CRDAQ Credit Card Interface Log. The log lists the authorization code returned and/or any validation failure messages.

Processing the Payment

When the order is invoiced, during the AR Invoice Register (RR) processing, a payment transaction is sent for the net amount due. If the transaction fails, an email that the payment could not be processed is sent to the credit administrator (specified in System Options Maintenance - Credit Card Options). If the transaction is successful, the payment is recorded in PowerShift for the invoice.

Invoice copies may or may not be produced, depending on whether Invoice Print includes zero balance invoices (typically controlled by options set in Document Output Parameters).

Reversing/Crediting the Payment

If you need to reverse a credit card payment, select the payment in AR Payment Reversal (RVC). If the transaction has not yet been settled, it will be voided; if the transaction has been settled it will be refunded or credited to the customer’s card.