Processing Credit Cards Manually

With the manual interface, credit card payments are not set via the CardConnect interface to be processed; you process credit cards offline. Credit card information is not be stored in PowerShift but you can set up the card names and expiration dates that are frequently used and these can be referenced when you enter an order.

Setup

Run System Options Maintenance - Credit Card Options and set these options:

  • Credit card interface:
    Select M Manual processing

  • Credit administrator
    Select the user ID that will be sent an email message when a shipment for a credit card order is created.

In System Options Maintenance - Accounts Receivable Options make sure Allow credit card entry in cash entry? is selected.

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.

Credit Card Maintenance (CCRM)

You can use Credit Card Maintenance (CCRM) to save some credit card information to simplify order entry and payment processing, but you should not enter the full credit card number anywhere in PowerShift.

You can enter a name or description for the card. You might, for example, enter the last four digits of the card to help identify the card with the customer and the expiration date to recognize when cards are due to expire.

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

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.

This flags the order as a credit card order and the card type is stored for the order. When an order is picked and a shipment is created (through RF picking, Order Shipment Selection, Sales Order Auto Processing, Sales Order Maintenance, or Shipping Confirmation), an email is sent to the Credit administrator (established  System Options Maintenance - Credit Card Options). The email indicates the order and customer number and serves as a reminder for the administrator to process the payment before the order is shipped.

Note
If you process the credit card payment at the time of order entry and enter the deposit at that time, you can skip this step of flagging it as a credit card order, if you do not need the reminder email when the shipment is created.

You may want to set up orders (or shipments) to require approval by the administrator prior to confirmation (see Overview: Approval Processing) to further control this process.

Processing the Payment

After the credit card payment is accepted (through your bank or credit portal already established), enter the payment in PowerShift as a deposit in Cash Receipts Entry. Select the payment method associated with the card you are processing, enter the amount and select Cust deposit. Select the card name that you entered in Credit Card Maintenance or Sales Order Maintenance.  

The check/ref number that you use for the payment can be:

  • Any reference number you want to use, for example the card type and authorization code used when you processed the payment. If you set up the payment method in AR Payment Method Codes Maintenance as requiring unique payment reference numbers, the number you assign cannot be one that is in your payment history.

    OR

  • Enter AUTO to have the system assign a unique payment number. The payment assigned is the payment method plus a sequence number (e.g. “VS/000000294005”)

Run the register to update the deposit. The preview register will not show the assigned payment number if AUTO is used, but the final register will.

"Attach" the Payment to the Order

Select the order in Sales Order Maintenance or Shipping Confirmation, depending on whether or not a shipment has been created for the order. If you are waiting to enter the deposit when you receive the email during shipment creation, you must attach the deposit to the shipment; if a shipment has not yet been created, you can attach it to the order in Sales Order Maintenance.   

The shipment can then be confirmed and invoiced per your usual processing.

Note
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).