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 Overview

Use the following procedures to process credit card transactions from your customers through Sage Exchange.

For more information, see the following topics:

• Enter Sales Order/Invoice and A/R Cash Receipts/Invoice Credit Card Information
• Post Credit Card Settlement Amount
• Receiving Payment by Credit Card from Your Customers Flowchart

 Before You Begin

• The Credit Card Processing module must be set up to process credit card transactions. For more information, see Set Up Credit Card Processing.

• In Company Maintenance, verify the Default Transactions to Process in Batch check box is selected to default the Process in Batch check box to selected in the Accounts Receivable and Sales Order modules. If the Process in Batch check box is selected by default, credit card transactions requests are automatically submitted as part of the Cash Receipts Journal, A/R Sales Journal, and Daily Sales Order Sales Journal when the Perform Credit Card Processing check box is selected and the journals are printed. Credit card requests are also submitted as part of the Sales Order Batch Authorization process. If the Process in Batch check box is cleared, the credit card transactions can be manually submitted by clicking Submit Card or Accept in Sales Order Entry, S/O Invoice Entry, Cash Receipts Entry, and A/R Invoice Data Entry.

 

Use the following procedures to process credit card transactions from your customers using the Credit Card Processing module:

• To process a deposit against a sales order or Sales Order invoice

• To process a deposit and pay the balance when shipped/invoiced

• To process a pre-authorization for a sales order or Sales Order invoice

• To process a receipt for a previously updated Accounts Receivable invoice

• To process a payment for an Accounts Receivable invoice

• To create a credit memo for an invoice paid by credit card in the Sales Order module

• To create a credit memo for an invoice paid by credit card in the Accounts Receivable module

 

To process a deposit against a sales order or Sales Order invoice

1. Select Sales Order Main menu > Sales Order Entry or S/O Invoice Data Entry.

2. Select the sales order or invoice. For more information, see Sales Order Entry - Fields or S/O Invoice Data Entry - Fields.

3. Click the Lines tab and verify the items.

4. On the Totals tab, in the Deposit Payment Type field, verify that Credit Card is selected.

5. On the Credit Card tab, select the card ID and payment type for this deposit.

6. In the Transaction Type field, verify that Deposit/Sale appears.

7. Perform one of the following:

8. In Sales Order Entry, in the Deposit Amount column, enter a deposit dollar amount.

9. In S/O Invoice Data Entry, in the Deposit Applied Amount column, enter a deposit dollar amount.

8. Perform one of the following:

9. Click Accept to process the credit card deposit. If the Process in Batch check box is cleared the deposit is processed immediately. If the Process in Batch check box is selected, see step 9.

• Click Submit Card to launch Sage Exchange to verify the credit card number and expiration date. Enter the CVV number and click Submit to process the deposit.

Note The Submit Card button is available only if the Credit Card Processing module is registered, the Enable Credit Card Processing check box is selected in Company Maintenance, and the payment type has a valid processor connection established in Payment Type Maintenance.

Note The CVV number is not required to process the transaction; however, the credit card company may charge a higher transaction fee if you do not enter this information.

9. If the Process in Batch check box is selected for a sales order, print the Sales Order Batch Authorization listing to start the credit card batch authorization process for sales orders. If the Process in Batch check box is selected for an invoice, print the Daily Sales Order Sales Journal and select the Perform Credit Card Processing check box to start the credit card batch authorization process for invoices.

Note When the Process in Batch check box is selected, the Sage Exchange Vault is launched. When the check box is cleared the Sage Exchange processing window is launched.

The deposit entered is processed as a sales transaction in Sage Exchange.

 

To process a deposit and pay the balance when shipped/invoiced

1. Select Sales Order Main menu > Sales Order Entry or S/O Invoice Data Entry.

2. Select the sales order or invoice. For more information, see Sales Order Entry - Fields or S/O Invoice Data Entry - Fields.

3. Click the Lines tab and verify the items.

4. On the Totals tab, in the Deposit Payment Type field, verify that Credit Card is selected.

5. On the Credit Card tab, select the card ID and payment type for this deposit.

6. In the Transaction Type field, verify that Deposit/Sale appears.

7. Select the Pay Balance check box.

8. Perform one of the following:

9. In Sales Order Entry, in the Deposit Amount column, enter a deposit dollar amount.

10. In S/O Invoice Data Entry, in the Deposit Applied Amount column, enter a deposit dollar amount.

9. Perform one of the following:

10. Click Accept to process the credit card deposit and pay the balance. If the Process in Batch check box is cleared the transaction is processed immediately. If the Process in Batch check box is selected, see step 10.

11. Click Submit Card to launch Sage Exchange to verify the credit card number and expiration date. Enter the CVV number and click Submit to process the deposit and pay the balance.

Note The Submit Card button is available only if the Credit Card Processing module is registered, the Enable Credit Card Processing check box is selected in Company Maintenance, and the payment type has a valid processor connection established in Payment Type Maintenance.

Note The CVV number is not required to process the transaction; however, the credit card company may charge a higher transaction fee if you do not enter this information.

10. If the Process in Batch check box is selected for a sales order, print the Sales Order Batch Authorization listing to start the credit card batch authorization process for sales orders. If the Process in Batch check box is selected for an invoice, print the Daily Sales Order Sales Journal and select the Perform Credit Card Processing check box to start the credit card batch authorization process for invoices.

Note When the Process in Batch check box is selected, the Sage Exchange Vault is launched. When the check box is cleared the Sage Exchange processing window is launched.

The deposit entered is processed as a sales transaction and the remaining order/invoice balance is pre-authorized in Sage Exchange. When the Daily Sales Order Sales Journal is printed, a post authorization is processed in Sage Exchange on the remaining balance.

 

To process a pre-authorization for a sales order or Sales Order invoice

1. Select Sales Order Main menu > Sales Order Entry or S/O Invoice Data Entry.

2. Select the sales order or invoice. For more information, see Sales Order Entry - Fields or S/O Invoice Data Entry - Fields.

3. Click the Lines tab and verify the items.

4. On the Totals tab, in the Deposit Payment Type field, verify that Credit Card is selected.

5. On the Credit Card tab, select the card ID and payment type.

6. In the Transaction Type field, select Payment/PrePost Authorization.

7. Perform one of the following:

8. Click Accept to process the credit card pre-authorization. If the Process in Batch check box is cleared, the pre-authorization is processed immediately. If the Process in Batch check box is selected, see step 8.

9. Click Submit Card to launch Sage Exchange to verify the credit card number and expiration date. Enter the CVV number and click Submit to process the pre-authorization for the sales order or invoice.

Note The Submit Card button is available only if the Credit Card Processing module is registered, the Enable Credit Card Processing check box is selected in Company Maintenance, and the payment type has a valid processor connection established in Payment Type Maintenance.

Note The CVV number is not required to process the transaction; however, the credit card company may charge a higher transaction fee if you do not enter this information.

8. If the Process in Batch check box is selected for a sales order, print the Sales Order Batch Authorization listing to start the credit card batch authorization process for sales orders. If the Process in Batch check box is selected for an invoice, print the Daily Sales Order Sales Journal and select the Perform Credit Card Processing check box to start the credit card batch authorization process for invoices.

Note When the Process in Batch check box is selected, the Sage Exchange Vault is launched. When the check box is cleared the Sage Exchange processing window is launched.

Warning If you are entering a one-step invoice, it is recommended (though not required) that you click Submit Card to perform a credit card pre-authorization on the invoice amount. Pre-authorizing the credit card amount is a safety precaution in case the credit card sales transaction fails when the Daily Sales Order Sales Journal is printed.

The payment amount for the sales order or invoice is pre-authorized in Sage Exchange. When the Daily Sales Order Sales Journal is printed and the Perform Credit Card Processing check box is selected, the post-authorization is processed.

 

To process a receipt for a previously updated Accounts Receivable invoice

1. Select Accounts Receivable Main menu > Cash Receipts Entry.

2. In the Cash Receipts Deposit window, enter the receipts information and click Accept. For more information, see Cash Receipts Deposit - Fields.

3. In Cash Receipts Entry, enter the customer number or type the invoice number. For more information, see Cash Receipts Entry - Fields.

4. In the Deposit Type field, select Credit Card.

5. In the Entry No. field, enter the credit card entry number.

6. On the Lines tab, select the invoice number.

7. Click the Credit Card tab and select the card ID and payment type for this receipt.

8. Perform one of the following:

9. Click Accept to process the credit card receipt. If the Process in Batch check box is cleared, the credit card receipt is processed immediately. If the Process in Batch check box is selected, see step 9.

10. Click Submit Card to launch Sage Exchange to verify the credit card number and expiration date. Enter the CVV number and click Submit to process the credit card receipt for the invoice.

Note The Submit Card button is available only if the Credit Card Processing module is registered, the Enable Credit Card Processing check box is selected in Company Maintenance, and the payment type has a valid processor connection established in Payment Type Maintenance.

Note The CVV number is not required to process the transaction; however, the credit card company may charge a higher transaction fee if you do not enter this information.

9. If the Process in Batch check box is selected in Cash Receipts Entry, print the Cash Receipts Journal and select the Perform Credit Card Processing check box to start the credit card batch authorization process.

Note When the Process in Batch check box is selected, the Sage Exchange Vault is launched. When the check box is cleared the Sage Exchange processing window is launched.

The receipt entered is processed as a sales transaction in Sage Exchange.

 

To process a payment for an Accounts Receivable invoice

1. Select Accounts Receivable Main menu > A/R Invoice Data Entry.

2. Select the invoice and customer number. For more information, see A/R Invoice Data Entry - Fields.

3. On the Credit Card tab, select the card ID and payment type.

4. Perform one of the following:

5. Click Accept to process the credit card payment. If the Process in Batch check box is cleared, the credit card payment is processed immediately. If the Process in Batch check box is selected, see step 5.

6. Click Submit Card to launch Sage Exchange to verify the credit card number and expiration date. Enter the CVV number and click Submit to process the credit card payment for the invoice.

Note The Submit Card button is available only if the Credit Card Processing module is registered, the Enable Credit Card Processing check box is selected in Company Maintenance, and the payment type has a valid processor connection established in Payment Type Maintenance.

Note The CVV number is not required to process the transaction; however, the credit card company may charge a higher transaction fee if you do not enter this information.

5. If the Process in Batch check box is selected in A/R Invoice Data Entry, print the A/R Sales Journal and select the Perform Credit Card Processing check box to start the credit card batch authorization process.

Note When the Process in Batch check box is selected, the Sage Exchange Vault is launched. When the check box is cleared the Sage Exchange processing window is launched.

The invoice entered is processed as a sales transaction in Sage Exchange.

 

To create a credit memo for an invoice paid by credit card in the Sales Order module

1. Select Sales Order Main menu > S/O Invoice Data Entry.

2. Click the Next Invoice No. button. In the Invoice Type field, select Credit Memo. For more information, see S/O Invoice Data Entry - Fields.

3. Enter the customer for this credit memo.

4. In the Apply to Inv # field, enter the original invoice number that was paid with the credit card.

5. Click the Lines tab and select the item, or enter the amount for the credit memo.

6. On the Credit Card tab, verify the card ID and payment type appear from the original invoice.

7. Perform one of the following:

8. Click Accept to process the credit on the credit card. If the Process in Batch check box is cleared, the credit on the credit card is processed immediately. If the Process in Batch check box is selected, see step 7.

9. Click Submit Card to launch Sage Exchange to verify the credit card number and expiration date. Enter the CVV number and click Submit to process the credit on the credit card.

Note The CVV number is not required to process the transaction; however, the credit card company may charge a higher transaction fee if you do not enter this information.

Note The Submit Card button is available only if the Credit Card Processing module is registered, the Enable Credit Card Processing check box is selected in Company Maintenance, and the payment type has a valid processor connection established in Payment Type Maintenance.

8. If the Process in Batch check box is selected in S/O Invoice Data Entry, print the Daily Sales Order Sales Journal and select the Perform Credit Card Processing check box to start the credit card batch authorization process.

Note When the Process in Batch check box is selected, the Sage Exchange Vault is launched. When the check box is cleared the Sage Exchange processing window is launched.

The credit memo entered is processed as a credit transaction in Sage Exchange.

Note You must use the same credit card number(s) that were used to pay the original invoice when processing the credit memo.

 

To create a credit memo for an invoice paid by credit card in the Accounts Receivable module

Note The amount of the credit memo must be equal to the amount of the credit card transaction. If only a portion of the invoice amount was paid by credit card, you must create two credit memos: one equal to the amount of the credit card transaction and one equal to the remaining invoice balance. Unless you have the appropriate security setup, you must use the same credit card number(s) that were used to pay the original invoice when processing the credit memo.

1. Select Accounts Receivable Main menu > A/R Invoice Data Entry.

2. In the Invoice Number field, enter CM (credit memo) and click the Next Invoice No. button. For more information, see A/R Invoice Data Entry - Fields.

3. In the Customer No. field, enter the customer number that is associated with the invoice to which you want to apply the credit memo.

4. In the Apply To Invoice field, enter the original invoice number that was paid with the credit card and to which the credit memo is being applied.

5. Click the Lines tab and select the item, or enter the amount for the credit memo.

6. On the Credit Card tab, verify the card ID and payment type appears.

7. Perform one of the following:

8. Click Accept to process the credit on the credit card. If the Process in Batch check box is cleared, the credit on the credit card is processed immediately. If the Process in Batch check box is selected, see step 8.

9. Click Submit Card to launch Sage Exchange to verify the credit card number and expiration date. Enter the CVV number and click Submit to process the credit on the credit card.

Note The CVV number is not required to process the transaction; however, the credit card company may charge a higher transaction fee if you do not enter this information.

Note The Submit Card button is available only if the Credit Card Processing module is registered, the Enable Credit Card Processing check box is selected in Company Maintenance, and the payment type has a valid processor connection established in Payment Type Maintenance.

8. If the Process in Batch check box is selected in A/R Invoice Data Entry, print the A/R Sales Journal and select the Perform Credit Card Processing check box to start the credit card batch authorization process.

Note When the Process in Batch check box is selected, the Sage Exchange Vault is launched. When the check box is cleared the Sage Exchange processing window is launched.

The credit memo entered is processed as a credit transaction in Sage Exchange.

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