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General
In data entry tasks, to update the name, address, email address, or comment for a credit card, select the Save check box on the Payment tab. The changes are then saved in the customer's credit card record.
To update the card's expiration date, enter the date in the Paya Exchange Vault window after clicking the Submit Card / ACH Account button. The new date is saved in the customer's credit card record, even if the Save check box is not selected.
Note Existing credit card numbers cannot be updated. You must add a new credit card record.
The validation code is an anti-fraud, three- or four-digit number printed on the front or back of a credit card. Visa, MasterCard, and Discover codes are three characters and can be found on the back of the card (usually in the signature area after the account number). American Express codes are four characters and are located on the front of the card.
In Paya Exchange, you can enter a validation code to process a payment using the selected credit card number. For security reasons, the validation code is encrypted and stored only as long as necessary to authorize the transaction in Paya Exchange.
Select the Show Address and CVV Verification check box in Payment Type Maintenance to display the Address Verification Service's (AVS) response code message for both authorized and failed credit card transactions that are non-batch processed. During the credit card authorization process, the AVS uses various methods to match the address to the credit card. Based on whether it is a successful or failed transaction, a response code displays, such as "X - Address + 9-digit ZIP code match" or "E - Address match error." Viewing this response code me ssage can be helpful for diagnostic purposes and to enhance fraud prevention procedures.
When the reason for a declined credit card transaction cannot be determined and fixed, it is important that you contact your credit card merchant/bank to determine the reason the transaction was declined. If the reason is not credit card related (for example, order amount is over credit card limit), contact a Sage 100 Customer Support Representative for assistance.
All transactions processed from the Internet are processed as if the payment category was set to Payment (pre-authorization and post-authorization).
If the Perform Credit Card Authorization When Submitted check box is selected in eBusiness Manager Options, the pre-authorization is attempted at the time the customer clicks the Submit Card button. If this option is not selected, or if the pre-authorization fails, a pre-authorization is requested the next time the polling process runs.
If the pre-authorization fails during the polling process, the status of the order is set to Manual. If the order is then accepted in Shopping Cart Accept/Reject Entry, another attempt is made to authorize the card during the update of the Shopping Cart Register.
If the authorization fails during the update of the register, the order is processed to the Sales Order module but is placed on hold with a reason indicating the card could not be authorized.
Paya Exchange
To reconcile to Paya Exchange, print the Credit Card and ACH Settlement Report and the Deposit Transaction Report found on the Accounts Receivable Reports menu.
The Valid Processor Connection check box is automatically selected when the system successfully validates the Virtual Terminal ID and Merchant Key fields in Payment Type Maintenance using the connection to Paya Exchange.
All credit card transactions must be settled at the end of each business day. The settlement process transfers money from the customers’ accounts to your business account.
For Paya Exchange, the settlement process is accomplished by logging on to Paya Exchange or the Virtual Terminal. For more information, refer to the help in the application you are using to perform the settlement process.
Warning If a pre-authorization is entered for a transaction in Sales Order Entry, do not post-authorize the transaction using Paya Exchange or the Virtual Terminal. Doing so could result in a double-posting to the customer's credit card. If you inadvertently settle a transaction with a pre-authorization in Paya Exchange or the Virtual Terminal, you can prevent the double-posting by entering the transaction amount as a deposit in Sales Order Entry before the transaction is updated. For more information, see the FAQ titled, "What happens if I settle transactions with pre-authorizations using Paya Exchange or the Virtual Terminal?"
If you pre-authorize transactions in Sales Order Entry and then post-authorize them outside of Sage 100, the transaction may be double-posted and the customer charged twice for the transaction. This is due to the post-authorization occurring in the Paya Exchange or Virtual Terminal and then failing when the sales order invoice is updated during the Daily Sales Journal update. This failure causes a credit card sales transaction to be processed, which results in the credit card being charged again.
If you have already post-authorized a transaction using Paya Exchange or the Virtual Terminal, you can prevent the double-posting by doing the following:
Open the sales order in Sales Order Entry.
On the Sales Order Entry Payment tab, in the Deposit Amount field, type the post-authorization amount. For more information, see Sales Order Entry - Fields.
Click Accept.
When the Daily Sales Journal update is completed, the credit card will not be charged again unless the invoice amount is higher than the post-authorization amount.
Authorization
To process credit card transactions without authorizing, in Payment Type Maintenance, select Deposit in the Default Transaction field and select Credit Card in the Payment Method field. An authorization code will be required only when the deposit amount is entered, and it can be entered manually.
Select the Default Transactions to Process in Batch check box in Company Maintenance to select the Process in Batch check box in the Accounts Receivable and Sales Order modules by default. If this check box is selected, credit card transaction requests are automatically submitted as part of the Cash Receipts Journal and A/R Sales Journal printing process for Accounts Receivable Invoice Data Entry and Cash Receipts Entry and the Daily Sales Journal printing process for Sales Order Invoice Data Entry.
For Sales Order Entry, credit card authorizations will occur in batches when the Sales Order Batch Authorization listing is printed. You can clear the Process in Batch check box in the data entry windows and then click Submit Card/ACH Account to individually authorize a credit card transaction.
Note For credit card authorizations to occur when the journals are updated, you must select the Perform Payment Processing check box in Daily Sales Journal, Cash Receipts Journal, or A/R Sales Journal.
The pre-authorization term is the number of days a credit card authorization (pre-authorization) is valid. Transactions with an expired authorization cannot be processed without pre-authorization. The number of days defaults to 7 in the Pre-Authorization Term field in Payment Type Maintenance and cannot be changed.
Select Deposit in the Default Transaction field in Payment Type Maintenance to include default credit card information on a sales order or Sales Order invoice without triggering a pre-authorization. Entering a deposit amount on the Sales Order Entry or Sales Order Invoice Data Entry Payment tab will trigger a sale credit card transaction request and transfer of funds. You can select the Pay Balance check box to pre-authorize only the sales order and Sales Order invoice total.
Select Payment if you want pre-authorizations to be processed for most transactions at the time the sales order or invoice is entered. A pre-authorization is processed for the sales order total by clicking Submit Card/ACH Account or Accept in Sales Order Entry.
Warning If the order goes beyond 7 days, the pre-authorization will expire.
Post-authorization are performed when printing the Daily Sales Journal if the Perform Payment Processing check box is selected.
A post-authorization on an invoice is voided only if the post-authorization has been processed, the Daily Sales Journal is printed with the Perform Payment Processing check box selected, and then the invoice was deleted before updating the Daily Sales Journal.
When using Credit Card Processing and when sales orders are invoiced with credit card numbers, the system attempts to obtain a post-authorization for each invoice when the Daily Sales Journal is printed.
If a pre-authorization was performed and is still active, the post-authorization uses the authorization number obtained for that sales order.
When an invoice cannot be post-authorized during the sales journal update process, a sales transaction is attempted. If the sales transaction fails, an entry is written to the error log and the update process is stopped. You can identify the failed entry in the error log and remove it from the batch. You can then change the credit card number it attempts to charge or change the payment method to a type other than credit card. For other invoices in the update that have already been post-authorized, the Post-Authorization Processed flag is set to Yes in the Invoice Header file. This keeps the post-authorization on those invoices from being attempted again when the Daily Sales Journal is re-run. After the post-authorization has been successfully attempted, the user must have security rights to modify or delete the invoice.
Warning Merchants will charge fees for voided transactions. You cannot void the first pre-authorization, and if you let it expire, you will be charged a transaction fee for the first pre-authorization and the one you added the second time.
