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Manually Processing Credit Card Payments

The Process Customer Charge Accounts window displays the invoices in your system that you can select for credit card payment processing. When you process an invoice with a Charge method of Credit card, the system adds the invoice to the display on this window. When you use this window to process a credit card payment or to change an invoice's Charge method from Credit card to a different charge method, the system removes the invoice from the display on this window. When the display on this window is empty, you have no invoices in e-automate with a Charge method of Credit card that are waiting to be processed.

If your system administrator has enabled bulk credit card processing with an ECI Software Solutions partner, see the Processing Credit Cards topic for information on how you can use this window to batch process multiple credit card payments from customers.

If you do not have an agreement with our credit card processing partner, NET1 Payment Solutions, you cannot use the integrated NET1 Payment Solutions functionality to process bulk or individual credit card payments via e-automate. If you have an authorized credit card partner other than NET1 Payment Solutions, you can use the Process Customer Charge Accounts window and the information provided in this topic to manually process one credit card payment at a time.

Process Customer Charge Accounts Window ButtonsProcess Customer Charge Accounts Window Buttons

The following buttons appear in the Process Customer Charge Accounts window:

[Check all]: Checks (selects) all of the invoices listed in the Process Customer Charge Accounts window.

Note: This button displays only when you have enabled batch credit card processing.

[Uncheck all]: Unchecks (deselects) all of the invoices listed in the Process Customer Charge Accounts window.

Note: This button displays only when you have enabled batch credit card processing.

[Auto process]: Tells e-automate to process all checked invoices as a batch.

Note: This button displays only when you have enabled batch credit card processing.

[Edit]: Allows you to edit the card information associated with the invoice. You can change the card that will be charged for the invoice or edit the credit card information.

[View]: Allows you to see the credit card information for the selected invoice.

[Print]: Prints a copy of the selected invoice flagged for credit card pay. This report displays the associated credit card information and the credit card stamp.

[Change method]: Allows you to change the Charge method on the invoice to On Account, which removes the invoice from the Process Customer Charge Accounts window.

[Process]: Processes the credit card payment for the selected invoice. The Record Customer Payment window opens, allowing you to process the payment.

[View results]: Allows you to view processing results in a more detailed format than is displayed in the Results column.

Note: This button displays only when you have enabled batch credit card processing.

[Refresh List]: Refreshes credit card invoices to be processed and ensures that all of the invoices waiting for credit card processing are present in the list.

[Close]: Closes the Process Customer Charge Accounts window.

Getting to the TransactionGetting to the Transaction

On the Accounting menu, select Accounts Receivable > Process Customer Charge Accounts to open the Process Customer Charge Accounts window.

Basic InformationBasic Information

On the Process Customer Charge Accounts window, check the checkbox to the left of an invoice for which you want to process a payment.

Click [Process] to open the Record Customer Payment window.

Do one of the following:

To process the credit card for the exact invoice amount using the already identified credit card, proceed to the "Completing the Transaction" section of this topic.

To modify the payment information, do any of the following:

In the Description field, edit the optional description of the payment if desired.

In the Number field, enter a number to assign to the customer payment or make no change to allow the system to assign the next customer payment number.

In the Date field, enter the date on which the payment was received or make no change to use the date displayed.

In the Method field, use the drop-down menu to select a different payment method or make no change to use the method displayed.

Note: If you change the payment method from Credit card/ACH to any other payment method, the system will remove the invoice from the Process Customer Charge Accounts window. If you select Check, the system displays the Check number and Check date fields. If you select Credit Card, the system displays the Card number and Expiration fields. If you select Wire, the system displays the Reference number and Fee fields.

In the Amount field, enter the amount of the customer payment or make no change to use the amount displayed.

Select one of the following radio buttons or make no change to use the current selection:

Pre-authorized account: Select this radio button to use the credit card information that was entered when the invoice was created.

Single use account: Select this radio button to make a one-time only payment. The credit card information will be used for this transaction only and will not be stored.

Note: If your system is using the NET1 Payment Solutions credit card vault, a

warning icon displays to the right of the Single use account field. The warning indicates, "Single use account transactions do not qualify for Level 3 processing." To maintain PCI compliance, it is not possible to process the detail necessary to qualify for the Level 3 discount using a business or government purchase card that is not stored in the NET1 Payment Solutions credit card vault. For more information regarding Level 3 processing, see the Configuring Credit Card Processing Settings topic.

Use existing account: Select this radio button to use the credit card information associated with the customer account.

If you selected the Use existing account radio button in the previous step, the system enabled the Charge account field. If you want to charge a different credit card for this invoice, do one of the following:

If you have set up a saved charge account for this customer, use the Charge account field's lookup to select the credit card you want to use.

If you want to add a new account, do the following:

Use the Charge account field's drop-down menu to select New to open the Add Charge Account window.

Complete the following fields as appropriate:

Name on account: Person’s name that appears on the credit card.

Address: Billing address associated with the credit card.

City: City associated with the billing address on the credit card.

State: State or province associated with the billing address on the credit card.

Zip: Zip or postal code associated with the billing address on the credit card.

Phone: Phone number associated with the billing address on the credit card.

Remarks: Any optional notes for this credit card account.

If this new account is a credit card, do the following:

Select the Credit Card button.

Click [Add account to vault] to open the NET1 Payment Solutions window.

In the Card Number field, enter the new credit card number to be charged.

In the Expiration field, use the drop-down menu to select the expiration date of the credit card to be charged.

Click [Submit] to save the new account, or [Cancel] to close and not save the new credit card information.

Click [Close] to close the NET1 Payment Solutions window and return to the Add Charge Account window.

Note: While in the NET1 Payment Solutions window, you can click the [Click For Support] button for help with NET1 Payment Solutions payment questions.

If this new account is an ACH account, do the following:

Select the ACH button.

Click [Add account to vault] to open the Add Account window.

In the Account number field, enter bank’s account number to add to this invoice.

In the Routing number field, enter bank’s routing number to add to this invoice.

In the Checking/Savings field, select the appropriate account type (checking or savings).

Click [OK] to save the account information, or [Cancel] to close the Add Account window.

Click [OK] to save the new account information on the Add Charge Account window.

To apply the payment to one or more invoices, do ONE of the following:

To apply this payment to any invoices assigned to this customer, click [Auto Apply Customer Payment]. Invoices are selected to apply the payment to, beginning with the oldest invoice and continuing to apply it until the payment has been disbursed.

To select the invoice(s) to which the payment without a discount should be applied, do the following:

In the Invoice field, use the lookup to select the invoice to which you want the payment applied.

In the Amount field, enter the amount you want applied.

Click [QuickAdd] to add the invoice and amount to the list.

Repeat steps i through iii until you have applied the entire payment.

To select the invoice(s) to which you want the payment with a discount applied, do the following:

Click [Add] to open the Add Customer Payment Invoice window.

Complete the following fields as appropriate:

Apply to credit memo/invoice: Invoice to which this payment should be applied.

Apply to unapplied payment: Select this option to apply this payment to an unapplied accounts receivable account.

Amount to apply: Amount to be applied.

Note: The full amount of the invoice is automatically entered but you may change it.

Terms discount amount: Discount amount to be applied to the invoice according to the terms.

Reverse sales tax: When checked, e-automate creates a miscellaneous charge credit memo against the invoice to reverse the tax charged on the invoice.

Note: Use this feature if you inadvertently charge a nontaxable customer tax.

Terms discount account: Account to which the terms discount is applied.

Note: The Terms Discount Given account is automatically selected but you may change it.

Terms discount department: Department to which the terms discount is applied.

Accounts receivable account: Accounts receivable account to be reduced.

Note: The accounts receivable account specified in Options is automatically entered.

Click [OK] to add the invoice to the list on the Record Customer Payment window.

Repeat steps i. and ii. until you have applied the entire payment.

Click the Miscellaneous tab to bring it forward.

Complete the following fields as appropriate:

Note: The appropriate fields are displayed by e-automate based on the selected method of payment. Many of the fields may already be populated. You may change the information if needed.

Undeposited receipts account: Account into which customer payments are received.

Note: The balance in this account represents the total from payments received but not deposited.

Unapplied Accounts Receivable account: Account to which customer payments are posted if they are not applied to a specific invoice.

Completing the TransactionCompleting the Transaction

Click [OK] to record the payment and to post it to the appropriate accounts. If you did not change the Method in Step 3.●.d. of the "Basic Information" section, the system displays the Charge Account window. If you did change the Method, the system removes the invoice from the Process Customer Charge Accounts window.

Click [Charge] to process the transaction.

If the system processes the charge as expected, the system displays a "Charge succeeded" message and removes the invoice from the Process Customer Charge Accounts window. Click [OK] to close the message, to close the Record Customer Payment window, and to return to the Process Customer Charge Accounts window.