Processing Credit Cards

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

To process one or more credit card payments using the batch processing functionality, do the following:

To select the invoice(s) you want to include for processing, do one or more of the following:

Use the QuickSearch to filter the list of invoices you want to include for processing. For more information on using the QuickSearch, see the Using the QuickSearch topic.

To include for processing all the invoices listed in the display, click the Check all icon.

To include for processing one or more specific invoices, check the box at the beginning of each row you want to include.

To exclude from processing all the invoices listed in the displays, click the Uncheck all icon.

To exclude from processing one or more specific invoices, uncheck the box at the beginning of each row you want to exclude.

After checking the checkbox to the left of each invoice you want to include in the credit card payment batch, click [Auto process] to display the Process Charge Accounts window.

In the Post Date field, enter the date payments should post to the general ledger or make no change to use the date displayed.

In the Undeposited Receipts account field, use the lookup to select the account to which the system should post undeposited payments or make no change to use the account displayed.

Click [OK] to begin the credit card batch processing, or click [Cancel] to exit. Completed invoices are removed from the Process Charge Accounts window and recorded as paid. Failed credit card payments remain in the window.

If you have failed charges left in the window, do one or more of the following:

To view why the charge failed, do the following:

Select the invoice for which you want to view results.

Click the View Results icon. The system displays a message, indicating why the charge failed (e.g., "CARD EXP.").

After reviewing the message, click [OK] to close the message.

To view the credit card information, do the following:

Select the invoice for which you want to view card information.

Click the View icon. If the system displays the View Charge Account window, proceed to Step c. If the credit card information was not stored for the selected transaction, the system displays the message: "No charge account is stored for the invoice selected." Click [OK] to close the message; you cannot view the credit card information for this transaction.

Edit the fields as necessary to update the account information.

Click [OK] to save your changes.

To edit credit card information, do the following:

Select the invoice for which you want to edit card information.

Click the Edit card icon. If the system displays the Edit Charge Account window, proceed to Step c. If the credit card information was not stored for the selected transaction, the system displays the message: "No charge account is stored for the invoice selected." Click [OK] to close the message; you cannot edit the credit card information for this transaction.

Edit the fields as necessary to update the account information.

Click [OK] to save your changes.

To change the charge method associated with one or more invoices, do the following:

To access the Change Charge Method window, do one of the following:

To change the charge method for a single row only, do the following:

Right-click the row for which you want to change the charge method.

Select Change charge method from the right-click menu. The system opens the Change Charge Method window.

To change the charge method for one or more rows at one time, do the following:

Check the checkbox to the left of each row for which you want to change the payment method.

Click the [Change method] button on the toolbar.

Using the Change Charge Method window, do the following:

In the Charge method field, use the drop-down menu to select the payment method you want to use for the selected row(s) (e.g., On Account).

Click the [OK] button.

If you want to print the invoice, check the Print checkbox.

Click [OK] to save your change. The system removes the selected invoice(s) from the Process Customer Charge Accounts window. If you checked the Print checkbox, the system prints a copy of the invoice(s).

If any invoices remain to be processed, return to Step 1 in the "Basic Information" section of this topic and repeat the steps in this process as necessary.