The following describes how to enter credit card information to the sales order summary and how to request an interactive credit card validation.
Prerequisites
Follow these instructions only if you have IBS Financials installed.
| Work with companies | To be able to send requests for validation and receive credit card authorisations, an external authorisation software must be Active on the Additional products/Company activation panel in Work with companies.
Note: Contact your system administrator for information regarding how your company interacts with your credit card authorisation company. |
| Sales order type | The sales order type used to enter this sales order must have the following parameters defined:
Note: Only invoices with a zero balance (paid-in-full) will be printed. When credit card information is printed on the invoice, the last four digits of the credit card number are replaced with XXXX. |
Do as follows to enter a simple credit card payment sale:
- Repeat steps 1 through 3 in Enter a cash payment sale but in the Order type field, enter a sales order type that updates A/R and only requires a direct invoice printout.
- You access Work with sales order, Order lines. Complete the following fields:
- Item/Assortment
- Enter a sales order line for an item.
- Quantity
- Enter the quantity sold.
- Unit
- Enter the unit.
- You access Work with sales orders, Order settlements. This is the starting panel for entering cash, credit card and cheque payments via the Order Summary routine. Complete the following fields:
- Payment type
- Enter a code that identifies the type of transaction that you are performing. Note: In most countries payments made with credit cards, cheque and cash (currency) are all considered to be cash-sales. If your country/company distinguishes between Cash, Credit Card and Cheque sales payments individual records for these will have been created in your IBS Enterprise system. If so, select the record that best identifies the payment that you are registering from the Payment type list.
- Cash register
- Enter a code from the Cash register codes table.
- Payment status
- The value entered in this field is used to indicate the status of the Cash or Cheque payment. Statuses 1-3 control the release of the order, accounts receivable payment creation and determine if the payment will be printed on the invoice document.
- When a value of 1 is entered, this denotes that the payment is expected. The order will be held until the payment is received, i.e. status upgraded to 2 or 3.
- For the purpose of this example, enter 2 to denote that the payment has been received. This payment will be printed on the invoice but will not be subtracted from the amount due until it has been posted to Accounts Receivable in IBS Financials, i.e. upgraded to status 3.
- Note: If 3 is displayed, this denotes that the payment has been posted to Accounts Receivable in IBS Financials. This payment will be printed on the invoice and subtracted from the amount due. You can manually set a status to either 1 or 2. Only the system can change the payment to status 3.
- Amount
- Enter 0 (zero).
- Card
- Enter the type of credit card used by your customer.
- Card number
- Enter the credit card number.
- Card amount
- Enter the sales amount that is to be paid by credit card. Note: In the Order val field (located at the top right-hand corner of the panel) the total value of the sale is displayed.
- CCV number
- Enter the three-digit credit card verification number from the back of the credit card.
- Valid from/Exp date
- Enter the valid from date and the expiry date of the credit card.
- Auth/Exp date
- This field is automatically populated after successful authorisation. Displays the date until which the authorisation on this credit card remains valid.
- Holder/Addr
- Enter the name of your customer as it appears on the credit card.
- You access the first Credit card authorisation window where your customer’s credit card information will be displayed. The system will process your credit card authorisation request.
- APPROVAL and authorisation code. This denotes that the card has been accepted.
- DECLINED. This denotes that the card has been rejected.
- CALL. This denotes to the employee entering the sales order that he, or she, must contact the credit card authorisation company.
- You return to Work with sales order, Order settlements.
- Auth/Exp date
- The authorisation code is then automatically defaulted to this field for future reference.
- Net invoice amount
- This field is blank denoting that the customer invoice that will be printed will have a zero balance.
- You access Work with sales orders, Fee entry. Click OK to exit the Sales order entry program.
Click OK.
Click OK to update the line. Click Fnc list and select Order settlements.
Click OK. Since the sales order line has been entered and the customer’s credit card details have also been processed all that is left to do is to receive a credit card authorisation code that will finalize the sale.
Click Auth to begin the interactive credit card authorisation process. Note: This functionality will only be available if an external authorisation program has been activated on the Additional products/Company activation panel in Work with companies. You must activate it in order to process credit card authorisations interactively.
One of the following Authorisation messages will be displayed:
Note: You may also receive a message indicating that the order is held for more information. See Work with order held reason codes.
Once an authorisation message has been returned, the authorisation process is completed. Click OK.
Note: The message “Authorisation request approved” is displayed along with the authorisation code at the bottom of your screen.
Click OK to complete this transaction and return to the Sales order entry panel. Then click Back to exit.
The sales order has been processed and the payment has been made.