Credit Card Orders

Order Entry allows you to process sales orders using credit cards. You can authorize credit card transactions manually, or electronically over the Internet using Worldpay.

Manual credit card authorization - If you enter sales orders with credit card type payment terms, you must enter the credit card information, an authorization code, and an initial authorization amount. You will have to manually obtain this authorization information (by phone, credit card machine, or other means). When the goods are shipped and the invoice is created/posted, the invoice amount is posted to accounts receivable. You must manually charge the credit card (and relieve the initial authorization amount) for the amount of the invoice, then enter the credit card payment in Deposit Entry.
Electronic credit card authorization - If you enter a sales order with credit card type payment terms, the system will automatically attempt to authorize the order using Worldpay. If the credit card authorization fails, the order is put on credit hold. If authorization is successful, then the credit card is charged when invoices are created. The invoice will net to zero (charges less credit card payment) so accounts receivable is never affected. Point-of-Sale (POS) orders are charged to the credit card immediately.

For information on the steps required to enter an order, see Sales Order Process Flow.

For information on setting up credit cards, see Credit Card Interface FAQ.

Order Classes

For POS orders, set up order classes for sales and returns in Order Class Maintenance and select the Point of Sale check box. For the sales order class, select the Print Pick Demands from Order Entry check box. For the returns order class, select the Express Return Orders check box.

For sales orders, you can use any order class defined for sales. For return orders, you can use any order class defined as an express return.

POS Sales Orders

To enter a POS credit card sales order in Order Entry:

Enter the customer code or name. If the customer does not exist in the system, you can create a customer on the fly by clicking the Customer button in the ribbon (or you can create a new customer in Customer Maintenance). You can also enter new credit card information.
Verify payment terms are of the credit card type, and that the order class is a POS type.
Enter line items (products being ordered) as usual.
Click the Bill To tab and enter valid credit card authorization information or create new card information (if the credit card information was not previously entered for the customer).
If you do not want to use electronic credit card checking, select the Manual check box. If this check box is selected, the software does not connect to the credit card company through Worldpay. Instead, you must slide the card yourself and get an authorization number, and then enter the authorization number and the authorized amount.
After the order is complete, click the OK button in the ribbon. If the Manual check box is not selected on the Bill To tab, the system will connect to the credit card company through Worldpay using a sale transaction and either give you authorization or fail the authorization. For more information on credit card transactions, see Credit Card Transaction FAQ.
If the credit card is authorized, the software automatically prints a pick demand which is used as a bill of sale that the customer can sign for your records.
The software automatically starts the shipping confirmation process, allowing you to select bins. It will recommend bins if available. You can confirm as is or select bins other than the recommended bins. After the process is complete, the software automatically starts the invoice creation process (if Yes is selected for the Print Invoices option in Location Maintenance for the location).
If authorization is from the credit card company, and is successful, an additional charge type (such as Visa) is created automatically on the order for the full amount of the order. This will result in an invoice for $0.00.

If authorization is manual, an additional charge is not placed automatically on the order. It must be done manually for the amount authorized. The remainder, if any, is placed on the invoice as is, and considered a collectible from the customer.

$Images\warning.gif$ With POS orders, the automatic authorization process connects to the credit card company through Worldpay after you click the OK button in the ribbon. If the order is edited after the dial out process, it will not re-connect to the credit card company. In this case, you must perform the manual authorization process.

If there is a difference in inventory on hand records and what you physically have on hand at the moment of sale, you must do a stock adjustment to enter the item into stock to allocate the item and release the order.

Credit Card Sales Orders

To enter a credit card sales order in Order Entry:

Enter the customer code or name. If the customer does not exist in the system, you can create a customer on the fly by clicking the Customer button in the ribbon (or you can create a new customer in Customer Maintenance). You can also enter new credit card information.
Verify payment terms are of the credit card type, and that the order class is a sales type order class.
Click the Bill To tab and enter valid credit card authorization information or create new card information (if the credit card information was not previously entered for the customer).
After the order is complete, click the OK button in the ribbon. If you did not manually authorize the credit card, the system will attempt the first connection to the credit card company through Worldpay for credit card authorization. The amount of the authorization depends on the authorization settings, which are entered in System ID Maintenance, or set up for order classes in Order Class Maintenance and for customers in Group Credit Rule Maintenance and Customer Credit Rule Maintenance. If the authorization amount cannot be authorized, the order is put on credit hold with a hold reason of Credit Card.
When pick demands are printed in Pick Demand Create and Print, the credit card may be authorized again for the shippable amount (depending on the authorization settings for the system, order class, and customer). If the amount cannot be authorized, the pick demand is cancelled and the order is put on credit hold.
When the order is shipped, use Pick Demand Confirm to confirm the picked products.
Adjust inventory for the products in Confirmed Pick Demand Inventory Adjust.
In Invoice Create and Print, the system generates a delayed capture transaction for the actual invoice amount during the invoice creation process. It connects to the credit card company using Worldpay for a final time to confirm the delayed capture transaction. If the delayed capture transaction fails (the initial authorization expired), then a sale transaction is attempted. If both fail during this process, the system will generate an accounts receivable invoice that becomes a receivable and an exception report is printed. For more information on credit card transactions, see Credit Card Transaction FAQ.
After the invoice is created, if the order is not completed, an authorization transaction is processed for the remainder of the order. For more information on credit card transactions, see Credit Card Transaction FAQ.

Credit Card Returns

To enter a credit card return order in Order Entry:

Enter a return order with a return order class that is specified to be an express return. Enter credit card information on the order.
Perform all of the steps related to return order processing. For more information, see Return Order Process Flow.
The invoice creation process performs a credit/refund/return transaction from the credit card company that is equal to the final invoice amount. This process automatically creates the invoice additional charge record.

Invoice Journal Summary Report

To verify the validity of credit card transactions, run the Invoice Journal Summary Report. This report displays totals by cash payment. The Total Amount column is the total amount in the accounts receivable trade general ledger account. If the invoice is a credit card transaction, that column displays $0.00 to suggest you have collected cash or that the credit card transaction was successful.

Credit Card Transaction Inquiry

You can use Credit Card Transaction Inquiry to display the credit card transactions for a specific order. To view the inquiry, click the Credit Card Transaction Inquiry button in the ribbon in Order Entry, Order Edit, or Order Inquiry. For information on credit card transactions, see Credit Card Transactions FAQ.

Transactions by Authorization Basis

Credit card transaction amounts vary based on the Authorization Basis option selected in System ID Maintenance, set up for order classes in Order Class Maintenance, or set up for customers in Group Credit Rule Maintenance and Customer Credit Rule Maintenance. The following table describes how the selected Authorization Basis option affects credit card processing.

Task	Order Total Authorization Basis	Shippable Amount Authorization Basis	Minimum Charge Authorization Basis
Order Entered	The system authorizes the entire order total amount and any overage percentage.	The system authorizes the allocated amount, additional charges, and any overage percentage. If there is no allocation: For Worldpay, the system performs an Address Verification System (AVS) check.	For Worldpay, the system performs an Address Verification System (AVS) check.
Order Edited	If the amount of the order is increased, the original order authorization is voided and the system authorizes the new order total amount and any overage percentage. If the amount of the order is decreased, no authorization occurs.	No authorization occurs.	No authorization occurs.
Order Voided	All authorizations are voided except for authorizations associated with pick demands that are already confirmed and inventory adjusted.	All authorizations are voided except for authorizations associated with pick demands that are already confirmed and inventory adjusted.	If pick demands are cancelled when the order is voided, the authorizations for the pick demands are voided.
Pick Demand Printed	If the original order authorization has not expired (based on the number of days for which the authorization is valid for the credit card payment terms set up in Payment Terms Maintenance), no authorization is performed. If the original order authorization has expired, the system authorizes the amount of the pick demand, additional charges, and any overage percentage. Note Each order is authorized separately for consolidated pick demands.	The original order authorization is voided and the system authorizes for the pick demand amount and any overage percentage.	The system authorizes the amount of the pick demand, additional charges, and any overage percentage. If multiple pick demands are created for an order, a separate authorization is performed for each pick demand. NOTE The system generates a separate authorization for each order on a consolidated pick demand (based on the amount for the pick demand).
Pick Demand Cancelled	If the authorization was generated when the pick demand was printed, it is voided. Original order authorizations are not voided so that the authorizations can be reused when pick demands are printed. NOTE The system voids all authorizations for consolidated pick demands.	The system voids all authorizations associated with the pick demand. NOTE The system voids all authorizations for consolidated pick demands.	The system voids all authorizations associated with the pick demand. NOTE The system voids all authorizations for consolidated pick demands.
Invoice Created	The system creates a delayed capture transaction for each authorization associated with a pick demand. If a delayed capture transaction fails, a sale transaction is created instead. NOTE If an invoice is for multiple orders, and not all delayed capture transactions are successful, the invoice may be partially paid by credit card and have an open accounts receivable amount.	The system creates a delayed capture transaction for each authorization associated with a pick demand. If a delayed capture transaction fails, a sale transaction is created instead. NOTE If an invoice is for multiple orders, and not all delayed capture transactions are successful, the invoice may be partially paid by credit card and have an open accounts receivable amount.	The system creates a delayed capture transaction for each authorization associated with a pick demand. If a delayed capture transaction fails, a sale transaction is created instead. NOTE If an invoice is for multiple orders, and not all delayed capture transactions are successful, the invoice may be partially paid by credit card and have an open accounts receivable amount.