Adding a new credit card during sales order entry

To charge an order to a credit card not yet assigned to a customer, add the new credit card during Sales Order Entry.

You must have enabled this capability previously in SA Administrator Options. You must also have correct security to create a token.

When adding a credit card, you enter cardholder data (CHD) directly into your credit card processor's web browser. The processor returns a token. A token is an alias number for the credit card number. The token process shows the last four digits of the customer's credit card number. This protection method is called a primary account number (PAN) truncation. The method provides a recognizable number during setup and tendering.

  1. After you have initiated an order in Sales Order Entry, selected the products, and reviewed taxes and totals, select the Collect Payment view.
  2. In the Pricing Calculator section, in the Totals By field, select Ordered or Shipped.

    By default, the amount of the order auto-populates the Total Charged field.

  3. Ask the customer, "What payment type are you using?”
  4. In the Process Payment section, select the requested type in the Payment Type field. For example, American Express.
  5. Ask the customer, "What is the cardholder’s name and the last four digits of the card you want to charge to?"
  6. In the Payment #/Reference field, notice the card is not listed. Notify the customer, “That card is not listed. Would you like me to add it to your record?”
  7. If the customer says, “Yes,” click Add New Card to connect to the processor's Add Card or Manage Token form.
  8. Complete these required fields:
    Card Number
    Specify the credit card number. You can manually specify the number or, if you have set up a scanner device, you can swipe the card. The data that is stored on the magnetic stripe automatically populates the Card Number, Expiration, CVC, and Name fields.
    Expiration
    Select the month and year noted on the credit card.
    Cardholder Name
    Specify the name of the person authorized to use this credit card.
    Last Four Digits
    Specify the last four digits of the credit card number when this field is showing. This field is typically available when you swipe a card using a scanner device. Specifying the digits provides a verification that the credit card is present during the setup or tendering process.
    CVC
    Specify the CVC code.
    Zip Code
    Specify the ZIP code associated with the billing address of the cardholder.
    Email
    Specify the email address of the cardholder.
    Address
    Specify the street address associated with the billing address of the cardholder. The Address field requires no city, state, or zip code information. The processor only uses the house or building number for address verification system (AVS) purposes. The field has a character limit of 100 characters. Be aware that each processor has their own limits. For example, First Data limits the data to 17 characters.
    Positive Card Verification
    Only select the Positive Card Verification option if your company has prearranged with the processor to provide this extra verification step. A charge may be associated with this verification. This step sends a transaction through to the bank to verify the card information. If the verification fails, a message is returned. The CHD is not stored and no token is created. The processor may provide a setup to indicate the default value for Positive Card Verification. Override the default value if necessary.
  9. Click Submit.
  10. The new name and card are now listed in the in Payment #/Reference field. Select that card.
  11. Click Accept Payment.
  12. Click OK to open a journal.
  13. If the transaction is approved, a message is displayed: Card Approved ************<last four digits>.
  14. Click Save if the order is complete.
    Note: In Sales Order Entry, if you receive an error message such as, Invalid Credit Card Number, re-enter the card and click Add.

    The tendering process may time-out or fail.

    See Troubleshooting credit card processing.

    The procedures for tendering an order may differ if you are using a credit card scanner device.

    See Scanning a credit card during tendering.

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