Performing a One Time Authorization credit card transaction

Use a One Time Authorization to create an authorization transaction in Sales Order Entry for a tokenless sale paid with a credit card, for example, for a miscellaneous customer.

You can use a One Time Authorization in many ways. These instructions demonstrate how to enter an order where one line ships and one line is back-ordered. The instructions can be used similarly for an addon. For convenience, you can use the Personalization feature to add the Net Available field, which is the quantity of product available to be sold, to the Line Entry view in Sales Order Entry.

  1. After you have initiated an order in Sales Order Entry, click Select Products.
  2. In the toolbar, click Line Entry and select Advanced.
  3. In Line 1, specify the product, quantity, line type, unit, and price. Verify this product has adequate net availability.
  4. Click Add.
  5. In Line 2, specify the product, quantity, line type, unit, and price. Notice that this product does not have adequate net availability. You can back order the product by tying the order to a purchase order. Or, you can use the replenishment processes and have the RRAR create the PO.
  6. Click Sourcing.
  7. In Product Source, select Purchase Order.
  8. In the Vendor field, ensure the vendor number is displayed.
  9. Click Submit.
  10. Click Add.
  11. Two notifications are displayed: Purchase Order #0000000 Created; Qty Shipped < Qty Ordered: Back Order Scheduled/Adjusted (5777).
  12. Optionally, in the toolbar, click Edit Lines. The tied purchase order number is displayed in the grid under Related Order #.
  13. Optionally, select Taxes & Totals to review this information.
  14. Select the Collect Payment view.
  15. In the Pricing Calculator section, in Totals By, select Ordered or Shipped.

    By default, the amount of the order is displayed in the Total Charged field. The order amount is also displayed in the Amount column of the credit card listed first in the Process Payment section.

  16. Click One Time Authorization.
  17. Click OK to open a journal.
  18. You are now connected to the credit card processor's One Time Auth form.
  19. Complete the required fields, which may include:
    Card number
    Specify the credit card number. You can manually specify the number or, if you have a scanner device, you can swipe the card. Data stored on the magnetic stripe automatically populates the Card Number, Expiration, and Name fields.
    Expiration date
    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
    If this field is available, specify the last four digits of the credit card number. This field is typically available when you swipe a card using a scanner device, which provides verification that the credit card is present during the setup or tendering process.
    CVC
    Specify the CVC code.
    Email
    Specify the email address of the cardholder to send the transaction receipt after the transaction is successful.
    View Receipt
    Select this check box to view the transaction receipt from the payment provider in a new browser tab after a successful transaction. You can print the receipt for reference.
  20. Click Submit.
  21. In the transaction receipt, click:
    • Done, if you do not want to print a receipt, or
    • Print, to print a receipt.
  22. In the toolbar, click Save.
  23. If the message, Do you want to set this order as shipped?, is displayed, click Yes.
  24. Two notifications are displayed: Order Finished: Order 1234-00 Has Been Updated; Order Shipped: Order 1234-00 Has Been Shipped.

    What happens next? The order total includes the amount for both items ordered, but the tendering in this order has been split (01 suffix) and will process differently. You can use Sales Order Inquiry Credit Card Details to view codes and stages of the process.

    • Order 1234-00: The product in Line 1 was in stock and has been shipped. When Sales Entry Processing Invoice Processing Report runs, the order is invoiced and moves to the Paid stage. Invoicing creates a new transaction with a transaction code of fsal. This fsal is assigned an Authorization transaction code, such as DSC382, and a Response number, such as 1756047585. This puts the transaction in the queue to be picked up by invoice processing and sent to the processor for settlement. Revenue and inventory are updated for this amount.

    • Order 1234-01: The product in Line 2 is back ordered and the order is on hold until the back ordered product is shipped. When the back order inventory is received, picked, and shipped, the remaining part of the original order can be invoice processed. Back orders are automatically "re-authorized" and approved for the remaining amount, based on the original Response number. Invoicing creates a new transaction with a transaction code of fsal.

      This fsal is assigned a new Authorization transaction code, such as DSC438, and a new Response number that is appended to the original Response number, such as 1606023174-1756047585. This action puts the transaction in the queue to be picked up by invoice processing and sent to the processor for settlement. The remaining revenue and inventory are updated for this amount.

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