Adding Customer Credit Card Information

When you add a customer's credit card information in your system, you can choose to store the information for reuse on later orders by that customer. You can store information about multiple credit cards for one customer, using different Ship To addresses for the customer.

To add credit card information for a customer:

  1. (Optional) From the Sales Orders, Service Orders, A/R Posted Transaction Summary, A/R Posted Transaction Detail, or Contracts forms, click Authorize Credit Card to display the Credit Card Payment Information form.
  2. On the Credit Card Payments form, specify this customer credit card information that will be used to pay the invoice when it is generated. (If this form is called from another form, relevant information is already filled in.)
    Note:  A customer's credit card information can be entered remotely, from the Service Mobile application.
    Customer
    Specify the customer number.

    Optionally, select a name first to populate the Customer and Ship To fields.

    Ship To
    Specify the customer Ship To address (also known as the Customer Sold To location). If the field is left blank, the zero Ship To address is used.
    Name
    The customer name is displayed.
    Transaction Type
    Specify the action to be requested from the credit card processing software:
    • Sale: Submit a charge against the credit card.
    • Return: Submit a credit against the credit card.
    • Authorize: Request validation of credit card information (not authorizing the amount of the sale).
    Note: The authorization process submits a charge for the either a fixed amount or a percentage of the sale based on the credit card interface parameter setting.
    Total Amount
    Specify the total amount to be invoiced. If you specified a Default Authorization method on the Credit Card Parameters form, a calculated amount is filled in automatically for pre-authorizations.

    See Pre-authorizing Credit Card Amounts or Percentages.

    Reference
    Specify the reference to which the credit card should be applied:
    • Invoice: Apply to an existing invoice in the system.
    • Sales Order: Apply to the selected sales order.
    • SRO: Apply to the selected service order.
    • Open: Apply an open credit for the selected customer.
    • Contract: Apply to the contract specified in the Contract field.
    Card Present
    Select this field if the card is physically available to you.
    Credit Card Capture
    This field displays information if you used a mobile device to swipe the credit card.
    Card Number
    If you use the CenPOS gateway, use one of these options:
    • Leave the Card Number blank if you plan to specify a new credit card (you will specify the number in the next step) or
    • Select the last 4 digits from the drop-down list to select a stored credit card token

    If you use another gateway, specify the 16-digit number listed on the front of the customer's credit card. If the credit card has been used and stored by the customer previously, you can select the number from the drop-down list.

    Note: The credit card number is not stored locally; it is transmitted only for authorization purposes
    Store for Future Orders
    If you use the CenPOS gateway, you can select this field even for a blank credit card number.  Credit card information is entered through the CenPOS virtual terminal; a token ID is stored locally for reference. When you authorize and submit the credit card information to CenPOS, Service Management creates an entry in the Customer Credit Cards form.

    If you use another gateway, select this option to save the information in the back end system for future use. The actual card number is not saved in the system; only a pointer to the information in the third-party system is saved. When you click Process, Service Management creates an entry in the Customer Credit Cards form.

    Note: For security purposes, only the last four digits of the credit card number are stored. A reference to the third-party credit card processing application, where the full credit card number is securely stored, is used to access the full credit card number during processing.
    Expiration Date
    Specify the card expiration date in the form MM/YY. For CenPOS, this field is not available.
    Name on Card
    Specify the card holder's name exactly as it appears on the credit card. For CenPOS, this field is not available.
    CV Number
    Specify the security number that is found on the card. For CenPOS, this field is not available.
    Address (Street, City, Prov/StatePostal/Zip)
    Specify the billing address information for the card holder.
  3. If you use the CenPOS gateway, click Authorize to display the Credit Card Web Payment form with the CenPOS virtual terminal. Here you specify the card number, expiration date, name on the card, last four digits, and optionally an email address. If the card was previously saved for this customer, the information is already filled in. If this form is associated with an order, the invoice number is filled in.

    Click Submit to send the information to CenPOS; then click OK to close the Credit Card Payment Information form.

    If you use another gateway, click Process to send the completed information to the third-party system where it can be authorized.

Note: To prevent additional fees, if you try to perform a second authorization against an order, a warning message is displayed to confirm the request. Click Yes to confirm or No to deny the re-authorization.
Note: If you assign a new credit card to an existing order, any old authorizations that are tied to the order are automatically deactivated.
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