Manage Credit Card Payments in Customer Order Entry

This document explains how to manage credit card payments for customer orders.

A third-party provider is used to authorize the credit card information online. Once authorization is received, you can reserve funds for the customer order. After invoicing, a delayed capture for the invoiced amount is sent to the third-party provider.

This document also helps you verify the credit card authorization during pick list release.

Before you start

The starting conditions mentioned in Entering a Customer Order: Normal Order Entry must be defined.
The settings from Configure Credit Card Management Interface must be defined.
Payment class 03 (Bank transfer) must be defined in 'AR Payment Method. Open' (CRS076) for the payment method to be used.
The 'Credit card' check box in 'AR Payment Method. Open' (CRS076) must be selected.
All the values for the payment term used must be set to zero in 'Payment Term. Open' (CRS075).
The 'Credit check at picking release' check box must be selected in 'Dispatch Policy. Open' (MWS010). This is required to activate the process described in the section "Verify Credit Authorization Status at Pick List Release". See description in the Follow these steps section.

Follow these steps

Manage credit card payments in customer order

Start 'Customer Order. Open' (OIS100).
Enter a customer order.

See Enter a Customer Order Using Several Panels in the Order Header.
After the order lines are generated, click Close to proceed to 'Credit Card Authorization. Open' (CRS435).
On the E panel, enter the credit card number and expiration date.
To add more information on the F and G panels, press Enter.

Note: You can enter different information on the F panel depending on the card type used.
Click F14='Submit transaction' to submit the transaction to the third-party provider for authorization.

Note: A warning message is displayed if the credit card validity is less than 30 days from the requested delivery date.

Click F17 to clear the default credit card details.
To confirm the submission, click OK.

Authorization Approved
If the authorization is approved, then exit (CRS435/E).

Once the credit card information is authorized, the third-party provider, the reference number, and the amount are updated.

The result field is updated with 'Approved' status.
Process the customer order to status 77='Invoiced'.

See Invoice Customer Order Manually.
Start 'Credit Card Capture. Open' (CRS436).
On the B2 panel, check for the transaction status of the invoiced customer order.

The transaction status is updated to 20='New'.
To proceed with the capture transaction, select option 21='Send for capture'.

A new record with transaction status 90='Finalized' is created and the transaction status of the old record is also updated to status 90='Finalized'.

Note: Use F14='Submit for capture' to submit all transactions that are ready for capture, or submit from 'Credit Card Capture. Submit' (CRS444). The result is analyzed as described above in (CRS436) but no printout of the result is created.

Authorization Not Approved

If the authorization is not approved, the customer order is stopped and the credit card status is updated to 15='Error'.
To locate the stopped customer order (stop code=3), start 'Customer Order. Stop' (OIS120) or 'Customer Order. Toolbox' (OIS300).
Click option 20='Cred card auth' to start (CRS435).
On the A panel, select option 11='Authorize' or 12='Reference Authorize'.
To submit the credit card transaction for authorization again, repeat steps 4–12.

When you exit (CRS435) with an approved authorization, the customer order is released (the stop code is changed to 0).

Manage credit card payments in partial delivery

Perform a partial delivery for a customer order. Invoice the partial delivery.
Process the rest of the customer order to picking list printout.

When the picking list is printed (manually or by auto start job), the customer order is stopped, since an invoiced partial delivery with the same reference number exists.

Note: The transaction status is updated to 15='Error' to indicate partial delivery.
To locate the stopped customer order (stop code=3), start (OIS120) or (OIS300).
Click option 20='Cred card auth' to start (CRS435).
On the A panel, select option 12='Reference Authorize' to create a new authorization.
To submit the credit card transaction for authorization, repeat steps 4–12.

A new reference authorization transaction (new reference number) is created based on the old reference number.

A new reference authorization transaction (new reference number) is created based on the old reference number.

Now it is possible to print the picking list.

Verify Credit Authorization Status at Pick List Release

To verify the credit authorization status at pick list release, enter a customer order to be paid by credit card.

Note: The 'Credit check at picking release' check box must be enabled in 'Dispatch Policy. Open' (MWS010).
To submit the credit card transaction for authorization, repeat steps 3–7.
Release the picking lists (manually or by auto start job).

See .

An inquiry transaction is submitted and the status of the reference number is returned.
If the authorization is valid, proceed with step 36.
If there is an error (if the hold on the funds is released, the capture is performed for partial delivery, or a communication error occurs), the pick list print is stopped and the delivery status is updated to 03.

Note: The transaction status is updated to 15='Error'.
To locate the stopped customer order (stop code=3), start (OIS120) or (OIS300).
Select option 20='Cred card auth' to start (CRS435).
On the A panel, select option 12='Reference Authorize' to create a new authorization.
To submit the credit card transaction for authorization, repeat steps 4–8.

A new reference authorization transaction is created with the old reference number.

The customer order stop is released (stop code=0).
Process the customer order to status 77='Invoiced'.

Manage Credit Card Payments for Credit Orders

Start 'Customer Order. Open' (OIS100).

Credit card payments for credit orders can also be managed in 'Customer Returns. Open' (OIS390).

See Register Customer Return.
Copy the existing customer order for which a credit order must be created.

See Copy Customer Order or Quotation.
In (OIS100/A), change to a CO type with customer order category 2='Credit order – only credit order lines allowed' and press Enter.

The customer order details are copied to the credit order.

When you create a credit order (with Order category=2 and Payment method=Credit card) by copying an existing customer order with a credit card reference number on it, a delayed capture (or sale) reference number is retrieved from OINVOH and copied to the customer order header of the credit order.

The first found reference number in OINVOH with status Finalized (90) in table CRCCCT is retrieved, regardless of what program is used to create the credit.
In (OIS106/B), select the order line(s) to be credited and click Close.
In (OIS101/B1), the order line is updated with the negative quantity.
Click Close and process the credit order to status 77='Invoiced'.
Enter the invoice number in (CRS436/B2) and check for the transaction status.

The transaction status is updated to 05='Credit'.
To repay the amount to the credit card, select the Credit option.
On CRS435/E, click F14='Submit transaction' to submit the Reference Credit transaction to the third-party provider.
To confirm the submission, click OK.

If the authorization is approved, funds are transferred back to the credit card.
Click Close and check for the transaction status in (CRS436/B2).

Note: A new transaction record is created for the invoice. Both transactions' statuses are updated to 90='Finalized'.

Credit Card Capture

Process the customer order to status 77='Invoiced'.
Enter the invoice number in (CRS436/B2) and check the transaction status.

The new transactions can have status 05='Credit', 15='Error', 20='New' or 90='Finalized'. New transactions with status 90='Finalized' are either sale or credit transactions that need no further processing.
To submit a transaction with status 20='New' for capture, click F14='Submit for capture'.

Note: Transactions with status 25='Communication error at capture' are also sent for capture.

If the delayed capture is approved, a new record with transaction status 90='Finalized' is created and the transaction status of the old record is also updated to 90='Finalized'.

If the delayed capture is not approved, the transaction status of the record is updated to either 25='Communication error at capture' or 15='Error'.
To submit for inquiry, select F15='Submit inquiry' or submit from 'Credit Card Capture. Submit' (CRS444). The result is analyzed as described above in (CRS436) but no printout of the result is created.

All transactions with status 30='Submitted for capture' are sent. The response is updated for each transaction in 'Credit Card Capture Transactions' (CRCCCT) and the status is updated to indicate the result.

The status remains 30='Submitted for capture' if the transaction is not processed by the third-party provider.

If the capture fails, the status is updated to 40='Capture failed'.

If the capture has been performed, the status is updated to 90='Finalized'.

At this time, the (FIRCON) table is updated.

Outcome

These tables are updated:

Credit Card Authorization Transactions (CRCCAT)
Credit Card References (CCREFE)
Credit Card Capture Transactions (CRCCCT)
Invoice Header (OINVOH)
Payment Reference Numbers (FIRCON) with the reference number.

Payment by credit card is accepted during customer order entry, however, partial payments from multiple cards are not accepted for the same delivery, and cash discounts are not supported when credit cards are used.

The credit card information is authorized and is used to reserve funds during customer order entry.

After invoicing, a delayed capture is issued, and when the payment is later received, it is matched with the correct record in Accounts Receivable.