Setting up a credit card payment type tied to more than one bank account

Use the SA Table Code Value Setup-Payment Type function to set up different types of credit cards and to define how your company processes each type.

See Credit card payment types

Use this setup if you are tying each card type to a separate bank account. This allows the system to a) receive the validation response from CenPOS, b) validate that the payment type in the response matches the type specified in the record, c) update or correct the payment type in the record, and d) communicate the accurate transaction data to General Ledger and Accounts Receivable.

To properly set up payment types tied to more than one bank account, you must:

  • Create a Tendering G/L Account to correspond with each CenPOS payment type (in GL Setup Accounts).
  • Create a payment type for each card type (American Express, Visa, MasterCard, Discover).
  • Create a catchall payment type to capture any payment type-exceptions during validation. For example, create a CenPOS XCP (exception) account.
    • Similar to a suspense account, if an exception is created, the system uses a hierarchy to find valid payment types. If one cannot be found, the system displays a message (“Warning! Card Type does not exist for Processor! Contact System Administrator to update Payment Type and Correct GL Distribution”) and posts the entry to the XCP account. You must manually adjust it to the correct account. The XCP account should be periodically reviewed and steps taken to prevent the exception from recurring.
  1. Select System Administrator > Setup > Table Code Value.
  2. In Table List, select Payment Type and click Search.
  3. Click New.
  4. In Type, specify a two-digit number. Make sure you specify a number that has not been used. The maximum number of payment types is 99.
  5. In Description, specify a descriptive name for the credit card or change an existing description. For example, CenPOS XCP.
  6. Click Save.
  7. In the Required section, select an Overpayment Refund Type for this credit card type.

    Use this field to specify how an overpayment should be refunded when processing credit (including credit cards). The list is populated from Payment Type. In most cases, the overpayment refund type will be the same as the initial payment type; for example, CenPOS Visa. However, there may be instances where you want to refund in cash or by check, rather than the initial payment type.

  8. Select a Bank for this credit card type.

    Use this field to select the bank where your credit card deposits will be deposited. You might have all of your deposits go to one bank, or you might have deposits for a specific card, such as American Express, go to a different bank. The list is populated from CR Bank Setup.

  9. Select Payment Type is a Credit Card. If you do not select this option, standard Distribution SX.e system tendering occurs, not CenPOS tendering.
  10. In the Credit Card section, select the appropriate Processor from the list. This is the processor type set up in SA Credit Card Processor Setup.
  11. In Edit Type, select the type of credit card you are entering information for or select Do Not Perform Validation if you do not want to validate the type during entry.

    Use the Do Not Perform Validation edit type with your CenPOS XCP (exception) payment type.

  12. In the Additional Information section, in the Tendering G/L Account field, specify the general ledger account number.

    This specifies the account you previously created that holds all credit card transactions posted during Sales Order Entry-Collect Payment. This transaction is backed out during invoice processing.

    You must create a separate Tendering G/L Account for each card type you accept for credit card tendering.

  13. In Addon, specify an addon amount or percentage.
  14. In Addon Type, select either Percentage, to select an add-on percentage, or Amount, to select a flat amount.

    This amount (such as shipping costs) is added to the order total and is included when the transaction is authorized. This is an estimate of the expected addon amount. After shipping and invoice processing, the amount is adjusted to match the actual addon.

  15. Select Post to A/R at Invoicing to create an Accounts Receivable transaction for the credit card company.
    • If you select this option, a Credit Card A/R customer number is required. This reverses the original transaction made at tendering but posts the offset to the A/R account for the credit card customer. The process creates an open Customer Transaction Entry transaction for the credit card customer’s account. This transaction is then processed through normal cash receipts when the cash is received from the credit card company.
    • Clear this option if you want a transaction for the credit card to be posted to Cash at invoicing. The account code specified in the Bank field is used.
  16. If you selected the Post to A/R at Invoicing option, specify the A/R customer number in the Credit Card A/R Account # field.
  17. In Days Allowed for B/O Authorization, specify the number of days before an authorization expires.

    When a back order occurs and the authorization has expired, a new authorization is initiated. This information is determined by bank rules and the credit card company. Typically, authorizations expire on the 7th day. We recommend setting this value at 6 or 7 to ensure funds are held.

    If the order is put on hold because the credit card authorization has expired, the order displays on the Sales Entry Processing Back Order Fill Report exception report with an “A“ hold, indicating a hold from the back order processing. The order displays in Sales Credit Release Inquiry and is automatically picked up for reauthorization by invoice processing. Reauthorization will not occur by filling the order manually.

    When using CenPOS as your processor, keep in mind that Distribution SX.e does not manage the expiration date, CenPOS does. Therefore, ensure the authorization days allowed does not exceed the credit card’s expiration date. For example, a card could expire in 2 days, but your authorization exists for 7 days. You can mitigate these situations by making use of CenPOS reports. Contact your CenPOS representative.

  18. Click Save.
  19. Repeat these steps as needed to create a payment type for each card type you accept (for example, American Express, Visa, MasterCard, Discover).
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