Credit Card Receipt Processing
All credit card data stored in AcctVantage is encrypted. This encryption meets PCI v4 standards. All communication with 3rd party gateways is strictly over SSL, therefore the communication is also encrypted.
We do not have Multi Factor Authentication (MFA) on our product roadmap at this time.
There are two ways to process credit card Receipts in AcctVantage:
- Authorize/capture a single credit card payment from within a Receipt (this can be a standalone Receipt or it can be attached to an open Sales Order).
- Authorize/capture a batch of credit card payments from the Sales Order Action Menu.
Before beginning, you must have already have completed the Payment Gateway Setup for Authorize.net.
A. Process a single credit card Receipt
This method would typically be used to process Receipts for open A/R balances.
1. Enter a new Receipt
- Navigate to Accounts Receivable -> Receipts and create a new Receipt.
- Enter all of the data in the header area and select the Receipt detail items that will be paid. You will need to choose a credit card Receipt Type and enter valid credit card data.
- Click the Run Card button when you're ready to authorize the payment.
2. Authorize the credit card payment
Click the Authorize button to process the credit card payment. This can take a few seconds or so.
There are a few options here:
- Authorize: This will charge the cardholder for the Receipt Amount.
- Pre-Auth: This will pre-authorize the credit card for the Receipt Amount.
- Capture: Click this to capture an amount that was previously pre-authorized.
- Phone Auth: This option can be used if the credit card charge is being authorized outside of AcctVantage.
- Void: Highlight a previously authorized charge and click Void to cancel the authorization. This can only be done within 180 days of the original authorization. The cardholder will be refunded to the original credit card.
3. Authorization has been approved
Once AcctVantage gets a response from Authorize.net, the screen will be updated. You can see below the Status = Approved.
In some cases, you may see a different status such as Captured, Declined, Expired, etc. You can find more information on the Status and Response by going to Accounts Receivable -> Payment Gateway Charges.
3.1. Authorization Number
You'll know the CC transaction has been successfully processed when you see an Authorization Number on the Receipt.
B. Process a batch of credit card Receipts
This method would typically be used to process Receipts for open orders that will not be charged to the Client's A/R. You can do this for prepayments or for paid in full orders.
In order to process a batch of credit card Receipts:
- There must be an open Balance Due on the Sales Order.
- There must be an unauthorized credit card payment already entered on the Payments tab of the Sales Order.
1. Find the orders you want to process the credit cart payments for.
- Navigate to Sales -> Sales Orders & Quotes.
- Highlight a batch of Sales Orders.
- Use the Action Menu -> Process credit cards.
2. Use the Action Menu item: Process credit cards...
Confirmation
3. The credit cards have been processed.
You'll know the CC transactions have been successfully processed when you see an Authorization Number on the Receipt and the orders have Balance Due = $0.00.
3.1. Authorization Number
3.2. Balance Due = $0.00
