How to Charge, Process and Reconcile Credit Cards in the Operations App
- Michelle Cabaya (Unlicensed)
To use Credit Cards in the Operations App, you will first need to set up a merchant processing account. See Setting Up Credit Card Processing in X Dispatch for more information.
Set Up a Default Credit Card on a Customer’s Record
You must set up a default card to charge invoices to a credit card, however, this is optional to process single orders.
Go to Maintenance > Customers and select the customer you would like to add the default credit card to.
In the Accounting tab click Add New Card.
Enter the customer’s card details and click Authorize when completed.
Select the card so that it is highlighted and click Set Card as Default.
Optional. Check Bill Invoices With Default Credit Card if the customer would like to pay all their invoices with this card as well.
Capturing Credit Cards on Invoices
Best Practice
Create separate billing cycles for customers who pay invoices with credit cards. For example, if billing weekly, create a separate CC Weekly billing cycle, and assign customers who are on weekly billing and pay with credit cards, to this billing cycle. Do the same for semi-monthly, and monthly as well.
Authorize the Credit Cards
Credit card authorization is an approval from a card issuer, usually through a credit card processor, that the customer has sufficient funds to cover the cost of the transaction, and also confirms whether the card is valid.
Create an invoice batch. See Invoices - Invoice Center - Create Invoice Batches.
Go to Actions > Invoices > Invoice Center.
Right-click in the white box and select New Batch.
Review the invoices.
Right-click on the batch and select Special > Authorize Batch(es) for Credit. See How to Authorize a Credit Card for more information.
Once you have authorized the credit cards go to Process Credit Cards below to charge the credit card.
Capturing Credit Cards on Single Orders
Customers can pay individual orders with credit cards.
Example
You have a one-time-only type client account number for deliveries where the order is placed by a non-customer, or customers themselves who pay with credit cards. The process to capture the card is the same.
Authorize the Credit Cards
Credit card authorization is an approval from a card issuer, usually through a credit card processor, that the customer has sufficient funds to cover the cost of the transaction, and also confirms whether the card is valid.
To authorize a credit card the order must have the destination details entered and order type selected.
Click the Bill Credit Card at the top of the order screen.
In the Credit Card Authorization form, enter the card details as provided by your customer. If the customer has a card already on file, it will populate automatically.
Click Authorize. The Approved message will pop up when the card is valid and authorized for the charges on the order.
Click Save.
Save and Close or Save the order.
Once you have authorized the credit cards go to Process Credit Cards below to charge the credit card.
Invoice an Order Paid With a Credit Card
Orders paid with a credit card will not be included when creating invoices since they have already been paid. Therefore, individual orders paid with credit cards will not import into Quickbooks. This is why printing the credit card transaction summary is important: it captures revenue for entry into Quickbooks.
If a customer has a customer ID and is set up in Quickbooks, you’ll need to manually enter the order and pay it with the credit card batch funds when they process into the bank account. If it is a one-time customer, you can set up a customer in Quickbooks to use for these types of orders, such as “Online Customer” for example.
Process Credit Cards
See Process Credit Cards for more information.
Go to the Action menu, and select Process Credit Cards.
Select the order(s) and/or invoice(s) you want to process. All orders that authorized a credit card will appear here. Some orders may not have been delivered yet. You can click on an order to view the status of the order prior to settling the charges. Clicking on the Order/Invoice ID button will open the record. If an order rate is edited, it is recommended to close this screen and reopen to refresh the charges.
Click Process Selected. Cards will now be approved or declined in the Status field.
Print Credit Card Transaction Summary Report
You can print a report to show all processed cards/invoices to reconcile credit card batches in your company bank account. From the Processing Credit Cards form, select Print Report.
Export Invoices for Quickbooks
See Importing Invoicing Information into Quickbooks for more information.
Click the Invoice Center window or go to Actions > Invoices > Invoice Center.
Right-click on the batch and select Export then choose the Quickbooks export for your Quickbooks version.
Import the downloaded file into Quickbooks.
Save a Credit Card Order Receipt to Email
You can save a copy of the order receipt to email the customer.
Click the Find button in the toolbar.
Click the Load Query Definition icon.
Select CXT - Credit Card Order Receipt and click OK.
In the Find window select the Report Format “CXT- Credit Card Order Receipt”.
Click Exec.
Enter the OrderID for the order you would like to email the receipt.
The receipt will pop up on the screen when it is ready to be printed or saved and emailed out.
Plug’n Pay
You can log into Plug’n Pay to use a virtual terminal if you need to refund a credit card or pull reports. Pulling information for a date range shows some single and batch summary details. Your Merchant Processor can provide more information for you as well.
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