Overview | Credit Cards
Credit card setup and processing occurs in the Classic Operations App.
- 1 Introduction to Credit Cards
- 2 Setting Up Credit Card Access
- 3 Credit Card Types
- 4 Set Up a Default Credit Card on a Customer’s Record
- 5 Capturing Credit Cards in the Client Portal
- 6 Capturing Credit Cards on Invoices
- 7 Capturing Credit Cards on Single Orders
- 8 Automatic Credit Card Processing
- 9 How to Manually Process Credit Cards
- 10 Credit Card Transaction Report
- 11 How to Print a Credit Card Transaction Summary
- 12 How to Delete Credit Card Authorization in X Dispatch
- 13 Troubleshooting
Introduction to Credit Cards
Credit Cards can be utilized to collect payment directly in the Operations App and/or Client Portal from your Customers. Credit Cards can be used to pay for single shipments as well as invoices. CXT Software partners with Plug 'N Pay, who acts as a gateway to a Merchant Processor. In order to utilize Credit Card processing within the Operations app, you will need to set up an account with Plug 'N Pay and you will need to set up an account with an Merchant Processor.
Setting Up Credit Card Access
Obtain a Merchant Processing Account
Contact one of the Plug'n Pay partnered Merchant Processors. Inform them of the following:
You need to set up a new Merchant Processing Account
Plug'n Pay is your Gateway Provider, integrated with CXT Software.
Request a VAR sheet.
Available Processors
Visit https://www.plugnpay.com/processors for a list of all Plug'n Pay processors. Please note that CXT Software does not have a say on which processors are available.
Set Up a Plug’n Pay Account
After your Merchant Processing account is created, you will need to contact Plug'n Pay and tell them you need a new account to use with CXT Software's integrated solution.
Plug'n Pay Support
(800) 945-2538, option # 1
You may need to provide them with the VAR sheet received from your Merchant Processor.
Plug'n Pay will provide you with a username and password.
Ask Plug'n Pay to disable auto batching.
Important Note: Worldpay FIS will supply Plug n Pay with the VAR sheet, and automatically create an account on your behalf. Please reach out to Plug'n Pay to complete setup of your account, and follow the instructions below.
Complete Set Up with Plug’n Pay
Obtain and note your IP Addresses (you will need this in step 7 below) by opening the Cloud Client, click the Resources tab → FAQs → What IP Ranges Do I Need To Allow?
Enter the username and password given by your Merchant Processor or Plug'n Pay to log in.
Click on "Security Administration" located in the "Settings" section.
Click on "Transaction Security Administration".
Scroll down to "Add IP Address".
Enter the IP address(es) you noted in Step 1, including the associated subsets, if applicable.
Example: IP Range 40.74.182.208/28 would be entered as:Click "Add IP Address".
Click "Security Administration" near the top of the screen.
Click on "Username/Password Configuration".
Click on "Manage Remote Client Password" button under "Remote Client".
Enter a "Remote Client Password". This password will be entered in the Operations App. For security purposes, the password should be different than the one given by Plug'n Pay.
Click the "Add/Edit Remote Password" button.
Quick Tip: You can use Plug'n Pay's Email Management to set up an email to notify you that an order has been placed, and an email to your customers to notify them that their order was received.
Setting Up in the Classic Operations App
Go to Options > Accounting.
Enable Plug'n Pay Processor.
Complete the following fields
Host Server: https://pay1.plugnpay.com/payment/pnpremote.cgi
User ID: Enter user id provided by Plug'n Pay.
Password: Enter the "Remote Client Password" set up in Plug'n Pay.
Credit Card Types
The Credit Card Types section allows you to choose which type of credit cards you accept from your customers.
Go to Maintenance > Credit Card Types.
ID - Auto populated unique numerical ID
Credit Card - Name or Description of Credit Card
Disabled - If this option has a check, the credit card type will not be available for use.
While you can disable a Credit Card Type, you cannot delete a Credit Card Type.
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 in the Client Portal
Customers can pay with a credit card in the client portal when placing an order.
To have Credit Cards as a payment option, the Internet User Record needs to have “Accept Credit Card” set to Yes or Required.
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.
A credit card must be associated with the customer account.
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.
Customers must have “Accept credit cards” or “Only accept credit cards” selected on the Orders tab of their customer record.
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.
Automatic Credit Card Processing
Navigate to Action -> Automatic Credit Card Processing
On the pop up window, select Automation Settings
Select Add Schedule in the bottom left and select the recurrence pattern for how often you would like Automatic Credit Card Processing to run. Next, choose your Recurrence Pattern:
Daily - You can choose between an increment of days or every weekday.
Weekly - You can choose which days of the week as well as set to recur every # of weeks. As an example, if you set that to 2, it will run on the chosen days every 2 weeks.
Monthly - You can choose for this to run a specific date of every # of months. Alternatively you can set based on a generic day of the month, as an example, every THIRD FRIDAY.
Minute Interval - You can set a # of minutes for this to run.
For Daily, Weekly and Monthly you can also set what time of day this will run.
Next, if you would like to send or receive the Credit Card Transaction Report, you will need to add the following keys:
EmailAddresses - the recipient(s) you would like to receive the Credit Card Transaction Report,
ReturnEmailAddress - This is required if an EmailAddress is listed. This will be shown as the “sender” of the Credit Card Transaction Report Email.
ReturnEmailName - This is required if an EmailAddress is listed. This will be shown as the “name of the sender” of the Credit Card Transaction Report Email.
Click Apply and then OK.
How to Manually Process Credit Cards
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.
Quick Tips
If an authorized order is not showing up as expected, check if the order has been rate and/or if the order needs to be verified (based on the order’s order type).
If there are any errors after trying to process credit cards, it is best to contact Plug'n Pay first to locate the processing error.
Plug'n Pay support: https://www.plugnpay.com/support/
Worldpay support: 800-846-4472 Select the option for merchants (currently option 1), then Customer Care. Tell the representative that you need “technical assistance for an error you received using an integrated solution with CXT Software”.
Credit Card Transaction Report
Requires the Process Credit Card Orders user permission. See Users (Classic Operations App) for more information.
Processed Credit Card Transactions displays a list of transactions processed in the Processed Credit Cards form. You can filter transactions by date and print a Credit Card Transaction Summary. This does not include any orders/invoices that were mark unpaid after being processed or any Client Portal orders paid by credit card.
To view the Processed Credit Card Transactions go to Actions > Processed Credit Card Transactions.
Field Name | Description |
|---|---|
ProcessingDate | The date and time that the transaction was processed. |
Processor | The name of the processor that handled the transaction. |
Type | Whether the transaction was for an “Order” or “Invoice”. |
Order/Invoice ID | The order or invoice ID. For orders, clicking on the order ID will open the order. |
Status | Approved transactions will display “The credit card was approved”, otherwise the error will be displayed. |
Charges | The amount of the transaction. |
Ref | The Plug’n Pay reference number. |
Begin Date | The start/end date and time to filter the processed transactions. When updating either field, click the Apply button to view the updated list of transactions. |
End Date |
How to Print a Credit Card Transaction Summary
After Processing Credit Cards
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.
For X Dispatch 21.0.3 or older, if the transaction summary is not printed immediately after processing cards, it cannot be printed at a later date or retrieved by CXT Software Support.
From Processed Credit Card Transaction Reports
Requires X Dispatch 21.0.4 or newer.
Go to Action > Processed Credit Card Transactions.
Enter the Begin Date and End Date.
Click Apply.
Click View Report.
How to Delete Credit Card Authorization in X Dispatch
This does not delete the authorization(s) in Plug'n Pay. You must log in to Plug'n Pay and void the authorization(s).
In the top main menu in X Dispatch go to Actions > Process Credit Cards.
Select the orders you would like to process.
Click the Delete Selected button.
Save a Credit Card Order Receipt to Email
You can save a copy of the order receipt to email the customer.
Click the Classic 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 Virtual Terminal
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.
Quick Tip: You can view the tokens tied to the orders to reconcile with Plug N Pay reports. This can be seen in the audit trail, or when you click the CC button after it is authorized.
Troubleshooting
Users may see the following error message(s) in the Operations App or the Client Portal when trying to process Credit Card Transactions:
This is usually because of a Remote Client Password mismatch. Redo steps 9-13 in the instructions here and then add that new Remote Client Password to the Operations App using the “Setting Up in the Operations App” instructions on that same page, to make sure the Remote Client Passwords match.