Processing Credit Card and ACH Transactions
Sometimes, there may be a need to run a credit card or ACH, (Automated Clearing House), transaction manually. This may happen when a customer does not have a payment card on file, their card has expired, or they simply just need to change account information. They could also be changing the payment type from a credit card to a bank account.
From the + Sign at the top of the page, click on Add Payment.
Enter the Company Name or Invoice Number, then Search.
Select the invoice to pay, by checking the box to the right, select the type of payment from the selection box, then process by credit card or ACH.
You will also have the option to process a payment from this page by adding a new card or bank account, i.e. phone payments.
Enter the information, then process the payment.
Caution
You must hit Process Payment and not Record Payment, in order to run the actual transaction.
The video is an overview of how to process both Credit Card and ACH payments. You must have an integration in place with a payment processor or gateway to process payments.
Our payment processor integration passes data one way: from the system to the payment processor. You will receive an Authorization Code in your system from the payment processor when a payment is accepted by the processor. Sometimes, a transaction is sent to the processor but may not receive an authorization code right away; this could happen if you set up your system to hold a transaction for specific reasons. Your system WILL NOT be able to grab the authorization code when the transaction is complete or now if the transaction was voided/declined by the processor. Any changes made to a transaction in your payment processor, such as declining or voiding a payment, needs to be manually updated in the system.
To help keep track of pending transactions, you can use the Payments Recorded Report to display the Auth Code and Status. You can choose to add the Auth Code manually or Void a payment if needed.
Note
The example below is using Authorize.net for the example. Your payment processor may have different terminology and process.
There are three search fields on the Recorded Payment report you can use to help track pending transaction: Transaction Code, Auth Code, and Auth Code Status.
Transaction Code: The code the processor gives to the original transaction made it is system. It is similar to our Transaction ID, but it is generated in your processor account. You can use it to help find the transaction in your processor.
Auth Code: The numeric code the processor back if the payment is processed successfully. You do not need to do anything else to a payment that has an auth code.
Important
Just because a payment is authorized does NOT mean it has settled. Please check your payment processor for settlement details.
Auth Code Status: The Auth Code Status search field is a single select drop-down menu, where you can choose from All statuses, ‘Authorization Complete’, or ‘Authorization Pending’. Authorization Pending means your processor has the transactions but it is on hold for some reason. You will need to monitor that transaction in your processor to complete it or decline it.
On processed transactions that do not have an Auth Code, we have added the ability to add an Auth Code from the Recorded Payments search page. To add an Auth Code, click on the ellipsis action icon on the transaction, and click Edit. In the pop-up, you will see an option to enter an Auth Code, and click Save. You should only add these once you have confirmed authorization from your payment processor.
Danger
You can only edit the Auth Code field once. The allows you to enter any alphanumeric character, so make sure the data you enter is accurate before saving since you won't be able to correct it.
If the payment was rejected or declined in your payment processor you should use the ellipsis action to void the transaction, even if it has been more than a day since the transaction was run. Otherwise, the system will think the payment went through and the customer won't know to add a new payment.