E-Payments

This Help File Page was last Modified on 02/02/2019

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E-Payments

This Help File Page was last Modified on 02/02/2019

An E-Payments Form is used to Validate and/or Authorize a one time Credit Card or Check (Bank Draft) Payment from the currently selected Subscriber or Invoice.

Open the Subscriber Options Menu on the Navigation section of the Subscribers Form, Select the Receivables sub-menu, then

a)Choose the E-Payment option; or

b)Choose the Invoice option and then Select Invoice to open the Invoice Form

i.Locate the Invoice for which a Credit Card or Check (Bank Draft) Payment should be processed

ii.Choose the E-Pay option.

 

In either case, the E-Payments Form will be displayed.

 

1.E-Payments Form as displayed when using InnoEPay as your Company's Payment Gateway

 

HelpFilesE-Payments-InnoEpayCreditCard

E-Payments Form - InnoEPay selected as the Payment Gateway

Credit Card tab with CC information (plus Amount & Description) when opened from Invoice Form

 

2.E-Payments Form as displayed when your Company is using another Payment Gateway

 

HelpFilesE-Payments-CreditCard

E-Payments Form - Authorize.net selected as the Payment Gateway

Credit Card tab with CC information (plus Amount & Description) when opened from Invoice Form

Batch Numbers defaults defined in Company Settings

 

HelpFilesE-Payments-CreditCard-NoPresetBatch

E-Payments Form - Authorize.net selected as the Payment Gateway

Credit Card tab with CC information (plus Amount & Description) when opened from Invoice Form

Batch Numbers defaults are NOT defined in Company Settings

 

 

Note: The appropriate Log In Names, Passwords, and Special Instructions for the selected Payment Gateway must have been predefined before it can be used for this E-Payment Transaction

Batch Numbering may be predefined with specific prefixes identifying the type of Payments being processed i.e., AMEX, Other Credit Cards, Bank Draft) in Company Settings folollwed by the 2 digit Month and Day

When your Company's Payment Gateway is the recommended InnoEPay Gateway, only the Gateway Name has to be predefined in the Payment Gateway Form.

See the Payment Gateways and the InnoEPay chapters for complete information.

 

There are several Sections within the E-Payments Form - Each Section may change somewhat depending on the Payment Type that is being processed:

1.Setup - Used to Identify the Gateway, and Bank Assignments, and provide the Action Icons to Validate and/or Authorize the E-Payment Transaction.

2.Response Information - The data reported from the Payment Gateway after a Validation and/or Authorization Process is executed.

3.Subscriber Information - The associated Subscriber information - much of which is populated automatically - for whom this Credit Card or Check Payment is being processed.

4.Transaction Information - The Amount and other related information for the Credit Card or Check Payment that is being processed.

5.Payment Type - Enter the information requested:

a.Credit Card tab - The information required to Validate and/or Authorize a Credit Card payment transaction and the associated Batch Number (see Defining your Company's Batch Numbers discussion below).

 

HelpFilesE-Payments-CreditCardTab

E-Payments Form - InnoEPay Gateway - Credit Card tab

 

If your Company is not using the the InnoEPay Gateway:

i.The Authorize button will be located on the top of the E-Payments Form

ii.The "Use Credit Card on File" option and Check box will not be available.

 

b.Check tab - The information required to Validate and/or Authorize a Check payment transaction and the associated Batch Number  

 

HelpFilesE-Payments-CheckTab

E-Payments Form - InnoEPay Gateway - Check tab

 

If your Company is not using the InnoEPay Gateway, the Authorize button will be located on the top of the E-Payments Form

 

Defining your Company's Batch Numbers:

Micro Key is now recommending a new way to Assign Batch Numbers on the Receipts, E-Payments, Receipt Posting, and Post Auto Drafts Forms

This recommendation will better identify When (what day and month) the Receipt was entered, and will also identify what Type of Receipt was posted (e.g,, Check or Cash, Electronic Funds Transfer ie.e., a Bank Draft], the AMEX Credit Card, All other Debit & Credit Cards) which will make Bank Deposits and Bank Reconciliation processes much easier.

 

When manually entering a Batch Number, follow this process:

a)Enter the (one digit) number for the Payment Type of the Receipt being posted (one digit from 1 - 9 based on your Company's adopted Batch Number Assignment method)

b)Append the two-digit Month Number and two-digit Day Number

 

You can predefine 3 Batch Number Prefixes (for AMEX, Other Credit & Debit Cards, and Bank Drafts) in Company Settings.

1)AmCCBatchNumber - This is a number field representing AMEX payment transactions which may be set as 1 to 9, but is initially set to 6.

2)AllCCBatchNumber - This is a number field representing Other Credit and Debit Card payment transactions which may be set as 1 to 9, but is initially set to 7.

3)CheckNumberBatch - This is a number field representing Bank Draft payment transactions which may be set as 1 to 9, but is initially set to 8.

4)If these Company Settings are not defined, only the two-digit Month Number and two-digit Day Number combination will be inserted on the E-Payments Form.

 

If your Company is using InnoEPay as your Company's Payment Gateway, this Batch Number configuration will be inserted in the E-Payments Form (and while Posting Auto Drafts) automatically.

You can predefine 3 Batch Number Prefixes (for AMEX, Other Credit & Debit Cards, and for Bank Drafts) in Company Settings.

1)AmCCBatchNumber - This represents an AMEX payment transaction and must be a single number which is initially set to 6.

2)AllCCBatchNumber - This represents any other Credit or Debit Card payment transaction and must be a single number which is initially set to 7.

3)CheckNumberBatch - This represents a Bank Draft payment transaction and must be a single number which is initially set to 8.

 

The E-Payments Form may be accessed two ways.  

The default information that is populated automatically will be slightly different based on from where the Form was opened and the Payment Type being processed:

 

1.Subscribers Form - Use the Search Icon on the Navigation menu of the the Subscribers Form to locate the appropriate Subscriber record.  Then, open Subscriber Options Menu on the Navigation menu and Select Receivables, then Choose the E-Payment option.

a.The Subscriber's Name will be inserted if the Account is a person whose Name was properly entered in the Auto Draft Setup section.

b.Subscriber ID, Address and Contact information will be inserted based on its availability.

c.An Email address will be provided if previously entered..

d.Payment Type - Based on the tab selected, Enter and/or Confirm the required information:

i.Credit Card tab - When the Credit Card tab is selected, if the Account has Credit Card Information defined in their Auto Draft section in the Edit View of the Subscribers Form, that information will be provided, otherwise it must be entered manually.

a)When using InnoEPay as your Company's Payment Gateway  

 

HelpFilesE-Payments-CreditCardTab

E-Payments dialog - InnoEPay Gateway - Credit Card tab - Batch Number field

 

b)When using a different Payment Gateway  

 

HelpFilesE-PaymentsCreditCardDefault

Credit Card Information may come from Auto Draft Setup

 

ii.Check tab - When the Check tab is selected, if the Account has Bank Draft Information defined in their Auto Draft Form, that information will be provided, otherwise it must be entered manually, then the Check Number to be used must be provided.

a)When using InnoEPay as your Company's Payment Gateway  

 

HelpFilesE-Payments-CheckTab

E-Payments dialog - InnoEPay Gateway - Check tab - Batch Number field

 

b)When using a different Payment Gateway  

 

HelpFilesE-PaymentsCheckTabAccountInfo

 Bank Account info may come from Auto Draft Setup

 

e.Batch Number - Regardless of what Payment Gateway is Selected, this Batch Number field is required.

Note:  See Defining your Company's Batch Numbers discussion above

See the "Batch Number Assignment" discussion in the Receipts chapter for more information about the Batch Numbering process.

See the "Setting the InnoEPay batch number default values" discussion in the InnoEPay chapter for that information.

 

HelpFilesE-PaymentsCreditCardPaymentGatewayBatchNumber

Batch Number for Payment Gateway

 

f.Transaction Information - Complete this section as needed.

 

HelpFilesInvoiceE-PaymentTransactionInformationImage

Transaction Information section

 

2.Work Order Form - Click the E-Payment Icon at the top of the Work Order Form.

a.The Subscriber's Name will be inserted if the Account is a person whose Name was properly entered in the Auto Draft Setup section.

b.Subscriber ID, Address and Contact information will be inserted based on its availability.

c.An Email address will be provided if previously entered..

d.The Transaction Information will be partially populated using information from the currently selected Work Order .  

i.Some information may have to be provided by the User.

ii.The Invoice Number field will contain the current Work Order Number.

 

HelpFilesServiceRequestE-PaymentTransactionInformation

Work Order Transaction Information

 

e.Payment Type - See 1., d., i, and ii. above

 

3.Invoice Form - Click the E-Payment button on the Invoice Form to open the E-Payments Form which will be pre-populated as described below.

a.The Subscriber's Name will only be inserted if the Account is a person whose name was entered using the ~ (Tilde) to separate the Last Name from the First Name.

b.Subscriber ID, Address and Contact information will be inserted based on its availability.

c.An Email address will be provided if previously entered..

d.The Transaction Information will be partially populated using information from the currently selected Invoice. Some information may have to be provided by the User.

 

HelpFilesInvoiceE-PaymentTransactionInformationImage

 Invoice Form - E-Pay Transaction Information

 

e.Payment Type - See 1., d., i, and ii. above

 

Using the E-Payments Form:

1.To access this E-Payments Form from the Subscribers Form:

Open the Subscribers Form

Using Search (F-2), locate the appropriate Subscriber record which will be making the Credit Card or Check Payment.

Open Subscriber Options Menu on the Navigation section of the the Subscribers Form then Select the Receivables sub-menu and Choose E-Payment

 

2.To access this E-Payments Form from the Work Order Form:

From the Ribbon Menu of the Electronic Payment Icon.

Ideally, this Work Order should be Completed and Invoiced first (also see the "Automatic Invoice Generation" discussion in the Completing a Work Order chapter)

However, you may have the Subscriber Pay for the Work Order in advance, if desired.

oIf Paid from the Work Order Form, the Invoice Number field on the E-Payments Form will contain the Work Order Number.

If Paid from the Invoice (recommended) Form - see # 3. below, the Invoice Number field will be populated correctly and the Work Order Number may be inserted in the Description field on the E-Payments Form.

 

3.To access this E-Payments Form from the Invoice Form:

Open the Subscribers Form

Using Search (F-2), locate the appropriate Subscriber record which will be making the Credit Card or Check Payment.

Open Subscriber Options Menu on the Navigation section of the the Subscribers Form then Select the Receivables sub-menu

Choose the Invoices option, then Select that sub-sub menu Invoices option.

Locate the appropriate Invoice Number by Clicking the List Icon of the Invoice Form to display a list of the Invoices and Choose the required Invoice

Click the List Icon again to return to the Invoices Form and Select the E-Payment option from the Invoice's Action Menu.

 

E-Payments Form Options:

Select Gateway - Using the Drop-Down Selection List provided, Choose the Payment Gateway that will be used for this E-Payment Credit Card or Check Payment Transaction

 

HelpFilesE-PaymentsSetupSelectGateway

E-Payments Form - Select Gateway field

 

The appropriate Log In Names, Passwords, and Special Instructions for the Payment Gateway must have been predefined before it can be used for this E-Payment Transaction

If your Company's preferred Payment Gateway is the InnoEPay Gateway, only the Gateway Name has to be predefined in the Payment Gateway Form.

 

Select Bank - Using the Drop-Down Selection List provided, Choose the Bank into which the E-Payment Transaction Amount should be deposited.

This Drop-Down Selection List will contain a list of all the previously defined Bank Accounts.

 

HelpFilesE-PaymentsSetupSelectBank

E-Payments Form - Select Bank field

 

Authorization: Confirm and/or Request completion of the E-Payment Transaction

a)When using InnoEPay as your Company's Payment Gateway  

 

HelpFilesE-PaymentsInnoEPayAuthorization

 

b)When using a different Payment Gateway    

 

HelpFilesE-PaymentsSetupAuthorization

 

c)In either case, once the Authorize button has been Selected, a Confirmation message will be displayed and an Answer required.

 

HelpFilesProcessPaymentUsingInnoEPayGateway

 

 

Validate - If Credit Card was selected as the Payment Type, Click the Validate Icon to confirm the Credit Card Information (see the "Payment Type" discussion below for additional instructions)

 

HelpFilesE-PaymentsResponseInformationDeclined

 

Authorization Results - When you Click the Authorize Icon to execute the E-Payment Credit Card Transaction

The Payment Gateway providing the E-Payment Transaction service will transmit a response to the Payment Request (see sample illustration above).

1.If the Payment Request was Approved, :

a.If this Transaction was initiated from within the Subscriber Form, you will be able create a Receipt record for the Approved Transaction Amount.

b.If this Transaction was initiated from within the Invoice Form, a Receipt record will be created and you may request that the Approved Transaction Amount be applied to the currently selected Invoice.

 

2.If the Payment Request was Declined, the appropriate informational message will also be displayed.

 

HelpFilesE-PaymentsTransactionDeclined

 

Response Information Section:

HelpFilesE-PaymentsResponseInformation

 

Whether a Validation was requested, or an Authorization granted (or rejected), this section displays the (text of the) Response from the Payment Gateway to that Payment Request (see illustration above).

 

Subscriber Information Section:

 

HelpFilesE-PaymentsSetupSubscriberInformation

E-Payments Form - Subscriber Information Section

 

Name - The Name information (if appropriate - see below) is inserted automatically for the current Subscriber.

Because Credit Cards and many (personal and small business) Bank Accounts are identified with a Person's Name rather than a Company's Name, the Subscriber Information Name field(s) are only pre-populated if the Subscriber's Name represents an individual.

The Name assigned to a Company Bank Account may be (and frequently will be) somewhat different than what has been entered as the Subscriber's Name for that Company.

Address, City, State, Zip - The Address information (when available) is inserted automatically for the current Subscriber.

Complete any missing field(s), as needed.

Phone - The Contact information (when available) is inserted automatically for the current Subscriber.

Complete this field, if needed.

Email - Complete this field, if needed.

Subscriber ID - This information is inserted automatically.

 

Transaction Information Section:

 

HelpFilesE-PaymentsSetupTransactionInformation

E-Payments Form - Transaction Information

 

Amount - Enter the Amount to be charged to the Credit Card or paid by Check (Bank Draft)

If the E-Payment Form was opened from an Invoice Form, that Invoice's Balance Due will be inserted automatically.

Description - Enter a brief description of the reason for this charge.

Trans Type - By default, this will be Sale.

Invoice Number - By default, this will be "-1."

Enter the actual Invoice Number - the Balance Due for which is to be charged to the selected Credit Card or Bank Account

If the E-Payment Form was opened from an Invoice Form, the Invoice Number will be inserted automatically.

 

Send Test Transaction - Check this box to transmit a preliminary Test Transaction to confirm the Credit Card or Bank Account Information (see below).

 

If the E-Payments Form is opened from within a Work Order Form:

 

HelpFilesServiceRequestE-PaymentTransactionInformation

Work Order Transaction Information

 

Amount - Enter the Amount to be charged to the Credit Card

oWhen the E-Payment Form is opened from a Work Order Form, that Work Order's Balance Due will be inserted automatically.

Description - Enter a brief description of the reason for this charge.

Trans Type - By default, this will be Sale.

Invoice Number - By default, this will be the Work Order Number preceded which should had a "WO-" prefix added manually.

 

Send Test Transaction - Check this box to transmit a preliminary Test Transaction to confirm the Credit Card or Bank Account Information

 

Payment Type - Based on the tab selected, Enter and/or Confirm the required information:

Credit Card tab - When the Credit Card tab is selected, if the Account has Credit Card Information defined in their Auto Draft Form, that information will be provided, otherwise it must be entered manually.

a)When using InnoEPay as your Company's Payment Gateway  

 

HelpFilesE-Payments-CreditCardTab

E-Payments dialog - InnoEPay Gateway - Credit Card tab - Batch Number field

 

b)When using a different Payment Gateway  

 

HelpFilesE-PaymentsCreditCardDefault

Credit Card Information may come from Auto Draft Setup

 

Card Type - Use the Drop-Down Selection List provided to Choose the type of Credit Card being used.

Card Number - Enter the Credit Card Number (no spaces or dashes).

oOnce entered, it will be converted to the standard secure display mode of XXX's followed by the last four digits of that Credit Card Number.

oThis Credit Card Number is not preserved for future use by this Subscriber unless it is also defined in the Auto Draft Form

Exp. Date - Using the Drop-Down Selection Lists provided, Choose the Month, then the Year of the Credit Card's Expiration Date.

 

Check tab - When the Check tab is selected, if the Account has Bank Draft Information defined in their Auto Draft Form, that information will be provided, otherwise it must be entered manually.

a)When using InnoEPay as your Company's Payment Gateway  

 

HelpFilesE-Payments-CheckTab

E-Payments dialog - InnoEPay Gateway - Check tab - Batch Number field

 

b)When using a different Payment Gateway  

 

HelpFilesE-PaymentsCheckTabAccountInfo

 Bank Account info may come from Auto Draft Setup

 

Name on Acct - Enter the name as it appears on the Bank Statement

Bank Acct # - Enter the Account Number to be drafted

Bank Routing # - Enter the bank's routing number

Check # - Enter the Check Number which is being used by the customer to pay this Invoice

 

Batch Number - Enter the appropriate Batch Number as an internal control for the Company's selected Payment Gateway.

Note:  See Defining your Company's Batch Numbers discussion above

See the "Batch Number Assignment" discussion in the Receipts chapter for more information about the Batch Numbering process.

See the "Setting the InnoEPay batch number default values" discussion in the InnoEPay chapter for that information.

 

HelpFilesE-PaymentsCreditCardPaymentGatewayBatchNumber

Batch Number for Payment Gateway

 

Validate - If a Credit Card was selected as the Payment Type and your Company is not using InnoEPay as your Company's Payment Gateway, Click the Validate Icon to confirm the Credit Card Information

 

Authorize - Click the Authorize button to execute the Credit Card (Charge) or Check (Bank Draft) E-Payment Transaction