Capture Customer Payment Options

When a customer makes a deposit, pays an invoice, or makes a payment against his account, he can select to pay with Cash, Visa, Master Card, Debit Card, Amex, etc, as setup in the Methods of Payment table.
The Method of Payment determines how the payment is to be captured, processed, and posted to the General Ledger.
The capture of the Method of Payment is based on whether the Texada Pay feature has been activated and on the currency defined for the Customer.

Note: When the Texada Pay feature is not activated, and a Credit or Debit Card is used for the payment, the card must be scanned or recorded in both SRM Software to capture the card and payment information, and also on an external unit to execute the actual payment transaction.
With Texada Pay the Debit, Credit Card or Check payment is automatically passed to the Bank or clearing house for approval and payment processing. No additional scan or processing is required.

This page discusses payment configurations.
Refer to the Method of Payment Options and Explanations page for more details on taking the payment.

Storing Card Information:
When Texada Pay is not active any Credit Card information used for a payment is saved in the Customer Credit Cards window of the Customer Information, including the masked Card # where only the last few digits of the card are retained, along with the Card Type, the Name on the Card, and the Expiry Date.
When Texada Pay is active only Credit Card and Electronic Check information is saved in Customer Credit Cards if it was deliberately captured in Capture Card/Check on File to apply against future payments. Other payments by Credit Card do not save the card information.

Texada Pay Reporting:
The Texada Pay Payment Log - Inquiry provides the ability to view a list of the payments generated through 'Texada Pay' for a specific customer where the history can be filtered by Card Type, Date Range, and Status.
This information is also available for multiple customers and can be output to a report or spreadsheet from the Texada Pay Payment Log.

Some of the payment options and actions include:

With TEXADA PAY:

• Texada Pay - Credit/Debit Card Payment:
  Texada Pay provides the ability to integrate directly with a Bank or Credit Card authorization service when a Debit, Interac or Credit card payment is received from your customer.
  The operator can scan the card and Texada Pay immediately performs the authorization and processes the payment.
  The Method of Payment Options and Explanations page provides more details on taking the payment.
  A Receipt is printed for the customer with the payment information.
  Refer to Texada Pay for activation and configuration information.

• Texada Pay - Card or Check On File:
  Texada Pay provides the ability capture and save a Credit Card or Direct Payment Check through the Capture Card/Check on File to apply against future payments using the CARD/CHECK-ON-FILE selection in the Select TP Method of Payment.
  This saved Authorization provides Texada Pay the ability to automatically collect billing payments through processes such as Cycle Billing.

• Texada Pay - Credit/Debit Card Required - Automatic Payment:
  If a Card payment method is being used and the payment code is flagged as Card type 'A' in Methods of Payment or the TERMINAL payment method was selected from the Select TP Method of Payment window, the Select Card Type window is triggered to process a Credit Card, or Debit/Interac transaction and to complete automatic transaction processing by the bank or credit card company.
  Refer to Texada Pay for activation and configuration information.

  Only Partial Payment Authorized:
  If the amount authorized by the bank or credit card company is less than the amount requested, a pop-up message is triggered that the amount was less than requested, to alert the operator to get the outstanding amount in a different payment method such as Cash, if required.

• Texada Pay - Void Credit Card payment:
  Only Invoice payments or document Deposits paid by TP Credit Cards that were selected from On-File, or were scanned by Terminal, or were Manually captured can be Voided.
  

  • The Void action for Credit Card payments on Invoices is triggered by deleting the Credit Card transaction in the Invoice Payments window or by checking the 'VOID' box in that same Invoice Payments window. Confirmation is required.
    
  • The Void action is triggered for other documents from the 'VOID' box in the Deposit History window which can be accessed from the document "Summary and Totals" screens including Contract Summary and Totals, Reservation Summary and Totals, Sales Order Summary and Totals and the Work Order "Summary and Totals" when Texada Pay is activated.
    The 'VOID' checkbox in Deposit History is only enabled for TP 'Authorization Only' type AU transactions and for unposted TP 'Credit Card' payment type SA transaction captured on the same day.

  Voiding a Texada Pay Credit Card Payments for Customer Documents:

  To Void a Texada Pay card payment or deposit without the card being present:

  • transaction must be a Credit Card payment either On-File, Terminal scanned or Manually captured
  • transaction must be for a Canadian or U.S. currency
  • Void trx must be on the same day as the payment or deposit was captured
  • payment or deposit cannot be posted in SRM
  • TP Banking or Check or any non-Texada Pay method of payment cannot be Voided
  • Deposit utilities accessed from Add Deposits do not provided 'Cancel' option

  If a payment transaction needs to be cancelled but cannot be Voided, then a reversing payment or deposit is required to adjust the amount paid on the document, to correct the posting in SRM and to update the clearing house information.

  Actions that occur when a Texada Pay Credit Card transaction is successfully Voided:

  • total deposit amount will be updated on the document
  • Voided deposit transaction does not print on associated document
  • record Type in Deposit History will be updated from SA (SALE) to VO (VOID)
  • the expanded Deposit History record will be updated to 'Voided Authorization'
  • on an Invoice the Voided payment will disappear and payment required updated to Cash or On Acct
  • no G/L posting will be written for deposit/payment or reversing Void trx
  • audit record is written to the Texada Pay Payment Log

• Texada Pay - Authorize Only & Void:
  When the Prompt Auth Only For Credit Card flag in the Division Miscellaneous Parameters is YES and a Contract Deposit is taken on the Contract Totals screen the dollar amount can be Charged or just Authorized as available on the Credit Card.

  Authorization With Texada Pay:

  With Texada Pay the "Authorize only" option only applies when the card is scanned in by a Terminal, or Card Scanner.
  The "Authorize only" option is not supported when the Card information is entered manually for Texada Pay.

  When AUTHORIZE is selected with Texada Pay the Select Card Type window is triggered to confirm the funds are available. The requested funds are held for a period of time and are automatically collected when the Rental Return is processed so they can be applied against the resulting invoice billing.
  When the Authorized amount exceeds the invoice amount, a refund for the difference is required.
  The Authorized amount is written to the Deposit History as an AU (Authorized) transaction type and if the money is still being held and is used at Rental Return, the deposit transaction is then converted to SA (Sale).
  The Deposit will be assigned the same DBR number as the invoice and posted through Daily Close then.
  If the authorization has expired no further update occurs and the customer will be required to make payment at that time.

  Note: The duration of the authorization is controlled by the Financial Institution.

  
  Void Authorization With Texada Pay:

  When an authorize-only (AU) Texada Pay Credit Card transaction is captured in place of a Deposit on a Contract, it can be cancelled only if this 'Accumulated Deposit History' window is generated from Contract Summary and Totals screen.
  Check the Cancel box to immediately Void the Credit Card transaction authorization without the card being present.
  The AU code type is changed to VO and in the expanded record Voided Authorization is displayed.

• Credit/Debit Card Payment without Texada Pay:
  If a Card payment method is being used and the code is flagged as Card type 'Y', 'S' or 'A' in Methods of Payment and neither the divisional Prompt Auth Only For Credit Card flag nor the Texada Pay features have been activated, the card information can be scanned or recorded the Scan Credit Card window that is triggered after the payment method is entered.
  The card must also then be swiped or read by a separate external scan unit to process the payment transaction by the bank or credit company.
  A Receipt is printed for the customer with the payment information.

• Credit Card Required - Payment versus 'Authorize Only' without Texada Pay:
  If a Card payment method is being used and the payment code is flagged as Card type 'Y' or 'S' in Methods of Payment and the Prompt Auth Only For Credit Card flag is checked in the Division Miscellaneous Parameters for this document division, a pop-up window prompts for "Authorization Only ?" before capturing the card information.
  Card information for payment or just for authorization can then be recorded or scanned in the Scan Credit Card window.
  The card must also be scanned on an external unit to process the payment transaction by the bank or credit card company.

  Authorization Without Texada Pay:

  When the Prompt Auth Only For Credit Card flag in the Division Miscellaneous Parameters is YES and a Contract Deposit is taken on the Contract Totals screen the dollar amount can be Charged or just Authorized as available on the Credit Card as follows:

  The CHARGE or AUTHORIZE pop-up is triggered in the Contract Totals when a Deposit is enter with a Methods of Payment defined with a Card type 'A' (Scan and Authorize) or type 'M' (Manually enter and Authorize).
  

  - When CHARGE is selected a payment transaction is processed.
  - When AUTHORIZE is selected and Texada Pay is not activated the Scan Card window is triggered so the funds can be confirmed as available on the Credit Card.
  No funds are ever actually transferred for a manual non-Texada Pay Authorization. The Authorized amount is written to the Deposit History as an AU (Authorized) transaction type.
  This authorization check is for information only and when the Rental Return is complete regular payment is required from the customer to pay the Invoice.

• Credit Card Not Required:
  If the method of payment is cash, the Calculate Change window opens to accept the money and calculate any change.
  A "cash" payment method is defined by a blank in the Card column in the Methods of Payment table.