Authorizing Credit Card Sales

You must authorize credit card sales through your merchant services network to ensure payment. After entering a credit card payment on the SOE Totals screen, the Credit Card Authorization screen displays. Provide the information necessary for authorization.

To authorize a credit card sale:

From the Orders menu, select Sales Order Entry to display the Sales Order Entry screen.
Use the Totals hot key to display the Totals screen for the order.
In the CrCard Recvd field, enter the amount of the payment. The Credit Card Authorization screen displays.
If the customer has credit card information on file, select a card from the list, which displays the card's information for editing. Otherwise, create a new authorization by entering the required field information. You can enter information manually, or by swiping the card through a reader and using the Swipe hot key.

Field	Description
Order Total	Total due for the selected ship date generation. Note: The system will not authorize an order with a balance of zero (0).
Status	Authorization status, letting you know whether the sale was approved or declined.
Charge Amount	Amount being charged to credit card.
Card #	Credit card number.
Exp Date	Card's expiration date. Use the MMYY format; for example, enter 0703 for July 2003. Note: If the credit card you entered has an expired date, the system prevents you from saving your changes and exiting. You must enter a current expiration date.
Card Type	Card type, such as Visa. Press F10 for a list.
Card Holder	Name of person, exactly as it appears on card.
Zip Code	Card holder's zip code.
Street Address	Card holder's street address. You should use the address used for credit card billing
Terms Override	Any different billing terms for using the credit card. Press F10 for a list.
Charge Tax	Override tax-exempt status when using a credit card. Enter Y to override.
Auth Code	Authorization code for the transaction.
Reference No	Displays the reference number, populating the information from one of the following sources, in the order given: Release number on the order. Customer purchase order number. Invoice number as designated on the control record or customer credit information. You can accept this default number or enter a new one.

Use the any of the following hot keys to process the information:

Hot Key	Function
Pre-Auth	Pre-authorizes the amount. Use to reserve credit, without debiting the customer's card.
Auth	Authorizes the Charge Amount. If successful, the Auth Code field displays the authorization code. If declined, the Status field displays a message.
Void	Cancels the authorization.
Swipe	Prepares the system before swiping the credit card through the card reader.
List	Displays a list of customer's credit cards saved on file.
Save	Saves the information to the customer file; specify whether to save to bill-to or ship-to account. You can recall the information from a list, and use the same card in future. If the sales order is for a generic customer and the Do NOT allow Credit Cards to be saved to this account field is set in the Additional Customer Credit Data screen in Customer Maintenance, this hot key is disabled.
CVV ID	Allows manual entry of the three or four digit credit card identification number for use in transactions where the card is not physically present at time of purchase. The number is located on the back of the following credit cards and is referred to differently by each company: VISA – The last three digits of the number printed on the back signature panel of the card called the CVV or Card Validation Value. MasterCard – The last three digits of the number printed on the back of the signature panel of the card called the CVC or Card Validation Code. American Express – A four digit number printed on the front side of the card above the main number referred to as the CID or Card Identification Number. If you try to process the credit card without entering a CVV ID number, the system prompts you to enter the ID.