Saving Credit Cards on Orders for Future Payments

Your company might decide to keep credit card information on file for an order, thus creating a payment account with Element. For example, an inside salesperson enters an order that the customer would like to pay for with their credit card. However, your company does not charge the customer's card for an order until the material on the order has shipped. You can save the credit card information with the order to charge at a later date.

You can also accept a payment for part of an order, and store the card to charge the remaining amount at a later date. For example, your counter salesperson take an order for one hundred 1/4 inch copper fittings. You have 50 in stock that you can send with the customer today. You can charge the customer's card for the 50 they are taking with them today, and then save the card information to the order to charge the remaining total due when you ship the remaining 50 fittings.

To save a credit card for a customer for future use on any order a customer places, set up default credit card information at the customer level.

When the product on the order is available and ready for shipping and the ship ticket prints, or when the Credit Card Authorization Phantom runs and finds that the order has shipped, the system processes the credit card payment.

To save a credit card to an order for future payments:

Note: If you are saving card information to charge for future payments on an order, you can save the information before or after you accept a payment for the order.

1. In the Totals screen of an order, use the CCInfo hot key and select New to display the Default Credit Card Information screen.

You can also select a card on file from the displayed list if the customer wants to charge the order to a credit card they have on file with you. Selecting a saved card saves the card information to the order.

2. Swipe the card through the card reader, or enter the information for the card in the fields provided.

   Field	Description
   Card Number	Enter the 16 digit card number as it appears on the front of the card.
   Card Holder	Enter the name exactly as it appears on the front of the credit card.
   Expiration Date	Enter the month and year in which the card expires.
   Zip Code and Street Address	The zip code and billing street address defaults to the bill-to address on the order. If the ship-to and bill-to are different, the system prompts you to select the address to use. Update the address information for the card, if necessary. This is used when you charge the card to complete an address verification with the credit card company.
   Card Type	Select the two character code that identifies the brand name of the credit card, such as MC for Master Card. Valid credit card types are defined in the Valid Credit Card Types control maintenance record.
   Auth Method	Select one of the following authorization methods to use in order entry when the card is used for payment: Pre-Authorize Before Shipment - Sets money aside from the credit card, guaranteeing funds for the order total plus any freight charges, without charging the card. When the order is final, the system collects the final payment. Potential charges from your credit card processor may apply if you pre-authorize payment from a customer. Authorize Before Shipment - Authorizes and charges the card for the order amount before shipping. The pick ticket is printed upon authorization. Reference Only - Uses information in the Credit Card Authorization window for reference only at the order level. Authorization After Review - Authorizes and charges the card for the order amount after the invoice is sent through batch printing and the shipping ticket is printed. The authorization method for new cards defaults to the setting stored in the Default Auth Method for New Cards control maintenance record.
   Terms Override	Enter the code that represents the payment terms, if any, to use when this credit card is used for payment. For example, if you give the customer  discount to orders when they pay in cash, but discounts do not apply when they pay with a credit card, enter the terms code to override the discount.
   Charge Tax	Select this check box to apply tax to orders paid with this credit card. For example, customers could be exempt from tax if they pay with a company credit card. If you want to charge tax to payments made with such credit cards, select this option.
   Reference Number	Enter a reference number for this customer, such as the order number or customer ID.
   Card Verification Value ID	From the File menu, select Card Verification Value ID and enter the three digit CVV code from the back of the card.

3. Do one of the following:

3. Use the Save to Customer hot key to save the card to the customer record. This saves the card for use on future orders, not just this order.

4. Close the screen and select Yes at the prompt to save the card to the order. This saves the card information for payments on this order only.

See Also:

Defining Default Customer and Contact Credit Cards with Element Payment Services