Defining Default Credit Card Information

Enter a customer's default credit card information so the information is available when customers place orders. The setting on the Validate Name In 'Ordered By' Field Against Customer Contact control maintenance record determines whether the contact has authorization to place a credit order for the company.

If you do not have the CREDIT.CARD.ACCT authorization key set to at least level 16, you cannot view the credit card number on the Default Credit Card Information screen.

You cannot add credit card information to a customer account set up as a branch cash account or to customer records that have the Do NOT allow Credit Cards to be saved to this account field in the Additional Customer Credit Data screen set to Y.

On the Default Credit Card Information screen, you can:

Determine when to authorize a customer's credit card payment in the course of an order.
Enter term codes that override payment terms set up in Term Code Maintenance for customers.
Determine if sales tax is applied when the customer pays for an order with this credit card.
Define as many credit cards as needed for any customer.
Set up credit cards for contacts. For example, the system applies this credit card information to any purchases made by a specific contact at one of your customer sites.

To define default credit card information:

From the Files menu, select Customer to display the Customer Maintenance screen, or Contact to display the Contact Maintenance screen.
Enter the customer or contact name to display the entity's record.
Do one of the following to display the Default Credit Card Information screen:

From a customer record, select the Credit hot key to display the Credit Control Parameters screen. Then Use the Default Credit Card Info hot key.
From the Files menu or from an entity record, select Contacts to display the Contact Maintenance screen. Then use the Credit Card hot key.

Press Enter to select New, or select an existing credit card record.
Enter the following credit card information, as needed:

Field	Description
Card #	Enter the 16-digit credit card number.
Card Type	Press F10 and select the credit card type, such as DS for Discover.
Exp Date	Enter the credit card's expiration date.
Card Holder	Enter the name of the card holder, which is printed on the credit card. Credit card types are defined in the Valid Credit Card Types control maintenance record.
Zip Code	Enter the five-digit or zip + 4 zip code for the card holder.
Street Addr	Enter the street address for the card holder.

In the Auth Method field, press F10 and select one of the following authorization methods. This method displays in Sales Order Entry when the card 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 transferring the money to your account. Then once the order is final, either the Credit Card Authorization Phantom or the automated shipping program collects the payment.

Potential charges from your credit card processor may apply if you pre-authorize payment from a customer.

Authorize Before Shipment – Authorizes and transfers payment to your account for the order amount before shipping. The pick ticket is printed upon authorization.
Reference Only – Uses information on the Credit Card Authorization screen for reference only at the order level.
Authorization After Review – Authorizes and transfers payment to your account for the order amount once the invoice is sent through batch printing and the shipping ticket is printed.

Note: The authorization method for new cards defaults to the setting stored in the Default Auth Method for New Cards control maintenance record.

In the Terms Override field, press F10 and select the terms code, if any, to use when this credit card is used for payment.

For example: If you give the customer a discount to orders when they pay in cash, but discounts do not apply when they pay with a credit card, enter the term code to override the discount.

In the Charge Tax field, enter:

Y – Applies 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, enter Y.
N – Does not apply tax to orders paid with this credit card.

In the Default Ref No field, enter a default reference number the system should use for this customer. The default reference number can be any of the following:

Release Number
Customer P/O
Invoice Number

Set a default reference number for the system in the Credit Card: Default Reference Number control maintenance record.

Use the following hot keys as needed.

Hot Key	Description
Add'l Info	Displays the Additional Information screen. Use this screen to include additional credit payment data about the customer. This information does not directly affect any other part of the system and is displayed for informational purposes only.
Delete	Deletes this default credit card information. For example, if a customer changes credit card companies, you can delete the credit card information from the system.

Press Esc to save the information, and return to the previous screen.