In addition to authorizing credit card sales, you may need to:
Pre-authorize a credit card sale.
Void a credit card sale.
Refund a credit card sale.
You can pre-authorize a credit card sale, which ensures that the customer has enough credit available, but without actually debiting the customer's account. A pre-authorization allocates that amount of the customer's credit limit until you authorize the sale, or the pre-authorization expires, often within seven days. You can manually pre-authorize a credit card sale or set up the system to do it automatically.
Note: Set the Credit Card: Days Pre-Authorization Is Valid control maintenance record to determine what the set number of days that a pre-authorization is valid. For more information, see Credit Card Authorization Control Maintenance Records.
To pre-authorize a credit card sale:
From the Orders menu, select Sales Order Entry to display the Sales Order Entry window.
Click the Totals tab to display the Totals area for the order.
In the Credit Card field, enter a payment. The Credit Card Authorization window displays. The window displays when one of the following happens:
After you enter an amount in the Credit Card field.
After you select the Payment > Credit Card menu option.
Enter or edit field information on the Credit Card Authorization window.
From the Transaction menu, select Pre-Auth to pre-authorize the amount.
If a customer makes a change to an order, you can void a credit card sale and start over. You can void a credit card sale if a customer notices an error, or needs to add more items to the order before finishing. Void the original credit card sale, and authorize the new sale after making changes.
To void a credit card sale:
From the Orders menu, select Sales Order Entry to display the Sales Order Entry window.
Click the Totals tab to display the Totals area for the order.
From the Payments menu, select Credit Card to display the Credit Card Authorization window. The window displays when one of the following happens:
After you enter an amount in the Credit Card field.
After you select the Payment > Credit Card menu option.
Verify that the screen information is correct, and edit the information if necessary.
From the Transaction menu, select Void to void the sale.
Note: The Void menu option is only available if the sale amount has not been settled. If it is too late to void a transaction, you can refund instead.
When a customer paid by credit card, credit any refunds or returns back to the same credit card account. Because a returned product is linked to its original sales order, the original credit card information is used as the default credit card information for the return order.
To refund a credit card sale:
From the Orders menu, select Sales Order Entry to display the Sales Order Entry window.
Click the Totals tab to display the Totals window for the order.
In the Credit Card field, enter the refund as a negative amount. For example, for a $30.00 refund, enter -30.00.
Display the Credit Card Authorization window. The window displays when one of the following happens:
After you enter an amount in the Credit Card field.
After you select the Payment > Credit Card menu option.
Verify that the information on the Credit Card Authorization window is correct. Edit as necessary, for example, to update the expiration date.
From the Transaction menu, select Authorize to authorize the refund amount.
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