Manually Entering Credit Card Authorization Codes

In most circumstances, when you take a credit card payment for a sales order, the transaction with the credit card company happens behind the scenes with an automatic authorization, and you do not need to intervene in the process. However, at times, your system might be down, or there might be disputes with credit cards that require you to call the credit card companies directly and obtain an authorization code to process a payment. You can manually enter and process an authorization within order entry for an order. This process allows you to post the order payments to Eclipse, and to ensure that you receive the transaction money from the bank.

Enter credit card authorizations whenever you receive an authorization code over the phone from the card's issuing bank. If you receive an authorization code of "Call" or something similar when accepting a payment using a saved card, you need the full card number to initiate a manual authorization.

Note:You can only enter a manual credit card authorization for new cards, not cards that you have on file for a customer.

To manually enter a credit card authorization:

From an open sales order, click Totals to display the Totals tab for the order.

In the Credit Card field, enter the amount of the payment the customer wants to charge to their card. The Credit Card Authorization window displays.

Select New if a list of available cards displays. 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.

If the system automatically selects a card, select Transaction > List Cards and select New.

Manual authorizations must always be processed enter the card number; stored cards cannot be manually authorized.

From the Transaction menu, select Enter Manual/Voice Auth Code and enter the authorization number the credit card company provided you over the phone for the transaction in the Authorization Code field.

From the Transaction menu, select Sale, and answer Yes at the "Create A Manual Payment?" prompt, and do one of the following:

To...

Do this...

create a manual payment in Eclipse and to initiate the electronic payment collection process

Answer Yes at the "Do you want Eclipse to Settle This Charge At the End of the Day?" prompt.

Answer Yes at this prompt if you have not yet received your money from the bank for this credit card payment. For example, a sale transaction returns with a "call" response, which the user performs and obtains the authorization code over the phone. Or, your system is down and you choose to obtain your voice authorization and are now going back and entering transactions into Eclipse.
Continue with step 6 below.

create a manual payment in Eclipse without collecting money

Answer No at the "Do you want Eclipse to Settle This Charge At the End of the Day?" prompt.

Answer No at this prompt if you are entering the authorization code to enter the payment in Eclipse, an have already received the money for the transaction from the bank. For example, if there was a dispute with the card, you might have received your money, but now need to enter the payment information in Eclipse to close out the order and balance your books.
If you have already received your money from the bank, answer Yes at the next prompt to continue. If you have not received your money and need to start over, answer No and start again with step 4.

If you answer Yes, the system applies the payment to the order and returns to the Totals screen.
Continue process the order as usual.

If you have not received money from the card issuing bank for the transaction, do one of the following to collect the card information:

Select Swipe to gather the card information by sliding the card through your card scanner. The system displays the Element Process Transaction window in your default web browser. Run the card through your card reader. The system gathers the card information, including the CCV code from the back of the card.

Select Key Enter to manually enter the card information in the fields provided in the Element Process Transaction web page, which displays using your default web browser. For example, if the card's magnetic strip is worn. If you select to manually enter the card information, you are prompted to enter CVV ID. The CVV ID is required if the Require CVV ID On Keyed Element Credit Card Sales/Authorizations Require CVV ID On Keyed Element Credit Card Sales/Authorizations control maintenance record is set to Yes.