Reconciling Customer Credit Card Payments

Use the Credit Card Payment Reconciliation Queue to tie the credit card payments made by customers to actual bank deposits. You can reconcile the bank’s file to the credit card payments made and review when deposits have occurred by checking and changing the status and creating miscellaneous cash receipts to account for the payments.

Note: To display the Credit Card Payment Reconciliation Queue information for at all times, add a widget to your Solar Eclipse main window. For more information, see Widgets and Menu Shortcuts Overview.

To reconcile credits card payments:

From the A/R menu, select Credit Card Payment Reconciliation Queue to display the window.

Set the parameters for the queue to display the transactions you want to review and reconcile:

Field

Description

Branch/Tr/All

Select the branch, branches, or territories for which to populate the queue.

Note: Eclipse displays the collection branch when populating the queue and creating the cash receipt.

Deposit Status

Select how you want to filter the queue by credit card process status:

All - Displays the queue for all credit card transactions regardless of status.
Processed - Indicates the payment has been received but not yet deposited into an account.
Deposited- Indicates the payment has been received and deposited into the appropriate account.

Credit Card Type

Select which credit card you want to reconcile. You can select more than one.

Starting Date

Select the date range for the payments you want to review.

Ending Date

Click Update to populate the queue.

The queue displays the transaction information for each of the displayed payments:

Column	Description
Select*	Use to process transactions. Select the rows that you want to approve, reconcile, or create a cash receipt for. See Step 4.
Order	Order number with which payment is associated.
Customer	Customer listed on the order.
Date	Date the payment was made.
Time	Time the payment was processed.
CC Type	Displays which credit card was used to make the payment.
Amount	The amount charged to the credit card.
Deposit Status*	Change status based on where the money currently is in the payment process. See Step 5.
Totals	Grand total for all transactions displayed in the queue. Displays at the bottom of the window in a green highlighted row.

* Only actionable columns. All other columns are view-only.

Use the Approve check box in one of the following ways to process transactions, as needed:

To...

Do this:

to reprocess selected transactions

One of the following:

Select the Approve check box for the transaction that you want to reprocess.
Select Approve > Approve Item to process a single transaction
Select Approve > Approve AllSelectedItems to process all the transactions with the Approve check box selected.

approve all declined transactions

From theApprovemenu, selectApproveAll Declinedto reprocess all transactions with a status ofDeclined.

Use this option if you have researched the declines and updated the credit card information as necessary for all the cards in the queue..

Use the Deposit Status column for each transaction to indicate the process status for the payment: Processed, Deposit In Progress, and Deposited.

Create cash receipts, if needed.

Save your changes and exit the queue.

Creating Miscellaneous Cash Receipts for Credit Card Payments

After taking credit card payments, you can tie the credit card payments to your actual bank deposits and reconcile your bank file to the credit card payments received. In this way, you can track when the payments have been deposited.

After receiving your bank statement confirming deposits, you create cash receipts to reconcile the payments that you have received. Use the Credit Card Reconciliation Queue Defaultscontrol maintenance record to define at the branch level the parameters for cash receipts are created for credit card payments through the Credit Card Payment Reconciliation Queue.

To create cash receipts for credit card payments:

Display the Credit Card Reconciliation Queue and set the parameters for which you want to view credit card payments.

Use the Select check box to choose the orders for which you have received payment.

From the File menu, select Create Cash Receipt for Selected Items to create a cash receipt for all the items you have more selected. If no rows are selected, the system creates a cash receipt for row the cursor is on.

The system uses the first branch if finds with set system defaults for the comment, deposit branch, and the bank on the Miscellaneous Cash Receipts window.

Post the miscellaneous cash receipt for the items selected.

Create more cash receipts for credit card payments or exit the window.