Processing Authorizations and Payments in Rootstock using standard UI (using Service Provider Gateway)
Below steps refer to processing for a Sales Order Header. The same process can also be followed on Sales Order Invoices and Credit Memos, with the difference that these will only accept Payments and not Payment Authorizations. For SO Invoices and Credit memos, the button 'Process Payments & Credits' will be visible when the setup for Payment gateway is complete. SO Invoice will generate Payments, and Credit Memos will generate Credit Payments.
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Create a Sales Order. If the given org has a Sales Order Payment Gateway record, a ‘Process Authorizations and Payments’ button appears upon saving the SO Header.
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Click on ‘Process Authorizations and Payments’ button and a pop-up window will appear.
NOTE The first time performing this for a given Customer and Customer Payment Gateway, Credit Card information must be entered. This information is passed to the Service Provider and is not stored by Rootstock.
Select Payment Operation: Options are
Sales Order Payment Authorization: Select to obtain an authorization only. Note that if desired, one could go straight to Sales Order Payment.
Sales Order Payment: Select to have Service Provider perform a payment.
When this option is chosen, a new drop drown field will appear below, labeled as 'Sales Order Payment', listing existing Payment Authorizations that are available to select in order to complete a payment. Selection of this field is optional.
Payment Reversal: Select Sales Order Payment record to be reversed from Sales Order Payment dropdown.
When this option is chosen, a new drop drown field will appear below, labeled as 'Sales Order Payment', listing existing Payment that are available to reverse.
Cancel Authorization: Select Prepayment Authorization from Sales Order Authorization dropdown.
When this option is chosen, a new drop drown field will appear below, labeled as 'Sales Order Payment', listing existing Payment Authorizations that are available to cancel.
Amount: The amount to be authorized, payed or reversed
Adjacent to the Amount field is a “blue dot”. Click on dot on a popup window appears that shows the components of the Amount – Product, Packaging Charges, Handling Charges, Shipping Charges and tax - for the all Sales Order Lines.
In addition to these values, amount remaining to authorize is displayed (‘Authorization Remaining’) as well as amount remaining to be paid (‘Payment Remaining).
Previous Payment Method: Here the user will given the option to select an existing 'Customer Payment Gateway Token', if the Payment Gateway is set to generate them upon entering new card information, or -Enter New Card-, in which case below fields will be displayed;
Credit Card Number: Enter a valid credit card number.
Note: Credit Card information is merely passed to the Service Provider and is NOT stored in Rootstock.
Security Code (CVV2): Enter the 3 digit security code from back of card.
Expires Month / Year: Month and Year (MM/YYYY) that card expires.
Address 1: Defaulted to 'Address 1' of the Bill-To Customer address of the SO Customer.
Postal Code: Defaulted to postal code of the Bill-To address of the SO Customer.
Sales Order Payment Gateway: Select the gateway record to be used for the Service Provider desired. This will drive Customer token availability on above Payment Method dropdown.
No payment at Shipment: When checked, the order will not require sufficient prepayment to complete shipping. If unchecked, the order will be marked as 'Order Payment Required Before Shipment', which is automatically set upon SO Header creation for Prepay Only Customers, and therefore requiring to have sufficient prepayments in order to ship the order.
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If an Authorization was completed on previous step, it is now possible to Complete Payment for it. Click on ‘Process Authorizations and Payments’ button once again and select 'Sales Order Payment' on Payment Operation dropdown. Field 'Sales Order Payment' will appear, with a dropdown that displays all previous authorizations and payments made against this SO from which you may select an authorization to process.
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Once a Payment Authorization and/or Payment is performed, the ‘Order Payment Required Before Shipment’ is checked (if 'No Payment ay Shipment' was left unchecked), and the ‘Order Payment Transaction ID’ (generated by the payment processing Service Provider) is set on SO Header. Refer Sales Order Header Credit Tab for more details.
NOTE If this is a Prepay Order ('Order Payment Required Before Shipment' is checked on SO Header), Shipments are blocked until the sufficient Payment is made. Partial shipments can be made if there is sufficient partial payments to process the SO Shipper, however.
Reversing Payments
An existing payment may be reversed. Click on ‘Process Authorizations and Payments’ button, then select Prepayment Reverse under ‘Select Payment Operation’ dropdown. Select Payment to reverse from ‘Sales Order Payment’ dropdown. Click on ‘Commit’ to complete reversal.
Cancelling Authorizations
An existing authorization may be cancelled. Click on ‘Process Authorizations and Payments’ button, then select Cancel Authorization under ‘Select Payment Operation’ dropdown. Select Authorization to cancel from ‘Sales Order Payment’ dropdown. Click on ‘Commit’ to complete cancellation.
Credit Memo - RMA - SO Payment (Special use-case)
If a Credit Memo is spawned from an 'Issue Credit' RMA, and the originating RMA Detail has a Sales Order Line and Shipper Line specified, and this Sales Order Line was a Completed payment via Payment Gateway. If no further payments have been conducted with the Customer Token the SO Header Payment was processed with, when the user processes Credits through the 'Process Payments & Credits' button on the Credit Memo record, the used Customer Token detail will be auto-selected in the Payment Method drown-down, and the field will be disabled (forcing the credit to be made back to the same card as the original sale).
SEE ALSO
Sales Order Payment Gateway
Sales Order Payment Processed Externally - SOAPI
Customer Payment Gateway
Sales Related Prepayments Overview
