Capturing and Invoicing Pre-authorized Credit Card Payments

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You capture a pre-authorized credit card payment when you are ready to process payment for goods that you have shipped, or for goods or services that a customer has received.

In Order Entry, you can use the O/E Capture Payments with Invoices screen to capture and invoice pre-authorized credit card payments for multiple orders or shipments in a batch. For more information about this screen, see O/E Capture Payments with Invoices Screen.

Note: You can also use O/E transaction entry screens to capture individual pre-authorized payments by document. For more information, see Capturing a Pre-authorized Credit Card Payment.

To capture and invoice pre-authorized credit card payments:

Open Order Entry > O/E Transactions > Capture Payments with Invoices.
In the A/R Receipt Batch Date field, specify the date for the receipt batch (or batches) that will be created when you capture pre-authorized payments.
Note: If you process payments that use multiple processing codes, a separate Accounts Receivable receipt batch is created for each processing code.
If you want to filter documents by processing code or document number, specify criteria. More...
1. In the Processing Code From/To fields, specify a range of processing codes to view, or accept the default entries to view pre-authorized payments for all processing codes. (A processing code specifies the bank, currency, and merchant account that will be used to process a credit card transaction.)
2. In the document number From/To fields, specify a range of shipment numbers and/or order numbers to view, or accept the default entries to view pre-authorized payments for all documents.
  Note: If you specify ranges of both shipment numbers and order numbers, only pre-authorized payments that match all criteria you specify will appear in the table.
3. Click Apply.
  Documents that match the criteria you specified appear in the table.
If you do not want to capture and invoice pre-authorized payments for all documents that appear in the table, set the value in the Apply column to "No" for those documents, and then select documents for which to process payments. More...
- To set the value in the Apply column, select a row, and then double-click the Apply column or press the spacebar.
- To set this value to "No" for all documents, click Apply None.
- To set this value to "Yes" for all documents again, click Apply All.
If you want to print invoices and/or receipts after you capture payments and create invoices, select the Print Invoices After Capture and/or Print Receipts After Capture options. More...
- If you select Print Invoices After Capture, the O/E Invoices report screen opens after Sage 300 processes payments and creates invoices. By default, the numbers of the first and last invoice in the new batch are specified in the From Invoice and To Invoice fields, and the Include Invoices Already Printed option is cleared.
- If you select Print Receipts After Capture, the A/R Receipts report screen opens after Sage 300 processes payments and creates invoices. By default, the numbers of the first and last Accounts Receivable batches created while capturing payments are specified in the From and To batch number fields.
Click Capture and Invoice.
- Paya processes pre-authorized payments for all documents that display "Yes" in the Apply column.
- Order Entry creates an invoice for each pre-authorized payment that was successfully processed.
- Accounts Receivable creates a receipt batch with the batch date you specified. If you use multiple processing codes, a separate receipt batch is created for each processing code.
- When processing is complete, a message displays summary information about payments that were successfully processed. If any errors occur while processing payments and creating invoices, a message displays detailed information about each error.
  Tip: If any payments were not processed, or if any invoices were not created, print this message to create a record of errors that you need to resolve.
- If you select Print Invoices After Capture, the O/E Invoices report screen opens after Sage 300 processes payments and creates invoices. By default, the numbers of the first and last invoice in the new batch are specified in the From Invoice and To Invoice fields, and the Include Invoices Already Printed option is cleared.
- If you select Print Receipts After Capture, the A/R Receipts report screen opens after Sage 300 processes payments and creates invoices. By default, the numbers of the first and last Accounts Receivable batches created while capturing payments are specified in the From and To batch number fields.