Capturing and Invoicing Pre-authorized Credit Card Payments

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.

  • A credit card pre-authorization must exist for one or more Order Entry documents. For instructions on creating a credit card pre-authorization, see Pre-authorizing a Credit Card Payment.
  • Sage Exchange must be installed and running on the workstation you are using to capture the pre-authorized payments.
  • You must have a working Internet connection.

To capture and invoice pre-authorized credit card payments:

  1. Open Order Entry > O/E Transactions > Capture Payments with Invoices.

  2. 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.

  3. If you want to filter documents by processing code or document number, specify criteria. More...
    1. In the From/To Processing Code 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 From/To document number 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 the Go Go button button.

      Documents that match the criteria you specified appear in the table.

  4. 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.
    • If you want to set this value to "No" for all documents, click the Apply None button.
    • If you want to set this value to "Yes" for all documents again, click the Apply All button.
  5. 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.
  6. 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.

If any payments could not be processed, resolve errors related to those payments.

When you pre-authorize a credit card payment, credit card information is validated in Paya, and the cardholder's credit limit is reduced by the amount of the pre-authorization until the pre-authorization is captured or expires. For these reasons, it is rare for errors to occur while capturing a payment. However, the following issues may cause a capture to fail:

  • The pre-authorization has expired and cannot be forced. Pre-authorizations usually expire after seven days, and you may be able to "force" payment for an expired pre-authorization up to 30 days after expiry. If more than 30 days have passed since the pre-authorization expired, you may be unable to process payment.
  • The pre-authorization has expired and credit card information was not saved. If credit card information was not saved when the pre-authorization was created, you cannot force payment after the pre-authorization expires.
  • The pre-authorization has been voided. If you or another user voided the transaction in Sage 300 or in Sage Virtual Terminal, you cannot capture payment.
  • The receipt amount is zero. You cannot capture a pre-authorized payment if the receipt amount is zero.
  • Another user modified the order or shipment during payment processing. If another user changes the order or shipment information during processing, the transaction may fail.
  • The Internet connection was lost or interrupted. If a capture fails due to issues with your Internet connection, you should be able to process the transaction again successfully when the connection is restored.
  • Merchant information has been changed. If you or another user changed the merchant information or processing codes for your Payment Processing system, capture may fail for pre-authorizations created using the original merchant information or processing codes.