Charge Now Process for Credit Cards

The Charge Now process allows you to charge a credit card that is saved for an order or bill-to account as a default credit card. You can perform the Charge Now process on one or more orders, invoices or payment plan steps to more quickly process payments. 

When using the Charge Now process, a new payment is added to the order, payment plan step or invoice for the amount remaining (Local Net Due) and automatically processes the default credit card via the payment gateway configured for your organization.

To use the Charge Now process, the order or bill-to account must have a default credit card. You can only use default credit cards if the system is configured to allow for the storage of credit card information (System Parameter AR 000). 

Configure Default Credit Cards

You can configure default credit cards in several different areas.

Configure the Default Credit Card for an Order 

When Adding a Payment

When you add a credit card payment to an order, the Set this as the order default Charge Card check box displays on the Add Payment screen. If you check this check box, the credit card information is stored on the order as the default credit card. You can then use it with the Charge Now option for that order.

When you add a default credit card from the Add Payment screen, you can view the credit card information (if you have access) on the Edit Standard Payment Methods screen:

1. Click the Service Orders link from the Main Menu. The Service Orders screen opens.
2. Select the service order with the default credit card.
3. Right-click and select Tools -> Standard Payment Methods). The Standard Payment Methods screen opens.

When Not Adding a Payment

If you are not processing a payment but need to configure the default credit card for an order:

1. Click the Service Orders link from the Main Menu. The Service Orders screen opens.
2. Select the service order for the default credit card.
3. Right-click and select Tools -> Standard Payment Methods). The Standard Payment Methods screen opens.
4. Enter the necessary credit card information for the default credit card.
5. Click OK.

Configure the Default Credit Card for a Bill-To Account

You can configure the default credit card for a bill-to account from the A/R Demographics screen for the account:

1. Click the Accounts link for the appropriate designation from the Main Menu. The Accounts screen opens.
2. Select the account for the default credit card.
3. Right-click and select View -> A/R Demographics. The A/R Demographics screen opens.
4. Click the Add Standard Payment Method hyperlink. The Standard Payment Methods screen opens.
5. Enter the necessary information for the payment method.
6. Click OK.

Save Credit Card Information From Online Payments for Default Credit Cards

When accepting credit cards for online payments, you can store the credit card information as the default credit card on the order. To store the credit card information as the default credit card on an order:

1. Click the Payment Configuration link from the Main Menu. The Payment Configurations screen opens.
2. Click the Add button. The Add Payment Configuration screen opens.
3. Enter the necessary information for the payment configuration. See Payment Configurations for details on each field.
4. Select the Payment Options tab.
5. Check the Pay with Credit Card check box. A Credit Card Options tab becomes available.
6. Select the Credit Card Options tab.
7. Check the Store Credit Card Information check box.
8. Click OK.

Whenever this payment configuration is used for online payments, the credit card information is stored as the default credit card on the order. 

Use the Charge Now Process

Once there is a default credit card for an order or a bill-to account, you can use the Charge Now process. You can use the Charge Now process for orders, payment plan steps and invoices. 

1. Click the appropriate link (Service Orders, Registration Orders, Invoices, Invoice Events, Payment Plan Invoicing) from the Main Menu. 
2. Select the order(s), invoice(s_ or payment plan step(s) to invoice. Use Ctrl+Click or Shift+Click to select multiple orders, invoices or payment plan steps.
3. Right-click and select Tools -> Charge Now. The Mass Process Charge Cards screen opens.
4. Check the check box to use the credit card information on the bill-to account if there is no default credit card configured for the order. This applies to all selected orders, invoices or payment plan steps.
5. Click Continue. The process to charge all the credit cards runs. The Mass Process Charge Card Results screen displays indicating how many payments were processed, if any payments were not processed and the reason the payment was not processed.
6. Click OK.