X-Charge Credit Card Processing

Transcription

1 X-Charge Credit Card Processing OpenEdge (Formerly X-Charge) Payment Processing Setup... 1 Setting Permissions for Credit Card Processing... 1 Setting Up X-Charge Payment Processing in SuccessWare Capturing and Processing Credit Card Information Capturing Credit Card (Keeping a Card on File) Processing Individual Credit Card or ACH Payments Processing a Payment Using ACH or an Electronic Check Pre-Authorizing a Credit Card Handling Declined Credit Card, ACH or Check Transactions Voiding or Cancelling a Transaction Refunds and Credits Processing a Credit Card Refund Associated with a Credit Memo Processing Refunds without a Credit Memo Setting Up Recurring Payments For Periodically Billed Agreements Batch Creation of Recurring Payments for Existing Agreements Creation of Recurring Payments for Individual Agreements Cancelling Recurring Billings Processing Periodic Billings For Agreements Creating Periodic Invoices Manually Processing Periodic Billing Payments Processing Agreements Set for Recurring Processing Handling Failed Periodic Invoice Payments Posting Periodic Billings Reconciling Your Credit Card and ACH Statement in Undeposited Funds i

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3 OPENEDGE (FORMERLY X-CHARGE) PAYMENT PROCESSING SETUP The integration of the X-Charge Hosted Payment Service into SuccessWare 21 will allow you to submit your customer s credit card transactions securely to the payment processor. After configuration of the X-Charge account you can: Process payments via credit card and ACH Process scheduled agreement billings automatically Request and release pre-authorizations for future charges Void payments Process credit card refunds Import daily credit card batch reconciliation statements Once you enable X-Charge for SuccessWare 21, credit card numbers are entered via a secure X-Charge form. From this form it is submitted to X-Charge and exchanged for a secure alias that can be used to process transactions against the card. The masked version of the credit card number (.xxxx) will display in SuccessWare 21, with the last four digits of the credit card available for verification. Setting Permissions for Credit Card Processing After X-Charge is activated, permissions must be set to allow specific user groups to process payments using X-Charge. A user with administrative access authority in SuccessWare 21 must make changes in User Group permissions. Setting Permissions for Daily Payment Processing To access and set X-Charge permissions: 1. Open the MAIN MENU by clicking the Menu button. 2. Choose Setup and select the USER MANAGER. 3. Right click in the list of users and select User Groups 1

4 4. Select the User Group to modify from the dropdown list and then click Edit. 5. On the Receivables tab, select the desired Payment Processing permissions to allow the members of the User Group to process payments through X-Charge and/or to make corrections to X-Charge payments. 6. Click Save. Setting Permissions for Periodic Billing Processing Before a user can begin processing periodic Agreement billings through X-Charge, permission must be set in the USER GROUPS screen. To grant permission to process periodic billing payments through X-Charge: 1. Access the USER GROUP screen. 2 SuccessWare, Inc.

5 2. Select the User Group to be changed and click Edit. 3. Select the Payment Processing Periodic Invoices and Pmt Proc: Manage Recurring to allow the members of the group to process payments for periodic invoices through X-Charge. 4. Click Save. Setting Permissions for Payment Reports To allow a user to access reports in the Payment Processing section of the REPORT GALLERY: 1. Access the USER GROUP screen. 2. Select the User Group to be changed and click Edit. 3. Select the Reports tab. 3

6 4. Select Payment Processing Reports option. 5. Click Save. SETTING UP X-CHARGE PAYMENT PROCESSING IN SUCCESSWARE 21 The X-Charge Setup Wizard provides an easy to use interface to walk you through the process of configuration to begin processing credit card transactions. Access the wizard by: 1. Click the Main Menu icon located on the SuccessWare 21 toolbar. 2. From the Main Menu, select Setup and then choose. 3. Go to the Payment Processing tab on the COMPANY SETUP screen and click the Edit button. 4 SuccessWare, Inc.

7 4. Click the Processor dropdown and select XCharge and click. 5

8 Step One: Obtaining an X-Charge Account The first step to setting up SuccessWare 21 to process credit cards with X-Charge is to apply for an X-Charge merchant account. Obtaining an X-Charge account is simple and the process can be started online. Use the hyperlink displayed on the Step One screen of the wizard to access the X-CHARGE ACCOUNT SETUP screen. After your X-Charge account is activated, return to the CONFIRM XCHARGE ACCOUNT ACCESS screen to continue setup. Step Two: Confirming X-Charge Account Access On the CONFIRM X-CHARGE ACCOUNT ACCESS screen, enter the X-Charge account information in the appropriate fields and click the information provided to you by X-Charge should include: The Web ID An Authorization Key A Terminal ID button. The Once you have entered the account information click the Confirm Access button. This will send a message to X-Charge to confirm that the account information has been entered properly. If successful you will be allowed to proceed to the next setup screen. 6 SuccessWare, Inc.

9 Step Three: ACH Processing The Automated Clearinghouse (ACH) is a payment delivery system which processes credit and transfers. Instead of using paper checks, ACH transactions are transmitted electronically. These transactions will use a customer s bank account and routing number instead of credit card or debit card numbers. In order to use X-Charge for ACH Processing you must have a separate ACH Account with them. If you have created an ACH Account with X-Charge choose Yes and then enter the credential supplied to you by X-Charge. If you will not be using ACH, click No and then click continue. 7

10 Step Four: Clean Your Credit Card Data In order to use the X-Charge service, all of the credit card information stored in SuccessWare 21 must be removed. Each credit card number will be submitted to X- Charge and exchanged for a secure alias that will be used to process credit card transactions. The process of cleaning your credit card data may take up to an hour or more depending on the number of credit card records you have stored in SuccessWare 21. However, your users can continue to work normally during the cleaning process. Once you have started the clean process You can close the setup window but do not close the Clean Process window. The process will continue unless you cancel it or close SuccessWare 21. To begin the cleaning process: 1. From the CLEAN YOUR DATA screen in the setup wizard, select the button. Step Five: Ensuring Adequate Alias Capture The next step in the setup process is to check all existing invoices and agreements for valid alias information. If an invoice or agreement does not have a valid alias for the credit card number, the payment information must be updated before you can process the related payments., 1. Select the button to display a summary of alias information for existing invoices. 8 SuccessWare, Inc.

11 2. Select the button to display a summary of alias information for all existing agreements. Step Six: Enabling SuccessWare 21 for X-Charge The final step in the setup process is to enable the features of X-Charge. Once this step has been taken, several changes will take place in SuccessWare 21: Credit card information in SuccessWare 21 can no longer be unmasked The last four digits of the card are still displayed for you to verify numbers All new credit card information is entered in a secured X-Charge window Credit Card and ACH payments can be processed for individual invoices and manually on periodic Agreement billings Periodic agreement invoices can have their credit card (not ACH) billings scheduled and processed automatically through X-Charge directly from SuccessWare 21. Select the SuccessWare 21. button to enable X-Charges features available in 9

12 CAPTURING AND PROCESSING CREDIT CARD INFORMATION Credit card information can be recorded from the same screens as you did before enabling X-Charge. However, the credit card fields in every form are now disabled. Next to that field you will see a new X-Charge button that is used to open a secure X- CHARGE window. Here you will enter the customer s credit card number and expiration date. The information is not stored on your network but rather is sent to X-Charge and exchanged for a secure alias. That Alias can then be used to process transactions against the customer s Credit Card. The alias itself is not displayed, instead you see the masked account number in its place. Capturing Credit Card (Keeping a Card on File) Credit card information can be held on file on a customer s account for future use. The information can be entered from the following screens. The Billing Account Detail Screen- Capturing an Alias from this form will set that credit card as the Default payment method for the customer. When processing any future payments (accept agreement billings) the card detail will be filled in by default and you only have to click the X-Charge button to process the payment. The Job Form- Capturing an Alias from the Job Form will set the credit card as the Default payment method for any billings related to the Job. For a Job, this information can also be recorded on the Invoice Tab of the Job Summary form. The Project Form- Capturing an Alias from the Billing Screen of the Project setup form will set the credit card as the Default payment method for any billings related to the project. The Agreement Form- Capturing an Alias from the Agreement Form will set the credit card as the Default payment method for any billings related to the Agreement. You cannot process credit card transactions from these forms. Once you have a captures alias you will be able to select it to process payments from the INVOICE PAYMENT FORM and the CASH RECEIPT FORM accessed through the BILLING ACCOUNT HISTORY screen. To Capture Customer Credit Card Information for Future Use: 1. On any screen that allows entry of a customer s payment method, click the Edit button if necessary and select the PAYMENT METHOD dropdown. 2. Choose Other 10 SuccessWare, Inc.

13 3. From the list of additional payment methods that displays, select the type of Credit Card you will be adding. 4. The X-Charge button will appear next to the Payment Method selected. Click it to open the SECURE PAYMENT PROCESSING screen. 5. In the X-Charge screen, click the button. The form will create a secure connection to the X-Charge system and give you fields to enter the credit card information. 6. Enter the CARD NUMBER and the EXPIRATION DATE. Then click the Submit button. When the card is submitted, an alias is created and stored in SuccessWare Click Next and then select Close to close the X-Charge window. 11

14 The alias is not displayed, but instead the masked credit card number will appear in the PAYREF field below the Payment Method. The Credit Card information that you have entered will now be available for you to select from the Payment Method dropdown list when processing a payment for the customer. Processing Individual Credit Card or ACH Payments Credit card as well as ACH transactions can be processed from the Invoice Payment Form accessed from an unposted invoice and the Cash Receipt Form accessed through the BILLING ACCOUNT HISTORY screen. When processing a payment there are three possible scenarios you will face: You have already secured an alias for the customer s credit card either by precapturing it, or having processed a transaction in the past using the card. You are taking the credit card for the first time and will have to enter the Credit card information in the X-Charge window. The customer is paying you by ACH or electronic check. Processing a Payment using an on File or Previously Charged Credit Card 1. From the invoice screen, click the button to access the INVOICE PAYMENT FORM, or from the customer s BILLING ACCOUNT HISTORY form select the Receipt button. 2. Tab to the AMOUNT field and enter the payment amount if it has not filled in automatically If you previously captured the Alias from the customer s Billing Account Detail form it will be recognized as the Default payment method for the customer and the payment form will display the alias information and preset the Payment Method. 12 SuccessWare, Inc.

15 3. If the Payment methods does NOT complete automatically but you have charged the customer s card in the past, click the Payment Method dropdown and select the previously entered credit card from the list. 4. Click the X-Charge button to open the X-Charge SECURE PAYMENT PROCESSING screen. If your customer has provided a different credit card for you to use, you can use the CHANGE CARD option to enter new credit card information. 13

16 5. Click the button. 6. Choose an option for processing. If the payment should be processed immediately through X-Charge, select Process now and click Process. The payment will be processed and the result of Approved or Declined will be displayed. If the payment has already been processed through X-Charge outside of SuccessWare 21 (such as through SWRemote or the X-Charge web portal), select Already processed and click Done. This will record the payment in SuccessWare 21 but will NOT process through X-Charge. 14 SuccessWare, Inc.

17 Processing Credit Card Without an Existing Alias If you have not captured an on file alias for the customer or processed their card in the past, you can manually enter the credit card information in the X-Charge window. 1. From the invoice screen, click the button to access the INVOICE PAYMENT FORM, or from the customer s BILLING ACCOUNT HISTORY form select the Receipt button. 15

18 2. Tab to the Payment Method field and choose the credit card type from the drop down list. 3. In either form tab to the AMOUNT field and enter the amount of the payment 4. Tab to the PAYMENT METHOD field and select Other from the dropdown list. Then select the Credit Card type you will be entering. 5. Click the X-Charge button to open the X-Charge SECURE PAYMENT PROCESSING screen. 16 SuccessWare, Inc.

19 6. Click the button to open to connect to the X-Charge Service. 7. Enter the credit card number and expiration date. Then click the button. X-Charge will return an alias for the card that you can now use to process the payment. 17

20 8. Click the button. 7. Choose an option for processing. If the payment should be processed immediately through X-Charge, select Process now and click Process. The payment will be processed and the result of Approved or Declined will be displayed. If the payment has already been processed outside through X-Charge outside of SuccessWare 21 (such as through SWRemote or through the X-Charge web portal), select Already processed and click Done. This will record the payment in SuccessWare 21 but will NOT process through X-Charge. 18 SuccessWare, Inc.

21 You will see a displayed response indicating if the transaction processed successfully. 9. Click the Close button to exit the X-CHARGE SECURE PROCESSING screen. 10. The masked credit card number along with the expiration date and payment authorization appear on the CASH RECEIPT FORM. Click Post to post the payment to the customer s account. 19

22 Processing a Payment Using ACH or an Electronic Check If you have an ACH account with X-Charge you will be able to process ACH payments as well as process electronic checks from either of the payment processing forms. In order to process an ACH transaction you will use a Payment Method that has a Payment Type of Funds Transfer. You will require the Bank Account number and the Routing number of the account. If you have received a check payment from a customer, you can process the check through your ACH Account. You will require the check number, the account number and the routing number from the check. 1. From the invoice screen, click the button to access the INVOICE PAYMENT FORM, or from the customer s BILLING ACCOUNT HISTORY form select the Receipt button. 2. Enter the AMOUNT of the payment 3. Select the PAYMENT METHOD drop down and select either Check if you have received a check payment or select Other and then the payment type you have set up for ACH transactions. If you selected check, enter the check number, routing number and Bank Account No. If you selected ACH (Funds Transfer), enter the Routing Number and Bank Account No. 4. Click the X-Charge button to open the X-Charge SECURE PAYMENT PROCESSING screen. 5. The payment screen will open with your payment and account information listed. To assure you have the account information correct you can select the Verify the Bank Account option before processing. This will confirm that you have a valid Account and Routing Number. 6. Click Continue 20 SuccessWare, Inc.

23 7. Choose an option for processing. If the payment should be processed immediately through X-Charge, select Process now and click Process. The payment will be processed and the result of Approved or Declined will be displayed. If the payment has already been processed outside through X-Charge outside of SuccessWare 21 (such as through SWRemote), select Already processed and click Done. This will record the payment in SuccessWare 21 but will NOT process through X-Charge. 8. Click Process You will receive a message indicating if the payment was processed successfully. 9. Close the Payment Processing window 21

24 10. Post the Payment. Pre-Authorizing a Credit Card Pre-authorizing a customer credit card allows you to assure that the required funds for a transaction are available and if so, reserve those funds on the customer s account. These pre authorized funds can then be processed as a payment at a later point, or they can be released. If the pre-authorization is not captured as a payment or released within a short timeframe (in most cases about 5 days) the pre-authorized amount will automatically expire. Performing a Pre-Authorization Pre-authorizations are recorded through the same SECURE PROCESSING window that you use to process a payment. Pre-Authorizations can be created from: Billing Account Detail screen (F3) The Job Form The Apply Payment window in the Invoice Form Job Summary Form Sales Summary Form The Billings tab in the Project form 22 SuccessWare, Inc.

25 Each of these forms contains an area to record payment information. To Create a Preauthorization 1. In the payment information area of the form use the Payment Method dropdown to select the credit card type you are authorizing, or if there is an existing card on file select that card. 2. Click the Payment Processing button 3. In the Secure Payment window select the Authorize Credit Card link You will be taken to the authorization screen. Here you will see a grid that will display any existing Pre-authorizations that have been created for this credit card. 4. Enter the amount of the authorization and click Authorize. You will be notified of the authorization attempt was successful and the authorization will appear in the grid. If you created the Pre-Authorization form a job related form, the job number will appear associated with the authorization. 23

26 Charging a Pre-Authorized Amount 1. From the APPLY PAYMENT form on an invoice or the RECEIPT form in a customer s billing account, enter the amount of the payment and if necessary, select the card used to generate the pre-authorization from the Payment Method dropdown. 2. Click the Payment Processing button to open the SECURE PROCESSING window. 3. Click Continue to process the payment The window will contain a grid that list existing Pre-authorizations on the selected credit card. If there is an authorization associated with the job you are working from, it will be check marked. If not, you can manually checkmark the existing authorization you want to apply the payment against. 4. Click Process 24 SuccessWare, Inc.

27 If the Amount of the payment is less than or equal to the pre-authorized amount, the payment will be processed. If the amount of the payment is greater than the pre-authorized amount, the transaction cannot be processed, but you will be offered the option of releasing the pre-authorization and attempting to process the payment for the specified amount. Releasing a Pre-authorization 1. From any of the forms that allow you to create an authorization, in the payment method dropdown, select the listed card you have authorized and then click the Payment Processing button 2. Select the Authorize Credit Card link to open the SECURE PROCESSING window. 3. In the grid of existing authorizations, right click on the one you want to release and select Release Authorization. Handling Declined Credit Card, ACH or Check Transactions When a credit card transaction has been declined you will receive a notice that the transaction is failed and you will be given the following options: Resubmit the transaction Save the transaction information and attempt to submit at a later time (can only be done from the Invoice Apply Payment form) Cancel the transaction and record a different payment method. 25

28 Voiding or Cancelling a Transaction If you have submitted a credit card transaction in error or need to reverse it for any other reason, you will be able to either Void or Cancel the transaction. If the payment has not yet been processed into your daily batch, you will have the option to Void. If it is the next day, and the transaction has been included in your batch you will have the option to Cancel. If you have just processed the transaction and have not yet closed the Secure Payment window, you can immediately click the Void option. The options available for Voiding or cancelling will depend upon where the original payment was recorded. From the Invoice Form 1. Click the Adjust button (if necessary) 2. Click the Apply Pmts button 3. On the Payment screen, click the Clear Payment button 4. You will be asked if you want to Void or Cancel the transaction. Select Yes. The payment will be reversed and the payment form cleared. 5. You can now enter different payment information if necessary or post the invoice without a payment. Through the Receipt Form in the Customer s Billing Account Open the customer s billing account, then find and select the payment you must void or cancel. 4. If it has been allocated to an item (invoice or adjustment) on the customer s account, press enter to open the Allocation window. 5. Right click and select Clear All Allocation and click Save. 6. Right click on the payment and select Reverse Receivable. 7. You will be asked if you want to Void or Cancel the transaction. Click Yes. 8. The transaction and the receivable will be reversed. 26 SuccessWare, Inc.

29 REFUNDS AND CREDITS SuccessWare 21 allows for the processing of Credit memos through a Credit Memo Wizard. One of the options in the wizard is to process a Refund Transaction against a customer s account. You can also process a refund against a customer s account without the creation of a credit memo, but there are additional steps required (instructions follow) What is the difference between a Refund and Voiding or Cancelling a Transaction? It s really about visibility. The processes of voiding or cancelling a credit card transaction is usually taken when a credit card has been charged in error. The transaction is removed from the customer s account and it will appear as a negative transaction in your undeposited funds so that it can be reconciled. A refund on the other hand will be represented by a transaction that remains part of the customer s billing account history and is usually allocated to a credit memo which has also been created on the account. The Refund is a reportable transaction and will remain historically as part of the account. Processing a Credit Card Refund Associated with a Credit Memo Credit Memos can be created directly from the invoice that you are crediting or from the customer s billing account. 1. From the invoice form, click the dropdown that appears after the invoice number and select New Credit Memo. From the Billing Account, highlight the Invoice you are crediting and click the Credit button at the bottom of the screen. 6. Work through the Credit Memo Wizard and post the Credit Memo once completed. 7. You will be returned to the Credit Memo Wizard with an option to PROCESS A REFUND AFTER POSTING. Click OK. 27

30 8. You will be taken to CUSTOMER REFUND SCREEN. In order to process a Credit Card Refund, change the FROM REGISTER ACCOUNT to your Undeposited Funds Account. 9. Tab to the PAYMENT METHOD field. The Credit Card that was used to originally charge the customer will appear in the list, select it. 10. Click the X-Charge Button You will be shown a summary of the Refund transaction about to be processed. 11. Click Continue 28 SuccessWare, Inc.

31 12. Choose an option for processing. If the payment should be processed immediately through X-Charge, select Process now and click Process. The Refund will be processed and the result of Approved or Declined will be displayed. If the refund has already been processed outside of the integrated X-Charge system in SuccessWare 21 (Such as through the X-Charge web portal), select Already processed and click Done. This will record the payment in SuccessWare 21 but will NOT process through X-Charge. 29

32 13. Close the X-Charge window and you will be returned to the CUSTOMER REFUND WINDOW. 14. Click Post The Refund will automatically be allocated to the outstanding Credit Memo. Processing Refunds without a Credit Memo In a situation where you need to process a refund check to a customer and it is NOT associated with a job, you can do so without the creation of a Credit Memo, however, in addition to the Refund you MUST create an adjustment to the customer s account to properly allocate the refund given. 30 SuccessWare, Inc.

33 To Enter and Post a Customer Refund: 1. Open the BILLING ACCOUNT HISTORY (F4) screen for the customer you wish to refund. 2. Be sure you are selected on a line item other than an invoice or credit. 3. Click the Refund button. You will be taken to Customer Refund Screen. In order to process a Credit Card Refund, change the From Register Account to your Undeposited Funds Account. 4. Enter the Date and Amount of the refund. 5. Enter a Comment indicating the reason for the refund. 6. Select the Payment Method. If the Credit Card you are refunding has been processed in the past, it will appear in the list. Select it. If the Credit Card is not in the list, select Other and then the type of card you are refunding. 7. Click the X-Charge button 8. Click Continue to connect to the SECURE PAYMENT window. 9. If the card you were refunding was not in the list, enter the credit card information and press Submit. 10. Click Continue 11. Click Process to process the Refund. 12. You will receive a message that the Refund has processed successfully. Close the SECURE PAYMENT window and Post the refund transaction. This will record the refund on the customer account, but it also creates what appears to be a balance due. We will use a credit adjustment allocated against the Refund to eliminate the effect of the customer s balance due. 13. Highlight the refund in the customer s Billing Account and click the Adjust button. 14. Be sure that you are creating a Credit Adjustment in the AR ADJUSTMENT form. 15. Choose the ADJUSTMENT CODE that represents the reason for the refund given to the customer. This will determine the GL account that will be posted against. 31

34 16. Enter the AMOUNT of the Adjustment 17. Choose the DEPARTMENT that will be incurring the expense of the refund. 18. In the COMMENT field enter a description of the reason for the adjustment. 19. Be sure MANUAL ALLOCATION is selected 20. Click Post 21. In the ALLOCATION SCREEN be sure the unallocated refund is selected and press Enter to allocate the credit to the Refund. 22. Click Post The Credit Adjustment will be allocated to the Refund which will no longer display a balance. 32 SuccessWare, Inc.

35 SETTING UP RECURRING PAYMENTS FOR PERIODICALLY BILLED AGREEMENTS SuccessWare 21 supports the capability to set up recurring payments made via X- Charge. These recurring charges can be applied to your periodic agreements. This will allow the payment to be automatically processed by X-Charge without your having to process the transaction through SuccessWare 21. You will then be able to create the invoices in the Agreement Manager and download a statement from X-Charge that marks those that processed successfully as paid. You will then be able to post the batch of invoices. All recurring payments will be processed by X-Charge at 2:00AM on the scheduled date. Note: Agreements that are set with a billing frequency of Other are not eligible to be set up with a recurring payment. Setting up the scheduled recurring billings can be performed as a batch process or on a per agreement basis. Batch Creation of Recurring Payments for Existing Agreements If you have existing periodically billed agreements, you can create the scheduled recurring payment with X-Charge for all of them in a batch process. IMPORTANT: DO NOT set up recurring payments in SuccessWare 21 for any agreement for which you created a recurring payment directly in the X-Charge web portal. Doing so will result in double-billing of this customer. 1. From the COMPANY SETUP screen, select the Payment Processing tab, click Edit and then click the Properties button. 2. Choose the Setup Recurring Payments hyperlink. This screen will display the number of agreements that have a credit card alias attached and are eligible for recurring payments. 33

36 Note: You can print a list of the eligible agreements, but you may not set up individual agreements. If you wish to set up payments for individual agreements, it must be done from the agreement form. 3. Click the Setup button. This will complete the setup for all eligible agreements. 4. Click OK when process finishes. Moving forward, if you set up any agreements with Periodic Billing and do not set up the scheduled recurring billings, you will be shown the same Set Up Recurring Billing screen when you open the AGREEMENT MANAGER. This will allow you to set up the recurring billing for those agreements in a batch process. Creation of Recurring Payments for Individual Agreements In the process of creating a new agreement for a customer you will have the option to create the scheduled recurring payment directly from the agreement form. When Creating an Agreement Outside of the Job Process 1. Open the AGREEMENT FORM and begin to complete the information. 2. In order to be eligible for recurring billing, the agreement must have a TERM of Perpetual, a BILL METHOD of Periodic Billing and the FREQUENCY of the billing set to something other than Other The Agreement must also have a payment method of Credit Card and have a captured alias associated with it. 15. To do so, select the PAYMENT METHOD dropdown. If the customer has a card on file already, select it. 34 SuccessWare, Inc.

37 If the customer does not have a card on file, select Other from the dropdown and then the type of credit card you will be entering. - Click the X-Charge button - Click Continue to connect to the Secure Payment gateway and enter the card number and expiration date. - Click Submit to acquire an alias from X-Charge. - Close the form. 4. You will need to enter a date in the BILLING START DATE field. This will be the date recurring billings will begin. Continuing billings will occur using the day of month in you billing start date moving forward. For example, this customer will be billed January 15 th and the 15 th of each month moving forward. 5. Complete the data entry in the AGREEMENT form and click Save. 6. You will now need to activate the Agreement. To do so, right click in the background of the Agreement and select Create New/Renewal Invoice. Post the invoice and then close the invoice form. 7. You will be returned to the Agreement Form and will now have the option to activate the Recurring billings. Click the Recurring button. 8. A Secure Payment Processing window will open. Review the recurring payment information and then click Process to create the scheduled recurring billing. NO PAYMENT WILL BE PROCESSED AT THIS TIME. 35

38 You will be taken to a confirmation screen. You can now close the Payment window and the Agreement. Cancelling Recurring Billings If you no longer wish to continue Recurring Billings for an agreement you can open the agreement and select the Cancel Recurring button If you attempt to Terminate/Cancel an active agreement that has been set up with Recurring Billings, you will be prompted that you must cancel the recurring billing before the agreement can be terminated. 36 SuccessWare, Inc.

39 PROCESSING PERIODIC BILLINGS FOR AGREEMENTS Agreements set up with Periodic Billings and paid by Credit Card, can be processed through X-Charge from SuccessWare 21. You have two options for processing those periodic billings: Schedule Recurring Billings- If you have set up Agreements with scheduled recurring billings through X-Charge, you can create the periodic invoices and then reconcile them to a statement that you download from X-Charge. The reconciliation statements will match the payments to the appropriate invoice and indicate whether it processed successfully. You can then batch post the invoices. Manually Process from Agreement Manager- If there are agreements that you want to process instead of them charging automatically, you can set the agreement up just like those that Auto Bill, but just do not do the Recurring Setup. You can then generate the periodic invoices in the Agreement Manager and then process the payments with a right click options. Once the payments are processed, each invoice will show the status of the payment and you can batch post the invoices. When X-Charge is enabled, periodic agreement billings can be processed directly from the AGREEMENT MANAGER. Creating Periodic Invoices 1. In the AGREEMENT MANAGER, select the BILLINGS DUE search indicator. 2. Enter the date range for which you want to find billings due, as well as any other search criteria you desire. 3. Press Enter. The AGREEMENT MANAGER will display a list of all billings due for the specified time frame. 37

40 Any of the listed Billing Due that show a red highlighted Payment Method do not have a valid Alias assigned from X-Charge. In order to process these payments, you must recapture the credit card information. To do so: Highlight the row and press F7 to open the agreement. Right click and select Edit Payment Method Click the X-Charge button, add the customer s credit card information and click Submit to generate an Alias. Click Continue. If you want to set the agreement to process recurring payments automatically click Enable, if not, just close the form, agreement and customer. 4. Right-click on the list of Billings Due and select Create periodic invoices. You will be taken to the Periodic Invoices view where you can process payments, download your recurring payment reconciliation and post the invoices. 38 SuccessWare, Inc.

41 Manually Processing Periodic Billing Payments When you are taken to the Period Invoices view you will be able to process payments and post your invoices. If any of your agreements have X-Charge aliases associated with them but are not set to process Recurring, you will manually process them. To process the payment through X-Charge: 1. Right-click in the list of agreements and select Process Payments A confirmation window will appear to inform you that the invoices in the displayed list will be processed for payment. Only those invoices with a valid X-Charge alias and ARE NOT marked Recurring will be processed for payment. 2. Click to continue processing. Successfully processed invoice payments are identified with the word Approval in the PmtResponse field. Invoices that did not process successfully are identified as Decline or Call. Note: If two charges are made where the dollar amount and credit card number are identical in the same 15-minute interval, the charge will fail (perhaps the customer has 2 agreements). This is a safety feature designed to prevent accidental duplicate charges. If you determine that 'duplicates' need to be allowed, right-click on the failed invoice and select Allow Duplicates. The agreement will be flagged to allow duplicate charges for this and all future invoices. If you are ready to post the invoices, right click in the background of the list and select Post All Invoices. 39

42 Processing Agreements Set for Recurring Processing Agreements that are set up for Recurring Processing will have their payment processed without any additional input by you. You will download a reconciliation statement that will match the processed payments to the agreement invoice so all you have to do is post. To Reconcile Scheduled Recurring Payments 1. Create your Periodic Invoices. 2. In your list of periodic invoices, right click and select Reconcile Recurring Payments. 3. Click Reconcile in the window that opens. SuccessWare 21 to download all processed recurring payments from the processor and link them to the appropriate invoice. 4. You will receive a notification with the results of the download. If there are items that you need to review such as unreconciled transaction you can choose Print to view the list, otherwise close the dialog. All processed transaction will display the result in the Pmt Response column of the Manager. 40 SuccessWare, Inc.

43 Handling Failed Periodic Invoice Payments In the event that a credit card transaction processed manually or as a recurring charge is marked as Decline or Call, you may need to contact the customer to obtain new credit card information. To enter the updated information for the periodic invoice: 1. In your list of Periodic Invoices, select the Unpaid filter to hide any invoices with successfully processed payments. 2. Highlight the invoice with the failed payment and press F10 to open the invoice. 3. Click the button 4. You will be given a message the processed payment failed and you will be given the option to reprocess the payment or clear the payment information. If you rerun the card and it processes successfully, save the payment. If you clear the payment information you can enter new payment information provided by the customer and process it using the X-Charge button. If you chose to clear the payment information the invoice will show a balance due. 5. Post the invoice. 6. Close the invoice and customer to return to the AGREEMENT MANAGER. Posting Periodic Billings When periodic invoice payments have been marked as approved, the invoice and payment can be posted directly from the AGREEMENT MANAGER screen. 1. Apply any desired filtering to the list of periodic invoices. 2. Right-click in the grid and select Post this invoice to post an individual invoice, or: 3. Right-click in the grid and select Post all invoices to post all displayed invoices. 41

44 RECONCILING YOUR CREDIT CARD AND ACH STATEMENT IN UNDEPOSITED FUNDS All payments processed through X-Charge, both credit card and ACH are posted to your default Undeposited Funds account. Here you must reconcile the list of transactions and mark them as deposited to your bank. To make this process easier, from the reconciliation window you will be able to download your daily batch from X-Charge. The downloaded batch statement will automatically match its transactions to those recorded in SuccessWare 21. To Reconcile your X-Charge Account 1. In the Account Register, select your undeposited funds account and then choose reconcile 2. To identify the total of the batch that will be deposited, you can click the X- Charge logo and open the Payment Processing Portal or ACH portal if you are reconciling ACH. From there you can identify the batch ID as well as the total balance of the batch. 3. Enter that total balance in the TOTAL OTHER field in the reconciliation window. 4. To make your list easier to work with apply the Credit Card filter and if you know your batch only contains certain card types, select the CC Types filter to limit the list, or select the FNDS filter to limit the list to just ACH transactions. 42 SuccessWare, Inc.

45 5. Right Click in the background of the list and select Reconcile Settled Transactions. 6. Select the date through which you want to see a list of batches. You will be presented with a list of batches that can be downloaded. Those previously downloaded appear with a checkmark. 7. Find the batch number you identified in the Portal, select it and click OK. The transactions will be downloaded. If any of the items in the downloaded statement could not be matched to items in your account you can choose to view a report of those items. 8. The items matching the download will be marked as cleared. 43

46 9. Click the Continue button 10. Click Finish. The batch is now available to deposit. 44 SuccessWare, Inc.