Sage 100

Sage 100 Advanced 4.5.3 customer started processing SO invoices through SPS. Invoices don't show any credit card info and show no deposit and invoice still has balance. Is this working as designed? They are unchecking deposit and processing entire amount. Should they be paying the entire amount as a deposit so deposit amount populates on the invoice? Thanks!

So even after updating, the invoices are showing a balance on the customer's account?

Haven't posted yet. The invoice show no deposit amount and the invoice balance on the invoice is still the full amount.

No, it's not a deposit at the invoice level, only at the order level. On the SPS virtual terminal are the records going through? You may just want to modify the invoice for CC transactions or the terms to say ""paid via credit card

if your talking about the invoice printed form then it does not show the credit card info by default - I've added that manually a few times. I typically like to add the last 4 digits of the card number along with some text, but you have to add fields to calculate the total.

Yes, I see the credit card transaction on the virtual terminal. I can add the CC transaction info to the invoice. I thought I would check first to see if I was missing something. Thanks for the quick reply @MoiraGoggin and @BethBowers .

What is the Net Invoice on the Totals tab?

@ThereseLogeais the net invoice amount on the totals tab is the full amount of the invoice.

Happy to help.

Then what does the cc window show - does it have an authorization?

It has an authorization code and an authorization amount but says Authorization Expired. I see it on the virtual terminal.

How old are these orders? Authorizations do not last forever. Can they reauthorize them?

The invoice was paid yesterday and the authorization date is yesterday also. It must not have settled in yesterday's batch. There is a fix button on that screen. There's a fix button on that screen that I need to check out. When I looked at it on the VT the settle box wasn't checked and the comment said Zip code match only.

The credit card will not be processed until they update the sales journal with the Perform Credit Card Processing checkbox selected. Did you say they hadn't posted them?

Ron, typically the credit cards are processed during the update of the sales journal. I think you need to update in order to see the actual settlement go through. I know that every customer that I've setup the actual processing of the charge happens during the update. that way if you need to change something on the invoice, the card will not have been charged yet

or more concisely - Ditto to what Theresa said ;)

Thanks @ThereseLogeais . I'm reading that now (oops!) in the help. So when they authorized the invoice it did a preauthorization which is why the settled box wasn't checked on the VT. It will post authorize when they post. Does the expired authorization need to be fixed before posting. Looks like I need to get the authorization period to be longer than one day.

The preauthorization period was set to 0 so I changed it to 4. I went back to the invoice and clicked on fix and the expired authorization disappeared. Will add credit card information to the invoice.

Thanks @DavidOverholt and @ThereseLogeais I appreciate the help.

Customer wants to know if they can go the virtual terminal and settle the preauthorized transaction and not check the box to process credit card transactions when they update the sale journal. Would this work?

Why would they want to do that??

I always set the preauthorization period to 7 - 10 days, depending on client preferences. Modifying the invoice to show the last 4 digits of the CC is a great value add to the form. I also set up a credit card clearing account for the CC deposit money and then do a Cash receipt a couple days later to that account when the funds appear at the bank. Several people have posted that they have a Crystal report to help with the reconciliation of the clearing account. Finally, I have SPS auto close the batch in the evening so the client doesn't have to remember to do that final step.

@JeffSchwenk - Great comments. One other thing to note, the preauthorization period set in Sage is internal to Sage and used only by Sage. I have been told that once a pre-authorization is done there is no way to ""unauthorized"" those funds for the individual's credit card. (Someone please correct me if I've been mislead). The actual time that the authorization stays on the person's credit card (length of time funds are reserved) is determined by the bank that issued the credit card, and can be anywhere from 1 day to 30 days.

Thanks all for your great comments. @ThereseLogeais client's concern was that sometimes they don't post the day's batch for as much as ten days. They said when they posted the batch yesterday they did not get the question asking whether they wanted to process credit cards. I checked the VT and did post authorize the CC transaction. I set the authorization period to 10 days and the asset account to a clearing account. I also added statement to the bottom of the invoice that included the last four digits of the CC. I setup SPS to autoclose. @JeffSchwenk I'll look at a crystal report for the reconciliation. Thanks all, great comments.

One more question. Client wants me to add a UDF to customer maintenance CC record to store 3 digit authorization code from the back of the card. Is this PCI compliant? thanks.

absolutely not compliant

I'm guessing storing the 3-digit code is not PCI compliant and the Crystal report Jeff is referring to is one I created for one of my customers. It looks at AR_DepositHistory (for a specified date range) and groups all postings by payment type then by date of transaction. I export it then import it to GL transaction entry so it clears the clearing account and posts to bank rec. Oh yeah, I also calculate the AMEX fees in the report, which get deducted from the deposit vs. the monthly charges from Visa/MC/Discover. It usually lines up fairly well with the amounts posted to their bank.

Thanks @DavidOverholt . That's what I told them. Thanks @ThereseLogeais . Gives me a good idea of what go over with the client.