PeopleSoft Receivables 9.1 PeopleBook

Managing Credit Card Payments

This chapter provides an overview of credit card processing, lists prerequisites, and discusses how to:

Create credit card payments using item inquiries.
Create credit card payments using the Credit Card worksheet.
Create credit card payments in batch.
Resolve credit card payment exceptions.

See Also

Understanding Credit Card Processing

You can create credit card payments in several different ways:

Click the Pay by Credit Card link on the following inquiry pages:
- Account Overview - Balances page
  
  See Reviewing Customer Account Information.
- Item List page
  
  See Reviewing Item Information.
- View/Update Item Details - Detail 1 page
  
  See Changing and Reviewing Item Information.
Use the Credit Card worksheet component.

The Credit Card worksheet enables you to select existing items in the same way you use PeopleSoft Receivables Payment worksheets. You can also define other types of payment item, such as prepayments, on-account items, write-offs, and so on.
Use the batch Credit Card processor.

This diagram illustrates how items charged on credit cards that originate from PeopleSoft Billing, external sources, or online item entries are processed in Receivables. Items that are paid for using a credit card in PeopleSoft Billing, external sources, and online entries are either paid or sent to the Receivables Credit Card Payment Worksheet workbench, where they can be managed before sending them for authorization or settlement. Worksheets with credit card items paid in PeopleSoft Billing are sent directly to Receivable Update for processing. Worksheets with credit card items that were not paid in Billing are authorized and settled online and in batch form, and then sent to Receivables Update for posting. If an exception to the authorization or settlement procedure occurs, then these items are sent back to the Credit Card Payment Worksheet workbench and corrected. Once corrected, the credit card transactions are resent for authorization or settlement, and then sent to Receivables Update for posting.

Receivables Credit Card Payment Worksheet process flow

The credit card workbench enables you to manage credit card payments that have been created but not yet authorized or settled. You also can use this component to inquire on the transaction history for authorized and settled credit card payments. Do not use this component to create new credit card payments.

Note. Credit card payments may also be authorized and billed within the PeopleSoft Billing and eBill Payment applications. Typically, when an invoice is submitted for credit card payment in eBill Payment for the current date, the invoice is authorized and billed. However, when the payment is scheduled for a future date, an authorization is requested from the credit card provider, but the credit card is not billed until the scheduled payment date.

Note. Once credit card numbers are entered, they are stored in an encrypted format. The encrypted credit card number does not appear on pages used to enter credit card information, but displays in masked form. For example, when you use the Quick Customer Create component to review a customer, once you enter information about the customer and click Search, the Customer Summary page appears and displays 12 Xs and the last four digits of the customer's credit card number, for example: XXXXXXXXXXXX4411.

See Also

Processing Credit Cards

Prerequisites

Before you pay for an item by credit card, perform these tasks:

Create a bank account, using the External Accounts component (BANK_EXTERNAL), that has a collection method of Credit Card.
Assign the bank account to the business unit on the Receivables Definition - Bank/Payment Options page.
Set up the customer's credit card details on the Contact Additional Info (contact additional information) page.

See Entering Contact Credit Card Information.

Note. If you do not enter credit card information on the Contact Additional Info page, you will not be able to create credit card payments and receive authorization and settlement information in batch. You can, however, still enter manual authorizations on the Credit Card Details page.

See Also

Defining Collection Methods

Creating Credit Card Payments Using Item Inquiries

This section provides an overview of creating credit card payments from inquiries and discusses how to enter and transmit credit card data.

Understanding Creating Credit Card Payments from Inquiries

You can create credit card payments on any of the following PeopleSoft Receivables inquiry pages:

Account Overview - Balances page
Item List page
View/Update Item Details - Detail 1 page

Use any of these inquiry pages to access the Credit Card Details page. The system obtains the value in the Deposit Unit field on the Credit Card Details page from the business unit specified in the inquiry search criteria. If no business unit is entered, then the system obtains the value from the Define User Preferences - Overall Preferences page.

The system automatically builds a credit card worksheet that contains any items you selected on the inquiry page. The items you select are stored in the Payment ID Item table (PS_PAYMENT_ID_ITEM) so that the system correctly selects or creates the credit card worksheet.

When you choose to pay for items by credit card on the Account Overview - Balances page or the Item List page, the system populates the Customer ID and Business Unit fields in the Customer Reference region of the Credit Card Worksheet Selection page from the information you entered on the inquiry page. If you do not specify a customer on the Item List page, the system prompts you to enter bill-to customer information.

When you choose to pay for an item by credit card from the View/Update Item Details page, the system uses the customer ID on the selected item as the bill-to customer for the credit card worksheet. The currency of the item is the credit card currency.

Use the Credit Card Workbench to review credit card transaction history for a customer.

Page Used to Enter and Transmit Credit Card Data

Page Name	Definition Name	Navigation	Usage
Credit Card Details	AR_CRCARD_DETAILS	Select Accounts Receivable, and click the Pay Balance by Credit Card link on the Account Overview - Balances page. Select Pay by Credit Card in the Item Action field on the Item List page and click the Go button. Click the Pay By Credit Card link on the View/Update Item Details - Detail 1 page. Select Accounts Receivable, Credit Cards, Create Worksheet, Credit Card Worksheet Selection page, and then click the Credit Card Details link. Select Accounts Receivable, Credit Cards, Update Worksheet, Credit Card Worksheet Application page, and then click the Credit Card Details link. Select Accounts Receivable, Credit Cards, Finalize Worksheet, Credit Card Worksheet Action page, and then click the Pay by Credit Card link. Select Accounts Receivable, Credit Cards, Credit Card Workbench, Credit Card Workbench page, and then click the Credit Card Details icon in the Credit Card Payment List grid.	View or modify the customer's credit card details, and authorize and settle a credit card transaction.

Entering and Transmitting Credit Card Data

Access the Credit Card Details page (Accounts Receivable, Credit Card, Credit Card Workbench, and click the Credit Card Details button, or click the Pay Balance by Credit Card link on the Account Overview - Balances page).

You can maintain credit card information on the Credit Card Details page. From this page, you can settle the payment immediately or settle the payment in a batch process.

For the credit card data to be authorized and settled, you must enter data in all the fields required by the third-party authorizing authority.

If you access this page from a PeopleSoft Receivables inquiry page, the system displays a warning at the top of the page. If you want to leave the Credit Card Detail page without saving or processing the credit card transaction, you must click the indicated link to cancel the transaction. Leaving the page using another method, such as clicking the back button on your browser, creates a credit card worksheet based on the items you selected on the inquiry page.

Credit Card Action

Credit Card Action

Select the settlement action for this credit card transaction. The values are:

No Action: The system does not perform any settlement action on this transaction.

Authorize and Settle Now:The system obtains an approval for the credit card transaction from the third-party authorizing authority and charges the amount of this transaction to the specified credit card.

Authorize and Settle Later: The system processes the credit card transaction the next time the Credit Card Processor multiprocess job (ARCRCARD) is run.

Manually Approved/Settled: The credit card payment was processed outside of the PeopleSoft system. Optionally, you can enter the authorization code. This option is called a Manual Charge in PeopleSoft Billing.

Cancel Settlement Request: The settlement request is canceled. The history is retained for this transaction, but the status of the transaction is set to No Action.

Current Settlement Status

The system populates all but the Authorization Codefield in this region.

This information is also written to the Credit Card History table.

Status	Displays the current status of the authorization and settlement request.
Authorization Code	Displays the authorization code for the transaction. You can enter an authorization code if the value in the Credit Card Action field is Manually Approved and Settled. If the transaction was settled through a third-party authorizing authority, the system populates the Authorization Code field.
Transaction Date/Time	Displays the date and time of a transaction request.
Credit Card Message 1, Credit Card Message 2, and Credit Card Message 3	Displays processing messages. A message with a prefix of ICS indicates that the message is from a third-party authorizing authority.

Credit Card Data

In this region, enter credit card information to pay for outstanding items. You must enter data in all the fields required by a third-party authorizing authority for the credit card data to be authorized and settled. The system retrieves default values for all credit card information from the primary credit card that is defined on the Contact Addl Info (contact additional information) page for the customer's primary contact. If the system does not find default credit card information, you must supply values for the required fields.

Credit Card Type	Select the type of credit card. These values must first be set up on the Credit Card Type page.
Credit Card Number	Enter the credit card number. The system performs a number of validations that are specified by the parameters you set up on the Credit Card Type page. If you enter a value that does not match the parameters set up for the card type on the Credit Card Type page, an error message appears.
No Mask	Select this check box to display the complete credit card number without any mask. Values are: If you do not select the No Mask check box, the value in the Credit Card Number field appears as XXXXXXXXXXXX4523. If you select the No Mask check box, the value in the Credit Card Number field appears as 5433234456664523. Important! The No Mask check box is only accessible to users with the role of SUPERVISOR.
Email ID and Telephone	Enter the e-mail address and telephone number for the person named on the credit card.
Clear Credit Card Data	Click to clear the credit card information on the page.

Credit Card Address

Enter address information for the transaction.

Settlement History

Use this region to review the credit card payment history.

Auth Status (authorization status)	Displays the authorization status of the authorization and settlement attempt.
History Sequence Number	Displays a unique sequence number for all historical transactions.
Credit Card Auth Code (credit card authorization code)	Displays the approval code that the third-party authorizing authority assigned to the transaction.
Cr Card Auth Date/Time (credit card authorization date and time)	Displays the date and time that the transaction was attempted.
User ID	Displays the user ID that was used to submit the transaction.

Creating Credit Card Payments Using the Credit Card Worksheet

This section provides an overview of credit card worksheet creation and modification, and discusses how to:

Build a credit card worksheet.
Use the credit card worksheet to select items to pay by credit card.
View and update item details.
Select a credit card worksheet action.

Understanding Credit Card Worksheet Creation and Modification

Credit card worksheets enable you to select existing PeopleSoft Receivables items and pay them by credit card. Credit card worksheets are created during credit card batch processing, when items are paid by credit card from inquiries and when they are built directly through the credit card worksheet pages.

Credit card worksheets populate the same tables as payment worksheets.

The credit card worksheet components behave differently depending on whether or not the credit card payment has been authorized and settled. Before settlement, use the credit card worksheet to select items that make up the amount to be authorized and settled. After the credit card payment has been settled, unposting the payment enables you to use the credit card worksheet to apply the payment to items in the same way you would use a payment worksheet.

Working with a credit card worksheet consists of these high-level steps:

Use the Credit Card Worksheet Selection page to select the items that you want to work with and build the worksheet.

If you add items to an existing worksheet, the system adds the new items that you selected and does not delete any selected items that are already on the worksheet.
Use the Credit Card Worksheet Application page to select items to pay by credit card.
Use the Credit Card Worksheet Action page to select a posting action for the worksheet or to create accounting entries online.

You can also delete the worksheet, that is, remove the items from the worksheet, or you can save your work and complete the worksheet later.

Enabled Write-Off Functionality on the Credit Card Worksheet

If you enable Write Off (WO) in the system and the credit card worksheet contains line amounts with a Payment Type of PY (payment) and one with WO (write off) and the write off requires approval, then this enables the Submit to Workflow link on the Action page and disables the Pay by Credit Card link. Once the write off is approved, this enables the Pay by Credit Card link on the Action page and disables the Posting Action field. After the credit card is settled, this enables the Posting Action field.
If you enable Write Off (WO) in the system and the credit card worksheet contains a line amount with the Payment Type of PY and no write off amount, this enables the Pay by Credit Card Link field on the Action page and disables the Posting Action field. Once the credit card is settled, this enables the Posting Action field.

See Also

Posting and Unposting Groups

Applying Payments Using Payment Worksheets

Pages Used to Create Credit Card Payments Using Credit Card Worksheets

Page Name	Definition Name	Navigation	Usage
Credit Card Worksheet Selection	PAYMENT_IDENT_IC	Accounts Receivable, Credit Cards, Create Worksheet, Credit Card Worksheet Selection	Create a new worksheet, modify an existing one, and select items to include in the worksheet.
Change Deposit Unit	AR_CHANGEBU_SEC	Click the Change Unit button on the Credit Card Worksheet Selection page.	Change the deposit unit for the credit card worksheet.
Credit Card Details	AR_CRCARD_DETAILS	Click the Pay By Credit Card link on the Credit Card Worksheet Selection page.	View or modify the customer's credit card details and settle a credit card transaction.
Exchange Rate Detail	AR_EXCH_RT_DTL	Click the Exchange Rate Detail link on the Credit Card Worksheet Selection page.	View or modify the exchange rate.
Document Sequence	AR_DOC_SEQ_SEC	Click the Document Sequencing link on the Credit Card Worksheet Application page.	Enter a document sequence number if the document type is set up for manual numbering. Also, change the document type for document sequencing.
Detail Reference Information	PAYMENT_REF_DET2	Click the Detail Reference link on the Credit Card Worksheet Selection page.	Create deductions, pay or write off all or part of an item, and create on-account or prepayments without first building the worksheet.
Items NOT open on ITEM table	PAYMENT_REF_DET3	Click the Item Status link on the Credit Card Worksheet Selection page or the Detail Reference page.	Display items that are not open in the Item table (PS_ITEM). List items that are selected on the Detail Reference page but were already paid or do not exist in the Item table to determine whether to delete items on the Detail Reference Information page.
Credit Card Worksheet Application	PAYMENT_WS_IC	Accounts Receivable, Credit Cards, Update Worksheet, Worksheet Application	Select items for payment by credit card.
Currency Conversion	EU_CUR_CNV_WS_SEC	Click the Disp Curr Conversion Worksheet (display currency conversion worksheet) button on the Credit Card Worksheet Application page.	Select the currency code, rate, and date of conversion for the display currency on the worksheet. The values you enter determine the currency and amount for the Conversion Amount - Currency field.
Worksheet Application Detail View	PAYMENT_WS_IC_DTL	Click the View Detail button on the Credit Card Worksheet Application page.	View or update details about a selected item on a worksheet or copy, write off, or edit items.
Currency Exchange Aid	CURR_EXCHG_AID_SEC	Click the Currency Exchange Aid link on the Worksheet Application Detail View page.	Use as an aid in converting the payment amount to the currency of a selected item making a partial payment.
VAT Header	PAYM_ITEM_VAT_HDR	Click the Add VAT Information link on the Worksheet Application Detail View page.	View VAT header defaults, and manually override values, if applicable.
VAT Detail	PAYM_ITEM_VAT_LN	Click the VAT Detail Page link on the VAT Header page.	View VAT line defaults, including VAT amounts. Manually override values if applicable. If the VAT declaration is at the accounting date, then the user cannot modify it.
Item Activity Detail	ITEM_ACTIVITY_DRILL	Click the Item Activity link on the Worksheet Application Detail View page.	View all activities for an item.
Item in Other Groups	ITEM_PGROUP_SEC	Click the Item in Other Groups link on the Worksheet Application Detail View page.	View other worksheet groups that have the selected item or any pending item groups that are not posted that have the item.
Additional Customer Information	CUST_INFO_SEC	Click the Additional Cust Information (additional customer information) link on the Worksheet Application Detail View page.	View additional customer information.
Credit Card Worksheet Action	PAYMENT_ACTION_IC	Accounts Receivable, Credit Cards, Finalize Worksheet, Credit Card Worksheet Action Click the Worksheet Action link on the Credit Card Worksheet Selection page or the Worksheet Application page.	Select posting options for the payment applied on the credit card worksheet, including entry events.

Building a Credit Card Worksheet

Access the Credit Card Worksheet Selection page (Accounts Receivable, Credit Cards, Create Worksheet, Credit Card Worksheet Selection).

Change Unit

Click to change the deposit unit. This button is only visible if no payment items exist.

Credit Card Details

Click to access the Credit Card Details page.

Exchange Rate Detail

Click to access the Exchange Rate Detail page. You can change this information if no payment items exist and the currencies are different.

Customer Criteria and Reference Criteria

The information that you enter about customers and items determines the information that appears on the worksheet. The more information you provide, the more focused your worksheet will be. For example:

If you enter only customer information, the worksheet will list all open items for the customer.
If you enter only item information, the worksheet will list all open items that match your item criteria for all customers.
If you enter both customer and item information, the worksheet will list all the open items that match the customer and item criteria that you select.

Note. If you enter no customer or item information, the system will create a blank worksheet.

Customer Criteria

Customer Criteria

Select the type of customer that you want to include in the worksheet from these values: Corporate Items, Customer Items, or Remit From Items. If you select None, the system creates a worksheet based on other selection criteria, and it does not limit items to specific customers. You can also select None and enter a customer ID and business unit. In this case, the system uses the customer reference criteria in conjunction with the item reference criteria to select only items that match both criteria.

Customer ID and Business Unit

Enter the customer ID and business unit.

Note. If you select Corporate Items or Remit From Items in the Customer Criteria field, you must enter a business unit. The system needs a business unit to determine the setID of corporate customers and remit-from customers. The resulting worksheet displays all open items with the specified corporate or remit-from customer across all business units, not just the business unit that you select.

Reference Criteria

Reference Criteria	Specify whether you will use a Specific Value, None, or a Range of References. If you select either Range of References or Specific Value, you enter information in the Item Reference fields. If you click the Detail Reference link to enter reference information, the Reference Criteria field displays Detailed References.
Restrict to	Select to qualify items by customer. Values are All Customers, Corporate Cust Only, Customer Only, and Remit Cust Only.
Match Rule	If you select Specific Value in the Reference Criteria field, specify whether the item information is an Exact Match or a Like Match. A Like Match enables you to use a percent (%) wildcard to identify the reference, as long as you provide the beginning letters or numbers. For example, if you enter a purchase order number of 24% and select Like Match, the worksheet will contain all items with purchase order numbers beginning with 24xx, but it will not include a purchase order number of x24x. Note. Like Match is not available for reference qualifiers that equate to numeric fields, such as statement IDs, and accept giro numbers.
Reference and To Reference	Enter one of the following: If you selected Specific Value in the Reference Criteria field, enter the specific item reference. If you selected Range of References, enter the starting and ending values for the range of references. The values that you enter are case-sensitive.
Qual Code (qualifier code)	Enter the type of reference, such as documents, items, purchase orders, or any other criteria that you set up on the Reference Qualifier page.
Detail Reference	Click to access the Detail Reference Information page, where you enter a list of items to which you are applying the credit card payment. This page works like a worksheet, enabling you to enter items quickly and specify the payment amount and enter some of the available entry types for processing the items.

Item Inclusion Options

All Items, Deduction Items Only, or Items in Dispute Only

Select one of these options to indicate the types of items to include in the worksheet. If you select All Items, you can select one or more of the following check boxes to exclude those item types from the worksheet: Exclude Deduction Items, Exclude Collection Items, and Exclude Dispute Items.

Worksheet Action

Build	Click to create a new worksheet or to add items meeting your selection criteria to an existing worksheet.
Clear	Click to remove all items from an existing worksheet.

Using Credit Card Worksheets to Select Items to Pay by Credit Card

Access the Credit Card Worksheet Application page (Accounts Receivable, Credit Cards, Update Worksheet, Worksheet Application).

To use the credit card worksheet, follow these high-level steps:

Use the item display or sort controls to adjust the view.
Select the items to pay.
Manage underpayments and discounts.

Overpayments are not allowed on credit card worksheets that have not been authorized and settled.
Check the information in the Credit Card Paymentgroup box to verify the amount of the credit card payment based on the selected items.

Payment Accounting Date

Displays the accounting date for the payment activity.

Item Action

The Item Action group box enables you to select a specific entry type and entry reason to apply to the items that appear in the Item List grid.

Entry Type and Reason

Select the entry type for the activity that you want to perform for the selected items. You must enter a valid entry reason in the Reason field if you specified that entry reasons are required when you set up the entry type that you entered in the Entry Type field.

Note. If you select an item that is in use, you get an error message. To see where the item is used, select Items in Other Groups on the Worksheet Application Detail View page for the item.

Row Selection

Use the Row Selection group box fields to determine whether the Sel (select) check box is selected or not selected in the Item Display grid based on a selected Choice.

Choice

Select one of these values to select or deselect the Sel (select) check box for the rows that appear in the Item List grid.

De-Select All Discounts

Select this value to clear the Sel (select) check box for all rows with discounts in the Item List grid.
De-Select All Items

Select this value to clear the Sel (select) check box for all item rows in the Item List grid.
De-Select Range of Discounts

Select this value to clear the Sel (select) check box for a range of discount rows in the Item List grid that you enter in the Range field.
De-Select Range of Items

Select this value to clear the Sel (select) check box for a range of item rows in the Item List grid that you enter in the Range field.
Select All Discounts

Select this value to add a check mark in the Sel (select) check box for all rows with discounts in the Item List grid.
Select All Items

Select this value to add a check mark in the Sel (select) check box for all item rows in the Item List grid.
Select Range of Discounts

Select this value to add a check mark in the Sel (select) check box for a range of discount rows in the Item List grid that you enter in the Range field.
Select Range of Items

Select this value to add a check mark in the Sel (select) check box for a range of item rows in the Item List grid that you enter in the Range field.

Click this button to apply your selection to the Item List grid and to update worksheet balances.

Item Display Control

Use the fields in the Item Display Control group box to adjust the view and contents of the Item List grid.

Display

Select one of these values to display all of the items in the Item List grid or to modify the appearance of items in the Item List grid:

All Items

Displays all items in the Item List grid.
Blank

Displays a blank row in the Item List grid.
New Items

Displays only new items in the Item List grid.
Other

Displays items that are not new in the Item List grid.
Selected

Displays items for which the Sel check box is selected in the Item List grid.
Unselected

Displays items for which the Sel check box is not selected.

Click to refresh the list of items in the grid.

Click the Disp Curr Conversion Worksheet (display currency conversion worksheet) icon to access the Currency Conversion page, where you select a display currency for the Conversion Amount - Currency column and specify whether to use today's date, the accounting date for the item, or a date that you specify to determine the exchange rate to use.

Row Sorting

Use the Row Sorting group box to sort the rows that appear in the Item List grid based on the value that you specify. This feature sorts all items in the worksheet, not just the items that appear in the scroll area.

Click the arrows to view different chunks of data. For better performance, you can limit the number of rows that appear in the scroll area on the Installation Options - Receivables page. Oracle recommends a maximum chunk size of 100 rows, although larger chunks may perform satisfactorily.

Sort All By

Click the drop-down arrow to select one of these sort values:

Clear Highlights

Select this value and click the Go button.

The system removes the red highlights from the rows. The display order that you saw when the Highlight Duplicate option was selected does not change when you clear the highlighting.
Due Date

Select this value and click the Go button.

All items in the payment worksheet are sorted based on their due date.
Highlight Duplicate

Select this value and click the Go button.

The system checks for any changes that occurred to the worksheet since the last time it was saved. If changes were made, the system issues an error message, which requests the user to save the worksheet. If the system locates duplicate items, the system highlights the duplicate items in red.

The system also considers the option that you selected in the Item Display Control group box. For example, you select Selected from the Display drop-down list, select Highlight Duplicate from the Sort By drop-down list, and click the Go button. The system checks for duplicates on the worksheet based on the selected item, highlights the duplicate rows in red, and ignores the unselected items.

Before highlighting the duplicate rows, the system compares these fields on the worksheet:
- Pay Amt (payment amount)
- Cur (currency)
- Item ID
- Item Line
- Unit
- Customer
- Type
- Reason
- Event
- Disc Amt (discount amount)
Item

Select this value and click the Go button.

The system sorts all of the items on the payment worksheet based on the order that you enter the items on the Payment Worksheet page.

Item Summary Information

Use the Customize link to sort by column and to reorder, hide, and freeze columns. This feature enables you to put the key fields that you want to review on the Detail 1 tab and sort your data.

The Item List summary information detail tabs are identical to the Item List grid summary information detail tabs described in the Applying Payments chapter.

See Reviewing Item List Detail 1 Summary Information.

	Click the View Detail icon to view or update details for a selected item on a worksheet and to copy or write off the item.
Add with Detail	Click to add an item to handle underpayments and write-offs. If a new item was created in error, clear the item by clearing the Sel (select) column or delete the item.
Revenue Distribution	Click to manually distribute amounts for control budgets across multiple revenue lines if you are making a partial payment. This link is available only if you have enabled commitment control processing and you have enabled input of multiple revenue lines for the business unit.
Credit Card Details	Click this link to access the Credit Card Details page. See Entering and Transmitting Credit Card Data.
Add Conversation	Click this link to access Accounts Receivable, Conversations, View/Update Conversations and add a new conversation or update a conversation to associate with this payment. See Reviewing Conversations and Promises.
View/Update Conversations	Click this link to view or update an existing conversation.

Reviewing Credit Card Payment or Balance Information

As you select open items, you need to check the information in the Credit Card Payment group box. The system updates the amounts whenever you click the Refresh button.

The Credit Card Payment group box is renamed to Balance after you authorize and settle the credit card transaction. The region then behaves in the same manner as the Balance region of the Payment worksheet.

Handling Exact Payments

Select items that you want to pay for by credit card. If a customer has no items in the worksheet, you can still put a payment on account or treat it as a prepayment.

Handling Underpayments

To create an underpayment, do one of the following:

Treat the entire amount as a partial payment against an item, and then change the amount for the item to the amount of the credit card payment.
Pay off the item and create an adjustment or a deduction item for the difference between the item amount and the payment amount by creating a new item and entering a positive amount for the difference.

For deductions, enter the item ID of the paid item as the document ID for the new deduction on the Worksheet Application Detail View page. This action ties the purchase order number, bill of lading, and document information for the referenced item to the new deduction. Regular deductions create new items in the system. The Deduction Due Date field on the Receivables Options - Payment Options page, enables you to determine whether the due date of the new item is the payment accounting date or the due date of an existing item. If you specify that the due date is from an existing item, you must enter the item ID of the existing item as the document ID on the Worksheet Application Detail View page. After the Receivable Update process runs, the new deduction appears in the system.
Place the entire amount on account (without referencing any items) by creating a new item and entering a negative amount for the amount of the payment.

Do not use the same item ID for the on account item as an existing item. If you want the on account item to be associated with an existing item, either add a prefix or suffix to the ID, or use the same item ID with a different line number.
Partially pay for an item and write off the remaining item balance by selecting the split item and changing the entry type to WO.

Important! If the item is a rebate claim that originated in PeopleSoft Purchasing or a claimback that originated in PeopleSoft Order Management, do not write off the remaining balance. Use the Claims Management Workbench in PeopleSoft Purchasing or PeopleSoft Order Management to handle write-offs so that the system can determine whether the write-offs meet the write-off tolerances for claim processing.

See Understanding Vendor Rebates.

See Working with Claimbacks.

Viewing and Updating Item Details

Access the Worksheet Application Detail View page (click the View Detail button on the Credit Card Worksheet Application page).

View item details to identify an item or change the details.

Deduction Reason	If you are creating a new deduction, enter the reason why the customer took the deduction. You define reason codes on the Deduction Reason page.
AR Specialist (accounts receivable specialist)	The system populates the AR Specialist field for deduction items based on the default specialist that you assigned to the business unit. If you overrode the default specialist for the deduction reason or customer, the system uses that value.
Document	If you enter a value that matches an existing item ID, the system automatically populates the Bill of Lading, Order No (order number), PO Ref (purchase order reference), Contract # (contract number), Letter of Credit ID, and Due Date fields with the value for the existing item when you save or refresh the page. If you receive different information for these fields with the payment, override those values. If you are creating a payment for a vendor rebate claim item or claimback item that you interfaced from PeopleSoft Purchasing or PeopleSoft Order Management, you must enter a reference ID. When you run the Rebate Notification process, it sends the reference ID to PeopleSoft Purchasing and PeopleSoft Order Management for use in reconciling the claims on the claims management workbench. This field is available for entering existing items only if you enter entry reasons on the AR Integration page.
Promotion Code and Merch Type (merchandising type)	If you create a new deduction that the customer took for a promotional deal and you use PeopleSoft Promotions Management, enter the code associated with the promotion and the merchandising type. If the promotion is associated with more than one merchandising type, you must create a separate deduction for each merchandising type.
Location	Enter the address sequence number for new items. You must enter a value in this field to include the item in correspondence if you selected the Item Address option for the correspondence customer on the Correspondence Options page.
Copy	Click to copy the item and add a new row to the worksheet. You must add the amount and entry type to the new row.
Write Off	For a new item, click to write off an underpayment amount.

Note. To save your changes on this page, return to the Worksheet Application page.

Selecting a Credit Card Worksheet Action

Access the Credit Card Worksheet Action page (Accounts Receivable, Credit Cards, Finalize Worksheet, Credit Card Worksheet Action and click the Worksheet Action link on the Credit Card Worksheet Selection page or the Worksheet Application page).

Delete Worksheet	Click to delete the entire worksheet, plus any accounting entries created for the worksheet. If the associated credit card transaction has not been settled, the entire payment is deleted, releasing any items selected on the worksheet. If the associated credit card transaction has been settled, the payment is not deleted, but items selected on the worksheet are released. The settled payment must be unposted before the Delete Worksheet button becomes available.
Delete Payment Group	Click to delete the accounting entries that you create but leave the worksheet intact.
Pay by Credit Card	Click to access the Credit Card Details page to begin credit card processing.
Action	Select a posting action for the group and click OK to execute the action. Note. The posting options that are available depend on the options that you select for the user on the Define User Preferences - Process Group page. Use the Post Now and Post Now to GL options only for small groups or when the transaction must be posted immediately. The system issues a message if another user or scheduled process is posting transactions for the same business unit and customer combination at the same time. See Receivable Update Processing Options. See Processing Credit Cards.
Create/Review Entries	Click to create or review accounting entries. Use this option only if you need to review or modify the accounting entries. Otherwise, use one of the posting actions to create the accounting entries.

Note. If the worksheet does not have a zero balance but you need to stop working with the worksheet, save your work and select Do Not Post for the posting action.

Creating Credit Card Payments in Batch

This section provides an overview of the Credit Card Processor (ARCRCARD) and discusses how to run the Credit Card Processor.

See Also

Setting Up Credit Card Profiles

Understanding the Credit Card Processor

The Credit Card Processor multiprocess job (ARCRCARD) enables you to create credit card worksheets and settle credit card transactions automatically. The worksheet creation phase selects open items that are due with a payment method of credit card and builds credit card worksheets. A credit card profile is applied to limit the selection of open items and to apply rules for building and approving the worksheets. The authorization and settlement phase of the Credit Card Processor selects credit card worksheets that are ready for settlement.

Page Used to Create Credit Card Payments in Batch

Page Name	Definition Name	Navigation	Usage
Credit Card Scheduler	AR_CRCARD_RQST	Accounts Receivable, Credit Cards, Process Credit Cards	Create credit card worksheets and settle credit card transactions automatically.

Running the Credit Card Processor

Access the Credit Card Scheduler page (Accounts Receivable, Credit Cards, Process Credit Cards).

From Due Date

Specify the beginning due date to use when the Credit Card Processor selects items.

Increment Due Dates By

Enter the amount of time to increment the From Due Date and the To Due Date fields. Enter the numerical value and the time scale in days, weeks, or months that you want the due dates to change. These values are used when you click the Increment Now button or select the Automatic Increment Dates check box.

Increment Now

Click to increment the From Due Date and To Due Date based on the Increment Due Dates By fields.

To Due Date

Specify the last due date to use when the Credit Card Processor selects items.

Automatic Increment Dates

Select this check box so that the From Due Date and To Due Date fields automatically increment each time you run the Credit Card Processor. This option enables you to reuse a run control without having to change the dates.

Include Items from eBill Payment

Select to include items from PeopleSoft eBill Payment in this process run. eBill payment items will be selected based on the Payment Date that was set in eBill Payment. The process includes eBill Payment lines when the item is using the payment method CC. Even when the item was originally created with another payment method, eBill Payment changes it to CCwhen the external user selects this payment method in the Payment Cart or Schedule Payment Cart, so that Credit Cart Processor can select this item.

Deposit Unit

Enter the deposit business unit. This value controls the bank account from which the credit card payment is made. The system processes each specified deposit unit separately.

Create Credit Card Worksheets

Select this check box to create credit card worksheets for the selected deposit business unit. Credit card worksheets are created from items that have a credit card payment method and a due date that falls within the specified range of due dates. The process selects all items in the selected business units that have the payment method set to credit card, as well as any items in the business unit that originated in PeopleSoft Billing and have been paid by credit card.

Authorize and Settle Worksheet

Select this check box to enable credit card authorization and settlement for the specified deposit business unit. All credit card worksheets in the defined deposit business unit that have a credit card authorization status of Unprocessed/Retry are selected.

Resolving Credit Card Payment Exceptions

This section discusses how to:

Use the Credit Card Workbench.
Handle disputed credit card charges.

Page Used to Resolve Credit Card Payment Exceptions

Page Name	Definition Name	Navigation	Usage
Credit Card Workbench	AR_CRCARD_WORKBNCH	Accounts Receivable, Credit Cards, Credit Card Workbench	Select credit card payments and perform mass actions on credit card payments.

Using the Credit Card Workbench

Access the Credit Card Workbench page (Accounts Receivable, Credit Cards, Credit Card Workbench).

Authorization Status

Select the authorization status of the credit card payments that will appear in the Credit Card Payment List area. Values are:

Authorized and Billed

Deleted after Settlement

Denied

Manually Approved/Settled

No Action

Pending Approval

Processing

Unprocessed/Retry

Validation Errors

Zero Payment for maintenance

See Processing Credit Cards.

From Date and To Date

Enter the date range that identifies when the credit card payments were created.

Search

Click to populate the Credit Card Payment List area with data based on the information entered in the Search Criteria region.

Clear

Click to clear the information in the Search Criteria region.

Payment ID

Displays the remit sequence for the item on the Credit Card Worksheet Application page. Click the link to access the Credit Card Worksheet Application page.

Credit Card Auth Status (credit card authorization status)

Displays the authorization status of the credit card payment.

Credit Card Authorization Date

Displays the date the authorization was received from the third party authorizing authority.

Authorize and Settle Now

Click to submit all selected credit card worksheets for authorization and settlement. Until the authorization and settlement process completes, the credit card worksheets are not available for selection, and they have a credit card authorization status of Processing.

Cancel Settlement Request

Click to cancel the settlement request for the selected credit card worksheets that have not been authorized and settled. This button sets the Credit Card Authorization Status to No Action. The canceled credit card worksheets are not selected by the Credit Card Processor, however, you can update a canceled credit card worksheet.

Delete Payment

Click to delete all selected credit card payments. The selected items in the worksheet are available for selection in other credit card worksheets. This option is only available for

Credit card payments that have not been settled.

Credit card payments that have been manually approved and settled or authorized and billed provided the deposit has been unposted.

Once previously settled credit card transactions are deleted, they will have a Credit Card Authorization Status of Deleted after Settlement and the Select check box will be disabled. You can now search for the transaction in the Credit Card Workbench by selecting the Deleted after Settlement authorization status search parameter.

If the deposit does not contain any other payments, the system also deletes the deposit. If another payment exists in the deposit, the system subtracts the deleted payment amount from the deposit total.

Handling Disputed Credit Card Charges

This section describes how to unpost credit card payments and offers examples of handling disputed credit card charges under the following conditions:

The customer disputes a charge with their credit card company.
The customer claims the wrong credit card was charged.
The customer questions application of the payment.
The credit card payment is denied.
The customer disputes the amount of the charge.

For example, the customer was billed in error or overcharged, or a problem with the order resulted, such as the goods were damaged or not received.

As credit card worksheets are authorized and settled, the system generates payment groups from the worksheets. To unpost a credit card payment, use the PeopleSoft Receivables payment unpost components. Once a worksheet is unposted, use the credit card worksheet to reapply items.

Example 1:Customer Disputes a Charge with Their Credit Card Company

In this example, the transaction is completely processed, which means that cash was received by your bank and accounting entries were made in PeopleSoft Receivables. The customer's credit card company credits the customer's account and debits your bank. Perform the following steps:

Unpost the payment group with the credit card payment and then run the Receivable Update process.
Delete the deposit containing the payment.

Example 2: Customer Claims the Wrong Credit Card Was Charged

In this example, the transaction is completely processed. Perform the following steps:

Unpost the payment group that contains the credit card payment.
Run the Receivable Update process.
Use the credit card worksheet to issue a credit to the original credit card by creating an on-account item for the credit card payment.
Complete the authorization and settlement process.
Run the Receivable Update process again.
Debit the correct credit card by creating a new credit card payment using the correct credit card account.
Complete the authorization and settlement process on the new credit card payment.
Run the Receivable Update process.

Example 3: Customer Questions Application of the Payment

In this example, the customer wants the credit card payment reapplied. No credit is issued. Perform the following steps:

Unpost the credit card payment group that contains the credit card payment.
Run the Receivable Update process.
Reapply the credit card payment using the credit card worksheet. Authorization and settlement is not required, however, a separate transaction is required to pay for additional items.

Example 4: Credit Card Payment Is Denied

In this example, the credit card transaction is denied by the third-party authorizing authority. Use the Credit Card Workbench page to take further action. You can take three different actions in this scenario:

Resubmit the transaction. Perform the following steps:
1. Correct any incorrect information based on the code return from Cybersource.
2. Resubmit the transaction for authorization and settlement.
Change the payment method for the item if the customer does not want to pay by credit card. You must delete the credit card worksheet data.
Call for manual authorization and enter the approval code online.

Example 5: Customer Disputes the Amount of the Charge

You can take three different actions in this scenario:

Issue a credit memo from PeopleSoft Billing.
If the credit is settled in PeopleSoft Billing, create a credit item and payment from PeopleSoft Receivables and then close them.
If credit is not settled in PeopleSoft Billing, that is, the credit card item was created in PeopleSoft Receivables, perform the following steps:
1. Credit the customer's credit card.
2. Leave as a credit memo to be picked up in next automated credit card run.
3. Match with debits on the maintenance worksheet.
4. Refund the disputed amount through PeopleSoft Payables.

Change Unit	Click to change the deposit unit. This button is only visible if no payment items exist.
Credit Card Details	Click to access the Credit Card Details page.
Exchange Rate Detail	Click to access the Exchange Rate Detail page. You can change this information if no payment items exist and the currencies are different.

From Due Date	Specify the beginning due date to use when the Credit Card Processor selects items.
Increment Due Dates By	Enter the amount of time to increment the From Due Date and the To Due Date fields. Enter the numerical value and the time scale in days, weeks, or months that you want the due dates to change. These values are used when you click the Increment Now button or select the Automatic Increment Dates check box.
Increment Now	Click to increment the From Due Date and To Due Date based on the Increment Due Dates By fields.
To Due Date	Specify the last due date to use when the Credit Card Processor selects items.
Automatic Increment Dates	Select this check box so that the From Due Date and To Due Date fields automatically increment each time you run the Credit Card Processor. This option enables you to reuse a run control without having to change the dates.
Include Items from eBill Payment	Select to include items from PeopleSoft eBill Payment in this process run. eBill payment items will be selected based on the Payment Date that was set in eBill Payment. The process includes eBill Payment lines when the item is using the payment method CC. Even when the item was originally created with another payment method, eBill Payment changes it to CCwhen the external user selects this payment method in the Payment Cart or Schedule Payment Cart, so that Credit Cart Processor can select this item.
Deposit Unit	Enter the deposit business unit. This value controls the bank account from which the credit card payment is made. The system processes each specified deposit unit separately.
Create Credit Card Worksheets	Select this check box to create credit card worksheets for the selected deposit business unit. Credit card worksheets are created from items that have a credit card payment method and a due date that falls within the specified range of due dates. The process selects all items in the selected business units that have the payment method set to credit card, as well as any items in the business unit that originated in PeopleSoft Billing and have been paid by credit card.
Authorize and Settle Worksheet	Select this check box to enable credit card authorization and settlement for the specified deposit business unit. All credit card worksheets in the defined deposit business unit that have a credit card authorization status of Unprocessed/Retry are selected.

Authorization Status	Select the authorization status of the credit card payments that will appear in the Credit Card Payment List area. Values are: Authorized and Billed Deleted after Settlement Denied Manually Approved/Settled No Action Pending Approval Processing Unprocessed/Retry Validation Errors Zero Payment for maintenance See Processing Credit Cards.
From Date and To Date	Enter the date range that identifies when the credit card payments were created.
Search	Click to populate the Credit Card Payment List area with data based on the information entered in the Search Criteria region.
Clear	Click to clear the information in the Search Criteria region.
Payment ID	Displays the remit sequence for the item on the Credit Card Worksheet Application page. Click the link to access the Credit Card Worksheet Application page.
Credit Card Auth Status (credit card authorization status)	Displays the authorization status of the credit card payment.
Credit Card Authorization Date	Displays the date the authorization was received from the third party authorizing authority.
Authorize and Settle Now	Click to submit all selected credit card worksheets for authorization and settlement. Until the authorization and settlement process completes, the credit card worksheets are not available for selection, and they have a credit card authorization status of Processing.
Cancel Settlement Request	Click to cancel the settlement request for the selected credit card worksheets that have not been authorized and settled. This button sets the Credit Card Authorization Status to No Action. The canceled credit card worksheets are not selected by the Credit Card Processor, however, you can update a canceled credit card worksheet.
Delete Payment	Click to delete all selected credit card payments. The selected items in the worksheet are available for selection in other credit card worksheets. This option is only available for Credit card payments that have not been settled. Credit card payments that have been manually approved and settled or authorized and billed provided the deposit has been unposted. Once previously settled credit card transactions are deleted, they will have a Credit Card Authorization Status of Deleted after Settlement and the Select check box will be disabled. You can now search for the transaction in the Credit Card Workbench by selecting the Deleted after Settlement authorization status search parameter. If the deposit does not contain any other payments, the system also deletes the deposit. If another payment exists in the deposit, the system subtracts the deleted payment amount from the deposit total.