Processing Credit Cards

This chapter provides an overview of credit card processing, lists common elements, list prerequisites, and describes how to:

• Set up credit card processing for PeopleSoft applications.

• Process credit cards for authorization only.

• Process credit cards for immediate payment.

• Process credits of deposit refunds.

• Process credit cards in PeopleSoft Billing.

• Process credit cards in PeopleSoft Receivables.

See Also

Installing the PeopleSoft Credit Card Interlink

(fspf) PeopleSoft Application Fundamentals 9.0 PeopleBook, Defining Financial and Supply Chain Management Common Definitions, Credit Card Encryption (or something like this)

Understanding Credit Card Processing

This section discusses:

• Credit card authorizations.

• Immediate payments.

• Deposit refunds.

• Billing processes.

• Receivables processes.

You enter the same basic data for credit card payments, regardless of which PeopleSoft application you are using; the difference is where you enter it.

Note. Once credit card numbers are entered, they are stored in an encrypted format. Once saved, only the last four digits of the card number appear on pages used to enter credit card information. Pages used to review the credit card information, such as the Customer Summary using Quick Customer Create, also only displays the last four digits of the number.

Credit Card Authorizations in Order Management

This section describes how credit card data can be entered for an order and have an authorization only processed to the card. An authorization and bill of the card will be discussed later.

1. Enter an order with a payment method of credit card on the Order Entry Form page and click the Credit Card Data button to enter or modify the credit card information.

2. Authorize the credit card online while entering a sales order or place the order on hold and run these two processes:

   1. Load CC Interface process (OM_CRCARD).

   2. CC Processing page (OM_CRC000).

      Note. In order for OM_CRCARD to load the pending credit card data to the interface table and OM_CRC000 to transmit for authorization or approval, a working 3rd— party integration to the credit card application must be installed in the system.

3. Review failed credit card transactions in the Identify Pending Transactions component.

4. Review the credit card transaction history for the order on the Credit Card History page.

5. Run the OM Billing Interface process (OM_BILL).

   After the authorization is successful or you changed the payment terms for the order, the order can be processed through the fulfillment cycle. Then run OM_BILL to pass the information to PeopleSoft Billing for the shipped orders. It populates the Billing Interface tables in PeopleSoft Billing, which the Billing Interface process (BIIF0001) uses to create invoices. If the amount increases, for example if shipping charges are added in PeopleSoft Inventory, Billing will reauthorize the amount when the invoice is finalized.

Note. Authorizing credit cards in PeopleSoft Order Management is optional. If you aren't performing authorizations, disable the hold associated with the credit card on the order.

PeopleSoft Order Management Credit Card Process Flow

The next four diagrams illustrate the PeopleSoft Order Management credit card process flow:

Creating credit card charges during online order entry in PeopleSoft Order Management

Submitting credit cards for background processing in PeopleSoft Order Management

Processing failed credit card authorizations in PeopleSoft Order Management

Processing orders through PeopleSoft Inventory and passing to PeopleSoft Billing

Credit Card Authorization Status Codes

These authorization status codes are used throughout credit card processing in PeopleSoft Order Management, Billing and Receivables. The system either displays the status code or the description of the status.

Immediate Payments

In PeopleSoft Order Management, a credit card can also be authorized and billed immediately. This is used in a counter sale environment when payment is collected immediately at the time of the order. It is also used when accepting a deposit on unfulfilled goods.

1. Enter a counter sale order, then press the Record Payment button.

2. On the Record Payment page, select Credit Card (or Procurement Card or Debit Card) as the payment method.

3. Enter an amount to be charged to the credit card in the Payment Tendered grid and click the Additional Information link next to the amount.

4. Fill out the Card Data page and click the Process Card button. This will initiate an online authorization and bill of the card to the third-party credit card authorization and payment application. Results of the authorization and bill transmission appear immediately on the Card Data page.

Note. Credit card auth and bill transactions can also be initiated by clicking the Record Deposit button on the regular Order Entry component.

Deposit Refunds

In PeopleSoft Order Management, a deposit that was taken for an order can be refunded back to a credit card. When doing this, a credit transaction is issued to the third-party credit card application.

1. On the Deposit Refund page, select Credit Card as the refund payment method and fill in an amount to be refunded back to the card.

2. Click the Process Card button next to the refund amount.

3. Fill out the Card Data page and click the Process Card button. This will initiate an online credit of the card to the third-party credit card authorization and payment application. Results of the credit transmission appear immediately on the Card Data page.

Billing Processes

Once credit card data has been entered in Billing, you must run these processes:

1. Run the Pre-Process and Finalization Process (BIIVC000).

2. Run the Process Credit Card Invoices (BICRC000) process.

   Note. In order for BICRC000 to process pending credit card transactions, a working 3rd party integration to the credit card application must be installed in the system.

3. Use the Review Pending Cred Card Trans (review pending credit card transactions) (BI_INTFC_CRCARD1) page to review failed and pending credit card transactions.

4. Use the Pending Credit Card Transactions - Credit Card Address page to correct and resubmit the credit card for billing, authorize the card manually, or remove the transaction from further credit card processing by electing to pay using default payment terms.

PeopleSoft Billing Credit Card Process Flow

The next two diagrams illustrate the PeopleSoft Billing credit card process flow:

Authorizing and Billing Credit Cards in PeopleSoft Billing

Processing failed credit card authorizations in PeopleSoft Billing

See Also

Installing the PeopleSoft Credit Card Interlink

Receivables Processes

You enter the same basic data for credit card payments, regardless of which PeopleSoft application you are using; the difference is where you enter it.

You can create credit card payments in several different ways:

• Use the self-service eBill Payment component.

• Use the Credit Card worksheet component.

  Click the Pay by Credit Card link on a Receivables inquiry page.

• Use credit card batch processing.

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

Note. Once credit card numbers are entered, they are stored in an encrypted format. The encrypted card number does not appear on pages used to enter credit card information. Pages used to review the credit card information, such as the Customer Summary using Quick Customer Create, display the encrypted number.

PeopleSoft Receivables Credit Card Process Flow

This diagram illustrates how the process works in Receivables:

Receivables credit card process flow

See Also

Getting Started With PeopleSoft Enterprise Bank Setup and Processing

Defining Additional Processing Options

Managing Credit Card Payments

Common Elements Used in This Chapter

Prerequisites

Before you begin accepting credit card charges from customers, you must set up this information:

• The connection parameters for credit card processing calls to a third-party credit card authorization and payment application, using the Credit Card Interface Installation page.

• The types of credit cards (Visa, Master Card, etc. ) that you will accept for payment, using the Credit Card Type page.

• Credit card processing options in PeopleSoft Order Management, if applicable.

See Also

Installing the PeopleSoft Credit Card Interlink

PeopleSoft Enterprise Components for PeopleSoft Enterprise Financial Management Solutions, Enterprise Service Automation, Asset Lifecycle Management, and Supply Chain Management 9.0 PeopleBook, Setting Up the Credit Card Interface

Processing Credit Cards for Authorization Only

This section discusses how to:

• Enter credit card data and authorize credit card transactions online.

• Submit credit card charges for background authorization-only processing.

• Change processing parameters for pending transactions.

• Review and reauthorize pending credit card transactions.

Processing Replacement Orders created from an RMA

Replacement sales orders created from sales orders with a Credit Card payment type inherit credit card data from the original sales order if the RMA references a prior purchase selected from the Customer Shipment History page. If there is no sales order history for the return, the replacement sales order is created with default credit card information from the Credit Card Data page.

See Populating RMA Lines From the Shipment History, Using the Bill-By Identifier with the Billing Interface.

Pages Used to Process Credit Cards for Authorization Only

Entering Credit Card Data and Authorizing Credit Card Transactions Online

Access the Credit Card Data page.

When modifying credit card information, note that:

• The primary credit card information is the default information stored on the Contact Additional Info page. This page validates the credit card number and verifies that the required information is filled in.

• If you are using the credit card number validation set up on the Credit Card Type page, the system checks the length and prefix of the credit card number and performs a digit check to ensure that the credit card number is valid. The Valid Credit Card table stores the information for credit card number validations. If the credit card number passes validation, the order is submitted for processing. Otherwise, an error message appears requiring you to enter the credit card information again. You can change the credit card information, change the payment method, or cancel the order. Once the system validates the information, you can save and create the order in the PeopleSoft system.

• Credit cards can be authorized online or in the background depending on how you set up the PeopleSoft Order Management Business Unit definition. If you selected:

  • Online authorizations on the Order Entry Features page, click the Authorize Credit Card link to authorize the credit card during online entry. If the authorization fails, the CSR can enter another credit card or change the payment terms.

  • Credit Card Hold on the Credit Processing page, the order is placed on hold until the credit card can be authorized by the CC Processing process (OM_CRC000)..

Modify the credit card information on the Credit Card Data page; enter the required values for:

Note. Manual authorizations are not allowed in PeopleSoft Order Management. If you copy a sales order that was paid with a credit card, the Payment Type is copied, but you need to select or enter new credit card information on this page.

See Also

Maintaining Contacts

Adding General Customer Information

Establishing Order Entry Features

Implementing PeopleSoft Order Management Options

Maintaining Order Header and Line Information

Processing Credit Cards in PeopleSoft Billing

Submitting Credit Card Charges in Background Authorization-Only Processing

When submitting credit card charges for third-party authorization and processing:

1. Access the Load Credit Card Interface page to initiate the Load CC Interface process.

   This process loads the credit card information from the ORD_HEADER table and address information from the CUST_ADDRESS table into the INTFC_CRCARD, the main staging table for the credit card authorization interface program to the third-party credit card authorization and payment application.

2. Access the Credit Card Processing page to initiate the Credit Card Processing process.

   The Credit Card Processing process takes the credit card information from the INTFC_CRCARD staging table and calls the Process Credit Card process. It also removes the hold that was applied when the order was created, assuming you have set up the PeopleSoft Order Management Business Unit to do that.

Changing Processing Parameters for a Pending Transaction

Access the Credit Status page. Use the radio buttons in the Actions group box to intercede in credit card processing:

See Also

Processing Credit Cards for Authorization Only

Reviewing and Reauthorizing Pending Credit Card Transactions

Access the Review Pending Cred Card Trans (review pending credit card transactions) page to:

• Re-authorize credit card transactions, if using online authorization.

• Review any failed credit card transactions.

  If the credit card authorization fails, the Process Credit Card Invoices process updates the CRCARD_HST table, and the entry remains in the INTFC_CRCARD staging table.

  Note. Only errors found during a transmission are written to the history table. If the Process Credit Card Invoices process detects a data error before transmission, no processing transmission is attempted for this transaction, and no log is created in the history table. Errors returned by Cybersoure (a third-party credit card authorization and payment application) are indicated by ICS in the return message. Failed credit card transaction messages that don't contain the ICS identifier indicate that the record was not transmitted, because the system found data errors before transmission.

• Review the authorization codes.

  Click the Credit Status button to access the Credit Status page where you can change the payment method, resend the authorization, or cancel the order.

• Change the credit card number.

  Click the Credit Card Data button to access the Credit Card Data page.

Processing Credit Cards for Immediate Payment

This section lists the page used to process credit cards for immediate payment.

Page Used to Process Credit Cards for Immediate Payment

Processing Credits of Deposit Refunds

This section lists the page used to process credits of deposit refunds.

Page Used to Credit Deposits

Processing Credit Cards in PeopleSoft Billing

This section discusses how to:

• Enter credit card data.

• Submit credit card charges.

• Review pending credit card transactions.

• Change processing parameters for pending transactions.

• View credit card transaction history.

Pages Used to Process Credit Cards in PeopleSoft Billing

Entering Credit Card Data

When you enter a bill with a payment method of credit card on the Header Info 1 page, the system reads the customer's default payment method based on the bill to customer ID. If the default payment method is credit card, the system marks this bill for credit card processing. If you don't want this bill charged to a credit card, change the payment method to something other than credit card.

Access the Header Info 1 - Credit Card Information page, and enter values for all required fields.

See Also

Installing the PeopleSoft Credit Card Interlink

Entering Bill Header Information

Submitting Credit Card Charges

When submitting credit card charges for third-party authorization and processing:

• Run the Pre-Process and Finalization process (BIIVC000).

  The Pay Method field on the Standard Billing - Header - Info 1 page flags the invoice for credit card processing by the Bill Finalization process. This process changes the invoice status of credit card bills to FNL (final) and populates the INTFC_CRCARD table.

• Run the Process Credit Card Invoices process (BICRC000). This process:

  • Picks up credit card bills with an authorization status of:

    Unproc/Retry (unprocessed/retry) in INTFC_CRCARD and sends them to a third-party credit card authorization and payment application for credit card authorization or billing, as needed.

    Manual Authorization and Change to Terms. For each of these, it will remove the pending transaction from INTFC_CRCARD, update BI_HDR_CRCARD, and insert a record into the credit card history table. For manual authorizations, BICRC000 inserts a record into the CRCARD_PAYMENT table.

  • Writes a record to the Cred Card Transaction History (credit card transaction history) table (CRCARD_HST) for each transaction it passes to a third-party credit card authorization and payment application.

  • Checks for an existing valid credit card authorization for the invoice. If the credit card authorization has expired or does not exist, the program authorizes and bills the credit card at the same time.

  • Updates records in INTFC_CRCARD for credit card payments that are denied for any reason.

  • If authorization is successful, the process:

    Updates BI_HDR_CRCARD with the relevant information.

    Removes the record from the INTFC_CRCARD.

    Inserts records into the CRCARD_PAYMENT table.

    Changes the invoice status from FNL to IVC on the BI_HDR table.

• Resume the PeopleSoft Billing business process flow of printing, currency conversion, pre-load, load to Receivables, and load to General Ledger for the invoice.

Note. For partial shipments, the first shipment is authorized at order entry. It can be billed without doing another authorization in PeopleSoft Billing as long as the authorized amount is greater than or equal to the billed amount. The second shipment requires another authorization for the amount of the second shipment.

See Also

Running the Pro Forma, Finalization, Print, and Reprint Processes

Entering Bill Header Information

Reviewing Pending Credit Card Transactions

Pending credit card transactions are created by the Pre-Process and Finalization Process (BIIVC000) when you finalize credit card bills. The system sets the bill status of these transactions to FNL (final).

Access the Pending CC Trans page to review the status of failed or pending credit card transactions.

Changing Processing Parameters for Pending Transactions

Access the Credit Card Address page (BI_INTFC_CRCARD2) to correct and resubmit the credit card for billing, authorize and bill the card manually, or change the invoice to terms to remove the transaction from further credit card processing.

Enter any address changes. Use the radio buttons in the Actions group box to intercede in credit card processing:

Note. If you authorize the card manually, or change the invoice to terms to remove the transaction from further credit card processing, you still need to run BICRC000 to process the transaction.

Viewing Credit Card Transaction History

Access the BI Crcrd Hst page; the fields are read-only.

If you obtained a manual authorization, the approval code you entered on the Review Pending Cred Card Trans - Credit Card Address page appears.

Note. There are two menu items in PeopleSoft Billing that access credit card processing history. The Cred Crd Transaction History page displays the historic data for credit card transactions completed within the current interface. The Prior Credit Card Transactions page displays transactions placed before PeopleSoft Release 8.

Processing Credit Cards in PeopleSoft Receivables

This section describes how to:

• Create credit card payments using item inquiries.

• Create credit card payments using the Credit Card worksheet.

• Create credit card payments in batch.

See Also

Managing Credit Card Payments

Changing Discount, Payment, and Draft Options and Customer Relationship Information

Pages Used to Process Credit Cards in PeopleSoft Receivables

Creating Credit Card Payments Using Item Inquiries

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

• The Account Overview - Balances page

• The Item List page.

• The View/Update Item Details - Detail 1 page.

Use any of these inquiry pages to access the Credit Card Details page.

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

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

Note. If you access this page from a 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 use the indicated hyperlink 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 indicated on the inquiry page.

Access the Credit Card Details page.

See Also

Creating Credit Card Payments Using Item Inquiries

Changing Discount, Payment, and Draft Options and Customer Relationship Information

Creating Credit Card Payments Using the Credit Card Worksheet

Credit card worksheets enable you to select existing 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.

Important! If you click the Cancel button on the Credit Card Detail page, or if credit card batch processing creates payments that are not authorized, the system still creates credit card worksheets for the selected items. If you do not create a credit card payment or delete these worksheets, the amount owed on the selected items may not be collected.

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:

1. 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.

2. Use the Credit Card Worksheet Application page to select items to pay by credit card.

   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.

   • Handle 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 Payment group box to verify the amount of the credit card payment based on the selected items.

3. 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.

   The Delete Worksheet button behaves in two ways. If the credit card payment has not been authorized and settled, clicking the Delete Worksheet button deletes the entire payment. If the credit card payment has been settled, clicking the Delete Worksheet button removes the items from the worksheet.

See Also

Creating Credit Card Payments Using the Credit Card Worksheet

Posting and Unposting Groups

Applying Payments Using Payment Worksheets

Creating Credit Card Payments in Batch

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 AR Credit Card process selects credit card worksheets that are ready for settlement.

Access the Credit Card Scheduler page.