Processing Auto Deposits (SDEP)

Purpose: Use the Submit Auto Deposits function to:

• transmit credit card invoice information to a deposit service once you have shipped and billed the orders.

• transmit credit card credit information once you have processed returns or credits.

• process Direct Bank Disbursements; see Processing Direct Bank Disbursements/Electronic Checks for an overview.

When you process deposits for deferred or installment pay plan orders, there is typically an interval between the time you bill the orders and the time you process the deposit(s), based on the pay plan agreement; see Deferred or Installment Pay Plans vs. Regular (Non-Pay Plan) Orders.

Suppressing deposits: You can suppress deposit processing for orders you receive through the Generic Order Interface (Order API). In this situation, the order is not included when you process deposits. See Suppressing Deposits and Refunds for an overview.

In this topic:

• Deposit Setup

• Auto Deposit Screen (Send or Receive Deposits)

• Select Service for Deposit Window

• Processing Deposits

• Deferred or Installment Pay Plans vs. Regular (Non-Pay Plan) Orders

• Stored Value Card Deposits

• Deposit G/L Postings

• Reviewing Deposits in Order Inquiry

• Deposit Proof Listing By Pay Type

• Deposit Proof Listing

• Unconfirmed Deposits Listing

• Auto Deposit Confirmation Report

Deposit Setup

In order to send information to a deposit service with the Submit Auto Deposits function, you must first:

• Define the deposit service using the Defining Authorization Services (WASV) menu option.

• Define the deposit service for each credit card payment type in the Working with Pay Types (WPAY) menu option.

• Pick, ship, confirm and bill the orders; see Introducing Pick Slip Generation and Confirming and Billing Shipments.

• For refunds, you must first process the credit card credits with the Processing Refunds (MREF) menu option.

For more information:

• Processing Deposits for the steps the system performs to process deposits.

• setting up a deposit service: Defining Authorization Services (WASV)

• setting up deferred or installment pay plans: Deferred/Installment Billing Overview

• resubmitting unconfirmed or rejected transactions: Resubmitting Rejected Deposits (SRDP)

• purging the Credit Card Deposit Prestige file: Purging Prestige Credit Card Deposits (MPSP)

• defining payment types: Accounts Payable Working with Pay Types (WPAY)

• defining currency codes: Accounts Payable Working with Currency (WCUR)

• defining country codes: Customer Service Setting Up the Country File (WCTY)

• processing refunds: Customer Service Processing Refunds (MREF)

• working with Order Entry or General Usage system control values: Installation Setting Up Order Entry Values and Setting Up General Usage Values

Authorization and Deposit Communication via CWIntegrate

You can transmit deposits to the service bureau for settlement using CWIntegrate.

CWDirect sends the deposit request to CWIntegrate in the generic XML message; CWIntegrate translates the generic message into the format required by the service bureau and sends the translated message to the service bureau. The service bureau then sends a response to CWIntegrate; CWIntegrate translates the message into a generic message and sends the generic message to CWDirect.

See Processing Authorizations and Deposits using CWIntegrate for more information on using CWIntegrate for authorization and deposit integration.

Deposit Communication via Point-to-Point

You can transmit deposits to the service bureau for settlement using a direct connection.

In this situation, CWDirect transmits messages in the format of the other system.

• The Relate (Service code RLT) service bureau is set up for Point-to-Point authorization and deposit integration for stored value cards. This service bureau also processes activation, balance inquiry, and authorization reversal transactions for stored value card using point-to-point communication. See Relate Stored Value Card Integration.

• The Chase Paymentech Orbital Gateway (Service code ORB) service bureau is set up for Point-to-Point token, authorization, authorization reversal, and deposit integration for credit cards and stored value cards. This service bureau also processes activation and balance inquiry transactions for stored value card using point-to-point communication. See Chase Paymentech Orbital Gateway Integration.

Multi-Currency, Alternate Currency, and Prestige Process

There following system control values govern the way your company handles foreign currencies when you process deposits.

System Control Value	Description
Multi Currency by Offer (E03)	Set this system control value to Y to segregate orders based on the currency associated with the offer. If you use multi currency by offer, you will be required to specify currency at many points throughout the system, such as when you process refunds or print various reports. If you have this system control value set to Y, you do not need to have the Track Invoice Currency (D68) field set to Y, unless you also want to use the Invoice Currency file to record the exchange rate when an order bills; however, this is necessary only if you use Prestige as a deposit service.
Use Alternate Currency Pricing (H89)	Set this system control value to Y if you use alternate currency pricing. When you send deposit transactions to Paymentech for settlement, the system converts the local deposit amount into the alternate (foreign) amount if a currency code and conversion rate are defined in the Order Header Extended file and the Use Alternate Currency Pricing (H89) system control value is set to Y. If you are using a deposit service other than Paymentech, the deposit amount is sent to the deposit service in the local currency. See Paymentech Batch Processing 96-Byte Revision 1.6.2 Layouts.
Track Invoice Currency (D68)	Set this system control value to Y to use the separate deposit process for foreign currency (the "Prestige" process) described below. The customer's currency is determined by the country where he or she resides.

Level II and III Discounting

When you process deposits, the system sends level II and level III discounting information to the service bureau if the Send Data for Level II/III Discounting (I12) system control value is set to Y.

Populating the Level II Bin Range file: The Level II Bin Range file (CCBINR) identifies those credit cards that are eligible for level II and level III discounting. When populating this file, make sure the number of digits defined for a level II bin range matches the number of digits in the credit cards you wish to discount. The system does not evaluate the leading digits of the credit card number against the level II bin range level. If the number of digits defined for the level II bin range does not match the number of digits defined for the credit card numbers, the credit cards are not eligible for level II or level III discounting.

If you use tokenization: If you use Credit Card Tokenization, the full credit card number will not be available to compare against the Level II Bin Range file; in this situation, you should provide a range of records in the file using leading digits, instead of the full credit card number; for example: for the card number 341134113411347 to qualify for the discount, enter 341134000000000 in the Level II Bin Range file.

The table below indicates the number of positions for the level II bin range, based on the type of credit card you wish discount.

For Credit Card:	Level II Bin Range must be:	Example
VISA	16 positions	Create a level II bin range where the beginning number and ending number in the range is 16 positions. For example, if the level II bin range is 4788250000000000 - 4788260000000000. • If the VISA credit card is a business card (the CC bin type business field is set to B) or corporate card (the CC bin type corporate field is set to C) that falls within this range, it will receive the level II discount. • If the VISA credit card is a purchase card (the CC bin type purchase field is set to P) or fleet card (the CC bin type fleet field is set to F) that falls within this range, it will receive the level II and level III discount.
MasterCard	16 positions	Create a level II bin range where the beginning number and ending number in the range is 16 positions. For example, if the level II bin range is 553150000000000 - 553160000000000. Any MasterCard credit card that falls within this range will receive the level II and III discount.
American Express	15 positions	Create a level II bin range where the beginning number and ending number in the range is 16 positions. For example, if the level II bin range is 34333000000000 - 34334000000000. Any American Express credit card that falls within this range, will receive the level II discount.

Credit card encryption: If you use credit card encryption, the credit card numbers in the Level II Bin Range file are not encrypted because the credit card information comes from an outside system. See Using Credit Card Encryption and Data Security for an overview.

Sending level II and III discounting information to the service bureau: When you process deposits, the system sends level II and level III discounting information to the service bureau if:

• the action code is:

• B: conditional deposit

• D: deposit

• R: refund

• the method of payment is:

• MC: Mastercard

• VI: Visa (Note: If the card type is a business or corporate card, the system sends level II discounting information only; if the card type is a purchase card, the system sends both level II and level III discounting information)

• AX: American Express

• the billing country code is not GB.

• the credit card number falls within a range of credit card numbers in the Level II Bin Range file. The Level II Bin Range file identifies those credit cards that are eligible for level II and level III discounting. It is your responsibility to populate this file with data from the service bureau.

Deposit Request message: For Batch Deposit Processing using CWIntegrate, the system sends level II and level III discounting information in the discountQualified XML tag in the Deposit Request XML Message (CWDepositRequest) sent to the service bureau.

Valid values are:

• LV2 = The deposit is eligible for level II discounting.

• YES = The deposit is eligible for level II and III discounting.

• NO = The deposit is not eligible for level II and III discounting.

Paymentech: Level III discounting with Paymentech is supported with the CWIntegrate version 3.0 Paymentech site.

For Paymentech Batch Processing using a leased line or dial up/modem: the system sends level II discounting information in the Transaction File Product Record: Procurement Level 2. Additionally, if the method of payment in the Transaction File Detail Record is AX (American Express), the system sends the Transaction File Address Record to Paymentech.

See Paymentech Processing for additional Paymentech information.

Auto Deposit Screen (Send or Receive Deposits)

Purpose: Use this screen to send and receive deposit and credit card credit information to and from a deposit service.

Selecting service bureaus for deposit: PressF7 to advance to the Select Auth Service for Deposit Screen, where you can select the service bureau(s) for which you wish to run deposits. By default, all service bureaus are selected for deposit.

Types of transactions selected: All eligible transactions, regardless of whether they are for orders with deferred or installment pay plans or for regular (non-pay plan) orders, will be processed. See Deferred or Installment Pay Plans vs. Regular (Non-Pay Plan) Orders for more information on pay plans.

Reprocessing authorizations or deposits: Before you use the Reprocess Authorizations Screen (RPAA), Reprocess Drop Ship Authorizations Screen (RPDS), or Auto Deposit screen to recover failed authorization or deposit transactions, you should first review the status of the records on the Work with Integration Process Control Screen and verify that the only records that are in a status other than Complete are the records that require reprocessing.

How to display this screen: Enter SDEP in the Fast path field at the top of any menu or select Submit Auto Deposit from a menu.

Important: You will receive an error message when you try to advance to the Auto Deposit screen if the Use Auto Authorization Interface (C14) system control value is not selected: Info: Auto Authorization is not currently enabled. This system control value must be selected in order to send deposits to the service bureau for confirmation.

AAR0092 ENTER Auto Deposit 8/04/98 16:54:51 EZK Mail Order Send or Receive SEND Generate options: Purchases Transactions to generate (blank = no limit) Amount to generate (blank = no limit) Returns Transactions to generate (blank = no limit) Amount to generate (blank = no limit) F3=Exit F7=Select Auth Service F12=Cancel

Field	Description
Send or receive	Use this field to specify whether you are sending information to or receiving information from the deposit service. Valid values are: Send = (default): specifies that you are sending information to the deposit service for settlement. See Sending Deposits. Receive = specifies that you are attempting to receive information from the service; for example, if the line dropped earlier and you need to reconnect. See Receiving Deposits. Alphanumeric, 10 positions; required.
Purchases Use the following fields to indicate the number or dollar amount of purchases to process. Note: The Purchases fields are display only if the Preload Deposits (L78) system control value is set to Y.
Transactions to (Purchase transactions to generate)	Enter the maximum number of deposits to process for purchases. Each transaction represents an invoice for a shipment or an installment payment using a credit card. Selecting transactions: If you enter a number, the system selects transactions by order number, then invoice number, until it reaches the number of transactions you specify. See the description of the Amount to generate field, below, for more information on how the system selects transactions. Deposit release date: The transaction must have a deposit release date earlier than or the same as today's date to be eligible for processing. See Deposit Release Date. Leave this field blank to process all eligible deposits for purchases. Numeric, 7 positions; optional.
Amount to generate	Enter the maximum total dollar amount of all deposits to process for purchases. Selecting transactions: If you enter an amount, the system continues selecting transactions in order number sequence as described above, and stops before it would exceed this amount. However, if it would exceed the maximum amount by selecting the orders in exact sequence, it will skip one or more orders as necessary. Example: You enter a maximum amount to generate of $100 The following orders are currently eligible for deposit: order # / amount 100 / $50 101 / $30 102 / $30 103 / $15 104 / $10 Result: The system selects orders 100,101, and 103 for deposit. It skips order 102 because its order total of $30 would cause the total amount to exceed the maximum of $100 ($50 + $30 +$30 = $110). Also, it stops after including order 103, because it cannot add another order without exceeding the maximum. If you complete both this field and the Transactions to generate field, the system will restrict the deposits processed to within both limits. Leave this field blank to process deposits regardless of the total dollar amount. Numeric, 11 positions with a 2-place decimal; optional.
Returns Use the following fields to indicate the number or dollar amount of return credits to process.
Transactions to... (Return transactions to generate)	Enter the maximum number of deposits to process for returns. Each transaction represents a credit invoice to process against the customer's credit card. Selecting transactions: If you enter a number, the system selects transactions by order number, then invoice number, until it reaches the number of transactions you specify. See the description of the Amount to generate field, below, for more information on how the system selects transactions. Deposit release date: The transaction must have a deposit release date earlier than or the same as today's date to be eligible for processing. See Deposit Release Date. Leave this field blank to process all eligible deposits for returns. See Netting Credits for Pay Plan Orders. Numeric, 7 positions; optional.
Amount to generate	Enter the maximum total dollar amount of all credit transactions to process. Selecting transactions: If you enter an amount, the system continues selecting transactions in order number sequence as described above, and stops before it exceeds this amount. However, if it would exceed the maximum amount by selecting the orders in exact sequence, it will skip one or more orders as necessary. Example: You enter a maximum amount to generate of $100 The following returns are currently eligible for credit deposit processing: order # / amount 100 / $50- 101 / $30- 102 / $30- 103 / $15- 104 / $10- Result: The system selects orders 100,101, and 103 for credit deposit. It skips order 102 because its credit total of $30- would cause the total amount to exceed the maximum of $100- ($50 +$30 + $30 = $110). Also, it stops after including order 103, because it cannot add another order without exceeding the maximum. If you complete both this field and the Transactions to generate field, the system will restrict the credit deposits processed to within both limits. Leave this field blank to process credit deposits regardless of the total dollar amount. Numeric, 11 positions with a 2-place decimal; optional.

Screen Option	Procedure
Select which service bureau(s) you wish to select for the deposit run	Press F7 to advance to the Select Service for Deposit Window, where you can select the service bureau(s) for which you wish to run deposits. By default, all service bureaus are selected for deposit.
Send deposits to a deposit service	Press Enter at the Auto Deposit Screen (Send or Receive Deposits). The system submits the AUTO_DEP job to the PICKGEN queue. This job selects records from the Invoice Payment Method file for the service bureau(s) selected for deposit that have not yet been processed for deposit or credit, and whose deposit release date is the current date or earlier. See Processing Deposits for more information. Once you submit a deposit run, the system updates the Selected field for each service bureau on the Select Service for Deposit Window to Y, indicating all service bureaus are selected for the next deposit run, unless you unselect them.
Receive deposit information from a deposit service (for example, if the line dropped earlier and you are attempting to complete the communication) Note: This option is not available when processing deposits using point-to-point communication.	Select Receive Deposits in the Send or receive field to override the default value. The system submits the RCV_DEPS job. This job attempts to complete the deposit processing, and submits the Auto Deposit Confirmation Report and Unconfirmed Deposits Listing.

Select Service for Deposit Window

Purpose: Use this screen to select the service bureau(s) for which to run deposits. By default, all service bureaus are selected for deposit.

Once you run deposits, the system updates the Selected field on this screen to Y, indicating all service bureaus are selected for the next deposit run, unless you unselect them.

How to display this screen: Press F7 on the Auto Deposit Screen (Send or Receive Deposits).

Select Service for Deposit Description Sel CWINTEGRATE Y CWVALUECARD Y CYBERSOURCE Y LITLE Y ORBITAL GATEWAY Y PAYFUSE AUTH SERVICE Y PAYMENTECH Y RELATE STORED VALUE CARD Y F3=Exit

Field	Description
Description	The name of a service bureau in Defining Authorization Services (WASV). Authorization services are defined in and validated against the Authorization Services file. Alphanumeric, 30 positions; optional.
Sel Selected?	Indicates whether the service bureau is selected for the deposit run. • Y = The system includes the service bureau in the next deposit run. • N = The system does not include the service bureau in the next deposit run.

Processing Deposits

The system creates records in the Invoice Payment Method file when you bill the orders and uses the Invoice Payment Method file to create records in the CC Deposit Transaction file to be used by the deposit process.

Note: The system creates a record in the CC Deposit Transaction file only for pay types that have a deposit service defined.

Preload Deposits?

The setting of the Preload Deposits (L78) system control value determines whether billing or deposits creates records in the CC Deposit Transaction file and CC Deposit History file, based on the records in the Invoice Payment Method file.

Preload Deposit Process

If the Preload Deposits (L78) system control value is selected, billing creates records in the CC Deposit Transaction file and CC Deposit History file immediately after creating records in the Invoice Payment Method file.

In addition:

• If you use the Chase Paymentech Orbital Gateway Integration, the system sends the deposit transaction to the service bureau during billing. You still need to use Processing Auto Deposits (SDEP) to process credit deposits and perform batch deposit updates. Also, you will need to use the Resubmitting Rejected Deposits (SRDP) menu option to resubmit any deposits that were not completely processed during billing and deposits.

• For all other service bureaus, the system sends the deposit transaction to the service bureau when you submit deposits using the Processing Auto Deposits (SDEP) menu option.

Note:

• The system does not perform preload deposit processing if you define a deposit service in the Deposit Service for Conditional Deposits (L13) system control value. In this situation, the system uses the regular deposit process.

• If you select the Preload Deposits (L78) system control value, you cannot use Consolidated Invoice (B49).

• If you select the Preload Deposits (L78) system control value, the Purchases transactions to generate and Purchases amount to generate fields on the Auto Deposit Screen (Send or Receive Deposits) are display only.

Regular Deposit Process

If the Preload Deposits (L78) system control value is unselected, the deposit process creates records in the CC Deposit Transaction file and CC Deposit History file, prior to sending out the deposit transactions.

CC Deposit Transaction Table:

Preload Deposits (L78) Selected	Preload Deposits (L78) Unselected
Chase Paymentech Orbital Gateway Service Bureau During billing: • the system sends the debit deposit transaction to the service bureau. • When an approved response is received, the system updates the Status of the CC Deposit Transaction record to *RCVD, and the Vendor response 1, Vendor response 2, and Authorization code based on the response received from the service bureau. During deposits: • The system processes any credit deposit transactions. • The system processes batch deposit updates for any credit deposit transactions and any debit deposit transactions that were sent to the service bureau during billing. • Once all updates are complete, the system deletes the CC Deposit Transaction record.	All Service Bureaus During billing: The system does not create a record in the CC Deposit Transaction file. During deposits: • The system sends the deposit transaction to the service bureau. • When an approved response is received, the system updates the Status of the CC Deposit Transaction record to *RCVD, and the Vendor response 1, Vendor response 2, and Authorization code based on the response received from the service bureau. • The system processes batch deposit updates. • Once all updates are complete, the system deletes the CC Deposit Transaction record.
Any Other Service Bureau During billing: The Status is *RDY, indicating the deposit transaction is ready to be submitted for processing. During deposits: • The system sends the deposit transaction to the service bureau and processes batch deposit updates when a response is received. • Once all updates are complete, the system deletes the CC Deposit Transaction record.

CC Deposit History Table

Preload Deposits (L78) Selected	Preload Deposits (L78) Unselected
All Service Bureaus During billing: • Updates Deposit date with the billing transaction date. • Updates Deposit status to Net yet sent. During deposits: Updates Deposit status to C Confirmed.	All Service Bureaus The system does not create a record in the CC Deposit History file. During deposits: The system creates a record in the CC Deposit History file, based on the information in the Invoice Payment Method and CC Deposit Transaction files.

Sending Deposits

Press Enter at the Auto Deposit Screen (Send or Receive Deposits). The system submits the AUTO_DEP job. This job selects records from the Invoice Payment Method file that have not yet been processed for deposit or credit, and whose deposit release date is the current date or earlier.

Regular process: If the payment types for the invoice records are not set up for the separate, foreign currency process (Prestige), the system transmits each record to the deposit service specified in the Pay Type file and confirms each deposit when the confirmation is received interactively from the deposit service. The system then produces the following reports for each deposit service:

• A Deposit Proof Listing By Pay Type for each deposit service lists each invoice included in the transmission.

• An Unconfirmed Deposits Listing for each deposit service lists each deposit included in the transmission but not confirmed or authorized by the service. You can use Resubmitting Rejected Deposits (SRDP) to resubmit.

• An Auto Deposit Confirmation Report for each deposit service lists each payment method and total amounts confirmed and unconfirmed.

Determining the Authorization to Use for a Deposit

The system uses the following logic to determine which authorization to select for a deposit.

Before selecting an authorization for a deposit, the system resequences the authorizations for an order in ascending open authorization amount sequence. Deposit processing then uses the following hierarchy to determine the authorization to select for a deposit:

1. Use the authorization whose available amount matches the deposit amount.

2. Use the authorization whose available amount is greater than the deposit amount.

3. Use the authorization with an available amount.

4. If an authorization with an available amount does not exist, do not select an authorization for the deposit.

Example: Determining the Authorization to use for a Deposit
The following authorizations exist for an order: • Authorization A = $15.10 • Authorization B = $10.10 • Authorization C = $5.10 The following invoices exist for the order: • Invoice 1 = $10.00 • Invoice 2 = $5.00 • Invoice 3 = $15.00
Deposit processing creates a deposit for invoice 1 ($10.00). Deposit processing resequences the authorizations for the order in ascending open authorization amount sequence: • Authorization C = $5.10 • Authorization B = $10.10 • Authorization A = $15.10 Because deposit processing does not find an authorization whose amount matches the deposit amount, the system selects the first authorization whose amount is greater than the deposit amount; in this example the system selects Authorization B ($10.10) for the deposit for invoice 1 ($10.00).
Deposit processing then creates a deposit for invoice 2 ($5.00). Deposit processing evaluates the authorizations for the order: • Authorization C = $5.10 • Authorization B = .10 ($10.00 used for invoice 1) • Authorization A = $15.10 Because deposit processing does not find an authorization whose amount matches the deposit amount, the system selects the first authorization whose amount is greater than the deposit amount; in this example, the system selects Authorization C ($5.10) for the deposit for invoice 2 ($5.00).
Deposit processing then creates a deposit for invoice 3 ($15.00). Deposit processing evaluates the authorizations for the order: • Authorization C = .10 ($5.00 used for invoice 2) • Authorization B = .10 ($10.00 used for invoice 1) • Authorization A = $15.10 Because deposit processing does not find an authorization whose amount matches the deposit amount, the system selects the first authorization whose amount is greater than the deposit amount; in this example, the system selects Authorization A ($15.10) for the deposit for invoice 3 ($15.00).

Credit card encryption: Credit card encryption allows you to encrypt the credit card number in the CWDirect database to provide additional security of credit card data. If you use credit card encryption, the system decrypts the credit card number before sending it to the deposit service. See Using Credit Card Encryption and Data Security for an overview.

Tokenization: Credit card tokenization allows you to replace the credit card number in the CWDirect database with a token provided by the authorization service. In this situation, the system sends the token, rather than the actual credit card number, to the deposit service. See Credit Card Tokenization.

Transaction ID: If a transaction ID is defined for the associated authorization, the system includes the transaction ID defined for the authorization history record in the transactionID field in the Deposit Request XML Message (CWDepositRequest). The system includes the transaction ID in the deposit request, even if the associated authorization has expired.

Sending deposits as conditional: For the deposit service defined in the Deposit Service for Conditional Deposits (L13) system control value, the system sends deposits as Conditional (transaction type Conditional, action code B) when subsequent deposit transactions are made against the same order number and authorization code or the deposit amount is greater than the available authorization amount.

Foreign currency process (Prestige): If the payment types for the invoice records are set up for foreign currency processing, the system does not communicate with a deposit service at this time. Instead, the system writes the records to the Credit Card Deposit Prestige file (CCCDPP). You can extract the records from this file for transmission to a deposit service at a later time.

The system produces the Deposit Proof Listing (not the Deposit Proof Listing By Pay Type) and the Auto Deposit Confirmation Report for the foreign transactions. However, since it considers each transaction written to the Credit Card Deposit Prestige file as "confirmed," it does not produce an Unconfirmed Deposits Listing for these transactions.

You will need to purge the Credit Card Deposit Prestige file through Purging Prestige Credit Card Deposits (MPSP).

Direct Bank Disbursements: If the pay type on the order is a direct bank disbursement, the service bureau uses the bank routing number and account number to withdraw funds directly from the customer’s bank account in order to pay for the order. See Processing Direct Bank Disbursements/Electronic Checks for an overview.

General ledger: The system also makes the general ledger postings described under Deposit G/L Postings. These updates take place behind the scenes when the system has posted the deposits to cash receipts, and the system prints a Monthly Cash Receipts Journal showing the transactions. See Accounts Receivable Working with Cash Receipts (WCRT) for more information on working with cash receipts.

Note: If these updates do not take place behind the scenes, such as when you use the separate process for foreign currencies, then you must post the transactions manually through the cash receipts function. See Accounts Receivable Working with Cash Receipts (WCRT).

Credit Card Authorization Reversal

The system performs credit card authorization reversal during deposit processing when the Process reversals field for the credit card pay type is selected and you process a settlement for an amount that is greater than a single authorization transaction for the credit card pay type on the order. The system creates an authorization reversal for the original authorization amount, not the actual amount of the reversal. See Credit Card Authorization Reversal for processing details.

Void Unused Authorization After Initial Deposit

If the deposit amount for a credit card deposit is less than the original amount authorized, the system looks at the setting of the Void Unused CC Authorization After Initial Deposit (K05) system control value to determine how to process the deposit.

If the Void Unused CC Authorization After Initial Deposit (K05) system control value is set to Y, the system automatically voids the remaining balance against a credit card authorization that has been partially deposited.

Example: Void Unused CC Authorization After Initial Deposit (K05) is set to Y
During order entry, you process an online authorization for an order for $50.00. When you review Authorization History for the order: • Status = A (Authorized) • Amount submitted = $50.00 • Amount available = $50.00
During order maintenance, you cancel an item on the order. The order total reduces to $40.00. You ship and confirm the order. When you review Authorization History for the order: • Status = A (Authorized) • Amount submitted = $50.00 • Amount available = $10.00 • Amount deposited = $40.00
When you submit deposits, the deposit amount is $40.00. Because the Void Unused CC Authorization After Initial Deposit (K05) system control value is set to Y and the deposit amount ($40.00) is less than the authorization amount ($50.00), the system voids the remaining authorization amount ($10.00). When you review Authorization History for the order: • Status = V (Voided) • Amount submitted = $50.00 • Amount available = .00 • Amount deposited = $40.00

If the Void Unused CC Authorization After Initial Deposit (K05) system control value is set to N, the system retains a credit card authorization after it has been partially deposited.

Example: Void Unused CC Authorization After Initial Deposit (K05) is set to N
During order entry, you process an online authorization for an order for $50.00. When you review Authorization History for the order: • Status = A (Authorized) • Amount submitted = $50.00 • Amount available = $50.00
During order maintenance, you cancel an item on the order. The order total reduces to $40.00. You ship and confirm the order. When you review Authorization History for the order: • Status = A (Authorized) • Amount submitted = $50.00 • Amount available = $10.00 • Amount deposited = $40.00
When you submit deposits, the deposit amount is $40.00. Because the Void Unused CC Authorization After Initial Deposit (K05) system control value is set to N and deposit amount ($40.00) is less than the authorization amount ($50.00), the system retains the remaining authorization amount ($10.00). When you review Authorization History for the order: • Status = A (Authorized) • Amount submitted = $50.00 • Amount available = $10.00 • Amount deposited = $40.00

Separate process for foreign currency (Prestige process): If you are processing deposits in foreign currencies separately, and you want to track the currency exchange rates at the time of (Prestige) billing, you may also need to:

• set the Track Invoice Currency (D68) field in the System Control file to Y to track the currency conversion rate at the time of billing

• define a deposit service with a code of PRE in the Authorization Services file

• in the Pay Type file, select that deposit service for any foreign credit card payment type to be processed separately

• define a country code in the Country file that is identical to the currency code in the Currency file; for example, both the Country and Currency codes for Japan might be defined as JPN

• when you enter orders in the foreign currency, use the foreign credit card payment type, make sure you are using the foreign Country code, and use ** for the state in the customer's address.

Foreign currency transactions that use the separate process are not confirmed interactively through Process Auto Deposits. Instead, the system writes these records to the Credit Card Deposit Prestige file (CCCDPP). You must extract the contents of this file for transmission to the deposit service. Periodically, you must also purge the contents of this file through Purging Prestige Credit Card Deposits (MPSP).

Receiving Deposits

To receive deposit information from a deposit service (for example, if the line dropped earlier, and you are attempting to complete the communication):

1. Enter Receive in the Send or receive field on the Auto Deposit Screen (Send or Receive Deposits). The Select Auth Service pop-up window appears

Select Auth Service Opt Code Description 1=Select request DMG DMGT LTE TJ LITLE PRE PRESTIGE F3=Exit F6=Create

 

2. Enter 1 next to the correct deposit service. The system submits the RCV_DEPS job. This job attempts to complete the deposit processing, and submits the Deposit Proof Listing By Pay Type, Auto Deposit Confirmation Report, and Unconfirmed Deposits Listing.

Stored Value Card Deposits

When processing a deposit for a stored value card, the system uses the action code D to process the deposit. Conditional deposit (B) is not supported for stored value cards.

Multiple authorizations: If there are multiple authorizations for the order and the deposit amount is greater than the remaining amount for each authorization on the order, the system will send the first authorization number for the deposit record. However, once the deposit response is received, the system will deposit both authorizations. For example, if you have 2 authorizations for 20.00 and the deposit amount is 40.00, the system will send the first authorization number for the deposit record, but will deposit both authorizations once a response is received.

If the stored value card cannot cover the entire deposit amount: If the balance on the stored value card cannot cover the entire deposit amount, the system will reject the entire deposit amount.

Stored value card credits: When you deposit a refund credit against a stored value card, the service bureau sends back a new authorization number with the deposit response; because of this, the system creates a new authorization for the credit amount that is already updated to a deposit status. At this point, the credit amount is reimbursed to the stored value card.

ValueCard credits against expired cards: When you deposit a refund credit against a stored value card that has expired, ValueCard declines the credit transaction and sends back a response code of 140 Card Expired to CWDirect. CWDirect updates the deposit status of the credit to unconfirmed and displays the response code 140 Card Expired on the Display Deposit History Detail Screen in Order Inquiry.

If the deposit amount is less than the original authorization amount: If the deposit amount is less than the original amount authorized, the system looks at the setting of the Retain Unused Stored Value Card Authorization After Deposit (J21) system control value to determine how to process the deposit.

• If the Retain Unused Stored Value Card Authorization After Deposit (J21) system control value is set to Y, the system will retain a stored value card authorization after it has been partially deposited. For example, if the authorization amount is 50.00 and the deposit amount is 40.00, the system will retain the remaining 10.00 on the authorization.

• If the Retain Unused Stored Value Card Authorization After Deposit (J21) system control value is set to N or blank, the system will void the remaining balance against the authorization. For example, if the authorization amount is 50.00 and the deposit amount is 40.00, the system will void the remaining 10.00 on the authorization. If there are multiple authorizations for the order, the system will not void the other authorizations.

Stored value card authorization reversals during deposits: If the Perform Authorization Reversal during Deposit Processing (J20) system control value is set to Y, when you process deposits and the deposit amount is less than the original authorization amount, the system reimburses the stored value card the difference. For example, if the original authorization amount is 50.00, but the deposit amount is 30.00, the system will deposit 30.00 and reimburse 20.00 to the stored value card. See Authorization Reversal Process During Deposits for more information.

Deferred or Installment Pay Plans vs. Regular (Non-Pay Plan) Orders

Overview: You can use flexible payment options to set up deferred or installment pay plans for your customers. Unlike regular deposits, deferred or installment deposits are not eligible for processing immediately after confirmation of shipment and creation of the invoice; instead, the system assigns a pay plan deposit with a deposit release date based on the deferral or installment agreement.

Example: Deferral pay plan: "no payment for 60 days" or "no payment till February 1" Installment pay plan: "4 easy payments"

You can use deferred or installment pay plans only if the Deferred and Installment Billing (F51) system control value is set to Y. See Deferred/Installment Billing Overview for an overview of deferred and installment billing and information on setting up pay plans in your company.

Deposit Release Date

The deposit release date indicates when the deposit is eligible for processing.

Type of Order	Deposit Release Date
regular (non-pay plan)	same as invoice date: deposit is eligible for processing immediately after billing
deferral pay plan	can be either a fixed date ("no payment till February 1") or based on a specific interval ("no payment for 60 days") if based on a specific interval, can be calculated based on either order date or invoice date
installment pay plan	first deposit release date can be either the next time a fixed date occurs ("installments due the first of the month") or after a fixed interval from time of shipment

To review the deposit release date: The deposit release date is stored in the Invoice Pay Method file. You can review this information in order inquiry by selecting F14 to advance to the Display Invoices screen, then selecting F7 to advance to the Invoice Pay Summary Screen.

Authorizing Deferred or Installment Deposits

Unlike regular deposits, a deferred or installment deposit may not already have a current, valid authorization from the time of pick slip generation, so you need to obtain an authorization when you process deposits.

Overview: When you generate pick slips for a regular (non-pay plan) order, you authorize the pickable amount of the order, because you expect to confirm shipment and process the deposit shortly after. However, after you obtain an initial authorization for an order using a pay plan, there may be a considerable delay before you process the deposit or deposits. For this reason, it may be necessary to authorize the deposit amount as part of deposit processing.

Authorization at pick slip generation:

When you print a pick slip for...	The amount authorized is...
a regular (non-pay plan) order	the full pickable amount of the order (including any tax, shipping, and charges)
a deferred billing pay plan order	one dollar, unless the Authorize full amount field for the pay plan is set to Y
an installment billing pay plan order	the first payment of the installment plan, unless the Authorize full amount field for the pay plan is set to Y

Note: Even if the Authorize full amount field for the pay plan is set to Y, the system still re-authorizes the installment amount when you process the subsequent deposit(s) for the pay plan order.

Action codes: The system uses action codes to indicate to the deposit service whether the deposit requires an authorization. When processing deposits, the system sends the deposit service an action code of:

• B if you need both an authorization and a deposit. The system sends a code of B for:

• all pay plan deposits (regardless of how the Authorize full amount field for the pay plan is set) except for the first deposit of an installment plan, when a D code is sent instead.

• any regular (non-pay plan) deposit sent to Paymentech whose authorization has expired. You can review the authorization expiration date at the Authorization History Details Window. Additionally, the system updates the Authorization History record with the new authorization number.

• Note: Conditional deposit is not supported for stored value cards.

• D if you need to process the deposit only and do not require an authorization. The system sends a code of D for all regular (non-pay plan) deposits as long as there is an authorization code for the invoice pay method and the authorization has not expired.

Type of deposit	Action code
regular (non-pay plan)	D Note: The system sends an action code of B for any regular deposit sent to Paymentech whose authorization has expired.
first payment of an installment pay plan	D
subsequent payments of an installment pay plan	B
deferred billing pay plan	B
credit (refund)	R

It is possible to have a pay plan order where the deposit release date is the same as the invoice date. For example, if you set up a deferred pay plan based on order date, and shipment of the order is delayed due to a backorder, the order could be eligible for deposit as soon as you confirm shipment. In this situation, the deposit will still be sent with an action code of B, because typically you have not yet received an authorization for the amount of the deposit.

Depositing against multiple authorizations: When you process deposits for an order containing multiple authorizations, the system looks to process the deposit against an unexpired authorization whose amount equals the deposit amount. If an unexpired authorization amount does not equal the deposit amount, the system processes the deposit against the unexpired authorization with the highest dollar amount.

Authorization number: The original authorization number authorizing the shipment at pick slip generation is retained by the system. This is the number that displays in order inquiry for a pay plan order, even after you receive a full authorization for the amount of the deposit.

Paymentech authorization number: If you are using Paymentech as an authorization service:

• the authorization number may be returned as NOTDEP or notdep when you submit a previously authorized order (an order with an action code of D or a refund (a deposit with an action code of R) for deposit processing. In this case, the deposit is rejected and displays on the Resubmit Rejected Deposits Screen and the Unconfirmed Deposits Listing.

• the system may assign a new authorization number if the credit card was sent with an action code of B (authorization and deposit) during deposit processing.

You can review this authorization number in order inquiry at the following screens:

• Display Invoice Pay Method Screen (Reviewing Deposit Information): select F14, select F7, enter 5 next to an invoice

• Display Authorization History Screen: select F15, enter 8 next to the credit card payment method

See Paymentech Processing for additional Paymentech information.

Force Deposit

You can choose to "force the deposit" when an authorization for a deferred or installment pay plan is rejected. Forcing the deposit means that the system performs all the same updates in your company as if the deposit was authorized and processed.

To force pay plan deposits, you must set the Force deposit for FPO field for the vendor response code to Y. The system checks the setting of this field only when a deposit for a pay plan is rejected. See below for more information.

You are responsible for making any necessary arrangements with the deposit service if you plan to force deposits.

When is a pay plan deposit forced? The system forces a deposit when:

• the deposit is for a deferred or installment pay plan, and

• the deposit is sent out with an action code of B, and

• the response code sent from the service is not an approval (100 = approval), and

• the Force deposit for FPO field for the vendor response code is set to Y.

Note: In describing the situation above, it is assumed that the deposit service you are using is Paymentech (PMT). You should contact your MICROS representative if you are interested in setting up deferred or installment billing with a different deposit service.

When is a regular (non-pay plan) deposit forced? Additionally, regular (non-pay plan) deposits are always forced because you received an authorization when you generated the pick slip, except under the following circumstances:

• The action code on the deposit is D or R and

• You are using Paymentech as an authorization service and

• The Vendor Response code is not an approval (100 = approval) and

• The regular deposit is returned from Paymentech with an authorization number of NOTDEP.

For more information:

• See Rejected Deposits for Pay Plan Orders for more information on how the system handles deposits that are not forced.

• See Deferred/Installment Billing Overview for more information on the necessary setup to use deferred or installment pay plans.

• See Defining Vendor Response Codes for more information on setting up a response code to force deposit.

Netting Credits for Pay Plan Orders

The Net Credit Card Credits for Deferred and Installment Billing (F55) control value controls how refund credits are deposited for deferred or installment pay plans.

Overview: The system does not process a credit card credit against an installment or deferred billing order before the deposit itself has been processed. This rule is important to ensure that you do not credit the customer's credit card before it had actually been charged. The logic governing how to comply with this rule varies depending on whether the order uses a deferred or installment pay plan and on whether you net credit card credits.

The table describes how and when credits are eligible for deposit processing in different scenarios. In each scenario, it is assumed that the following has already occurred:

• the order has a deferred or installment pay plan

• shipment has taken place

• the refund has been processed through the Process Refunds menu option (fast path = MREF)

Type of Pay Plan	Net Credits?	Result
deferred	N	The credit has a deposit release date that is the same date as the debit. The credit deposit is eligible for processing after the purchase deposit is processed. Example: • Ship an order on 8/1 for $100 with a deposit release date of 9/1 • Process return on 8/15 for $60: credit is for $60 and has a deposit release date of 9/1 • Process Deposits processes the credit of $60 after the debit of $100 is deposited.
deferred	Y	The credit has a deposit release date that is the same date as the debit. When you process deposits, the net amount of the deposit only is processed. Example: • Ship an order on 8/1 for $100 with a deposit release date of 9/1 • Process return on 8/15 for $60: credit is for $60 and has a deposit release date of 9/1 • Process Deposits processes a deposit of $40 ($100 - $60)
installment	N	The credit has a deposit release date that is the same as the date you created it; however, the credit deposit is eligible for processing after the total debit deposits meet or exceed the credit invoice amount. Example: • Ship an order on 8/1 for $100 with 4 installments of $25, deposit release dates of 9/1, 10/1, 11/1, and 12/1 • Process first installment deposit on 9/1 for $25 • Process return on 9/15 for $60: credit is for $60 and has a deposit release date of 9/15, but is not released for deposit • Process second installment deposit on 10/1 (total amount deposited now $50) • Process third installment deposit on 11/1 (total amount deposited now $75) • Process Deposits processes the credit of $60
installment	Y	The credit has a deposit release date that is the same as the date you created it. When you process deposits, the remaining installment amounts are reduced by the total credit amount. Example: • Ship an order on 8/1 for $100 with 4 installments of $25, deposit release dates of 9/1, 10/1, 11/1, and 12/1 • Process first installment deposit on 9/1 for $25 • Process return on 9/15 for $60: credit is for $60 and has a deposit release date of 9/15 • When you next process deposits, the amount of each remaining installment is reduced to $5 ($75 remaining installments - $60 credit = $15; $15 / 3 installments = $5)

Merchant ID Messages

You can specify a message to appear on the customer's credit card statement when you process a deposit for a pay plan. The message is concatenated with additional information into a 14- or 18-position message, formatted as follows:

• DBA industry code (3 positions): taken from the first 3 positions of the Industry format code for the authorization service

• Merchant ID message (11 positions): taken from the Merchant ID message field for the pay plan

• Installment description (4 positions): for installment pay plans, this consists of a description of which installment was deposited, for example, 1of 4. With this description, the entire message for an installment plan is 18 positions. For deferred pay plans, the entire message ends after the merchant ID message, producing a 14-position message.

See Defining Authorization Services (WASV).

Updates for Installment Pay Plans

When you process a deposit for an installment pay plan, the system updates the following fields for the invoice pay method:

• Intervals remaining: reduced by one.

• Total amount deposited: increased by the deposit amount.

• Deposit release date:

• if the installment plan uses an interval, the deposit release date is calculated by adding the interval number of days to the current date.

• If the installment plan uses a fixed billing date, the deposit release date is changed to the next occurrence of the billing date.

• Deposit created date: This field is updated with the current date only when you deposit the last installment payment.

The system performs additional updates for all types of deposits. See Deposit G/L Postings.

You can review the invoice pay method information in order inquiry. See Reviewing Deposits in Order Inquiry.

Rejected Deposits for Pay Plan Orders

Unauthorized or unconfirmed deposits appear on the Unconfirmed Deposits Listing. Additionally, you can use the Resubmit Rejected Deposits Screen to review, work with, or resubmit any deposits that were not fully processed through the Submit Auto Deposit menu option.

Holding orders: When a deposit is rejected for a deferred or installment pay plan, orders for the same customer and/or using the same credit card number are put on hold. See Holding Pay Plan Orders.

Installments: Additionally, when a deposit is rejected for an installment pay plan, the next installment date is changed to 999999.

Non-pay plan orders: Unconfirmed regular (non-pay plan) orders still appear on the Unconfirmed Deposit Listing and are available through the Resubmit Rejected Deposits Screen.

Holding Pay Plan Orders

When a deposit for a deferred or installment pay plan is rejected, the system puts any open orders for the same customer or the same credit card number on hold, as follows:

• same sold to customer: order goes on SB hold

• same credit card number: order goes on CB hold

If an order matches both the customer and the credit card number, it goes on CB hold.

Note: You must set up these hold reason codes in your company. See Customer Service Establishing Order Hold Reason Codes (WOHR).

Order history message: The system also writes a message to order history when it puts the related order an hold, for example:

8/10/98 H CB Hold. Rejected deposit on 4778/3282 114.84 EKAPLAN

In the above example, the 4778/3282 refers to the order number and invoice number of the deposit that was rejected, and the 114.84 refers to the rejected deposit amount.

See Customer Service Reviewing Financial Information for more information on reviewing information in order inquiry.

Deposit G/L Postings

The general ledger postings that take place for a pay plan deposit may differ from those made for a regular (non-pay plan) deposit. The postings are:

Transaction Type	Credit	Debit
Positive (deposits)	Deferred pay plans: Sale/deferred general ledger number for the Pay Type; if this field is blank, the system uses the Sales general ledger number for the Pay Type Installment pay plans: Sale/installment general ledger number for the Pay Type; if this field is blank, the system uses the Sales general ledger number for the Pay Type Regular (non-pay plan): Sales general ledger number for the Pay Type	A/R cash G/L # for the bank defined in the Bank for A/R credit card deposits system control value
Negative (refunds)	Deferred pay plans: Returns/deferred general ledger number for the Pay Type; if this field is blank, the system uses the Returns general ledger number for the Pay Type Installment pay plans: Returns/installment general ledger number for the Pay Type; if this field is blank, the system uses the Returns general ledger number for the Pay Type Regular (non-pay plan): Returns general ledger number for the Pay Type	A/R cash G/L # for the bank defined in the Bank for A/R credit card deposits system control value

You can review general ledger postings through Displaying the General Ledger Interface (DGLI).

See Accounts Payable Working with Pay Types (WPAY) for more information on setting up pay types.

Reviewing Deposits in Order Inquiry

You can use order inquiry to review the deposit status of credit card payment methods for both pay plan and regular (non-pay plan) orders.

Screen	Use for:	To advance to in order inquiry:
Invoice Pay Summary	• review the total amount deposited for each invoice • review deposit release date	select F14, then F7
Display Invoice Pay Method	• review credit card, authorization, or installment schedule information	enter 5 next to an invoice at the Invoice Pay Summary screen
Change Invoice Pay Method	• review or change the deposit release date, installment information, or credit card • apply a direct cash or check payment • indicate the disposition of a rejected deposit amount	enter 2 next to an invoice at the Invoice Pay Summary screen Note: This screen is also available through Resubmitting Rejected Deposits (SRDP).
Display Deposit History	• review deposit attempts and responses	enter 10 next to an invoice at the Invoice Pay Summary screen Note: This screen is also available through Resubmitting Rejected Deposits (SRDP).
Display Order Payment History	• review messages written by the system describing invoice activity, including changes to the deposit release date and credit netting calculations	enter 24 next to an invoice at the Invoice Pay Summary screen Note: This screen is also available from the Display Order Payment Methods screen in order inquiry (select F15)

For more information: See Customer Service Reviewing Financial Information for more information on reviewing invoice and deposit activity in order inquiry.