Tracking Customer Credit Card Information

If your administrator has set up customer credit card processing, you store credit card information on the customer record. For setup instructions, see Setting Up Customer Credit Card Processing

You can add or edit information directly on a customer record, or on demand as you work in a transaction. See the instructions in the following sections:

• Entering and Editing Credit Card Information on the Customer Record

• Entering and Editing Credit Card Information from a Transaction

• Searching for Customers by Credit Card Expiration Date

Entering and Editing Credit Card Information on the Customer Record

The steps to enter and edit credit card information on a customer record are similar. These steps are combined in the following procedure.

To enter or edit credit card information on the customer record:

1. Go to Lists > Relationships > Customers.

2. Click Edit next to the customer whose credit card information you want to enter.

3. Click the Financial subtab.

4. On the Credit Cards subtab, enter the following information for each credit card you want to add to the customer’s record.

   When you edit information on an existing credit card, you can change only the expiration date, name on the card, memo, and default status.

   • Credit Card Number – Required. The number must contain 16 digits and no spaces or punctuation.

     You cannot edit the value in this field after you save the record.

   • Expiration Date – Enter or select a two-digit month and two- or four-digit year.

   • Cardholder Name – Enter the name as it appears on the card

   • Credit Card Type – Required. Select one of the listed credit card types.

     You cannot edit the value in this field after you save the record.

     Administrators configure credit card types at Setup > Accounting > Setup Tasks > Accounting Lists > New. Credit card types are a Payment Method accounting list.

   • Memo – Optional notes or description.

   • Default Credit Card – Check this box to fill in the payment fields on transactions and in the web store automatically for this customer.

   Only the credit card number and type are required to save the record, but other fields are required to accept payments. For information, see Accepting Credit Card Payments.

5. Click Add to store the credit card information on the customer's record.

Entering and Editing Credit Card Information from a Transaction

You can enter and edit customer credit card information directly from some transactions, such as sales orders. The method you choose to add or edit credit card information from the transaction determines whether the customer record is updated.

The following procedure is an example using a sales order.

To enter or edit credit card information from a transaction:

1. Create a sales transaction or edit an existing one.

2. In the Customer field, select the customer.

   If the customer has a default credit card, the information for it appears automatically in the fields on the Billing subtab under the Payment subtab.

3. On the Payment subtab, you can do the following:

   • Accept the default values and add missing values and change the expiration date and name on the card. If you change the expiration date or name, the customer record is updated when you save the transaction.

   • Select a different existing credit card for the customer and change its expiration date and cardholder name. If you change the expiration date or name, the customer record is updated when you save the transaction.

   • Add a new credit card to the transaction and save the information to the customer record.

     1. In the Credit Card Select field, select –New-.

        A New Credit Card page opens in a popup window.

     2. Enter values in the popup window as follows:

        • Credit Card Number – Required. The number must contain 16 digits and no spaces or punctuation.

        • Expiration Date – Enter or select a two-digit month and two- or four-digit year.

        • Cardholder Name – Enter the name as it appears on the card

        • Credit Card Type – Required. Select one of the listed credit card types.

        • Memo – Optional notes or description.

        • Default Credit Card – Check this box to fill in the payment fields on transactions and in the web store automatically for this customer.

     3. Click Save.

        The popup window closes, and you can continue with the transaction.

   • Add a new credit card for the transaction without saving the information to the customer record.

     1. Clear any default values on the Payment subtab.

        If you select a non-credit card value in the Payment Method field, NetSuite automatically clears all the other values on the subtab.

     2. In the Payment Method field, select the type of credit card.

     3. In the Credit Card # field, enter a valid credit card number.

     4. Enter values in other fields as required to process the credit card payment.

Searching for Customers by Credit Card Expiration Date

You can search for customers by the expiration date of their credit card. You can use this search, for example, to notify customers who have credit cards on record that are about to expire.

For detailed information about searches, see Running Searches.

To search for customers by credit card expiration date:

1. Go to Customers > Relationships > Customers > Search.

2. On the Customer Search page, check the Use Advanced Search box.

3. In the Filter column of the Criteria subtab, select CC Expire Date field.

4. In the popup window, select the range of expiration dates you want to include in your search, and click Set.

   For example, you can select within and next month to enter the date range automatically.

5. To run the search, click Submit.

The search returns a list of the customers with credit cards that meet the criteria you set.

Related Topics

Entering Financial Information on the Customer Record

Managing Customer Credit Limits and Holds

Absolute Pricing for Customers

General Notices