Customer Credit Card Maintenance

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Use this form to set up customer credit card details if you allow the customer to pay AR invoices using a credit card. The customer's primary card details default to AR Invoice Entry, SO Order Entry, POS Receipts and the AR Credit Card Receipt process as applicable. When the form is accessed from the menu, you will be prompted to enter your user name and password before full access is granted.

Credit cards that are set up always display as encrypted in relevant forms. If credit card details are entered during transaction entry (because they are not pre-defined here), details will be encrypted if the option to Use ad hoc card encryption is selected in Credit Card Control, otherwise they will not be encrypted.

Select the customer first using Code, Alpha, or Name. These defaults to the form header in read-only format.

Use credit card

Select this option to indicate the customer uses this card to pay AR invoices. If the option is not selected, the card will not be included when credit card receipts are processed.

Card code/number

Select a card from one set up in Credit Card Maintenance, and enter the customer's credit card number. The number of digits entered must match the number assigned in Credit Card Maintenance. Once credit card details are saved, this displays as encrypted (marked with an asterisk), and only the last four digits display.

Security code

Enter the credit card security code. The number of digits entered must match the number assigned in Credit Card Maintenance. Once credit card details are saved, this displays asterisks only.

Primary

If the customer has more than credit card, only one can be nominated as the Primary card. This is the one used when credit card receipts are processed.

Name on card/Expiry Date

Enter the name on the credit card, and the expiry date. These updates to asterisks after the details are saved.

On File

This can be used as an internal reference to indicate that the authorisation document (sent to the customer) is received back from the customer and is now on file.

Transaction limit

Enter the maximum transaction value for this customer using this credit card. This cannot exceed the maximum for the card type assigned in Credit Card Maintenance. A value of zero indicates there is no transaction limit for the card.

Authority Expiry

This is the date of the authorisation document sent to the customer, it does not relate to the credit card expiry date. It is used for internal reference and as a criteria for what invoices are available for selection in the Invoice Selection process.

Authorised

This can be used as an internal reference to indicate that an authority document is received & approved.

Invoices for this customer will be only be available to select in the Invoice Selection process if this option is selected.

Valid from

This field is only relevant if the card is a debit card. It is the date from which the card is valid to use.

Billing address

The address details will populate using the customer's address, however they can be changed.

Saved credit card details update in read-only format to the table at the base of the form.

Saved card details

Click this button to save credit card details and update them to the table at the base of the form

You will receive an error message if you try to change the card code or card number for a customer that has outstanding sales order, invoice, or receipt transactions (this is required to support the AR Refunds process).

New card

Click this button to enter new card details for the selected customer.

Import cards

You can bulk import credit card details. These rules apply:

• The file must be in CSV format;
• The first row must include a header of column names - these will not be imported;
• All fields except for the Authority Expiry field must be formatted as text.

Columns must be in this sequence:

• Customer code - mandatory
• Card name - mandatory. Code as set up in Credit Card Maintenance (case sensitive)
• Card number - mandatory. This must be the correct length as per Credit Card Maintenance setup.
• Name on card - mandatory.
• Security code. This must be the correct length as per Credit Card Maintenance setup
• Valid From, it must be in MMYY format and is required for debit card only
• Expiry date, must be in MMYY format
• Transaction limit
• Authority expiry, must be formatted as a long format date (for example 31 December 2008) or the format that nominated at the user preference — for example, dd/MM/yyyy.
• Primary (true or false)
• Authorized (true or false)
• On file (true or false)
• Address 1
• Address 2
• Address 3
• Post code
• Suburb
• State/city
• Time zone
• Phone number
• After hour phone number
• Mobile
• Fax
• Contact
• Email
• Web Address
• Country code - this is case sensitive, if left empty this will use default country of the current company.

The import is processed one line at a time, committed as each line is accepted. Errors display in a table at the end of the import and each error will be reported with a row number for ease of identification.

• Credit Card Maintenance
• AR Customer Maintenance

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