Customer Credit Card Maintenance

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 the AR Invoice Entry, SO Order Entry, POS Receipts, and AR Credit Card Receipt forms.

When you access the form from the menu, Greentree Desktop prompts you to enter your user name and password.

Note: Credit cards that are set up to always display as encrypted. If you include credit card details when entering a transaction, those details are encrypted if the option Use ad hoc card encryption is selected on the Credit Card Control form. Otherwise they are not encrypted.

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

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

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 are not included when credit card receipts are processed.

Card code/number

Select a card and enter the customer's credit card number. The number of digits entered must match the number assigned on the Credit Card Maintenance form.

Once credit card details are saved, this field displays asterisks in place of numbers. Only the last four digits of the credit card number display.

Security code

Enter the credit card security code. The number of digits entered must match the number assigned on the Credit Card Maintenance form.

Once credit card details are saved, this field displays asterisks only.

Primary

If the customer has more than one credit card, you can only nominate one 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.

Once credit card details are saved, this field displays asterisks only.

Note: You can print a Customer Credit Card Expiry Date report to list all customer cards with an expiry date less than the current date.

On File

This can be used as an internal reference to indicate that the authorisation document is returned by 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 on the Credit Card Maintenance form.

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 on the Invoice Selection form.

Authorised

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

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 populate using the customer's address.

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.

Note: An error message displays if you try to change the card code or card number for a customer that has outstanding sales order, invoice, or receipt transactions.

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. The code set up on the Credit Card Maintenance form and is case sensitive
Card number - mandatory. This must be the length set on the Credit Card Maintenance form
Name on card - mandatory.
Security code. This must be the length set on the Credit Card Maintenance form
Valid From, it must be in MMYY format and is required for debit cards 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 uses the 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 is reported with a row number for ease of identification.