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Scheduling a Credit Card Payment

Customers can schedule a credit card payment to automatically charge their credit card based on the plan they request. They can schedule a credit card payment to charge the credit card weekly, monthly, quarterly, semi-annually, or annually. The customer can also request to have the credit card charged on a particular date in the future. Customers commonly schedule credit card payments for orders such as memberships, subscriptions, fundraising, etc.

The application creates a deferred receipt for the scheduled payment not yet due. This way, a balance due does not show up on the customer’s record. Every time a scheduled credit card payment processes, the application requests the credit card authorization, creates a receipt upon approval, and reduces the deferred receipt’s balance.

To schedule a credit card payment:

1.    Create/open an order on the Order Entry (ORD001) screen.

2.    On the Order Entry screen, select the Tasks tab.
The task bar displays, as shown to the right.

3.    From the Work with Line Items task category, click Work with Payment Schedule, as highlighted to the right.
If a payment schedule has not been previously defined, the Payment Schedules Parameters screen displays, as shown on the next page.

4.    Select the Pay Frequency from the drop-down.
The following options are available:

·            Fixed Amount: allows you to define the number of scheduled payments via the Periods field. By default, creates one scheduled payment. The system will calculate the End Date accordingly. This can be changed from the Periods field. If this option is selected, fields in the Parameters section are enabled.

·            Immediate: by default, creates one scheduled payment for the full amount for the current (or batch) date. If this option is selected, fields in the Parameters section are disabled.

·            Manual: allows the user to manually create each scheduled payment. By default, no scheduled payments are created. If this option is selected, fields in the Parameters section are disabled. Note that the payment schedule total percentage due and total scheduled amount must sum up to the base total amount for the product.

·            Monthly: by default, creates 12 scheduled payments. This can be changed from the Periods field. If this option is selected, fields in the Parameters section are enabled.

·            Quarterly: by default, creates four scheduled payments. If this option is selected, the fields in the Parameters section are enabled.

·            Schedule: the payment schedule will be created based on the schedule defined for the product in the order line. This option is only available for Exhibition products.

·            Semi Annual: by default, creates two scheduled payments. This can be changed from the Periods field. If this option is selected, fields in the Parameters section are enabled.

·            Weekly: by default, creates 52 scheduled payments. This can be changed from the Periods field. If this option is selected, fields in the Parameters section are enabled.

5.    This field is validated against fixed ORD app type code: “PAY_FREQUENCY”.

6.    Select "Credit Card" from the Auto Pay Method drop-down.

7.    This field is validated against fixed ORD app type code:  “AUTO_PAY_METHOD”.

8.    If you selected Fixed Amount, Monthly, Weekly, Quarterly, or Semi Annual from the Pay Frequency drop-down, define the following parameters:

·            If necessary, enter the Expected Down Payment.
This amount will be created as the first scheduled payment amount and the remainder of the scheduled payment will be calculated accordingly. The Resulting Balance will automatically update accordingly. If the schedule is regenerated at a later time and a payment has already been made, this field is disabled.

·            The Resulting Balance is read-only. It displays the Resulting Balance amount after an Expected Down Payment amount has been entered.

·            Select the First Payment Date from the drop-down.

·            The Payment Amount is read-only and defaults to the Line Total.

·            Enter the Periods.
This is the amount of times a year the customer will make payments, which defaults based on the Pay Frequency selected on an assumed one year schedule.

·            The End Date is read-only and displays the end date, which is automatically generated, based on the Payment Frequency and number of Periods selected.

9.    Click OK.
The Payment Schedules screen displays.

10.  Click Add Credit Card Information.
The fields in the Auto Payment Methods for Renewals and Installment Payment section.

 If Credit Card information exists for the customer, click Retrieve Credit Card of Record to use that information. The credit card information is stored on the Credit Card of Record screen in CRM360.

11.  Select the Receipt Type from the drop-down.

12.  Enter the Credit Card Number.

13.  Select the Expiration Date.

14.  If necessary, enter the Security Number.

15.  Change the Name and Address if necessary.

 If desired, click Mark this Credit Card of Record to save the credit card information entered as the credit card of record for the customer. Keep in mind that clicking this button will overwrite any credit card information already stored for the customer. To access the customer’s credit card information, click Credit Card Information from the Financial Data task category in CRM360

16.  Click Save.
FAR680 retrieves this information and charges the credit card when necessary.