Contents

Introduction

Work with Failed Credit Card program lists the credit card transactions that are due for payment and has failed on payment processing for various reasons. It allows you to view the failed transactions and take appropriate actions depending on the status of the order. Already actioned failed transactions will not be listed unless it was flagged with a follow up date and the date has expired. The following actions can be taken on the failed transactions:

Retry failed credit card
Enter a new payment/write off the failed payment transaction
Cancel order and void the failed payment transaction
Force the order to go to backorder
Email the customer & follow up later
Void failed payment
Update internal notes with automatic timestamp

Business rules setup

The following business rules have to be setup to process Failed Credit Card transactions. Business rules for this process must be setup with support from Iptor IP1 consultants. It is critical to understand the setting of control files and how it works. Control files must be setup correctly for the system to operate as intended. Any changes to the control files setup should be addressed cautiously and in consultation with Iptor IP1 consultants.

The purpose of this setup is to assist Iptor IP1 consultants and customers setup appropriate business rules at a customer site for the specified process.

Note

This document does not cover customised setup tasks of specific companies. Deviations from this setup should be covered by setup tasks written by individual companies.

Control file	Setup
TMSAR/LTR-CD Letter Codes	Set up letter code for failed credit card email template. The letter code determines the template or the format of the email to be sent to the customer/contact regarding the failed transaction. The templates can be setup in ARE010 Letter Format Maintenance. Different letter codes can be nominated into groups to enable use of only letter codes within a group.
TMSAR/CH-FODYS Customer History: Number of days to follow up	For the failed credit card letter code, set up number of days to follow up on after sending an email to the customer. Ensure the Follow up flag is set to ‘Y’.
TMSDS/TR-TXT Transaction Text Types	Setup the failed credit card Text type with Maximum number of records = 999 Maintain = 2 (Maintainable with timestamp) Header or Details Level = H (Header)
TMSDS/TRJ-STS Transaction Credit Card Status	This is a system defined control file. Status ‘Z’ is specifically for credit card action. Once a failed credit card transaction has been actioned by DSW050 (Work with Failed Credit Card Payments) the status will change to ‘Z’ (actioned failure).
TMSDS/DSW050 C/C failed action default	Define the default letter code by order status if required.

Procedure

View failed payment transaction

In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > Other and then double-click Work with Failed Debtor Credit Card. DSW050 Work with Failed Credit Card Payments panel appears listing the failed transactions. The failed transactions that has an email sent to the customer previously and the follow up date for that transaction has expired then it will be highlighted with an ‘*‘ in the Emailed column.
To view the failed payment select the transaction and click option Payment Inquiry.
To view the order details select the failed credit card transaction and click option Transaction Inquiry.

Action failed CC transaction

From the list of failed credit card transactions, select the transaction you wish to take action on with option Action. The selected failed transaction is displayed.

From the above panel, you can take either of the following options as required.

Options	Process//steps
1=Retry failed card	Allows you to re-process the payment with the existing credit card details. The Pay amount will default to the document amount less any paid amount. Enter option 1=Retry failed card and click OK. The pay amount is displayed which can be overwritten. Accept or overwrite the Pay amount and click OK to reprocess the credit card payment. When the payment is successful you will get the message ‘Selected option successfully actioned. Press Enter to complete’.
2=New payment/Write off	New payment details can be entered to process the payment. Enter option 2=New payment/Write off and click OK. Enter the Pay amount and select the Payment type and click OK. Enter the required banking reference details for the new Payment type. Click OK to process the new payment. This will delete the old credit card transaction and create a new transaction for the new payment.
3=Cancel order	Allows you to cancel the order. The order/warehouse status must be at ‘DW’ or prior for the order to be cancelled. On cancellation the order status will be updated to ‘R’ for rejected and the credit card transaction will be void with the status changed to ‘Z’ (actioned failure). Enter option 3=Cancel order and click OK.
4=Force to backorder	An order can be pushed to back order if the credit card has expired or there is insufficient funds and the customer hasn’t responded with valid details. The order/warehouse status must be at ‘DW’ for the order to be forced to backorder. When forced to back order, the Outstanding order file will be updated with the order (document type = ‘B’), the credit card transaction status will be updated to ‘Z’ (actioned failure), the order will be updated to complete. Enter option 4=Force to backorder and click OK.
5=Email and follow up	Allows you to send an email to the customer using a letter template and updates the follow up date so you can come back and follow up on payment. Once an email has been sent, this option will be highlighted. The email sent will create an entry in customer history. Enter option 5=Email and Follow Up and click OK. ARE015 Letter Generation panel appears to enter the email details and the letter code. The letter code will determine the template or the format of email. The templates can be setup in ARE010 Letter Format Maintenance. The Letter code should default from the setting TMSDS/DSW050, it can be overridden if required with letter code from within the same group as setup in TMSAR/LTR-CD. Enter the remaining details: Click OK. The body of the email is generated from the template. Enter any additional text/information required. Click OK to send the email. Customer History panel will display with the above entry and Follow up date, which will default as per the setting in TMSAR/CH-FODYS. The Follow up date can be overwritten if required. Click OK to continue. DSE006 Failed C/C note panel will appear. Date and timestamp will be updated automatically to the internal transaction text file. Any additional text you wish to add can be added. Click OK to continue and finalise the action taken. The action 5=Email and Follow up will be highlighted (as above) to indicate that action has been taken and the credit card transaction status will be updated with ‘Z’ (actioned failure). The transaction will not appear on the failed credit card listing until the follow up date has expired and the payment is still outstanding.
6-Void failed transaction	This will void the credit card transaction and change the status to ‘Z’ (actioned failure). The void transaction will no longer appear on the list of failed credit card transactions. The order will remain unchanged. Enter option 6=Void failed payment and click OK.
7-Internal notes	Allows you to enter any internal notes. It automatically updates with current date and user ID timestamp with the option to add any notes. This option is also automatically called after all the other options so you can enter any reasons for actions taken. Enter option 7=Internal notes. Enter relevant text/notes. Click OK.