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Payment Manager

Introduction

The Payment Manager programs process all credit payments in the system including credit card payments for online or web based orders. IP1 is fully PCI compliant, it links to the payment gateway’s landing page via a web portal for entry of card details instead of keying them directly into IP1. IP1 never actually see the full credit card number, but receives masked credit card number and ‘token’ information issued by the payment gateway. The token is stored in the iSeries and is used for payment settlement for the customer it was issued for.

The process to handle and validate the credit card data via an external payment gateway is:

iSeries will execute the call to the web portal, passing the relevant URL with the parameters required to access the payment gateway to process credit card payment. This would include the process number of the transaction, pre-authorised or payment amount, merchant ID and details of the order including the flag that determines if the payment is to be deducted, pre-authorised or just the credit card validated. 

The web portal will then transfer controls to payment gateway where the user can enter the credit card details, expiry date and the CCV number. The entered details are then verified and validated, pre- authorised or charged. The results of the credit card transaction including the token information would then be passed to the web portal which will in turn link to the program in the iSeries that would receive the confirmation and deal accordingly with a negative or positive response.

In IP1 there is fundamentally three ways to action Credit Card process depending on the type of order or type of payment process:

  1. Validate
  2. Pre-authorise (approximate)
  3. Charge 
  4. Settle

The table below summarises the IP1 processes and the credit card actions each of these process can handle.

IP1 Process Credit card action

AR cash entry (ARE005)

Voucher sale (ARE061)

 Charge the cash entry allocated amount or the voucher sale amount.

Normal order (DSE005)

Pending check (DSE025)

 Validate, Pre-authorise or Charge as configured in TMSDS/OM-PAYTL.
Pending check Pre-authorise if configured in TMSDS/OM-PAUTH.
Release to pick Pre-authorise if configured in TMSDS/OM-PAUTH.
Point of Sale (DSE095)) Charge or Pre-authorise as configured in TMSDS/POS-CASH.
WEB orders If WEB orders are setup for external credit card actions (via the setups in TMSDS/OM-PAYT1 – TMSDS/OM-PAYT3) then it can be validated, pre-authorised or charged as per TMSAR/PM-EXTCC, otherwise it is pre-authorised.
EDI orders

Credit cards can be validated, pre-authorised or charged as per TMSAR/PM-EXTCC setup. Otherwise, it is pre-authorised by default.

If pre-authorisation is set for pending check or on release to pick then this pre-authorisation will only occur if there is no existing valid authorisation or the payment amount has increased. When it is flagged to pre-authorise at pending & the pre-authorisation fails, the order can pend for pending code ‘AH’ (if pending rule is defined for pending code ‘AH’). On backorder release when the order goes through pending check it can re-authorise if the pre-authorisation time has expired. The number of days/hours to hold pre-authorisation is held under field VLDAUTH in control file ********/PM-FLD.
When it is flagged to pre-authorise at release to pick and pre-authorisation fails, the order will not be released to pick and will be transferred to the sub-order category defined in this control file so that users can review all failed orders under the sub-order category.

When validating credit cards, system uses the validation amount as setup in control file ********/PM-FLD. When pre-authorising credit card system uses order value and on charging it will use full invoice value.

 Task Instructions

Enter your order via DSE005 or DSE095
  1. Ensure the Payment type list for the order entry program DSE005A is set to 1 = Charge on control file TMSDS/OM-PAYTL. 
  2. Enter your order via DSE005 or DSE095.
  3. Flag Payment terms to prompt payment on the order if via DSE005.
  4. Enter the order details and confirm the order to display Payment entry panel (DSE131):

 

  1. Enter the amount to pay and the credit card Payment type in the Amt tendered and Mth fields.

 

  1. Click confirm.  Service provider (SecurePay in this example) will display their payment entry panel to enter the credit card details to validate the credit card.

 

  1. Enter the credit card details and click Continue.

 

  1. If the credit card details displayed are correct then click Make Pre-authorisation. The Service provider will validate the credit card using the validation amount as set in the control file ********/PM-FLD for the service provider. After successful validation, the receipt of the validation is displayed.

 

  1. Close the receipt page. You will then be directed back to the IP1 payment entry panel with the message ‘Approved’ in the Message column and the Banking reference updated.

 

  1. Click F10=confirm. The payment amount will now be processed/charged.

View the payment transaction
  1. To view the payment,  expand menu Other Options > General Inquires > Customer Inquires > and double- click Transactions by Customer inquiry, enter the customer number and click OK.  All the transactions for the selected customer is listed.
  2. Select the order that was entered above and right click Orig document. The selected order is displayed.
  3. Click function F13=Payment to view the payment transaction for the order. The credit card amount charged is reflected in the payment transaction. 

 

Payment manager configuration

View Payment Manager configuration

Payment gateways

Payment gateway service providers; Braintree, CyberSource, Curbstone, DataCash and SecurePay facilitate the credit card validation pre-authorisation and settlement of payments in IP1. Separate SOP documents for each of these payment gateways outline the specific infrastructure prerequisites and setup and configuration for Web application and iSeries. Click the links below to view and download standard operating procedures for these standard payment gateways used by IP1 system.

Payment process

Validate credit card on order entry and charge on invoicing

Task Instructions
Validate CC on order entry
  1. Ensure the Payment type list for the order entry program (DSE005A) is set to 3 = Validate via CC manager on control file TMSDS/OM-PAYTL. 
  2. Enter the order (via DSE005A); ensure the Payment terms on the order is prompt.
  3. Enter the order details and confirm order. Payment entry panel (DSE131) appears.

 

 

  1. Enter the amount to pay and the credit card Payment type in the Amt tendered and Mth fields and click confirm. Service provider (SecurePay in this example) will display their landing page with the payment entry panel to enter the credit card details.

 

  1. Enter the credit card details and click Continue.

 

  1. If the credit card details displayed are correct then click Pre-authorisation. The Service provider will validate the credit card using the validation amount as set in the control file ********/PM-FLD for the service provider. After successful validation, the receipt of the validation is displayed.

 

  1. Close the receipt page. You will then be directed back to the IP1 payment entry panel with the message ‘Approved’ in the Message column and the Banking reference updated.

 

  1. Click F10 to confirm.
View Payment inquiry
  1. To view credit card payment transaction expand menu Other Options > General Inquires > Customer Inquires > and double- click Transactions by Customer inquiry, enter the customer number and click OK.  All the transactions for the selected customer is listed.
  2. Select the order that was entered above and right click Orig document. The selected order is displayed.
  3. Click function F13=Payment to view the payment for the order.

 

Note: Auth code = 2 means the credit card is only validated i.e. not charged, therefore the payment amount is not reflected in the transaction.
Charge CC at invoicing On invoicing the payment amount will be processed/charged with the validated credit card details.

Pre-authorise credit card

Orders can be configured to pre-authorise on order entry (TMSDS/OM-PAYTL), and when the order is checked for pending (DSO040) or released to pick (WHM070); depending on the setup in TMSDS/OM-PAUTH. The order amount can be pre-authorised but the amount charged at dispatch will be the actual invoice amount.

Task Instructions
Pre-authorise on order entry
  1. Ensure the Payment type list for the order entry program DSE005A is set to 5 = Pre-authorise(approximate) on control file TMSDS/OM-PAYTL. 
  2. Enter your order via DSE005.
  3. Enter the order details and confirm order. Payment entry panel (DSE131) appears.

  4. Enter the amount to pay and the credit card Payment type in the Amt tendered and Mth fields and click confirm. Service provider (SecurePay in this example) will display their payment entry landing page to enter the credit card details.

  5. Enter the credit card details as in the above example and confirm the transaction.

  6. To view the pre-authorisation, go to DSI120 Transaction Inquiry and click function F13=Payment.

 

Note 1: Auth code = 3 means the order has been pre-authorised for the approximate amount as displayed. The actual amount that will be charged at invoicing may vary.

Note 2: If set to pre-authorise credit card again on Pending (control file TMSDS/OM-PAUTH); the system will pre-authorise again only if the existing pre-authorisation has expired or the amount to be pre-authorised has increased. If pre-authorisation fails at pending check, the order will pend with pending code ‘AH’= ALLOCATED CASH VIA CREDIT CARD. You can review the pended orders through Pending Review (DSE025).
Pre-authorise on release to pick
  1. Ensure the Payment type list for the order entry program (DSE005A) is set to 5 = Pre-authorise(approximate) on control file TMSDS/OM-PAYTL. 
  2. Ensure the control file TMSDS/OM-PAUTH is set to pre-authorise credit card on Release to Pick. 
  3. On release to pick, the system will pre-authorise again only if there is no valid pre-authorisation or the pre-authorisation amount has increased since the previous pre-authorisation.  If pre-authorisation fails the order will not be released to pick and will be transferred to the sub-order category defined in control file TMSDS/OM-PAUTH so that user can review all failed orders under the sub-order category.

Charge credit card at order entry

Credit card surcharge

If a credit card charges a surcharge then the system can add the surcharge amount onto the payment amount when settling the payment amount. TMSAR/BK-CCSUR must be setup for the company, payment type, credit card type and debtor class with the surcharge percentage that has to be charged. The surcharge will be incurred if the payment amount is greater than or equal to the minimum payment specified on TMSAR/BK-CCSUR.

If a credit card surcharge is charged then the system will generate a journal for the surcharge amount if the journal type is specified in TMSAR/BK-CCSUR. If a surcharge item is defined instead on TMSAR/BK-CCSUR, then the system will generate a surcharge invoice (DSTR*) instead of a surcharge journal (ARTR*) so that it can print a surcharge invoice.

Different surcharge percentages can be applied by card type as setup in TMSAR/BK-CCSUR. For AR Cash entry, to apply different surcharge by card type, different payment types for each CC type must be setup so the surcharge is included in the payment amount. This is because in Cash Entry, the card type is entered on ARE210A Bank Reference panel which is after the payment amount is calculated.

Work with failed credit card

Credit card transactions that have failed due to incorrect credit card details can be amended and re-processed with this program. Refer to Work with Failed Credit Card for information on this process.

Credit card refunds

Credit card refunds can only be processed against the settled invoice payment token. The credit card that was used for the payment must be valid for the refund. When a claim is raised against an invoice

  • CC payment details will default from the invoice
  • Credit payment amount can be overwritten to be less than invoice payment amount
  • If Credit payment amount = 0 then payment manager is not called
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