Credit Card Processing Through NAV

Credit Card Processing Through NAV

Pre-Use Set-Up Items:

1. If you open a customer card and do not see a button for Credit Cards perform the following:

a. Open a customer card (Role Center, Customers)

b. Click on the icon in the upper Right Corner and select “Customize This Page”

c. Click the option for Action Pane, Click Process, Click Add and Select Credit Cards

2. Obtain the CC Authorization Form with signature and notification if the order is for a one time use or to be stored for future orders as well.

Step 1-Create Company Contact (if no company contact has previously been created)

· Related Information

· Customer

· Contact

-If no company contact has been created NAV will ask you if you want to create one. Click Yes.

Step 2 – Enter the Credit Card Info into NAV for encrypting and saving the data for use:

1. Role Center, Customer, Open Customer Account

· Click the Credit Card Button in the Action Pane or click Related Info, Customer, Credit Cards

· View – DO Payment Credit Card List will open

· Click New

· New – Credit Card window will open

· No.: click Enter and take the default - do not enter your own data here

· Type: Visa, M/C, Amex, Discover

· Cardholder Name: CHANGE FROM COMPANY TO CARD HOLDER NAME. MUST HAVE FIRST and LAST NAME!

· Enter the number, if it is wrong the system will notify you and you will not be able to proceed

· Enter the expiry date

· Contact No.: This number will auto complete. This is the Company contact number that was created in Step 1. This number ties each new credit card you enter to the Company. Each Card entered for a company must be tied to the company by this number. ***VERY IMPORTANT*** MAKE A NOTE OF THIS NUMBER OR COPY SO THAT YOU CAN PASTE IN STEP 3.

· After making a note of the Contact No.: Highlight and delete the Contact number

· Now click the down arrow.

· The Contact List will open

· Click New

· The New Contact Card window will open

· In the No.: field enter and NAV will auto generate a number.

· Change the Type: to Personal or Company depending on the Credit Card Type

· Enter the full Cardholder Name or the name of the Company that is listed on credit card.

· Enter the Billing Address for the Credit Card or the credit card holder

· Company number needs to be assigned. (Company number is equal to the Company contact number that was created in Step 1 and that you made note of in step 2)

· You do not need a phone number, but it would be good to get.

· Click OK

-Multiple billing account contacts (same credit card number different card holder name)

· Create the new credit card

· No.: click Enter and take the default - do not enter your own data here

· Type: Visa, M/C, Amex, Discover

· Cardholder Name: CHANGE FROM COMPANY TO CARD HOLDER NAME. MUST HAVE FIRST and LAST NAME!

· Enter the number, if it is wrong the system will notify you and you will not be able to proceed

· Enter the expiry date

· Highlight and delete the Contact number

· Now click the down arrow.

· The Contact List will open

· Choose the correct billing contact -click onto line and click OK

· You will be brought back to the New - Credit Card Window – The Contact number for the card has auto filled with contact number from your contact list.

· Click OK

· Your new Card/Holder will now appear in the Credit Card Screen:

Step 3– Modify the Customer Card for Payment Type – if customer will use this card for future orders

1. Open the Customer Card

2. In the Payments Screen, Change the Payment type to:

Blank – manually adjust orders on an order by order basis – Most Common setting

CC – Credit Card, standard CC account – they purchase through retail and by phone on occasion

*CCARD – Auto, Use this only if the customer wants to pay for ALL orders Via Credit Card on file

*NOTE: When the order is invoiced the processing systems will AUTO-CHARGE the card assigned!!! You will not get an opportunity to stop the charge from occurring.

*******************************SALES ORDERS-Additional steps to be taken*********************************

– Assigning a Credit Card number to a Sales Order (Customers with CCARD terms)(ORDER WRITER FUNCTION)

· Invoicing tab

· Credit Card No.: Use the pull down menu to choose the correct card.

· Cr. Card Number (Last 4 Digits): will auto fill

-Add 851 Freight line based on order total (Canada Sales Orders Only) (ORDER WRITE FUNCTION)

· 85101 $0.00 - $750.00 Freight charge $50.00 (this line will be adjusted prior to billing with correct freight charge or no freight charge)

· 85102 $750.00 - $1,500.00 Freight charge $100.00 (this line will be adjusted prior to billing with correct freight charge or no freight charge)

– Authorize and hold funds (When order is complete) (ORDER WRITER FUNCTION)

1. Click Actions-Functions-Authorize or the Authorize button located at the top of the screen.

2. To verify authorization go to Related Information-Order-Credit Cards Transaction Log Entries.

-This will display the authorization results.

– Ship and Invoice order (F&A FUNCTION)

1. Verify and update quantities-pricing-freight line charges. ***CRITICAL***

2. Verify Payment Method Code is set to CCARD-Credit Card auto (use pull down menu)

3. Now Post and Print-Card will now be charged-Balance due on invoice will show 0.

4. To find authorization number go to Customer Card-Related information-Customer-Credit Card transaction log errors.

Step 1– Returns (SALES/F&A FUNCTION)

1. Proper return paperwork and return order must be completed by order writer. (SALES)

2. Verify the correct credit card number that was originally charges located on return order with in the invoicing tab. (Sales-F&A to verify number is correct)

3. Post and Print-Receive and Invoice-credit memo will be applied to customer account. (F&A)

Step2 – Returns-Refund Credit Card-Remove credit memo from customers account (F&A FUNCTION)

1. Role Center, Actions, Cash Receipt Journal (notes located J:\NAV Launch 2012\Training Scripts\Nav how to documentation\AR\Customer Refund Process –NAV processed credit card

2. Verify that customer’s account has been cleared of credit and the return was authorized.

Customer Refund Process – NAV processed credit card

· Process return paperwork and check account for accurate credit amount.

· Now process credit to credit card through cash journal in NAV.

· Role Center-Customers-Enter Customer number and highlight customer-click Cash Receipt Journal button at top of screen or Actions-Cash Receipts Journals.

The Cash Receipt Journal will open.

· -Posting date=Current date

· -Document type=Refund

· -Document No.=Refund plus the CM#

· -Account Type=Customer

· -Account No.-Customer#

· -Amount=refund amount

· -Bal. Account Type=Bank Account

· -Bal. Account No.=WF or RBC

· -Choose Credit Card No. that was originally charged and should be credited by using the drop down arrow (you must do this or credit card will not be refunded.)

· -Applies to Doc. Type=Credit Memo

· -Applies to Doc. #=Click to open and then click ok. Doc # auto populates

· -Post and Print

· Verify refund was processed by going back to the customer account.

o Related information

o Customer

o Credit card transactions log entries

o You should see Document type Refund-Transaction result success-Transaction description-Refund and the correct amount.