Payment Processors

Overview

The Payment Processor screen provides the ability to have more than one Payment Processor account connected to your organization (org). More than one Payment Processor account can be included if you are using Stripe as your Payment Processor. You can also configure a Global Default Payment Processor in case a Payment Processor has not been specified on Billings.

The information on the Payment Processor screen will be used when you connect to Stripe. This screen also includes the ability to test your connection using the Test Mode.

Some of the fields that display on the Payment Processor screen are included based upon the selected Payment Processor Type: Stripe.

Do you want to:

Add a Payment Processor for Cardknox
Add a Payment Processor for Stripe
Review Transaction Import Errors from Cardknox

Add a Payment Processor for Cardknox

Navigate to Accounting Home and click the Setup tab. Then, under the Utilities menu, click Payment Processors.
Click New. The New Payment Processor dialog box displays.
Enter a descriptive Name for this Payment Processor, which is a required field.
Leave the Global Default Payment Processor checkbox blank for now. For more information, refer to the Payments Settings article.
Select Cardknox from the Type drop-down list.
Search for and select a Default Ledger. This is a required field.
Note: This is the Ledger that will be used in the event that any payments are generated in Cardknox that are not associated with a specific Billing or Ledger.
If you choose to allow customers to make partial payments, click the Enable PaymentSITE Partial Payment checkbox.
If you choose to include Convenience Fees, click the Enable Convenience Fees checkbox.

Note: The ability to include Convenience Fees is only available if you are using Cardknox as your Payment Processor.

Important: After selecting the Enable Convenience Fees checkbox, and entering the GL Account and other fields below, if you later decide not to include Convenience Fees (de-select this checkbox), but still have Electronic Transfer Fee options selected in your Cardknox portal, these fees will continue to be charged. If you no longer want to include Convenience Fees, the Enable Convenience Fees checkbox needs to be de-selected here, as well as de-selecting the options for Electronic Transfer Fees that were selected in the Enable Convenience Fees in Cardknox section of the Cardknox Onboarding Process article.

Use the information below to complete the Convenience Fee fields:
1. Convenience Fees GL Account – search for and select the Convenience Fees GL Account. This GL Account is to offset the fees that will be charged by Cardknox and included in the Merchant Fees GL Account, which will also be selected in this screen. This GL Account can be an Expense or Revenue GL Account.
  Important: This GL Account CANNOT be the same as the Merchant Fees GL Account.
2. Convenience Fee Mapping – click the drop-down list to select the custom field that you selected in Cardknox to save the Electronic Transfer Fee amount. This should match the Custom09 field that was set up in the Cardknox portal in Accounting Settings | New Transaction | Electronic Transfer Fee | Custom field to save the Electronic Transfer Fee amount.
3. Original Amount Mapping – click the drop-down list to select the custom field that you selected in Cardknox to save the original amount. This should match the Custom10 field that was set up in the Cardknox portal in Accounting Settings | New Transaction | Electronic Transfer Fee | Custom field to save the original amount.
4. Credit Card Convenience Fee Type – identifies the way Convenience Fees will be calculated on credit cards. You can select from one of the following two options:
  Note: If entered, the Convenience Fee amount will be included on payment screens in Accounting Seed.
  1. Flat Fee – selecting this option displays an additional field to enter a flat fee amount, which will always be the same Convenience Fee amount on every payment.
  2. Percent – selecting this option display an additional field to enter a percentage amount. This will calculated the Convenience Fee as a percentage of the original payment amount.
5. ACH Convenience Fee Type – identifies the way Convenience Fees will be calculated on ACH payments. You can select from one of the following two options:
  Note: If entered, the Convenience Fee amount will be included on payment screens in Accounting Seed.
  1. Flat Fee – selecting this option displays an additional field to enter a flat fee amount, which will always be the same Convenience Fee amount on every payment.
  2. Percent – selecting this option display an additional field to enter a percentage amount. This will calculated the Convenience Fee as a percentage of the original payment amount.
Leave the Test Mode checkbox blank.
Important: You must have a Cardknox sandbox to test your connection. Then, when you save this Payment Processor, click Merchant Account Info and enter your two sandbox passwords in the xKey and iFieldsKey fields.
Search for and select the Merchant GL Account. This is a required field.
Note: A Merchant Account allows you to accept and process electronic payment transactions. The Merchant GL Account entered here represents the bank account into which Cardknox payments are initially deposited. This GL Account must be a Balance Sheet type of GL Account and have the Bank or Credit Card Account checkbox selected. This cannot be the same GL Account as your Bank GL Account.
Note: The Merchant GL Account must be set up in the General Ledger Accounts screen before you can add it here. For information about adding a new GL Account, refer to the Create a New GL Account article.
Search for and select the Bank GL Account. This is a required field, which represents your company’s bank account. This cannot be the same GL Account as your Merchant GL Account.
Search for and select the Merchant Fees GL Account. This is a required field.
Note: This GL Account is used for all related processing fees. This must be an Expense GL Account.

Note: The Merchant Fees GL Account must be set up in the General Ledger Accounts screen before you can add it here. For information about adding a new GL Account, refer to the Create a New GL Account article.
Leave the PaymentSite URL field blank for now.
Click Save.

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Add a Payment Processor for Stripe

Navigate to Accounting Home and click the Setup tab. Then, under the Utilities menu, click Payment Processors.
Click New. The New Payment Processor dialog box displays.
Enter a descriptive Name for this Payment Processor, which is a required field.
Leave the Global Default Payment Processor checkbox blank for now. For more information, refer to the Payments Settings article.
Select Stripe from the Type drop-down list.
(Optional) Prior to going live, if you want to test this Payment Processor when you connect to Stripe, select the Test Mode checkbox. Otherwise, leave this checkbox blank.
Leave the Connected Account Token checkbox blank. This field will be automatically populated when you connect the Payment Processor to your Stripe account.
Click Save. The new Payment Processor displays.
Click Connect Payment Provider. The Connect Payment Provider Confirmation dialog box displays.

Note: If you clicked the Test Mode checkbox, a message displays to confirm the Test Mode selection.
Click Connect.
Log into Stripe to establish a connection between this new Payment Processor and your Stripe account.
In Accounting Seed, access the Payment Settings screen to set a Global Default Payment Processor.

Review Transaction Import Errors from Cardknox

Note: The information in this section only pertains to Cardknox. This information is not applicable for Stripe users.

When the Merchant Download Automation job begins, it first analyzes payments in the recently settled Cardknox batch for any missing customer information. If missing customer information is found, the job aborts and creates a Transaction Import Errors record. The job cannot proceed until the Transaction Import Errors are resolved.

Note: You can access the Transaction Import Errors page by clicking the Related tab on the Payment Processor screen.

Best Practice: It is recommended that you check for Bank Deposits and Journal Entries every day (if you received payments on the previous day). If you do not locate any records, you can check in Cardknox to see if there is a batch of payments processed for the previous day. If a batch exists, the Transaction Import Errors page should be checked for possible errors.

Error messages on the Transaction Import Errors page might be related to one of the following:

The Custom 19 field was not added in Cardknox on the Billing Information section of the Accounting Settings screen. For more information, refer to the Complete Cardknox and PaymentSITE Configurations section of the Cardknox Onboarding Process article.
A payment was made directly in Cardknox, and the Merchant Download Automation job does not have a way to identify the related Customer Account name in Accounting Seed.
Note: To correct this situation, add the Customer Account name and/or the Billing number. Click the drop-down arrow that displays to the right of a row and select Edit. Then, from the Edit dialog box add the Customer Account name and/or the related Billing number.

Note: Click here to view the above image in full screen.

When all of the error messages have been cleared from the Transaction Import Errors page on the Related tab, the Run Merchant Download button is available on the top right portion of the Payment Processor screen. This job can be run to re-start the transaction import process. Otherwise, if you have this job scheduled to run each night, it will run as part of the normal nightly process. And, once the job runs successfully, the Last Sync field on the Payment Processor will be updated to reflect the last date and start time of the Merchant Download Automation job.