Charge a Customer Using Cardknox

AR Automation is available to all customers operating in US Dollars. To activate this feature, please send an email to licensing@accountingseed.com.

Overview

There are different ways to charge a customer using Cardknox. For payments that are processed within the payment screens in Accounting Seed, at least one Payment Method must already exist for the selected Account. For more information, refer to the Manage Cardknox Payment Methods article. If you plan to email a URL to the customer, a payment method is not required to be saved on file.

Prepayments - Process a payment prior to the creation of a Billing.
Billings - Charge a customer using a payment method that is on file.
Payment Site URL – Email a URL to a secure payment form.
Send a generic PaymentSite URL not associated with a Billing - Our recommendation is that the PaymentSite is configured as outlined in the Payment Site URL information. However if a generic link that is not associated with a Billing is sent, the Merchant Download job (automation) will be unable to run until you provide the related customer name or Billing number. For more information, refer to Review Transaction Import Errors from Cardknox.
Payments processed from within Cardknox merchant portal would also need to be mapped in a similar manner so that the automation job can create the relevant records. Again, our recommendation is that you use the Create Payment screen from the Account record. For more information, refer to the Prepayments section.

Do you want to:

Create a Payment (Prepayment)
Receive a Payment
Send an Email with the Payment Site URL on the Billing PDF

Create a Payment (Prepayment)

Navigate to Accounting Home and click the Setup tab. Then, under the Master menu, click Accounts.
Select a list view (other than the Recently Viewed list view).
Select an Account record to display.
On the Account page, click Create Payment.
If more than one Payment Processor exists, click the Payment Processor drop-down list to select the appropriate one for this Account. Otherwise, if only one Payment Processor exists, it will automatically display in the drop-down list.
Click the Payment Method drop-down list to select the correct Account Holder name, if necessary.
Note: The Payment Method includes for credit cards, the Account Holder's name, credit card type, and the last four digits of the card number and for ACH payments, the last four digits of the ACH Bank Account number. The default Payment Method is initially assigned. All available Payment Methods display in the drop-down list and one can be selected.
Enter the Amount to be paid.
Include Convenience Fees – if you include Convenience Fees on the Payment Processor screen, this checkbox will default to selected. (Optional) De-select this checkbox if you do not want to include Convenience Fees on this payment.
Note: If Convenience Fees were not included on the Payment Processor, this checkbox will be disabled.

Convenience Fees – if you include Convenience Fees, the fee amount will display based upon a percentage (calculated after the Amount field is entered) or a flat fee.

Total Payment Amount – this is the Amount + Convenience Fees.
(Optional) Add a description and any GL variables associated with this transaction.
Once you enter the amount and click the Create Payment button the customer has been charged.
Note: When the Create Payment process is successful, a Cash Receipt (Posted to the Merchant GL Account) and a Payment Activity record will be created. Since the Payment was processed directly from the Account, at this point, there will not be a Billing to apply the Cash Receipt. Once the Billing is created, this Cash Receipt will need to be applied to it. Additionally, when the Merchant Download job runs, this Cash Receipt will be associated with the Bank Deposit that was created by the job. The job also creates Journal Entry Lines to move the funds into and fees out of the Bank GL Account.

Receive a Payment

Single Payments

Follow the steps in the Receive Payment Directly from a Billing article.

Batch Payments

Follow the steps in the Receive Payments from Multiple Billings article.

Send an Email with the Payment Site URL on the Billing PDF

If the Payment Processor that is associated with the Billing has the Type field set to Cardknox and the PaymentSite URL has been entered on the Payment Processor, when a Billing Line(s) is saved, the Payment Site URL field will automatically populate with the hyperlink for the related Billing.

Accounting Seed provides a standard email template that can be associated with a PDF format so that the PaymentSite URL auto-populates on the email that is sent to a Customer. You can use the standard email template or customize it, if necessary. For more information, refer to the Set up an Email Template for the PaymentSITE section of the Cardknox Onboarding Process article.

Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Billings.
Select a list view (other than the Recently Viewed list view).
Open a Billing and click Create PDF. You will see a preview of the email along with the payment hyperlink.
Click Send Email. The customer will click the link to access the Secure Payment form and enter their credit card information.

Note: If you include Convenience Fees, when you send the payment hyperlink to a customer, after the customer completes the Enter Payment Amount field, the Electronic Transfer Fee (Convenience Fee) amount will automatically be calculated. This fee will be included with the payment when the customer clicks Process Payment.

Note: The system will not store the credit card on file. Additionally, if you choose to receive partial payments, the customer will be able to make a partial payment from the Secure Payment form.

Return to top

____________________

SPRING '23 RELEASE ICON.png