Charge a Customer Using Cardknox

Important: The AR Automation feature is open to customers who have the following:

• a single Ledger 
• use a single currency
• and primarily process credit card payments (ACH is planned for a later release)

If you would like to know more about this feature, please send an email to licensing@accountingseed.com.

Overview 

In order to charge a customer using Cardknox, at least one Payment Method must already exist for the selected Account. For more information, refer to the Manage Cardknox Payment Methods article.              

There are three main ways of charging a credit card:

Important: With the Summer ’23 release, only credit card payments are supported.

• Prepayments - A credit card can happen prior to the creation of a Billing.
• Billings - Once Billings are created, a credit card transaction can be created for one or multiple Billings.
• Payment Site URL – when a Billing Line(s) is saved, the Payment Site URL field will automatically populate with the hyperlink for the related Billing based upon the selected Payment Processor, which includes the Payment Site URL that was added from Cardknox. As the Billing is emailed out to the customer, the customer can click the Payment Site URL to access a Secure Payment form to enter in their credit card information. When the customer clicks Process Payment, a printable receipt will display.

Do you want to:

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

Create a Payment (Prepayment) 

1. Navigate to Accounting Home and click the Setup tab. Then, under the  Master menu, click Accounts.
2. Select a list view (other than the Recently Viewed list view).
3. Select an Account record to display. 
4. On the Account page, click Create Payment.
5. 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.
6. Click the Payment Method drop-down list to select the correct Account Holder name, if necessary.
   Note: The Payment Method includes the Account Holder's name, credit card type, and the last four digits of the card number. The default Payment Method is initially assigned. All available Payment Methods display in the drop-down list and one can be selected.
7. Enter the Amount to be paid.
8. (Optional) Add a description and any GL variables associated with this transaction.
9. 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.

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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 Payment Site 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.

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

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.

Update Payment Activities

With Cardknox, you can update the latest available Payment Activities in three ways:

• Schedule the Payment Activity Status job – this job will update Payment Activity records, which allows you to view the latest available Payment Activity from the Payment Activities screen. To schedule the Payment Activity Status job refer to the Automated Jobs article.  
• Run the Payment Activity Status job on demand – this job can be run on demand by selecting Payment Activity Status and clicking Run Now from the “Run an On Demand Job” section of the Automated Jobs screen. After running the job, the results can be viewed in the Payment Activities screen.
• Clicking the Status ACH Payments button from the list view of the Payment Activities screen.

Access Path: The Payment Activities screen is accessible from Accounting Home | Run Reports | Utilities.

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Summer '23 Release

Release Notes and Schedule

This article was new with the Summer '23 release.