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How to process a payment with an integrated billing processor in Auctiva Commerce

Auctiva Commerce can process payments automatically using the powerful Order Manager tool that keeps you informed at all stages of an order. Processing a payment is the method in which you receive authorization for funds and that you will later capture. You can also issue refunds or partial refunds and void payments.

Using an integrated billing processor

You must use an integrated billing processor for credit cards, PayPal, and Google Checkout payment methods. To process checks that are sent by mail or purchase orders, read the "How to manually process a Payment" tutorial.

The entire order process is started when a customer completes checkout on the storefront. At this moment, the customer's billing information is passed securely to the billing processor. Simultaneously, the order is listed in the Order Manager. Depending on the billing processor settings, the order will either be authorized or authorized and captured. Some merchants prefer to initially just authorize funds so that they can inspect the order before capturing funds. This is an extra step for you, however, it allows you to inspect the details to make sure that the order is legitimate. If the billing processor is setup to both authorize and capture, then you will not need to do the Capture transaction per order.

What is a Payment Status?

A Payment Status is the current state of the payment transaction with the billing processor. The Payment Status tells you what stage the payment is in. You can view the Payment Status in the Payments page.

There are a variety of Payment Status options that can display. Here are the common Payment Status options:

  • Unprocessed: This status means no processing has occurred. With an integrated billing processor, the first Payment Status is usually "Authorization Pending." If an "Unprocessed" message persists, check to make sure the payment gateway is setup properly.
  • Authorization Pending: This status displays when the billing processor is waiting for the authorization to be approved.
  • Authorization Failed: This status displays when the authorization was denied because of fraud, a customer's account is overdrawn, the billing information was incorrectly entered or failure has occurred for other reasons. It's up to you to make the next move to resolve the issue. It's a good idea to contact the customer to follow-up about the order before deleting the transaction or cancelling the order. When an Authorization Failed Payment Status is reached, the Order Status will display either "Problem" or "Fraud" depending on the situation.
  • Authorized: The customer's funds are successfully authorized. At this status, the customer's funds still have not been captured.
  • Capture Pending: This status means that the funds are authorized and the funds are in the process of being captured.
  • Capture Failed: This status means that the process for capturing funds has failed. It's up to you to make the next move to resolve the issue. It's a good idea to contact the customer to follow-up about the order before deleting the transaction or cancelling the order. When a Capture Failed Payment Status is reached, the Order Status will display either "Problem" or "Fraud" depending on the situation.
  • Captured: This means the customer's funds have been captured by the billing processor. Depending on how the billing processor works, the funds are either held in your account with the billing processor or transferred to your bank account.
  • Refund Pending: This status means that a refund to the customer is pending to be processed.
  • Refunded: This status means that a refund has been issued to the customer.
  • Void Pending: This status means that a transaction is pending to be voided.
  • Void: This status means that the transaction is void. A void transaction will not refund any captured funds. A void transaction cannot be undone. If an order needs to be completed after a payment has been voided, a new payment must be entered for the order.
  • Paid: This status displays in the Order Manager when a payment is complete.

What is the Payments page?

The Payments page is the page that displays all the critical information regarding the payment transactions for a particular order. From this page, a merchant can do a variety of tasks to advance the payment process or add a new payment. You can find the Payments page for an order by clicking on the Order icon in administration, click on the "Details" link for an order and then click on the Payments tab.

  • In the header of this page is the payment number followed by the method. If this is a credit card payment, the last four digits of the customer's credit card are displayed as well.
  • Amount: displays the order amount that will be processed.
  • Date: displays the date and time the order was placed.
  • Method: displays the Payment Method used to pay for the order.
  • Status: displays the Payment Status. See the "Payment Status" section above for more information.
  • Tasks: displays a variety of tasks that process a payment.
  • Status Note: displays payment status notes that are entered when a transaction is edited.
  • The transaction history section contains a table that lists the payment transactions.
    • Date: displays the date and time the transaction occurred.
    • Gateway: displays the payment gateway that was used for the transaction.
    • Type: displays the type of transaction that occurred.
    • Amount: displays the amount of funds in the transaction.
    • Result: displays if the transaction succeeded or failed.
    • Notes: displays additional transaction data related to the billing processor

How to check if a customer's payment has been authorized

Ideally, an order will be automatically authorized by the integrated billing processor soon after the order is placed. A merchant can easily check the Payment Status of an order by following these instructions:

Step 1. Go to the Order Manager page.
  • Go to Order Manager page by clicking on the Orders icon located in the upper-right corner of the Auctiva Commerce administration.
  • Find the order. Use the search tool if necessary.
  • Click on the "Details" link to the right of the order to load the Summary page for the order.
  • Click on the Payments tab. This will load the Payments page.
  • Locate the Status field. This is the Payment Status.

How to capture funds for a payment

Prior to capturing funds, the integrated billing processor will need to have authorized the transaction. Check to see if the order has an Authorized Payment Status before starting.

Step 1. View the Payments page.

If the Payments page is loaded, skip ahead to Step 2.

  • Go to Order Manager page by clicking on the Orders icon located in the upper-right corner of the Auctiva Commerce administration.
  • Find the order to be captured. Use the search tool if necessary. Click on the "Details" link to the right of the order to load the Summary page of the order.
  • Click on the Payments tab. This will load the Payments page that displays the order payment processing details.
Step 2. Capture Payment.
  • Tasks: Select the Capture Payment option and click on the Enter icon to the right of the task. The Capture Pending Payment Status will appear until funds are captured.
  • If the Payment Status returns "Capture Failed," you can use the Tasks options to retry the capture. If this problem persists, it's up to you on how you proceed. It's a good idea to see the transaction notes to confirm what is causing the problem. Follow up with the customer, should they need to provide a new method of payment.
  • When the Payment Status does display "Captured" in the Payment Status, the transaction is complete.

How to refund a payment

Billing processors allow merchants to refund a customer's funds. Refunds can only be issued when a Payment Status reaches "Captured." If the Payment Status is anything else, simply void the transaction to stop the funds from being captured. See the "How to void a payment" section below.

Step 1. View the Payments page.

If the Payments page is loaded, skip ahead to Step 2.

  • Go to Order Manager page by clicking on the Orders icon located in the upper-right corner of the Auctiva Commerce administration.
  • Find the order to be captured. Use the search tool if necessary. Click on the "Details" link to the right of the order to load the Summary page of the order.
  • On the left-side menu, click on the "Payments" link. This will load the Payments page that displays the order payment processing details.
Step 2. Refund Payment.
  • Tasks: Select the Refund Payment option and click on the Enter icon to the right. The Refund Pending Payment Status will appear until funds are refunded to the customer.
  • When the Refunded Payment Status appears, the refund is complete. It may take a couple days for the customer to see a refund in their account.

This completes the task of issuing a refund to a customer. Remember, a refund can only be issued if the transaction was captured by the merchant.

How to void a payment

A void transaction does not refund a customer's payment. Voiding a transaction kills the transaction altogether. Once a transaction is void, you will not be able to process this payment. A new payment must be made for the order, if the order still needs to be completed.

Step 1. View the Payments page.

If the Payments page is loaded, skip ahead to Step 2.

  • Go to Order Manager page by clicking on the Orders icon located in the upper-right corner of the Auctiva Commerce administration.
  • Find the order to be captured. Use the search tool if necessary. Click on the "Details" link to the right of the order to load the Summary page of the order.
  • Click on the Payments tab. This will load the Payments page that displays the order payment processing details.
Step 2. Void Payment.
  • Tasks: Select the Void Authorization option and click on the Enter icon to the right of the task. The Void Pending Payment Status will appear until the transaction is voided.

This completes the task of voiding a payment. Once a transaction is void, it can't be undone.

This completes the series of tasks related to processing payments using an integrated billing processor. You can also edit and delete payments, too. These features, however, are more useful to payment methods that must be manually processed (i.e., without an integrated payment method).

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