What are online payments?
FBO One supports taking offline and online payments. This article provides an overview of online payments using the integrated credit card processing functionality in FBO One.
...
An online payment gateway is the path between the software, your merchant account, and the various card issuers that allows for authorization of credit card payments and settlement of funds to your account.
Currently, FBO One supports the MSTS payment the MSTS payment gateway only. Internationally, processing is available for Avcard and AIR Card. In the US, processing is available for most aviation fuel cards and bank cards (Visa, MasterCard, American Express, Discover).
For convenience, it is possible to keep card information stored securely "on file" for future use. The full credit card number is not stored or viewable in FBO One. The card numbers are safely stored in the gateway vault, and a special token representing the card number is returned to FBO One. Subsequent charges or refunds are handled through the passing of the token.
...
Online Payment Process
- Complete all work on an order.
- Start the payment step.
- On the Take Payment screen, select "
- Successful authorization will result in "Payment has been successfully authorized" message.
...
When an order is ready for payment, go to the order screen and select the Pay option.
Why Swipe?
Swiping (card in hand) is considered the most secure method by the bank card issuers. If processing a regular, non-fuel card for payment, swiping the card may result in a better processing rate than key entering or using the card on file. Card on file is a convenience, but swiping is the preferred method whenever possible.Swiping fills the data fields using the information contained in the magnetic stripe on the card, so it is also easier and more accurate than key entering the information. If purchasing a card reader for use with online payments, it should meet the following specifications:
- Reads 2 or 3 tracks of data
- Works as a keyboard wedge
- USB connection (This is the standard, as most computers have available USB ports)
- Works with your operating system (Windows 7, Windows 8, Mac, etc.)
Take Payment
...
Receipts can also be emailed. Multiple email addresses can be used; separate each by a semi-colon (;).
Telephone Authorization
On rare occasions, approval for a credit card payment may need to be obtained from the card processor (Visa, MasterCard, Avcard, etc.) by telephone. This telephone approval (voice authorization) could occur in the following circumstances:
- Card has been declined online and customer requests that you attempt approval by telephone
- Internet connection problems delay online authorization and processing
The card processor will provide an approval code. The code should be entered in the Telephone Authorization Code field on the Authorize Online Payment screen. Entering a valid code will bypass the standard online authorization checks so processing of the payment may continue. The transaction MUST be processed correctly through your FBO One system in order for the charge to be paid. Simply getting an approval by telephone does NOT get you the money.
Authorization codes obtained by telephone are only valid for a limited amount of time, so do not delay in using the code.
If a Telephone Authorization Code is used for an AIR Card transaction, a later void or refund/credit of the transaction is not possible online, so please verify that the transaction is correct before processing. If a void or refund/credit is needed, please contact AIR Card Merchant Support for assistance:
AIR Card Merchant Support
855-214-1320
merchant-support@aircardsys.com
Voice Authorization for MSTS Merchants
To obtain a Voice Authorization / Telephone Authorization Code, call:
| Visa | 800-430-7161 |
| Mastercard | 800-430-7161 |
| American Express | 800-430-7161 |
| Discover | 800-430-7161 |
| Avcard | 800-282-2731 |
| AIR Card | 855-319-0570 |
You will be required to enter your Merchant ID at the start of the call . If you don't know your Merchant ID, please contact MSTS merchant support now so you can have it on hand when needed:
MSTS/AHT Merchant Support:
855-214-1320
ahtprocessingsupport@multiservice.com
The following information will be requested for the authorization attempt:
- Amount to be charged
- Name on Card
- Card Number
- Expiration Date
- Verification Code (3 digits on the back of Visa/MasterCard, 4 digits on the front of American Express)
- Postal / Zip Code of billing address
Online Payment Complete
After successful authorization, the payment is shown on the order screen.
...
Various warning messages are reminders that the previous payment(s) will be automatically voided or credited as required before processing the new payment.
...
In some cases, a re-payment is not possible without first manually processing a void or credit for the order. If a message is received during a re-payment attempt indicating that the original payment needs to be voided or credited, follow the steps below.
...
It is possible to void an online payment the same day the payment is processed. Start the void process by clicking on the payment amount link on the order screen.
Invoice order
...
.
...
Click the Void link. (If the Void link is not visible, the payment will instead need to be refunded.)
...
If the option to void an online payment is not available, it is because the charge already went through settled overnight with funding on the way to the merchant account. This can be seen in the example below where the log shows "Transaction settled". In this case, the CreditPayment link will be used to refund the online payment.
Enter a reason for the CreditPayment. The reason will be on record in case there are any questions about the adjustment in the future. Click OK to complete the process.
The credit shows on the order. Notice the "used card on file" note. The main reason to keep cards on file is to make refunding easier.
Invoiced order
...
, or because the order has already moved to back office and been invoiced. In this case there are two options:
- Credit Payment after Settlement: Create an automatic credit order to reverse the original order and credit the payment
- Credit Payment and Rebill after Settlement:Create an automatic credit order to reverse the original order, plus a related order to recharge correctly, and credit the payment
Credit Payment after Settlement
These are the steps to completely refund an online credit card payment without collecting a new payment from the same customer for a corrected order.
After an order has been paid by online credit card and Registered to Back Office, if a payment error is found, the correct process is to continue through invoicing the original order. This will keep the original order and payment in sync with the overnight batch/settlement records from the credit card processor and make reconciliation easier for accounting.
After the original order has gone completely through the back office process, return to the original order to process the credit.
1) On the original order, select Credit Order.
2) On the Credit Order screen, the checkbox for 'Create an extra copy of the order to charge the corrections' will be checked.
- CREDIT & REBILL: Leave the box checked if you need to refund the original credit card charge PLUS rebill for a different amount or against a different form of payment.
- CREDIT ONLY: Uncheck the box if you want to reverse the original order and refund the credit card charge without rebilling.
3) For this example, the original order will be reversed and the credit card charge refunded without rebilling. The box is unchecked and audit remarks are added.
4) A related credit order is automatically created to reverse the original order. This credit order cannot be revised.
5) After the credit order is created, scroll up to the original order and click on the credit card payment.
6) Select CreditPayment.
7) The text on screen indicates that the credit card refund will be added to the credit order that was just created so the accounting records will be correct.
8) Confirmation will be given that credit card refund processed successfully.
Note: In some cases, there may no longer be a credit card stored for the refund. In that case, the system will present a screen requiring entry of credit card information.
9) The original order still shows the original payment.
10) The related credit order shows the credit card refund.
Batching and Settlement
When FBO One software users submit online credit card transactions for authorization, the charges are approved by the processor immediately. Later, all the charges are automatically "batched" overnight. Batching simply means that all the authorized charges for one day are sent in a single "batch" to the processor(s) for final handling. The time between authorization and batching allows for adjustments to the transactions via the Void process. After batching, "settlement" occurs – the funds from the transactions, minus any processing fees, are queued for deposit to the merchant's account. Receiving payment for the transactions typically takes 24 - 48 hours, but may take longer for certain card types or if there is a bank holiday.
...