What are online payments?
FBO One supports supports taking offline and online payments. This article provides an overview of online Avcard and AIR Card payments using the integrated credit card processing functionality in FBO One.
Online payments are credit card payments that are processed online using FBO One. The card information is swiped into FBO One using a connected card reader, or by key entering the card information into FBO One.
Online Payment Gateways
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.
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For security reasons, online card processing requires the use of a modern browser. The supported browsers are: Internet Explorer 11, Microsoft Edge, Google Chrome, Safari. |
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.
Start Payment
When an order is ready for payment, go to the order screen and select the Pay option.
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Swiping (card in hand) is considered the most secure method by the bank card issuers. 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
On the Take Payment Take Payment screen, select "Swipe card using AHT payment gateway".
If there is an existing card existing card on file for the customer, "Card on file" will also appear as a payment optionpayment option.
Enter Card Information
also
After entering the required information, the Submit Card button will be visible. The Submit Card button will move the process to the next screen.
Authorize Online Payment
Successful authorization will result in a green "Payment has been successfully authorized" message. If there is an issue with the authorization process, more information will be shown in red text.
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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
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Online Payment
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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
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Complete
After successful authorization, the payment is shown on the order screen.
Re-Pay an Order
At times, it is necessary to Re-pay an order. Typical reasons for this include:
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In the example below, an additional service has been added to the order after the original payment, resulting in an amount due.
On the
Various warning messages are just reminders that the previous payment(s) will be automatically voided or credited as required before processing the new payment.
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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.
Void an Online Payment
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.
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When the order is already invoiced it is not possible to void the payment even when it is on the same day.
To rollback the payment, the payment should be credited see next chapter 'Refund an Online Payment'
Click the Void link. (If the Void link is not visible, the payment will instead need to be refunded.)
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The payment shows as Voided on the order, and the Amount Due once again requires payment.
Refund an Online Payment
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
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, or because the order has already moved to back office and been invoiced. In this case there are two options:
- Credit Payment: Create an automatic credit order to reverse the original order and credit the payment
- Credit Payment and Rebill: Create an automatic credit order to reverse the original order, credit the payment, plus create an automatic related order to recharge correctly
Credit Payment
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 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. UNCHECK the box. In this case, the original order will be reversed and the credit card charge refunded without rebilling.
3) A related credit order is automatically created to reverse the original order. This credit order cannot be revised.
4) After the credit order is created, scroll up to the original order and click on the credit card payment.
5) Select CreditPayment.
6) 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.
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.
7) The credit order has the credit card refund linked to it and can be moved through back office. The original order remains unchanged.
Credit Payment and Rebill
The steps to completely refund an online credit card payment PLUS rebill the customer are the same as the Credit Payment instructions above with just two changes.
2) On the Credit Order screen, the checkbox for 'Create an extra copy of the order to charge the corrections' will be checked. Leave the box checked.
A related credit order is automatically created to reverse the original order, plus an additional related order will be created to properly rebill the customer. .
This order will be flagged as needing payment. The order can be revised to add or remove products or change rates as needed. Once the order has been corrected, payment can be applied by credit card or another form of payment.
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 public holiday.
Batching happens automatically, no user action is required. It is possible to review the current status of all credit card transactions via Menu / Administration / Payment / Online Payments.
Set moment auto Batching and Settlement
OnlinePaymentSettleRobot will settle every night the online payment, the moment the auto batch runs can be set per payment gateway account.
The value format should be two digits hours 24 hour notation an two digits minutes separated by colon.
When the field 'Daily settle time UTC' is left blank the auto batching and settlement is disabled for this account.
Payment Reporting
Back Office
When reviewing orders and invoices in Back Office, results can be filtered by a single Form of Payment, or sorted by the Already Paid header to get an overview of the payments by card type.
Reports
An extensive Excel report of all payments is Credit Card Batch reports are available from the Reports / Payments.
The report can be limited to a single day as shown in the example below.
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This will result in having a filter option for each column, allowing display of the results by different payment types.
tab.
Both reports contain the same information batch / settlement information.
The Excel version will download an Excel file, and can also be set to send automatically by email each day.
The On Screen version will open as shown below. The On Screen version includes a search option, which is useful if you need to locate transactions by some criteria other than the order key. When discussing card processing issues with MSTS, the Invoice ID is often used, since this is the reference number used by the card processor.
Reporting provided by MSTS
MSTS provides daily reporting to the merchant of the settlement and payment of online transactions. For some card types, this reporting may be sent by email for any day in which there is a transaction processed. For accounts with multiple card types, the reporting may be provided by giving the merchant access to the MSTS online dashboard.