Pay by email & Card on file requests

Pay by email and Card on file request allows for sending payment links to customers to complete online payment and store cards on file through a browser via a payment gateway.

Contents:

Send payment and card on file requests directly to customers to pay orders remotely from anywhere with any device. To allow payment from anywhere (even after departure), the customer receives an email containing a secure link to take payment for the Order.

First release - AHT: For AVCard and AirCard worldwide, and credit cards inside the USA.

First release - Stripe: Worldwide credit cards in the currency of the administration.

The customer follows easy to follow instructions to complete payment or store card on file for future payments, and the option to view the up to date order receipt. After successful payment, the order and receipt are automatically updated with the added payment; allowing for a no-touch payment, reducing risks from customer contact.

An active payment gateway is required for ‘Pay by email’ and ‘Card on file request’. See Payment Gateways (Administration), Online Avcard and AIR Card Payments (International Merchants) and Online Credit Card Payments (U.S. Merchants)

Feature video

Instructions:

Enable Pay by email & Card on file request

  • Navigate to Payment Gateways (Administration) screen, and for the relevant payment gateway account, enable the following settings:

    1. Allow pay by email

    2. Allow card on file by email

  • Once enabled, ‘Card on file request’ and ‘Pay by email’ are displayed as new options in the payment options of an order.

Send Pay by email or Card on file request from Order

  • Choosing ‘Card on file request’ or ‘Pay by email’ will open a send email pop-up screen allowing the sending of payment link to the customer.

Pay by email can only be sent for orders that have a positive outstanding balance, and that are not in a cancelled order state. Card on file requests can be sent at any time.

Send email request info:

  • Warnings will display for services that have no price or have a workflow that is not finished.

  • Check boxes for ‘Email 1’ and ‘Email 2’ of the Operator and Debtor will show to allow quickly sending to the correct email addresses. Email’s can also be added manually separated by comma or semi-colon.

  • Email addresses can be entered into the ‘To’, ‘Cc' and ‘Bcc’ fields for sending to multiple recipients. Note: The ‘Email address to’ field is mandatory.

  • The email subject and body text can be changed in the ‘Subject’ and ‘Message’ fields. See PayRequestSubject / PayRequestBody (for Pay by email) and CofRequestSubject / CofRequestBody (for Card on file request) to change the default text.

  • View an up to date order receipt via ‘Receipt info’.

  • For email confirmation of added online payments and cards on file, add emails to ‘Confirmation to address’ field. Note: Emails will populate from ‘Email From address for invoicing’ field defined in the FBO location’s Administration.

  • On opening, the screen will redirect from the Classic screens to the newUI (Handlings) screen.

  • If BlockMultipleOnlinePaymentsPerOrder is set to true, sending payment requests will be blocked if the order already has a confirmed payment.

Once ‘Pay by email’ or ‘Card on file request’ is sent from order, the customer receives an email containing a secure payment link to take payment or add a card on file. Note: The customer will also receive a PDF attachment of the current receipt.

See PayRequestSubject / PayRequestBody (for Pay by email) and CofRequestSubject / CofRequestBody (for Card on file request) to change the default email text.

 

Payment link info:

  • All payment links are managed in the Payment requests (Administration) page where they can be made inactive or expired.

  • Payment links by default will expire after 2 days from time of sending.

  • Payment links can be opened from any browser and mobile device.

Opening payment link, entering card details and authorizing payment/card on file

On opening payment link, the customer is guided through each screen to process and authorize online payment or store card on file.

  1. Pay start - Screen showed on opening payment link.

    • ReportFBOLocation and order key is shown in the header.

    • Up to date order balance ‘Amount due’ and due date for payment is shown.

    • Payment method with allowed payment cards is chosen (currently through AHT gateway only).

    • Receipt info can be clicked to be expanded to show up to date generated receipt.

    • Customer clicks ‘START’ to begin payment.

2. Entering card details to payment gateway

  • Customer adds valid ‘Card Number’, chooses 'Card Type, and clicks ‘Validate’. Note: This will check the card number is valid for the chosen type.

  • ‘Expiration Date’ for the card is added from drop down.

  • ‘Billing Street Address’ is not mandatory.

  • ‘Billing Zip Code’ is mandatory, if not known then enter 00000.

  • To have the option to store payment card on file for future payments keep ‘Keep My Card on File?' checked.

  • Click ‘Submit Card’ for pre-authorization. Payment is not yet taken.

3. Authorize payment

  • To finalize payment the card must be authorized by clicking the ‘AUTHORIZE’ button.

  • Payment card entered showing last 4 digits and Charge amount is shown.

  • Optional store card on file for future payments against:

    • This handling order only - any further payments restricted to this handling order.

    • Future orders for the debtor - if an order has this debtor, the stored card can be used for future payments.

    • Future orders for the operator - if an order has this operator, the stored card can be used for future payments.

    • Future orders for the registration - if an order has this aircraft registration, the stored card can be used for future payments.

    • Don’t keep this card on file - no future payments are taken using this card.

  • The receipt can be viewed via ‘Receipt info’ drop down to view pre-authorized payment.

4. Payment successfully authorized - sending payment receipt by email

  • On successful authorization of payment, the order is automatically updated with the authorized payment and the outstanding balance is paid.

  • The customer has the option to send by email the payment receipt by entering emails in ‘Email receipt to’ and ‘Copy email receipt to’ and clicking ‘SEND’

  • The receipt can once again be generated from ‘Receipt info’ showing the updated payment taken against the order.

  • This window can now be closed, with payment complete.

  1. Card on file request start - Screen showed on opening payment link

    • ReportFBOLocation and order key is shown in the header, along with the payment due date for the order.

    • Payment method with allowed payment cards is chosen (currently through AHT gateway only).

    • Store card on file for future payments against:

      • This handling order only - any further payments restricted to this handling order.

      • Future orders for the debtor - if an order has this debtor, the stored card can be used for future payments.

      • Future orders for the operator - if an order has this operator, the stored card can be used for future payments.

      • Future orders for the registration - if an order has this aircraft registration, the stored card can be used for future payments.

    • Customer clicks ‘START’ to allow entering card details for storing card on file.

2. Entering card details to payment gateway

  • Customer adds valid ‘Card Number’, chooses 'Card Type, and clicks ‘Validate’. Note: This will check the card number is valid for the chosen type.

  • ‘Expiration Date’ for the card is added from drop down.

  • ‘Billing Street Address’ is not mandatory.

  • ‘Billing Zip Code’ is mandatory, if not known then enter 00000.

  • To store payment card on file for future payments keep ‘Keep My Card on File?' checked.

  • Click ‘Submit Card’ to store card.

3. Card is stored on file

  • On ‘Submit Card’ card is stored against chosen ‘Store card on file for’ option.

  • A summary will show where the card has been stored, the form of payment, the card alias (the last 4 digits) and the card status.

  • This window can now be closed, with card on file stored.

Authorizing payment/card on file

  • The order receipt will always generate the latest version on opening, to ensure that the order balance is correct.

  • When opened the customer has 10 minutes to complete payment before time out. Opening the payment link again will reset the timer - but payment will need to be restarted.

  • Forms of payment can be disabled from Pay by email/Card on file, removing the option for the customer. See How to disable Pay by email, Card on file requests and cards on file for a form of payment

  • Customer enters card details to payment gateway directly, card numbers are not stored in FBO One.

  • Pay by email allows for storing cards on file during payment authorization.

  • Cards on file can be disabled on a per contact/per registration basis removing the option for the customer.

Confirmation of completed payments and cards on file added by customers

When payment or card on file has been authorized by a customer via ‘Pay by email’ or ‘Card on file request’ payment link, an email confirmation is sent automatically to the ‘Confirmation to address’ specified.

Confirmation of online payment and card stored info:

  • Confirmation email is sent immediately after completed ‘Pay by email’ or ‘Card on file request’.

  • ‘Confirmation to address’ is taken from ‘Email From address for invoicing’ field defined in the FBO location’s Administration.

  • Summary of payments added and cards on file stored show in the email body.

  • Direct links to payments and where the card has been stored are also shown.