General Operation

Estimated reading time: 11 min

In this general operations guide, we will walk you through the setup and operation of the Versapay Cloud Integration (BC-ARC) feature included with the ChargeLogic Payments software which allows organizations that use ARC and BC (with CL installed) to integrate the flow of data (in both directions) between ARC and BC.

Once ChargeLogic Payments has been loaded, a new set of activities with appear on the following role centers:

 

  • Accounts Receivable Administrator (9003)
  • President – Small Business (9020)
  • Business Manager (9022)
  • Credit and Collections Manager (36603) The BC-ARC activities will appear as follows:

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Setup:

Click the title bar to view two options:

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An example of the page for setting up the integration follows:

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General tab:

  • API Operating Mode – Specifies the mode for the Versapay ARC integration. The test mode will use versapay.com while the production mode will use secure.versapay.com
  • API Key – Specifies the API Key that can be obtained from the Versapay ARC system under the Integration area of the ARC system (use copy and paste – note that once pasted, the key cannot be edited in BC).
  • API Token – Specifies the API Token that can be obtained from the Versapay ARC system under the Integration area of the ARC system (use copy and paste – note that once pasted, the token cannot be edited in BC).
  • Prefix / Suffix Usage – Specifies whether a prefix or suffix should be added to customer, invoice, and credit memo numbers. This may be required if multiple companies integrate to one Versapay ARC instance. The options are “Do Not Use”, “Add a Prefix” & “Add a Suffix”. Please note that for invoices and credit memos, the field “display_number” will receive the value from BC without the prefix or suffix so that the end customers will not see the prefix or
  • Prefix / Suffix Value – Specifies the prefix or suffix to apply to customer, invoice, and credit memo numbers, if enabled (e.g. US- or -US).
  • Division Mapping – Specifies the method of determining the Division when sending invoices and credit memos to the Versapay ARC system. The options are “Do Not Use”, “Use Company”, “Entered Value”, “Global Dimension 1” & “Global Dimension 2”. Often the ARC system requires the use of a division, especially with invoices and credit memos. Consult with the ARC implementation staff to determine if a division is
  • Preset Division Value – Specifies the static value to send as the division to the Versapay ARC system when Division Mapping is set to Entered

Customer tab:

  • Customer Integration – Specifies how the Versapay ARC integration should handle the sync of Customers. Specific customers can be excluded from the sync using the field “Do not Sync Versapay ARC” on the Customer Card. The options are “No Integration”, “ARC to ERP Only”, “ERP to ARC Only” & “Bidirectional”. Often, the ERP system is the only system where customer changes can be made. If that is the case, then select “ERP to ARC Only”.
  • Customer Watermark – Specifies the integer that is used to determine the customers that have been added or edited directly on Versapay ARC system since the last request was processed. The system will auto-manage this field – the only exception may be on system startup. This setting only applies to “Customer Integration” options of “ARC to ERP Only” or “Bidirectional”.
  • Customer Update Method – Specifies whether customer changes are sent to the Versapay ARC system real-time or via a later batch update. The options are “Real-Time” and “Batch”. This setting only applies to “Customer Integration” options of “ERP to ARC Only” or “Bidirectional”. When set to “Real-Time”, the system will update ARC a few seconds after the user changes a customer or contact If set to “Batch” mode, the user will need to process the log entries manually to send the newly created entries to ARC (explained below).

Payments tab:

  • Payments Integration – Specifies how the Versapay ARC integration should handle the sync of Payments. The options are “No Integration”, “ARC to ERP Only”, “ERP to ARC Only” & “Bidirectional”. It is expected that “Bidirectional” will typically be selected since payments will likely be processed on both systems.
  • Payments Watermark – Specifies the integer that is used to determine the recent payments posted directly on the Versapay ARC system that need to be posted to the ERC system. The system will auto-manage this field – the only exception may be on system startup. This setting only applies to “Payments Integration” options of “ARC to ERP Only” or “Bidirectional”.
  • Payments Update Method – Specifies whether newly posted payments are sent to the Versapay ARC system real-time or via a later batch The options are “Real-Time” and “Batch”. This setting only applies to “Payments Integration” options of “ERP to ARC Only” or “Bidirectional”. When set to “Real-Time”, the system will update ARC a few seconds after theuser posts a payment applied to an invoice or credit memo. If set to “Batch” mode, the user will need to process the log entries manually to send the newly created entries to ARC (explained below). Unapplied payments will be sent to ARC as credits.
  • Non-Designated Customer No. – Specifies the customer to use if payments are received from the Versapay ARC system where the customer has not been indicated (e.g. from an initial payment or lockbox files). It is recommended that this customer have the field “Do not Sync Versapay ARC” checked on their related customer
  • Store No. – Specifies the Store No. to use when creating EFT Transactions for payments posted directly on the Versapay ARC system (See below for gateway and store setup).
  • Terminal No. – Specifies the Terminal No. to use when creating EFT Transactions for payments posted directly on the Versapay ARC system (See below for gateway and store setup).

Invoices and Credit Memos tab:

  • Invoice Update Method – Specifies whether new or edited invoices are sent to the Versapay ARC system real-time or via a later batch update. The options are “Real-Time” and “Batch”. When set to “Real-Time”, the system will update ARC a few seconds after the user posts an If set to “Batch” mode, the user will need to process the log entries manually to send the newly created entries to ARC (explained below).
  • Credit Memo Update Method – Specifies whether new or edited credit memos are sent to the Versapay ARC system real-time or via a later batch update. The options are “Real-Time” and “Batch”. When set to “Real-Time”, the system will update ARC a few seconds after the user posts a credit memo. If set to “Batch” mode, the user will need to process the log entries manually to send the newly created entries to ARC (explained below).

Wallet tab:

  • Wallet Integration – Specifies how the Versapay Cloud Platfor (ARC) integration should handle the sync of wallet entries. The options are “No Integration”, “ARC to ERP Only”, “ERP to ARC Only” & “Bidirectional”. It is expected that “Bidirectional” will typically be selected since wallet entries will likely be collected and managed on both systems.
  • Wallet Watermark – Specifies the integer that is used to determine the recent wallet entry posted directly on the Versapay ARC system that need to be posted to the ERC system. The system will auto-manage this field – the only exception may be on system startup. This setting only applies to “Payments Integration” options of “ARC to ERP Only” or “Bidirectional”.
  • Gateway No. for Credit Cards – Specifies the Gateway No. to use when creating wallet entries for tokenized credit cards using the Versapay gateway.
  • Gateway Account No. for Credit Cards – Specifies the Gateway Account No. to use when creating wallet entries for tokenized credit cards using the Versapay gateway.
  • Gateway No. for Checking Accounts – Specifies the Gateway Account No. to use when creating wallet entries for tokenized checking accounts using the Versapay gateway.
  • Gateway Account No. for Checking Accounts – Specifies the Gateway Account No. to use when creating wallet entries for tokenized checking accounts using the Versapay gateway.

Gateway and Store Setup:

A gateway ARC should already exist – this gateway is used to facilitate the creation of cash receipt journal lines from payments posted directly on ARC. To complete the setup, you can utilize the ChargeLogic Payments Setup Wizard to help create the required Gateway Account, Store and Terminal(s). If desired, open the ARC gateway record and create one Gateway Account similar to the following:

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Once the Gateway Account is established (with default values), use the Create Store and Terminals action to create the related store and terminal required to process the ARC integration.

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Using the setting above, this action will create one store and one (or more) terminals based on your license. You will need to assign one of the terminals (e.g. 001) to a user. Enter the ARC store no. and the terminal no. assigned to a user in the Versapay ARC Integration Setup page.

 

The final setup that is required is to inform the system where to create the cash receipts journal lines when payments are processed directly on ARC. Go to “Account Type General Journal Batches”.

 

You will need to enter information like the example shown below:

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Currently, the ARC integration only handles Visa, MasterCard, Amex, Discover and Check (ACH/EFT). You will likely need to create the ARC cash receipts journal batch and the bank account that will be used to track the merchant activity processed by ARC.

Operations: 

The ARC Integration uses a log table (and page) for all transactions both sent to ARC as well as those received from ARC. Click “View Log Entries” to open the log page.  Please note that the page defaults showing Open entries only.  You can remove the Open filter to view already processed entries.

An example of processed log entries is shown below:
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Actions:

  • Process Log Entries – Use to process the integration with the Versapay ARC, if in batch mode. All Open entries will be sent to ARC.  In addition, if enabled, the system will retrieve recent customer changes and payments posted directly on ARC.
  • Mass Create Customers – Use to mass create new Open log entries for a selected set of customers to upload to the Versapay ARC system. This feature should be useful to quicken the ARC system startup.
  • Mass Create Open Invoices – Use to mass create new Open log entries for open (unpaid) invoices and credit memos for a selected set of customers to upload to the Versapay ARC system.
  • Export Request – Use to view the request that was sent to the Versapay ARC system, if applicable. This feature is especially useful during the testing phase of the integration.
  • Export Reply – Use to view the reply that was received from the Versapay ARC system, if applicable. This feature is especially useful during the testing phase of the integration.
  • Remove from Job Queue – This action is visible when using the Real-Time mode and the background processing of the entry has not processed which is rare.

Navigate:

  • Customer – View or edit detailed information about the customer related to the log entry.
  • Ledger Entries – View the history of transactions that have been posted for the selected customer.
  • ARC Customer Changes – Use to view and process changes made to customers on the Versapay ARC system that need to update customers on the ERP system.
  • ARC Payments – Use to view and process payments posted directly on the Versapay ARC system that need to be posted on the ERP system.

The cue “Open Log Entries” on the 4 supported role centers indicates that entries have arrived that need processing.  When “Real-Time” mode is not used, you will notice that Open log entries are automatically created when users add or edit customers / contacts or post sales invoices, credit memos & payments in BC.  When the Process Log Entries is clicked, the system will send the open entries to ARC and will also, if enabled, retrieve from ARC customer changes and payments that need to be reviewed and processed into BC.

After making an address change to customer 30000 and posting an invoice to customer 20000, the cue shows 2 open entries with following log information (assumed Batch mode):
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When the action “Process Log Entries” is clicked, the system will send the open log entries to ARC and retrieve any customer changes and payments processed directly on ARC (if enabled).

The open log entries might then look like:
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The “Action to Process” flag of “Bulk Process” is only used when customer changes and payments processed on ARC are returned to BC.

In both cases, users must manually process this information to update BC.  It is assumed that the users of BC would want to review these entries before the ERP system is changed.  Please note that the system will automatically create the cash receipt journal lines for payments processed on ARC once retrieved.  The user must still post the cash receipts journal, likely either at the end of the day or early the next day (to mimic the timing in which the ARC gateway posts the summary amounts to the bank account).

For the “Entry Type” of Customer, click the Navigate option “ARC Customer Changes” to view a page like the following:

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Notice that the field ZIP Code is highlighted.  Any field that was changed in ARC will be highlighted so the user can quickly understand the data that has changed.  If the user wants to update BC with these changes, then the user will click “Update Customers”.  Once clicked, the system will process the changes and close the page with the following message:

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The log entry will remain but since the Open flag will now be set to No, the record will likely drop from the page (if still filtered by Open = Yes).

For the “Entry Type” of Payment, click the Navigate option “ARC Payments” to view a page like the following:

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The next step is to click “Process” to create cash receipts journal lines using the Posting Setup discussed above.  Typically, the system will have already created the cash receipts journal lines.

Click the Cash Receipt Journal action to open the batch that was specified in setup.  The cash receipts journal might look like:

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The “External Doc. No.” for the bank line will be based on the posting setup previously discussed.  When the payments received from ARC contain transactions from more than one Account Type (e.g. Visa, Amex & ACH), the system will create the journal lines so that for each Account Type, the lines will be summarized to one bank debit with a unique Document No. for later navigation and bank reconciliation purposes.

If the end-user customer pays more than one invoice at the same time, the system will create one line in the cash receipts journal, using the applies-to id system to connect the single payment to each invoice paid.  To the extent that the payment is applied to a credit in ARC, the system will create separate lines for each credit applied – this is due to the way the information is passed from ARC.

The Posting Date will be the Settlement Date retrieved from ARC.  If the Settlement Date is empty, the system will use the Date of the payment.

The Process Status field will be set to Processing while the related entries are in the cash receipts journal.  Once the journal is posted, the Process Status will change to Posted and the related log entry will be set to Open = No.


Job Queue:

It is suggested that a Job Queue Entry be created with a recurring frequency to run the Process Log Entries codeunit.  An example of such an entry follows:

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Note that the codeunit to process is 37028480 (Versapay ARC Integration -CL-).  By setting up a Job Queue Entry to automatically run the integration, the system will populate the cash receipts journal throughout the day automatically from payments processed on ARC.

 

Special Payment Considerations:

Prepayments:

If prepayments are enabled in ARC, they will be fully handled by this integration.  Prepayments are processed by the end-user customer, often with the expectation of an invoice that will arrive later.  When BC retrieves the prepayment, the system will post the transaction as an open payment in the related customer ledger.  At the same time, the system will send back to ARC an open credit that the end-user customer can apply to the future invoice.  The transaction will remain in BC as an open payment even though it communicates the entry as a credit to ARC.  When the credit is applied to a newly arrives invoice, the system will handle the accounting automatically in that the open payment will be closed.

Overpayments:

If overpayments are enabled in ARC, they will be fully handled by this integration.  In a sense they are handled the same as prepayments in that the overpayment will create an open payment with a “Remaining Amount” equal to the amount overpaid.  The system will again send the overpaid amount back to ARC as an open credit that can be applied to either an existing or future invoice.

Initial Payments:

If initial payments are enabled in ARC, they will be partially handled by this integration.  Initial payments are processed using a special URL where the end-user customer has not yet been established in BC.  This integration will post this unapplied payment to the customer designated in the Versapay ARC Integration Setup page via the field “Non-Designated Customer No.”.  Since ARC does not support applying this payment to a newly created customer, this integration does not handle any additional processing related to the initial payment.  It is expected that the users in BC handle moving the open payment to the correct customer through a journal entry.

Short Payments and Credits:

When end-user customers either short pay invoices or apply a credit to a payment, this integration will handle the accounting on its own.  We consider these features to be included in the current version of the integration.

 

Documents Supported:

Sales Journal Entry Invoices:

Sales Journal Entry Invoices can be sent to ARC. If a Sales Journal Entry Invoices is generated, please note the event to send attachments to ARC will be suppressed.

Finance Charges: Finance Charge documents can be sent to ARC.

Service Documents: Service invoices and credit memos can be sent to ARC.

Attachments:
One or multiple sales documents can be sent to ARC for display and attachment to the record. This includes invoice and credit memo PDFs. In ARC, the attachments sent will appear via a paperclip icon next to the Invoice # column.

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