How To Use Cards On File

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ChargeLogic Payments allows you to securely store as many credit cards per customer and per contact as you need. These stored cards can be used for future transactions.

Adding, Modifying, and Deleting Cards on File

Credit cards can be stored for Customers and Contacts. Storing cards per Contact can be helpful if there are multiple people at a Customer who each have their own credit card. To manage cards on file, go to the Customer or Contact you want to manage. From the Navigate ribbon, choose Credit Cards to open the Customer Credit Card List.

From the Customer Credit Card List, you can add new cards, delete existing cards, or modify the details of stored cards. To add a new card, create a new line and enter the credit card number into the Account Number field. Enter the Expiration Month and Expiration Year. The Customer’s address will be populated as the Bill-to Address for the new card on file. If the credit card has a different billing address, change the Bill-to Address fields to reflect the actual billing address of the card.

Default Credit Cards

You can mark a Customer Credit Card as Default by checking the Default field on the Customer Credit Card. Each Customer or Contact can only have one Default credit card. If a Default credit card is already defined, selecting a new Default card will automatically remove the Default option from the previously selected Default. When a Customer Credit Card is marked as Default, the system will automatically populate it on Sales and Service documents and on Cash Receipt Journal lines when the Payment Method is changed to a Credit Card Payment Method. In addition, on new Transaction Cards, the Default credit card will be populated for you automatically.

For Customers who you would like to pre-pay on a credit card, you can set the Customer’s Payment Method to a Credit Card Payment Method on the Customer Card and provide a Default Customer Credit Card. That way, when you create a new Order for that Customer, the Payment Method will be be pre-set to Credit Card, and the Default Customer Credit Card will be pre-populated. In addition, if you have the Auto-Authorize on Release option enabled on the EFT Setup Card, when you release the Order, the Default Customer Credit Card will be automatically authorized for the Order amount. Using this method, users do not need to take any additional steps to authorize credit card payments for these types of Customers. Moreover, if you set the Payment Terms Code for these Customers to Payment Terms that have an EFT Approval %-Release Order set to 100%, Orders will not be able to be released unless the authorization is approved. In that way, you can prevent Orders from being shipped to pre-pay Customers until an approved authorization exists on the Order.

Using Cards on File

From a Sales or Service document, a Cash Receipt Journal line, or a Transaction Card, you can use the lookup to select a stored card on file. You can view cards associated with the Bill-to Customer and the Bill-to Contact.

Card Verification Value / Card Security Codes

Card Verification Values (sometimes called Card Security Codes) are the 3 or 4 digit codes used to help verify credit card ownership for security purposes. The Payment Card Industry’s Data Security Standards (PCI-DSS) prohibit the storage of credit card security codes. Therefore, when using a card on file, you will not have access to this value.


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