Printer Friendly PDFUsing Credit Cards for Client Payments
How to setup and use client credit cards for payments.
Navigate to your User Setup > Merchant Info tab and enter your credit card gateway account information and the description for the charge (that will appear on the client's credit card bill).
You must have a PayPal Payflow account or an Authorize.net account to use as the internet gateway and they must already be connected to your credit card merchant account. If you don't already have a merchant account, we recommend the PayPal Payflow Pro account that combines both a merchant account and a gateway into one account for simplicity. Once you have your account set up, enter your account access information on your User Setup > Merchant Info tab. Enter the optional email information if you wish to send payment receipts to your clients.
Navigate to the client's Setup layout and click on "Credit Card Info" to enter the client's credit card information.
Click on "Credit Card Info" to open the pop-up window for entering the client credit card information. Select "Card" as the Default Payment Type if you wish to have "card" entered as the default when you charge a client session (this can be changed on the fly if necessary).
Enter the client's credit card information in the pop-up window.
Enter the required information (fields with the asterisk). The credit card number must be entered without spaces and the expiration date must use the two-digit MM/YY format. You can store additional credit cards for this client using the "Add New Card" button and the "View Next" and "View Previous" buttons to bring the different cards into view. The card in view will be used for the current charge.
When you charge a session or create a new payment transaction for the client, select "Card" as the Payment Type.
In the New Transaction pop-up window, select "Card" for the Payment Type, enter the amount to be charged under Payment Received and click "Continue."
Confirm the information in the Process Credit Card pop-up window.
Confirm all the information in the Process Credit Card pop-up window, then click "Process this Charge." If you have used a different method or account for processing the credit card, click on "Manually Mark as Processed" to reflect that a charge was processed outside of TheraQuick. Note that an internet connection is required for processing the charge through your internet gateway. If you check "TEST MODE," the charge will be simulated and you will receive confirmation, but no actual charge will be billed to the credit card.
After entering the payment as a new transaction and before the charge is completed, it will be displayed as "Pending" in the client's account.
After the new charge transaction has been created, it remains "Pending" until the charge is successfully processed (through TheraQuick or manually marked as charged). If you have canceled the processing, or if it was unsuccessful, it will remain in this state until you process it successfully.
To process a charge marked as "Pending," click on the transaction in the Accounts tab to edit it, then click on "Process Credit Card Payment."
If a charge transaction is marked "Pending" you can attempt to process the charge again by clicking on the transaction to open the Edit Transaction pop-up window, then click on "Process Credit Card Payment" to resume processing the charge.
After clicking on "Process Charge" in the Process Credit Card pop-up window, the credit card information will be validated.
If the credit card information is valid, you will have the option to continue with processing the charge. If the credit card information is not formatted correctly or has errors, you will see a message describing the error. Click "OK" to continue if the information has been validated.
The charge will be processed and you will receive a Transaction ID in confirmation.
The Transaction ID is returned by your credit card merchant. This identifies this payment in your merchant account.
If you selected the option to send an email receipt to the client, the receipt will be displayed and you will be asked to confirm sending it.
This notice will be displayed over the preview of the credit card receipt.
You will see a preview the credit card receipt.
The credit card receipt is shown as it will appear in a PDF attachment sent to the client's email address.
The credit card payment will show as "Processed" in the client's account.
If a credit card payment is successfully processed (or manually marked as processed), it will be displayed as "Processed" in the client's account. Payments may be allocated to specific session charges, if desired. For information about how to perform payment allocation, please see the tutorial at "Allocating Payments to Session Charges."
If you ever wish to refund the credit card charge, click on the transaction to open the Edit Transaction pop-up window.
In the Edit Transaction pop-up window for a credit card charge, the "Refund this Credit Card Transaction" button will appear to give you the option of refunding the charge. Click on that button to open the Process Credit Card pop-up window.
If you need to refund the transaction, click on "Refund this Payment" in the Process Credit Card pop-up window.
Confirm the credit card information and Charge Amount (to be refunded), and click on "Refund this Payment" to perform a refund through your credit card merchant (or click on "Manually Mark as Refunded" if you performed the refund outside of TheraQuick).
The Payment amount will be set to zero, and the charge transaction will be marked as "Refunded."
The transaction will still be listed in the client account as a "Refunded" card payment, with the payment amount of $0.