Defining Default Credit Card Information

Use the Default Credit Card Information screen to define default credit card information for a customer. Each time that customer pays with a credit card, the credit card information is readily available.

On the Default Credit Card Information screen, you can specify in what phase of an order to authorize the customer's credit card payment. You can enter term codes that override special terms set up in Terms Maintenance for customers. Also indicate if the system should apply sales tax to orders when the customer pays for an order with this credit card.

You can define as many credit cards as needed for any customer. You can also set up credit cards for contacts. For example, a customer issues a credit card to one of their employees who is responsible for purchasing goods for their company. You enter default information for this contact. The system applies this credit card information to any purchases that this contact makes.

Important: The customer account to which credit card information must be the default branch account. If it is not, then the system will not save the information.

To define default credit card information:

From the Files menu, select Customer to display the Customer Maintenance screen.
Enter the customer name or number, and press Enter to display the customer record.
Use one of the following hot keys to display the Default Credit Card Information screen:

Credit – Use this hot key to display the Credit Control Parameters screen, where you can define credit card information for a customer. Use the Default Credit Card Info hot key to display the Default Credit Card Information screen.
Contacts – Use this hot key to display the Contact Maintenance screen, where you can define credit card information for a contact. Use the Default Credit Card Info hot key to display the Default Credit Card Information screen.

On the Default Credit Card Information screen, press Enter to select New, or select an existing card that contains customer credit information.
In the following fields, enter the credit card and credit card holder's information:

Field	Description
Card #	The 16-digit credit card number.
Card Type	The credit card's type, such as DS for Discover. Press F10 and select a credit card type.
Exp Date	The credit card's expiration date.
Card Holder	The name of the card holder, as it is printed on the credit card.
Zip Code	The zip code for the card holder.
Street Address	The billing address for the card holder.

In the Auth Method field, enter the authorization method, or press F10 for a list. This method displays in Sales Order Entry when the card is selected for payment.

Pre-Authorize Before Shipment – Sets money aside from the credit card, guaranteeing funds for the order total plus any freight charges, without actually transferring the money over to your account. Once the order is final, either the Credit Card Authorization Phantom or the automated shipping program collects the payment. Potential charges from your credit card processor may apply if you pre-authorize payment from a customer.

Authorize Before Shipment – Authorizes and transfers payment to your account for the order amount before shipping. The pick ticket prints upon authorization.
Reference Only – Uses information on the Credit Card Authorization screen for reference only at the order level.
Authorization After Review – Authorizes and transfers payment to your account for the order amount after the invoice is sent through batch printing and the shipping ticket prints. The pick ticket prints upon authorization.

Note: If you do not define the parameters for this field when entering information for a new credit card, the system defaults to the settings in the Default Auth Method For New Credit Cards control maintenance record.

In the optional Terms Override field, enter the terms code you want to use for any orders where this credit card is used for payment. Press F10 to select from a list of term codes.

For example, if this customer normally has discounts applied to their orders when they pay in cash and you do not want the discount to apply when they pay with a credit card, enter the term code to override the discount.

In the Charge Tax field, enter Y or N to indicate if you want tax applied to any orders paid for with this credit card.

For example, customers could be exempt from tax if they pay using a credit card specific to their company. If you do not want to charge tax to payments made with such credit cards anyway, enter N.

In the Default Ref No field, enter a default reference number for this customer. Reference numbers are defined in the Credit Card: Default Reference Number control maintenance record.
Use the following hot keys, as necessary:

Hot Key

Function

Add'l Info

Displays the Additional Information screen. Use this screen to include additional credit payment data about the customer.

This information does not have a direct effect on any other part of the system, and displays for informational purposes only.

Delete

Deletes this default credit card information.

For example, if a customer changes credit card companies, you can delete the credit card information from the system.

Press Esc to save the information and return to the Credit Control Parameters screen.