How To: Add a manual authorisation code to a Sales Order

Manually Authorising a Card Payment on a Sales Order

If you've already taken a card payment outside of Khaos Control, such as through a PDQ terminal, you can record the payment and authorisation code against the sales order.

Step 1: Open the Sales Order

Create a new sales order or open an existing one:

• How To: Create a New Sales Order

Step 2: Go to the Payment Tab

Open the:

• Sales Order | Payment

tab and make sure the Payment Type is set to Card.

Step 3: Enter the Card Details

Enter the customer's card details, or copy them from an existing card record:

• Card Number
• Expiry Date
• Security Code (Sig Digit)

Step 4: Save the Order

Press Ctrl+S or click Save.

This allows Khaos Control to calculate the order total before the payment amount is created.

Step 5: Calculate the Payment Amount

1. Return to the [Sales Order | Payment] tab.
2. Click on the payment line to give it focus.
3. Right-click the payment line and select Calculate New Payment Amount.

The Amount field will automatically update with the outstanding balance due on the order.

Note: If the amount being taken differs from the order total, switch to edit mode and enable Manual Payments. You can then enter a different payment value and process the payment manually (for example, through a PDQ machine). Make a note of the authorisation code provided by the card processor.

Step 6: Enter the Authorisation Code

1. Ensure the order is still in Edit mode and you are on the [Sales Order | Payment] tab.
2. Right-click the credit card payment line.
3. Select Manual Authorisation Code from the shortcut menu.
4. Enter the authorisation code in the pop-up window.
5. Click OK.

Step 7: Save or Continue Editing

When prompted, choose one of the following options:

• Yes - Save the order immediately.
• No - Continue editing the order.

Result

Once the authorisation code has been recorded:

• The payment line will turn purple.
• The code you entered will appear in the Auth Code column of the payment grid.

Summary

To manually authorise a card payment, enter the card details, calculate the payment amount, record the authorisation code provided by your card terminal, and save the order. The payment line will be highlighted in purple to confirm the authorisation has been applied.