How To: Enter Payment Details on a Sales Order

Available Payment Methods

• #credit-cardCredit Card
• #accountAccount
• #cashCash
• #chequeCheque
• #voucherVoucher
• #statementStatement / Credit Notes

Before You Start

Default Payment Methods

1. Selecting the appropriate payment checkbox.
2. Choosing an alternative option from the Payment Type dropdown.

Note: A pre-payment customer can be changed to an Account customer, but this must cover the entire value of the order. Any existing payments on the Sales Order will be removed.

Multiple Payment Methods

Part Account Payments

PayPal Payments

Credit Card

Enter Credit Card Details

1. Tick the Card checkbox if it is not already selected.
2. Click New in the Payment by Credit Card area.
3. When prompted, click Yes to create a new card.
4. Enter the card number.
5. Press Tab and enter the expiry date.
6. Press Tab again and enter the security code (CV2).

Note: Once you leave the card number field, the number is masked for security reasons. Only the last four digits remain visible.

Helpful Tips

• A validation indicator displays a red cross if information is missing or incorrectly formatted.
• A green tick confirms the information entered is valid.
• If the cardholder uses a different billing address, double-click the Addr field and select an alternative address.
• For more information, see Changing the Credit Card Address on a Sales Order.

Important: The Take Full Payment option in [ System Values | Sales | Order Display | General ] affects how both authorised and pre-authorised card payments are processed.

Card Payment Processing Options

• Save the Sales Order and authorise the payment later in [ Sales Invoice Manager | Authorise Payment ].
• Pre-authorise the card within the Sales Order and authorise it later.
• Fully authorise the card within the Sales Order.

Tip: Website orders are often authorised before they are imported into Khaos Control.

Pre-Authorise a Credit Card

1. Save the Sales Order.
2. Select the Credit Card payment line in the payment grid.
3. Right-click and select Pre-Auth Credit Card.
4. The payment line changes to light green.

Authorise a Credit Card

1. Save the Sales Order.
2. Select the Credit Card payment line.
3. Right-click and select Authorise Credit Card.
4. The payment line changes to light blue.

Troubleshooting Card Authorisation

• Card Processing Database Error
• Card Processing Timed Out
• Card Processing Unidentified Critical Error
• Card Processing Error Converting Data Type Varchar to Numeric

Manual Card Processing

Manual Pre-Authorisation

1. Tick Manual Payments.
2. Enter the payment amount.
3. Select the Credit Card payment line.
4. Right-click and select Manual Pre-Auth Credit Card.
5. Click Yes to continue.
6. Enter the authorisation code.
7. Choose whether to save the order.
8. The payment line changes to light green.

Manual Authorisation

1. Tick Manual Payments.
2. Enter the payment amount.
3. Select the Credit Card payment line.
4. Right-click and select Manual Authorise Credit Card.
5. Enter the authorisation code.
6. Choose whether to save the order.
7. The payment line changes to light blue.

Account

• The Account checkbox is automatically selected when the Sales Order is created.
• No further payment information is required unless additional payment methods are being used.

Cash

1. Click Add above the payment grid.
2. Press F4 in the Payment Type field.
3. Select Cash.
4. Confirm the amount matches the order total.

Note: If Manual Payments is enabled, the amount may need to be entered manually.

Cheque

1. Click Add above the payment grid.
2. Press F4 in the Payment Type field.
3. Select Cheque.
4. Confirm the amount is correct.
5. Enter the cheque reference if required.
6. Enter the sort code if required.
7. Enter the account number if required.

Note: If a cheque reference is entered but the payment amount is £0.00, the Sales Order cannot be saved until a valid amount has been entered.

Voucher

Important: If a customer is using a voucher alongside another payment type, the voucher payment line must appear before all other payment lines. Failure to do this may prevent voucher verification from working correctly.

Statement

• Credit Notes
• Existing customer payments

Use a Credit Note or Existing Payment

1. Click Add above the payment grid.
2. Select the required Credit Note or existing payment.
3. Drag and drop it onto a payment line.

• The full value of the Credit Note or payment, or
• The remaining value of the Sales Order if this is lower.

Additional Information

• If only part of a Credit Note is used, the remaining balance cannot be used elsewhere until the Sales Invoice has been issued.
• Credit Notes are often used alongside other payment methods.
• Printed invoices display the payment type, reference number, creation date and value.

Related Articles

• Sales Orders Payment Tab
• How To: Process Part Credit Account Sales Orders
• Changing the Credit Card Address on a Sales Order
• Sales Invoice Manager | Authorise Payment