Pre-Authorization of Payment Method

Pre-Authorization of Payment Method for Sales Order

To Pre-Authorize a Payment Method

1. Create a new Sales Order for an item.

2. On the Sales Order page, click Release > Release.

3. On the Sales Order page, click Actions > Aptean Pay> Apply Payment Method.
   The Edit- Authorize Payment Method page appears.

4. In the Aptean Pay Payment Method Id list, select the payment method ID.

   
   If you want to create a new payment method, follow these steps:
   i. Open the relevant Sales Order/Invoice.
   ii. Under the Process menu, choose Apply Payment Method.
   The Edit - Authorize Payment Method page opens.
   iii. In the Aptean Pay Payment Method Id field, choose the drop-down menu.
   iv. Choose Select from full list.
   The Select - Aptean Pay Payment Methods page opens.
   v. Click the lookup button and choose New.
   The Aptean Pay Payment Method page opens.
   vi. Enter the credit card number, expiry date, and CVV number. Choose Submit.
   A dialog box appears with the following message:
   Aptean Pay Payment Method with ID ____ is created.
   vii. Choose OK to close the dialog box and go back to the Select - Aptean Pay Payment Methods page.
   viii. Select the payment method id which is newly created.
   ix. Click the lookup button and choose Retrieve Info. The new payment method id is now updated in the list.

5. In the Amount to be authorized field, the maximum remaining amount on the sales order that can be authorized will be shown by default.

6. Click OK.

   • In the Aptean Pay Pre-Auth Queue page, a new record will be created with the Payment Status field as Created.
   • In the Pre-Auth Status field, the status will be shown as Success.
   • In the Aptean Pay Payment Method Id, the payment ID will be shown.

7. On the Sales Order page, click Posting > Post.
   The Ship and Invoice page appears.

8. Click OK.

9. Click Posting > Post to post the Sales Order.

   While Pre-authorizing the payment process, the below scenarios are considered:

   Scenario 1: After authorization if you want to change the amount in the Sales Order and release it, the following events will occur:
   a. The status of the Pre-Auth field will be shown as Authorizing.
   b. The previous payment will be cancelled and the older reserved amount will be released.
   c. A new payment will be created with the new amount and it will be authorized.
   d. The logs can be viewed in the Aptean pay Entries page.
   e. Then the field Pre-Auth Status field, the status will be shown as Success.
   f. When Posting the request, the new amount will be captured.

   Scenario 2: If the authorization done using the invalid payment method:

   a. The status of the Pre-Auth field will be shown as Failed.
   b. A new record is created in the Aptean Pay Request Queue page, with Request Status is Closed.
   c. A new payment request will be created with the new amount.
   d. When it is failed to authorize the amount, the Payment Status field will be shown Error.

   Scenario 3

   doing pre-auth on sales order if we are doing partial posting then:

   a. The previous payment will be cancelled.
   b. A new payment will be created for the amount being processed.
   c. The new amount will be captured.
   d. The status of the Pre-Auth field will be empty.

10. Choose the icon, enter Aptean Pay Log, and then choose the related link to view the log entries.

On the Aptean Pay Pre-Auth Queue page, the Payment Status field value will be updated to Captured.
On the Service Lines or Warehouse Shipment page, when the Aptean Payment Method action is executed for an order, followed by the execution of the Ship and Invoice action to post it, the system automatically sends a payment request and updates the Payment Status field value to Captured on the Aptean Pay Pre-Auth Queue page.

When a sales order is released after executing the Aptean Pay action, the system updates its details on the Aptean Pay Pre-Auth Queue page. If the same sales order is reopened and released again, the system will only re-authorize the payment if the updated Total Incl. VAT (USD) field value exceeds the previously authorized amount. If the amount remains the same or less, the system retains the existing authorization instead of re-authorizing the payment.

You can execute the Re-Authorize Expired Entries action on the Aptean Pay Pre-Auth Queue page, the system sends a new authorization request for the selected record and updates the values in the Payment Status, Processed Date, and Processed Time fields accordingly.

Pre-Authorization of Payment Method for Service Order

The Pre-Authorization of Payment Method functionality developed for Sales Order is also applicable for Service Order/Invoices.