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  1. Xenegrade
  2. Entering and Modifying Data
  3. Financial Workflows and Tools

Processing Credit Cards Electronically

Overview

Credit cards can be electronically processed through the XenDirect Admin Module and the WebReg Module. To enable electronic processing, an organization must:

  • Have a merchant account (typically the same as their bank account).
  • Install an approved payment gateway in XenDirect (handled by Xenegrade staff).
  • Restrict access to the payment gateway login for security reasons.

Applies To: Enterprise | Plus | Basic

Key Changes and Security Enhancements

  • PCI Compliance Updates:
    • The option to save credit card numbers, expiration dates, and CVC codes has been removed.
    • Only the last 4 digits of the credit card number, transaction authorization numbers, and transaction tracking numbers are saved.
  • Electronic Credit Card Processing:
    • Admin Module: Sales transactions must be processed via the Multi Payment function.
    • WebReg Module: Unchanged except for the removal of the option to save credit card details.
  • Removal of Credit Card Data Fields:
    • Full credit card numbers, expiration dates, and CVC codes are no longer available in payment records.
    • The [Save Credit Card Numbers] setting in the Branch Profile is disabled and removed.
    • [Process Card] is now displayed for refunds only when no deposit date exists.
    • The credit card number and expiration date fields in the client record for future purchases have been removed.
  • Automated Data Purging:
    • A nightly process removes all credit card numbers, expiration dates, and CVC codes.
    • During deployment, all previously saved encrypted card data was permanently deleted.

Processing a Credit Card Electronically – Admin Module

Prerequisites

  1. Navigate to Admin Menu → Settings → Branch Profile → Preferences tab.
  2. Ensure Credit Card Processing is set to Yes.
  3. If refunds are allowed, set Credit Card Refunding to Yes.
    (These settings only need to be configured once.)

Steps to Process a Credit Card Transaction

  1. Access Client Record.
  2. Select Payments from the options.
  3. Click Add Payment or Add Multiple Payments.
    • The New (Single) Payment option is for manual transactions only.
  4. Select Payment Type, enter Payment Amount, and set Processing = Yes.
  5. Click Next to proceed to Step 2.
  6. Enter all required credit card details (unless using a redirected payment gateway).
  7. Submit the transaction.

Integrated Payment Gateway Processing (e.g., Authorize.net, TouchNet Ready, PayFlow Pro, Realex)

  • A silent request is sent to the payment gateway.

  • The system receives a silent reply confirming approval or decline.

    • If Approved:
      • Transaction details are saved, and the deposit date is recorded.
      • User receives a confirmation prompt and is returned to the payment screen.
    • If Declined:
      • User is notified of the decline and returned to the payment screen.
      • No transactions are recorded.

Redirected Payment Gateway Processing (e.g., CashNet, TouchNet Marketplace, Scholarchip)

  • The user is redirected to the organization’s custom payment screen.
  • If the transaction is approved, details are saved, and the deposit date is recorded.
  • Proceed to Step 3 (Verification) and Step 4 (Processing).
  • Use the Back button to modify values before submitting.

Processing Credit Cards Electronically – WebReg Module

Prerequisites

  1. Navigate to Admin/Security → Settings → Web Options.
  2. Ensure Enable Checkout and Enable Payment Gateway are set to Yes.

Steps to Process a Credit Card Transaction

  1. The client (student) makes a purchase and enters payment details in WebReg.
  2. The transaction is submitted.

Integrated Payment Gateway Processing (e.g., Authorize.net, TouchNet Ready, PayFlow Pro)

  • A silent request is sent to the payment gateway.

  • The system receives a silent reply confirming approval or decline.

    • If Approved:
      • The transaction is saved with deposit details.
      • The client is redirected to the Checkout Complete page and receives a confirmation email.
    • If Declined:
      • The client is redirected back to the payment page with a decline notification.
      • No transactions or assignments are recorded.

Redirected Payment Gateway Processing (e.g., CashNet, TouchNet Marketplace, Ideal, Scholarchip)

  • The transaction is placed on hold and recorded as a billing transaction.

  • The client is redirected to the custom payment screen.

    • If Approved:
      • Transaction details are updated and recorded.
      • The client is redirected to Checkout Complete and receives a confirmation email.
    • If Declined:
      • The transaction remains on hold unless the client cancels the order, at which point it is deleted.
      • If abandoned, the transaction remains and requires staff intervention.

Transaction Reports

Available Reports for Reviewing Credit Card Transactions

  1. Transaction Log: List of deleted transactions (cannot be recovered).

    • Location: InSight Menu → Financial → Revenue-Expenses → Transactions Log

  2. Deposit Report: List of deposits (credit card transactions contain an automatic deposit date).

    • Location: Home → Financial → Closeout Deposits

  3. Gateway Log: Record of all electronic transactions sent to and from the payment gateway.

    • Location: InSight Menu → Financial → Revenue-Expenses → Gateway Log

  4. Transaction Reports: Complete list of all transaction records.

    • Location: InSight Menu → Financial → Revenue-Expenses

Handling Credit Card Declines

If a transaction is declined:

  1. View the Gateway Log:
    • Navigate to InSight Menu → Financial → Revenue-Expenses → Gateway Log.
    • Locate the Sent and Received records for the declined transaction.
  2. Identify the Reason for Decline:
    • The received transaction should provide sufficient details on why the card was declined.
  3. Next Steps:
    • If additional clarification is needed, a finance staff member with appropriate access should contact the payment gateway.

Note: Xenegrade and the XenDirect system do not process credit card approvals. Approval decisions are made solely by the payment gateway. Xenegrade support does not have access to customer payment gateways.

Entering a Manually Processed Credit Card Transaction – Admin Module

Organizations may process credit cards manually outside XenDirect and record these transactions in the system without triggering electronic processing.

Steps to Record a Manually Processed Transaction

  1. Access the Client Payment Screen.
  2. Click the New button to enter a Single Payment.
    • (This method is for manually processed transactions only.)
  3. Enter the following details:
    • Last 4 digits of the card number
    • Authorization number
    • Tracking number (if applicable)
  4. If required, enter a deposit date and time.
  5. Click Save to record the transaction.

Conclusion

Processing credit cards electronically in XenDirect requires an approved payment gateway and proper settings in the Admin and WebReg modules. Security enhancements ensure compliance by removing stored credit card data while maintaining essential transaction details. For further assistance, refer to related articles or contact support.

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