Processing Credit Cards Electronically

Applies To:    Enterprise    Plus     Basic

As of 8/31/15, the electronic processing of credit cards changed.  This support article reflects those changes.

Overview

Credit cards can be electronically processed through the XenDirect Admin Module and the WebReg Modules.  The organization must have a merchant account and an approved payment gateway installed in XenDirect for the electronic processing to function.  The organization’s merchant account is usually the same as the bank account.  Contact Xenegrade for details about payment gateways.

• The installation of an approved payment gateway is performed by Xenegrade staff.
• Xenegrade staff does not have access to the organization's payment gateway portal to view settings or reports.  Access to the payment gateway login should be restricted for security purposes.

Changes made to Electronic Credit Card Processing as of 8/31/15:

• These modifications were made as part of an increased demand for PCI compliance.
  
• The option to save credit card numbers, expiration dates, and CVC codes has been removed.  However, the last 4 digits of the credit card number, transaction authorization numbers, and transaction tracking numbers can be saved.  Not all payment gateways have both a tracking and authorization number.
• Electronic credit card processing for sales transactions in the Admin module can only be done via the Multi Payment function.  Electronic credit card processing of refunds remains unchanged.
• Electronic credit card processing for sales transactions in the WebReg module remains unchanged except the removal of the option to save credit card details as noted above.
  
• The full credit card number, expiration date and CVC code fields are no longer available in a payment record.  Only fields for the last 4 digits of the credit card number, transaction authorization numbers, and transaction tracking numbers is available.
• The Branch Profile setting for [Save Credit Card Numbers] is disabled and removed.
• The [Process Card] text displayed in the Client's payment list now displays for refunds only if no deposit date exists.
• The credit card number and expiration date fields in the Client record that allowed for using the same card for a future purchase has been deleted and removed.
• An external process will run nightly to confirm that all credit card numbers, expiration dates and CVC codes are purged from all data.
• During the deployment of the changes, all saved (and encrypted) credit card numbers, expiration dates and CVC codes are purged from all data.  Partial credit card numbers, authorization numbers and tracking numbers are maintained.
  

How to Process a Credit Card Electronically - Admin Module
The following represents the process of electronic credit card transactions (charges or refunds) from the Admin Module.  (Note that not all payment gateways are approved or programmed for refunds.)

• From Admin Menu »» Settings »» Branch Profile »» Preferences tab, the Credit Card Processing option must be checked Yes.  If allowed and approved for Credit Card Refunding, the Credit Card Refunding option must be checked Yes.  This step only needs to be performed once.
  
• User views Client record and goes to Registration tab.
• User selects Payments from the select option.
• User clicks the New or Multiple payment buttons.  There are additional locations throughout XenDirect that also launch the payment window.  The New (also known as the Single) payment option can be used to record a manually processed credit transaction but cannot be used to record and process a credit card transaction.
• User selects the payment type, payment amounts, and selects Processing = Yes.
• User clicks Next button to get to Step 2.
• User enters all credit card values as displayed.
• All credit card fields should be entered completely unless the organization uses a redirected payment gateway (i.e. CashNet, TouchNet Marketplace, Scholarchip).
  • Using the multiple payment record method, the credit card processing will start when the user submits the transaction.
• For integrated payment gateways such as Authorize.net, TouchNet Ready, PayFlow Pro (PayPal), Realex:
  • A silent request is sent to the payment gateway with the credit card details and the payment gateway sends back a silent reply.  The user does not see this process.
  • If the transaction is approved:
    • The transaction is saved with the transaction details and the deposit date is automatically recorded into the payment record.
    • The user receives a prompt of the successful transaction and is returned to the payment screen.
  • If the transaction is declined:
    • The user receives a prompt of the declined transaction and is returned to the payment screen.  No transactions are recorded.
      
• For redirected payment gateways such as CashNet, TouchNet Marketplace, Scholarchip:
  
  • The user is redirected to the organization's custom payment screen to process the credit card.
  • If successful, the transaction is saved with the transaction details and the deposit date is automatically recorded into the payment record.
• User continues to Step 3, verification, and then submits to Step 4, processing.
• User can use the Back button to correct values up until the Submit button is clicked.

---

How Are Credit Cards Electronically Processed - WebReg Module
The following represents the process of electronic credit card transactions (charges only) from the Admin Module.

• From Admin Menu »» Settings »» Branch Profile »» Web Options tab, the Enable Checkout and Enable Payment Gateway options must be checked Yes.
• For integrated payment gateways Authorize.net, TouchNet Ready, PayFlow Pro (PayPal), Realex:
  • The client (student) makes a purchase, enters payment transaction, and submits the transaction from the WebReg module.
  • A silent request is sent to the payment gateway with the credit card details and the payment gateway sends back a silent reply.  The client does not see this process.
  • If the transaction is approved:
    • The transaction is saved with the transaction details and the deposit date is automatically recorded into the payment record.
    • The client is redirected to the Checkout Complete page and receives an automatic email confirmation.
  • If the transaction is declined:
    • The client is redirected back to the payment page and receives a prompt of the declined transaction.  No assignments or transactions are recorded.
      
• For redirected payment gateways CashNet, TouchNet Marketplace, Ideal, Scholarchip:
  • The transaction is saved as on-hold and as a billing transaction.
  • The user is redirected to the organization's custom payment screen to process the credit card.
  • If the transaction is approved:
    • If successful, the transaction is updated with the transaction details and the deposit date is automatically recorded into the payment record.
    • The client is redirected to the Checkout Complete page and receives an automatic email confirmation.
  • If the transaction is declined:
    • The transactions remain on-hold unless the client cancels the order at which point the transactions are deleted.
    • If the client does not cancel the order and abandons the process, the transaction still exists and will require attention by a staff user.

Transaction Reports
The following reports may be helpful in reviewing credit card transactions that were processed electronically.

Deleted Log:  List of deleted payment transactions.  Only displays pertinent payment information and cannot be used to recovered deleted transactions.

• Report Menu »» Financial »» Deleted Log

Deposit Report:  List of current and previous deposits.  Note that credit card transactions processed electronically contain a deposit date automatically at the time of processing and will not appear on the To Be Deposited report.

• Main Menu »» Accounting »» Deposits

Gateway Log:  List of outgoing and incoming electronic transactions to and from the payment gateway.

• Report Menu »» System »» Gateway Log

Transaction Report:  List of all transaction records.

• Report Menu »» Financial »» Transactions