To collect payments from customers using credit cards, there are three main steps to follow:
(1) Add the customer's card to their file (see how by clicking here).
(2) Invoice the charges to remit.
(3) Generate and collect the remittance.
Adding a costumer's card to their file
For data protection reasons, it is not possible to add a customer’s card directly from the management system to their profile.
Instead, you can go to the customer’s profile and navigate to Additional Information > Cards, where you can send them an email or WhatsApp message containing a link so that they can securely enter their card details themselves. The customer can also access this same link through their intranet, in the Cards section.
Once the customer has saved their card details, the system will show that a card record exists in their profile; however, the actual card data will never be accessible.
There is an Observations field available, which can be used to store a name or any reference that helps identify the card, especially if the customer has more than one.
Invoice the charges to remit
This step is exactly the same as the invoicing when we generate remittances by bank. We will have to go to Finance > Sales and listings> Invoicing periodic charges, complete the filters and invoice.
The only difference to take into account, and very important one, is that the payment method of the tickets must be CARD, not bank, and the customer must have registered their card in the profile.
Generate and collect the remittance
The next step is to go to Finance> Bank > Credit card remittances, and generate the remittance. To do this, click on NEW. Again, you will find a series of fields to fill in.
To establish when to generate the collection, we can choose how the charges are collected: here are three options.
Either we establish that the payment is made on the day the bill is due, or that it is on a specific date, or that it's when we manually mark it as collected with the icon of the green banknotes. Only if we select the option of a specific date, we must fill in the previous field, about the charge date.
Once this is defined, we complete the selections below, according to the need in particular. Click on Get receipts and we confirm that everything is correct. We can delete the receipts that we do not want to collect, by clicking on the red arrows. With this, the payment will be generated automatically on the date we have determined. If we want to charge it immediately, we click on the green ticket and in that instant the charge is generated and on the card, and it is marked as charged in the system.
Control of cards nearing expiration
To help manage card payments, there is a report in the Customers section called Customers with card. Within this report, you can use filters to identify specific cards. The most useful general filter is the card expiration date filter. This allows you to track cards that are nearing expiration and therefore require you to request that the customer enters a new card.
Here is a tutorial video on the topic: card remittances