SuccessWare21 has the ability to create a text export file (with remittance advice information) of credit card payments made by you to your vendors. This file can be uploaded to a participating processor for processing of the payments.
In the Account Register, individual
credit card register accounts can be enabled for exporting of payments to a
text file.
The following formats are available:
- CSI Custom CSV Export with Remittance
Before you attempt to use the credit card export, make sure your processor supports a text file format for processing.
To configure your credit card account for payment export:
· Open the Account Register
· Select the account dropdown button
· Press CTRL+Enter to edit account registers
· Navigate to the credit card account you want to configure.
· Select a Credit Card Export Format from the dropdown. Selecting a format enables the account for exporting payments.
Prepare and send a test file to your processor for validation.
· Open the Account Register
· Select the credit card account that you wish to use for transfers.
· Right-click and select “Export CC Transactions…" to access the Credit Card Export Form.
o Click on the “Test” button to generate a test file.
For each vendor that will be paid by a virtual credit card:
·
Open Vendor Account Details
·
Select the credit card queue radio button to
indicate that you want invoices for this vendor to appear in the credit card
payment queue, rather than in the check or debit payment queue.
·
If you would like remittance information for any
credit card payments made to this vendor to be sent via email, enter a Remit
Email address.
·
Check the “CC Export Enabled” checkbox.
From
the Payables Manager:
· Select Pay Bills.
· At the top of the Pay Bills form, select the Credit Card radio button. Bills for vendors that are normally paid by Credit Card payment will be listed.
· Choose the bills you wish to pay.
·
Click on the Pay button to open the Credit Card
Queue
The Credit Card Queue will show transaction numbers on payments for vendors that are enabled for credit card export. Manual credit card payments have no transaction numbers.
Within the Credit Card Queue:
· Double click on a payment to toggle it from CC Export to Manual payment, double click again to toggle it back.
· Report button – Prints a report of the listed payments.
· Post button
o Posts the transactions.
o After the transactions are posted, if there are any vendors with a Remit Email Address, you will be prompted to email remittances.
o After emailing any remittances, if there are any remaining that have not been printed or emailed, you will be prompted whether you want to print them.
The Make Payment form will create a Credit Card export transaction if:
· The vendor is credit card export enabled.
· The register account has an credit card export format set.
· The Credit Card (Export) radio button is selected.
To switch between Credit Card Export and a Credit Card manual transaction, use the right click menu option of “Credit Card Export”.
The Apply Payments form will create a Credit Card export transaction if:
· The vendor is credit card export enabled.
· The register account has a credit card export format set.
· The Credit Card (Export) radio button is selected
To switch between Credit Card Export and a Credit Card manual transaction, use the right click menu option of “Credit Card Export”.
It is recommended that transactions are batched and exported once a day.
In the Account Register / Transaction Review, select the credit card account that you wish to export. Right-click and select “Export CC Transactions…" to access the Credit Card Export Form.
· Select the export type,
o New Transactions – This is the normal export mode that will export new payments that have been entered since the last export.
o Transaction ID – Re-exports a single transaction. Enter the transaction ID for the payment you wish to re-export.
o Batch Number – Re-exports an entire batch. Select the batch number from the lookup for the batch you wish to re-export.
· File Name – A new filename will be generated each time you export. The format of the file name is CC RegisterAccountNo BatchID.txt, e.g. “CCP CreditCard 20130926-113501.txt”
o You will need to use a file path that you can locate later on in order to be able to easily find the file and send to your processor.
o ASP users: You will want to select a file path on your own local hard drive for easy access later on.
o For subsequent exports, the file path will be pre-filled using the folder to which you last exported. Select the “Browse” button if you want to browse for a new folder.
· Status/Message – Below the File Name is status information showing statistics regarding number of items to export.
· Batch ID – The Batch ID is used to identify the transactions exported as a group. The batch ID is comprised of the current date and time in the format YYYYMMDD-HHMMS, e.g. “20130926-113501”
· Buttons
o Test – Creates a test file for submission to your processor for verification.
o Apply– Calculates number of transactions to export based upon the export type selected, generates the Batch ID, and generates the file name. Number of transactions that will be exported is displayed in the status text box.
o Preview – Click this button to review detail of items that will be exported based upon the export type entered.
o Export – Click this button to create the text file.
o Cancel – Click this button to cancel and return to the Account Transaction Review.
Submit the exported file to your processing institution. Contact your processing representative for details regarding procedures for submitting your exported text files.