Q360 Payments: External Payment Links, Token Settings, Surcharges, and Payment Processing

This article explains how to configure payment token attempt limits, set up surcharges, manage saved payment accounts, process payments and refunds, and use reporting tools for payment visibility in Q360.  The below actions assume you are already registered as a merchant with the payment processor and that support has already set up your Payment Processor Configuration.

Configurations

Auto Create Payment Token on Record Creation:

1. Navigate to Maintenance > API Configuration > Payment Processor > Settings tab.  The Payment Processor form will open and display several options (including Token Payment Attempts) above the Company and Branch sub tabs.
2. Place the form in Edit mode.
3. Select ON from the drop down menu in the Auto Create Payment Token on Record Creation field.
4. Click Save.
5. Upon creation of an Invoice, an external payment link will automatically be generated.

Configure Default Token Expiry Days:

1. Navigate to Maintenance > API Configuration > Payment Processor > Settings tab.  The Payment Processor form will open and display several options (including Token Payment Attempts) above the Company and Branch sub tabs.
2. Place the form in Edit mode.
3. Enter an integer value representing the number of days a payment link will remain valid for use by the cardholder before the link needs to be refreshed (see Refresh instruction below).
4. Click Save.
5. Setting will apply to all created Invoices.

Configure token payment attempts:

External payment links may expire if the maximum number of payment attempts is exceeded. When this occurs, the link must be refreshed on the Invoice record.

1. Navigate to Maintenance > API Configuration > Payment Processor > Settings tab.  The Payment Processor form will open and display several options (including Token Payment Attempts) above the Company and Branch sub tabs.
2. Place the form in Edit mode.
3. Enter the desired value in the Token Payment Attempts field.
4. Click Save.

Billing Address Verification Level:

1. Navigate to Maintenance > API Configuration > Payment Processor > Settings tab.  The Payment Processor form will open and display several options (including Token Payment Attempts) above the Company and Branch sub tabs.
2. Place the form in Edit mode.
3. Select Verification level from the drop down menu in the Billing Address Verification Level field.  Options are None, Low, Medium, High.
4. Click Save.

Set Up Payment Surcharging

Surcharge settings are configured at the company level. Final surcharge amounts applied during processing will automatically comply with applicable state and local regulations.

To configure surcharges:

1. Open the Company record (search Main Toolbar for “Company” or Navigate to Accounting > Admin > Company Setup) and go to Asset tab.
2. Place the form in Edit mode.
3. Complete the following fields as needed:
   • Credit Card Clearing Account (required)
   • Credit Card Surcharge Percent (optional).
   • Credit Card Fee Account (optional) – we recommend using a GL Account of type Expense
   • ACH Surcharge Fee (optional) (requires both Credit Card Fee Account and ACH Fee Account)
   • ACH Fee Account (optional) (may be the same as Credit Card Fee Account) – we recommend using a GL Account of type Expense
4. Click Save.

Note:

• Surcharge and other fee limits may be impacted by state / locality laws.
• Individual Invoices may be flagged “Payment Fee Exempt.”  This action will override any fees or surcharges configured.
• For additional information regarding surcharging (and example), see Q360 Payments and FAQs

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Payments: Company Setup Surcharge and Fees

Save a Payment Account On File

Payment accounts can be stored on the Customer record for reuse.

Edit an existing payment account:

1. Open the Customer form.
2. Go to the Payment Accounts sub-tab.
3. With the form in EDIT mode, editable fields are displayed with a yellow pencil icon at the top of the column.  Note: only Active flag and Email Address are editable after a payment account has been saved.
4. Click in the grid and make changes directly in the field.
5. Save the form.

Add a payment account:

1. Open the Customer form.
2. Go to the Payment Accounts sub-tab and click the Add icon in the grid.
3. Enter payment account details in the Add Payment Account window including Account Type, Card Number, Card Expiration Date, CSC and Name on Card.
4. Enter billing information manually or select a value from the Site Name dropdown and update as needed.  The Billing Address MUST match the address on the credit card or bank account selected in the Payment Account section.
5. If an email address is entered, payment receipts will be sent to that address when the account is used.
6. Click OK.

Delete a payment account:

1. Open the Customer form.
2. Go to the Payment Accounts sub-tab
3. Check the box to the left of the payment account row you wish to delete and then click the Delete icon.  Note: in order to change information on an existing saved payment account (other than the Active flag or Email address), you must first delete the payment account and re-add it with the new details.

Notes:

• External Users will not see any payment accounts added internally (via the Customer Record or added to an Invoice).  They will only be able to view / use payment accounts they have added /saved.
• Once saved, only the Active flag and Email Address are editable.
• The Merchant Account section of the Add Payment Account modal appears only in multi-company environments and must be completed if the same card will be used across multiple companies.
• A separate payment account must be created for each company.
• Payment accounts can also be created directly from an Invoice using the Add icon next to the Payment Account field.

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Payments: Add Payment Account

Add a Payment Account and Process Payment on an Invoice

1. Open an unposted or posted Invoice.
2. In the Payment Account field, select an existing account from the drop down list, or add a new Payment Account using the Add Payment Account icon next to the Payment Account field.  The Add Payment Account modal will open.
3. Enter payment account details in this modal including Account Type, Card Number, Card Expiration Date, CSC and Name on Card.
4. Enter billing information manually or select a value from the Site Name dropdown and update as needed.  The Billing Address MUST match the address on the credit card or bank account selected in the Payment Account section.
5. If an email address is entered, payment receipts will be sent to that address when the account is used.
6. Click OK.
7. From the Extended Menu on the Invoice, select Charge Payment Account.
8. If the Invoice is unposted, a popup asks ‘Invoice will be posted prior to charging. Continue?’  Click OK to post.
   • If applicable, the surcharge is pulled from the payment account and cannot be edited here.
9. A payment confirmation popup displays the charge amount. Confirm and click OK.  The Invoice will refresh and show the payment on both the Invoice and AR Journal tab.

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Payments: Invoice – Charge Payment Account

Notes:

• Once an Invoice has been posted and payment processed against it, it cannot be unposted.
• Invoices that already have a payment account assigned can also be paid from the Invoices to Print Q Extended Menu.
• Partial payments cannot be processed via the Invoices to Print Queue or from an Individual Invoice Extended Menu.
• Payment Accounts may also be added to the Quote or Order level from the Quote > Details tab > Payment Account field or Order > Details tab > Payment Account field.  These will carry through to an Invoice to be used if necessary.

Create an External Payment Link

External payment links allow customers to submit payment using a secure URL.  Note: customers cannot pay until the Invoice is posted.

To create a payment link:

1. Open an Invoice.
2. Click the Create Payment URL icon next to the Token Expiry field.
   • Posting or printing the Invoice will also generate a payment token automatically.
3. Confirm the action in the popup window.

The expiration date is calculated as the current date plus the Default Token Expiry Days setting. If the Invoice Due Date is in the future, the expiry extends to the Due Date plus the configured days, whichever results in a later expiration.

Refresh an Expired External Payment Link

Only Q360 users can refresh expired links.

1. Open the Invoice.
2. Click the Refresh Token Expiry icon next to the Token Expiry field.

The expiration date will update automatically.

Revoke an External Payment Link

1. Open the Invoice.
2. Click the Revoke Token icon next to the Token Expiry field.

Note:

• The previously shared payment link will no longer function.

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Payments: Create, Refresh, Revoke Payment Token and Link

Manually Send an External Payment Link

1. On the Invoice, click the Copy Payment URL icon next to Token Expiry.
2. If the Invoice is unposted, you will be prompted to post it.
   • The link may be copied before posting, but customers cannot pay until the Invoice is posted.
3. Send the link to the customer via email or another communication method.

Note:

• This link opens an external payment page that displays limited information such as Invoice Number, Balance, Invoice Total, Processing Fee and Payment Amount.  Charged amount may be less that full amount listed upon payment if state / locality surcharging laws dictate a lower surcharge / processing fee.

Customer Payments via External User Customer Portal

Customers can pay (or partially pay) invoices directly through the portal.

1. Open the External User Portal and navigate to the Invoices section.
2. Click on the Unpaid tab.
3. Select one or more invoices and click Pay Selected.
   • Multiple invoices can be paid together only if Company, Currency, and Branch are the same.
4. Review payment details, estimated surcharges, and available payment accounts.
5. Click Pay.

Note:

• Only payment accounts added by the portal user and accessible to them will be available.
• External Users cannot delete payment methods they have saved – they would need to contact their manager or their Q360 administrator and ask them to remove a payment method.
• If multiple Invoices are being paid in one transaction, ensure that all are fee exempt or not fee exempt.  A mixture of fee exempt and not will result in fees being charged on the full amount processed.

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Payments: Make payment as an External User

Charge a Call Deposit

1. Open a Call (Dispatch) record.
2. From the Extended Menu, select Charge Call Deposit.
3. Review the payment window showing Amount Due and Surcharges.
4. Select an existing payment account or create a new one.
5. Choose or enter a billing address.
6. Click Pay.

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Payments: Charge a Service Call Deposit

Refund or Void a Payment

From an Invoice:

1. Go to Invoice > AR Journal tab.
2. In the Credits / Payments section, highlight a line item of type “Payment Processor.”
3. Open the Extended Menu and select Refund/Void Payment.

• If the payment has not settled, it will be voided.
• If the payment has settled, it will be refunded.

From the Payment Transactions Report:

1. Run Payment Transactions (Payment Report Q0395).
2. Filter results as needed.
3. Highlight a transaction (charge row with Status = Success) and select Refund/Void Payment from the Extended Menu.

Notes:

• Partial refunds are not allowed.  Only full payment amount may be refunded.

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Payments: Refund/Void a Payment

Payment Visibility and Reporting

The following reports provide insight into payment activity:

• Q0395 Payment Transactions — All payment transactions processed in the system.  This report has an Extended Menu that can be used to void / refund transactions.  Failed transactions are also displayed in this report.
• Q0396 Payment Processor Transactions — Transaction data retrieved from the processor API for a given Account ID and Date range.  The results are joined to the EXTENDVIEW_LDView_PaymentTransaction on PaymentTransactionNo and that extend view can be leveraged to pull data from the PaymentTransaction table (Q360 records for payments).  Includes chargebacks and reversals not displayed in Q0395.
• Q0397 Payment Processor Deposits — Deposit data from the processor API for a given Account ID and Date range.  By default the deposits are grouped by their Deposit ID.  The results are joined to the EXTENDVIEW_LDView_PaymentTransaction on PaymentTransactionNo and that extend view can be leveraged to pull data from the PaymentTransaction table (Q360 records for payments).
• Q0398 Payment Processor Merchant Statements — Detailed fee and charge information for a given Account ID and Date range.  Includes an Extended Menu option to download the PDF version of any Merchant Statement.

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Payments: Reports

Download a Payment Processor Merchant Statement

1. Run Q0398 Payment Processor Merchant Statements and apply filters as needed.
2. Highlight an account statement.
3. From the Extended Menu, select Merchant Statement PDF.

The PDF includes summary and activity details, including charges, rejects, returns or chargebacks, processing fees, and flat fees.

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Payments: Download a Payment Processor Merchant Statement

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Set Up Company Logo

Reconcile Zift Payment Processor Deposits

1. You will receive an email (with a PDF attached) from Zift advising you of the deposit amount for the outlined period.  Note: you may also access this information within Q360 (Live Data > Accounting > Payment Processor Merchant Statements).  If accessing via Q360, on the Merchant statement, highlight the statement you want to reconcile, and from the grid extended menu select Merchant Statement PDF.  The PDF will automatically download.  You will use this information to create manual journal entries.
2. When funds are received, a manual journal entry is required.  See help center content regarding creating manual journal entries if you are not familiar with this process.
3. You will need the deposit amount and any fee amounts listed.  The deposit date listed will be the date we use for the manual journal entry created.  Create manual entries for
   • Bank Account deposit (Account should be Bank Account)
   • Summary of fees (Account should be Credit Card Fees Expense Account)
   • Credit Card clearing amount (sum of deposit and fees).  Account should be Credit Card Clearing Account.
4. Click Save icon
5. This deposit will now appear on the Bank Reconciliation form in Q360 and is available to reconcile.

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Payments: Create Manual GL Entry and Reconcile Bank Deposit