Order Details: Payment

Overview

Almost all orders in nearly every store require some form of payment.  "Zero dollar" orders aren't that common.  If your orders require that you manage, review, or process payments, then this is the view you'll use to do that.  You'll be able to use this view the same way regardless of what payment methods you're currently displaying to your customers.

Requirements

The following prerequisites will be necessary to accomplish the goals of this article:

  • Have access to your Hotcakes store administration
  • Have at least one order placed that requires or required payment

Getting Started

You'll need to have at least one order placed in the store that's not a "zero dollar" order, because this view becomes useful.

Order Details: Payment View

You can access this view by selecting any order from the order manager.  Generally, you might have filtered or searched for this order.  Once you do, click the Payment option in the left panel.

When you first view this page, you'll see the header that's common among the order details view, and it's explained in the main order details view documentation.  

Just below the header information you'll see a tab strip of payment methods in your store.  This tab strip will be the same regardless of which payment methods you allow your customers to use during checkout.  This allows you to perhaps accept credit cards only in checkout, and maybe accept purchase orders over the phone.

Transaction Messages

Below the various payments methods, at the bottom of the page, you'll see a running log of the various transactions that have happened over time.  This will help you to understand when and how various transactions were made, and the respective details for each transactions.  All transactions that occurred without issue will be shown in green, like you see below.

Whenever you save a new transaction, such as capturing a payment or adding a credit card, you'll see a success message appear at the top of the page like the one below.

If anything other than a successful result occurs, you'll see these transactions highlighted in red, as the example below shows.  This helps to immediately identify the issues that may have occurred.  The details you see in this message will vary from scenario to scenario, and by payment vendor.  

The text you see at the end of the message is returned directly from the vendor themselves, so you'll need to check with your payment processing vendor if the message isn't easy enough to understand.  In this example, it's pretty simple to see that the credit card number wasn't valid, but in order instances, the message might be too vague to understand.

Credit Cards

The first available payment method that loads by default is "Credit Cards."  The various credit card processing sections you see here will use whichever credit card gateway you currently have set in the payment method settings.

There are four sections here to be aware of, as they each have a specific time when you should and shouldn't use them.

In addition to the guidelines you'll see outlined below, you should also be aware that your payment gateway processor might have some rules of their own.  For example, you might only be able to capture a hold within a certain time period, or your processor may not support refunds.  Each payment gateway will be slightly different in this regard.

Pending Holds

This will most often be used when your store is set to authorize payments at checkout.  When this occurs, you'll use this section to capture the payment when you're ready to fulfill the order.

Setting Description
Hold This drop down load will be loaded with any authorizations that have been made towards this order in the past.  If you wish to capture a hold, select it from this listing.
Amount This textbox allows you to input a valid currency amount against the hold.  In most cases, the amount you input here to capture should match the hold in the drop down list, but it mainly depends on your credit card gateway.
Security Code This is the CVV code that you often see in credit card authorization forms, where you enter the special 3-digit number found on the back of a credit card.  This value is optional in many cases, but it depends on your enabled payment gateway.
Void Hold When you click this link, any authorization you've selected in the Hold drop down list will be voided.
Capture Hold This link will use the Hold and Amount fields together to capture the amount you specify against the authorization you selected.

New Charges

If you already have a credit card associated to the order, you'll be able to process new payments here. This is often used when the original hold has expired.

Setting Description
Card This drop down list will be loaded with any credit cards that had previously been used to charge or authorize an amount against the order.  These cards are not saved globally to other orders by the same customer.  They'll only be available to this order.
Amount Enter any desired amount to either charge or authorize against the selected card.  This currency amount should be in the same format as the store currency settings.
Security Code This is the CVV code that you often see in credit card authorization forms, where you enter the special 3-digit number found on the back of a credit card.  This value is optional in many cases, but it depends on your enabled payment gateway.
Hold Funds If you click this link, you'll only authorize the amount you entered against the card you selected.  The card will not be charged yet.
Charge Card Clicking this link will charge the customer the amount you entered, against the card you've selected.

Refunds

Refunds are there for you to send money back to your customer for some reason.  This is often due to their products being sent back to you or their order otherwise being cancelled.

Setting Description
Charge You can only process refunds in this view, against previous charges that were made.  You'll see all previous credit card charges listed in this drop down list.  If you're processing a refund, select the desired charge.
Amount Enter any desired amount to refund against the selected charge.  This currency amount should be in the same format as the store currency settings.
Security Code This is the CVV code that you often see in credit card authorization forms, where you enter the special 3-digit number found on the back of a credit card.  This value is optional in many cases, but it depends on your enabled payment gateway.
Refund Charge Clicking this link will execute the refund request using the information you selected and input above.

Add a New Card

You may need to use this section to add a new card to the order, such as when a card might be cancelled, expired, or overdrawn.  Saving a card here only makes it available to this specific order.  Any other orders that this customer might make will require that the card be entered all over again, whether it's them during checkout or you using this view.

Setting Description
Card Number Enter the full credit card number as it appears on the card, but without the spaces.
Exp. Date This is the expiration date that appears on the front of your customer's credit card.
Name on Card You should enter the full name of the customer, as it appears on their card. 
Save Card to Order Once you input the card number, expiration date, and name, click this link to save the card to the order.

Gift Card

The gift card payment method will help you to perform all of the transactions that you may need to execute.  This similar to how credit cards work, but these transactions will be placed using your selected gift card gateway you've enabled in gift card settings.

Like with credit cards, if you're using a third party gift card provider, these transactions may be restricted by your gift card processor.

Gift Card Holds

If there is a gift card that previously had a hold placed against it, you can capture that hold here.

Setting Description
Hold This drop down load will be loaded with any authorizations that have been made towards this order in the past.  If you wish to capture a hold, select it from this listing.
Amount This textbox allows you to input a valid currency amount against the hold.  In most cases, the amount you input here to capture should match the hold in the drop down list, but it mainly depends on your gift card gateway.
Void Hold When you click this link, any authorization you've selected in the Hold drop down list will be voided.
Capture Hold This link will use the Hold and Amount fields together to capture the amount you specify against the authorization you selected.

New Gift Card Payment

This section allows you to apply a new payment towards the order, using the gift card number and amount you specify.

Setting Description
Card Enter the gift card number you wish to place a charge against.
Amount Enter any desired amount to either charge or authorize against the specified card.  This currency amount should be in the same format as the store currency settings.
Charge Card Clicking this link will charge the customer the amount you entered, against the card you've specified.

Gift Card Refunds

If you've charged part of the order against a gift card, you can refund that a full or partial amount towards the previous charge.

Setting Description
Previous Charges You can only process refunds in this view, against previous charges that were made.  You'll see all previous gift card charges listed in this drop down list.  If you're processing a refund, select the desired charge.
Amount Enter any desired amount to refund against the selected charge.  This currency amount should be in the same format as the store currency settings.
Refund Card Clicking this link will execute the refund request using the information you selected and input above.

Balance Check

This is a useful feature to assist your customers to know if they want to use a card or not.  You can enter their card number and find out if they have enough funds on the gift card to apply to the order.

Setting Description
[no name] Enter the gift card number whose balance you wish to check.
Amount Enter any desired amount to refund against the selected charge.  This currency amount should be in the same format as the store currency settings.
Check Balance Clicking this link will check the balance using the information you input above.

PayPal (Express)

This payment method is the PayPal Express version of the available payment methods.  If you're using PayPal Pro, you should instead be using the credit card method discussed above to process payment.

The view you see below will have holds and available refunds displayed for this order only, provided they were placed using PayPal Express.

PayPal (Express) Holds

This will most often be used when your PayPal Express configuration is set to authorize payments at checkout.  When this occurs, you'll use this section to capture the payment when you're ready to fulfill the order.

Setting Description
Hold This drop down load will be loaded with any authorizations that have been made towards this order in the past.  If you wish to capture a hold, select it from this listing.
Amount This textbox allows you to input a valid currency amount against the hold.  In most cases, the amount you input here to capture should match the hold in the drop down list, but it mainly depends on your credit card gateway.
Void Hold When you click this link, any authorization you've selected in the Hold drop down list will be voided.  This link will not be active until you select a valid hold.
Capture Hold This link will use the Hold and Amount fields together to capture the amount you specify against the authorization you selected.  This link will not be active until you select a valid hold.

PayPal (Express) Refunds

Refunds are there for you to send money back to your customer for some reason.  This is often due to their products being sent back to you or their order otherwise being cancelled.

Setting Description
Charge You can only process refunds in this view, against previous charges that were made.  You'll see all previous credit card charges listed in this drop down list.  If you're processing a refund, select the desired charge.
Amount Enter any desired amount to refund against the selected charge.  This currency amount should be in the same format as the store currency settings.
Security Code This is the CVV code that you often see in credit card authorization forms, where you enter the special 3-digit number found on the back of a credit card.  This value is optional in many cases, but it depends on your enabled payment gateway.
Refund Charge Clicking this link will execute the refund request using the information you selected and input above.

PO (Purchase Order)

Purchase orders are a common way for businesses to accept payments, primarily in scenarios where two businesses are doing business with each other.  This payment method empowers you to use this common payment scenario in your store.

Hotcakes isn't a purchase order management system, so you will need to track and validate purchase orders separately using whatever method you already use today.

The first section allows you to select a purchase order that may have been specified during checkout by the customer.

The next section allows you to add a new purchase order number after the order has already been placed, and specify the amount it applies to.  Doing this will allow you to accept this new PO in the section discussed above.

Comp. Acct. (Company Account)

Company accounts are similar to purchase orders, in that they're basically trust agreements between your company and another business.  Using this payment methods allows you to run an ongoing account with your customer, where you'll end up accepting an actual payment in another way or another system, such as business check or in an ERP.

The first section allows you to select a customer account that may have been specified during checkout by the customer.

The next section allows you to add a new customer account number after the order has already been placed, and specify the amount it applies to.  Doing this will allow you to accept this new customer account in the section discussed above.

Cash

Cash may be self-explanatory, where it allows you to accept cash in some physical fashion, then log it here to help fulfill and mark the order as processed accordingly.  However, this payment method is often used by other means to creatively process payments that may be done in any other number of creative ways.

You have a single field to process, which is the "Amount."  You should enter the cash amount in the same format as the store's currency setting, and then click the action you wish to take.  

If you click the "Refund Cash" link, the order will be refunded the specified amount, as a cash transaction.  Hotcakes will assume that you physically accepted the cash outside of the online store.  Clicking "Receive Cash" will instead post a payment towards your order, presumably lowering or paying the balance owed.

Check

Check works in nearly the same way as Cash above.  You may want to review that payment method briefly.  The chief difference here is that the payment has a check number associated with it.  

Setting Description
Check Number Enter the number that uniquely identifies the check. This will help you and the customer both know which check was used towards the order, should any customer service tasks need to be performed.
Amount You should enter the amount that is seen on the check in the same format as the currency settings in the store.
Return Check If you click this link, you will be refunding the amount specified above.
Receive Check Clicking this link will accept the amount you specify as a payment towards the order.

Points (Reward Points)

The reward points are part of the built-in reward or loyalty program.  Reward points are treated the same as cash, based upon the point values you have specified in the reward point settings.

Points on Hold

If you have any previous transactions where points are being held, you'll want to use this section to capture the payment using reward points.

Setting Description
Hold If you have any reward point hold transactions, they will appear in this drop down list.
Amount If you're planning to capture a held point transaction, enter the amount of the hold you're planning to capture. Usually this matches the hold itself.  The amount must be in the same currency format as your store settings.
Void Hold If you wish to void an existing hold, select it in the drop down list above, and then click this link.
Capture Hold Click this link to capture the selected hold and hold amount specified above.

Pay with Points

When the customer has points available their account, you'll be able to see and use them here.

Setting Description
Points Available This read-only static label will show you the number of points the customer currently has, and their cash value.  You'll only be able to apply as many points as they currently have to their order.
Amount Enter the amount of points you wish to either hold or capture.  The amount must be in the same currency format as your store settings.
Hold Points This link will create a hold for the amount of points you specify.
Pay with Points If you wish to capture the points as payment immediately, click this link instead of holding the points.

Refund Points

This section will allow you to refund points to a customer.  This is often useful when performing customer service tasks.

Setting Description
Charge This drop down list will list any previous reward point transactions for this order.
Amount Enter the amount of reward points you'd like to refund back to the customer.  The amount must be in the same currency format as your store settings.
Refund Points Clicking this link will refund the amount of reward points you specified, to the transaction you selected above.  The link will not be active until you have selected a transaction and entered an amount.

 

Have more questions? Submit a request

Need More Help?

Do you need more assistance with this article? Please review your support options.