Electronic and Online Payments Setup

This section provides information on setting up and administrating Electronic and Online Payments functionality.

The following general steps are needed to establish Electronic and Online Payments on your system (followed by details on each step):

1.    Contact EWS Group and initiate the request for Online Payments

2.    Setup an account with CSI Pay. Once approved by CSI Pay, EWS Group establishes and verifies initial connection settings and then contacts you when fully functioning

3.    Add/verify that the correct Cash Receipt Payment Type records are established 

4.    Add a Note Type for Online Payments

5.    Verify and update Electronic Merchant Setup record

6.    Verify and update System Email Setup records

7.    Update Personnel Setup records

8.    Setup MoversSuite orders for Online Payments

STEP 1: Contact EWS Group

Open a ticket through the support portal indicating that you wish to setup Online Payments with CSI Pay. The portal is available through the Help Desk Login option from the ewsgroup.com website.

STEP 2: Setup a CSI Pay account

Contact the sales department at Constellation Payments (CSI Pay) and request a payment processing account. Contact information is available through the csipay.com website.

In your correspondence to CSI Pay, indicate that you are working to establish an account through EWS Group. Also, indicate which payment methods you wish available to your customers. The following options are available:

Credit card payments

Bank checking account payments

Bank savings account payments

For bank account processing, your company must be approved for ACH transactions and CSI Pay may request additional information.

Once approved, EWS Group receives an email confirmation with needed account information, including account code and credentials. EWS Group then logs into your system and establishes needed setup and performs an initial test.

STEP 3: Add/verify Payment Types for Cash Receipts

To successfully process cash receipts as electronic payments, the following three types must exist in your system. Verify that the following items are established within the Cash Receipt Payment Type Setup:

STEP 4: Add an Order Note Type for Online Payments

The application creates order notes for Online Payments related transactions (credit card payments, refunds, etc.). You specify the Note Type for these Notes within the Order Note Type setting within the General tab. You can select from a list of existing types or add one through the Note Type Setup.

Figure 70: Note Type Setup

STEP 5: Update Electronic Merchant Setup

Once EWS Group has established and confirmed Online Payments functionality, you will need verify and familiarize yourself with the settings within Electronic Merchant Setup for the CSI Pay record.

Figure 71: Electronic Merchant Setup

Authentication credentials can be managed by EWS through MoversConnect when the Use MoversConnect for Authentication box is checked. This box is checked by default when setting up new Electronic Merchant profiles.

For existing Electronic Merchant profiles, this box must be manually checked to have credentials managed by EWS through MoversConnect. If one or more Electronic Merchant profiles are not checked, the Electronic Merchant Feature Activation Reminder will show.

Further, if the Use MoversConnect For Authentication flag is not set, verify the credentials through the Merchant Credentials and Verify Electronic Merchant Credentials functions. Again, the option of not using MoversConnect for authentication is not recommended.

Update the Branch Item listing to associate the branches that you wish to offer Electronic Payments and Online Payments through. You can only access Electronic and Online Payments functionality for orders assigned to branched established within the Branch Item listing. Additional security is also set on personnel records that control which branches they can select for payment assignment (Step 6).

Open the Online Payments tab and verify settings. Update the information you wish customers to see within the header of the screen. This includes the Company Name, four lines of text, which can be your contact address, phone number, and website, and the Web Logo. This information is documented within the Online Payments (tab) topic.

Figure 72: Online Payments tab

You can review your settings through a mock page based on the data by pressing View Sample Online Payment Page. This opens a browser window with all company settings visible.

Figure 73: Sample Online Payment page

STEP 6: Verify and update System Email Setup records

Update the text of messages received by your customers for Recurring Billing and Storage and Electronic and Online Payments for through the System Email Setup.

Figure 74: System Email Setup

In the default message below, a customer receives an email with the Email Subject and Email Message specified. You can update this information as needed. For example, you can choose to display invoice terms and specific contact information.

Figure 75: System Email Setup record

Refer to System Email Setup for more information.

STEP 7: Update Personnel records

Update Personnel Setup and Security Profile Setup records so that personnel you wish to access Electronic and Online Payments have appropriate privileges.

Electronic Payment Management Security Module

Once Electronic and Online Payments is enabled on your system, all users can access the following through the Accounting Tools Menu:

Credit Card/Bank Payment

Setup Credit Card/Bank Online Payment

They can also access the Capture New Payment Method screen through the AutoPay Setup (Recurring Billing) tab, as well.

However, these users can only add records for branches to which they are assigned to the Electronic Payment Management module. Therefore, assign the Electronic Payment Management module to each profile for each branch that you wish people to be able to add records through the following:

Credit Card/Bank Payment

Setup Credit Card/Bank Online Payment

Additionally, assignment to this module grants access to the Payment Method Management screen, which allows them to update the payment status and nickname of a payment method assigned to a Billing Record. This module must be assigned to each branch that you wish people to access. Set the Access Type to Full. The Allow Manager Privileges flag has no effect.

Figure 76: Add Security Profile Detail dialog

Recurring Billing Setup Security Module

Since the Payment Method Management screen is accessed through a Billing Record, personnel must also have Full access to the Recurring Billing Setup module as well. This module is not branch specific, therefore a single profile record is all that is needed to access the functionality.

Figure 77: Add Security Profile Detail dialog

Cash Receipts Security Module

Since Electronic Payments generate Cash Receipts batches and utilize other Cash Receipts functions, each person you wish to process payments must have Full access to the Cash Receipts module for each supported branch. Additionally, set the Allow Manager Privileges flag to allow employees to refund and void Electronic Payments.

Figure 78: Add Security Profile Detail dialog

Report Profile Records

To generate Cash Receipts, update Report Profile Setup records to assign personnel to the report linked to the Print Receipt button. This corresponds to the Report Setup record with a System Location of Cash Receipts.

Figure 79: Report Setup

To generate invoices for Recurring Billing and Storage, update Report Profile Setup records to assign personnel to the report linked to the View Invoices button within Recurring Billing Management. This corresponds to the Report Setup record with a System Location of Recurring Billing Invoice.

Figure 80: Report Setup

STEP 8: Setup MoversSuite orders for Online Payments

Once all administrative settings are made, update orders to support Electronic Payments and Online Payments and process payments and/or capture payment information to verify connectivity. Verify Browser Security Settings and refer to the Electronic Payments and Online Payments topics for usage information.

Refer to the Electronic Payments Errors topic for a list of common errors and resolutions.