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1
CHARGE Anywhere® Designed For Use with QuickBooks®
User’s Guide Part III
Table of Contents
Table of Contents .................................................................................................... 1
Error Handling ................................................................................ 2 Process Sale, Void and Return .......................................................................... 2 Import Transactions ....................................................................................... 13 Bill Presentment ............................................................................................. 18 Pending Transactions Menu ............................................................................ 21
Transaction Manager .................................................................... 27 About The Payment Solution Plug-In ........................................... 28
2
Error Handling
In this section you will find how error cases can appear while processing transactions in
QuickBooks and while importing transactions from Charge Anywhere into QuickBooks.
Also, you will find information on how you can handle these errors.
The chapter contains the following sub-chapters:
Error Handling: Process Sale, Void and Return
Error Handling: Import Transactions
Pending Transactions Menu
Error Handling: Bill Presentment
Process Sale, Void and Return
In this sub-chapter you will be given details about the sale, void and return process in
QuickBooks and about how the error cases may appear when processing transactions in
QuickBooks (locked and pending transactions) as well as how you can operate with
these unsuccessful transactions:
Description of Transaction Types
Processing and Re-processing Transactions in QuickBooks Workflows
Change of Transaction Status
Processing Locked/Pending Transactions
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Error Handling: Process Sale, Void and Return
Description of Transaction Types
PENDING: The transaction was approved by the gateway, but the plug-in failed to create it in QuickBooks. LOCKED: Because the process involves more steps, we will process the data in transactional mode. We will mark the transaction as locked (to know that it is in progress). If the process is successful, the transaction is unlocked. In case there will be a fatal error or an unexpected failure (computer crash), the transaction remains locked. CLOSED: These transactions were successfully created in QuickBooks. SKIPPED: These transactions are skipped by the users in Pending Transactions.
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Error Handling: Process Sale, Void and Return
Processing Transactions in QuickBooks Workflows Below you can find two workflows:
Workflow1: Processing Transactions in QuickBooks describes the stages of
processing transactions in QuickBooks
Workflow2: Re-processing Transactions in QuickBooks describes the re-
processing of the transactions in QuickBooks if in the first processing there are
transactions that failed and have the pending state
Workflow1: Processing Transactions in QuickBooks
Initiate transactions
from QuickBooks
Gateway process request
Successfully approved by
gateway
YES
NO
Successfully created in
QuickBooks
The user will be warned
YES NO
The user will be informed Pending
transaction
The transaction will be re-processed in QuickBooks. See Workflow2.
5
Workflow2: Re-processing Transactions in QuickBooks
SCENARIO 1: The previously failed transaction which is pending becomes locked for re-processing. While trying to create the transaction in QuickBooks an unexpected failure occurs, thus the transactions remains at the locked status.
Pending transaction
Locked transaction
Processing transactions
Successful transaction
Unlocked transaction
Unlocked transaction
Closed transaction
Pending transaction
YES NO
Failure to process
Locked transaction
SCENARIO 1 Error handling
SCENARIO 2 SCENARIO 3 Error handling
Retry creating transaction in QuickBooks
6
This scenario supposes an error handling – for more details please refer to Process Sale, Void and Return Error Handling - Change of Transaction Status.
SCENARIO 2: The previously failed transaction which is pending becomes locked for re-processing. The transaction is successfully processed and as a result, it is unlocked and then closed.
SCENARIO 3: The previously failed transaction which is pending becomes locked for re-processing. The transaction is processed, but unsuccessfully, and as a result, it is unlocked and then returns to the status of pending.
This scenario supposes an error handling – for more details please refer to Process Sale, Void and Return Error Handling - Change of Transaction Status.
7
Error Handling: Process Sale, Void and Return Error Handling
Change of Transaction Status
As we have seen, while being processed in QuickBooks, in the two scenarios, there are
transactions which failed to be processed and now have the status of locked or pending.
You can change this status by following the link: Company -> CHARGE Anywhere ->
Pending Transactions. In the second section (Failed Import Transactions) you will find
the transactions that did not properly import from the payment gateway. In the Pending
Gateway Transactions section you are presented the transactions which have a pending
response. Their status can be changed:
For Credit Card Payment
8
For ACH Payment
9
Thus, the following situations can be encountered: PENDING->SKIPPED You should change a transaction from PENDING into SKIPPED if you don't need the plug-in to retry to process the transaction. This may happen when you manually create the transaction in QuickBooks and you need the plug-in to skip it. PENDING->PENDING (no change) If you leave a transaction as pending, the plug-in knows this transaction is already approved and will try to recreate the object in QuickBooks. LOCKED When you encounter a locked transaction, this means that the plug-in does not know if the transaction was completed or not. See definition for LOCKED. In this case you should check if the transaction was or was not successfully completed. LOCKED->CLOSED In case the transaction was successfully completed, its status changes to CLOSED. LOCKED->PENDING In case the transaction failed and you want to retry it, change its status to PENDING. LOCKED->SKIPPED
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If you decide not to process this transaction anymore (i.e. because you did it manually), change its status to SKIPPED.
LOCKED->LOCKED (no change) If you have at least one LOCKED transaction, the import will not start. In order to keep the gateway and QuickBooks in balance, it is mandatory to review the locked transactions before continuing. For details about Pending Transactions Menu, please refer to Pending Transactions.
11
Error Handling: Process Sale, Void and Return
Processing Locked/Pending Transactions
If you go to Company -> CHARGE Anywhere ->Pending Transactions, you will notice
that the transactions from Pending Gateway Transactions section (they are the
transactions that failed to be processed in QuickBooks) can be processed:
For Credit Card Payment
For processing only one pending transaction, the user has to select the transaction in
question and click on the Process button. In case the user wants to process all pending
transactions, he needs to press on Process All button.
12
For ACH Payment
In this case, if a pending transaction is processed, it means that the plug-in will try to
recreate the transaction in QuickBooks. Based on the result, the transaction’s status will
be automatically updated.
13
Import Transactions
In this sub-chapter you will be given details about the transaction import process and
about the error cases which may appear when importing transactions (locked and
pending transactions) as well as how you can operate with these unsuccessful
transactions:
Description of Transaction Types
Import Transactions Workflow
Change of Transaction Status
Error Handling: Import Transactions
Description of Transaction Types PENDING: They represent the transactions that need to be created in QuickBooks. There are two categories of pending transactions: A. The transactions that were downloaded, but not yet processed (i.e. the plug-in downloads all transactions and feeds them to QuickBooks in batches. If you close the process, the batches that were not created in QuickBooks remain pending). B. The transactions that were downloaded, but the plug-in failed to create them the QuickBooks object (i.e. the plug-in downloaded a sale for Mr. John Smith, it tried to create a payment, but because John Smith was accidentally deleted from QuickBooks, the payment will not be created.) LOCKED: Because the download process involves more steps, we will process the data in transactional mode. We will mark the transaction as locked (to know that it is in progress). If the process is successful, the transaction is unlocked. In case there will be a fatal error or an unexpected failure (computer crash), the transaction remains locked. CLOSED: These transactions were successfully created in QuickBooks. SKIPPED: These transactions are skipped by the users in Pending Transactions.
14
Error Handling: Import Transactions
Import Transactions Workflow
Below you can find a workflow representing the entire process of transaction import and
the three resulting states of transactions:
SCENARIO 1: The transaction, which is first downloaded from the website, becomes pending and afterwards, locked. Before being processed, an unexpected failure occurs, thus the transaction is not processed anymore and it remains at the locked status. This
Downloading transactions from website
Pending transaction
Locked transaction
Processing transactions
Successful transaction
Unlocked transaction
Unlocked transaction
Closed transaction
Pending transaction
YES NO
Failure to process
Locked transaction
SCENARIO 1 Error handling
SCENARIO 2 SCENARIO 3 Error handling
15
scenario supposes an error handling – for more details please refer to Import Transactions Error Handling - Change of Transaction Status.
SCENARIO 2: The transaction, which is first downloaded from the website, becomes pending and afterwards, locked. The transaction is successfully processed and as a result, it is unlocked and then closed.
SCENARIO 3: The transaction, which is first downloaded from the website, becomes pending and afterwards, locked. The transaction is processed, but unsuccessfully, and as a result, it is unlocked and then returns to the status of pending. This scenario supposes an error handling – for more details please refer to Import Transactions Error Handling - Change of Transaction Status.
16
Error Handling: Import Transactions
Change of Transaction Status
As we have seen, during the transaction import process, in two scenarios, the import is
not finished and the status of the transaction is locked or pending. You can change this
status by following the link: Company -> CHARGE Anywhere -> Pending Transactions.
In the first section (Pending Gateway Transactions) you will find the transactions that
failed to be processed during the import from the website, and whose status can be
changed:
Thus, the following situations can be encountered: PENDING->SKIPPED You should change a transaction from PENDING into SKIPPED if you don't need the plug-in to retry to process the transaction. This may happen when you manually create the transaction in QuickBooks and you need the plug-in to skip it.
17
PENDING->PENDING (no change) If you leave a transaction as pending, it will be reprocessed on the next import. LOCKED When you encounter a locked transaction, this means that the plug-in does not know if the transaction was completed or not. See definition for LOCKED. In this case you should check if the transaction was or was not successfully completed. LOCKED->CLOSED In case the transaction was successfully completed, its status changes to CLOSED. LOCKED->PENDING In case the transaction failed and you want to retry it, change its status to PENDING. LOCKED->SKIPPED If you decide not to process this transaction anymore (i.e. because you did it manually), change its status to SKIPPED.
LOCKED->LOCKED (no change) If you have at least one LOCKED transaction, the import will not start. In order to keep the gateway and QuickBooks in balance, it is mandatory to review the locked transactions before continuing.
NOTE: If a transaction has the status Pending, for the corresponding invoice cannot be created another transaction of any type until the transaction’s status is solved.
18
Bill Presentment Error Handling: Bill Presentment
Bill Presentments Workflow
Below you can find a workflow representing the entire process of bill presentment import
and the two resulting states of transactions:
Select Invoice(s)
Create PDF Send e-mail to
client
Successful transaction
Closed transaction
Pending transaction
YES NO
Error handling
19
Error Handling: Bill Presentments In this section you can find the bill presentments that could not be sent by e-mail. If you want to resend the pending bill presentments you need to select them and press on Process button.
20
The status of the e-mails will be displayed in a status message window.
Click on Close button. For details about Pending Transactions Menu, please refer to Pending Transactions.
21
Pending Transactions Menu
NOTE: 1. Before processing, see Notes. 2. Before managing locked/pending transactions, you need to import transactions; see Import Transactions.
To operate with locked/pending transactions, follow the link: Company Payment Application -> Pending Transactions. Also, each time when you open your QuickBooks company file and there are transactions that were successfully processed by the gateway, but failed to be created in QuickBooks, you will be informed about it:
The Pending Transactions window is divided in two sections:
• Failed Imported Transactions: the transactions that are imported from the gateway
• Failed Gateway Transactions: the transactions that are processed by the gateway, but failed to be processed in QuickBooks
In these two sections, the transactions can be only pending or locked. These states can be changed.
Inside Pending Transactions window you can do the following operations: 1. Edit a transaction
2. Reset a transaction
3. Reset all transactions
4. Process a transaction
5. Process all transactions - can be used only for Failed Transactions
they have the same functionality in both sections
22
1. Edit a transaction To edit a transaction you can either: - double-click the transaction you want to modify or - select the transaction and click Edit
When opening a locked/pending transaction, the next window will be displayed:
1 2 5 3 4
23
Select an option and click OK:
For more details about the state of a transaction, please refer to Error Handling chapter.
2. Reset a transaction
NOTE: A transaction state can be reset only within the current session of the Pending Transactions window. Transactions previously modified cannot be reset.
The transaction that you have selected and modified will be reset at its initial state.
3. Reset All transactions
All the transactions will be reset at their initial state.
4. Process a transaction For processing only one pending transaction, the user has to select the transaction in question and click on the Process button.
24
25
The following window message will prompt you:
Click on Close button.
5. Processing all transaction All the transactions from Pending Gateway Transactions can be re-processed in QuickBooks. Follow the steps indicated at stage 4 (process a transaction) but instead on pressing on Process, select Process All button. .
26
For closing the Pending Transactions screen select Close.
27
Transaction Manager
Go to Company -> Payment Application->Transaction Manager and you will reach the ComsGateTM Transaction Manager site:
After you have introduced the UserName and Password, you will be able to view all the transactions that were made on the Gateway.
28
About The Payment Solution Plug-In You are given details about the version of the application if you: In QuickBooks, on the Company menu, point to Payment Application and select About. On your computer, go to All Programs -> Payment Application -> About
In both cases the following window will be displayed: