Processing a payment

The Process Payment window can be opened from an individual invoice or from the context menu of the Invoice History page.

On this window, you process a payment on behalf of an organization contact. Depending on the setup of the Payment Processing page, the client can pay two ways:

• Using a credit card
• Using an eCheck (What is an eCheck?)

The payment information entered here is not stored in Autotask but in the 100% PCI-compliant customer vault of the BNG gateway.

To enter a customer payment, do the following:

1. To open the page, use the path(s) in the Security and navigation section above.
2. Review the invoice data in the top section, especially the Amount Owed. The amount must be greater than $1 and smaller than $10 Million.
3. Populate the following fields:

Field	Description
Contact Making Payment	Enter the name of the individual at the customer organization (or its parent organization) who has authorized the payment. Start typing a name or click the selector icon and make a selection. The customer contact must already exist in Autotask.
Payment Type	Autotask accepts payments using either a credit card or a bank account (eCheck). Use the radio button to select an option. Depending on your selection, either the Credit Card Information or the Bank Information fields will be displayed.
If you selected Credit Card
Card Number	Enter the credit card number without any spaces.
Expiration	Enter the expiration date in the format of MM/YY.
CVV	The Card Verification Value is a three- or four-digit number that is used by merchants to verify that the customer has physical access to the card.
If you selected Bank (eCheck) What is an eCheck?
Bank Account Name	Depending on the account holder type, the name of the person or business entity who the account belongs to.
Bank Account Number	Enter the account number of your checking account. This is typically the second set of numbers on a check.
Bank Routing Number	Enter the nine-digit routing number.
Bank Account Holder Type	Select Personal or Business.
Bank Account Type	Select Checking or Savings.
Billing Information (from Credit Card / from Bank Account)
Populate from Contact Selected Above	If you select this button, the Name and Address fields will be populated from the contact record of the person authorizing the payment.
Populate from Organization's Billing Information	If you select this button, the Name and Address fields will be populated from the billing address of the customer as selected on the Invoice Settings tab. You will have to manually complete the Name and Email fields. Refer to Billing Address.
First Name, Last Name, Email, Organization Name Address fields	IMPORTANT  The billing information that must be entered here is the name, organization, and address associated with either the credit card or the bank account. This is often not the same name as the person who authorizes the payment. If you used the buttons to populate this information, you may need to edit it. EXAMPLE  The accountant authorizes the payment, but the credit card or bank account are in the name of the owner. Due to gateway limitations, the following field length limits apply: Organization Name: 100 First Name: 50 Last Name: 50 Email: 254 Address1, Address 2: 150 City: 50 State: 50 Zip: 20

4. Click Process Payment and confirm that you want to proceed.

   1. If the payment goes through, the window will be updated and you will see the Payment has been processed banner.
   2. If the payment cannot be processed, the card was declined for lack of funds, or the card or bank information was incorrect or incomplete. Please contact your card issuer or bank for details.

IMPORTANT  Once the payment is successfully transmitted to the gateway, Autotask is not going to receive further updates. If the payment fails to settle, this must be resolved in the payment gateway. Any payments made within Autotask will need to be manually applied within your accounting package. This will NOT take place automatically.