Worldpay
- Silas Canning (Unlicensed)
Analytics
Purpose
The purpose of this Guide is to provide information on the implementation and usage of the Moveware Client Payment Interface using the Worldpay payment solution provided by Moveware.
Product Description
The Moveware Client Payment Portal provides a convenient and efficient way for Moveware Clients to process customer payments. This may include Real Time payments, Direct Debit Payments and BPAY Payments depending on the Payment Solution provider.
Once the payment has been validated in the payment portal, the payment will be written back against the Moveware Invoice or Customer as appropriate. Alerts can be sent to nominated Moveware Users including notification of either success or failure of payments.
Key Functionality
Real Time Payments
Real time payments can be made by the client utilizing a hyperlink generated from Moveware that allows the customer to enter in their payment. The hyperlink may contain the Customer/Debtor Code and Invoice Number and/or Invoice Amount as applicable.
This link can be generated:
In an email template to send to the client
From within a client document
From within MoveClient
Direct Debit Payments
Moveware provides the capability for client credit cards and bank accounts to be stored as secure tokens. Tokenization is a technology solution that encrypts card and account information and stores it as a surrogate value or token that can only be used in secure transactions between the Customer, the Moveware Client and the Payment Provider.
With the tokenized card or account the Moveware Client can process Customer payments singularly or in batches such as required for monthly storage invoicing. In this way Customer payments can be initiated by the Customer Service Representative from within several areas of Moveware:
From within the invoice payment facility
From within general receipting.
From a Debtor (Customer)
From the Job Details screen
From inside a client document
Once the payment has been validated in the payment portal, the payment will be written back against the Moveware invoice or customer as appropriate. Alerts can be sent to nominated Moveware users including notification of either success or failure of payments.
Payment Portal Components
Payment processing requires two elements: a Payment Gateway and a Merchant Account.
The Payment Gateway is used for facilitating online transactions and helping them get approved. It is also the first place the transaction goes when a customer submits an order online. The transaction flows through the payment gateway, to the payments ecosystem, and should it be approved, will eventually make its way into the merchant account.
Merchant accounts are for reconciling the funds sent to the merchant on successful sales. These are the funds that were approved through the payments ecosystem. All approved payments are paid out to you, the merchant, through your merchant account. This is the last stop before you receive the funds in your normal business bank account.
The Payment Portal currently operates in the primary currency of each region.
Payment Portal Partners
Moveware partners with selected portal providers in providing payment services. This is largely because different systems are required in different geographical regions.
These are primarily Ezidebit in Australia, Bambora in New Zealand, the USA and Canada, and WorldPay in the United Kingdom.
Utilizing the Moveware Client payment portal will require a relationship agreement between your company and the service provider. For specific information on the portal processing terms and conditions and charges please refer to your individual agreement.
Worldpay
The Worldpay Payment Portal up the use of Worldpay (http://www.worldpay.com/ ) card payment processing for payments against Invoices and other debtor transactions. It handles this either completely hands-off – by directing a customer to a payment portal linked to their invoice, or by generating the portal within Moveware for users to enter payment.
In order to utilise the payment processing solution MoveClient is required.
Benefits
Efficiency
Eliminates the need for office based card payment machines
BAR regulations in the UK are changing to require all members to remove card details from any quotation documents and require customers to at least take payment over the telephone.
Customer Service representatives will no longer have to handle card details
Payments over the phone take anywhere between 5-10 minutes each. This eliminates that time completely.
Entering card details on a trusted payment portal will create a much more modern and safe interaction with the customer
Workflow
Customer initiates payment
The client is given a link to the payment portal in one of many ways:
From an email sent to the client from Moveware
From a PDF of a Moveware document with the link embedded into the document.
By logging into MoveClient and navigating to the Accounts page.
Once the client has opened the link to navigate to the client portal, they are presented with an introductory page describing the facility, the types of payments accepted and the Payment terms
The client proceeds to a Payment page where they are presented with the payment types.
The client enters the payment information as required.
The combination of reference number and invoice number are the key identifiers in the portal. The reference number is one of the following, depending on the type of invoice to be paid:
Job Number – For Job Invoices
Customer Code – For manual invoices
Storage ID – For storage invoices
Note: In some situations, if a valid Reference Number and Invoice Number are entered, the Payment Details and outstanding invoice amount at the top of the page will automatically populate with data from the Moveware record.The client selects the payment type and any additional fees are calculated. The outstanding invoice Amount, additional fees and total amount to be paid are displayed at the top right of the page.
The client completes the payment details below the payment type for Name, Card Number, Card CVV and Card Expiry. Note: The Card Details at the bottom of the page appear once a payment method is selected.
The client clicks the Submit button to process the payment.
Note: If any required details have not been completed, an error message will be displayed informing the client of the missing or invalid entries. Once the client corrects the relevant details and clicks submit, the payment will be processed.Once the payment has been processed, the client is presented with a Receipt Summary page confirming the payment has been made successfully. The page displays the Receipt Number, amount paid, reference number.Note: the Receipt number is a number generated by the Payment Portal, not the Moveware receipt number.
Note: the Receipt number is a number generated by the Payment Portal, not the Moveware receipt number.
A receipt is generated in Moveware and applied to the invoice that was paid via the portal. The receipt has the Payment Portal receipt number in the description and details fields. The receipt is posted to the relevant Undeposited Funds clearing account as configured in Moveware. In cases where there is an amount that cannot be applied to an invoice due to overpayment, the receipt will be created but will remain unapplied or “On Account” until it is manually applied to the relevant invoice.
An email with the receipt details is automatically sent to the email address entered or displayed in the payment details screen.
Customer Service Representative Initiates payment
In Moveware Pay Online is available from several locations including from within the Debtor and Biller as above and from the job or invoice by selecting the View payment Details for the Invoice icon.
From the payment details screen then when the Pay Online button is pressed then the Make payment dialogue should appear
Make Payment Initiated from | Payment Details recorded | Items auto-populated in Make payment | Payment Facility (Web page) |
Payment details in Job details | Token | Customer Code, Customer name, Payment method = Token Invoice Number | Token Payment page |
| Card | Customer Code, Customer name, Payment method = Card Invoice Number | Card Payment page |
| Blank | Customer Code, Customer name, Payment method = Card Invoice Number | Card Payment page |
Receipt payment against invoice |
| Same as above but Reference = Job No. Invoice Number will be blank |
|
Recording the transaction in Moveware
Once the payment has been validated in the payment portal, the payment will be written back against the Moveware invoice or customer as appropriate. Alerts can be sent to nominated Moveware users including notification of either success or failure of payments.
Moveware will allocate the payment to the designated job/invoice/debtor as appropriate using the reference fields as explained previously.
– Job Number (for Job Invoices)
– Customer Code (for manual invoices)
– Storage ID (for storage invoices)Credit Card payment surcharges will be written to the default finance charge account set up in Moveware.
Pictured below is a payment recorded in Moveware showing the receipt id along with the receipt information and journal created.
Note: The portal is designed to accept payments for single invoices. If a payment for multiple invoices is received Moveware will put the balance of the receipt On Account
Receiving funds from the merchant services provider
Funds are remitted from the merchant services provider to the Companies nominated bank account as per their standard terms which is generally within a few days.
Setting up Payment Portal Hyperlinks
Web Links to the payment portal can be setup in client documents and in emails that are sent to the client. Links in Client Reports must be created by Moveware. Standard and custom emails can be configured with a merge field to generate the correct link. Paragraphs can also be configured with the merge field.
Setting up payment portal links inside an email
A merge field called <Website Payment> is available for use in Email and Paragraph configuration in Moveware. To use the merge field:
Go to the Report Configuration screen and select the report entry that is used for the email template. You can use the Description filter to search for the required entry.
Select the Email Setup tab and in the body of the email, click where you want the web link to appear.
Find the merge field <Website Payment> in the list of merge fields on the right of the screen by typing Website in the search field then double clicking on <Website Payment>.
Click save to save the changes.
When the email is generated in Moveware, the link will appear as click here in the email. So typically, you may have a line in your email that says “To pay your invoice by credit card, click here.”
Setting up payment portal links in client documents
A crystal report generated in Moveware can have a web link incorporated into the report to allow the client to click on the link to access the payment portal.
Typically, this would be used on the Invoice and Statement reports but can be used in any report where a valid reference number and invoice number is already in use. Customer Service or Accounts Payable staff typically send the Invoice or Statement report as a PDF attached to an email. The client opens the attachment then clicks on the link in the PDF to go to the payment portal. The link in the report can be specific to a Job, Storage Account, or Customer Code as the reference number and a specific invoice, which prepopulates the payment portal details with those of the client and invoice.
If you would like to incorporate a payment portal link into a client report, please log a support request via the MoveSupport portal.
Implementation Process
Please advise your Moveware Account manager if you would like to implement the portal.
Moveware will provide a link to the appropriate Portal where you can initiate the process to obtain an agreement with the respective portal provider.
Once you are approved Moveware will create the links between your Moveware system and the portal. Moveware will work with you to modify any client documents with information pertaining to the payment portal such as a links on the invoice and quote documents.