NAV-X Credit Card Setup

Instead of using the Assisted Setup to complete your initial setup or to make changes to the setup at a later point, you can also access the Credit Card Setup through the “Credit Card Setup” page. You can type “Credit Card Setup” in the search box to start this page. This page also has additional fields available, which are not part of the assisted setup, since those settings are usually not changed. You can find the description of most fields in the Getting Started section, the additional fields are described below.

General

The General fast tab allows the setup of system wide credit card settings. Each of the settings is described below. If you do not see all settings, please click on “Show more” to display advanced fields.

Enable Credit Card

Activates the credit card functionality. You can setup everything and leave this check mark off until you are ready for processing and then activate this field.

Credit Card Nos.

When you enter new credit cards, an internal unique code is assigned to each card. This code uses this number series.

Charge Mode

NAV-X Credit Card supports two modes. You can select between “Authorize and Charge” and “Sale”.

  • Authorize and Charge – This is the most commonly used mode when processing credit card transactions in the back office. When selecting “Authorize and Charge”, you can authorize a transaction at the time of, for instance, order entry and then charge the card when the order is invoiced. This verifies that the card has sufficient funds to charge the invoice to and holds those funds until the order is invoiced. 

  • Sale – This mode is selected typically with “card present transactions”, which means that the customer is present and swipes the card or allows you to enter the card information when charging the card. There is no authorization performed at the time of entering the order.  

Require Security Code

The security code (also known as CVV code) is the three or four digit code on the back of the card. You can select between the following options.

  • Always – The security code is required for every transaction that is performed. If you have the mode set to “Authorize and Charge”, the security code is required during the authorization, not during the charge. This is the most secure configuration, but it will require you to have the security code for each card given to you by your customer every time you process a transaction. To maintain PCI Compliance, you are not allowed to store the security code for a card either in a software system or on any other handwritten notes. 

  • First Authorization per Document – The first time you are processing a transaction for a specific document (e.g. order), you are required to enter the security code. If you change the authorized amount (e.g. increase the order amount) or process partial invoices and then re-authorize the remaining balance, you are not required to enter the security code. 

  • First Transaction per Card – This setup will only require you to enter the security code once per card to validate that the card is valid. If you have activated the setting “Perform initial validation for new cards”, the system asks for the security code at the time of entering the credit card and then not anymore.  

  • Never – The security code is never required to be entered. This is typically done when the same customer has a lot of recurring orders and charge the credit card. It is the least secure option and should be avoided, if possible.

Do not allow Address Verification Failure

When processing a credit card transaction, the system uses the zip code as well as the street address from the billing address to validate, if the credit card and billing address match. If there is not a match or another error message is sent back, the system displays the result and asks the user, if the transaction should still be processed. If you do not want to give your users this option, you can place a check mark in this field. This then will display error messages instead of confirmation dialogs and will not allow you processing a credit card.

Perform initial validation for new cards

When you enter a new credit card for a customer, this setting will perform an authorization against the credit card to determine, if the card is a valid card, if the security code is valid, if the billing address is valid, and if the card is not on the list of stolen or otherwise invalid cards. The authorization will stay on the customer’s credit card account for up to a couple days even though the authorization is voided immediately. If customers do not accept this, you can turn off the setting.

Validation Amount

If you have “Perform initial validation for new cards” activated, you can define here the amount that is used for the authorization to validate the card. The default amount is 0.05 in the merchant account’s default currency. You can change this amount, but it is recommended to leave this at a small amount.

Update Authorization when amount changes

When you increase the amount of a document, the difference in the original amount and the new amount is authorized against the credit card. This will result in multiple authorizations against the same credit card (which are visible on the customer’s credit card statement) and when the credit card is charged, it will result in multiple charges. This can cause questions from your customers.

When you place a check mark in this field and the transaction amount increases, the system will void the original authorization and create one new authorization with the full amount leading to only one charge at the time of invoicing the order. However, some banks leave the voided authorization as a pending charge for a few days and that could cause the customer not having their full amount available on their credit cards and can also cause issues with your customers.

It is recommended to have this field checked unless you have constant order changes and customers inquiring about the authorizations that are held in place.

Display Error on failed Authorization

Display Error on failed Charge

Display Error on failed Sale

These fields are checked by default to display errors to the user when an authorization, a charge, or a sales transaction fail. If you do not want to have your customer service representatives deal with those errors, you can disable these settings and create workflows to alert users in another team, such as the accounting department about failed transactions. Those users then can take care of the interaction with the customer.

Data Retention Period

The data retention period defines how long transactional data and expired credit cards are stored in the system. After this period, not needed transactional data is removed from the system for security purposes. This period is defaulted to 1 day and should not be changed. If you do not remove transactional data after a short period of time, it can negatively impact your PCI compliance.

Automation

The Automation fast tab enables you to customize the system behavior during order processing on the sales and service management side. If you do not use service management, the set of service management settings will not be used.

Sales

Auto-Authorize on Release

if your order amount doesn’t change often after the initial entry of an order and your process includes the release of an order right after it is entered, you can activate this field to allow the system to authorize the entered credit card information at this time. If you did not enter a credit card yet, the system will allow you to enter or select a credit card at this point.

Only First Authorization

If you have the system set to automatically authorize a credit card at the point of releasing an order, this field allows you to configure that you only want to have an automatic authorization performed when the order is initially released and not for subsequent releases for the same order. You then will have to manually click the “Authorize Card” button.

Auto-Reauthorize on Partial Invoice

When an order is partially shipped and invoiced, the credit card is charged and the initial authorization is cancelled, even if the authorization was for a higher amount. If you want to automatically create another authorization for the remaining order balance, you would place a check mark into this field.

If your backorders typically take a longer time to be fulfilled or you have a lot of cancelled backorders, you would not want to activate this setting.

Auto-Reauthorize on Partial Invoice

When an order is partially shipped and invoiced, the credit card is charged and the initial authorization is cancelled, even if the authorization was for a higher amount. If you want to automatically create another authorization for the remaining order balance, you would place a check mark into this field.

If your backorders typically take a longer time to be fulfilled or you have a lot of cancelled backorders, you would not want to activate this setting.

Auto-Authorize on Shipment

Instead of authorizing an order automatically at the time of release, you can also authorize the document at the time of shipping. This will run an authorization right before the order is shipped and not allow the shipment to be posted, if the card authorization failed.

Service

Auto-Authorize on Release

if your order amount doesn’t change often after the initial entry of an order and your process includes the release of an order right after it is entered, you can activate this field to allow the system to authorize the entered credit card information at this time. If you did not enter a credit card yet, the system will allow you to enter or select a credit card at this point.

Only First Authorization

If you have the system set to automatically authorize a credit card at the point of releasing an order, this field allows you to configure that you only want to have an automatic authorization performed when the order is initially released and not for subsequent releases for the same order. You then will have to manually click the “Authorize Card” button.

Auto-Reauthorize on Partial Invoice

When an order is partially shipped and invoiced, the credit card is charged and the initial authorization is cancelled, even if the authorization was for a higher amount. If you want to automatically create another authorization for the remaining order balance, you would place a check mark into this field.

If your backorders typically take a longer time to be fulfilled or you have a lot of cancelled backorders, you would not want to activate this setting.

Auto-Authorize on Shipment

Instead of authorizing an order automatically at the time of release, you can also authorize the document at the time of shipping. This will run an authorization right before the order is shipped and not allow the shipment to be posted, if the card authorization failed.

Additional Authorization

If you do not know all of your charges at the time of order entry, but still want to authorize the credit card at that moment, you can define an additional amount to authorize together with your order and then update the amount at the time you ship the order. You can configure this separately for Sales and Service.

Sales

Type

  • None – This functionality is deactivated

  • Percentage – You can define a percentage that will be added to the transaction amount. The percentage is calculated based on the total order amount, not only the items that are invoiced right away.

  • Fixed Amount – You can define a fixed amount that will be added to the transaction amount.

Amount

Define the amount that should be added. If the “Type” is set to “Percentage”, please define the percentage that should be used to calculate the additional charge. The total amount on the document will be used to calculate the amount based on the percentage.

Line Type

  • Blank – This is the initial value and is not valid, if you have selected a Type other than “None”. 

  • G/L Account – You can define a G/L account that will be added as a new line to the transaction to record the additional amount that is added. Ideally, you choose the same G/L account as you will use later for the actual shipping charges or other fees that are calculated. This will make it easier updating the document. 

  • Resource – You can define a Resource that will be added as a new line to the transaction to record the additional amount that is added. Ideally, you choose the same Resource as you will use later for the actual charges. This will make it easier to update your document. 

Line No.

Based on the selection of “Line Type”, you can select either a G/L Account or a Resource from the drop down list to define the actual account or resource number used on the document for the charges.

Service

Type

  • None – This functionality is deactivated

  • Percentage – You can define a percentage that will be added to the transaction amount. The percentage is calculated based on the total order amount, not only the items that are invoiced right away.

  • Fixed Amount – You can define a fixed amount that will be added to the transaction amount.

Amount

Define the amount that should be added. If the “Type” is set to “Percentage”, please define the percentage that should be used to calculate the additional charge. The total amount on the document will be used to calculate the amount based on the percentage.

Line Type

  • Blank – This is the initial value and is not valid, if you have selected a Type other than “None”. 

  • G/L Account – You can define a G/L account that will be added as a new line to the transaction to record the additional amount that is added. Ideally, you choose the same G/L account as you will use later for the actual shipping charges or other fees that are calculated. This will make it easier updating the document. 

  • Resource – You can define a Resource that will be added as a new line to the transaction to record the additional amount that is added. Ideally, you choose the same Resource as you will use later for the actual charges. This will make it easier to update your document. 

Line No.

Based on the selection of “Line Type”, you can select either a G/L Account or a Resource from the drop down list to define the actual account or resource number used on the document for the charges.

Merchant

The information defined in the Merchant fast tab are the values for the primary merchant. If you have multiple merchants, you can either setup the first merchant information here and the remaining merchant information on the merchant setup or define all setups on the merchant setup. You can find additional details here.

Processing Mode

You can only process live credit cards, if your merchant account is set to Processing Mode “Live”. You can process test transactions when your Processing Mode is set to “Test”. Typically, you would have your production company set the mode to “Live” and in your test environment, you would have it set to “Live”.

While you can change the setup in each merchant, it is recommended to keep this setting the same for all merchants and only have the test system setup for “Test”.

Merchant Dimension Code

You can define different merchants to be used based on a dimension value for each transaction. For instance, you could have a different merchant for Wholesale and for Retail sale. If you want to set up multiple merchants based on a dimension, you would define the dimension to select the right merchant in this field.

You have to choose a dimension that does not change on a transaction basis, if you want to be able to define credit cards in the system that can be reused. If the merchant information associated with a customer changes, you cannot use the credit cards that have been entered for the merchant used before the change.

Connection

The Connection fast tab in the Credit Card setup allows you to define the login credentials to your live and sandbox merchant accounts. The information entered here is for your main merchant account. If you have multiple merchants, you can either setup the first merchant information here and the remaining merchant information on the merchant setup or define all setups on the merchant setup. You can find additional details here.

The fields described below are identical for the live and test connections.

Security Id

The Security Id is part of the merchant credentials provided to you by your gateway. Please make sure that you enter the complete information and that you enter the live information in the live credentials section.

User Id

The User Id is part of the merchant credentials provided to you by your gateway. Please make sure that you enter the complete information and that you enter the live information in the live credentials section.

Password

The Password is part of the merchant credentials provided to you by your gateway. Please make sure that you enter the complete information and that you enter the live information in the live credentials section.

Posting

The Posting fast tab in the Credit Card setup allows you to define the credit card clearing account for your merchant. A credit card clearing account is used as the balancing account when processing credit card transactions and contains the balance of the “amount due” from the gateway to you. When you receive payments from your credit card gateway, you can transfer the balances from this clearing account to the bank account to properly reconcile credit card payments.

The information entered here is for your main merchant account. If you have multiple merchants, you can either setup the first merchant information here and the remaining merchant information on the merchant setup or define all setups on the merchant setup. You can find additional details here

Credit Card Account Type

You can define, if you want to use a G/L Account or a Bank Account as the credit card clearing account. It is recommended to set this to “Bank Account”, since you have advanced reconciliation features available in native Dynamics 365 Business Central for bank accounts.

Credit Card Account No.

If you selected “G/L Account” in the previous field, you can select a G/L account from the drop down list and if you have selected “Bank Account”, you can select a Bank account from the drop down list.