Getting Started

Before you can use NAV-X Credit Card, you need the functionality implemented in your Microsoft Dynamics NAV implementation. You can work with your partner to either implement and merge the credit card objects or, if you are on Microsoft Dynamics NAV 2017 or higher, you can also install the NAV-X Credit Card extension. Please contact your partner for assistance with this.

You will not be able to use NAV-X Credit Card until the setup has been completed. The notification will be displayed until the setup is completed and NAV-X Credit Card can be used.

Assisted Setup

You can start the Assisted Setup for NAV-X Credit Card from the displayed notification on the role center or by searching for “Assisted Setup” and then selecting “Setup Credit Card” from the displayed list.

 

If you start the Assisted Setup for the first time, the NAV-X End User License Agreement is displayed. Please read the license terms carefully and, if you agree to the terms, please accept them with the “Accept” action on the top ribbon. If you do not agree to the license terms, please select “Decline” and then uninstall the app from your tenant.

If you have submitted your information on our website already and received the trial merchant account or your live merchant account information already, please place a checkmark in the field “I already have a merchant account”. If not, please enter your email address. Please make sure that the email you are entering is a valid email address, since we will send you the trial information as well as additional information about the sign up process to this email.

The next step allows you to configure the behavior of the credit card functionality. It is already preconfigured with default values, but if those values do not fit your process, please change them. The following table describes each of the fields available.

Require Security Code

The card security code (also known as the CVV code) is the 3 or 4-digit code on the card. PCI compliance does not allow you saving the security code electronically or on paper. It is recommended to always enter the security code for each transaction and ask the customer for the code. Sometimes, this is not practical, therefore, this setting allows you to change when a security code has to be entered.

  • Always – every time a credit card is charged or authorized, the security code must be entered

  • First Authorization per Document – the first time an authorization for one document is requested, the security code is required.

  • Never – the security code is never required. This is the least secure option and should not be used.

Charge Mode

NAV-X Credit Card supports two different ways of charging credit cards. Usually, the first option is recommended, but based on your processes, you can change the way you are processing credit cards. 

  • Authorize and Charge. With this setup, credit card transactions are authorized at the time of releasing an order or when you manually authorize a card. The authorization guarantees that money is available on the credit card to charge the card later, when the invoice is posted.

  • Sale. With this setting, credit cards will not be authorized. You will process a charge against the credit card at the time of posting an invoice or when you manually select to charge the credit card. The downside with this setup is that the credit card might not have sufficient funds at the time of invoicing and the order might have been shipped already.

Do not allow Address Verification Failure

At the time of entering a new credit card, authorizing a credit card, or processing a sale against a credit card, the credit card processor performs an address verification to determine, if the credit card billing address is correct. If you activate this setting, the credit card transaction cannot be processed, if the address verification fails. If you do not activate this setup, a confirmation message is shown when an address verification fails and you can still choose to process the credit card.

Perform initial validation for new cards

Place a checkmark in this field, if you want to perform a validation of the credit card, when you enter a new credit card. This will authorize a small transaction on the customer’s card and, if the security code is required, you will have to enter the code. If the address verification as well as the card verification in general, you will be alerted and you could choose not to use the card then. The authorization is voided right after the validation.

When placing a small authorization on the card, the customer can see a pending charge on their account. This can stay on the customer’s account for up to several days.

Update Authorization when amount changes

When this is checked and the amount changes on a document after a credit card was authorized, the existing authorization is voided and a new authorization for the full amount is placed. This allows to have only one charge per document per credit card, but it can keep the original authorized amount on the card as a “pending charge” for several days and therefore reduce the available amount for a customer’s credit card.

Please do not authorize credit cards before the order amount is finalized or typically does not change anymore.

Sales

Auto-Authorize on Release

If this checkmark is set, the credit card authorization is automatically processed when the order or invoice is released, which typically indicates that the document entry is completed. If you are directly posting a document after entry, the posting will automatically release it right before posting as well. If you do not check this field, you must process the credit card authorization manually.

Auto-Reauthorize on Partial Invoice

When an authorization is performed for an order and the order is shipped partially, the credit card is charged for the partial amount. If a charge is processed against an authorization, the remaining amount on the authorization is automatically cancelled. If this setup is checked, a new authorization is automatically created at the time of partially invoicing the order.

Only First Authorization

If you place a check mark in this field, an authorization is only automatically processed at the time of releasing an order, when there is no authorization existing yet. You will then have to process subsequent authorizations manually.

Auto-Authorize on Shipment

Instead of processing an authorization automatically at the time of releasing the order, you can also define that the credit card is automatically authorized at the time of shipping an order. This can be useful, if your orders typically change a lot until the order is shipped. This will still ensure that the credit card has sufficient funds for the transaction.

Service

Auto-Authorize on Release

If this checkmark is set, the credit card authorization is automatically processed when the order or invoice is released, which typically indicates that the document entry is completed. If you are directly posting a document after entry, the posting will automatically release it right before posting as well. If you do not check this field, you must process the credit card authorization manually.

Auto-Reauthorize on Partial Invoice

When an authorization is performed for an order and the order is shipped partially, the credit card is charged for the partial amount. If a charge is processed against an authorization, the remaining amount on the authorization is automatically cancelled. If this setup is checked, a new authorization is automatically created at the time of partially invoicing the order.

Only First Authorization

If you place a check mark in this field, an authorization is only automatically processed at the time of releasing an order, when there is no authorization existing yet. You will then have to process subsequent authorizations manually.

Auto-Authorize on Shipment

Instead of processing an authorization automatically at the time of releasing the order, you can also define that the credit card is automatically authorized at the time of shipping an order. This can be useful, if your orders typically change a lot until the order is shipped. This will still ensure that the credit card has sufficient funds for the transaction.

The next step of the Assisted Setup allows you to define either a percentage of the order amount or a fixed amount, which will be added to each authorization of a credit card to account for fees or charges that are not known at the time of order entry. When defining a “Type” other than “None”, you have to define, if you want to use a Resource or a G/L Account in the field “Line Type” and then the resource or G/L account number in the field “Line No.”, which then will be used to create an additional line on the document in the amount defined. 

If you have received already your live merchant account information from our credit card processor, you can then enter the “Security Id”, “User Id”, and the “Password” in the “Live Merchant Connection” step of the Assisted Setup. You will only be able process credit card transactions, if you have received this information and entered them in the setup. You can still continue the setup, but you will have to come back to this step, once you have received the information.

If you have received your test merchant account information from our credit card processor, you can then enter the “Security Id”, “User Id”, and the “Password” in the “Test Merchant Connection” step of the Assisted Setup. This will allow you to try out the functionality and process test transactions. You will only be able process live credit card transactions, if you have received the live credentials and entered them in the setup in the step shown above. You can still continue the setup, but you will have to come back to this step, once you have received the information.

Most companies only will have one credit card merchant account. However, for instance, if you sell to different countries, you can have multiple merchant accounts configured. If you want to enter the information for multiple merchants, please place a checkmark in the field “I want to configure additional merchant accounts”.

If you want to separate the merchant accounts by a dimension code, for instance, by department, you can then select this dimension in the “Merchant Dimension Code”. If you want to separate the merchant accounts by currency or country, please leave this field empty and go to the next step.

You can also, at any time, enter additional merchant accounts following the instructions under Merchant Setup.

If you have chosen not to enter additional merchant accounts at this time, the following step will not be visible and you will see the next step. To enter multiple merchant accounts, please create a new line in the list of merchant accounts. You can define a description and the same credentials as described above for each of those merchant accounts. In addition, you can also specify a specific Dimension Value or Currency Code to define when a specific merchant should be used. This can be used to have different merchants for different currencies or for different divisions.

it is recommended to define a bank account in the “Credit Card Reconciliation” step, but you can also define a G/L account. The account is used to record all credit card transactions. When you receive the funds for the credit card purchases, you then can record bank transfers into your bank account. This will allow you to properly record and reconcile the credit card transactions. You can find more information on how to create bank accounts here.

You can define workflows that allow the notification of different users when a credit card transaction fails. For instance, you can define a workflow for someone to take action, when an authorization fails for a sales order. The workflows currently only exist for sales orders and sales invoices, not for service orders due to limitations in the Dynamics NAV functionality. Sales orders cannot be released until the workflow is completed. 

If you want to configure the users that should be alerted now, please place a check mark in the field “I want to configure my workflows”.

If you have chosen not to configure workflows now, the next step will not be visible. If you want to configure your workflows now, please select the users that should be alerted of a failed credit card transaction. Any one of the users selected can approve a transaction.

The next step is the final step of this setup wizard. Once you select “Finish”, the setups are saved and you can start using NAV-X Credit Card or complete additional setups.