User’s Guide - CHARGE Anywhere · Workflow1: Processing Transactions in QuickBooks . Initiate transactions from QuickBooks Gateway process request Successfully approved by gateway

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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

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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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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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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.

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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


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

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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.

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Error Handling: Process Sale, Void and Return Error Handling


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

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For ACH Payment

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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.

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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.

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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.

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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:


Import Transactions Workflow



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.

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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




Closed transaction

Pending transaction

YES NO

Failure to process

Locked transaction

SCENARIO 1 Error handling

SCENARIO 2 SCENARIO 3 Error handling

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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.

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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.

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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.

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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


Closed transaction

Pending transaction

YES NO

Error handling

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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.

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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.

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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

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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

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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.

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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. .

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For closing the Pending Transactions screen select Close.

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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.

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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:

Documents

User’s Guide - CHARGE Anywhere · Workflow1: Processing Transactions in QuickBooks . Initiate transactions from QuickBooks Gateway process request Successfully approved by gateway