How to process manual or verbal credit card authorizations

CAUTION: 

Positive dollar amounts (sales orders, invoices, and positive cash receipts):
Create a credit card payment type in Accounts Receivable Payment Type Maintenance.

Note: Transactions are updated as if they were paid by credit card, but it does not process the card again because the payment type does not have a valid connection to the processor.

1. Open Accounts Receivable, Setup, Payment Type Maintenance.
2. Create a new payment type with the following information:
   • Type = Credit Card
   • Category, asset account, accrual account, and so forth should be set up with the same information as the regular credit card payment types.
   • Virtual Terminal ID / Merchant ID = (blank)
   • Merchant Key / Processor Code = (blank)
     Note:  Valid Processor Connection check box remains cleared.
3. In data entry:
   1. For Accounts Receivable Cash Receipts, select and accept the correct card number.
   2. For Sales Order and Invoice Entry, click the Totals tab . Click the Credit Card Information button next to the 'Credit Card Number'.
   3. In the Credit Card Information window, select the payment type created above. Manually enter the authorization information provided the credit card processing company.
   4. For Sage 100 ERP 2013 (5.00) Select the Credit Card tab.  Select the payment type created above. 
      • Enter Last Four Digits of the credit card
      • Expiration Month
      • Expiration Year
      • Auth No. (Authorization Number)
      • Auth Date

Negative transaction amounts (credit memos):
A credit memo or invoice with a negative balance must already exist on the customer's account

1. Process a credit transaction directly in external Credit Card processing program for the card.
2. Open Accounts Receivable, Main, Invoice Data Entry. Create and update a positive adjustment to the existing invoice to bring the balance to zero.
   • The expense account must be the asset account (from Payment Type Maintenance) normally posted to during Credit Card Processing.
   • This posts a debit to Accounts Receivable account and a credit to the asset account.

Note:  The miscellaneous cash receipt or journal entry created to record the day-end settlement amount creates the offsetting transaction to affect the cash account.