How to Process Credit Card Payments in Acumatica

Businesses collect customer payments in different ways. Some customers pay after receiving an invoice, while others pay before their orders ship. Businesses may also want to offer online payment options rather than collecting credit card information directly.

Acumatica supports several credit card payment workflows, allowing businesses to process payments manually, send payment links to customers, and automate payment processing.

Here's how these options work and how to manage credit card transactions within Acumatica.

Processing Credit Card Payments from Invoices

One way to collect a credit card payment is directly from an existing customer invoice.

To get started, navigate to the Receivables workspace and open the invoice you want to pay. Click Pay to open the Payments and Applications screen.

Change the payment method to Credit Card. If the customer doesn't have a saved card, Acumatica will automatically select the New Card option.

After saving the payment, you can choose to authorize or capture the credit card.

When you select Capture, Acumatica opens a window where you can enter the customer's credit card information. The billing address automatically populates from the customer record but can be changed if needed.

Once the information is entered, click Submit. After a successful transaction, the payment status changes to Closed, and the processing status shows Captured.

Allowing Customers to Pay Using Payment Links

With Acumatica Payments, businesses can send customers payment links rather than collecting credit card information themselves.

To create a link, open the customer's invoice and navigate to the Payment Links tab. Generate a link associated with the invoice, which will initially display an Open status.

Acumatica can automatically generate an email containing the payment link and send it to the customer. The email is recorded under the invoice's Activities tab, and the template can be customized to match your organization's preferences.

Payment link creation can also be automated. For example, Acumatica can be configured to generate and send a link whenever an invoice is released.

How Customers Make Payments

When customers open the payment link, they're directed to a page where they can review the invoice and enter their payment information.

The associated invoice is automatically selected, but Acumatica can also be configured to display other open invoices. This allows customers to pay multiple invoices in one transaction. Businesses can also control whether customers are allowed to make partial payments or must pay the full amount.

Once the customer submits payment, the transaction can automatically sync back to Acumatica. The payment link status changes to Closed, and the payment appears under the invoice's Applications tab.

Users can review the payment record to see transaction details, including the payment method, processing status, and external transaction ID.

Capturing Credit Card Payments from Sales Orders

Some businesses require payment before shipping an order. Acumatica allows payments to be collected directly from the sales order rather than waiting until an invoice is generated.

To do this, open the sales order and navigate to the Payments tab. From here, you can create a payment or prepayment associated with the order.

Select Credit Card as the payment method and choose an existing card or enter a new one.

You can then authorize the card when the sales order is placed and capture the payment after shipment. Alternatively, you can capture the payment immediately, before the order ships.

When capturing the payment, Acumatica opens the same credit card entry window used during invoice processing.

After submitting the transaction, the payment appears on the sales order's Payments tab along with its reference number.

This flexibility allows businesses to align credit card processing with their order fulfillment and payment collection processes.

Processing Credit Card Payments in Bulk

For businesses handling a high volume of transactions, processing each credit card payment individually can become time-consuming. Acumatica allows users to capture multiple authorized payments at once through the Capture Payments screen in the Banking workspace.

This screen displays payments ready to be captured. Users can filter transactions by payment method or customer, select individual payments, or use Process All to capture multiple transactions.

Bulk payment capture can also be automated through scheduled processing. For example, a business might authorize credit cards when orders are placed and schedule Acumatica to capture eligible payments each evening after the associated orders have shipped.

This reduces manual processing while keeping payment activity connected to the sales workflow.

Managing Declined or Failed Credit Card Payments

Not every credit card transaction processes successfully. Cards may be expired, declined, or encounter other processing errors. When a transaction fails, Acumatica displays an error message with information about what happened. Users can also review processing queues to identify payments that have been captured, declined, or failed.

Acumatica's Business Events functionality provides additional automation options. For example, businesses can configure the system to:

• Send email notifications when a credit card is declined.
• Alert employees when a payment fails during capture.
• Display failed transactions on a dashboard for review.

These options help employees identify payment issues and follow up without relying entirely on manual monitoring.

Streamlining Credit Card Processing in Acumatica

Whether you're collecting payments from invoices, accepting payment before shipment, or giving customers an online payment option, Acumatica provides flexibility in managing credit card transactions.

With automation options for payment links, bulk processing, and declined transaction notifications, businesses can reduce manual work, improve payment visibility, and make the payment process more efficient for both employees and customers.