Payments Login

Please ensure that you have read and understand the following topic links before reading on.

For each project on the TOTECS platform, a number of different payments can be created by users through the Trade interface, content managed web sites, and within the Payments interface of the Administration Centre. Users can pay for orders that they have created, pay for invoices associated with their customer account, and administrator users can make credit card payments through the Payments Administration Centre interface.

Payment Types

• Credit Card
  Users can pay for orders using their credit card details, as well as pay for outstanding invoices associated to their customer account. Administrator users can enter credit card details into the Payments Administration Centre interface to apply a generic payment, with notes allowed to be set with the payment. This can be handy to allow over-the-phone payments to be handled by administrator users.
• PayPal
  When users create orders there is the capability for them to pay for an order using PayPal. If the user has the ability to choose this payment method then they will be taken to PayPal's website before the order is submitted, where they can login with their credentials and pay for the order.
• Direct Deposit
  When users create orders, there is the ability to display bank account details to the user to tell them where to make a bank transfer to. The same can happen if they want to pay for an invoice associated with the user's customer account. Note that if the Direct deposit payment type is chosen then the payment amount transferred between banks will need to manually reconcilled at a later stage between the business system and the customer account.

Order Payments

When a user is creating an order through the Trade interface of a TOTECS project, or in a project's content managed website, in the checkout process users will need to choose a payment type to determine how they will pay for the order. The payment types that are available to the user are dependent on the payment types that have been enabled for their assigned customer account. Because of this it can be configured so that some users can be assigned to customer accounts that only allow for them to pay for orders with a credit card payment, and other users could pay for an order later on based on their account payment terms, or using other payment types such as PayPal, or direct deposit. Customer accounts also have settings that can restrict users ordering so that they can only pay for orders using credit card if the account is "on hold", outside its payment terms, or outside its credit limit. This can be an effective measure to ensure that they still get delivered the goods they need, but are not extending their account credit.

If a TOTECS project is connected via the Connector software to a business system, then when a submitted order is sent from a TOTECS project into the business system via the Connector, the details of the payment type, and any additional payment information such as a receipt number and payment amount can be also passed with the order. Depending on the business system a payment may also be able to be created against the order's customer account, automating a number of steps. Check out the Connector documentation relevant to your business system to determine what capacities it has when importing orders.

Invoice Payments

If the Account Enquiry feature is activated for a TOTECS project, and the project is configured to connect to a business system via the Connector software, it is then possible for users within the Trade interface, or on a content managed website to have the ability to load invoices associated with their customer account from the business system. Users can then select a number of invoices that have outstanding amounts still owed, and choose to pay for the invoices via a credit card payment, or view the direct deposit bank account details to make a bank transfer to. Once a credit card payment is made then an Email will be sent to the assigned Email address notifying that the payment for the invoices was.

There is also the ability to have the payment be sent to the Connector software, which can then apply the payment against the customer account in the connected business system. This can only occur if the adaptor set up within the Connector software supports sending payments to the business system. Check the Connector documentation for more information. This additional automation of payments can cut down on the labour required to process invoice payments saving time and money.

Once Off Credit Card Payments

Within the Administration Centre, under the Stores menu, within the Payments interface there is the ability for administrator users to create a credit card payment. Administrator users can put in the details of a credit card, set an amount, and set notes about the payment being made with the given credit card. This feature can be very handy when administrator users receive phone calls to make payments over the phone.

To allow the credit card payments to be made through the interface a credit card payment gateway must be configured for the TOTECS project. Set the sections below on how to have a payment gateway set up.

In order to allow credit card payments to be made by users within a TOTECS project, the project needs to be set up to connect to a "Credit Card Payment Gateway". A credit card payment gateway is a third party piece of hosted software that handles transferring the money from the credit card holders bank account, to a designated merchant bank account. Each payment gateway communicates with the underlying banks to make sure that the transfer happens safely, and securely.

The TOTECS platform supports connecting to a number of different credit card payment gateway providers, these are:

• EWay
• SecurePay
• TNS

In order to use one of the payment gateways it will require signing up to their service and registering a designated merchant bank account with them. To choose the best payment gateway to fit your needs you will want to look at their transaction rates, the banks that they support, and any additional services that they supply such as reports.

It is important to note that a merchant account must be set up first before being able to engage with a credit card payment gateway provider. A merchant account is a bank account that has been created for commercial purposes. Getting a bank to set up a merchant account can take time depending on the background checks, and processes that a bank employs.

Once a merchant bank account exists, and credit card payment gateway has been set up, it is then possible to configure the TOTECS project to connect with the chosen gateway. View the sections below to work out how to configure the chosen payment gateway for the given provider.

To setup a credit card payment gateway within a TOTECS project so that is uses Eway to process credit card payments, firstly make sure that a Eway account has been set up within their system, and then make sure that a merchant bank account is linked to the Eway account. After this is done follow these steps below to configure the TOTECS project:

1. Login into the Administration Centre of the TOTECS project.
2. Click on the Stores menu button.
3. Click on the Payment settings menu item link.
4. Under the Credit Card section set the "Credit Card Payment Gateway" setting to EWay.
5. Set the "Credit Card Locale" setting to "en_AU".
6. Set the "Credit Card Merchant ID" setting to be the Customer ID that has been created by Eway. If you do not know what this is then contact Eway.
7. Set the "Credit Card Password" setting to be empty.
8. For the "Accepted Credit Cards" setting tick the credit cards that are OK to accept.
9. Click the Save button at the bottom of the browser window.

The TOTECS project will now be configured to send credit card payments to Eway to process. You can test that the settings are correct by going to the Payments Administration Centre interface under the Stores menu, click on the Make Payment tab, fill out the form with a real credit card's details and set the Payment Amount to be 0.01(one cent). Click the Make Payment button and see if the payment was accepted.

To setup a credit card payment gateway within a TOTECS project so that is uses TNS to process credit card payments, firstly make sure that a TNS account has been set up within their system, and then make sure that a merchant bank account is linked to the TNS account. After this is done follow these steps below to configure the TOTECS project:

1. Login into the Administration Centre of the TOTECS project.
2. Click on the Stores menu button.
3. Click on the Payment settings menu item link.
4. Under the Credit Card section set the "Credit Card Payment Gateway" setting to Dialect (Major Banks https://migs.mastercard.com.au).
5. Set the "Credit Card Locale" setting to "en_AU".
6. Set the "Credit Card Merchant ID" setting to be the credit card merchant ID that has been created by TNS. If you do not know what this is then contact TNS.
7. Set the "Credit Card Password" setting to be password associated with the TNS merchant ID.
8. For the "Accepted Credit Cards" setting tick the credit cards that are OK to be accepted.
9. Click the Save button at the bottom of the browser window.

The TOTECS project will now be configured to send credit card payments to TNS to process. You can test that the settings are correct by going to the Payments Administration Centre interface under the Stores menu, click on the Make Payment tab, fill out the form with a real credit card's details and set the Payment Amount to be 0.01(one cent). Click the Make Payment button and see if the payment was accepted.

Note: The Credit Card Payment Gateway is set to Dialect since Dialect was the former name of the company that TNS took over.

To setup a credit card payment gateway within a TOTECS project so that is uses SecurePay to process credit card payments, firstly make sure that a SecurePay account has been set up within their system, and then make sure that a merchant bank account is linked to the SecurePay account. After this is done follow these steps below to configure the TOTECS project:

1. Login into the Administration Centre of the TOTECS project.
2. Click on the Stores menu button.
3. Click on the Payment settings menu item link.
4. Under the Credit Card section set the "Credit Card Payment Gateway" setting to SecurePay.
5. Set the "Credit Card Locale" setting to "en_AU".
6. Set the "Credit Card Merchant ID" setting to be the credit card merchant ID that has been created by SecurePay. If you do not know what this is then contact SecurePay.
7. Set the "Credit Card Password" setting to be password associated with the SecurePay merchant ID.
8. For the "Accepted Credit Cards" setting tick the credit cards that are OK to be accepted.
9. Click the Save button at the bottom of the browser window.

The TOTECS project will now be configured to send credit card payments to SecurePay to process. You can test that the settings are correct by going to the Payments Administration Centre interface under the Stores menu, click on the Make Payment tab, fill out the form with a real credit card's details and set the Payment Amount to be 0.01(one cent). Click the Make Payment button and see if the payment was accepted.

To setup TOTECS project so that users can pay for orders using PayPal first make sure that a PayPal account has been set up within their system, and then make sure that a a bank account is linked to the PayPal account. After this is done follow these steps below to configure the TOTECS project:

1. Login into the Administration Centre of the TOTECS project.
2. Click on the Stores menu button.
3. Click on the Payment settings menu item link.
4. Under the Paypal section set the "Environment" setting to Live.
5. Set the "Username" setting to be the user name of the PayPal account.
6. Set the "Password" setting to be the password associated with the PayPal account.
7. Set the "Signature" setting to be signature that PayPal created for its account.
8. Set the "Locale Code" setting to be "AU".
9. Set the "Currency Code" setting to be the same currency code that is set for the TOTECS project. This can be found by clicking on the General tab within the Stores Settings administration centre interface, and viewing the "Currency" setting set under the Locality section. Set the currency code in the field based on the 3 digit ISO currency code, eg AUD.
10. Click the Save button at the bottom of the browser window.

The TOTECS project will now be configured to direct the user who is creating an order within the Trade interface, or on a content managed website to go to PayPal. The user will need to be assigned to a customer account that has the PayPal payment type enabled to allow then to choose to pay for the order with PayPal. Once they have selected the option then upon clicking the Next button in the Order Details form, the user will be redirected to the PayPal website where they can login, enter the credit card details, confirm the payment, and then be redirected back to the TOTECS project site. Only once the order has been submitted by the user within the TOTECS project will the PayPal payment be processed, and the order submitted.

Look at the settings within the PayPal account to configure several aspects of the interface that users see when they are redirected to PayPal. Such options include customising a banner image, and whether to show shipping or not. Note that only the order's total and handling fee show in PayPal and not the line or address details show.

To setup a TOTECS project so that users can view the bank details to direct deposit money into to pay for orders and invoices, first make sure that a bank account has been set up that will be used to receive the money. After this is done then follow the steps below to configure the TOTECS project:

1. Login into the Administration Centre of the TOTECS project.
2. Click on the Stores menu button.
3. Click on the Payment settings menu item link.
4. Under the Direct Debit section set the "Account Name" setting to be the name set for the bank account.
5. Set the "BSB" setting to be the bank's BSB number associated with the bank account.
6. Set the "Account Number" setting to the account number of the bank account. Ensure that the BSB component of the bank account number is NOT included in this field.
7. Click the Save button at the bottom of the browser window.

Within the Administration Centre of a TOTECS project, under the Stores menu, there is a menu item link to the Payments interface. The payments interface displays all the credit card payments that have occurred within the project. These include order payments, invoice payments, and once off credit card payments made through the same interface by administrator users. The interface also allows payments to be searched upon, as well as making once of credit card payments. Additionally it allows invoice credit card payments to be sent off to the Connector software to have the payments created within the connected business system, and applied to the assigned customer account. Below are the steps that can be taken within the Payments Administration Centre interface to do different tasks. 

Search For Payments Created By A User

For administrator users of a TOTECS project to search for any credit card payments made by a user follow these steps:

1. Login into the Administration Centre of the TOTECS project.
2. Click on the Stores menu button.
3. Click on the Payment menu item link under the manage section. The Payments interface will list all the payments for the project within the table displayed under the View Payments tab.
4. For the Show Credit Card Payments setting choose one of the four options:
   • Customer Payments
     Allows payments to display that were created by administrator users from within the Make Payment tab of the Payments Administration Centre interface.
   • Web Orders
     Allows payments to display that were created to pay for an order.
   • Accounting Invoices
     Allows payments to display that were created by users to pay for an invoice associated with a customer account. These payments can be made through the Account Enquiry feature available to the Trade interface and content managed websites.
   • All
     Allows all credit card payments to display.
5. For the Submission Status setting choose one of the three options.
   1. Sent
      Allows all payments to display that were sent to the Connector software.
   2. Unsent
      Allows all payments to display that could not be sent to the Connector software. This also denotes that the payments would not have been created within the connected business system.
   3. Both
      Allows both sent and unsent credit card payments to be displayed.
6. For the "Search" setting choose a field from the drop down. Then in the textbox next to it enter text that can be searched to match the selected field. If the text box is left empty then the search field will be ignored when finding payments.
7. Click the Search button.

The payments table will update to display payments that match the search fields set in the form.

Administrator Users Make Once-Off Credit Payment

For administrator users of a TOTECS project there is an ability for them to make credit card payments through the Payments Administration Centre interface. These credit card payments are called "Once Off" credit card payments because they are not associated with any orders or invoice records. To allow an administrator user to make a once-off payment the credit card payment gateway must first be set up and configured to the TOTECS project. Once that has been done then they can follow the steps below to make a payment:

1. Login into the Administration Centre of the TOTECS project.
2. Click on the Stores menu button.
3. Click on the Payment menu item link under the manage section.
4. Click on the Make Payment tab.
5. In the Payment Amount field set the dollar amount that the payment will apply for.
6. In the Payment Reference Number field set text that allows the payee to reference the credit card payment. This could be an invoice ID, record ID, or some other unique identifier.
7. In the Credit Card Holder Name field set the name that appears on the credit card.
8. In the Credit Card Type field set the credit card type that is set on the credit card.
9. In the Card Number fields enter the the credit card number.
10. In the Expiry Date fields set digits each for the month, and year that appears on the card for the expiry date.
11. In the Customer Contact/Company Name field set the person or company name that applies to the payment.
12. In the Customer Account field set the code of the customer account that the payment applies to.
13. In the Customer Contact Number field set the phone number of the person/organisation that can be contact in regard to the payment.
14. In the Notes field enter any notes that need to be set with the payment. This could be used to describe what the payment is for.
15. In the Confirmation Email List field set an Email address of person who will be sent an Email notification to advise of the credit card payment being made. Click on the Add button to add the Email to the list. You can then enter more Email addresses by setting another Email in the textbox and clicking the Add button.
16. Click on the Make Payment button.

The credit card details will be sent to the credit card payment gateway configured in the TOTECS project, which will validate the credit card details within the Payee's bank, then transfer the money to the merchant bank account that is associated with the payment gateway. Once the payment has been successfully made it can then be viewed from within the table displayed in the View Payments table.

Resend Invoice Credit Card Payments To a Business System Via The Connector

For administrator users of a TOTECS project there is an ability to send, or resent credit card payments that were made to pay for a customer account's unpaid invoices. These payments can be sent to the Connector software that has been configured with a TOTECS project, where the payments can then be passed into a connected business system, If at the time the credit card payment is made within the TOTECS project that it could not be passed to the Connector software (because the connection when down, or a transfer error occurred) then the payments will stay within the TOTECS project marked as an unsent payment. Administrator users can try to resend these payments by following the steps below:

1. Login into the Administration Centre of the TOTECS project.
2. Click on the Stores menu button.
3. Click on the Payment menu item link under the manage section. The Payments interface will list all the payments for the project within the table displayed under the View Payments tab.
4. For payments that were not applied to orders, in the Status column a button labelled Resend will display. Click on the Resend button.

The payment will attempt to be sent to the Connector software that has been configured with the project. If the Connector can successfully receive the payment then it will return a success status. Note that the payment may only sit within the Connector software,and not get passed onto any business systems if the adaptor that is configured within the TOTECS project cannot pass the payment on. Check the Connector documentation for more information if this issue occurs.

• To allow a user to pay for an order using PayPal the customer account assigned to the user must have the PayPal payment type enabled for the account.
• To allow a user to pay for an order using Credit Card their customer account assigned to the user must have the Credit Card payment type enabled for their account.
• To allow a user to pay for an order using Direct Deposit the customer-account assigned to the user must have the Direct Deposit payment type enabled for their account.
• To allow users to be pay for invoices associated with their assigned customer account the "Credit Card Payment" setting withiin the Administration Centre's Store menu, within the Accounting Settings interface must be turned on. Additionally the "Paynow Button" must be set to ON as well.
• To allow users to see the Direct Deposit payment details when paying for invoices, the "Paynow Button" setting must be set to ON. This setting is located within the Accounting Settings interface within the Store's menu of the Administration Centre.
  Additionally the "Account Number" setting must have a value set to allow the direct deposit details to display. This setting can be found within the Administration Centre, under the Stores menu, within the Payment Settings interface, under the Direct Deposit section.
• To allow users to see the Direct Deposit bank account details when paying for an order, the "Account Number" setting must have a value set to allow the direct deposit details to display. This setting can be found within the Administration Centre, under the Stores menu, within the Payment Settings interface, under the Direct Deposit section.
• To allow credit card invoice payments to be automatically applied against a customer account connected to a project's business system, ensure that the Connector settings have been configured. These settings are available within the Administration Centre, under the Data menu, in the Connector Settings interface.
  Additionally make sure that the "Send Invoice Credit Card Payments To Connector" setting is turned ON. This setting is available within the Administration Centre, under the Stores menu, in Accounting Settings interface.
  The Connector will need to be set up with an adaptor that allows the invoice payments to be created against the customer account in the business system. Check the adaptor's documentation to see if it supports creating these payments. Some additional configurations may be required to make this possible. If the adaptor does not support the functionality then the payments will only appear within the Connector, and not get passed onto the business system.
   

• For a customer account set the On Hold Action, Out Of Terms Action, and Out Of Credit Action settings to "Warn User, Only Allow Credit Card Payments" to force users assigned to the customer account to pay for orders with a credit card if the account becomes "on hold", or outside its payment terms, or outside its credit limit.
• For retail users and guest users assign them to a customer account that only allows PayPal or Credit Card payment types to be used to pay for orders. Otherwise these retail users may not need to pay before an order is delivered.
• Its recommended to check that the money from a credit card payment has been placed in its corresponding merchant bank account before shipping out any ordered goods. It is possible that a credit card payment may be reverted back after the payment was successfully at the time of ordering. This could happen if it turns out the that the credit card payment was fraudulent. Be careful, read the terms and conditions around bad payments with the credit card payment gateways, as well as the bank holding the merchant account.
• When allowing credit card payments in a TOTECS project, make sure that the terms and conditions of the project have any payment clauses related to how you handle payments.