Credit Card Setup
If you do not have a tenant for Microsoft Dynamics 365 Business Central, you can sign up for a free trial.
Once you have completed the sign up and your tenant is up and running, you can add the NAV-X Credit Card app from the AppSource Marketplace. If you have questions about the installation process of an app through Microsoft AppSource, you can find more information on installing apps on the Microsoft Docs site.
You can configure the initial setup using the Assisted Setup or the Manual Setup as described below. You can also always make changes to the setups accessing Credit Card Setup page. Choose the 
icon, enter Credit Card Setup, and then choose the related link to start the setup page.
Some of the fields described below are not shown by default. You can access those, if you select Show More at the top of the appropriate fast tab.
General
| Enable Credit Card | Activates the payment processing functionality. You can setup everything until you are ready for processing and then activate this field |
| Charge Mode | When processing credit cards, there are two different ways of processing the card. The right one for you to choose depends on your processes and individual requirements. - Authorize and Charge: You are authorizing a transaction on a credit card, which means that you are placing a hold on the customer's credit card for the order amount. Once you ship and invoice the order, the card will be charged. This guarantees that the customer has enough funds available on their credit card while not charging the card before actually shipping the product. This is the preferred method. - Sale: If you have a long period between placing the order and shipping it or if you ship and invoice right after the order is placed, you can also select this option. This will not authorize a card at the time of order entry and will only charge the card when the order is invoiced. This could result in declined cards or insufficient funds at the time of shipping and invoicing. When processing ACH transactions, authorizations are not possible and it will always be processed as a Sale |
| Require Security Code | The security code (also known as CVV code) is the three or four digit code on the back of the card. You can select between the following options. - Always: The security code is required for every transaction that is performed. If you have the mode set to "Authorize and Charge", the security code is required during the authorization, not during the charge. This is the most secure configuration, but it will require you to have the security code for each card given to you by your customer every time you process a transaction. To maintain PCI Compliance, you are not allowed to store the security code for a card either in a software system or on any other handwritten notes. - First Authorization per Document: The first time you are processing a transaction for a specific document (e.g. order), you are required to enter the security code. If you change the authorized amount (e.g. increase the order amount) or process partial invoices and then re-authorize the remaining balance, you are not required to enter the security code. - First Transaction per Card: This setup will only require you to enter the security code once per card to validate that the card is valid. If you have activated the setting "Perform initial validation for new cards", the system asks for the security code at the time of entering the credit card and then not anymore. - Never: The security code is never required to be entered. This is typically done when the same customer has a lot of recurring orders and charge the credit card. It is the least secure option and should be avoided, if possible. |
| Perform initial validation for new cards | Check 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. This is only performed for Credit Cards, not for Bank Accounts. |
| Validation Amount | If you have Perform initial validation for new cards activated, you can define here the amount that is used for the authorization to validate the card. The default amount is 0.05 in the merchant account's default currency. You can change this amount, but it is recommended to leave this at a small amount. |
| Display Error on failed Authorization Display Error on failed Charge Display Error on failed Sale |
These fields are checked by default to display errors to the user when an authorization, a charge, or a sales transaction fail. If you do not want to have your customer service representatives deal with those errors, you can disable these settings and create workflows to alert users in another team, such as the accounting department about failed transactions. Those users then can take care of the interaction with the customer. Learn more on how to setup workflows for Credit Card. |
| Data Retention Period | This setting should typically not be changed. It is part of the PCI compliance enhancements to NAV-X Credit Card and allows you to automatically remove any sensitive information from processed credit card transactions to reduce the amount of sensitive data stored in your system. Even though the data is encrypted when setting up encryption, you should still have the system remove data automatically. |
| Create Credit Memos for Invoice Refunds | If this setting is enabled, a credit memo will be created when a refund for an invoice is processed. This will return any products to inventory. If this setting is disabled, a financial credit is processed instead. |
| Tokenize Manual Cards | When activated, bank accounts and cards that are entered on the individual documents, the cards are automatically tokenized and stored for future use. If this setting is disabled, the bank accounts and credit cards are not tokenized or stored. |
Merchant
| Default Merchant | Please select the default merchant from the list of available merchants. You can also create a new merchant. |
| Merchant Dimension Code | You can define different merchants to be used based on a dimension value for each transaction. For instance, you could have a different merchant for Wholesale and for Retail sale. If you want to set up multiple merchants based on a dimension, you would define the dimension to select the right merchant in this field. You have to choose a dimension that does not change on a transaction basis, if you want to be able to define credit cards in the system that can be reused. If the merchant information associated with a customer changes, you cannot use the credit cards that have been entered for the merchant used before the change. |
Authorization
| Update Authorization when amount changes | When you increase the amount of a document, the difference in the original amount and the new amount is authorized against the credit card. This will result in multiple authorizations against the same credit card (which are visible on the customer's credit card statement) and when the credit card is charged, it will result in multiple charges. This can cause questions from your customers. When you place a check mark in this field and the transaction amount increases, the system will void the original authorization and create one new authorization with the full amount leading to only one charge at the time of invoicing the order. However, some banks leave the voided authorization as a pending charge for a few days and that could cause the customer not having their full amount available on their credit cards and can also cause issues with your customers. It is recommended to have this field checked unless you have constant order changes and customers inquiring about the authorizations that are held in place. |
| Allow Partial Authorization | By default, NAV-X Credit Card requires an authorization for the entire amount of the order or invoice, before the document can be processed. If you want to allow customers to only pay a partial amount before the document can be released, you can select this option. |
| Use Amount to Ship | When you want to use the Amount to Ship on an order, instead of the Amount to Invoice to authorize and charge credit cards for orders, please check this field. |
| Allow Charge above Authorization by | If you define a percentage in this field, you can charge more than the authorized amount. This is especially useful for cases where, for instance, freight charges are not exactly known and increase the order amount. |
Important
Please contact your gateway to determine the proper percentage to use. Different banks allow different values.
Address Verification
| Do not use Address Verification | When credit card transactions are processed, the system checks the validity of the billing address defined. If you do not want this, you can turn off the entire Address Verification functionality. | | AVS Response for Success | If you are using Address Verification, the system responds with different statuses. You can define here which of the statuses you consider that the verification succeeded. For instance, not always is the full address provided, so you can choose to accept when the zip code matches. | | Do not allow Address Verification Failure | When credit card transaction are processed, the billing address is validated. If the validation comes back with an error (such as that the address doesn't match or the validation could not be performed), the user gets a confirmation displayed with the error and then can choose to accept the transaction or not. If you do not want to allow a user to make that decision, check this field and any address verification other than ok will result in a failure of the transaction. |
Automation
Automation > Sales
| Auto-Authorize Credit Card Sales Orders on | Depending on the option chosen, credit cards are automatically authorized for sales orders: - Never: No automatic authorization will be performed. - Release: Credit Cards will automatically be authorized at the time of release of sales orders. - Shipment: Credit Cards will be authorized at the time of shipping of sales orders. |
| Auto-Authorize Credit Card Sales Invoice on | Depending on the option chosen, credit cards are automatically authorized for unposted sales invoices: - Never: No automatic authorization will be performed. - Release: Credit Cards will automatically be authorized at the time of release of sales invoices. - Shipment: Credit Cards will be authorized at the time of shipping of sales invoices. This is typically not useful for invoices. |
| Auto-Capture Credit Card Sales Orders on | Depending on the option chosen, credit cards are automatically captured for sales orders: - Never: No automatic capture will be performed. - Release: Credit Cards will automatically be captured at the time of release of sales orders. - Shipment: Credit Cards will be captured at the time of shipping of sales orders. - Invoice: Credit Cards will be authorized at the time of invoicing the sales orders. |
| Auto-Capture Credit Card Sales Invoice on | Depending on the option chosen, credit cards are automatically authorized for unposted sales invoices: - Never: No automatic capture will be performed. - Release: Credit Cards will automatically be captured at the time of release of sales invoices. - Shipment: Credit Cards will be charged at the time of shipping of invoices. This is typically not useful for invoices. - Invoice: Credit Cards will automatically be captured when the invoice is posted. |
| Auto-Capture ACH Sales Orders on | Depending on the option chosen, bank accounts are automatically charged for sales orders: - Never: No automatic capture will be performed. - Release: Bank accounts will automatically be charged at the time of release of sales orders. - Shipment: Bank accounts will be charged at the time of shipping of sales orders. - Invoice: Bank accounts will be charged at the time of invoicing the sales orders. |
| Auto-Capture ACH Sales Invoice on | Depending on the option chosen, bank accounts are automatically charged for unposted sales invoices: - Never: No automatic capture will be performed. - Release: Bank accounts will automatically be charged at the time of release of sales invoices. - Shipment: Bank accounts will be charged at the time of shipping of invoices. This is typically not useful for invoices. - Invoice: Bank accounts will automatically be captured when the invoice is posted. |
| 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. |
Automation > Service Management
| Auto-Authorize Credit Card Service Orders on | Depending on the option chosen, credit cards are automatically authorized for service orders: - Never: No automatic authorization will be performed. - Release: Credit Cards will automatically be authorized at the time of release of service orders. - Shipment: Credit Cards will be authorized at the time of shipping of service orders. |
| Auto-Authorize Credit Card Service Invoice on | Depending on the option chosen, credit cards are automatically authorized for unposted service invoices: - Never: No automatic authorization will be performed. - Release: Credit Cards will automatically be authorized at the time of release of service invoices. - Shipment: Credit Cards will be authorized at the time of shipping of service invoices. This is typically not useful for invoices. |
| Auto-Capture Credit Card Service Orders on | Depending on the option chosen, credit cards are automatically captured for service orders: - Never: No automatic capture will be performed. - Release: Credit Cards will automatically be captured at the time of release of service orders. - Shipment: Credit Cards will be captured at the time of shipping of service orders. - Invoice: Credit Cards will be authorized at the time of invoicing the service orders. |
| Auto-Capture Credit Card Service Invoice on | Depending on the option chosen, credit cards are automatically authorized for unposted service invoices: - Never: No automatic capture will be performed. - Release: Credit Cards will automatically be captured at the time of release of service invoices. - Shipment: Credit Cards will be charged at the time of shipping of invoices. This is typically not useful for invoices. - Invoice: Credit Cards will automatically be captured when the invoice is posted. |
| Auto-Capture ACH Service Orders on | Depending on the option chosen, bank accounts are automatically charged for service orders: - Never: No automatic capture will be performed. - Release: Bank accounts will automatically be charged at the time of release of service orders. - Shipment: Bank accounts will be charged at the time of shipping of service orders. - Invoice: Bank accounts will be charged at the time of invoicing the service orders. |
| Auto-Capture ACH Service Invoice on | Depending on the option chosen, bank accounts are automatically charged for unposted service invoices: - Never: No automatic capture will be performed. - Release: Bank accounts will automatically be charged at the time of release of service invoices. - Shipment: Bank accounts will be charged at the time of shipping of invoices. This is typically not useful for invoices. - Invoice: Bank accounts will automatically be captured when the invoice is posted. |
| 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. |
Additional Authorization
Additional Authorization > Sales
| Type | - None: This functionality is deactivated - Percentage: You can define a percentage that will be added to the transaction amount. The percentage is calculated based on the total order amount, not only the items that are invoiced right away. - Fixed Amount: You can define a fixed amount that will be added to the transaction amount. |
| Amount | Define the amount that should be added. If the Type is set to Percentage, please define the percentage that should be used to calculate the additional charge. The total amount on the document will be used to calculate the amount based on the percentage. |
| Line Type | - Blank: This is the initial value and is not valid, if you have selected a Type other than None. - G/L Account: You can define a G/L account that will be added as a new line to the transaction to record the additional amount that is added. Ideally, you choose the same G/L account as you will use later for the actual shipping charges or other fees that are calculated. This will make it easier updating the document. - Resource: You can define a Resource that will be added as a new line to the transaction to record the additional amount that is added. Ideally, you choose the same Resource as you will use later for the actual charges. This will make it easier to update your document. |
| Line No. | Based on the selection of Line Type, you can select either a G/L Account or a Resource from the drop down list to define the actual account or resource number used on the document for the charges. |
Additional Authorization > Service Management
| Type | - None: This functionality is deactivated - Percentage: You can define a percentage that will be added to the transaction amount. The percentage is calculated based on the total order amount, not only the items that are invoiced right away. - Fixed Amount: You can define a fixed amount that will be added to the transaction amount. |
| Amount | Define the amount that should be added. If the Type is set to Percentage, please define the percentage that should be used to calculate the additional charge. The total amount on the document will be used to calculate the amount based on the percentage. |
| Line Type | - Blank: This is the initial value and is not valid, if you have selected a Type other than None. - G/L Account: You can define a G/L account that will be added as a new line to the transaction to record the additional amount that is added. Ideally, you choose the same G/L account as you will use later for the actual shipping charges or other fees that are calculated. This will make it easier updating the document. - Resource: You can define a Resource that will be added as a new line to the transaction to record the additional amount that is added. Ideally, you choose the same Resource as you will use later for the actual charges. This will make it easier to update your document. |
| Line No. | Based on the selection of Line Type, you can select either a G/L Account or a Resource from the drop down list to define the actual account or resource number used on the document for the charges. |
Posting
| Open Credit Allowed | If enabled, you will be able to refund invoices to bank accounts or credit cards that originally were not paid via the same payment method. |
Important
You cannot enable Open Credit Allowed without activating the same functionality in the gateway. Typically, it is not advisable to enable this setting unless instructed by the gateway.
Features
You can enable or disable certain features in your Credit Card functionality. The features are always available with your license, but, if you do not use them, you can turn those off to reduce the amount of functionality that is displayed on the different pages in Business Central to only show the ones that you are actually using.
| Credit Card Enabled | Enables credit card processing. If this setting is disabled, no credit cards can be processed for any transactions. |
| ACH Enabled | Enables ACH processing. If this setting is disabled, no bank accounts can be charged via ACH. |
| Swipe Card | If you are using integrated terminals for Card Present transactions, you can enable the support here. |
| Status Fields | The sales and service documents show the status of the credit card transactions. You can see, if Credit Card information is missing, if the order was already authorized or captured directly from the General tab on the document. |
| Enable Invoice Payment Form | Enables the ability to show a payment link on posted invoices that are open. This link will allow your customers to pay directly via credit card on a secure payment form hosted on the gateway's systems. |
| Upload Invoices to Gateway | Enables the ability to upload open sales invoices to the customer portal and allows your customers to pay those conveniently through the customer portal. If you enable this feature, you will be asked, if you want to upload all open invoices to the portal. Even though you have this enabled or disabled in this setup, you can override this behavior on an individual customer level. |
| Upload Orders to Gateway | Enables the ability to upload open sales orders to the customer portal. If you enable this feature, you will be asked, if you want to upload all open orders to the portal. Even though you have this enabled or disabled in this setup, you can override this behavior on an individual customer level. |
| Send E-Mail Receipts | Enables the ability to send email receipts of transactions to your customers. You must define email addresses on the customers that should receive e-mail receipts. Even though you have this enabled or disabled in this setup, you can override this behavior on an individual customer level. |
Actions
Process > Initialize Workflow Setup
If you run through the Assisted Setup and have selected that you want to setup workflows, this is already completed. If you want to create workflows that notify different users when credit card transactions fail, you can initialize those setups and then configure the users that are receiving notifications in the workflow setup. Learn more about setting up Workflows for Credit Card.
Process > Initialize Credit Card Setup
If you run through the Assisted Setup, this is automatically completed. If you choose to complete the setup through the Credit Card Setup* instead, please run this function before making any changes to the setup. If you have made changes before running this initializing routine, you will have to make sure that the setups are still up to date.
Process > Enable Tenant Encryption
You are starting to store a lot of sensitive information in your database. While the actual credit card data is not stored and is sent to the gateway for tokenization, you still want to make sure that the data stored is not easily accessed. You can do that by encrypting tenant data. The data stored by the NAV-X Credit Card solution uses the latest technology available in Business Central to allow encryption. Learn how to Manage Data Encryption.
Additional > Merchant Accounts
You can define multiple merchant accounts for your credit card transactions. You can, for instance, setup different merchant accounts for different currencies or even based on dimensions on the different transactions. If you have received multiple live credentials from your gateway, please configure them as individual merchant accounts. Learn more about Merchant Setups.
Additional > Currencies
Currencies must be validated to ensure that the proper information is configured for currencies to be used in credit card transactions. Learn more about Currencies.
Additional > Account Types
Account types must be setup for each credit card type as well as bank account type supported. These records are automatically created when the application is originally installed and then setup via a downloaded configuration package. Learn more about Account Types
Additional > Source Code Setup
The source code setup defines the origin of transactions in Business Central. Learn more about Source Code Setup.
Additional > Commodity Codes
Commodity codes are required for credit card transactions to ensure that the transactions are processed using the best rates possible. Learn more about Commodity Codes
Additional > Payment Methods
Payment methods are used to define how invoices are paid. You must setup at least one credit card payment method to be able to process credit cards. Learn more about Payment Methods.
Additional > Units of Measure
Unit of measures have to be configured to be able to be used with credit card transactions. The existing units of measure must be mapped to standard unit of measure codes used by the gateway. Learn More about Units of Measure
Help > Online Help
You can access this documentation directly from within Business Central.
Help > Start Product Tour
NAV-X Credit Card includes a product tour that can be used in your sandbox environment to walk through some of the features of NAV-X Credit Card. You can start the product tour from here. Learn more about the Product Tour.
Help > About
The About page provides details about the version of Credit Card as well as important web pages.