Credit Card Processing

Capture a credit card on the appointment or agreement, so it is on file for potential charges. (You can only take payments at close.)

The card capture occurs within an iFrame: a secure, embedded dialog on which all cards on file are assigned a ‘token,’ or a unique code that replaces sensitive PCI card data.

1. On the appointment or agreement, click CAPTURE CREDIT CARD,
2. In the credit card capture iFrame, enter the required billing information.

Note: The iFrame and required fields may differ, depending on your credit card provider. The name and address may be filled in from the appointment or agreement, if present. If you need to reload this iFrame, click RELOAD CREDIT CARD CAPTURE.

3. Click SUBMIT.


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4. If successful, a token is generated for the credit card and the card is added to the agreement, replacing any previous card associated with the agreement. Key card information (card type, last four digits, and expiration date) is displayed (e.g., visa: xxxx-xxxx-xxxx-4747 Exp. 05/28).


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Credit card captures are logged in the agreement history (Credit Card), accessible via the History button on the side panel of an agreement.

5. Now that a credit card is captured on the agreement, you may have several other options, depending on your integration and employee role's permissions.
• Have a pre-authorization automatically taken against the card for charges.
• Save the card to the customer's record for future appointments and agreements.
• Bill the card for any future toll / violation charges incurred on the agreement.

With the mobile app, you can capture a credit card on agreement by manually entering card information or, if supported by your credit card provider, a supported mobile card reader. See "Supported Devices and Peripherals" for more information about supported devices.

Note: The default method of credit card entry (manual or device) is based on your mobile settings ().

1. On the agreement, choose whether you want to manually enter a card, or use a supported card reader.
• Manually enter a credit card:
1. Tap Enter Card.
2. In the credit card capture iFrame, enter the required billing information.
3. Tap SUBMIT. If successful, a token is generated for the credit card and the card is added to the agreement, replacing any previous card associated with the agreement. Key card information (card type, last four digits, and expiration date) is displayed (e.g., visa: xxxx-xxxx-xxxx-4747 Exp. 05/28).
• (CenPOS) Capture a card using an ingenico ICMP mobile card reader:
1. Tap CAPTURE CARD to open the processor's mobile app.
2. In the app, tap the card icon in the upper-right corner to activate the iCMP device. Your mobile device displays the message, "Waiting for card."
3. Insert or swipe the card into the device.
4. Tap Submit.

Can't see the Submit button? Try hiding the on-screen keyboard by tapping above it or pressing the down arrow below the keyboard.)

5. Confirm the amount by pressing the green button on the iCMP device.
6. Follow any additional on-screen instructions that are displayed on the iCMP device, if applicable.
7. After the card has been processed, transaction information is displayed.
8. Tap Done. If successful, a token is generated for the credit card and the card is added to the agreement, replacing any previous card associated with the agreement. Key card information (card type, last four digits, and expiration date) is displayed (e.g., visa: xxxx-xxxx-xxxx-4747 Exp. 05/28).
• (Stripe) Capture a card using a mobile card reader.
1. Tap Enter Card.
2. Insert or swipe the card into the device.
3. After the device beeps and prompts you to remove the card, remove the card.
4. The card capture process is complete. If successful, a token is generated for the credit card and the card is added to the agreement, replacing any previous card associated with the agreement. Key card information (card type, last four digits, and expiration date) is displayed (e.g., visa: xxxx-xxxx-xxxx-4747 Exp. 05/28).
2. Now that a credit card is captured on the agreement, you may have several other options, depending on your integration and employee role's permissions:
• Have a pre-authorization automatically taken against the card for charges (at save, if opening a new agreement, or at the time the card is captured, if viewing an agreement). Toggle on Pre-Authorize.
• Save this credit card to the customer's record for future appointments and agreements. Toggle on Save Credit Card to Customer Profile.
• Bill the credit card for any future toll charges incurred on the agreement. Toggle on Charge Violations to Customer.

Locations that use Credit Card Processing for toll / violation charges can choose to have the customer's credit card automatically billed for any tolls / violations incurred on the agreement. You can do this up until the agreement is closed. See "TSD Toll Connect: Toll Processing" for more information.

1. Make sure you've captured a credit card on the agreement. See "Credit Card Capture". If capturing a new card, you can choose whether to have the card pre-authorized, at save, via the Pre-Authorize toggle. See "Pre-Authorizations" for more information.
2. Choose who is responsible for toll / violation charges: the customer or your location. If your location is set up for Toll Processing, you can toggle on Bill Violation Charges to charge tolls / violations to the customer's credit card, or leave it toggled off to have them billed to your location. See "TSD Toll Connect: Toll Processing" for more information.
3. Continue your agreement process.

1. Turn on the Pre-Authorize toggle. Toggle on Pre-Authorize on the agreement, if not selected by default.

Important Note: When opening a new agreement, the pre-authorization is processed at save. However, if viewing / editing an agreement after open, the pre-authorization will be processed when a new credit card is captured. This means that, for Rentals, if you have a Rental pre-authorization set up, after you capture a card, the pre-authorization is already processed and you cannot edit the amount; the Edit Pre-Auth button is not displayed.

2. (Rentals only, if applicable) Edit the pre-auth amount. If you have a Rental pre-authorization set up for Rental agreements and this is at open or editing an open agreement, you can click Edit Pre-Auth to customize the amount of the pre-authorization (anything over $1.00). You'll also find your configured Rental pre-authorization amount defaults displayed for easy reference. If you edit the amount, it will be updated.

Note: Note that this setting for rentals is currently only applicable when opening a new agreement, or viewing / editing an open agreement; it is not yet applicable at close agreement (the original pre-authorization setting will be used, at close).

3. Make sure you've captured a credit card on the agreement. Capture a credit card to be pre-authorized. See "Credit Card Capture".





4. The pre-authorization is processed automatically. This occurs at save, if opening an agreement, or after the card is captured, if the agreement has already been opened.

The total pre-authorized amount is displayed next to the card details. This amount includes both the main pre-authorization for agreement charges (i.e., rates, fuel charges, fees, and taxes), as well as the secondary pre-authorization for toll charges, if applicable.

After successful pre-authorization:


After successful pre-authorization, Rentals only (if a Rental Pre-Authorization is set up):

1. Begin the close agreement process. Review charges, as needed.
2. Make sure you've captured a credit card on the agreement. See "Credit Card Capture". If capturing a new card, you can choose whether to have the card pre-authorized, at save, via the Pre-Authorize toggle. See "Pre-Authorizations" for more information.
3. Choose who is responsible for toll / violation charges: the customer or your location. If your location is set up for Toll Processing, you can toggle on Bill Violation Charges to charge tolls / violations to the customer's credit card, or leave it toggled off to have them billed to your location. See "TSD Toll Connect: Toll Processing" for more information.
4. Confirm the payment amount. Click PAYMENT. On the Submit a Payment dialog, adjust the payment amount, if necessary (the amount owed by the customer, by default).
5. Process the payment. Click PROCESS PAYMENT. If the card was pre-authorized, the payment will use that pre-authorization. Otherwise, the payment will be charged to the card directly. The Total Due is updated to 0.00, and a Payments row is added to the Charges grid.
6. Complete your close agreement process.

Pre-Authorization Scenarios:

When viewing a closed agreement, a Payments grid is available with transaction details, including type of transaction (e.g., payment or refund), date, card information, and amount paid or refunded.

In the Payments grid, you can print or email receipts for payments and issue refunds, if necessary.

If you need to issue a refund for a payment, you can do so when viewing a closed agreement, as long as a full refund hasn't already been issued for that payment.

1. View the closed agreement.
2. In the Payments grid, click REFUND next to the payment.
3. On the Refund dialog, adjust the Refund Amount, as needed, and click OK.
4. The Payments grid is updated with the refund (negative payment) record.

After an agreement is closed, you can generate an invoice as formal request to the customer or billing company (for split invoices) of charges due for payment.

1. View the closed agreement.
2. In the Charges section, click PRINT INVOICE or EMAIL INVOICE.
3. If this is a split invoice, select the customer or company invoice, or choose Print All / Email All to print / email each invoice on its own page.
4. If emailing, verify the email address, if different than the one used on the agreement.
5. Click PRINT (if printing) or SEND (if emailing).

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An invoice includes the following information:

• Important agreement and driver information, including Agreement Number, Checkout Date, Return Date, Driver, and Agreement Days.
• Repair and insurance information, including Insurance Policy #, Repair Order #, Service Advisor, and Claim #, if an invoice was split between a customer and company and a Claim Number was added.
• Most recently-assigned unit information, including VIN, plate, year, make, model, and distance driven.
• (Customer invoice only) All rate, fuel, mileage, and fee charges applied to the entire agreement's bill and the dates the charges were applied.
• (Company invoice, on a split invoice) Charges billed to a company and the dates the charges were applied.
• A line for customer write offs, where the customer invoice will contain the actual amount written off the bill.
• Taxes applied to the entire agreement's bill (on a customer invoice) or taxes on the company's portion of rate charges (on a company invoice). Note that, on a customer invoice, a company may be responsible for some rate charges and taxes on its portion of the charges; the total amount covered by the billing company is subtracted from the total charges due from the customer, as shown on the customer's invoice.
• Total charges, equaling the sum of charges and taxes billed to the customer (on a customer invoice) or to the company (on a company invoice).
• (Locations with credit card processing) Key card information for the card on which a payment was processed.

After payment is received or a refund is issued, you can print or email a receipt as proof of purchase for the customer.

1. View the closed agreement.
2. In the Payments grid (for agreement charges) or Toll Violations section (for toll / violation charges), click PRINT to print a PDF, or Email to email.
3. For emailing, verify the email address, if different from the one used on the agreement, and click SEND .

The receipt includes a description and amount of all rates, fuel charges, mileage charges, fees, and taxes on the agreement, the dates on which the charges were applied, and key card information for the credit card on which a payment or refund was processed.

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