Quick Pay

Quick Pay transactions are just as it sounds, quick transactions that require little detail in order to process the payment. Transactions that can be made through Quick Pay are card, cash, check, and ACH transactions.

To make a payment simply click the green Quick Pay button in the left-hand menu.

What You'll See

When you click on the green Quick Pay button in the left-hand menu a pop-up will appear just as you see the image to the right.

Across the top are drop downs with the default selection showing. To change them for the current transaction click on the down arrows to the right of each word (defaults can be set in payment settings).

  • Type of sale - Sale or refund
  • Tender type - Card, cash, check or ACH
  • Presentment type - for card: card present, card not present, swiped, terminal. For ACH: CCD, PPD, Tel, Web.

The type and presence of tender will determine the fields available to process the payment.

Select Advanced in blue at the bottom to access additional data fields that can be added to the payment. Please note all fields under the advanced section are optional.

Now you will see the pop-up has expanded with the following fields:

  • Memo / Note – a free form text box
  • Customer Name – you can either search for a customer here or enter a new customer name. If a customer name is entered that does not already exist a new record will be created for them
  • Customer Number – search for an existing customer by customer number or use this field to enter your own unique number
  • Invoice – here you can enter your own invoice number for this payment
  • Tax Exempt - Yes/No. Defaults to No
  • Tax Amount – how much of the total above is tax. If nothing is entered the system will default to 7% for reporting purposes only to help you qualify for the best rate
  • Authorize – If toggle to no, a field is displayed to enter an offline authorization code. This option is not available to Clerks
  • Settle Funds – If toggle to yes, it will add funds to the day’s settlement. If toggled to no, it does not add funds to the day’s settlement. This option is not available to Clerks.
  • Vault Card – If toggled to yes, card information will be saved. If toggled to no, card information will not be saved. Card will display with only the last four digits. Please see GIF below for vaulting a card during a QuickPay transaction.

Vaulting a Card with QuickPay

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Processing A Sale

Card Sale

To process a card sale use the following steps:

  • Select payment type: Sale (Top)
  • Select method: Card (Top)
  • Select the appropriate card present setting: card not present, card present keyed, card present swiped, terminal (Top)
  • Enter the total dollar amount to charge the customer
  • Swipe or key in the card number
  • If terminal is chosen, select request payment button
  • If Card last four is selected in Loss Prevention settings for swiped transactions, there will be a prompt to enter the last four digits of the card
  • Select Advanced if you wish to enter additional information
  • Select Charge

Cash Sale

To process a card sale use the following steps:

  • Select payment type: Sale (Top)
  • Select payment method: Cash (Top)
  • Enter the total dollar amount to charge the customer
  • Select Tender

Check Sale

To process a check sale use the following steps:

  • Select payment type: Sale (Top)
  • Select payment method: Check (Top)
  • Enter the total dollar amount to charge the customer
  • Enter the name on the check
  • Enter the phone number and Check number if prompted due to Loss Prevention settings
  • Select Tender

ACH Sale

To process an ACH sale use the following steps:

  • Select payment type: Sale (Top)
  • Select method: ACH (Top)
  • Select the appropriate security code: Web, PPD, CCD, Tel (Top)
  • Enter the total dollar amount to charge the customer
  • Enter routing number
  • Enter account number
  • Select if it is a checking or savings account
  • Enter a description
  • Enter the name on the bank account
  • Select Advance if you wish to enter additional information
  • Select Tender

Refunds

To process a new refund use the following steps:

  • Click the green Quick Pay button on the left menu
  • Select payment type: Refund (Top)
  • Select payment method: Card, Cash, or ACH (Top)
  • Select presentment type or indicator if the card or ACH (Top)
  • Enter an Amount
  • Select Refund or Swipe Card

To process a refund on an existing payment use the following steps:

  • Select Payments from the left-hand menu
  • Locate the original sale on the payment list
  • Select the reference number in green for the sale that you want to refund
  • At the bottom right of the pop-up select the void or refund button
  • Enter in the refund amount in the pop-up (must be equal to or less than the sale)
  • Select the refund button in the bottom right of the pop-up

Approved Or Declined

Once the Charge button is selected a pop-up will be displayed showing the status of the transaction: Approved or Declined. An Approved transaction allows for a receipt to be sent via email and text or printed. A declined transaction gives the option to try running the payment again.

Congratulations! After you click the charge or tender button and see the image above this tells you that the payment was processed successfully and now you can choose how you would like to provide a receipt to the customer.

Receipt options can be found in the green boxes toward the bottom of the pop-up. Depending on what the customer prefers, select the corresponding box:

  • Email - will require you to enter or select an email address
  • Text - will require you to enter or select a phone number
  • Print - will open up in a new tab for you to select which printer you would like to print to
  • No receipt - click the x in the upper right corner of the pop-up

A check on the tile means that there is either an email or phone number on file for this customer.

This next section could get a little complicated so buckle up:

At the bottom of the pop-up, you will notice this is where you can confirm the customer in blue. You may also associate this payment with a customer if you did not do so in the Advanced section of Quick Pay before charging the card.

If it was a card transaction, MX™ Merchant will look at the card and compare to the card account vaults for your current customers. If it finds a match the payment will automatically be associated with that customer.

In some instances (maybe a parent and child) the cardholder is the parent but the customer is the child. Here you can create a new customer or select from others associated with this card by clicking change to the right of the customer name in blue.

Uh oh! If you click the charge or tender button and see the pop-up above it means that there was something wrong with the payment. This could be any number of things:

  • Something was typed incorrectly on the payment screen
  • Insufficient funds on the card to cover the charge
  • A hold on the card (you may have seen this happen to your own card on vacation if the credit card company finds them suspicious)

These are a few of the many reasons a payment may be declined. If this happens click on the red back button at the bottom of the pop-up and try a different payment method or try to run the card again.


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