How Do I Process a Credit Card Deposit and Send a Deposit Receipt?

Use this procedure to process a credit card deposit on an order and generate a deposit receipt for the customer.

Part 1: Set the Order to Require a Deposit

Step 1 — Enter the order as usual.

Step 2 — When you reach the Header screen, arrow down to the Payment Terms line.

Step 3 — Overwrite the existing payment terms with DT.

Step 4 — Press Enter.

Step 5 — Deposit Required will populate.

Step 6 — Press F2 to continue with the order.

The Credit Card Info screen will appear.

Part 2: Select or Add the Credit Card

From the Credit Card Info screen:

• Press F5 – Use New Card to add a new credit card.
• Press F6 – Use Existing Card to use a card already on the account.

Add a New Credit Card

Step 1 — Press F5 – Use New Card.

Step 2 — When asked “Do you wish to update customer record with new credit card information?”, select Yes if the card should remain on the customer account.

You can:

• Press Enter on Yes, or
• Enter Y.

Step 3 — When prompted about making the card the default credit card, select the appropriate response based on the customer’s usage.

Step 4 — Enter the name on the credit card.

Step 5 — Enter the billing address.

Step 6 — Arrow down through the available fields.

Step 7 — Press F5 – Manual.

Do not save at this point.

Part 3: Enter the Credit Card Information

After pressing F5 – Manual, a browser window opens.

Step 1 — Enter the credit card number.

Step 2 — Enter the expiration month and year.

Step 3 — Select Process Transaction.

A message will indicate that the transaction was successfully processed.

Step 4 — Close the browser by clicking X.

Step 5 — When returned to Prelude, enter C to continue.

The credit card information will populate in Prelude.

Part 4: Complete the Order and Pre-Authorize the Credit Card

Step 1 — Continue entering the order as usual.

Step 2 — Press F2.

Step 3 — When the credit card order alert appears, press Enter to continue.

Step 4 — From the Sales Order Completion screen, press F10 – Action.

Step 5 — Arrow over to CC Off.

Step 6 — Press Enter.

Step 7 — The O3 pay type will automatically populate.

Step 8 — Press Enter.

Step 9 — If multiple credit cards exist on the account, select the credit card you want to use and press Enter.

If the account only has one credit card, the card-selection screen will not appear.

Step 10 — Review the credit card information and billing address.

Step 11 — Press F5 – Pre Auth.

Step 12 — When the authorization is accepted, press Enter.

Step 13 — Press F2 to save.

Step 14 — Press F2 to complete.

Step 15 — Press F2 to complete one more time.

Part 5: Finish the Order

Step 1 — When “Do you wish to pick ticket” appears, select Pick Ticket and press Enter.

Step 2 — When asked “Do you wish to print an acknowledgement for receipt of deposit?”, select No.

The deposit receipt is generated separately.

Part 6: Generate the Deposit Receipt

Step 1 — Go to the deposit payment function described in the training as:

Order → Deposit → Payment

Step 2 — Press Enter.

Step 3 — Enter the order number.

Step 4 — Press Enter.

The warehouse and customer will automatically populate.

Step 5 — At Document Option, enter E for E-mail.

Step 6 — At the email confirmation screen, enter your email address.

The training recommends sending the receipt to yourself first so you can review it before forwarding it to the customer.

Step 7 — To suppress the cover sheet, enter Y.

Step 8 — Press F2 to accept.

Step 9 — Press F2 again to execute.

Step 10 — Select Print Receipts.

Part 7: Send the Receipt to the Customer

The deposit receipt will be delivered by email.

The receipt includes:

• Order number
• Credit card type
• Ending digits of the credit card
• Total amount charged
• Tax, when applicable

Step 1 — Open the PDF to review the receipt.

Step 2 — If the receipt is correct, forward the email to the customer.