Manual Credit Card Charge

This guide provides a step-by-step process for manually charging a credit card. It highlights essential details like entering card information, verifying addresses, and managing multiple invoices.

Jennifer Cummings
34 steps
2 minutes

Step by Step Panels

Click "Main Menu"

Click "Manual Charge Authorization"

Click "Crd Card Authorization Setup"

Click "Add a New Value" tab.

Enter Order Number (may enter invoice number if available, not required).

Click "Add"

If paying multiple invoices, please enter invoice id and amount to designate to that invoice. It is not required to add information in this panel. Click + (plus) sign to add additional invoice numbers.

Click "OK"

Click Magnifier to select code or enter card type code.

Select correct credit card type.

Enter credit card number.

Enter First Name

Enter last name.

Tip! If a business card with a person's name, enter person into first name field and company into the last name field.

A pop up will occur that will require you to verify that the address shown is the address that the credit card statements mail to (for zip code verification on the card). If address is incorrect, retype as needed and then check box. Check box (the charge request will not save if this is not checked).

Click "OK"

Enter security code/verification number from card.

Enter Expiration Month for card.

Enter Expiration Year for card.

Enter amount to be charged at this time. Charges may be 100% prepay amounts, invoice balances, other. Ensure amount entered matches expected order total, backordered items, balance due, etc. Always be familiar if taxes, freight, other charges are included in the amount to be charged.

Enter phone number associated with contact if any questions or concerns with charge.

Optional: click post it note icon to enter additional information that may be valuable for ar/collections or other teams.

Enter note.

Click "OK"

Click "Save" (bottom left of page)

When a note has been added, the post it note will display larger. Adding a note is note required.

Leave status in pending. System will pull 'in pending' for authorization at the next "batch/run".

Manual Charge Notes On Orders

Manual charges will add a NOTE automatically to the order number that a charge was submitted. \*if the order has a credit card on the header, and a manual charge is submitted, a pop up will ask if you want to remove the credit card from the order header (to prevent duplication of charge-say yes)

Alert!

The added note will print on "print ord ack" and the invoice.

View "3/2/26 VISA 7378 payment $517.48 authorized code 43164" Where 7378 represents the last 4 digits of the card.

Quick CCD Entry

Navigate: Main Menu>Manual Charge Authorization>Crd Card Authorization Setup Tab: Add a New Value Click Add

Fields required for entering manual charge: Credit Card Type (Visa/Mastercard/Amex/etc.) Card Nbr (15 or 16 digit number), security code, expiration month and year First name, last name Full Amount (to be charged) Phone (for declined cards/other issues) Envelope: verify address

Manual Charge Extra Info

***Manual charge status options available:*** Pending: waiting for process to authorize Authorized: once card has successfully authorized Cancel: prior to authorization, to interrupt the charge request Not Auth: failed authorization (NotPrcd - not used by KELC)

Alert! Manual charges do not show "zero" balance on invoice, even if done prior to shipping. Only orders that the credit card charges through the order header will indicate $0.00 due on the invoice. Use Invmsg to have note referencing payment print to invoice.

Manual charges may take 2-3 days to appear in accounts receivable. If needed (urgent need to release order to ship), please alert the AR team to remove any credit holds once you have an authorized manual charge. AR works holds throughout the day.

Any requests for "Paid in Full" documentation should be sent to AR for completion.

Manual Credit Card Charge

This guide provides a step-by-step process for manually charging a credit card. It highlights essential details like entering card information, verifying addresses, and managing multiple invoices.

Jennifer Cummings
34 steps
2 minutes

Step by Step Panels

Click "Main Menu"

Click "Manual Charge Authorization"

Click "Crd Card Authorization Setup"

Click "Add a New Value" tab.

Enter Order Number (may enter invoice number if available, not required).

Click "Add"

Click "OK"

Click Magnifier to select code or enter card type code.

Select correct credit card type.

Enter credit card number.

Enter First Name

Enter last name.

Tip! If a business card with a person's name, enter person into first name field and company into the last name field.

Click "OK"

Enter security code/verification number from card.

Enter Expiration Month for card.

Enter Expiration Year for card.

Enter phone number associated with contact if any questions or concerns with charge.

Optional: click post it note icon to enter additional information that may be valuable for ar/collections or other teams.

Enter note.

Click "OK"

Click "Save" (bottom left of page)

When a note has been added, the post it note will display larger. Adding a note is note required.

Leave status in pending. System will pull 'in pending' for authorization at the next "batch/run".

Manual Charge Notes On Orders

Alert!

The added note will print on "print ord ack" and the invoice.

View "3/2/26 VISA 7378 payment $517.48 authorized code 43164" Where 7378 represents the last 4 digits of the card.

Quick CCD Entry

Navigate: Main Menu>Manual Charge Authorization>Crd Card Authorization Setup Tab: Add a New Value Click Add

Manual Charge Extra Info

Any requests for "Paid in Full" documentation should be sent to AR for completion.