Payment Step

The Payment step of the order process is where staff choose how to pay for the products in the cart, submit the cart, or issue a refund for an already submitted order.

Pay

Purchase Order

You can click Submit Without Payment to accept full or partial payment using a purchase order or invoice.

On the Confirm your PO / invoice information dialog box, staff can re-enter information for a purchase order and invoice which are stored on the order.
  1. If the payment is related to a purchase order, in Purchase Order Number, enter the purchase order number.
  2. If an invoice is needed, in Invoice Description, enter a description of what is contained in the invoice.
  3. Invoice Date is prepopulated with todays date, and you can update it if the invoice should be dated in the future.
  4. Invoice Term is prepopulated with 30 days and you can update the number of days after the Invoice Date the invoice should be due.
  5. If you would like anyone other than the "bill to" for the order to receive the invoice email, in Invoice Email, enter another email address.
  6. Click Submit Order.
  Show Me an Image...

Nimble AMS, Staff View, The Order Process, Payment Step, Confirm Your PO Invoice Information

One-Time Payment

You can click Pay to make a one-time payment for the individually selected cart items.

On the Payment Details dialog box, staff can receive payments of different forms for the selected entity.

Selecting Cart Items for Payment

You can review the list of all cart items a choose to which they would like to apply a one-time payment. By default, all order items in the cart are preselected. Staff can deselect an cart item(s) to avoid applying payment for it.

You can apply payment for the deselected cart item(s) later by editing the order after submission.

  Show Me an Image...

Nimble AMS, Staff View, The Order Process, Payment Step, Selecting Cart Items

Payment Entity

If your association does not use entity crossovers, the payment is made to the entity of the selected batch and only payment methods, credit cards and stored payment methods for the selected entity display.

If your association uses entity crossovers, in Payment Entity, select the entity to which the payment should be made and for which payment methods, credit cards and stored payment methods for the selected entity display; the entity of the selected batch is preselected by default. Learn more about Entity Crossovers.

  Show Me an Image...

Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Entity Selection

Payment Methods

  1. Payment Amount is prepopulated with the full cost of the selected cart items and can be manually updated to make a partial payment.
  2. In Payment Method, select one of the entity payment methods for the entity:
    1. To receive payment in cash, select Cash and ensure Payment Amount is correct.

        Show Me an Image...

      Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Cash

    2. To handle payment with a paper check you plan to deposit later, select Check and in Check Number, enter the check number which is saved on the payment.

        Show Me an Image...

      Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Check

    3. To receive payment with a one time credit/debit card payment, select Credit Card and in NumberExpiresCSC, and Cardholder Name, enter the information on the card.
      The billing address is prepopulated with the Billing Address on the constituent's account but StreetCityStatePostal Code, and Country can updated if needed.

        Show Me an Image...

      Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Credit Card

      If your association uses Level 2 or Level 2 and Level 3 credit card processing, the Additional Processing Health section displays. The Additional Processing Health section displays that the payment is in good health if all necessary and optional information is populated for your association's selected credit card processing level—Level 2 or Level 2 and Level 3. If any information is missing, the Additional Processing Health section displays each missing piece of information. Learn more about the Additional Processing Health Validation Messages that may display.

        Show Me an Image...

      All Necessary and Optional Information is Populated

      Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Credit Card With Level 2 And Level 3

      Information is Missing

      Nimble AMS, Staff View, TheOrder Process,Payment Step, Payment Details Dialog Box, Credit Card With Level 2 And Level 3 Missing Information

    4. To receive payment as a credit refund, select the name of the credit refund and ensure Payment Amount is correct. Learn more about Prepayments.

    5. If your association uses stored credit cards or eCheck, to receive payment using a stored payment method, select Stored Payment and in Stored Payment Method, select the stored payment method from the payment gateway of the selected entity to use for payment. Only stored payment methods for the selected entity display.

        Show Me an Image...

      Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Stored Credit Card

      If your association uses Level 2 or Level 2 and Level 3 credit card processing, the Additional Processing Health section displays. The Additional Processing Health section displays that the payment is in good health if all necessary and optional information is populated for your association's selected credit card processing level—Level 2 or Level 2 and Level 3. If any information is missing, the Additional Processing Health section displays each missing piece of information. Learn more about the Additional Processing Health Validation Messages that may display.

        Show Me an Image...

      All Necessary and Optional Information is Populated

      Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Stored Credit Card With Level 2 And Level 3

      Information is Missing

      Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Stored Credit Card With Level 2 And Level 3 Missing Information

      A message displays if the account has no stored payment methods. Learn how to Create a Stored Payment Method for the account.

      If your association uses stored credit cards, you may find you cannot select a given credit card and that it is marked as Expired. This is because the date on the stored credit card is in the past. With permissions from your administrator, you can either edit the existing stored payment method or create a new stored payment method and delete the old one.

      If your association uses eCheck, you may find you cannot select a given bank account and that it is marked as Exceeds Maximum. This is because the payment amount exceeds your associations per-transaction limit which is determined by your payment gateway. To select the bank account, in Payment Amount, enter amount less then or equal to your association's per-transaction limit.

      When selecting bank account, keep in mind, regulations specify that you must have customer authorization prior to processing a payment using an eCheck stored payment method; learn more. If you have received authorization, select Authorization Received to proceed.

        Show Me an Image...

      Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Stored Bank Account

      Keep in mind, unlike credit card payments, eCheck payments are not instantly authorized. Like a paper check, the authorization process can take 5 to 7 days.

  3. In Note, feel free to add any important information to be saved on the payment.

  4. Click Save.

Scheduled Payment

You can click Schedule Payment to schedule payment for all cart items.

On the Schedule Payment dialog box, staff can schedule a one-time payment or multiple installment payments.

Scheduling a One-time Payment

Staff can schedule a one-time payment to be made in the future by selecting One-time in Pay. They can then select the stored payment method to charge, the amount, and the date of the payment. Staff can schedule multiple one-time payments by scheduling a payment, clicking Save, and clicking Schedule Payment again to schedule additional payments. Alternatively, Staff can use installment payments.

  Show Me an Image...

_StaffView_TheOrderProcess_Image_PaymentStep_SchedulePaymentDialogBox

Scheduling Installment Payments

Staff can pay with multiple scheduled installment payments by selecting In Installments in Pay. They can then select the start date of the installment payments and the frequency. The occurrence of the scheduled payments is preselected, but staff can modify the occurrence to either schedule a different number of payments or schedule payments until a given date.

As staff make their selection, the section in the low left corner of the dialog box displays the scheduled installment payments that will be created.

  Show Me an Image...

Nimble AMS, Staff View, The Order Process, Payment Step, Schedule Payment Dialog Box, Installments

Modify Payment

After a one-time payment is made, or payment is scheduled, you may want to adjust or remove the payment to correct a mistake, or to issue a full or partial refund.

Cash and Paper Checks

For a cash or paper check payment, in the Payments section, you can click Edit to change the details of the payment and Del to remove it completely.

Keep in mind this deletes the prepayment record.

  Show Me an Image...

Nimble AMS, Staff View, The Order Process, Payment Step, Edit Or Delete a One Time Payment

One-Time Credit Cards and Stored Credit Cards

For a credit/debit card or stored credit card payment, you can void the payment, since it takes up to 24 hours to settle in the payment gateway. Learn more about Payment Processing. You can click Void to issue a void for the entire amount, which deletes the charge from a constituent's account in the payment gateway.

  Show Me an Image...
Nimble AMS, Staff View, The Order Process, Payment Step, Void Payment

Scheduled Payments

In the Scheduled Payments section, you can add, modify or delete individual scheduled payments from the payment schedule.

Add a Payment

You can click Add a Scheduled Payment to add an individual payment to the payment schedule. You can manually modify the new scheduled payment and existing scheduled payments to customize the installments.

Modify a Payment

There are different ways you can modify an individual scheduled payment:

  • Click the date of the payment or the amount to modify them directly.
  • Click Nimble AMS, Staff View, Salesforce Lightning, Button, Show More Actions Icon | Delete to cancel the scheduled payment.
  • Click Nimble AMS, Staff View, Salesforce Lightning, Button, Show More Actions Icon | Edit to select a different stored payment method.

Apply Changes

After adding or modifying an individual scheduled payment, click Save to apply your changes or Cancel to revert them.

  Show Me an Image...

Nimble AMS, Staff View, The Order Process, Payment Step, Edit Or Delete A Scheduled Payment

The schedule and schedule line(s) are retained after cancellation, but we recommend you make a note on the schedule detailing why the cancellation was made.

Submit

At this point in the process, you can submit the cart you have put together, which converts the cart into an order that you can view and edit in the future.

Submitting a cart varies slightly, depending on the type of payment:

  • If you are paying with a purchase order or invoice, click Submit Without Payment, enter details into the Confirm your PO / invoice information dialog box, and submit the cart and create transactions.
  • If you have applied a one-time payment, click Submit Order to submit the cart and create transactions.
  • If you scheduled payment, click Save as Pro Forma to save the cart and create transactions when the first scheduled payment is made.
  • If you scheduled payment, click Submit as An Order to submit the cart and create transactions.

The Cart's Wild Ride

When you submit a cart a number of different events occur in the background to fully transition to an order.

Checking for a Conflicting Order Adjustment

By default, Nimble AMS allows multiple users to edit the same cart item. This is not recommended as orders could be impacted in unforeseen ways if multiple edits are made to an order at the same time.

When order adjustment versioning is enabled, Nimble AMS does not submit an order with a conflicting edit and displays a message letting staff know they cannot submit the order because it includes items which have been modified by another user.

Checking Inventory Availability

If a products(s) in the cart has inventory tracking enabled, a check is done to see if inventory has decreased to the point that there is an insufficient quantity to be purchased. If there is insufficient inventory, a message displays letting staff know what products(s) lacks inventory and they must go back to the Add Items step and adjust their selection.

Initiating an Inventory Update

An inventory record is created for any order item line containing a product with inventory tracking enabled. The inventory record contains the quantity purchased of the related products. Also, an update to the products inventory levels is scheduled to occur within five minutes after submission. Learn more about Inventories.

Initiating Membership Flow Down

If the order contains a company membership, Nimble AMS flows that membership down to all affiliated child accounts of the company account for which the membership was ordered.

If your association uses asynchronous membership flow down, and you are processing a membership order for a company account that has many child affiliations, the new membership might take a bit of time to flow down to all child accounts. You will receive an email when the updates complete. If you're not sure if your association uses asynchronous membership flow down, get your administrator some ☕ and have a chat about how it works for you. If your administrator does not know, they can learn more.

Refund

When editing an order that's been submitted you might edit the cart item in the cart or are cancel the cart item entirely—creating a positive balance. In this case, you may want to issue a partial or full refund for one or more payments on the order.

  1. Click RefundPay / Refund, or Pay, depending on if the balance on the order was paid fully, partially, or not at all.
  2. In Payment Method, select one of the entity payment methods for the entity:
    1. To refund in cash, select Cash and ensure Payment Amount is a negative number.
    2. To refund in cash with a paper check you plan to issue, select Check, ensure Payment Amount is a negative number, and in Check Number, enter the check number.
    3. To refund with a one time credit/debit card payment, select Credit Card and in Credit Card select the credit card payment you'd like to refund. For orders with multiple payments, you can view the details for each so you can select the one you want to refund. Refund Amount is prepopulated with the paid amount on the order and can be manually updated as a negative number to make a partial payment.

      You can only issue partial refunds for payments that have settled in the payment gateway—typically within 24 hours after payment. If the payment hasn't settled in the gateway, you can only issue a full refund by voiding the payment or use a manual credit card payment in the amount of the partial refund.

      Refunds to eCheck payments must be processed manually in the payment gateway.

      Also refund after 120 days, you must re-enter the credit card information and process the refund as a new payment that has a negative amount.

        Show Me an Image...

      Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Credit Card Refund

      1. If the payment hasn't yet settled in the payment gateway, or if the payment can no longer be refunded, you can make a manual payment to the credit card in the amount you'd like to refund. Select Manual and in Number and Expiresenter the information on the card.

        Number is prepopulated with the last 4 digits of the credit card used to make the original payment(s). You must enter the full credit card number of the card to which you're making the refund payment.

          Show Me an Image...

        Nimble AMS, Staff View, The Order Process, Payment Step, Payment Details Dialog Box, Credit Card Manual Refund

    4. To refund as a credit refund, select Credit Refund and ensure Refund Amount is a negative number. Learn more about Prepayments.
    5. To refund using a stored payment method, select Stored Payment. In Stored Payment Method, select the stored payment method from the payment gateway of the selected entity to use for the refund. Only stored payment methods for the selected entity display.
  3. In Note, feel free to add any important information to be saved on the payment.
  4. Click Save.