The Payment step of the order process is where staff enter purchase order and invoice information, select the products in the cart to pay for, choose a payment method, modify any payments, and submit the cart.
Paying with a Purchase Order
You can click Submit Without Payment or Submit to accept full or partial payment using a purchase order or invoice.
- If the payment is related to a purchase order, in
Purchase Order Number, enter the purchase order number.
- If an invoice is needed, in
Invoice Description, enter a description of what is contained in the invoice.
Invoice Dateis prepopulated with todays date, and you can update it if the invoice should be dated in the future.
Invoice Termis prepopulated with
30days and you can update the number of days after the
Invoice Datethe invoice should be due.
- 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.
- Click Submit.
Selecting Cart Items for Payment
You can review the list of all cart items a choose to which they would like to apply payment. By default, all order items in the cart are preselected for payment application. Staff can deselect an cart item(s) to avoid applying payment for it when the order is submitted.
You can apply payment for the deselected cart item(s) later by editing the order after submission.
Selecting a Payment Method
You can click Pay to apply payment to the selected cart items.
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.
Payment Amountis prepopulated with the full cost of the selected cart items and can be manually updated to make a partial payment.
Payment Method, select one of the entity payment methods for the entity:
To receive payment in cash, select
Payment Amountis correct.Show Me an Image...
To handle payment with a paper check you plan to deposit later, select
Check Number, enter the check number which is saved on the payment.Show Me an Image...
To receive payment with a one time credit/debit card payment, select
Credit Cardand enter the proper information in
Cardholder Name, enter the information on the card.
The billing address is repopulated with the
Billing Addresson the customer's account but
Postal Code, and
Countrycan updated if needed.Show Me an Image...
If your association uses stored credit cards or eCheck, to receive payment using a stored payment method, select
Stored Paymentand 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...
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 Receivedto proceed.Show Me an Image...
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.
Note, feel free to add any important information to be saved on the payment.
Modifying a Payment
After a payment has been made, 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, you can click Edit to change the details of the payment and Del to remove it completely.
Keep in mind this deletes the cash prepayment record.
Credit Cards and Stored Credit Cards
For a credit/debit card or stored credit card payment, you can modify the payment in two different ways depending on whether the payment has settled in the payment gateway; learn more. Credit card payments can take up to 24 hours to settle in the payment gateway. Nimble AMS keeps track of when payments are settled, so depending on the status you will see one of two options:
- Void a Payment—Before a payment has been settled in the payment gateway, 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.
Refund a Payment—Once a payment has been settled in the payment gateway, you can click Refund to issue a full or partial refund for the payment.
To 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.
Voids and Refunds to eCheck payments must be processed manually in the payment gateway.
Submitting the Order
When you click Submit or Submit Without Payment, a number of checks are done to ensure there is sufficient inventory, the cart is complete and will not interfere with any other orders, and membership flow down is initiated for membership orders.
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 products 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.