Getting Started

If you do not have a tenant for Microsoft Dynamics 365 Business Central, you can sign up for it conveniently at https://trials.dynamics.com/Dynamics365/Signup/businesscentral

Once you have completed the sign up and your tenant is up and running, you can add the NAV-X Credit Card app from the AppSource marketplace here. If you have questions about the installation process of an app through Microsoft AppSource, you can review the Microsoft Dynamics 365 Business Central documentation here.

You will not be able to use NAV-X Credit Card until the setup has been completed. The notification will be displayed until the setup is completed and NAV-X Credit Card can be used.

Assisted Setup

You can start the Assisted Setup for NAV-X credit card from the displayed notification on the role center or by searching for “Assisted Setup” (Setup & Extensions -> Assisted Setup) and then selecting “Setup Credit Card” from the displayed list.

 

If you start the Assisted Setup for the first time, the NAV-X End User License Agreement is displayed. Please read the license terms carefully and, if you agree to the terms, please accept them by clicking on “Process” and then “Accept” action on the top ribbon. If you do not agree to the license terms, please select “Decline” and then uninstall the app from your tenant.

If you have submitted your information on our website already and received the trial merchant account or your live merchant account information already, please place a checkmark in the field “I already have a merchant account”. If not, please enter your email address. Please make sure that the email you are entering is a valid email address, since we will send you the trial information as well as additional information about the sign up process to this email.

The next step allows you to configure the behavior of the credit card functionality. It is already preconfigured with default values, but if those values do not fit your process, please change them. The following table describes each of the fields available.

Require Security Code

The card security code (also known as the CVV code) is the 3 or 4-digit code on the card. PCI compliance does not allow you saving the security code electronically or on paper. It is recommended to always enter the security code for each transaction and ask the customer for the code. Sometimes, this is not practical, therefore, this setting allows you to change when a security code has to be entered.

  • Always – every time a credit card is charged or authorized, the security code must be entered

  • First Authorization per Document – the first time an authorization for one document is requested, the security code is required.

  • First Authorization per Card – the first time an authorization is requested on this card or the initial validation is done for a new card, the security code is required.

  • Never – the security code is never required. This is the least secure option and should not be used.

Charge Mode

When processing credit cards, there are two different ways of processing the card. The right one for you to choose depends on your processes and individual requirements. 

  • Authorize and Charge – You are authorizing a transaction on a credit card, which means that you are placing a hold on the customer’s credit card for the order amount. Once you ship and invoice the order, the card will be charged. This guarantees that the customer has enough funds available on their credit card while not charging the card before actually shipping the product. This is the preferred method.

  • Sale – If you have a long period between placing the order and shipping it or if you ship and invoice right after the order is placed, you can also select this option. This will not authorize a card at the time of order entry and will only charge the card when the order is invoiced. This could result in declined cards or insufficient funds at the time of shipping and invoicing.

Do not allow Address Verification failure

When credit card transaction are processed, the billing address is validated. If the validation comes back with an error (such as that the address doesn’t match or the validation could not be performed), the user gets a confirmation displayed with the error and then can choose to accept the transaction or not. If you do not want to allow a user to make that decision, place a checkmark in this field and any address verification other than “ok” will result in a failure of the transaction.

Perform initial validation for new cards

Place a checkmark in this field, if you want to perform a validation of the credit card, when you enter a new credit card. This will authorize a small transaction on the customer’s card and, if the security code is required, you will have to enter the code. If the address verification as well as the card verification in general, you will be alerted and you could choose not to use the card then. The authorization is voided right after the validation.

When placing a small authorization on the card, the customer can see a pending charge on their account. This can stay on the customer’s account for up to several days.

Update Authorization when amount changes

When this is checked and the amount changes on a document after a credit card was authorized, the existing authorization is voided and a new authorization for the full amount is placed. This allows to have only one charge per document per credit card, but it can keep the original authorized amount on the card as a “pending charge” for several days and therefore reduce the available amount for a customer’s credit card.

Please do not authorize credit cards before the order amount is finalized or typically does not change anymore.

Allow Partial Authorization

By default, NAV-X Credit Card requires an authorization for the entire amount of the order or invoice, before the document can be processed. If you want to allow customers to only pay a partial amount before the document can be released, you can select this option.

I am using Service Management

If you are using Microsoft Dynamics 365 Business Central Premium, which includes Service Management, please place a checkmark in this field. Otherwise, you can remove the checkmark. If you indicate that you do not use service management, setups related to service management will not be shown in this wizard.

The next step of the Assisted Setup allows you to define setups related to processing of sales documents, such as sales orders or sales invoices.

Auto-Authorize on Release 

If this checkmark is set, the credit card authorization is automatically processed when the order or invoice is released, which typically indicates that the document entry is completed. If you are directly posting a document after entry, the posting will automatically release it right before posting as well. If you do not check this field, you must process the credit card authorization manually.

Auto-Reauthorize on Partial Invoice

When an authorization is performed for an order and the order is shipped partially, the credit card is charged for the partial amount. If a charge is processed against an authorization, the remaining amount on the authorization is automatically cancelled. If this setup is checked, a new authorization is automatically created at the time of partially invoicing the order.

Only First Authorization

If you have “Auto-Reauthorize on Partial Invoice” checked, the system will automatically reauthorize an order whenever a partial invoice was processed. If you place a checkmark in “Only First Authorization”, the system will only authorize the remaining order after the first invoice posting.

Auto-Authorize on Shipment

Instead of processing an authorization automatically at the time of releasing the order, you can also define that the credit card is automatically authorized at the time of shipping an order. This can be useful, if your orders typically change a lot until the order is shipped. This will still ensure that the credit card has sufficient funds for the transaction.

Auto-Capture on Release Sales Invoice

When processing sales invoices and not using sales orders, the amount will be due at the time of posting the invoice. Typically, an invoice is entered and then posted right away. Therefore, instead of authorizing the charge on the credit card at the time of releasing the invoice and then charging the card at the time of posting the invoice (default process), you can also charge the card directly at the time of release. 

Auto-Capture on Release Sales Order

This option is only available when the “Charge Mode” is set to “Sale”. In this case, you can decide, if you want the customer’s credit card automatically be charged with the full order amount when the order is released. 

If you have selected that you do not use Service Management, this next step will be skipped. The next step of the Assisted Setup allows you to define setups related to processing of service documents, such as service orders or service invoices.

Auto-Authorize on Release 

If this checkmark is set, the credit card authorization is automatically processed when the order or invoice is released, which typically indicates that the document entry is completed. If you are directly posting a document after entry, the posting will automatically release it right before posting as well. If you do not check this field, you must process the credit card authorization manually.

Auto-Reauthorize on Partial Invoice

When an authorization is performed for an order and the order is shipped partially, the credit card is charged for the partial amount. If a charge is processed against an authorization, the remaining amount on the authorization is automatically cancelled. If this setup is checked, a new authorization is automatically created at the time of partially invoicing the order.

Only First Authorization

If you have “Auto-Reauthorize on Partial Invoice” checked, the system will automatically reauthorize an order whenever a partial invoice was processed. If you place a checkmark in “Only First Authorization”, the system will only authorize the remaining order after the first invoice posting.

Auto-Authorize on Shipment

Instead of processing an authorization automatically at the time of releasing the order, you can also define that the credit card is automatically authorized at the time of shipping an order. This can be useful, if your orders typically change a lot until the order is shipped. This will still ensure that the credit card has sufficient funds for the transaction.

The next step of the Assisted Setup allows you to define either a percentage of the sales document amount or a fixed amount, which will be added to each authorization of a credit card to account for fees or charges that are not known at the time of order entry. When defining a “Type” other than “None”, you have to define a G/L account or resource in the field “Line No.”, which then will be used to create an additional line on the document in the amount defined. 

If you have selected that you do not use Service Management, this next step will be skipped. This next step of the Assisted Setup allows you to define either a percentage of the sales document amount or a fixed amount, which will be added to each authorization of a credit card to account for fees or charges that are not known at the time of order entry. When defining a “Type” other than “None”, you have to define a G/L account or resource in the field “Line No.”, which then will be used to create an additional line on the document in the amount defined. 

If you have received already your live merchant account information from our credit card processor, you can then enter the “Security Id”, “User Id”, and the “Password” in the “Live Merchant Connection” step of the Assisted Setup. You will only be able process credit card transactions, if you have received this information and entered them in the setup. You can still continue the setup, but you will have to come back to this step, once you have received the information.

If you have received your test merchant account information from our credit card processor, you can then enter the “Security Id”, “User Id”, and the “Password” in the “Test Merchant Connection” step of the Assisted Setup. This will allow you to try out the functionality and process test transactions. You will only be able process live credit card transactions, if you have received the live credentials and entered them in the setup in the step shown above. You can still continue the setup, but you will have to come back to this step, once you have received the information.

Most companies only will have one credit card merchant account. However, for instance, if you sell to different countries, you can have multiple merchant accounts configured. If you want to enter the information for multiple merchants, please place a checkmark in the field “I want to configure additional merchant accounts”. 

If you want to separate the merchant accounts by a dimension code, for instance, by department, you can then select this dimension in the “Merchant Dimension Code”. If you want to separate the merchant accounts by currency or country, please leave this field empty and go to the next step.

You can also, at any time, enter additional merchant accounts following the instructions under Merchant Setup.

If you selected to setup additional merchant accounts, you can enter those in this step. Otherwise, this step won’t be shown. You can, once you defined a description, select the Assist Edit button at the end of the record and select “Edit” to show the Merchant Card and update additional settings. The details are described under Merchant Setup.

it is recommended to define a bank account in the “Credit Card Reconciliation” step, but you can also define a G/L account. The account is used to record all credit card transactions. When you receive the funds for the credit card purchases, you then can record bank transfers into your bank account. This will allow you to properly record and reconcile the credit card transactions. You can find more information on how to create bank accounts here.

We added workflows for you. You can setup a workflow that alerts someone when a credit card transaction fails, for instance. Together with some additional setups in the Credit Card Setup, you can take the responsibility of dealing with credit card issues from your order processors to your accounting team.

If you want to setup the workflows, please place a checkmark in the field “I want to configure my workflows”.

Please define the users that should be alerted when a credit card transaction fails. You can always change this later in the actual workflow setups.

You are done – as long as you configured everything – you are ready to process credit cards. Please follow our How-to’s on the left to learn how to setup customers for credit cards, enter credit cards, and process transactions.