Automatic Virtual Pos

Automatic Virtual POS is designed to collect customer invoices from credit cards in companies working with a subscription system.

There are 2 methods of making credit card collections.

  1. Credit card is passed through the POS device and a manual collection record is entered into Workcube.
  2. Virtual POS transaction is done in Workcube. The customer's credit card information is entered and sent to the bank. If there is no obstacle to collection, a credit card collection record is created in Workcube.

We use Batch Provision transactions to perform the 2nd transaction in companies working with the subscription system. Subscriber payment plan lines that need to be collected are called from the Batch Provision page and a file is created. This resulting file is sent to the bank. The bank processes this file and sends a return file. In Workcube, this return file is imported from the Batch Provision Returns, and the payment plan lines that are collected become paid.


Automatic Payment Transactions

ROUTE: Bank > Automatic Payment Transactions

Automatic Payment Transactions; It works in relation to Subscription Systems or it can be created directly from Manual Document Closing records according to XML options. From the Payment Plan lines, invoiced, unpaid and active lines on the relevant date are listed. The lines to be sent for payment are selected and a file is created and the customer using Workcube sends this file to the bank in line with the information given to them by the bank they work with. The file can be accessed again from the Automatic Payment Transactions list. Since there are no fields such as card information in the file, it does not make a direct collection.

The bank withdraws the amount as an automatic payment from the relevant customer's account or, if a payment has been made, receives his information in that account. The file can be created as many times as desired, because it does not update the system without the return information.


Source: Subscriber Payment Plan / Invoice Payment Plan

Since the automatic payment process is also combined and controlled with invoicing, there are 2 selection areas. Since Subscription Payment Plans will be created, the Subscriber Payment Plan should be selected.

Start-End Date: Query the Payment Plan date. It is mandatory.

Payment Method: Payment methods are listed, records with this payment method selected are displayed on the payment plan lines. Standard payment methods or credit card payment methods must be selected.

POS Type: To select the bank to which the file will be sent.

TIP: Transactions made cannot be undone. However, as many files as desired can be created.


Automatic Payment Transaction Returns

Bank > Automatic Payment Transactions Returns

A return file is received from the bank based on the file sent to the bank for Automatic Payment. Only approved transactions are available in this file according to the bank's pattern. This file is imported to the system with the bank and password information again.

TIP: You can specify Passwords from Dashboard > System > Security > Encryption Keys.



Transactions are imported on the screen opened with the "Import" icon. In order to follow up these approved transactions, it is necessary to write an Incoming Money Transfer in the Workcube system. Based on this, transactions are made regarding the records in the file by entering the transaction type, date, bank account. It assigns "Paid" information to the relevant payment plan line, except for the Incoming Money Transfer recorded in the system.

If the "Undo Import Transaction" option is selected, password verification will be requested again and all related Incoming Money Transfer and their associated records will be deleted. The "Paid" information for the associated payment plan lines is removed. Thus, the file can be re-imported or re-processed by changing the import conditions. After the import process is undone, the document can be deleted from the system with the delete icon.

You can also send MPS files created by selecting “Create Instruction File” from the Bank > Other > Bank Instructions list to this list of automatic payment transactions. MPS files, which are specified in banking as Mass Payment Systems, provide the opportunity to create files for payments to be made on Workcube from the instructions entered before. Then you can send this file to the bank and make real payment transactions. Actual payment transactions in this part vary according to the agreement you have made with the Bank. If desired, "Create batch money transfer" for these instructions can also be done on Workcube.


Provision Transactions

ROUTE: Bank > Other > Provision Transactions

Batch Provision process; It works in conjunction with Subscription Systems. From the Payment Plan lines, invoiced, unpaid and active lines on the relevant date are listed. The lines to be sent to the provision are selected and a file is created. This file is sent to the bank in line with the information provided by the working bank. The file can be accessed again from the Batch Provision list.

Filters and options on the Provision Transactions screen;


Detailed: This option is currently only for some banks. In others, it should always be chosen in detail. With detailed, first the records are listed, then the provisioning process is made from the selected records. If it is selected without details for the bank, a file is created directly according to the pattern agreed with the bank without querying the records.

Payment Method: Credit Card Payment methods are listed, records with this credit card payment method selected are displayed on the payment plan lines. It is mandatory to be selected.

Start-End Date: Query the Payment Plan date. It is mandatory.

Payment Plan: To be able to filter the start of Subscription Payment Plan Dates.

Related Invoice Period: Since the provisioning process is also combined and controlled with invoicing, there is this option as the provision of invoices in different periods can be converted into collections in a different accounting period. In the standard one, the active invoicing period and the period to be provisioned are the same. In end-of-year transactions, it may be necessary to deal with invoices of different periods.

Subscription No: For filtering by subscription number.

POS Type: To select the bank to make provisioning.

Customer: It is for filtering according to a certain customer from the payment plan lines to be sent to the provision.

CVV Info: It is for filtering by CVV information and card expiration dates in the credit card information of the member in the system.

Card Bank: It is for filtering by the card bank in the credit card information of the member in the system.

The transactions that can be provisioned according to the entered information and selected filters are listed. Payment plan lines linked to the same invoice are shown as disabled. Because only one line of the relevant invoice is sent to the provision based on the total amount.

Key: As the provision files contain all the credit card information of the system owners, security should be considered, so a key is entered when these files are created. The entire file is encrypted according to this key, and only if the same key is entered again, the file can be opened. The entered password must be kept confidential. Password is not kept by Workcube either!

As soon as the file is created, it assigns a trackable record to the batch provision list and makes the "Batch Provision Created" information selected according to the associated invoice information on the relevant payment plan lines. In this way, the same payment plan lines are not sent to the provision again.

These documents can be followed in the Batch Provision list, or the batch provisioning process can be canceled. In this case, the "Batch Provision Created" information of the relevant payment plan lines in the file is removed and thus it can be sent to the provision again.


Batch Provision Returns

ROUTE: Bank > Other > Batch Provision Returns

A return file is received from the bank based on the file sent to the bank for Batch Provision. Only approved transactions are available in this file according to the bank's pattern. This file is imported to the system with the bank and password information again.


Transactions are imported on the screen opened with the "Import" icon. In terms of tracking these approved transactions, it is necessary to write a credit card collection transaction in the Workcube system. Based on this, transactions are made regarding the records in the file by entering the transaction type, date, bank account. It assigns "Paid" information to the relevant payment plan line, except for the incoming money transfer recorded in the system. is set.

If the "Undo Import Transaction" option is selected, password verification will be requested again and all related credit card collection transactions and associated records will be deleted. The "Paid" information for the associated payment plan lines is removed. Thus, the file can be re-imported or re-processed by changing the import conditions.

Provision work for each customer using Workcube varies according to the need and request. When the banks to work with are determined, customer-specific files are created and activated according to the pattern and workplace code information received from them.

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