You use Post Authorization when an error "!CALL" comes back from the credit card server software. This error means you must call your credit card service provider as the merchant provider is questioning the charge to the patron's credit card and wants clarification. When talking to your credit card service provider, they will likely provide you an authorization number for the credit card charge you wish to make. After receiving the authorization number, you will need to create a Post Authorize payment in order to enter it into Theatre Manger and your credit card software.

When creating a Post Authorization payment, it creates the payment in Theatre Manager and in the credit card server software. It does not dial out to your merchant provider for an authorization because your credit card service provider has already created the transaction for you and will have provided you with a voice authorization.

1. Open the Patron Order Window.

   Click the Order Tab on the Patron Window.

   

2. Highlight the order associated with the payment. Note there is a balance due.
3. Click the button.

   The Payment window opens.

   

4. Enter the credit card information on the payment window including the authorization number provided by you credit card service provider.

   This authorization number must be entered exactly as shown on the original authorization. Replace DEMO 12 with your authorization number.

   A Warning Dialog opens.

   

5. Click the Pre-Authorization button.

   You are returned to the Payments Window.

6. Click the Accept Payment button.

A credit card payment can only be voided if you use Online Credit Card Authorization and it has not yet been deposited. If the card payment has been deposited refer to Reversing a Payment.

1. Open the Patron Payment Window

   Click the Payment Tab on the Patron Window to open this window.

   

   Click here for a detailed Description of this window and it's functions.

2. Select the Credit Card Payment to void.

   Do this by single clicking the payment.

3. Click the Void button.

   The confirmation message which opens depends on when the credit card was authorized.

   

   

4. Click Yes to void the credit card using you online credit card server and delete it from Theatre Manager.

   A confirmation message displays in the status bar.

   

You have been notified by your patron that they have been charged twice for a purchase, yet there is only one credit card payment record in Theatre Manager. This can happen if Theatre Manager "timed out" during the authorization process and the Credit Card Software was still processing the original payment transaction. A user then sucessfully authorized the same payment a second time, resulting in two payments recorded in your Credit Card Software and one payment in Theatre Manager.

Review your Authorizing Timeout Preference time in the Merchant Accounts Authorization tab, as an adjustment may be required.

A correction is only required if Theatre Manager 's deposit and the Credit Card Software totals do not match yet the deposit has been forced through and the Credit Card Software settled manually.

Review End of Day Troubleshooting to prevent this from occurring.

Setting up a "Fake" Payment to be Refunded

1. Open Setup >> System Tables >> Code Tables and click on Payment Types and double click on the credit card type the the duplicate charge was on.

   

   The Payment Methods window opens.

   

2. Where it says "Authorize via Credit Card server" click the "NO" radio button.
3. Click the Save button.
4. Open the Patron Order window by clicking on the Order Tab from the Patron Window.

   Click here for a detailed description of this window and it's functions.

   

5. Highlight the order and click the Payment button.

   

6. Click the Yes button to continue.

   The Payment window opens.

   

7. Add a payment to the credit card by entering the amount that will be refunded later, as shown in the Payment Amount field.
8. Enter in a ficticious Authorization Number, for example, "Fix Duplicate Charge".
9. Click the Accept Payment button to complete the transaction.

   As you have turned off credit card authorization through the server, the card will not be charged.

   A warning dialog opens.

   

10. Click the Yes button to continue.

    A warning dialog opens.

    

11. Click the Yes button.

    A warning dialog opens.

    

12. Click the No button.

Refunding the Duplicate Payment

If you have not completed the first step Setting up a "Fake" Payment" do that now, before doing the next section.

1. Open Setup >> System Tables >> Code Tables and click on Payment Types and double click on the credit card type that the duplicate charge was on.

   

   The Payment Methods window opens.

   

2. Where it says "Authorize via Credit Card server" click the "YES" radio button.
3. Click the Save button.
4. Open the Patron Order Window by clicking on the Order Tab from the Patron Window.
5. Highlight the order and click the Payment button.

   

6. Enter the refund amount.
7. Click the Provide Refund button.

Completing this, the patron will be refunded the money that he/she was overcharged while Theatre Manager will retain the correct payment amount.

Theatre Manager's Deposit will not match your Online Credit Card Server's deposit amount. You will need to force the deposit and manually settle.

If Theatre Manager has recorded a credit card payment as authorized but your credit card authorization software has no record of it you will need to re-authorize the payment.

1. Open the Patron Payment Window

   Click the Payment Tab on the Patron Window.

   

   Click here for a detailed description of this window and it's functions.

2. Select a credit card payment and click Detail or double click the entry

   The Payment Detail Window opens.

   

3. Click the Re-Authorize Button

   A Warning Window opens. Read the details of this window and only continue if you are completly sure the payment was never charged to the patron's card to avoid double billing.

   

4. Click the Authorize Button

   A Confirmation Window opens reminding you to complete this operation only if you are sure the card has not been billed.

   

5. Click Yes

   The card information will be sent to your merchant provider and a window will appear confirming the authorization

   

6. Click OK to finish the process

If you are re-authorizing a credit card that has already been deposited your re-authorization will not appear in Theatre Manager's Deposit Window. The rre-athorization will only be recorded by the credit card authorization software. Thus a force deposit may be required if Theatre Manager's credit card totals do not match the records of the authorization software. Click here for more information on Force Depositing