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Overview

DASH uses PayPal Braintree to securely store customer card information and charge cards against orders, invoices, and debit memos. There are four main features worth noting:
  • Card Vaulting - accounting can enter a customer’s card details in DASH; the card itself is stored securely in Braintree, never in DASH.
  • Charging - accounting can charge a customer card for an order, invoice, or debit memo. Once a transaction settles, an AR payment is created automatically.
  • Settlement - Braintree processes the authorized transaction over a few days to confirm it is legitimate and the card details are valid. DASH checks for settled transactions on a regular (hourly) schedule and converts them into AR payments when applicable.
  • Refunds - a settled transaction can be partially or fully refunded, which automatically creates a debit memo.

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Managing Customer Cards

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Viewing and Editing Customer Cards

  1. From the Customer Information → Manage Customers submodule, click the View / Edit Customer tab.
  2. Click the dropdown menu next to the Customer field.
  3. Enter the customer number or name you’re looking for, then click to select it. Select Customer
  4. View the customer’s saved cards. Customer Cards
  5. To delete a card, click the red ‘X’ button on that card, then confirm the deletion.
  6. To edit a card, click the yellow pencil button. Update the expiration date and CVV, then click ‘Save’. Edit Card

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Adding a New Card

  1. Click the edit button and scroll down to the ‘Customer Payment Methods’ section.
  2. Click ’+ Add New’.
  3. Fill out the card information and click ‘Add Card’. The card is stored in Braintree and linked to the customer account. Add New Card

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Charging a Customer Card

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From an Order

  1. Navigate to Order Processing → Manage Orders → View / Edit Order and search for the order you want to charge.
  2. Select either ‘Charge Customer for Order’ or ‘Charge Card for Order (One-off)’ at the top of the page. Use ‘Charge Customer for Order’ when a card is already on file. If no card is on file, use ‘Charge Card for Order (One-off)’ and enter the card information. Charge Order
  3. Enter the net amount and tax amount, toggle any surcharge, freight surcharge, or transaction fee via its checkbox, add an optional comment, then click ‘Charge Card’. Charge Order Fields
  4. For a one-off charge, you’ll be prompted to enter the card information after filling in the payment details. Charge Card Fields
Once a charge is submitted, DASH sends the transaction to Braintree for settlement. Settlement can take a few days, and DASH checks for settled transactions on a regular (hourly) schedule. Once the transaction settles, DASH automatically creates an AR payment for the order.

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From an Invoice

Charging a card from an invoice works much like charging from an order, with two differences: the payment details pull from the invoice rather than the order, and the transaction is submitted for settlement automatically once the invoice is past a Pending status (Posted or Finalized).

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From a Debit Memo

  1. Navigate to Accounting → Accounts Receivable → Debit / Credit Memos and open the debit memo you want to charge.
  2. Click ‘Charge Card’ at the top of the memo. The button appears only on debit memos with a Posted or Partially Paid status, and only for users with A/R edit access.
  3. Review the customer and amount. The amount is always the memo’s full remaining balance and cannot be changed.
  4. Choose a card from the cards on file. If the customer has no card on file, or you need to use a different card, check ‘One-off Charge’ and enter the card information.
  5. Click ‘Charge Card’, then confirm the charge.
A debit memo charge is submitted for settlement right away. DASH immediately creates a Pending Credit Card payment batch applied to the memo, and the batch opens automatically once Braintree settles the transaction.

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Credit Card Report

The credit card report lets you view past and current credit card transactions and issue refunds. To access it, navigate to Accounting → Accounts Receivable → CC Report.
  1. Set the filters, such as ‘Invoice Date’, ‘Transaction Date’, ‘Status’, and ‘Include Failed’. CC Report Filters
  2. Click ‘Run Report’. The table populates with the order number, customer information, and transaction status and details. CC Report Results
  3. From this report, you can view the underlying AR invoice and payment batch, and issue a refund. CC Report Refund
  4. To issue a refund, click the ‘Refund’ button in the Actions column. A modal appears where you can enter the refund amount. Once the amount is entered and validated, click ‘Refund’. CC Report Refund Modal
After a refund is issued, DASH automatically creates a debit memo for the refunded amount under the customer’s account.

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Good to Know

  • Braintree also offers its own UI for viewing and managing customer cards, transactions, and refunds — log in at the Braintree website with your credentials. If a card transaction fails, you can view detailed information about the failure there.
  • DASH automatically creates AR payments for settled charges, including charges on debit memos, and creates debit memos for refunds.
  • Each transaction has a maximum chargeable amount based on the order, invoice, or debit memo details. This reduces erroneous transactions and helps ensure the correct amount is charged.
  • Partial payments are allowed only for customers who receive a single invoice per order (that is, customers not set up for multiple invoices per order).