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Managing a delay between accepting a credit card payment and delivering an order (Merchant Service)

If there is a delay between accepting and shipping an order, you can use a two-step process to charge your customer's credit card. First, you authorize the sale, which assures that the customer has the available funds. An authorization actually reduces a customer's credit limit to cover the delayed sale. For example, if a customer has a credit limit of $10,000, an authorization of $1,000 will reduce the customer's credit limit to $9,000. When you are ready to deliver the product or service, you complete the transaction by issuing a "delayed capture" of the original authorization. A delayed capture turns the authorization into an actual transaction.

To authorize the sale

Credit card authorizations typically expire after seven days. If you submit a delayed capture for an expired authorization, you may incur higher fees for the transaction. In this case, consider waiting until you are ready to ship the order before charging your customer.

  1. Go to the Customers menu, choose Credit Card Processing Activities, and then click Manage Merchant Service.

  2. Click Transactions, and in the left pane click Manual Transaction.

  3. Click the Transaction Type drop-down list and choose Authorization.

  4. Complete the fields, and click Submit.

To submit a delayed capture

Follow these steps when you are ready to deliver the product or service.

  1. Go to the Customers menu, choose Credit Card Processing Activities, and then click Manage Merchant Services.

  2. Click Transactions, and in the left pane click Manual Transaction.

  3. Click the Transaction Type drop-down list and choose Delayed Capture.

  4. Enter the original transaction ID. Use the Search feature or generate a report to find this ID.

  5. Click Submit.

  6. Record the payment in QuickBooks.

Note: If you void a delayed capture, you must also void the corresponding authorization.

KB ID# H_SVC_QBMS_DELAYED_CAPTURE
9/26/2016 1:45:01 PM
PPRDQSSWS404 9138 Pro 2017 4546dd