A/R Agency - Payment Card Interface
Use the A/R Agency tab to set up or authorize a payment method (A/R Agency code) for the customer. The payment type is set on the Details tab of the invoice, in the Cash Code field. An A/R Agency code is a type of Cash Code, which is configured on the Accounts Receivable - Cash Codes screen. The A/R Agency tab is available from any of these invoices:
The A/R Agency - Payment Card Interface tab allows you to set up or authorize a Payment Card Interface (PCI) or Versapay customer.
The information fields on the A/R Agency - Payment Card Interface tab are:
| Information | |
|---|---|
| Field | Description |
| Order Number | The order number of the invoice. |
| Customer | The name of the customer associated with the invoice. |
| VESign | Indicates whether there is a VESign document associated with the invoice, and if so, its status. |
| Location | The location where the invoice was originally created. |
The fields on the A/R Agency - Payment Card Interface tab when no device is configured are:
| Field | Description |
|---|---|
| Agency Code | The agency code that the credit is charged to for this transaction. |
| Merchant Number | The number that represents the dealership with the A/R Agency. |
| Transaction Number | Versapay's number for this transaction. |
| Chargeable Amount | The total actual value of the charge. |
| Previously Authorized |
The previous amount authorized. If a New Authorization Amount is entered, the Previously Authorized amount is cancelled. |
| New Authorization Amount |
Allows you to enter a new amount to be authorized. A new authorization amount can be entered when authorizing the selected invoice from the A/R Agency tab. If you authorize the invoice from the Details tab, you are not permitted to enter a new authorization amount. |
| Total Tax | Displays the total amount of tax charged to the invoice (uses Tax 1, Tax 2, Tax 3, and Tax 4 values). |
The fields when using a Cash Customer are:
| Field | Description |
|---|---|
| Name | Pulls the name entered on the Ship to address fields from on the Customer - Parts Invoicing Header tab. |
| Address 1 | Pulls the address entered on the Ship to fields from on the Customer - Parts Invoicing Header tab. |
| Address 2 | Pulls the address entered on the Ship to fields from on the Customer - Parts Invoicing Header tab. |
| City | Pulls the city name entered on the Ship to fields from on the Customer - Parts Invoicing Header tab. |
| Province/State | The ship to customer's province or state location. |
| Zip/Postal Code | Pulls the zip/postal code entered on the Ship to fields from on the Customer - Parts Invoicing Header tab. |
| County | The country where the ship to customer resides. |
| Phone | The ship to customer's phone number |
| The ship to customer's e-mail address. |
Otherwise the fields are:
| Field | Description |
|---|---|
| Agency Code | The agency code that the credit is charged to for this transaction. |
| Card Number |
The customer's card number. This field is locked when using a device. |
| Previous Request |
Displays a linked invoice for this refund or reversal. Appears only when refunding or reversing an invoice. Click the search |
| Merchant Number | The number that represents the dealership with the A/R Agency. |
| Transaction Number | Versapay's number for this transaction. |
| Authorization Number |
Enter the authorization number that you received from the A/R Agency to record it with the transaction. |
| Credit Limit | The customer's available credit. |
| Transaction Limit | The credit available per transaction. |
| Expiry Date | The expiration date of the customer's credit. |
| Chargeable Amount | The total actual value of the charge. |
| Previously Authorized |
The previous amount authorized. If a New Authorization Amount is entered, the Previously Authorized amount is cancelled. |
| New Authorization Amount |
Allows you to enter a new amount to be authorized. A new authorization amount can be entered when authorizing the selected invoice from the A/R Agency tab. If you authorize the invoice from the Details tab, you are not permitted to enter a new authorization amount. |
| Total Tax | Displays the total amount of tax charged to the invoice (uses Tax 1, Tax 2, Tax 3, and Tax 4 values). |
| Credit Password |
Credit invoices will need a credit password in order to authorize the invoice. The field only appears for credit invoices. |
| Expiry Date |
The date the A/R agency card expires. This field is locked when using a device. |
icon to open the Note: The configuration in the Accounts Receivable Account(s) per Invoice field determines whether the system checks the credit limit, transaction limit, or both when authorizing a sale.
Click the Clear Card Information link to clear the Card Number field.
Use these buttons to complete your work on the A/R Agency - Payment Card Interface tab:
| Button | Function |
|---|---|
| Authorize |
Performs the A/R Agency communication and authorization check. Authorizing does not withdraw funds from the customer's account. Instead, depending on the card, the authorized funds are held for up to seven days in the customer's account. |
| Re-Authorize | Allows you to re-authorize an invoice if the agency code on the invoice was changed. |
| Voice Authorize | Indicates that you have called the agency for a verbal authorization of the credit account. When you select the Voice Authorize button any Transaction Number field will switch to an Authorization Number field and you will need to enter the authorization number that you received from the A/R Agency to record it with the transaction. |
| Swipe |
Allows encrypted card transactions with a point of sale device. You must have a device configured on the Point-of-Sale Devices Configuration screen, for the Swipe button to appear when using the Payment Card Interface. |
| Non-Swipe | Allows you to authorize the invoice with Versapay without using a device, by opening the Versapay authorization screen. |
| Use Previous Invoice | Opens the Invoice History: Reversals screen, where you can select a previous invoice, and post it to the current one. |
| Key | Allows you to use a device to manually enter (key in) card information. |
| Close | Closes the A/R Agency - Payment Card Interface tab and returns to the previous screen. |
Security: 802 - Equipment Invoicing, 823 - Parts Invoicing
Revision: 2025.11