Setting Up The Credit Card
When you set up a credit card account, you have three options for how you would like to use it:
- Retrieve Credit Card Data from your bank
This option allows you to pull charges from your bank and then code them to specific projects, accounts, etc.
- Manually set up credit card info which will be sent to vendors
Use this option if you want to pay vendors with a credit card, but you are not using vPayment
- Use American Express vPayment System
- Workamajig has partnered with American Express to integrate a new way of managing payments.
- Use this option if you are enrolled in vPayment with American Express. This requires communication with Workamajig in order to get it working. If you are interested in this option, email us at firstname.lastname@example.org
You can enter the credit card information that you want to be sent to the vendor for each purchase. All Credit Card numbers and CCV information is encrypted in the database.
Using the vPayment option requires Workamajig to work with Amex to set up your account.
On the vendor record, you can now specify that this vendor accepts credit cards. Below that, you can specify which credit card should be used when sending payments to this vendor. In the Email Credit Card Information To box, you can enter an email address where the payment information should be emailed. If this field is blank, we will use the email address of the primary contact.
When selecting vendor invoices for payment, you can now specify which credit card you are going to use to pay. This will bring back only invoices for vendors that accept that card.
Once the charges are created, you can send them to the vendors. Go to the credit card listing screen. We have added default lists to help you find these charges. Select the credit card charges to send and press the email icon next to the grid.
vPayment vs Sending a Single Card Number
If you just enter a credit card number, your credit card charges will post when they are created. If you use vPayment, the charge will be created, but not posted. There is a nightly process that runs in the background that will check when the number is actually used. When that happens, we will post the charge at that time. This more closely times the liability with when it was created.
This is an example of the email the vendor will get. Notice that no credit card information is actually emailed to the vendor. They will need to click the link in the email to retrieve that.
Once they click on the link, if you just typed in an email address, we will prompt them to enter their name and enter as a guest. You do not need to set up user id's and passwords. But you can require a vendor to log in first if you want. If you select this option, you will need to specify an actual user on each vendor record as the primary contact.
Once they log in, they will see a page that presents them all the information they will need to process the charge.