Payments on the Platform

Introduction

This article presents payment methods available on the platform that are suitable for various business needs.

Here, you can find scenarios for all users, including end customers, sellers and distributors.

Latter we will refer as provider to the one who sends the invoices and consumer to the one who receives the invoices. Seller at the same time can be either provider (for their end customers) or consumer (for its distributor).

In this article:

Setting up Stripe account for the provider

If you are a seller or distributor admin and would like to receive the payment with Stripe, which is a global leading payment provider, you need to configure the Stripe integration in the platform settings as shown below:

payments.png

The section, which you can find these settings (go to Settings  Currency & Payments), is visible to admins only

Select the info icon (1) to see more details:

pay.png

 

In order to create a Stripe account, the seller or distributor has to click on the Stripe account link (2).

If the seller or distributor already has a Stripe account, then they just need to sign in.

NOTE! Stripe charges a fee to process transactions. The fee varies depending on the type of agreement between you and Stripe.

To find out more on the topic of receiving, copying publishable and secret keys, please follow the link:  https://stripe.com/docs/keys

NOTE!  The seller or distributor can’t change Stripe Keys. In order to change it, the seller has to make a request to support.


Given that provider (either seller or distributor) has set up the Stripe integration, they can collect the payments for their consumers if those have Payment card option enabled, and all other requirements listed in this article have been met.

 

Setting up Credit Card details by consumer

1. Select Customer Organization:

2024-07-23 09_18_31-Customer Organizations.png

2. Scroll down to find Payments and select the Edit icon (pencil) to edit the Payment method field.

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3. Change payment method to the Payment card.

NOTE! Stripe integration has to be enabled on the seller level, in the Settings section.

Payment Methods:

When selecting the info icon, you can see more details about the selected payment method.2024-07-26 09_23_44-mceclip1 (1).png ‎- Фотографии.png

4. Enter the card details, including the CVV code.

5. Check the agreement checkbox.

6. Select the Save button.

In order to verify the payment, you need to check your banking app.

From this point, the provider can collect the payments from their consumers as per the guide below. 

Warning! Later when collecting payment, if you receive the message saying "Payment can't be done because credit card configuration between invoice Provider and Consumer not found!", it indicates that credit card details were not provided to the consumer in organization profile section.

Collect payment by provider

The platform provides the possibility for the provider of the invoice (either the distributor or reseller) to collect the payments for the consolidated invoices.

Here is what you need to do it:

  • Resellers need to have enabled invoices and the card payment on reseller creation form:
  • Payments are collected from the summary outgoing invoices which are part of consolidated invoices functionality. That means that consolidated invoices need to be created prior. For details how to enable/create refer to: How to Consolidate the Invoices?
  • The consumer has configured Stripe account details on the platform.
  • The consumer (either seller or end customer) needs to have added credit card details under their organization profile section in order to be called out for payment collection by their provider (distributor and seller respectively). 
  • The invoice needs to be in status TaxSyncCompleted or PaymentFailed.
  • Reference Code ID field for the invoice is populated.
  • Tax Sync has been run for the invoice and the invoice PDF is available for download.
NOTE! If the seller has added credit card details on the profile page, the distributor would be able to collect the payment from the reseller in that way as far as other conditions mentioned above have been met.

 

NOTE! If Invoice Issued by Distributor (Locked) is enabled, the distributor would be able to collect the payment directly for end customer of the reseller similarly as collecting for their direct customers. All Stripe payment controls under "Settings -> Currency and Payments -> Payments" are disabled for such resellers. For details refer to: Invoice-on-behalf-of capability.

Here are the steps below how to collect the payments for one summary invoice once prerequisites listed above have been met:

1. Navigate to Invoices Outgoing section as shown below:

 

2. From here, you have available the Collect Payment button beside the invoices in status TaxSyncCompleted and PaymentFailed. All other invoices do not have that option available.

3. Once you selected Collect Payment you are presented with the following popup window:

 

4. When you select Confirm, the following tooltip shows:

5. Once process has been completed and page has been refreshed the invoice status changes to PaymentCompleted in case success or PaymentFailed.

Here are the steps below how to collect the payments for multiple summary invoices at once:

1. Navigate to Invoices Outgoing section as shown below:

2. From here, you have available Collect Payments presented at the header of the page.
3. Once you selected Collect Payments you are presented with the following popup window:

4. Here, you need to indicate the date and select Confirm and the system attempts to collect the payments for all invoices where invoice date matches:


You are given the choice to process with the invoices in the status you indicate.

4. Upon selecting Confirm, the following tooltip shows:

5. Once process has been completed and page has been refreshed the invoices statuses changes to PaymentCompleted in case success or PaymentFailed for every invoice you selected in previous steps.

 

NOTE! In order to see all unpaid invoices, Unpaid invoices needs to be selected at any time:

Notifications

If all conditions have been met and the provider received the payment, the consumer receives the notification like one shown below:

Similarly, when payment was not successful the consumer receives the notification stating that:

 

Limitations

In case of PaymentFailed the indication of logs location is shown in the tooltip beside invoice status label for Appxite support team to investigate. It is planned that the actual error message would be shown here for self-service troubleshooting.

 

Summary

In this article, we discussed the collection payment method available on the platform. This payment process can be used by sellers, and distributors for their needs. You have learned how to set up the Stripe integration, turn on credit card payments, and collect payments for individual or multiple invoices.

 

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