Adding PayTrace as a Payment Processor - Trace AR for Acumatica
Adding a Payment Processor to a Customer
This guide will walk you through setting up and using the PayTrace integration within your system.
Adding a Payment Processor to a Customer
In the top-left search bar, search for and select "Customers".
Add a new customer by selecting (+) or edit an existing one.
Once the customer record loads, select the "Payment Methods" tab.
Select "PayTrace" as the default payment method. Ensure it's set to "Active" and then "Save".
Processing a Payment via Sales Order
In the top-left search bar, search for and select "Sales Orders".
Select (+) to add a new sales order.
Once the default information loads, select the "Customers" tab and find the customer record.
Under the "Details" section, select (+) to add a new line item.
Fill in the required fields (Branch, Inventory ID), confirm the quantity, and then "Save" the sales order.
Select the "Payments" header to view the unpaid balance.
To make a payment or authorization, select "Create Payment".
(Note: "Create Payment" and "Create Prepayment" have the same functionality for authorizations and can be used interchangeably).
When searching for a customer, do not select “enter” to execute the search; this will preload the top hit into the sales order details.
Payment Flow
On the payment screen, the "Payment Method" should default to "PayTrace" if it was set as the default on the customer record.
Using a Saved Card: If the customer has saved cards, they will appear in the "Card Account" field.
PayTrace Protect does not display when using a saved card. Instead, we can see within Acumatica’s UI that the payment action is processing:
And once the response is received:
if SETTLEEACH is enabled within the Processing Center setup, the status will automatically show as “Captured”.
If this feature is disabled, the status will show “Held for Review” until settled in PayTrace.
Using a New Card: Select "New Card".
New card screenSelect the "Cash Account" and confirm that the "Processing Center" defaults to "PayTrace."
Select "Capture". This will open PayTrace Protect, where you will enter the card details.
PayTrace Protect is only available when adding a new card.
Transaction Response
Approval: The approval message will appear directly within the UI of Acumatica.
Decline/Fail: Most declined transactions will show as "Transaction failed" in Acumatica.
Removing a Failed Payment If a payment fails, select the payment record and then select the "x" in the actions section to remove the payment attempt.
Viewing Transactions in PayTrace In PayTrace, you can differentiate between new and saved cards by looking at the transaction details.
New Card: The "Name" field will display only the customer's name, and the "Method" field will show "API Protect."
Saved Card: The "Name" field will show the card used, and the "Method" field will be "API."
Invoicing & Payment Links
Creating a New Invoice
In the top-left search bar, search for and select "Invoices".
Select (+) to create a new invoice.
Once the default information loads, search for and select the customer.
Under the "Details" section, select (+) to add a new line item.
Fill in the required fields (Branch, Inventory ID), confirm the quantity, and then "Release" the invoice. This allows you to capture a payment.
Capturing a Payment
Once the invoice operation is complete, select the "additional actions" icon and then "Pay".
This will load the payment screen, where you can select a saved card or "New Card" (which will bring up PayTrace Protect).
Select the "additional actions" icon and then "Authorize".
For a new card: Input the card details and select "Authorize". Once authorized, the "Processing Status" will be updated to "Pre-Authorized". Select "Capture" from the additional actions icon to complete the payment.
The "Card Processing" tab will show the payment and its status.
Voiding a Transaction To void a transaction, select "Void" from the additional actions icon. This option is also available in the “Quick Actions” section.
If SETTLEEACH is enabled, you will receive an error message and must process a refund instead.
Creating a Payment Link
After creating and releasing a new invoice, the "Create Payment Link" button will display.
Select it, and then confirm the amount, expiration date, email template, and email addresses. You can also choose to include the invoice as a PDF.
Once the link is sent, you can view the email under the "PayTrace Payment Links" header.