WebPay 

This article will go through the setup of WebPay as well as creating a disbursement for WebPayments, how WebPayments are imported, and reporting them.

Web Payment Link enables you to accept payments via a webpage for Quotes and Reservations. Visit www.rentalhosting.com for more information and pricing. With this feature your rental store can generate an email with an embedded weblink to a payment site.
 

Example of website:

Setting up the Disbursement

•Go to Configuration -> Accounting Configurations -> Disbursements

•Create a Disbursement as Customer Portal.

•        Store        000

•        Name        Customer Portal

•        G/L Acct No.    Account Number that will reconcile stripe payments

Account Payment - Checking the box will allow you to choose this as a payment option from the payment screen in Accounts Receivable. 

Counter Payment Method - Checking this box will allow your Counter Personnel to make payments from the counter.

Separate GL Entry per Disbursement - Checking this box will allow you to have a separate GL Entry show after the End of Day is run, in your life files.

How Web Payments are imported in Point-of-Rental

A scheduled task will run at night which will import all web payments. Those payments will then be taken in by Point-of-Rental Operator PORADMIN and be put in the OTHER field on the contract payment screen. The payment is then taken in by A Credit Memo and the disbursement used is Customer Portal.

Adding the Web Payment Link to an email message: Navigate to Program Menu -> Configuration -> Store Configuration -> Email Letters ->

• Select or create a new message to include your Web Payment Link.
• Position your cursor in the body of the message where you want the link
• Use the Special Fields button to select {WebPaymentLink}. When this message is used, the tag is replaced with a web link to your payment site.
• Setup varying messages for different situations, such as Quote or Reservation, so an appropriate message is delivered to your customer.
• NOTE: For proper formatting of your email message, you must use the HTML <br> tag at the end of each line.  See “Example Reservation Message” below.

Sending an email with a Web Payment Link: Anywhere that you can email a contract to a customer, including Day at a Glance for bulk emailing (bulk emailing does require the Mass Fax/Email Module), you can select your email letter containing the Web Payment Link. You can modify the message or send the default. 

Online Payment: This allows you to email the customer a link to pay their contract(s) online. The customer then pays the bill with their credit card through a secure web page and that payment is then imported into your system. This will allow you to quickly determine when and how you received the payment.

Weblink on contracts can be set up in Configurations, System Configurations, Laser Contract Format, Header Tab, check box for web links (There will be a credit card Icon in the Amount Due box on the contract). 

Note: See our article, Web Payment Configuration/Setup, for more details.

Transaction History

Once the payment is received through the contact link, the payment will show in both the payment history and transaction history in the contract.

Payment History

Notes:

If a Web Payment is sent for a quote, the payment will be put on the customer's account. On reservations, the payment will be applied to the contract. There are two payment gateway options for signing up for the Web Payment module: Cayan or Stripe. If you are using Stripe refunds will need to be processed through your Stripe (https://stripe.com) control panel and not through Point-of-Rental. This also means that when using Stripe for your payment gateway, you will not be able to charge the same card that they used to pay the contract. The card will be needed to be swiped for a credit/debit transaction.

Below are templates of how to set up email messages within Point of Rental Software. To get to the setup screen go to Configurations->System Configurations->Email Messages. To Edit double click a message to add a message click Add.

Example Reservation Message:

Subject: Reservation#: {ContractNumber} Event: {ContractInfo} Date: {Date}

Body:

Dear {OrderedBy},<br><br>

Please review the attached reservation #{ContractNumber} for {ContractTime} on {ContractDate} . Feel free to contact us if you have any questions.<br><br>

For your convenience, you can make an online payment for this reservation.  Please carefully review the attached reservation and terms & conditions.  Once you have determined that all details are correct, please click on the web payment link below.  If you cannot click on the link, please copy and paste the link directly into a new browser's web address bar and follow the instructions for your online payment<br><br>

{WebPaymentLink}<br>

We look forward to working with you.<br><br>

Sincerely,<br>

Example Quote Message:

Subject: Quote#: {ContractNumber} Event: {ContractInfo} Date: {Date}

Body:

Dear {OrderedBy},<br><br>

Please review the attached reservation #{ContractNumber} for {ContractTime} on {ContractDate} . Feel free to contact us if you have any questions.<br><br>

For your convenience, you can make an online payment for this reservation.  Please carefully review the attached reservation and terms & conditions.  Once you have determined that all details are correct, please click on the web payment link below.  If you cannot click on the link, please copy and paste the link directly into a new browser's web address bar and follow the instructions for your online payment<br><br>

{WebPaymentLink}<br>

We look forward to working with you.<br><br>

Sincerely,<br>

Example of Customer Email

Dear Jesse,

Please review the attached reservation #96301 for 8:00 am on 3/10/2020. Feel free to contact us if you have any questions.

For your convenience, you can make an online payment for this reservation. Please carefully review the attached reservation and terms & conditions. Once you have determined that all details are correct, please click on the web payment link below. If you cannot click on the link, please copy and paste the link directly into a new browser's web address bar and follow the instructions for your online payment

Web Payment Link "www.xyzrentalinc.com/reservation-payment.asp?cusn=2781&sm=45&op=1&cntr=96301&mod=3&date=3/10/2016&time=8:00am&Totl=293.42&vid=1443"

We look forward to working with you.

Sincerely,

Test Email