While most of your transactions will be processed through Dappr's standard invoicing system, there are situations where you may need to handle a payment manually. Dappr's manual payment feature is designed for these specific scenarios, allowing you to authorize a card or accept a pre-payment from a customer.
This guide explains the different types of manual payments and how to create and manage them in Dappr Sales.
Navigating to manual payments
To begin, navigate to the main payments dashboard.
From the main menu, go to Sales, select Billing from the top menu.
Click on the Payments tab in the sub-menu.
Click the New payment button in the top-right corner. This will open the full-screen payment setup page.
Types of manual payments
When creating a manual payment, you must first select the type of transaction. Dappr offers two distinct options:
1. Card Authorization
A card authorization is a temporary hold placed on a customer's credit card. It verifies that the customer has sufficient funds available for a purchase and reserves that amount. The funds are not actually transferred to you until you "capture" the payment.
This is commonly used to guarantee payment before you provide a service or ship a product. An authorization must be captured within 7 days, or it will automatically be voided.
2. Credit Balance Refill
This option allows a customer to make a pre-payment for future goods or services. The funds are captured immediately and added to the customer's credit balance in your Dappr account. This balance will then be automatically applied to the next invoices you issue to that customer until the credit is used up.
Creating a manual payment
To authorize a card payment:
On the "New payment" page, select Card authorization as the type of payment.
Enter the Amount you wish to authorize.
Entering customer information is optional for an authorization, but it is recommended for good record-keeping.
Enter the customer's card details and billing address.
Click Submit payment. The funds will be reserved on the customer's card, and the payment status will show as "Authorized."
To refill a customer's credit balance:
On the "New payment" page, select Credit balance refill.
You must select an existing customer or create a new one, as the credit needs to be associated with a specific account.
Enter the Amount the customer is pre-paying.
Enter the customer's card details.
Click Submit payment. The card will be charged immediately, and the funds will be added to the customer's credit balance.
Managing authorized payments
After you create a card authorization, you must either capture or cancel it.
Navigate to the Payments page and click on the authorized payment to open its dedicated page.
To capture the payment:
Click the Capture payment button in the top-right corner.
You must select a Customer and an existing unpaid invoice to apply the payment to.
Click Capture $[amount]. The reserved funds will be transferred to your account, and the payment will be applied to the selected invoice.
To cancel the payment:
On the payment's dedicated page, click Cancel authorization. The hold on the customer's card will be released.
Viewing a customer's credit balance
To see a customer's available credit from a refill:
Navigate to Sales > Customers.
Click on the relevant customer to open their dedicated page.
The Credit balance section at the bottom will show their current balance and a history of all credit and debit transactions.