Processing ePayment Transactions

This chapter provides an overview of ePayment transactions and discusses how to:

Process ePayment service requests.
Review and cancel self service ePayment transactions.
Process refunds for ePayments.
Review ePayment transactions.

Understanding ePayment Transactions

Student Financials enables your institution to receive payments for charges by eCheck or credit card through application centers, through cashiering, and over the web using self-service functionality. The rules your institution defines for accepting, verifying, and authorizing transactions are established when you set up your SF merchant and SF institution set.

After a credit card transaction takes place, the following steps occur during the completion of a transaction:

Through realtime or batch authorization, your system transfers the credit card number and payment request to the credit card processor through SCMP (Simple Commerce Messaging Protocol).
The credit card processor routes the transaction to the merchant bank and then to the credit card company.
The credit card company routes the payment request to the bank that issued the card, if applicable.
The bank or credit card company authorizes or declines the transaction, transfers the result back to the credit card processor, then transfers the result back to you.
Your system generates a settlement request in realtime or in batch. It routes the settlement request to the issuing bank and the bank approves the money to be routed to the merchant account.

When the student submits an electronic check payment:

The transaction is transmitted to the school's third party vendor.
The third party vendor forwards the bank account number and routing number to the corresponding payment processor.
The payment processor validates the transaction and transmits the result back to the third party vendor.
The third party vendor forwards the results back to the PeopleSoft system.
The results of the transaction are presented back to the student.

The check is subsequently submitted by the third party vendor for settlement to the ACS System.

See Also

Setting Up SF Merchants

Cashiering

Processing ePayment Service Requests

Student Financials provides a batch process that authorizes, settles, and credits submitted credit card transactions, or debits and credits eCheck transactions.

Pages Used to Process ePayment Service Requests

Page Name	Object Name	Navigation	Usage
Credit Card Processing	RUNCTL_SFPCRCARD	Student Financials, Charges and Payments, Electronic Payments, Process Credit Cards, Credit Card Processing	Process submitted credit card transactions.
eCheck Processing	RUNCTL_SFPECHECK	Student Financials, Charges and Payments, Electronic Payments, Process Electronic Check, eCheck Processing	Process submitted eCheck transactions.

Processing Submitted Credit Card Transactions

Access the Credit Card Processing page.

SF Merchant ID

Select the SF Merchant ID whose transactions you want to process.

Service Request

Authorize and Settle

Select to authorize and settle any credit card transactions that have not yet been authorized for the SF Merchant ID selected. If you set up your SF Merchant ID to not authorize or settle in realtime, you must run the batch process with this check box selected to authorize and settle your credit card transactions.

Settle

Select to settle any credit card transactions that have been authorized, but not settled. If you set up your SF merchant ID to authorize in realtime, but not to settle in realtime, you must run the batch process with this check box selected to settle your credit card transactions.

Note. Even if you authorize credit card transactions in realtime, it is possible to have connection errors with your credit card processing vendor. When this happens, your transactions fail and remain unauthorized. Therefore, you eventually need to run the batch process with the Authorize and Settle check box selected to process those failed transactions.

Credit

Select to credit the credit card accounts of students whose credit card transactions have been refunded, voided, or reversed.

Note. If you intend to process credits originating from a refund using the batch process, be sure that you have already run the Process ePayment Refunds process (SFPCCBAT). It generates the student refund credits that you send to the web credit card processing vendor using the Credit Card Processing batch process.

You can refund only those credit card transactions made using the self-service functionality.

Credit Card Transaction Source

All	Select to process credit card transactions from all sources using the same SF Merchant ID.
Admissions	Select to process credit card transactions from admissions offices. You must also specify an academic institution and application center.
Academic Institution	Select an academic institution.
Application Center	Select an application center for the processing of admissions deposits.
Cashiering	Select to process credit card transactions from cashiering offices. You must also specify a business unit and cashier’s office.
Business Unit	Select a business unit.
Cashier’s Office	Select a cashier’s office.
Self Service	Select to process credit card transactions from self-service sources.
Institution Set	Select an institution set.

Other Fields

Transaction Report

Select to create a file logging all the transactions affected by the batch process.

As long as you select this check box, the system continues to update the file. You should delete the file after you have used it to reconcile your credit card transactions. Otherwise, it continues to grow every time that you run the batch process. After you delete the file, the next time that you run the batch process with this check box selected, the system creates a new file.

Re-Post Self Service Errors

Select to post any transactions that previously failed to post due to setup or system errors.

See Also

Refunding Customers

Processing Submitted eCheck Transactions

Access the eCheck Processing page.

Debit

Select to debit any eCheck transactions that have not yet been debited for the SF Merchant ID selected.

Credit

Select to credit the eCheck accounts of students whose eCheck transactions have been refunded, voided, or reversed.

Institution Set

Select the institution set for which you are processing eCheck transactions.

Transaction Report

Select to create a file logging all the transactions affected by the batch process.

As long as you select this check box, the system continues to update the file. You should delete the file after you have used it to reconcile your eCheck transactions. Otherwise, it continues to grow every time that you run the batch process. After you delete the file, the next time that you run the batch process with this check box selected, the system creates a new file.

Re-Post Self Service Errors

Select to post any transactions that previously failed to post due to setup or system errors.

Reviewing and Canceling Self Service ePayment Transactions

Student Financials enables you to review and cancel submitted payments that are not yet authorized or posted to the student account.

Page Used to Review and Cancel Self Service Credit Card Transactions

Page Name	Object Name	Navigation	Usage
Maintain ePayment Transaction	SF_PAYMENT_MAINT1	Student Financials, Charges and Payments, Electronic Payments, Maintain ePayment Transaction	View and cancel self service credit card transactions.

Viewing Self Service Credit Card Transactions

Access the Maintain ePayment Transaction page.

Reference Nbr (reference number)

Displays the unique reference number that the system assigns to each credit card transaction.

ID

Displays the ID of the student who made the credit card transaction.

Posting Status

Indicates whether the Student Financials system successfully posted each transaction.

Errors: The transaction encountered errors during posting.

Pending: The system has not yet posted the transaction.

Successful: The system successfully posted the transaction.

Source

Indicates where the transaction originated.

Application Center: The transaction originated from an Admissions Office application center.

Cashiering: The transaction originated from a cashiering office.

Payment: The transaction originated from the self service Make a Payment page.

Refund: The transaction originated from the Student Financials Refund process.

Reversal: The transaction originated from the Payment Reversals page.

Reversal Status

If you reversed the transaction, this field Indicates whether the system successfully processed the reversal.

Errors: The system encountered errors during the reversal.

Successful: The system successfully reversed the transaction.

Cancel

Click to cancel this transaction.

Note. The Cancel button is only available for transactions that are not posted and authorized.

Authorization Information

Information appears in this group box when a self service credit card transaction has been authorized.

Credit Card Authorization DTTM (credit card authorization date/time)	Displays the date and time that the credit card processing vendor authorized the credit card transaction.
Credit Card Request ID	Displays the unique ID that the credit card processing vendor assigns to each transaction.
Credit Card Authorization Code	Displays the unique authorization code sent by the bank to the credit card processing vendor.
Date	Displays the original date of the credit card transaction.
Authorization Reply	Displays the authorization reply code received from the credit card processing vendor for each transaction.
Credit Card AVS Return Code (credit card address verification system code)	Displays the address verification code that the credit card processing vendor sends to the Student Financials system. The code indicates whether the address sent with the transaction matches the credit card company's records. If you set the system not to perform address verification for a transaction, the AVS Code column is blank for that transaction. X (Exact): The address and the 9-digit zip code match. Y (Yes): The address and the 5-digit zip code match. A (Address): The address matches, but the 5-digit zip code does not. W (Whole zip): The address does not match, but the 9-digit zip code does. Z (Zip): The address does not match, but the 5-digit zip code does. N (No): Neither the address nor the zip code match. U (Unavailable): Information is unavailable or the card-issuing bank does not support AVS. S (Unsupported): The card-issuing bank does not support AVS. R (Retry): The card-issuing bank's system is unavailable. E (Edit Error): The transaction is ineligible for AVS or an edit error was found.

Posting Message

Information appears in this group box when a self service credit card transaction has been posted.

Business Unit	Displays the description of the business unit within which the transactions were processed.
Message Set Number and Message Number	If the system encountered any errors or warnings during the processing of this transaction, use the message set number and the message number to locate the message explaining what happened.
Error or Warning Flag	Indicates whether the system encountered any errors or generated any warning messages when it posted the transaction.

Processing Refunds for ePayments

This section discusses how to:

Create online student refunds.
View ePayment refund messages.
Run the ePayment Refunds process.
Generate batch ePayment refund details reports.

Pages Used to Process Refunds for ePayments

Page Name	Object Name	Navigation	Usage
Student Refund	REFUND_SF	Student Financials, Refunds, Student Refund	Create an online refund for a student.
ePayment Refunds	RUNCTL_SFPCCBAT	Student Financials, Refunds, Electronic Payment Refunds, Process ePayment Refunds	Generate refund credits to in preparation of transmission to your third-party ePayment processor.
Review Refund Messages	REFUND_CC_MSGS	Student Financials, Refunds, Electronic Payment Refunds, Review Refund Messages	Review ePayment refund messages.
Batch ePayment Refund Details	RUN_SF862	Student Financials, Refunds, Electronic Payment Refunds, Batch ePayment Refund Details	Review batch ePayment refund messages.

Creating Online Student Refunds

Access the Student Refund page.

See Also

Creating Student Refunds

Running the ePayment Refunds Process

Access the Process ePayment Refunds page.

Reviewing ePayment Transactions

This section discusses how to define selection criteria for reviewing ePayment transactions.

Pages Used to Review ePayment Transactions

Page Name	Object Name	Navigation	Usage
Selection Criteria	SF_PAYMENT_TRANS1	Student Financials, Charges and Payments, Electronic Payments, Review Transaction Log, Selection Criteria Student Financials, Charges and Payments, Electronic Payments, Review Pending Transactions, Selection Criteria	Define selection criteria for reviewing specific ePayment transactions.
Transaction Detail	SF_PAYMENT_TRANS3	Student Financials, Charges and Payments, Electronic Payments, Review Transaction Log, Transaction Detail Student Financials, Charges and Payments, Electronic Payments, Review Pending Transactions, Transaction Detail	Review ePayment transaction details.
Pending Transaction Detail	SF_PAYMENT_INQ1	Click a reference number link on the Transaction Detail page.	View detailed information about a pending ePayment transaction.
Totals	SF_PAYMENT_TRANS2	Student Financials, Charges and Payments, Electronic Payments, Review Transaction Log, Totals	Review counts and monetary totals of processed ePayment transactions.

Defining Selection Criteria for Reviewing ePayment Transactions

Access the Selection Criteria page.

Depending on the SF Merchant ID that you select, the transaction detail will display values for credit cards or eChecks.

Note. If you access this page through the Transaction Log component, a Totals group box appears at the top of this page displaying Total Debit and Total Credit, and a Totals page appears.

Filter Options

Specific and Reference Nbr (reference number)	Select the Specific option to retrieve transaction information for one specific transaction by entering its Reference Nbr.
ID	Select to retrieve transaction information related to one person or organization
ID Type	Specify if the ID for which you want to retrieve transaction information is a Person or Org (organization). Note. Org is only valid for corporate payments made through cashiering.
ID	Select the ID of the student or organization whose transactions you want to view.
Range	Select to retrieve all transaction information from the sources specified in the Transaction Source Information group box.

Transaction Source Information

All	Select to retrieve transactions from all sources using the same SF Merchant ID. Note. This selection displays all transactions for the SF Merchant ID without regard for security display restrictions.
Cashiering	Select to retrieve transactions from all cashiering offices.
Business Unit	Select to narrow the selection of transactions to cashier’s offices attached to a specific business unit.
Cashier’s Office	Select to narrow the selection of transactions to that specific office.
Receipt Number	Select transaction information from one specific receipt.
Admissions	Select to retrieve transactions from all admissions offices.
Academic Institution	Select to narrow the selection of transactions to admissions offices that are part of a specific academic institution.
Application Center	Select to narrow the selection of transactions to a particular application center.
Self Service	Select to retrieve transactions from self-service sources.
Institution Set	Select to narrow the selection to only self-service transactions from a specific institution set.

Other Fields and Elements

Credit Card Type	Select the type of credit card used in the transactions that you want to view.
Batch ID	When you run the Process ePayment Refunds process, the system assigns a batch ID to all the credit card transactions affected by the process. Specify a batch ID to retrieve information about all the transactions with that particular batch ID.
Transaction Requested	Use this field to filter the retrieved transaction information by the type of transaction requested. There are four types of transaction requests: Authorize: Request for authorization of a credit card payment. AuthSettle: Request for authorization and settlement of a credit card payment. Credit: Request for an amount to be credited (refunded) to a credit card account. Settle: Request for settlement of a credit card payment.
Search	Click to select all credit card transactions that meet your selection criteria. The system displays this information on the Transaction Detail page.

Reviewing ePayment Transaction Details

Access the Transaction Detail page.

Note. Multiple views of this page are available when you click the tabs in the scroll area. This section documents elements common to all views first.

Common Page Information

Reference Nbr (reference number)	Lists the unique reference number that the system assigns to each credit card transaction. Click the Reference Nbr link to access the Pending Transaction Detail page, where you can review detailed information about the transaction.
Seq (sequence)	Lists the sequence number that the system assigns to every activity for a given transaction reference number. Note. A sequence number of zero means that submitted transactions are pending (no processing has taken place by the credit card vendor).
Date	Lists the original date of each transaction.
ID	Lists the ID of the student or external organization who made each transaction.
Amount	Lists the monetary amount of each transaction.

General Tab

Type	Lists the type of transaction requested. A blank value in this field indicates that the transaction is awaiting background processing.
Auth Code (authorization code)	Lists the unique authorization code sent by the bank to the credit card processing vendor.
Card Nbr (card number)	Lists the last four digits of the credit card number used for each transaction.
Card Type	Lists the type of credit card used for each transaction.
Source	Indicates where the transaction originated.

Refund Tab

Batch ID	When you run the Process ePayment Refunds process, the system assigns a batch ID to all the credit card transactions affected by the process. This heading lists the batch ID assigned to each transaction.
Unit	Lists the business unit that processed each refund.
Refund Nbr (refund number)	Lists the unique number that the system assigns to each refund transaction.
Line	Lists the refund line number.

self-service Tab

Institution Set	Lists the institution set within which the transactions were processed.
Business Unit	Lists the business unit within which the transactions were processed.
Err/Warn (error/warning)	Lists whether the system encountered a warning or an error.
Posted	Lists the posting date for each transaction.
Posting Status	Lists whether the Student Financials system successfully posted each transaction. Errors: The system encountered errors during posting. Pending: The system has not yet posted the transactions. Successful: The system successfully posted the transactions.

Cashiering Tab

Unit	Lists the business unit associated with the cashiering office that performed the transactions.
Cashier’s Office	Lists the cashier’s office from which the transaction originated.
Register	Lists the register within the cashier’s office from which the transaction originated.
Receipt Nbr (receipt number)	Lists the receipt number of the transaction.
Line	Lists the receipt line number.
User	Lists the user or process that initiated the transaction. In the case of refunds that necessitate a credit, it lists SFCCBAT, which is the Process ePayment Refunds process.
ID Type	Lists the ID type of the person or organization for whom the transaction applies.

Admissions Tab

Institution	Lists the academic institution from which the transaction originated.
Application Center	Lists the application center from which the transaction originated.
Appl Nbr (application number)	Lists the application number for which the payment was made.

Debit	Select to debit any eCheck transactions that have not yet been debited for the SF Merchant ID selected.
Credit	Select to credit the eCheck accounts of students whose eCheck transactions have been refunded, voided, or reversed.
Institution Set	Select the institution set for which you are processing eCheck transactions.
Transaction Report	Select to create a file logging all the transactions affected by the batch process. As long as you select this check box, the system continues to update the file. You should delete the file after you have used it to reconcile your eCheck transactions. Otherwise, it continues to grow every time that you run the batch process. After you delete the file, the next time that you run the batch process with this check box selected, the system creates a new file.
Re-Post Self Service Errors	Select to post any transactions that previously failed to post due to setup or system errors.

Reference Nbr (reference number)	Displays the unique reference number that the system assigns to each credit card transaction.
ID	Displays the ID of the student who made the credit card transaction.
Posting Status	Indicates whether the Student Financials system successfully posted each transaction. Errors: The transaction encountered errors during posting. Pending: The system has not yet posted the transaction. Successful: The system successfully posted the transaction.
Source	Indicates where the transaction originated. Application Center: The transaction originated from an Admissions Office application center. Cashiering: The transaction originated from a cashiering office. Payment: The transaction originated from the self service Make a Payment page. Refund: The transaction originated from the Student Financials Refund process. Reversal: The transaction originated from the Payment Reversals page.
Reversal Status	If you reversed the transaction, this field Indicates whether the system successfully processed the reversal. Errors: The system encountered errors during the reversal. Successful: The system successfully reversed the transaction.
Cancel	Click to cancel this transaction. Note. The Cancel button is only available for transactions that are not posted and authorized.