Payment Processing

An order can include any number of payments. For example, if the customer's order totals $100.00, the customer can create two payments with two different credit cards (one payment for $25.00 and one payment for $75.00). To complete payment processing, the sum of all payments must equal the order total. Kibo eCommerce supports payments by credit card (using a payment gateway), payments by check, and payments through any third-party gateways you integrate or add on to the product, such as PayPal or Amazon Payments.

For each payment type, Kibo eCommerce stores payment source information. For example, for a credit card payment type, Kibo eCommerce stores the specific card information as a source. When paying by credit card, the merchant decides whether to capture the payment and authorize it at the same time, or as separate payment actions. Kibo eCommerce can store specific payment types as part of the saved billing information for a specified customer.

Payment Interactions

Each time an action is performed for an order payment, such as the payment gateway authorizing a credit card or a merchant receiving a check, Kibo eCommerce stores it as a payment interaction. Payment interactions let the merchant track the payment history and status if the order is canceled, a payment is voided, or items are returned.

Payment Workflows

Your order payment processing workflow might differ depending on the payment types you accept and when you choose to perform the payment authorization and capture steps. For each site you manage, you can define any of the following workflows:

If your site performs payment authorization and capture separately, Kibo eCommerce authorizes the payment before validating the order. If your site performs payment authorization and capture simultaneously, Kibo eCommerce validates the order before authorizing and capturing the payment.

Process Payments and Refunds

A Payments tab displays for orders with details. You can use this tab to add a shopper’s payment information.

After you submit an order, you can use the Payments tab to perform the following tasks:

Enter Payment Information

Use the Payments tab to add the customer’s payment information. Shoppers can pay with a credit card, check, gift card, or store credit. If you process a payment outside of Kibo eCommerce, such as through a third-party like PayPal or at a brick-and-mortar location, you can associate the payment details using the manual credit card option.

You can only add payment methods that have been enabled for the site. You can view the enabled payment methods at System > Settings > Payment Types. Refer to Payment Types for more information.
  1. In the Orders editor, click the Payments tab.
  2. Use the Add Payment drop-down menu to select a payment method.
    You can use any payment method that's enabled on the applicable site. For purchase orders, refer to Purchase Orders for more information.
  3. Enter the payment information in the Add Payment window and click Save.
    (Credit Cards) Clicking Save authorizes the transaction.

Void a Payment

If you want to cancel a payment that you have not yet captured, void the payment. Typically, you void payments when shoppers cancel all or part of their order within 24 hours of placing the order. If you need to cancel a payment after payment has been captured, apply a credit or issue a refund instead.

  1. In the Orders editor, click the Payments tab.
  2. Click More Actions > Void Payment.
  3. Click Yes.

After you void a payment, the details of the new interaction display in Transaction History.

Capture Payments for Credit Cards and Checks

Use the Payments tab to capture payment for orders paid for by credit cards or checks.

  1. In the Orders editor, click the Payments tab.
  2. Click Capture.

(Alternatively) If you need to capture a payment manually:

  1. In the Orders editor, click the Payments tab.
  2. Click More Actions > Capture Payment (Manual).
  3. Enter a Gateway Interaction Id, Amount Captured, and Transaction Date.

Decline a Payment

If you want to indicate that a payment wasn’t captured correctly (e.g., a check doesn’t clear), decline the payment.

  1. In the Orders editor, click the Payments tab.
  2. Click More Actions > Decline Payment.
  3. Click Yes.

After you decline a payment, the details of the new interaction display in Transaction History.

Credit a Payment

After you capture a credit card or gift card payment, there is a settlement period during which the gateway processes the transaction. This settlement period typically lasts 24 hours, depending on the gateway. After this settlement period is complete, you have the option to credit the payment.

For example, you may want to assist a shopper who wants to change which credit card they paid with. After the settlement period, you can credit the charged credit card and enter payment information for the new credit card.

  1. In the Orders editor, click the Payments tab.
  2. Click More Actions > Credit Payment.
  3. Enter the Amount of the credit.
  4. (Optional) Enter the Reason for the credit.
  5. Click Save.

After you credit a payment, the details of the new interaction display in Transaction History.

Issue a Refund

Use the Payments tab to issue full or partial refunds to shoppers, without having the shopper return the product. You can either directly refund the payment or provide store credit to the shopper. If you want the shopper to return the product, issue a return instead.

  1. In the Orders editor, click the Payments tab.
  2. Click Refund.
  3. In the Refunds pop-up:
    1. Select a Refund Method by choosing to directly refund the payment or issue store credit to the shopper.
    2. (Direct Refunds) Select a Payment Transaction.
    3. Enter a Refund Amount.
    4. (Optional) Enter a Reason for why you are providing the refund.
    5. Click Save.

The refund displays as a new interaction in Transaction History.

In addition, a Refunds grid that summarizes the refund displays beneath Transaction History. You can add or hide table columns using the Plus button, and you can apply actions to a refund, like resending a refund email to the shopper, using the More Actions button.

Payment Status

The following table list all payment statuses and the available payment actions in each status. To learn more about the payment actions, refer to corresponding table on actions.

Status Available Actions
New
  • AuthAndCapture
  • AuthorizePayment
  • CapturePayment
  • CreatePayment
  • CreditPayment
  • DeclinePayment
  • RequestCheck
  • RequestPayment
  • VoidPayment
Pending
  • AuthAndCapture
  • AuthorizePayment
  • CapturePayment
  • DeclinePayment
  • VoidPayment
Authorized
  • CapturePayment
  • ClosePaymentAuth
  • DeclinePayment
  • InvoicePayment
  • VoidPayment
Collected
  • CreditPayment
  • DeclinePayment
  • Rollback
  • VoidPayment
Declined
  • AuthAndCapture
  • AuthorizePayment
  • CapturePayment
  • Rollback
  • VoidPayment
Voided
  • Rollback
Credited
  • CreditPayment
  • Rollback
CreditPending
  • CreditPayment
  • Rollback
PaymentRequested
  • AuhtorizePayment
  • VoidPayment
Invoiced
  • CapturePayment
  • ClosePaymentAuth
  • VoidPayment

Payment Actions

The following table lists the available payment actions and describes when they can occur.

Action Can Occur When Any of the Following are True
CreatePayment
  • A payment has a New status.
RequestCheck
  • A check has a New status.
RequestPayment
  • A purchase order has a New status.
AuthorizePayment
  • A credit card has a New or Declined status.
  • A purchase order has a PaymentRequested status.
InvoicePayment
  • A purchase order has an Authorized status.
ClosePaymentAuth
  • A purchase order has an Authorized or Invoiced status, and the amount requested exceeds the amount collected.
AuthAndCapture
  • An external payment has a New status.
  • A credit card has a New or Declined status.
CapturePayment
  • An external payment has a New, Authorized, or Pending status.
  • A check has a Pending or Declined status.
  • A credit card has an Authorized status.
  • A purchase order has an Authorized or Invoiced status.
  • A PayPal Express payment has a New, Authorized, or Pending status.
  • A store credit has a New status.
CreditPayment
  • A payment has a Collected status.
  • The payment is a check or store credit.
  • The payment has a Credited or CreditPending status, and the amount collected exceeds the amount credited.
VoidPayment Note:  This action cannot occur for any payment type that has a Null status.
  • An external payment has a New, Authorized, or Pending status.
  • A credit card has a New, Pending, or Authorized status.
  • A credit card has a Collected status and the last interaction is a manual interaction.
  • A check has a New, Pending, Authorized, or Collected status.
  • A store credit has a New, Pending, or Authorized status.
  • A PayPal Express payment has a New status.
  • A purchase order has a New, Pending, PaymentRequested, Authorized, or Invoiced status, and there is no amount collected on the payment.
DeclinePayment
  • A check has a Pending status.
  • A credit card has an Authorized status.
  • An external payment has an Authorized status.
Rollback
  • The last non-rollbacked interaction on a payment is a manual interaction, and that interaction is not the first one performed on a payment.