Overview

This article will guide you through the process of manually processing credit card payments within CaterZen. If your Credit Card Processing Settings in the Admin section are configured to authorize card payments when an order is created but require manual processing at a later date, follow these steps to ensure payments are completed successfully.

How Manual Processing Works

  1. Card Authorization at Order Creation

    • The system verifies the card’s validity and ensures at least $1 is available for authorization.
    • This confirms the payment method is valid but does not immediately charge the customer.

  2. Manual Payment Processing

    • A user must manually process the charge later via the Accounting tab in CaterZen.
    • This option allows for flexible payment timing, making it ideal for businesses requiring order verification before finalizing transactions.

Important Considerations

  • Establish a Payment Process – Ensure your team has a clear process for manually charging customer cards when needed.
  • Avoid Expired Authorizations – If payments are not processed promptly, the authorization may expire, requiring the customer to re-enter their payment details.


To set up your Credit Card Processing Settings, please refer to the Configuring Credit Card Processing Settings in CaterZen article.


If you prefer to automatically process credit card payments, see the Automated Credit Card Processing in CaterZen article for step-by-step instructions.


Recording a Manual Credit Card Payment

Step 1: Access the Order

  • Go to the Accounting Tab, click Invoices/Catering Tickets.

   

  • Select Date Range - Filter by the date of the event for which you want to place a deposit.
  • Select Locations to include (if applicable) - Choose the appropriate location(s)
  • Click Apply Filters - Apply the selected filters to proceed.
  • You’ll see a list of all orders within the date range you chose, including their payment statuses. At the far right under the Balance Due column, you will see this order has a balance that has not been paid.     

Step 2: Create the Payment


  • Find the customer’s order. Under the Payments/Refunds Column, Select Create/Edit Payments/Refunds.

  • Select Create a New Payment/Deposit.


Step 3: Enter the Payment Details


On the payment pop up screen:

  • (1) Is this a payment or deposit?: Choose Payment if the day of the order or after. Deposit will be your only option if prior to order date. 

  • (2) What is the amount of the payment?: Enter the total amount you are recording (e.g., $5512.50.)

  • (3) What is the payment method?: All of your available payment types are listed. If the customer’s credit card is already on file, select Credit Card and (6) choose the stored card they wish to use. Otherwise, you will have to add their Credit Card details under Add a New Card. 

  • (4) **Important: Ensure the "Process this Payment with..." box is checked so the credit card will be processed through the system

  • (6) What date do you want to record for this payment?: Confirm the payment date.

  • (7) Notes/Comments: This is a place to leave any internal details for yourself or your Team. A Best Practice: If you have more than one person who adds Payments - record the person who applied this payment. That way you know who to speak with if you have any questions.

  • (8) Save this Payment: Click this once all the correct information has been entered. 


Step 4: Verify the Payment

  • Back on the Invoices page, you’ll see the payment reflected in the orange box and with a zero balance. 
  • To view more details about transactions, follow these steps:
    • Go to the Accounting Tab in your CaterZen dashboard. Click on Payments.
    • Select your desired date range to filter the by Payment Date.
    • To view individual transaction details, click the blue bubble next to the transaction.
    • If needed, you can also manually settle the transaction from this screen.


Need Assistance?

If you have any questions please reach out to our CaterZen Support Team or if you would like to schedule a review of your Credit Card settings, please book a time here: BookTimeWithJillian.com.


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