This guide walks you through how Pre-Authorized Credit Card charges work, how to manually process additional payments (like tips), and how to ensure all transactions are properly settled in your Accounting Tab.


If you haven’t set up Pre-Authorized Credit Card settings yet, check out this article to get started.

How Pre-Authorized Credit Cards Work in the Accounting Tab

When a card is Pre-Authorized, the system temporarily approves and holds the total order amount and the final charge is processed based on your settings.

Tracking & Understanding Pre-Authorized Payments

When a card is Pre-Authorized, it appears in your Accounting Tab as follows:


  • Before the event: The Pre-Authorized amount appears in Teal under the Deposit Column. 



  • On the event day: The Pre-Authorization automatically moves to the Payment Column (still in Teal).
    After settlement: The transaction is finalized and shows in orange.


Adding a Tip & Manually Charging the Customer’s Card

If the customer adds a tip or additional charge after Pre-Authorization, follow these steps:

  • Click on the Accounting Tab
  • Select the Invoices / Catering Ticket link
  • Locate the order and find the Tip Column.
  • Enter the tip amount and press ENTER on your keyboard to save it.
  • Click on Create/Edit Payments/Refunds.
  • Click Create A New Payment/Deposit.
  • Enter the payment details, making sure the box to process the credit card is checked
  • Click Save This Payment.
  • The system will confirm if the payment has been approved.
  • At this stage, the additional payment has been charged to the customer’s card and shows Teal. Now, you need to manually settle the card. Follow the steps below. 

Manually Settling a Pre-Authorized Credit Card Charge

Even if your system is set to automatically settle payments, any changes made after the Pre-Authorization date require a manual settlement.

  • Locate the Pre-Authorized payment (displayed in Teal).       
  • Click on the Teal Payment Tab.
  • Click on Show Transaction Details.

     

  • Click Settle Now.       
  • The View Payments Tab will now display the transaction as Settled.
  • You have now manually settled the transaction!


Manually Settle All Unsettled Transactions in a Date Range

Even if your system is set to automatically settle payments, any changes made after the Pre-Authorization date require a manual settlement. This ensures that any modifications to an order (such as adjustments to the total amount) are properly reflected in the final charge.


To process multiple unsettled transactions at once, follow these steps:

  • Click on the Accounting Tab
  • Select the Payments link

 

  • Select the Date Range you wish to filter
  • Choose the locations you want to include
  • Check the box Settle all unclosed/unsettled Braintree transactions that match the given date range

  

  • A Pop-Up will appear confirming you wish settle all transactions. Click OK.
  • Verify the Status – Confirm that transactions now show as "Settled" in your reports. 


Best Practice: Regularly review unsettled transactions to avoid delays in payment processing and ensure accurate reporting.

Tracking & Verifying Pre-Authorized Payments

To confirm all transactions, you can generate an Authorized Credit Card Report:

  • Click on the Accounting Tab.
  • Select the Authorized Credit Card Report link.
  • Choose your Date Range & Location(s).
  • Click Apply Filter.

     

  • Your report will display all approved and declined transactions (declined transactions appear in Red).

What Happens When a Pre-Authorization Expires?

  • If the payment is not captured/settled within the pre-auth window, the funds are released back to the cardholder.
  • The original authorization is no longer valid, and you will need to re-authorize or request a new payment from the customer.


Best Practices for Managing Pre-Authorizations in CaterZen

  • Process payments before the pre-auth expires to prevent failed transactions.
  • If order changes occur post-authorization, manually settle or reprocess the charge promptly.
  • Communicate with customers if a re-authorization is needed after the hold expires.

Conclusion

By following these steps, you can manage Pre-Authorized payments, process additional charges (such as tips), and manually settle transactions for catering orders. Now you're fully equipped to handle Pre-Authorized Credit Card payments with ease!


If you need help with Pre-Authorization settings, refer to this guide or contact CaterZen Support.


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