Overview
This article explains how pre-authorized credit card charges work in CaterZen, how they appear in the Accounting tab, and how to handle order changes or added tips after the original pre-authorization.
Before You Begin
Pre-authorization is part of your account’s credit card processing setup. If you need to change how your account handles credit card processing, please contact the CaterZen Support Team.
How Pre-Authorization Works
When a card is pre-authorized, the processor places a temporary hold on the card before the final charge is completed. Pre-authorization can be especially helpful when the final amount may change after the original order is placed, such as when a tip is added at delivery.
Your account can also be set to pre-authorize for a percentage amount above the original invoice total. This gives you a cushion so the final amount can still settle successfully, as long as it does not go over the additional amount that was pre-authorized.
In the Accounting tab, the extra approved amount appears beneath the original amount in parentheses.
What You’ll See in the Accounting Tab
Pre-authorized transactions move through a few stages in the Accounting tab:
- Before the event: the pre-authorized amount appears in teal under the Deposit column
- On the event day: the amount moves to the Payment column and still appears in teal
- After settlement: the finalized transaction appears in orange
Add a Tip or Additional Charge
If the order total changes after the pre-authorization, or if the Customer adds a tip later, there are a few possible outcomes.
If the updated total stays within the amount that was originally pre-authorized, the payment can still be completed without needing a new authorization.
If the updated total is higher than the approved pre-authorized amount, you have two options:
- Manually charge the card for the remaining balance, which will create a second transaction.
- Void the original pre-authorization and manually process a new transaction for the updated total.
If the order total decreases after the pre-authorization, only the new lower amount will settle, and no additional action is needed.
If your account is set to pre-authorize for an amount above the original invoice total, the additional approved amount will appear beneath the original amount in parentheses. This is especially helpful when tips are commonly added after delivery, since the final charge can still settle as long as it stays within that approved range.
Review Pre-Authorized Transactions
To review approved and declined authorizations:
- Go to the Accounting tab.
- Click Authorized Credit Card Report.
- Choose your date range and location(s).
- Click Apply Filter.
Declined transactions will appear in red.
Best Practices
To help avoid issues with pre-authorized charges:
- use a higher pre-authorization percentage when tips are commonly added later
- review pre-authorized orders regularly
- confirm final totals promptly
Support
For additional help, refer to the CaterZen Support Center or contact our CaterZen Support Team.
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