Lead Payments

Overview

Merchant Central enables you to accept credit card and ACH payments directly from a lead or merchant record in your CRM. You can process one-time payments, set up recurring billing, manage saved payment profiles, and review transaction history without leaving the platform.

By managing payments within Merchant Central, your team can streamline billing, reduce manual processes, and keep payment activity connected to your client records.

In this article, you'll learn how to:

• Enable and access the Payments tab.
• Submit credit card and ACH transactions.
• View transaction details and manage refunds or voids.
• Manage saved credit card and ACH profiles.
• Set up and manage recurring payments.

Prerequisites

Before processing payments in Merchant Central, make sure the following requirements are met:

• Your administrator has enabled the Payments tab through the Manage Lead Fields page.
• An appropriate payment gateway is configured for your CRM: NMI, Paytrace, or Authorize.Net for credit card transactions, or Paya for ACH transactions.
• You have access to the lead or merchant record where the payment will be processed.
• You have the necessary payment details or an existing saved credit card or ACH profile.

For more information about configuring payment profiles, see Credit Card Profiles and Paya ACH Profiles.

Navigating to the Payments Tab

1. Open the lead record where you want to process a payment.
2. Click the Payments tab.
3. Select New Transaction to submit a payment or History to review previous transactions and recurring payments. 
   

How Do Payments Work in Merchant Central?

Merchant Central processes payments through configured payment gateways using saved credit card or ACH profiles. These profiles can be created in CRM administration or directly from a lead record.

There are two supported payment methods:

• Credit Card: Process credit card transactions through a configured NMI, Paytrace, or Authorize.Net gateway.
• eCheck Paya: Submit ACH payments or collections through a configured Paya gateway.

If a payment profile does not already exist for a client, you can enter their credit card or ACH information on the New Transaction tab.

After the transaction is submitted, a new payment profile is automatically created and saved for future use.

Payment activity is available on the History tab, where you can view transaction details, void eligible transactions, issue refunds, and manage recurring payments.

Enabling the Payments Tab

An administrator must enable the Payments tab before it can be used on a lead record.

1. Open the Manage Lead Fields page in CRM administration.
2. Create or configure a lead tab.
3. Set the tab type to Payments.
4. Save your changes.
   

How to Submit a Credit Card Transaction

You can process a credit card payment directly from the Payments tab using a configured Authorize.Net gateway.

1. Open the lead record and select the Payments tab.
2. Click New Transaction.
3. Select Credit Card as the payment method.
4. If multiple gateways are configured, select the appropriate gateway.
5. Enter the required transaction and payment information.
6. Enter the recipient email address in the Send Receipts To field.
7. Submit the transaction.
   

If the transaction is processed successfully, a confirmation message appears in the upper-right corner of the screen.

A transaction receipt is also sent to the email address entered in the Send Receipts To field.

How to View Credit Card Transaction History

1. Open the Payments tab.
2. Click History.
3. Locate the transaction in the Credit Card Transactions report.
   
4. To view additional information on the transaction, scroll to the right end of the report table and click the icon in the Actions column. The information is then displayed in the Payment Details popup.
   

How to Sync Credit Card Transaction Details

Transaction information is synchronized with the gateway at periodic intervals. As a result, the details displayed in Merchant Central may temporarily differ from the current transaction information in the gateway.

To retrieve the latest transaction information:

1. Open the Credit Card Transactions report.
2. Click the Actions icon for the transaction.
3. In the Transaction Details popup, click Sync Details.
   

Merchant Central retrieves the current transaction details from the gateway and updates the report.

How to Void or Refund a Credit Card Transaction

You can void or refund eligible credit card transactions directly from the transaction details.

1. Open the History tab.
2. Locate the transaction in the Credit Card Transactions report.
3. Click the Actions icon (you may need to scroll the report to the right to display the Actions column).
4. In the Payment Details popup, click Void/Refund.
5. Complete the available action for the transaction.
   

The available action depends on the transaction's settlement status:

• Unsettled transactions: You can void the transaction.
• Settled transactions: You can issue a full or partial refund.

Voided transactions appear with a Void status in the transaction report.

How to Manage Credit Card Profiles

After a transaction is submitted, the credit card information is saved as a new profile in the payment gateway. This profile can be reused for future transactions.

You can also add additional credit card profiles whenever needed.

Credit card profiles can also be managed in CRM administration. For more information, see Credit Card Profiles.

How to Submit an ACH Transaction

Merchant Central supports ACH payments and collections using the eCheck Paya payment option.

1. Open the lead record and select the Payments tab.
2. Click New Transaction.
3. Select eCheck Paya.
4. If multiple Paya gateways are configured, select the gateway you want to use.
5. Enter the required ACH transaction information.
6. Submit the transaction.
   

How to View ACH Transaction History

Once submitted, the ACH transaction appears with a Pending status in the ACH Transactions report under History in the Payments tab.

To view additional transaction details click the icon in the Actions column. The Payment Details popup appears, displaying the transaction information.

How to Void or Refund an ACH Transaction

The ability to void or refund an ACH transaction depends on its processing status.

1. Open the Payments tab and click History.
2. Locate the ACH transaction.
3. Click the icon in the Actions column.
4. In the Payment Details popup, click Void/Refund.
5. Complete the available action.

• Pending transactions: You can void the transaction while it remains pending.
• Processed transactions: You can issue a refund once processing is complete.

How to Manage ACH Profiles

When you submit an ACH transaction, the ACH information is saved as a new payment profile.

You can reuse this profile for future ACH transactions or add additional profiles as needed.

ACH profiles can also be managed in CRM administration. For more information, see Manage ACH Profiles.

How to Set Up Recurring Payments

Merchant Central allows you to configure recurring billing for both credit card and ACH transactions.

Recurring payments are useful for clients who need to make payments on a regular schedule.

How to Create a Recurring Payment from a New Transaction

1. Open the lead record and select the Payments tab.
2. Click New Transaction.
3. Select either Credit Card or eCheck Paya.
4. Enter the required payment information.
5. Enable the recurring payment toggle located near the bottom of the Payments tab. A popup appears where you can select the payment frequency. 
   
6. Select the desired payment frequency and click Save.
7. Once saved, the recurring payment toggle turns green and displays the selected billing frequency.
   
8. Submit the transaction.
9. The recurring payment will appear in the Recurring Payments report under the History tab.
   

How to Disable a Recurring Payment

To stop an existing recurring payment:

1. Open the lead record and select the Payments tab.
2. Click History and locate the Recurring Payments report table.
3. Locate the recurring payment you want to disable.
4. Scroll horizontally to the right end of the report table to show the Actions column.
5. Click the Delete icon in the Actions column.
   

How to Add a Recurring Payment from the History Tab

You can also create recurring payments directly from the Recurring Payments report.

1. Open the Payments tab and click History.
2. Open the Recurring Payments report and click Add New Recurring. A popup appears where you can configure the recurring payment.
   
3. Select an existing credit card or ACH payment profile.
4. Enter the recurring payment amount and select the billing frequency.
5. Click Save. The new recurring payment will now be listed in the Recurring Payments report.

Frequently Asked Questions

• Where can I access the Payments tab? You can access the Payments tab from a lead record. It is also available on the Merchant Details page under the Profile tab.
• Why can't I see the Payments tab on a lead? The Payments tab may not have been enabled. Contact your administrator to confirm that the tab is configured through the Manage Lead Fields page.
• Can I have more than one Payments tab on a lead? No. Each lead can have only one tab configured with the Payments type.
• Can I save a client's payment information for future transactions? Yes. When you submit a transaction using new credit card or ACH information, Merchant Central automatically creates a payment profile that can be reused for future transactions.
• Can I use multiple payment gateways? Yes. If multiple gateways have been configured, you can select the appropriate Authorize.Net or Paya gateway when submitting a transaction.
• What is the difference between voiding and refunding a transaction? Voiding cancels an eligible transaction before it has been settled or fully processed. Refunding returns funds after a transaction has been settled or processed. The available action depends on the transaction's status.
• Why doesn't the credit card transaction status match the gateway? Merchant Central synchronizes transaction data with the gateway at periodic intervals. If the details appear outdated, open the Transaction Details popup and click Sync Details to retrieve the latest information.
• Why is my ACH transaction showing as Pending? ACH transactions initially appear with a Pending status after submission. The transaction status changes as processing progresses.
• Can I create recurring payments using both credit cards and ACH? Yes. Recurring payments can be configured for both credit card and ACH payment methods.
• How do I stop a recurring payment? Open the Recurring Payments report under the History tab, locate the recurring payment, scroll to the right end of the table to the Actions column, and click the Delete icon.