Automating Order Processing PCI

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Overview

Monsoon Order Manager provides several mechanisms to automate order processing once you have become familiar with the program. Automation can be accomplished through the use of system parameters as well as Approval Rules. Minor automation rules can be established to save a few mouse selects here and there. Major automation rules can shave hours off the amount of time needed to fill and ship orders. Please review the automation techniques described below to find out which methods are right for you.

Automating order approval

Monsoon Order Manager can be configured to allow orders which have successfully completed all phases of import processing to be automatically approved, saving the user a significant amount of time over the alternate method of manually approving each order.

If an order does not complete all phases of import processing successfully, it is not automatically approved by the program. The user must manually review the reasons why it failed, take action to correct the problem, and manually approve the order. Orders can be manually approved at the Process Orders, Multi-Order Processor, or the Manual Orders screens .  

Enabling automatic order approval is accomplished by setting system parameter, ReviewAllOrders equal to FALSE. Refer to the Knowledge Base topic, Set System Parameters, for instructions.  

The system parameters in the chart below are also used to control the degree of order approval automation that the program can achieve.

Automatically place drop-shipping orders (not recommended)

While it can be acceptable to automatically approve orders that include drop-ships, comments and/or instructions, assuming that those matters will be reviewed at another point in the organization's work flow, it is not advisable to automatically place drop-ship orders on import, unless absolutely confident in your fraud protection measures. See system parameter, DropShipAutoOrder.

If the following conditions are met, a customer can place an order for a drop-ship item and the purchase order is sent to the supplier without any human intervention on the part of the merchant:

• ApproveOrdersWithDropShips is set to TRUE

• DropShipAutoOrder is set to TRUE

• all import processing steps complete successfully and the order is approved

• all inventory items have Primary Suppliers defined, and those suppliers are configured to receive drop-ship purchase orders via e-mail or fax

Automating credit or debit card transactions

• Since charges are only processed if an order can be approved, any approval rules affecting credit or debit card transactions are not processed until orders are being imported.
• Monsoon Order Manager can perform credit card processing upon order import only if there is a Token transaction or TransactionID present in the order. To accomplish this, you must be using a payment gateway that supports a customer management system, such as Authorize.net CIM, CyberSource, or USAePay, and using a shopping cart system that supports Tokenization, or the use of TransactionIDs.

• When the shopping cart receives an order from a new customer, you must run an authorization of $0.00 or $0.01 to validate the credit card information and receive a Token or TransactionID from the payment gateway. The Token or TransactionID is then imported into Monsoon Order Manager with the other order information and is used to process the credit or debit card transaction through any program function that invokes payment processing via Monsoon Order Manager .

• Tokens are valid for the period of time in which the card is valid. The lifespan of TransactionIDs depends on the specific payment processor, which could be 12 months or more.

Capturing payment of authorized transactions when an order is manually approved

• To automatically capture credit card payments that are pre-authorized at either Manual Orders or at the shopping cart (WebTransactionType=PRE-AUTHORIZE) as the order is manually approved, set system parameter CaptureAtManualApproval to TRUE. Refer to the Knowledge Base topic, Set System Parameters, for instructions.  

Orders manually approved at the Manual Orders screen

• Set system parameter CaptureAtManualApproval to TRUE so the Capture Payment? box is selected by default.

• Pre-authorized credit or debit card payments are then automatically captured when Approve this Order is selected and Approve Without Printing, Approve & Print Now, or Approve & Print Later is selected.

• You can also set system parameter ApproveManualOrders to TRUE so the Approve this Order box is selected by default.

Orders manually approved at the Process Orders screen

• Set system parameter CaptureAtManualApproval to TRUE so the Capture Payment? box is selected by default and pre-authorized credit card payments are automatically captured when Do Not Print, Print Now, or Print Later is selected.

Orders manually approved via the Multi-Order Processor screen

• Orders can be approved and credit and debit card transactions can be executed in batch mode at the Multi-Order Processor.

• Select the orders to be approved (OK column) and payment captured ($ column).

• On the Process Orders tab, select the Credit Card Mode of Capture.  Use system parameter MultiOrderChargeMode to set the default mode.

• When Process Orders is selected, the program attempts to approve each order and capture the payment for each order in the batch.

Automatically approving orders and capturing payment for pre-authorized transactions at import

• Approval rules affecting payment processing are evaluated when orders are imported. The program will not perform any credit or debit card processing unless the order can be approved.

• If credit card charges are authorized but not captured at the shopping cart, it is possible to have Monsoon Order Manager capture payment for the order during the order import process, if and only if there is a Token or reference transaction ID present in the order. The Token transaction is obtained when the charges are authorized using a payment gateway that supports a customer management system, such as Authorize.net CIM, CyberSource or USAePay. The  token or transaction ID from the payment gateway is then passed to Monsoon Order Manager so it can perform the capture on import.  

• Set system parameters CaptureApprovedOrdersAtImport to TRUE, ReviewAllOrders to FALSE, and WebTransactionType to PRE-AUTHORIZE. Refer to the Knowledge Base topic, Set System Parameters, for instructions. This configuration causes the program to automatically approve any orders that successfully complete all phases of import processing. If the program is unable to capture the payment for any reason, the order is not approved and the user must manually review the order and correct the problem.  

Automatically approving orders and pre-authorizing transactions at import

• Approval rules affecting payment processing are evaluated when orders are imported. The program will not perform any credit or debit card processing unless the order can be approved.

• It is possible to have Monsoon Order Manager pre-authorize credit cards as orders are imported if and only if there is a Token or reference transaction present in the order. To acquire a Token or reference transaction, you must be using a payment gateway that supports a customer management system, such as Authorize.net CIM, CyberSource or USAePay, and a shopping cart that supports Tokenization.

• Set system parameters ChargeCardsAtImport to TRUE, ReviewAllOrders to FALSE, and WebTransactionType to TOKEN.  If the program is not able to successfully complete the pre-authorization, the order is not approved and you must review the order, make any corrections, and manually approve the order at the Process Orders or Multi-Order Processor screens.  

Automatically approving orders and charging payments at import (no pre-authorization)

• Approval rules affecting payment processing are evaluated when orders are imported. The program will not perform any credit or debit card processing unless the order can be approved.

• It is possible to have Monsoon Order Manager charge credit or debit cards (sale transaction) as orders are imported if and only if there is a Token or reference transaction present in the order. To acquire a Token transaction, you must be using a payment gateway that supports a customer management system, such as Authorize.net CIM, CyberSource or USAePay, and a shopping cart that supports Tokenization.

• Set system parameters ChargeCardsAtImport to TRUE, ReviewAllOrders to FALSE, and WebTransactionType to TOKEN.  If the program is not able to successfully charge the card, the order is not approved and you must review the order and make any corrections before manually approving it at the Process Orders or Multi-Order Processor screens.  

• It is not possible for Yahoo! users to charge credit cards at the time orders are imported.

Shipping - minimizing manual changes required at Pack & Ship and QuickShip in FM

• Define an assortment of shipping boxes in Monsoon Order Manager to match your most common shipment sizes. Shipping carriers are now considering package dimensions in addition to package weight when calculating shipping rates. It is in your best interests to pack items as efficiently as possible in order to keep shipping costs down.
• Specify accurate product dimensions, or a Default Box on the Inventory - Miscellaneous tab for all products to avoid the need to manually enter those values at the packing or shipping screens. The use of product dimensions allows the program to more accurately suggest the best box for the size of the product(s) and is therefore preferred over using the Default Box setting.  
• If you do not use a scale to weigh packages before shipping them, be sure you have accurate weights recorded in each inventory record so the packer does not need to enter them manually. To account for the weight of packing materials, add them to the actual weight of the item and put the sum in the published weight field of the inventory record. If you have accounted for packing materials in the product record at the cart, you can set system parameter UseImportedWeight to prevent the program from changing the weight value when the order is imported.

Additional information

Created: 3/17/11

Revised: 6/29/15

Published: 08/19/15