This article will cover how Surcharges are handled when the processing account is setup for surcharging by Gravity.
Enable EmergePay Surcharge
Surcharging must be enabled in preferences and Gravity must have the account setup for surcharging.
Access Preferences >
Tax & Payment Preferences
Credit Card Processing
Enable Surcharge
Receiving a Payment with EmergePay and Surcharge Enabled
Click Receive Payment from an invoice to start the receiving process
You can adjust the amount or accept the amount due on the invoice.
Select who is receiving the payment.
Select the device in the drop-down menu on which you are processing the transaction on. In the case of a manual or keyboard entry, this can be left blank. This list is populated from the devices configured in Branch Edit and will filter to the devices configured for the branch you have logged in as. Once a device is selected, it will be the default for this user/computer.
Select if you will be processing a Credit Sale.
Once you have completed these steps, the Gravity Payment form will open and prompt the terminal. The surcharge is added at the terminal or once the first portion of the card has been entered on the manual form.
Gravity Processing
If a device is selected in the drop-down, the EmergePay window opens and indicates it is waiting for the transaction to be processed on the terminal. Once the transaction is completed on the terminal, this window and the progress bar form will close, and the results of the transaction will be entered as a payment. If you are manually entering the card numbers, you can select “Manual Entry” and it will convert from the terminal to the manual entry form shown in the next section. If there is a failure at this point on the terminal and the progress bar remains, close the windows by clicking cancel on the two forms to get back to the invoice form and start the process again.
Manual Entry
If the device is left blank and the credit/return is clicked, the Gravity form will open to the manual entry form that will accept credit card information. This is the same as if you were to click the “Manual Entry” on the form if a device were selected. Once the information is processed, the forms will close and the results will be entered as a payment on the invoice.
Once the card is entered the system will determine if the card is eligible for surcharging.
Voiding a Transaction with the Gravity Payments EmergePay Integration
Click ‘Delete/Void’ on the payment line
If the transaction has been processed within 20 minutes, when can select Delete/Void on the payment line the payment will be voided. If the Delete/Void button has been selected after the 20-minute window, you will have to initiate an EmergePay Return. The system tracks the timeframe and will prompt if you aren’t sure about the timing of the transaction.
Refund or Returning a Payment with the Gravity Payments EmergePay Integration
The form will populate with the amount of the payment you have clicked on. You can change the amount if you are refunding more than the amount of the initial payment. This number can be positive or negative using the return function will handle the number and process it as a return.
Select ‘Return’ on the Receive Payment Window
Returns can be processed on devices, manually, or with saved card tokens if the feature is enabled. (Screenshots below show a manual return)
Surcharge is displayed.
Confirm by clicking “Refund”
The surcharge amount of the original transaction is processed as credited back to the customer when doing a return.
You will then be taken back to the payments screen with that return payment showing on the payment line.
Printed Receipts when using Surcharge
Printed receipts are required to show the surcharge for the customer. Surcharges are not received by the company and are not included in other payments reports and totals. Once a payment with a surcharge has been received on an invoice you will see an asterisk beside the delete/void button indicating that a surcharge is involved. Clicking the asterisk will display a message so you can see the full payment amount and surcharge.
The screenshot below displays the Quick receipt with details.
The full-page printed invoice displays the full payment with surcharge and also the breakdown below the invoice total.
