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How to Authorize and Capture a Transaction

Updated

Understanding Authorization and Capture

An Authorization is a transaction that has been approved by the bank, and the funds are reserved against the cardholder's account. However, the transaction will not be processed for settlement (i.e., the funds won’t be transferred) until you perform a Capture action.

Authorization Overview

  • Authorization holds the funds but does not initiate the settlement.
  • To complete the transaction and receive the funds, you must Capture the transaction. If you don't, the transaction will not be settled, and you will not receive payment.
  • The time funds remain authorized before they expire varies depending on your payment processor and card brand. Be sure to check with your processor for the specific time frame.
  • If the authorization expires, the reserved funds will be released, and a new authorization will be needed.

How to Process an Authorization

Step-by-Step Process to Authorize a Transaction

  1. Log in to the Merchant Portal:
    • On the left side panel, click on Credit Cards, then select the Authorize transaction type.
  2. Enter Transaction Details:
    • You will be prompted to fill out transaction fields. Fields marked with an asterisk (*) are required to proceed.
  3. Formatting Requirements:
    • Some fields, like the Email field, must follow specific formats (e.g., john@gmail.com). Invalid formats will not be accepted.
    • If you need clarification on any field, hover over the tool tip icon for additional instructions.
  4. Submit the Authorization:
    • Once all information is entered correctly, click Authorize at the bottom of the page.
    • The authorization request will be routed to your payment processor. It will not be flagged for settlement at this point.
  5. Transaction Response:
    • After the authorization is processed, you will see the response and transaction details on the next page.

Transaction Receipt Options

On the Transaction Receipt page (for approved transactions), you have the following options:

  • Capture or Void the transaction
  • Print or Email the receipt
  • Create Subscription
  • Create Order Template
  • Add to Vault (if enabled)

How to Capture an Authorization

A Capture is used to mark a previously authorized transaction for settlement. You can only capture up to the original authorization amount.

Capturing an Authorization: Two Options

Option 1: Capture Using Transaction ID

  1. Log in to the Merchant Portal:
    • On the left side panel, click on Credit Cards, then select the Capture transaction type.
  2. Enter Transaction ID:
    • Enter the Transaction ID from the original authorization and the amount to be captured.
    • The amount field will automatically populate with the original authorization amount. You can adjust this if your processor supports partial captures, but it cannot exceed the original authorized amount.
  3. Complete the Capture:
    • Once all details are correct, click Capture.

Note: If you enter an amount higher than the original authorization, the capture will still be for the original authorized amount, not the higher value.

Option 2: Capture Using Transaction Search

  1. Log in to the Merchant Portal:
    • Under Reporting, click on Transactions.
  2. Search for the Authorization:
    • Set the Start Date and End Date of the transaction period, then click Submit.
    • For more accurate results, set the Action Type filter to Authorize Only to show only authorization transactions.
  3. Capture the Transaction:
    • Click on the Transaction ID of the pending transaction (status: Pending Capture).
    • In the Transaction Detail page, click Capture to access the Virtual Terminal Capture page.
    • Confirm or adjust the capture amount, then click Capture.

Adding Merchant Defined Fields and Shipping Information

Before completing the capture, you may add custom Merchant Defined Fields (if configured) or Shipping Information by clicking Show All.

Common Gateway Errors During Capture

Error: A capture requires that the existing transaction be an AUTH REFID:1234567890 

  • This error occurs if the entered Transaction ID does not correspond to an authorization transaction. It may be a Sale transaction or a transaction that has already been captured.