Processing Authorized Orders
After you have obtained the complete order information and reviewed and verified the information to make sure that it is complete, correct, and valid, you receive an authorization, and you are ready to finish processing the order.
Capturing Orders
The capture process described below applies to credit card authorizations only. Electronic check debits are captured automatically after they are authorized.
You can capture orders when you have all the information required for the order, and you have reviewed and corrected all errors (if any) as discussed in the previous section.
If you use line-item fields, the content of the fields appears in the details page and in the capture request page where you can modify the content of the fields if you want.
After you have shipped the order or provided the service, you must request that the customer's bank transfers the funds from the customer's account to your bank account by a process called capture. If you do not request, you will not be paid. Depending on your type of business, you can request payment in one of two ways:
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If you ship goods, you must proceed in three steps:
1. Authorization in the first request
2. Order review (if necessary) and shipping
3. Capture in the second request (this section)
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If you provide a service, such as subscriptions or music downloads, you can request the authorization and the capture at the same time. In this case, see Orders That Required No Review.
You can request only one capture for each authorization. In the Business Center, you can capture an order from either the General Search or the Authorizations Ready to Capture search pages.
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If a capture fails, you are not notified, and you do not receive payment for the order. Therefore, make sure to check the Capture Detail report frequently to verify that your captures and credits are processed successfully. For more information on correcting failed capture or credit requests, see the Business Center Reporting User’s Guide.
Orders That Required a Review
To capture authorizations after reviewing them, such as those for goods shipped, use the Transaction Detail page. If you have not yet captured the authorization for an order, a Capture link appears below the Payment History table as shown below. You need to capture all orders whether you received a electronic (immediate) authorization in the Business Center or a verbal authorization. You are not be paid until you capture the order.
Capturing an Order
customer ID and the comments
The figure below shows the capture (settlement page). In that page, you cannot capture more than the amount of the authorization. In addition, if a comment and/or customer ID was entered in the order form, you can modify either or both of them.
When the capture request is successful, the details page reappears with a line added to the history table (highlighted in red) and the options to void the capture request and to credit part or all of the order.
The comment and any merchant-defined data fields appear highlighted in blue at the bottom of the page, but the customer ID does not appear on the page.
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To see the updated comment, you may need to wait a few minutes before refreshing the page. For example, the updated comment does not appear in the figure below but does appear in the following figure.
The customer ID and the comments appear in the detailed reports: exported search results and Order Detail.
In the figure below, which is the result of a new search for recent transactions, such as a capture request, the customer ID is no longer visible, but the comment is shown updated.
Orders That Required No Review
To capture authorizations that do not need to be reviewed, such as those for services provided, you use the Authorizations Ready to Capture Search page.
From your search results, you can choose the orders that you want to capture and request the capture directly from the results page, or you can click the order number link and request the capture from the details page. Use the time-saving results page option if you are confident that you do not need to look at the order details.
Verifying the Status of Captured Orders
After you have requested to capture your orders, you can search for them to check on the settlement status. This feature applies to all types of card transactions that you processed in the Virtual Terminal. As soon as the settlement is complete, the order disappears from this list and appear in the reports. If you want to see these orders in report format without waiting for a report to be available, you can export the list to a CSV or an XML report.
Because the capture is pending, you also have the option of voiding the order. To void an order, you can do so either from the results page or the details page. In both cases, the confirmation page appears.
If you choose to void the order(s), you see a results page with two options:
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If you conduct the search again, you will not see the voided order because it has been deleted.
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If you return to the search results (figure below), the order is still visible. The void option is grayed out, but the link to the details of the order is still active. After you leave this page, you will no longer see this order.
 
Crediting Orders
You request a credit when you need to give your customer a refund. If you have successfully requested a credit card capture or sale transaction or a check debit, a Credit button appears below the Order Information table. The button leads to the page where you enter that amount to be credited. To issue credits, users must have the CO access level. For more information, see the Permissions or the online help in the Business Center.
Because the void and credit options are available after you have successfully requested a capture, you can see both options at the same time in the details page.
If you use merchant-defined data fields, the content of these fields is retained even after you credit an order.
When you request a credit, money is not transferred immediately. Instead, all the credit requests for a day are placed in a batch file and settled nightly. The funds are transferred usually in two to four days.
The authorization information necessary to perform a credit is available in the CyberSource database for a limited time only:
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Credit card credit: you can request a credit only up to 180 days after the authorization:
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You can issue an unlimited number of follow-on credits for an unlimited amount, regardless of the amount of the original settlement. In addition, you can issue a stand-alone credit without referencing a settlement. To prevent abuses and errors, a warning message appears on the screen before you submit the credit request to give you the chance to verify that the amount entered for the credit is correct.
If a credit fails, you are not notified, and your customer does not receive a refund for the order. Therefore, make sure to return to the search to check on the status of your credit request.
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Within 60 days of the original transaction, you click a link called Credit. After you request the credit, it will appear in the status table below the authorization and the capture. This credit request, which is linked to the original transaction, is called a follow-on credit. This option is available if have a successful capture that has not been credited.
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From 60 to 180 days after the original transaction, you click a link called Stand-Alone Credit. This option is available for card-not-present transactions if your payment processor supports this type of credit. After you request the credit, it will not appear in the status table because although this credit appears linked to the original transaction, CyberSource processes it differently. If you search for the credit, it will appear as the only transaction in the status table. This credit request, which is linked to the original transaction, is called a stand-alone credit.
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For transactions older than 180 days, you need to use the Virtual Terminal to request a credit. In this case, you must provide all the customer and payment information used for the original order.
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Check credits: you can request a credit only up to 60 days after the authorization:
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Within 60 days of the original transaction, you click a link called Credit to process a follow-on transaction. After you request the credit, it will appear in the status table below the debit. This credit request is linked to the original transaction. You can do as many follow-on credits as you want as long as the total amount does not exceed the original debit amount.
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For transactions older than 60 days, you need to use the Virtual Terminal to process a credit as a stand-alone transaction. In this case, you must provide all the customer and payment information used for the original order.
Voiding Orders
You can void the following kinds of requests if CyberSource has not sent the request to the processor for settlement: credit card captures, credit card credits, electronic check debits, and electronic check credits. After the transaction information for a request has been sent to your processor, the Void link disappears. Additional information about voids:
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You cannot undo a void. If you void a transaction but then decide to process it, you must resubmit the transaction request.
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You cannot void a transaction that has been successfully settled or funded. Your only option to undo the transaction is to issue a credit to your customer.
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For credit card orders, if your account provider allows multiple credits for the same order, you can void each credit request.
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Voids are not available through the Business Center for the CyberSource ACH Service.
 
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You cannot undo a voided transaction: if you void a request but later want to process the transaction, you must request a new authorization and a new capture.
If you use merchant-defined data fields, the content of these fields is retained even after you void a capture request. For more information on voiding orders, see Verifying the Status of Captured Orders.
The figure below shows a card transaction detail page in which a capture request was processed successfully. A Void option appears in the Order History table.