Configuration: Payment Gateway - Alternate Forms of Payment

Setup Checklist

This section is a comprehensive and high level summary of all tasks and prerequisites required for this feature to function properly. This section is purposed for use after an administrator is familiar with configuring this feature as an “audit” checklist. For detailed set-up instructions, jump down to “Prerequisite Tasks” and “Detailed Setup Guide” and then follow up with this checklist to ensure all steps are completed.

Prerequisite Tasks

This section describes all requirements that must be completed before you can begin setting up this feature. Once these tasks are complete continue to the next section.

POS Tasks

• Set up a general component called AW Additional Payment Component.

• If using Gift Cards

  1. Set up a gift card payment product header in RTP|One and send this new header code to your Aspenware Representative.

     1. Price the header at $0 and make it available for a long date range (i.e. out to 2050).

     2. Don’t add any header rules.

     3. The header needs to be set up for the Aspenware/Online sales location

  2. Obtain existing gift card payment method code and send the new payment method code to your Aspenware Representative.

     1. Ensure the Aspenware/Online location is added to the Payment Method and the Payment Authorization Profile.

  3. Obtain new GL gift card clearing account. This must be a unique and new GL clearing account. Send the new GL clearing account to your Aspenware Representative to use for creating the GL export report.

  4. Attach the new GL clearing account to the newly created gift card payment product header (created in step a).

  5. Aspenware will add the header code and payment method code (created above) to the Unity rtp-config.json file.

• If using Stored Value:

  1. Set up a stored value product header in RTP|One and send this new header code to your Aspenware Representative.

     1. Price the header at $0 and make it available for a long date range (i.e. out to 2050).

     2. Don’t add any header rules.

     3. The header needs to be set up for the Aspenware/Online sales location

  2. Obtain existing stored value payment method code and send the new payment method code to your Aspenware Representative.

  3. Obtain new GL stored value clearing account. This must be a unique and new GL clearing account. Send the new GL clearing account to your Aspenware Representative to use for creating the GL export report.

  4. Attach the new GL clearing account to the newly created stored value product header (created in step a).

  5. Aspenware will add the header code and payment method code (created above) to the Unity rtp-config.json file.
     

• If using Vouchers:

  1. Set up a voucher payment product header in RTP|One and send this new header code to your Aspenware Representative.

     1. Price the header at $0 and make it available for a long date range (i.e. out to 2050).

     2. Don’t add any header rules.

     3. The header needs to be set up for the Aspenware/Online sales location

  2. Obtain existing voucher payment method code and send the new payment method code to your Aspenware Representative.

  3. Obtain new GL voucher clearing account. This must be a unique and new GL clearing account. Send the new GL clearing account to your Aspenware Representative to use for creating the GL export report.

  4. Attach the new GL clearing account to the newly created voucher payment product header (created in step a).

  5. Aspenware will add the header code and payment method code (created above) to the Unity rtp-config.json file.
     

• Share the following report with accounting contact(s) at the resort to see how accounting flows with alternate payments. If questions arise, connect with Kevin Vogle (k.vogle@aspenware.com)

• To see an example of how alternate payments will display within a transaction, review the following screenshot.
  

  

• If using alternate payments:

  • Install Nop4U

  • Work with your Aspenware Representative to create a GL export report with additional payment clearing accounts along with credit account.

Commerce Tasks

• Ensure the Additional Payments plugin is installed by going to Configuration > Local Plugins. If the plugin has the Uninstall button listed like the example below, it is installed. If it looks different from the example below, contact your Aspenware Representative to install this plugin on your test and live shops. 

Detailed Setup Guide

This section describes all required steps to set up the feature after prerequisite tasks have been completed.

1. Configure Additional Payment

• Go to Configuration>Settings>All settings and search for the following settings in Name. Set the Vaue to as follows.
  

• Go to Aspenware Commerce > Additional Payments and enter the following:

  • Allow Multiple Additional Payments: Check to support accepting more than one voucher or gift card value to be entered in a single order. If restricting guests to using only one voucher or gift card per order, leave this unchecked. 

  • Enabled Payment Types: Check each additional payment that should be turned on for your shop: Vouchers, Gift Card and Stored Value. Keep in mind that RTP|One pre-work (detailed above) is required before paying with any of these methods will work. 

2. Update Messaging For Additional Payments on the Payment Step

Most additional payments editable content is built on the premise that both Gift Cards and Vouchers are enabled (in the step above). For example, even if you're not using Gift Cards, that’s fine, but in order to customize the messaging, it is required to have both Vouchers and Gift Cards enabled in the plugin (Detailed above).

• First, to update the messaging below the Apply button, configure the HTML widget titled ‘Gift Card and Voucher Help’ using the detailed instruction guide for HTML widgets: Configuration and Library: HTML Widgets

• Second, to update messaging on the payments page for alternate payments, configure the following language strings using the detailed instruction guide for language strings: Language Strings Library

Common Troubleshooting

Q: How do I share payment value vouchers with customers in the My Account section so they can use these vouchers for payment on the payment step?

For payment value vouchers, ensure they are set to a payment value/recipient in order for it to show in My Account.  The Voucher Type being used also has to have a ‘Report' defined in its setup.  It doesn't matter what report it is but it has to be defined as something in order for the voucher to show in My Account.  We may also have to add some SQL security to the user we are using as there is a call into RTP to check the account holders’ vouchers in order to display them.

​Any payment value voucher can be used as payment on the site but only ones that are also recipient can show in My Account. 

Q: In the past we had different payment value vouchers with different accounts tied to them.  So I just need to know on a go-forward if we need to standardize those into one account, or if I can use multiple GL accounts?

You can still use as many 'voucher GL accounts' as you'd like so you are not limited to just one.  When the voucher is created using the payment value type in RTP, just assign any GL accounting you want there.  The only GL account that is used every time is the new voucher clearing GL account which should be added to header, 157477.  That will be offset/reconciled with the Aspenware Commerce GL Report which we'll create if it's not already.  That will show a differentiation of credit card vs. voucher payment orders that are created.

Q: Do you support multiple voucher codes or gift cards per transaction?

A: Yes, we do support this. When configuring the Alternate payments plugin in Aspenware Commerce, ensure that you check the box Allow Multiple Additional Payments if you wish to support this.

Q: My GL Clearing Account in RTP and the GL Clearing Account Report in Aspenware Commerce are not matching up. Help!

A: If an order fails to process to RTP on the day it was placed in Aspenware Commerce due to an order failure, the GL Clearing account can be out of sync. Aspenware can help identify orders that failed and were processed days later if you are questioning the GL Clearing Account data.

Q: Can I pay with some of my order with an alternate payment and the rest with Affirm?

No, Affirm requires that the entire balance of the order be paid with Affirm if Affirm is the selected payment method.

Q: We do not want to allow guests to use stored value when purchasing season passes. Is there a way to restrict stored value on Aspenware for specific products or is this a global setting? If it is a global setting, is it possible to turn this feature off when we launch?

A: Unfortunately this is a store-wide setting and can't be restricted to specific products. To turn it off you just need to uncheck stored value in the additional payments section of Aspenware Administration.