Payment Processing: Table of Contents 

Intro and overview of the Payment Processing System

What it is

Our payment processor is a simple system to sell simple products. Just because it’s simple does not mean it’s not powerful, in fact, it’s quite the opposite. It manages subscriptions, products, free trials, multi-pay options, and payment plans. It allows you to automate the process of printing shipping labels for UPS and FedEx, as well as printing packing slips.

It supports multiple packages so if you’re sending several items from several different order-fulfillment houses, you can separate multiple items from one order and send different packing slips and shipping labels. It supports multiple gateways if you want to run separate businesses and have those businesses use different gateways. It does automatic tax calculation accurate right down to the county level. And, you can even have different invoices for different businesses, branded separately.

What our Payment Processing is, is an order form system.

What it is NOT

What it isn’t, is a proper shopping cart. That is, there’s no concept of adding items to a cart whilst you continue to shop, adding more products, and then checking out. It’s really a massive expansion of our SmartForm system.

If you are planning to sell products to non US customers please click here. You may need to integrate with an outside shopping cart for the time being. We are currently developing the ability to sell internationally.

Order of operations (Selling to US customers)

1. Get set up: this includes... setting up your invoice templates, setting up your new payment gateway or integrating your existing one, and if you’re selling physical goods, setting up your shipping labels and packing slips settings, and setting up your shipping calculator.
2. Create products to sell 
3. Create order forms to sell those products. 
4. Create 1-click upsell forms, to get the most out of every client.
5. Post the forms wherever you like, including our landing pages, or your WordPress site in a single click. One of the drawbacks of many simple checkout systems has been that you’re not able to design the way the page looks. This is not the case with our system. We have taken care of that by allowing you to design it however you like, either from within our easy drag-and-drop Landing Page system, or within your WordPress site.

Setting Up a New Invoice Template

A good place to start in getting set up using your new payment processing system is by setting up your invoice template. If you don’t set up a new invoice template, your customers will get a generic default invoice when they make their purchases. However, we highly recommend setting up your own, branded invoice to more accurately reflect your professionalism.

1. Click on “Invoice Templates” in the “Setup” section of the Sales tab.  
2. Here, you will simply type out whatever you’d like the invoice to say in the same way you would type a standard email.
3. Then, using the mail merge functionality, you can include everything from the list of all the products purchased, invoice ID, shipping total, tax total, grand total, and date, so your new customers have all the information they need all in one convenient place.  Note: You can create separate invoice templates for separate businesses. Then, when you create an order form, you’ll simply set which invoice you’d like to go out when a person makes a purchase through that form.
4. Click “Submit for Review” and you’re finished. Each of your different templates must be approved for review because we actually send these out to your customers from our “Transactional” server. We must make certain that it is indeed an invoice.

Setting up your Shipping Labels and Packing Slips

This is where you’ll set up who will receive the shipping labels and packing slips, how often, and in what format you’d like them. This is,

1. Click the green “Plus” sign. Then add an email address where you would like the shipping label and packing slips to be sent. You can add as many as you’d like.

2. Next, select how often you’d like shipping labels and packing slips sent.

3. Then, select whether you’d like your shipping labels and packing slips sent in the same pdf or in separate pdf’s.

4. Click on “Save” and you are finished.

Adding a payment gateway

Definition of a Payment Gateway:

A payment gateway is an  e-commerce application service provider that authorizes payments for e-businesses, online retailers and the like. It is the equivalent of a physical point of sale terminal located in most retail outlets. Payment gateways protect credit card details by encrypting sensitive information, such as credit card numbers, to ensure that information is passed securely between the customer and the merchant and also between merchant and the payment processor.

If you already have a payment gateway

You may possibly already have a payment gateway set up (if you’ve been selling online for awhile). If so, you’ll merely need to integrate it with OfficeAutopilot

View Our Integrated Gateways Here.

If you have one already:

1. Go to the "Payment Gateways" screen in the "Setup" section of the sales tab
2. Select which gateway you use.
3. Note the info we need to integrate with your gateway.
4. Log into your payment gateway and grab the info needed to integrate your gateway with Office Autopilot from your gateway.
5. Come back to Office Autopilot and plug in that info
6. Click save

Setting up Paypal as your pmt. gateway

While Paypal isn't a true pmt. gateway, it is a good place to start, especially if you're selling products that are not subscriptions. All this does is pass through to Paypal and cause a transaction to be created in OfficeAutopilot. No transaction ID from Paypal will be stored. No Credit Card number is stored as Paypal handles the transaction. Refunds have to be handled through Paypal, then update the transaction on the contact in OfficeAutopilot to match.

Setup Paypal in OfficeAutopilot:

1. Select PayPal as the gateway, then name it whatever you like.
2. Then enter your PayPal email address. In this case, when a customer buys, they’ll be sent to PayPal to complete the transaction, and then sent back to your landing page. You should know that if you use the PayPal option, there are a few settings you’ll have to make within your PayPal account in order for this to work.
3. Now go into your Paypal account and do the following within Paypal's system:

• Go to the "My Account" tab > Profile > More Options > My selling tools > Instant payment notifications > Update
• Click the "Choose IPN Settings" button
• On the Instant Payment Notifications screen, set the following options:
• notification url - https://www1.moon-ray.com/ipn_processor.php
• Set IPN messages - enabled 
• Next, go to the "My Account" tab > Profile > More Options > My selling tools > Website Preferences > Update
• Next, set the Website Payment Preferences to: 
• auto return - on
• return url -> http://www1.moon-ray.com/paypal_redirect.php

Using a traditional (real) pmt. gateway

You will need to use a traditional payment gateway (not PayPal) for any products that are subscriptions.  That is, anything that’s recurring or any product you’re allowing payment plans for. Right now, we have integrated with Authorize.net, Eway, USAEPay, NMI, and Elevon. We will continue to add to this list as time passes. If you use one we’re not currently integrated with, just let us know and we’ll do the integration.

1. Choose whatever gateway you'd like to use and start an account on their website.
2. Go to the "Payment Gateway" screen in the admin menu of OfficeAutopilot
3. Select the gateway provider you just set up
4. Note the info we need to integrate with your gateway.
5. Log into your payment gateway and grab the info needed to integrate your gateway 
6. Come back to OfficeAutopilot and plug in that info
7. Click save

Default Shipping API Settings

You only need to set this up if you’re selling physical products.  Most of this is self-explanatory. For the most part, you are entering the default shipping info for where you’ll be shipping most items from.

Note about “Enable Debug Mode for All Carriers”:

Debug mode is only for when you’re testing out your shipping and you will be told exactly when you need to set this to ‘yes’ when you’re setting up your integrated shipping labels through FedEx and/or UPS.

FedEx Integration Setup Steps 

If you want to offer FedEx as a shipping option for your products, you'll need to integrate it with OfficeAutopilot.

Here are the steps to follow:

1. Visit www.fedex.com.
2. Go to 'Business Solutions' > 'access developer resource center' > 'Sign up Now' (left hand side).
3. Sign up for access to their developer resource center, and proceed to access that area of the site.
   Click 'Get Started with FedEx Web Services Technical Resources Now' > 'develop & test your application' > 'obtain developer test key'.
4. Fill out the form and click “Continue, accept terms/agreements”.
5. Login to OfficeAutopilot > Admin > Shipping Calculator Setup.
6. Here's what goes into each field: Developer key: Developer Test key, Developer Password: Your developer password (sent via email when you sign up for access). Account Number: Test account number Meter Number: Test meter number
7. Hit “Save”, it will run a test shipment same as UPS, and you will be redirected to Admin menu if it works.
8. Go back into your FedEx developer account and go to 'business solutions' > 'access developer resource center' > 'developer solutions' > 'FedEx Web Services' (drop down) > 'FedEx Web Services for Shipping' > 'Move to Production' > 'Obtain Production Key'.
   Fill out the form and hit “Continue”.  Make a note of the auth key/meter #.
   Take the newly emailed information and place it in the fields from step 6.

Setting up your Shipping Calculator

If you are shipping physical products, you’ll want to set up the shipping calculator, unless you’d like to override it and do flat-rate shipping, in which case you needn’t worry about it.

These settings will actually come from the respective shippers. At this time, we support FedEx and UPS. We may support more in the future. In order to get the info to plug into these forms, you’ll need to go through the process of setting up through the FedEx and/or UPS integration process.

Creating products

This will give you the process of creating a product which you’ll later be able to add into an order form to sell. Products can be either physical (widgets you'll send your customers), digital (ebooks, subscriptions to websites, etc..), or can contain both digital and and physical items within the same product.

The Step-by-step on creating products

1. Go to the “Products” area found on the ‘Sales’ tab.
2. Add “New Product”.
3. Next, type in the product and product part or sku number (which is for your own records). The reason for this is that we’ll be offering a reporting feature on that shortly.
4. Add a name for the product group (this is also just for your own records). An example would be groupings of products like subscriptions vs. physical products, or if you have various lines of products, you’d put that here.
5. “Description” should just describe the product and is just for your own records.
6. “Product Type” (is this a digital product, physical product, or both). If it is physical (and needs to be shipped) the system automatically adds the shipping address info to any order form this product appears on so your customers can actually receive the product. 
   Next, is pricing.  Is this product a subscription? If not, then you’ll just indicate the product’s price in the field.
7. Also, if you like, you can even offer a payment plan for the product, like, three payments of $369 instead of one payment of $997, so as to make it more appealing to those prospects who'd rather break up the payments. Note that you won’t be able to offer subscriptions nor payment plans if you’re using PayPal as your gateway. This is because PayPal isn’t actually a true gateway and as such, is not capable of handling recurring billing or payment plans.
8. If yes, the product is a subscription, you will then have a few other fields to fill out. The subscription price per the time period, whether or not there’s a trial period, if there’s a setup fee, how much, and when you’d like to charge that setup fee. Next, you will have the choice whether or not you’d like to delay the start date. This is actually a common practice among the world’s leading info-marketers. Many like to sell courses that have a particular start date and don’t wish for their customers to be charged until the start date of the courses. Basically, what this will do is authorize their card immediately but will run this purchase as if it were made on the start date of the course. Note: This is separate from, and in addition to, any free trial you may be offering.
9. Terms and conditions: There will be a checkbox next to a link on your order form that says “I agree to the terms and conditions.” Write out those specific terms & conditions that your customers must agree to when purchasing your product (when they click on the link, it will take them to what you have written).
10. If you want to charge tax (which you would only do if it’s a physical product), click ‘yes’ and we’ll handle the rest as we have access to all the tax tables, right to the county level.
    Next, you will choose if you would like affiliates to be able to promote this product. If ‘no’, then it will not show up as an option when you’re building your affiliate system. If the answer is ‘yes’, you will want to put a default commission level for first and second tier sales. Note: these can of course be overridden on a per program basis.
11. Finish up by clicking the “Save” button.

Creating an Order Form

After you create your product or products, you will want to create order forms so that people can buy your products. Order forms are a lot like SmartForms, except when filled out, they sell a product! Like SmartForms, you can have the contact (customer) tagged a certain way, subscribed to a sequence(s) and even run rules on the contact once they click submit on the form. And, you can even choose to have the customer subscribed to sequence(s) if the transaction is declined!

The step-by-step on creating order forms

1. Click on "Order Forms" in the "Forms" section of the "Sales" tab.
2. Click on “New Order Form”.
3. First, you will select the products you’d like this order form to result in the sale of. Next, select “Quantity”.  Note that when a person completes an order form, they’ll be buying ALL the products the form has for sale.
   You can also create extra fields. The form will come with all the fields you need to make this transaction happen, however, if you’d like extra fields, you can add them, make them required, and re-order the fields with drag and drop.
   Next, you will see the contact actions. This is where you can set up automations that do things to the contact once they successfully make a purchase (as well as, if the transaction is declined). You can have the system tag the contact, say, as a ‘customer’, or “bought product X” when they buy. You can even create a brand new tag on the fly.
4. You can also set it up so that the purchase causes the contact to be automatically subscribed to a sequence or sequences. For example, a thank you message sequence, or a request for feedback and testimonial sequence, referral-request postcards, follows up offers, and more. Just like the tags above, you can even start a brand new sequence here as well (you will have to go back and flesh out the sequence with the desired steps once you’re through creating the Order Form).
   Next, you’ll set up any rules you’d like to run if the contact successfully makes the purchase. Here, you might add them to a round-robin lead router, change a field in their contact record, or perhaps you might want their “status” field to change from “prospect” to “customer”. But, the main reason we put this here is so that you can create subscriptions to a membership site, and have a rule here set to actually change their membership status appropriately and begin the process of getting them started with their new membership.
   The “run these rules if transaction is declined” feature is so that you can subscribe them to your “whoops, looks like your credit card didn’t work” type sequence.
5. Now, select what page you’d like the customer to land on after they click the “Submit” button on this form. This might be a landing page you made using our Easy landing page editor or perhaps a page you created on your WordPress site. Either way, just indicate the URL or select which landing page from the dropdown. Or, you can also just go with the generic default page if you like.
   Next, you will see the “Invoice Selection”. This is where you choose which invoice you’d like to get sent when the purchase gets made. Remember that you’re allowed to create as many different invoice templates as you like. This is for if you have multiple businesses and you’d like to brand your invoices for the products per each business.
   After that, select a submission button. You decide what you want your submission button to say or even upload a graphic to be used as the button.\
6. Next, select a payment gateway by choosing from a list of your configured gateways. If you have a real gateway, you can use that along with PayPal because many people like to pay via PayPal. Or you can just use PayPal (that is, unless it’s a subscription or you’re offering a payment plan, as explained in the Payment Gateways section).
   Lastly, you have the choice of whether you want to ‘hide quick cost display’. This basically means that it will not show the person the breakdown of what they’re about to spend until they’ve already made it through the whole process and are looking at their invoice.
7. Next, save your form.

Saving options

1. First, you can save it and be done with it (just hit the “save” button), which is what you should do if you’re intending to drop this order form onto one of our easy landing pages (which you’d do the very same way as inserting a SmartForm onto a landing page), simply by creating a new form layer and selecting the desired order form. Or you can add it onto your WordPress site, and you can find instructions here. Once you're through creating your order form, you'll see that back on the “Products and Order Forms” page, you can see that the order form you just created is now present here. You can click on the pencil to edit it, the magnifying glass to grab the code, and once you do, you can see the familiar screen here that allows you to copy the various versions of the code so you can paste them on whatever page you like.
2. Your second save choice is you can save it and be taken to a screen where you can copy the form code and paste it on to any other web page you like.
3. Or you can save it and email it, which you’d most likely do if you have a webmaster that maintains your site (achieve this by selecting the drop down window on the save button).

I want to place my order form onto a secure (https) page for my clients to use, do you guys offer this service?

Yep, we do, if you check out our new free subdomains for Landing Pages you'll see: myquickcheckout.com, safechckout.com, safecheckout.info, and checkoutnow.info. These are our new secure landing page domains. Use one of those on your landing page and just make sure that when you link to them you insert a "s" into the domain, example: https://yourpage.myquickcheckout.com

Creating Up-Sell Forms

Another way you can use your products is on Up-Sell Forms. These nifty things are designed to allow your clients to add items to their purchase with just one simple click. Oh, you ordered a Pizza? Why not throw Cheesy Bread onto that order for only three extra bucks? You get the idea. Just like with Order Forms, and SmartForms, you're able to fire if-then rules based on their selection (yes or no) for segmentation, product delivery, and anything else you can come up with.

The step-by-step on creating up-sell forms

1. First thing we need is products, including your 'base' product, the pizza in our previous example, this product needs an order form. Then you'll need the up-sell product, the cheesy bread, this is the product we'll be selling on the up-sell form. All of this can be found in the admin section of your account.
2. Now that we've got our products and 'base' order form we'll want to create the up-sell form by clicking 'New Upsell Form'.
3. The first few steps are pretty self explanatory, set a name, choose a payment gateway, and invoice that you want this process to use.
4. Next you'll want to select the product(s) you want to sell on this up-sell form. Note: If this is a physical product a new little section will pop up allowing you to select if you want to charge for shipping (Idea: maybe the deal is free shipping?) and if so how much.
5. Now we reach the good stuff, the 'Pages' section. This allows you to select what thank you page to drop people on depending on what they select on the up-sell form. For example: If they click yes, then I want to send them to page A, if they click no, let's send them to page B, and if they timeout let's send them to page C.
6. And if all of the above isn't cool enough, lets go ahead and let you run rules based on the different options as well! This section allows you to set if-then rules to fire based on 'yes' and 'no' or 'timeout' inputs. This is where you can get a little crazy. Tag them, put them on sequences, trigger postcards, heck even add them to a fulfillment list to send them a promotional gift certificate, this is the coolest part of OfficeAutopilot, use it! 
7. Button settings allow you to upload custom buttons or change the wording of the 'yes' and 'no' buttons. Example: 'Gimme that cheesy bread!' and 'Are you joking? All those calories!?'
8. Now that you've made the up-sell form we have to put it up on a landing page, so hop over to your pages tab and make a new landing page and insert the up-sell form in a 'form layer'. Note: If you want to place the form on a non-landing page, no problem, the instructions are the same as here, just pretend the words Order Form are actually Upsell Form.
9. Once you've got the up-sell form on a landing page that's hosted and looking fly the last step is to hook it up to your 'base' order form that we talked about earlier. To do this head back over to your Admin menu and click 'Products and Order Forms' and click the pencil for your 'base' (pizza) product.
10. Find the section labeled 'Send contact to this page after submission' and insert the URL that the up-sell form is located at, and you're all done!

Payment Processing and the Contact Record

 Office Autopilot’s commerce functionality extends into the contact record. This section will give you an overview of the commerce info shown in the contact record and show you how to manually log purchases, and more. First, click onto the “Contacts” tab and open a contact record. 

The Credit Card Section

Once you've got a real payment gateway set up (not Paypal), a new section, the Credit Card section will appear in the contact record. This is where your customers' credit card information is. Of course, you will only see their last 4 digits, for security reasons.

This section will be populated automatically via the payment gateway integration.

Purchase History

In “Purchase History”, you will be able to see a record of every single product the contact has purchased, which also means you can run rules off products purchased and off of the amount of money which they have spent.

Charging a transaction Manually

The  If you have a gateway set up (not PayPal), you can click the “new transaction” button and it will actually allow you to charge a real purchase to that card. If there’s no card on file, it’ll ask you for a card.  If there is a card on file, you’ll be able to charge their card for a purchase. 

When you click on 'new transaction', you'll have some options.

What you'd like to do...

• Charge the card now
• Charge on the next recurring billing date. This is only for those who have purchased subscription type products.
• Log a transaction (don't charge the card). You'll choose this in the case that you merely need to log the purchase but do not want to charge the card, say for instance, if someone as paid by check or money order, or, cash.

Product:

• Choose what product you'd like to sell them from the dropdown list

Transaction Details

• Date Transaction Occurred. Perhaps you sold someone something at a tradeshow, and are entering the sale manually the Monday after the show. Here you get to indicate that the sale actually happened, say, on the prior Saturday.
• Status: Here you'd indicate what happened with the charge.
• If you've got "log a transaction (don't charge card)" selected, you'll be given the option as to what happened with the charge when you *did* run it. If, say, you received check, cash, or money order, you'd simply leave that field blank and and note pmt. type in the description.
• Price: Set whatever price
• Description: whatever description you like. Ex: "Tom Jones paid me for the "Silver Blooping Membership" with check #2332 at the BloopFest tradeshow in Vegas this past weekend."

Running Rules based on purchases

You can use “Products Purchased” and “Amount Spent” to segment your customers. This is extremely useful if you are rewarding your top buyers with gifts, personal phone calls, and thank you cards. You can use either rules in sequences to do this, or active response rules.

Issuing Refunds:

In addition to being able to issue sales in the contact record, you can also issue refunds.

1. In the contact record, next to a purchase record, you'll see a little twirly arrow icon.
2. Click that icon.
3. The refund will then show up as a record here in the Purchase History section.

Invoices

This is similar to the purchase history but is actually a record of the invoices that were sent to the client.  Here you can see the status of an invoice. That is, whether the invoice has been paid, decline, or refunded. You can also see the date each invoice was created, and the total amount of the invoice.

If you click on the invoice, you will also be able to see the invoice, itself.

Subscriptions and Pmt. Plans

This is where you can see all the different subscriptions a contact is a part of, in addition to the payment plans they're paying on/have paid, including the product name, next pmt. date, payments total, next pmt. date, and total number of payments made thus far.

Website Subscribers

Here, you can see the subscription information for the contact to your membership site(s), including their username, nickname, status, what website it is, and their membership level.

If you click on the pencil, you can edit any of that information, and even change their password for them in the case that they call or email and request that their password be changed.

FAQ's

Some questions we've heard...

"I'm using Paypal, but I can't use it on my subscription product's order forms, why not?"

"Why don't I just set the thank you page of my order form to another order form? Why would I use up-sell?"

"One of my clients just filled out the up-sell form and hit 'Yes' but their second product isn't showing in their purchase log and I didn't get the money yet! Did you people steal it!?"

"What if I want to send my clients through multiple up-sell forms one after another, can I only use one up-sell form for each one of my order forms?"

"How come my international clients cannot make a purchase off my order form?"

"How do I delay the charge 30 days from order date??"

"I changed my payment gateway password, and now none of my order forms work, why?"

"We operate our business on recurring products, and many of our products bill every other month. Can you add an every other month option to the recurrence?"

" Im creating a form and I can't set shipping. What gives?"

I want to place my order form onto a secure (https) page for my clients to use, do you guys offer this service?

When multi-payments or monthly subscription payments are declined, does that trigger the same rules you set up in the order form?

 I have a digital product attached to one of my order forms. How can I fulfill that to people who have ordered it?

Which payment gateways do you guys support on your order forms?

I use a gateway you guys don't currently support. Is there a way you can make this happen?

Go to top