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Rollover: Auto Selection and Automatically Processing Payments

This article outlines how to automatically process payments for recurring permits (rollovers) using user credit cards stored on file. Its primary purpose is to help administrators streamline the permit renewal process by batch-processing payments for the upcoming term. This guide is intended for OPS-COM administrators.

Setup and Configuration

Before utilizing this feature, ensure the following system and user requirements are met:

  • Payment Gateway: Your system must utilize a payment gateway that allows you to charge client cards directly. This feature will not function if your system is configured for Hosted Payments only.

  • User Requirements: The user must have a valid credit card registered in the system, and that card must be explicitly designated as the Prime Credit Card.

Using this Feature

The Rollover Payment Processing tool allows you to select and process recurring permit payments in batches.

Processing Rollover Payments

  1. Hover over Permits and click Process Payments for Rollovers.

  2. Review the generated list on the rollover page.

  3. Enable the checkbox for the payment types you wish to process.

    • Note: If an invoice or permit displays None Set, the user must manually log in and process the payment to secure the permit for the next sales window.

  4. Click the Process Payments for Rollovers button to initiate the batch transactions.

Visual Cues and Status Indicators

  • Lock Pad Icon: Displayed on the right side of the screen. This indicates that a previous payment attempt was initiated but did not reach a finalized "Paid" or "Cancelled" state. This is most often due to a Declined - Retry later response from the payment processor.

Resolving a Locked Permit

If a permit is locked (displaying the lock pad icon), it cannot be processed through the standard rollover screen. Follow these steps to clear the lock and complete the transaction:

  1. Navigate to the user profile of the individual associated with the locked permit.

  2. Access the user's Cart or Pending Items.

  3. Select the permit item that is currently locked in the rollover report.

  4. Proceed to checkout and manually process the payment using the user's preferred method (e.g., Credit Card, Cash, or Account Credit).

  5. Verify the transaction is successful. Once the item is marked as paid in the user's account, it will automatically be removed from the locked status in the rollover screen.

Best Practices and Considerations

Do not attempt to re-process a locked permit through the rollover screen. A locked permit indicates an incomplete transaction. The lock must be cleared via manual intervention through the user's cart to avoid processing errors.

  • Monthly Monitoring: Monitor rollover reports monthly to identify any lock pad icons, ensuring that all recurring permit payments have been successfully captured and no users slip through the cracks.

  • Investigate Declines: Investigate "Declined" messages immediately by contacting the user to verify their credit card information or by suggesting they contact their bank to authorize the transaction.

  • Allow for Processing Time: If a generic error occurs during processing, allow some time before trying again. Certain records may require a short period to clear the payment gateway's communication buffer before they can be successfully re-attempted.

  • Verify Transactions: Always confirm a successful payment within the user's transaction history before attempting any further administrative actions on the permit to maintain data integrity.

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