Authorize Payments

Overview

The Authorize Payments application is used to track and manage payments. It works with authorize.net to enable you to bill for any number of possibilities, such as event registration, vendor payments, t-shirts, etc. Customers can submit payment(s) by using an embedded link within the email created the application

Please note, that in order to use the application, the administrators will need to assign you to the AD group of your department, and you will need a merchant account created with authorize.net.

Detail

Login

To access Authorize Payments, navigate to https://pittpayments.pitt.edu and log in using your University Computing Account credentials. You will be prompted to authenticate using Pitt Passport. Once authenticated, you are ready to use the Authorize Payments application. The home page will load with the Payments page. Please note, that you will only see payments associated with you your department.

Settings

Before requesting payments, it is essential to configure the settings. The items in the settings will be used to collect payments.

Authorize Credentials

Authorized Credentials are used to connect payment requests to authorize.net, enabling online credit card payments. You will need to create one entry for each merchant account you have with authorize.net. You only have to do this once for each merchant account you have.

First, log in to authorize.net. Once logged in, select Account, then Webhooks.

Select Add Endpoint.

Populate the fields:

Name: PittPayments
Endpoint URL: https://pittpayments.pitt.edu/payment/billed
Status: Active
Select Events: In the Payment Events section, check the net.authorize.payment.authcapture.created option.

When ready, select Save.

The new endpoint will now be listed.

Next, return to Account, then API Credentials & Keys.

Here you can see the API Login. Select New Transaction Key. Please note, that you only need to create a New Transaction Key when you set up a new account. Generating a new transaction key will overwrite the existing transaction key. You may choose to disable the old key immediately by checking the Disable Old Transaction Key Immediately box. If you do not immediately disable the old value, it will automatically expire in 24 hours.

Select Submit.

A Verification prompt may appear, follow the instructions on the screen.

Once you verified your identity, your new Transaction Key will be generated. Copy the key to a document, you will need to insert it to Authorize Payments in the next step. The key will not be visible anymore if you select continue.

The Webhook, API Login, and Transaction Key connect the Authorize Payments tool to your authorize.net merchant account.

Return to the Authorize Payments tool. To create the credentials, select Settings, Authorize Credentials, then select Add Credentials.

Enter the Description Name (the name of the credentials), then paste the API Login and the Transaction Key. When ready, select Save.

The Credentials are now listed, and Authorize Payments is connected to your authorize.net account.

Optionally (but recommended), test your setup by creating a $1$ payment request to ensure everything is working as expected. Scroll down to the Payment(s) section for details about creating a payment request.

Email Templates

Email Templates are used to configure emails sent to request payment. To add a new email template, go to Settings/Email-Templates, then select Add Template.

Populate the fields:

Email Template Name – the name of the template
Subject – the subject line of the email
Body – the body of the email
Contact Name – the name of the person identified as the contact
Contact Email – the email address of the Contact identified above
Signature – Contact signature
Signature Line 2 & # - additional signature lines, if needed
Signature Phone – Contact phone number, if needed.

Notice the Preview Email option. This allows you to see the email template before saving it. Notice, that some additional text will be added by default.

When ready, select Save.

The new template is now saved. Notice, that the template is not active. You need to edit the template to activate it. To edit an email template, select the Email Template Name from the list.

Make your changes, and then save the template. To activate the template, check the box next to Active, then select Save.

Associations

Associations are used to link events with a particular club or professional association. Select Add Association to create a new entry.

Select your department if it is not already populated, then enter the Association name. When ready, select Save.

The new association is now listed. Select the Association Name from the list to edit an existing association, make your changes, and save.

Events

Use Events to set up payments for a specific event, such as a seminar or conference. Events allow the collection of multiple payments. To create a new event, select Add Event.

Populate the fields:

Select your department if it is not already populated.
Event Name - Enter the Event Name
Description – Enter the Event Description
Payment Start Date – Enter the date you would like the payment collection to start
Payment End Date – Enter the date you would like the payment collection to end
Event Date – Enter the Event Date
Association – select an Association, if needed.
Amount - When defining the amount, you have two options.
- Select the Amount is Required to define an exact amount, then define the Amount.
- Select Payee’s Discretion to allow the payee to enter any amount.
You may also upload an image that will be displayed on the payment page if you so wish.

When ready, select Save.

The new event is now listed. Select the Event Name from the list to edit an existing event, make your changes, and save.

Setup Payment Requests

Setup Payment Requests enables you to create a designated website (the event) to collect payments, and to set up the internal payment request email templates.

You can create three types of Payment Requests:

Public – use this option to set up payment collection via an Event (with a public link), which includes a URL to authorize.net. In this instance, a fixed amount will be requested. For example, use this method for selling t-shirts.
Variable – similar to the Public option, use this option to set up payment collection via an Event (with a public link), which includes a URL to authorize.net. In this instance, there is no fixed amount requested; it allows the payee to pay any amount. For example, use this method for
Internal – use this option to define the email templates used to send payment request. The email template will be used when payment requests are created, and the email will contain the payment link.

To create a new request, select Add Setup Payment Request.

Populate the fields:

Select your department if it is not already populated (if available)
Enter the Payment Request Title
Select the desired Authorize Payments Credentials entry
Select Public, Variable, or Internal for the type
- If you selected Public or Variable, select the associated event
- If you selected Internal, select the Email Template

When ready, select Save.

Notice that the Payment Request is now listed. The Payments page shows all outstanding Payment Requests. Once the payments are made, they will be listed on the Payments Received tab.

Email Distribution List

Use Email Distribution Lists to send requests for payment to multiple individuals at once. To add a new list, select Add Email.

Populate the fields:

Type – select between Add New Description or Use Existing Description.
Description – this option refers to the existing Distribution Lists
- If you selected Use Existing Description, select a description from the list
- If you selected Ann New Description, enter the new description (the name of the new Distribution List)
Email – enter the email address to be added to the new or the existing list
Add – select the Add button to add additional email addresses. Repeat this step for each additional email address

When ready, select Save.

The new Email Distribution List is now listed. Select the Description from the list to edit an existing Email Distribution List, make your changes, and save.

Payment(s)

The Payment(s) page is the home page of the application. This will display all pending payments for your department. Please note, that the payment request can be sent to a single individual or to multiple individuals using the Distribution List, but payment can only be made once.

To create a new payment request, select Add Payment.

Populate the fields:

Select your department if it is not already populated
Select the Setup Description – this list will show the Internal type Payment Requests defined in the Settings.
Enter Payee First Name, Payee Last Name
Define the Email Type:
- Select Single and enter a Payee Email to send an email to one person
- Select Multiple and select an Email Distribution List to send to multiple email addresses
Enter the Amount
Define the Due Date

When ready, select Save Request & Send.

After Save Request & Send has been selected, the payee will receive an email with a link to submit payment. The email will be based on the form previously configured under Email Templates.

To view a previously created payment, select the entry in the list. You can edit any of the fields and then select either Save Edits or Save & Resend Payment Request. If you wish to cancel the Payment Request, select Void Payment Request.

Payment(s) Received

Payment(s) Received lists all Internal and Public Payments once payment has been submitted by the payee. To review a payment, select it from the list. Note that the Transaction ID is listed here, as well as on the confirmation email the payee received.

Reports

The Reports page will allow you to run several predefined reports. Note that you will be required to authenticate again. Select Payments on the left side.