Payment acquirers (credit cards, online payments)

Payment acquirers (credit cards, online payments)

Legal Office embeds several payment acquirers that allow your customers to pay on their Customer Portals or your eCommerce website. They can pay sales orders, invoices, or subscriptions with recurring payments with their favorite payment methods such as Credit Cards.

Offering several payment methods increases the chances of getting paid in time, or even immediately, as you make it more convenient for your customers to pay with the payment method they prefer and trust.

 Note

Legal Office apps delegate the handling of sensitive information to the certified payment acquirer so that you don’t ever have to worry about PCI compliance.

This means that no sensitive information (such as credit card numbers) is stored on Legal Office servers or Legal Office databases hosted elsewhere. Instead, Legal Office apps use a unique reference number to the data stored safely in the payment acquirers’ systems.

Supported payment acquirers

From an accounting perspective, we can distinguish two types of payment acquirers: the payment acquirers that are third-party services and require you to follow another accounting workflow, and the payments that go directly on the bank account and follow the usual reconciliation workflow.

Online payment acquirers

Payment flow

Save cards

Capture amount manually

Refund from Legal Office

Adyen

Payment from Legal Office

Alipay

Redirection to the acquirer website

Authorize.Net

Payment from Legal Office

Buckaroo

Redirection to the acquirer website

Mollie

Redirection to the acquirer website

Ogone

Redirection to the acquirer website

PayPal

Redirection to the acquirer website

PayU Latam

Redirection to the acquirer website

PayUMoney

Redirection to the acquirer website

SIPS

Redirection to the acquirer website

Stripe

Redirection to the acquirer website

 Note

Some of these online payment providers can also be added as bank accounts, but this is not the same process as adding them as payment acquirers. Payment acquirers allow customers to pay online, and bank accounts are added and configured on your Accounting app to do a bank reconciliation, which is an accounting control process.

Bank payments

  • Wire TransferWhen selected, Legal Office displays your payment information with a payment reference. You have to approve the payment manually once you have received it on your bank account.
  • SEPA Direct DebitYour customers can sign a SEPA Direct Debit mandate online and get their bank account charged directly. Click here for more information about this payment method.

Configuration

 Note

Each acquirer has its specific configuration flow, depending on which feature is available.

Add a new payment acquirer

To add a new payment acquirer and make it available to your customers, go to Accounting ‣ Configuration ‣ Payment Acquirers, look for your payment acquirer, install the related module, and activate it. To do so, open the payment acquirer and change its state from Disabled to Enabled.

 Warning

We recommend using the Test Mode on a duplicated database or a test database. The Test Mode is meant to be used with your test/sandbox credentials, but Legal Office generates Sales Orders and Invoices as usual. It isn’t always possible to cancel an invoice, and this could create some issues with your invoices numbering if you were to test your payment acquirers on your main database.

Credentials tab

If not done yet, go to the online payment provider website, create an account, and make sure to have the credentials required for third-party use. Legal Office requires these credentials to communicate with the payment acquirer.

The form in this section is specific to the payment acquirer you are configuring. Please refer to the related documentation for more information.

Configuration tab

You can change the payment acquirer’s front-end appearance by modifying its name under the Displayed as field and which credit card icons to display under the Supported Payment Icons field.

Save and reuse credit cards

With the Save Cards feature, Legal Office can store Payment Tokens in your database, which can be used for subsequent payments, without having to reenter the payment details. This is particularly useful for the eCommerce conversion rate and subscriptions’ recurring payments.

Place a hold on a card

If you wish to manually capture an amount instead of having an immediate capture, you can enable the manual capture. Capturing payments manually has many advantages:

  • Receive the payment confirmation and wait until the order is shipped to capture the payment.

  • Review and verify that orders are legitimate before the payment is completed and the fulfillment process starts.

  • Avoid potentially high credit card fees in the event of overselling or cancelled orders.

The Capture Amount Manually field is under the Configuration tab. If enabled, the funds are reserved for a few days on the customer’s card, but not charged yet. Please refer to your acquirer’s documentation for the exact reservation duration.

To capture the payment, you must then go to the related sales order or invoice and manually capture the funds before its automatic cancellation, or void the transaction to unlock the funds from the customer’s card.

 Note

Legal Office may not yet support the manual capture for all acquirers, but some acquirers allow managing the capture from their interfaces.

Countries

Restrict the use of the payment acquirer to a selection of countries. Leave this field blank to make the payment acquirer available to all countries.

Payment journal

The Payment journal selected for your payment acquirer must be a Bank journal.

Accounting perspective

The Bank Payments that go directly to one of your bank accounts follow their usual reconciliation workflows. However, payments recorded with Online Payment Providers require you to consider how you want to record your payments’ journal entries. We recommend you to ask your accountant for advice.

You need to select a Payment Journal on your acquirer configuration to record the payments, on a Outstanding Account. The Journal’s type must be Bank Journal.

You can use a single journal for many payment methods. And for each payment method, you can either:

  • Define an Accounting Account to separate these payments from another payment method.

  • Leave blank to fallback on the default account, which you can see or change in the settings.

You can have the same bank account for the whole company, or for some journals only, or a single payment method… What best suit your needs.

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