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  • ADPPaymentsTutorialSeries

    Understanding Transaction StatusTransactionsprocessedviaADPPaymentsmovethroughavarietyofstagesbeforetheyaresettledandthefundsaredepositedinyouraccount.AteachstageintheprocessADPPaymentsassignsaStatustothetransaction,whichindicateswhereintheprocessthetransactioncurrentlysits.

    Howquicklytransactionsmovethroughthestagesdependsonthefundingtimeassignedtoyouraccount.FundingtimesaretypicallydifferentforcreditcardprocessingandACH(echeck)processing.Theycanalsodifferfordebit(payment)transactionsandcredit(refund)transactions.

    ThefollowingsectionsprovidehelpinidentifyingandunderstandingstatusesinADPPaymentsforbothACHandCreditCardprocessing.

    VIEWING TRANSACTION STATUS IN ADP PAYMENTSStatusisincludedinmostADPPaymentsscreensandreportswhereyoucanviewtransactioninformation.Thefollowingarethemostcommonlocations:

    ManagePaymentstab

  • TransactionDetailsscreen

    AllTransactionsStandardReport

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  • PaymentssectionontheViewCustomerscreen

    CustomerPortalPaymentstables(thisiswhatyourcustomerwillsee):

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  • CREDIT CARD TRANSACTION STATUSESADPPaymentsperformsbasicvalidationoncreditcardtransactionssuchasmakingsuretheexpirationdateisinthefutureandmakingsurethatthecardnumberselectedisintheproperformatforthecardtypeselectedpriortosubmittingatransactionforauthorization.Thisprecheckenablesyouandyourcustomerstocorrecterrorswithoutbeingchargedanauthorizationfee.Ifatransactionfailstheprecheckitwillnotberecordedinthesystem.

    Everycreditcardtransactionsubmittedforauthorizationisrecordedinthesystem.CreditcardtransactionscanbeassignedthefollowingADPPaymentsStatusesastheymovethroughprocessingstages:

    StatusName Description

    Pending Theinitialstageforeverycreditcardtransactionsentforauthorization.Thesystemassignsthisstatuswhilewaitingforanauthorizationresponse.

    Insomerarecasesifcommunicationisdisruptedbeforethesystemgetsaresponsethetransactionwillremaininthe"Pending"status.

    Ifyouseeacreditcardtransactionwithastatusof"Pending"youcanbeassuredthatitfailedandwasnotsubmittedforprocessing.Youcanrunthetransactionagain.

    Failed Thetransactionfailedandyouwillnotreceivefundsforthistransaction.

    Ifyouseethisstatusimmediately,itmeansthatthetransactionwasnotauthorized.Whenthishappensyouwillseeapopupwindowexplainingthereasonforthefailure.YoucanalsoviewthefailurereasonintheReasonDescriptionfieldontheTransactionDetailsscreen.

    Insomerarecasesaninitiallyauthorizedtransactionwillberejectedafteritissubmittedintheprocessingbatch.Inthiscase,thetransactionstatuswillbeupdatedto"Failed."

    Authorized Thetransactionwasapprovedforprocessingandwillbebatchedandsubmittedattheendoftheday.

    Whenyouseethisstatus,youhaveplacedaholdforthepaymentamountagainstyourcustomer'screditlimit.

    Voided Youhavesuccessfullyvoidedanauthorizedtransaction.Itwillnotbesubmittedforprocessing.

    Voidingatransactiondoesnotautomaticallycleartheholdplacedagainstyourcustomer'screditlimit.Itcantakeupto48hoursfortheholdtoclearautomatically.Toremovetheholdsooner,youandyourcustomerwillneedtocontactthecreditcardissuerandprovidetheAuthorization#forthevoidedtransaction.

    Posted Thetransactionhasbeensubmittedforprocessingbutyouhavenotyetreceivedfunds.Postedtransactionscannotbevoidedorrefunded.

    ItispossiblethatyourcustomerwillseethetransactionshowupinonlinestatementswhenitshowsinyourADPPaymentssystemasPosted.

    Settled Thepaymenttransactionhasbeencompletedandfundshavebeendepositedinyourbankaccount.

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  • Refund(Posted) Atransactioncreditingyourcustomer.

    WhenyouissueacreditADPPaymentsdoesnotneedtohaveitauthorized.Thesystemsimplyqueuesthetransactionforinclusionintheprocessingbatchsubmittedeachday.

    Whenyouprocessastandalonerefund,orwhenyourefundacreditcardtransactioninitsentirety,thattransactionisassignedthe"Refund(Posted)"statusuntilitissubmittedaspartofthebatch.

    Youcanvoidacreditwithastatusof"Refund(Posted)."Onceitissubmitted,thetransactionstatuswillchangeto"Refund(Settled)"anditcannotbevoided.

    Refund(Settled) Asettledrefundtransaction.

    Whenyouprocessastandalonerefund,orwhenyourefundacreditcardtransactioninitsentirety,thattransactionisassignedthe"Refund(Posted)"statusuntilitissubmittedaspartofthebatch.Onceitissubmitted,thetransactionstatuswillchangeto"Refund(Settled)."

    Refunded Atransactionthathasbeenreversed(refunded).

    Whenyouissuearefundforasettledcreditcardtransaction,thestatusofthattransactionchangesto"Refunded."

    Ifyouvoidtherefundtransactionbeforeitisprocessed,theRefundedtransactionwillreverttoastatusof"Settled."

    ThecreditcardchargebackdisputeprocesstakesplaceentirelyoutsidetheADPPaymentssystem.

    CurrentlycreditcardchargebacksarenotupdatedwiththeChargebackstatusinADPPayments,theywillretainastatusofSettledevenifyoureceiveachargebacknoticefromyourmerchantprocessor.

    BesuretotakethisintoaccountwhenusingADPPaymentsreportstoreconcileyourbankstatements.

    StatusName Description

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  • Status Flow ExamplesThefollowingprovideexamplesofcommoncreditcardtransactionflowsinADPPayments.SincethePendingstatuswillonlybevisibleintheunusualcircumstanceofasystemerror,thatstepisomittedfromtheseexamples.

    Successfullyprocessedcreditcardtransaction:

    Voidedcreditcardtransaction:

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  • CreditCardRefund:

    CreditCardChargeback:

    FailedCreditCardTransaction:

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  • ACH TRANSACTION STATUSESADPPaymentsperformsbasicvalidationonACHtransactionssuchalgorithmicvalidationtoensurethattheroutingnumberbelongstoanactualbankpriortosubmittingatransactionforauthorization.Thisprecheckenablesyouandyourcustomerstocorrecterrorswithoutbeingchargedatransactionfee,andpotentiallyanACHReturnfee.Ifatransactionfailstheprecheckitwillnotberecordedinthesystem.

    EveryACHtransactionsubmittedforauthorizationisrecordedinthesystem.ACHtransactionscanbeassignedthefollowingADPPaymentsStatusesastheymovethroughprocessingstages:

    StatusName Description

    Pending TheinitialstageforeveryACHtransactionsentforauthorization.Thesystemassignsthisstatuswhilewaitingforanauthorizationresponse.

    Insomerarecasesifcommunicationisdisruptedbeforethesystemgetsaresponsethetransactionwillremaininthe"Pending"status.

    IfyouseeanACHtransactionwithastatusof"Pending"itispossiblethattheACHprocessorhasreceiveditbutwasnotabletocommunicatethistothesystem.

    WatchthetransactionuntiltheExpectedSettleDate.IfthestatusremainsPendingforseveraldaysaftertheExpectedSettleDateyoushouldcontactADPPaymentsCustomerCare.Wecanchecktodeterminewhetherthetransactionwasprocessedorwhetheritfailed.

    Failed Thetransactionfailedandyouwillnotreceivefundsforthistransaction.

    Ifyouseethisstatusimmediately,itmeansthatthetransactionwasnotauthorized.Whenthishappensyouwillseeapopupwindowexplainingthereasonforthefailure.YoucanalsoviewthefailurereasonintheReasonDescriptionfieldontheTransactionDetailsscreen.

    Insomerarecasesaninitiallyauthorizedtransactionwillberejectedforprocessingafteritisinitiallyauthorized.Inthiscase,thetransactionstatuswillbeupdatedto"Failed."

    Posted Thetransactionhasbeensubmittedforprocessingbutyouhavenotyetreceivedfunds.

    PostedACHtransactionscanbevoideduntilyourcurrentbatch.Batchclosingtimeistypically5:00PMEasternTime.ADPPaymentswillnotmaketheVoidfeatureavailableoncethebatchhasclosed.Soifyouseeanoptiontovoid,youcanbeconfidentthatthebatchisstillopenandthetransactioncanbesuccessfullyvoided.

    ACHtransactionstypicallyremaininthePostedstatusforseveraldaysastheyworktheirwaythroughthebankingsystemandarereleasedbyyourprocessor.

    ItispossiblethatyourcustomerwillseethefundsdebitedfromtheirbankaccountwhilethetransactioncontinuestoshowinyourADPPaymentssystemasPosted.

    Voided Youhavesuccessfullyvoidedanauthorizedtransaction.Itwillnotbeprocessed.

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  • Settled Thepaymenttransactionhasbeencompletedandfundshavebeendepositedinyourbankaccount.

    Returned(NSF) AnACHtransactionthatfailedbecauseyourcustomerhadinsufficientfundsintheaccounttocoverthepayment.TheReasonDescriptionfieldontheTransactionDetailsscreenwilldisplayanR01returncodeforthispayment.

    Youwillnotreceiveanyfundsforthistransaction,andyouwillbebilledanACHReturnfee.

    Youcanmanuallyreprocessthispaymentagaintoattempttocollect.Notethatifthepaymentisreturnedagain,youwillbebilledtheACHReturnfeeagain.

    Returned AnunsuccessfulACHtransactionforwhichyouwillnotreceivefundsandforwhichyouwillbebilledanACHReturnfee.

    WhenanACHtransactionisreturnedthereasonforthereturnwillbeshownintheReasonDescriptionfieldontheTransactionDetailsscreen.

    AllreturnedACHtransactions,exceptforthosereturnedwiththeNSF(R01)ReturnCode(seeabove)ortheChargebackReturnCodes(seeChargebackbelow),willhaveastatusofReturned.

    CompletedocumentationonACHReturnCodesandwhatyoushoulddoaboutthemcanbefoundinAppendixBoftheADPPaymentsUserGuide.

    Refund(Posted) AnACHrefundtransactioncreditingyourcustomer.

    WhenyourefundanACHpaymentanewcredittransactioniscreatedwiththeRefund(Posted)status.Itwillremaininthisstatusuntilthemoneyhasbeendebitedfromyouraccount,atwhichpointitwillbeassignedastatusof"Refund(Settled)."

    Refund(Posted)ACHtransactionscanbevoideduntilyourcurrentbatch.Batchclosingtimeistypically5:00PMEasternTime.ADPPaymentswillnotmaketheVoidfeatureavailableoncethebatchhasclosed.Soifyouseeanoptiontovoid,youcanbeconfidentthatthebatchisstillopenandthetransactioncanbesuccessfullyvoided.

    Refund(Settled)


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