Introduction

The Virtual Terminal allows merchants to process additional charges against an order that has already been placed. This tool is especially useful for handling supplemental fees or post-order adjustments without requiring full credit card details, helping maintain PCI compliance.

Prerequisites

• You must have access to the Order Management system within your UltraCart account.

• The order must have an existing credit card payment method on file.

Step-by-step Instructions

1. Navigate to the Order

   • Go to:
     Main Menu → Operations → Order Management → View All Orders

   • Use the search filters to locate the desired order.

     Tip: Ensure the Date Range field includes the date of the order you're searching for.

2. Open the Order Editor
   
   

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   • Viewing the order in the “Review order” page, mouseover ‘Edit’ then click Click the Billing menu option.

3. Access the Virtual Terminal
   
   

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   • In the Billing tab, scroll down and locate the Virtual Terminal button along the right-hand side of the “Payment Information” section.

   Note: You do not need to move the order to Accounts Receivable to process a payment using the Virtual Terminal.

4. Enter Transaction Details
   
   

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   • You’ll be taken to a secure screen to enter the amount to be charged.

   • Optionally, add a comment describing the reason for the charge (e.g., additional shipping, item upgrade, etc.).

5. Process the Charge

   • Click the Charge Credit Card button to submit the transaction.
     
     

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     Confirmation Message:
     
     

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Important Notes

• The virtual terminal charge does not update the order details (such as items or shipping charges). If this charge relates to additional products or services, you should manually edit the order to reflect those changes.

  See Modifying an Existing Order Record for instructions.

• All virtual terminal transactions are recorded in the Transaction History located in the Payments menu of the Order Review page. This includes:

  • The amount charged

  • A note that it was a virtual terminal transaction

  • The UltraCart user who processed the charge

  • Previous transaction history for reference

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Conclusion

The Virtual Terminal feature is a fast and PCI-compliant way to process additional charges on an existing order. Just remember that changes to the order’s actual contents (items, shipping costs, etc.) must be made manually if relevant to the new charge.

Frequently Asked Questions

Question: How can I process a credit card payment for an order originally processed as a Purchase Order?

Answer: To process a credit card payment for an order placed as a Purchase Order, edit the order via 'Edit → Billing'. In the billing tab, change the payment method from Purchase Order to Credit Card. Enter the card number and expiration date (CVV is entered only in the virtual terminal editor or the Card Code Verification field in Accounts Receivable). Save the changes, then return to 'Edit → Billing' to see the 'Virtual Terminal' button. Click it, enter the charge amount in the 'Amount' field, and click 'Charge Credit Card'.

Please note the button appears only if a credit card is saved in the order.

Related Documentation

• Modifying an Existing Order Record