Overview

EBizCharge is a fully integrated payment processing solution within 1place that allows businesses to securely accept, manage, and track credit card payments throughout the sales process.

Once the EBizCharge integration is set up, payment-related activities can be managed directly within 1place, helping keep customer payment information and transaction activity connected to the corresponding customer and sales records.

With EBizCharge, users can:

• Manage Customer Payment Methods - Add and manage customer payment methods within 1place.
• Process Credit Card Payments - Accept credit card payments directly from Sales Orders and Invoices.
• Generate Payment Links - Create Email Pay / Payment Links that can be sent to customers so they can make a payment online.
• Track Transactions - View credit card transaction history and payment activity within 1place.
• Accept Customer Portal Payments - Allow customers to securely make credit card payments through the Customer Portal.
• Request Payment Methods - Send requests to customers to provide or save a payment method.
• Process Refunds - Process refunds for applicable credit card transactions.

The EBizCharge integration connects these payment activities with the customer's records and sales transactions in 1place, providing a centralized way to manage credit card payments without requiring users to leave the system for everyday payment tasks.

This article covers the complete EBizCharge workflow in 1place, including:

• Setting up an EBizCharge account.
• Connecting the EBizCharge account to 1place.
• Managing customer payment methods.
• Processing credit card payments.
• Sending payment links and accepting Customer Portal payments.
• Viewing transaction history.
• Requesting payment methods.
• Processing refunds.

When creating or updating a user, review the applicable security settings to make sure the user's access matches their responsibilities.

Getting Started

How to Sign Up for an EBizCharge Account

Before using EBizCharge to process credit card payments through 1place, your business must first establish an EBizCharge account.

If you are interested in using EBizCharge with 1place, you can sign up with assistance from your dedicated 1place Customer Support team.

To get started:

1. Create a support ticket by sending an email to support@onesourcesoftware.com to let your dedicated customer support team know that you would like to sign up for an EBizCharge account.
2. 1place will introduce you to EBizCharge and initiate the referral process.
3. Wait for EBizCharge to contact you. An EBizCharge Sales Representative will reach out to you to discuss the account setup and offer an EBizCharge demo.
4. Prepare your credit card processing statements. EBizCharge may request your most recent three months of credit card statements as part of the account setup process. Have these statements available when requested.
5. Complete the EBizCharge signup and onboarding process with the EBizCharge team.
6. Once your EBizCharge account is established, obtain the following credentials from EBizCharge:
   • API User ID
   • Security ID
   • Password
7. Once you have these credentials, you can proceed with setting up the EBizCharge integration in 1place.

How to Set Up the EBizCharge Integration in 1place

How to Set Up EBizCharge Integration in 1place

After your EBizCharge account has been established and you have received the required credentials, enter them in the EBizCharge integration settings in 1place.

1. In 1place, go to Sales > Integrations > EBizCharge (Credit Card).
2. Select General Settings.
   
   
3. Enter the following EBizCharge credentials:
   • API User ID
   • Security ID
   • Password
4. Review the information entered to make sure the credentials are correct.
5. Click Save.
6. Start testing the integration using the Test Cards from EBizCharge. Follow the articles below to start testing adding a payment method and processing credit card payments. If you need further assistance, contact your dedicated 1place Customer Support.

To process a payment using a card already saved for the customer:

1. On the Invoice screen, click Payment Info.
2. Click Receive/Edit Payments. The Payments window will appear.
3. Under Payment Method, select Credit Card.
4. Select a card from the Cards on File dropdown. The dropdown displays all saved cards available for the customer.
   
5. Review the card information and make sure all details are accurate. The CVV/Security Code must be entered when processing the payment. This information should be obtained from the customer.
6. Review the Amount Tendered and make sure the payment amount is correct.
7. Click Authorized Card and Apply Payment to authorize the card and apply the payment to the invoice.

How to Use a New Card for Payment

A new card can be used to process a credit card payment by selecting Add New Card during the payment process.

1. On the Invoice screen, click Payment Info.
2. Click Receive/Edit Payments. The Payments window will appear.
3. Under Payment Method, select Credit Card.
4. Click Add New Card. The Add New Card EBizCharge form will appear.
   
5. Enter the required card information and make sure all details are accurate. The CVV/Security Code must be entered when processing the payment. This information should be obtained from the customer.
   
6. Review the Amount Tendered and make sure the payment amount is correct.
7. Click Authorized Card and Apply Payment to authorize the card and apply the payment to the invoice.

Understanding Payment Results

After Authorized Card and Apply Payment is selected, the system will process the credit card transaction and display the payment result. Review the result to confirm whether the payment was successfully authorized and applied to the invoice.

Customer Payment Experience

How to Generate an Email Pay / Payment Link

The Email Pay option allows you to send the customer a secure payment link where they can complete the invoice payment using a saved card or a new card.

1. On the Invoice screen, click Payment Info.
2. Click Receive/Edit Payments. The Payments window will appear.
3. Under Payment Method, select Email Pay.
   
4. Verify the customer's email address. The system will usually populate the customer's primary email address saved on file. Update the email address if the customer provides a different one.
5. Click Pay via Email. A confirmation message will appear indicating that the payment link has been sent.
6. Have the customer check their email for the payment link.
   
7. In the email, the customer should click the Click to Pay button.
   
8. A secure payment form will open in a new tab. The customer can select a saved card or enter a new card. The CVV/Security Code is required.
   
9. Once the card is selected or entered, the customer clicks Pay Now to complete the invoice payment.

How to Sync Email Pay Payments with 1place

Payments completed through Email Pay are not automatically synchronized with the invoice in 1place. The e-payment must be fetched from EBizCharge before it is reflected in 1place.

There are two ways to fetch e-payments:

Fetch E-Payments When Opening an Invoice

When an Invoice is opened, 1place automatically fetches available e-payments from EBizCharge.

Manually Fetch E-Payments

1. Go to Sales > Integrations > EBizCharge (Credit Card).
2. Select General Settings.
3. Locate the Fetch E-Payments button below the Password field.
4. Click Fetch E-Payments to retrieve available e-payments.

How to Automatically Fetch E-Payments

An Automated Job can be configured in 1place to automatically fetch e-payments at a set interval. This eliminates the need to manually fetch e-payments.

For example, an Automated Job can be configured to Fetch E-Payments every 30 minutes.

This allows Email Pay transactions to be regularly retrieved from EBizCharge and synchronized with 1place.

How Customers Pay Through the Customer Portal

Customers can also pay for their orders using a credit card through the Customer Portal.

1. After adding items to the cart, click Proceed to Checkout.
2. On the Secure Checkout screen, under Paying With, select Pay with Credit Card.
   
3. Select a card from the Cards on File dropdown, or click Add New Card to enter a new card.
4. Review the card information and make sure all details are accurate. The CVV/Security Code must be entered when processing the payment. 
5. Click Submit Order & Pay to complete the order and payment.

Summary of the Customer's Payment Experience

Customers can complete credit card payments through either an Email Pay payment link or the Customer Portal. In both methods, customers can use a saved card or enter a new card, with the CVV/Security Code required to complete the payment.

Managing Transactions

How to View Credit Card Transaction History

To view the history of credit card transactions:

1. Go to Sales > Integrations > EBizCharge (Credit Card) > All Transaction History.
2. Select the From and To dates to specify the transaction date range.
3. Click Get Transaction to display the transactions within the selected date range.

The transaction history displays the following information:

• Invoice # - The invoice associated with the transaction.
• Transaction Date - The date and time the transaction was processed.
• Customer # - The customer associated with the transaction.
• Result - The result of the transaction, such as Approved.
• Auth Amount - The amount authorized for the transaction.
• Remaining Balance - The remaining balance associated with the transaction.
• Reference # - The reference number assigned to the transaction.
• Card Code Result - The result of the card security code verification.
• Batch Reference - The batch reference associated with the transaction.
• Batch # - The batch number associated with the transaction.
• AVS Result - The result of the Address Verification System (AVS) check.
• Status - The current status of the transaction.

How to Refund a Credit Card Payment

Credit card payments can be refunded directly from the invoice where the payment was applied.

1. Open the Invoice.
2. Click Receive/Edit Payments.
3. At the bottom of the Payments window, locate the list of payments made on the invoice.
4. Under Action, click the Refund button (reverse icon) for the payment you want to refund.
5. Complete the payment details:
   • Select the Payment Method to be used for the refund from the dropdown.
   • Confirm the Payment Date.
6. Click Apply Payment.

Understanding Credit Card Transaction Statuses

The Status column in All Transaction History shows the current processing status of each credit card transaction. Understanding these statuses helps you determine whether a payment is still being processed, has been completed, or has been returned.

Approved

Approved indicates that the credit card transaction was authorized by the card issuer. The authorization confirms that the transaction was accepted for processing. An approved transaction may still go through additional processing before it is fully settled.

Pending

Pending indicates that the transaction has been authorized but has not yet been fully processed or finalized. Pending transactions are awaiting final processing and may remain in this status temporarily.

For example, All Transaction History may show:

• Result: Approved
• Status: Pending

This means the transaction was successfully authorized, but its processing has not yet been finalized.

Declined

Declined indicates that the card issuer did not approve the transaction. A transaction may be declined for reasons such as insufficient available funds, an exceeded credit limit, an expired card, or other restrictions on the card or transaction.

Settled

Settled indicates that the transaction has completed processing and has been settled.

Returned

Returned indicates that the transaction has been returned.

Refunded

Refunded indicates that a previously processed credit card payment has been returned to the customer's card.

Understanding Result vs. Status

The Result and Status columns provide different information:

• Result - Shows the response received when the credit card transaction was processed, such as Approved or Error.
• Status - Shows the transaction's current processing state, such as Pending, Settled, or Returned.

For example, a transaction may have a Result of Approved while its Status is Pending. This means the transaction was approved but is still completing its processing cycle. EBizCharge's documentation confirms that Result and Status are separate transaction properties, with Status values of Settled, Pending, and Returned.

Credit Card Information Handling and Security Guidelines

Purpose

This article provides guidelines for handling sensitive customer information, particularly credit card information, when communicating with customers, processing payments, or performing other business activities.

Anyone who handles customer payment information is responsible for protecting it from unauthorized access, disclosure, or misuse.

These guidelines support secure business practices and help reduce the risk of fraud, data exposure, and unauthorized transactions.

1. General Guidelines for Handling Credit Card Information

Protect Sensitive Information

• Treat all customer payment information as confidential.

• Access credit card information only when necessary for an authorized business purpose.

• Never share credit card information with unauthorized individuals.

• Never include full credit card numbers or card security codes (CVV/CVC) in ordinary emails, chat messages, support tickets, worklogs, or internal notes.

• Never record credit card information in spreadsheets, documents, customer notes, or other unapproved storage locations.

• Do not take screenshots, photographs, or screen recordings that expose sensitive payment information.

• Never share account passwords, PINs, or authentication codes with other individuals.

Use Approved Methods for Collecting Payment Information

• Collect and process credit card information only through approved payment systems or secure payment collection methods.

• Do not ask customers to send credit card details through ordinary email, text messages, chat, or other unapproved communication channels.

• If a customer needs to provide payment information, direct them to the organization's approved payment process.

• Do not create alternative methods for collecting, transmitting, or storing payment information without authorization.

Never Retain Card Security Codes

The card security code, commonly called CVV or CVC, is the three- or four-digit code printed on a payment card.

• Never store the CVV/CVC after a transaction has been authorized.

• Do not record it in notes, documents, spreadsheets, email, or call recordings.

• Customer permission does not make retaining the security code acceptable.

• If a payment needs to be processed again, use the approved payment procedure rather than retrieving a previously recorded security code.

2. Handling Customer Payments

When accepting a credit card payment, follow the organization's approved payment procedures.

Before Processing a Payment

• Verify the customer and the transaction being paid.

• Confirm the amount to be charged and obtain the required customer authorization.

• Ensure the payment is being processed through an approved system.

• Use your own authorized account and never share login credentials.

• If the customer wants their card saved for future payments, follow the approved card-on-file process and applicable authorization requirements.

When Taking Payments Over the Phone

• Enter the customer's payment information directly into the approved payment interface or secure collection mechanism.

• Do not write down card details for later entry.

• Never ask the customer to send their card details through email or text as an alternative.

• If calls are recorded, ensure the approved process prevents sensitive authentication data from being retained in the recording.

• If payment information cannot be collected securely, stop and arrange an approved alternative.

When Accepting Payments in Person

• Use the approved payment terminal or payment entry process.

• Whenever available, allow the customer to enter their card information directly into the payment device.

• Never photograph, copy, or retain the customer's card details.

• Do not write down the card security code.

• Confirm the transaction result and return the card to the customer promptly.

Saving Credit Cards for Future Use

When a customer requests that their card be saved for future transactions:

• Use only the organization's approved card-on-file functionality.

• Follow applicable customer consent and authorization requirements.

• Do not store card information manually in customer notes, spreadsheets, documents, or other unapproved locations.

• Never retain the CVV/CVC for future payments.

• Limit access to saved payment methods to authorized personnel.

After Processing a Payment

• Confirm the payment result through the approved payment system.

• Verify that the payment is associated with the correct customer and transaction.

• Provide an approved receipt or payment confirmation when appropriate.

• Record the transaction reference and necessary business details rather than the full card number.

• If the payment status is unclear, verify the original transaction before attempting another charge to avoid duplicate payments.

3. Handling Credit Card Information in Communications and Documents

Customer information may be shared or discussed during routine business communications. Care must be taken to ensure sensitive payment information is not inadvertently exposed.

• Before sending an email, screenshot, document, or other attachment, verify that it does not contain exposed credit card information.

• If a screenshot is needed for documentation, redact sensitive information before sharing it.

• Do not copy credit card details into another system or document for convenience.

• Do not forward messages containing sensitive payment information to other employees unless an approved procedure specifically requires it.

• When discussing a payment, use the invoice number, transaction reference, payment status, or masked card number where appropriate.

• Share customer information only with individuals who are authorized to receive it and have a legitimate business need.

4. Handling Refunds and Payment Disputes

Refunds, voids, and payment disputes must be handled through approved business procedures.

• Verify the original transaction and the amount involved.

• Confirm that you are authorized to perform the requested action.

• Record the necessary transaction reference, status, and business details.

• Never request a customer's CVV/CVC to issue a refund.

• If a transaction appears unauthorized or suspicious, report it through the established internal process.

• Do not process a second charge or refund until the status of the original transaction has been verified.

5. What to Do if Credit Card Information Is Exposed

If credit card information is accidentally shared, stored, or disclosed through an unapproved channel, take the following actions:

1. Stop further disclosure. Do not copy, forward, quote, or repeat the exposed information.

2. Report the incident promptly. Notify the appropriate supervisor or designated security contact and follow the organization's incident response procedure.

3. Secure the information. Follow the approved process for restricting access to or removing the exposed information, including applicable attachments and retained copies.

4. Do not use the exposed details. Never use the information to process a payment or conduct an unauthorized transaction.

5. Follow further instructions. Allow the designated personnel to assess the incident and determine the appropriate next steps.

Do not assume that deleting a visible message removes every copy of the information. Follow the approved procedure for the system where the information was exposed.

6. Quick Reference: Do and Don't

Do:

• Protect customer payment information as confidential.

• Use approved payment collection and processing methods.

• Verify the customer, transaction, and payment amount before charging a card.

• Use masked card numbers and transaction references when discussing payments.

• Limit access to authorized personnel with a legitimate business need.

• Report suspected exposure or unauthorized use promptly.

Don't:

• Request full card details through ordinary email, chat, or support tickets.

• Store CVV/CVC information after transaction authorization.

• Keep credit card details in spreadsheets, documents, customer notes, or other unapproved locations.

• Share payment information with unauthorized individuals.

• Take or share screenshots containing exposed card details.

• Process payments using information obtained through an unapproved channel.

7. Important Reminder

Protecting customer payment information is everyone's responsibility. Always use approved payment systems, follow established security procedures, and report potential data exposure promptly.

These guidelines support secure handling of customer information and do not replace applicable PCI DSS requirements, payment processor rules, organizational security policies, or legal obligations.

For additional information, refer to the PCI Security Standards Council.