Introduction

Welcome to the User Guide for SuitePayments with MerchantE. These step-by-step instructions provide the necessary information to activate and use this feature in NetSuite. To make the most of SuitePayments, it is recommended that you also consider adding the companion SuiteApp bundles:

• Automated Reconciliation for SuitePayments - reconcile authorized and settled credit card transactions

• Tokenization with Account Updater Service - prevent declines with automatic weekly inquiries to card brands, for updates associated with expired or replaced cards 

• Tokenization for SuitePayments - import card data securely in bulk from external systems such as legacy billing and ecommerce platforms

• Card Swipe for SuitePayments - accept card-present payments or deposits, if applicable to your business, for reduced interchange rates

There are no fees associated with Automated Reconciliation. Card Swipe for SuitePayments requires purchase of a card reader. There are no ongoing fees for using Card Swipe and using card present acceptance may reduce your interchange rate, depending on your fee structure. This User Guide includes instructions to configure SuitePayments. If you are interested in learning more about the MerchantE add-on capabilities, contact your sales representative or NetSuite@MerchantE.com.

Please note that each NetSuite installation can vary from others depending on the screen configuration. If your screen does not appear exactly as the screens pictured here, don’t be concerned. The names of tabs and selections should be consistent. If you have any questions, do not hesitate to contact your Sales representative directly.

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Set Up Credit Card Processing with NetSuite

Confirm that Credit Card Processing is Enabled

Before beginning configuration of MerchantE for payment processing, you must:

• Have a MerchantE Account and have received your credentials.

• Have NetSuite Administrator privileges and log in with those credentials.

• Follow these next steps to confirm that Credit Card Processing is enabled within NetSuite.

 Navigate: NetSuite → Setup → Company → Enable Features

1. On the Enable Features page, click on the Transactions tab.

2. Scroll down to the Payment Processing section and confirm that boxes for Credit Card Payments, Credit Card Soft Descriptors, and Payment Instruments are enabled.

   

3. Click Save.

Download the MerchantE SuitePayments API Plug-In

Navigate: NetSuite → Customization → SuiteBundler → Search & Install Bundles

When the list comes up, search for MerchantE Payment Gateway API and click in the name of the bundle.  The Bundle Details page will load, shown below:

Click on the Install button to load the most recent version of MerchantE Payment Gateway API to your account.

Set Up MerchantE Payment Processing Profile

Navigate: NetSuite → Setup → Accounting → Payment Processing Profiles → New

1. In the Setup section, open the Accounting submenu. Select Payment Processing Profiles and click New.

2. The Payment Gateway Integrations window will open. Click Add Profile to the left of the MerchantE option.

3. Next, on the MerchantE Credit Card Processing Profile screen, complete the Primary and Authentication Credentials sections.

4. Complete MerchantE Plugin Payment Processing Profile.

   1. Primary

      1. Web Site - Select the websites associated with the profile.

      2. Name – Select a Name for this payment processing profile that will be recognizable to employees for its specified purpose, for example MerchantE, ME-SE Region, or ME–your DBA name. Consider whether different segments of your business should use specific profiles and name them, so they are easily identifiable.

      3. Subsidiary - Select the subsidiary.

      4. Settlement Currency - The currency used to receive the payment.

      5. Charge Currencies - The currency used to make the payment.

      6. Settlement Bank Account - The account where the payment will be deposited.

      7. Support Line-Level Data - Do NOT enable.

      8. Payer Authentication - Enable 3DS payment processing for international payments, see International Payments using BlueSnap.

      9. Test Mode - Enable if you want to enter test transactions for this credit card processor.

      10. Inactive – Do NOT enable. This will make the profile inactive.

   2. Authentication Credentials

      1. Profile Key - Profile Key is a unique 32-character alpha-numeric, case-sensitive transaction passkey. This was provided on the VAR sheet sent by MerchantE when your merchant account was opened.

   3. MerchantE Configuration -

      1. Profile ID - Profile ID is a unique 20-digit number. This was provided on the VAR sheet sent by MerchantE when your merchant account was opened.

      2. Activation Code - MeS20!7

      3. Generate Token for Card Swipe Payments - Enable to use generate tokens for card swipe payments.

      4. Typical Recurring Payment Use-Case - For more information, see *Recurring Payments for SuitePayments.

      5. Default ACH Authorization Type - Select the default ACH authorization type.

   4. Payment Information -

      1. Supported Payment Methods - Highlight all payment methods you intend to accept.

      2. Gateway Request Types - Highlight Authorizations, Captures, Sales, Refunds, and Void.

5. Click Save.

At this point, you can begin processing payments with MerchantE. However, we strongly recommend that you enable some standard fraud control measures, which require you to log in to the MerchantE Reporting Portal/Business Platform.

Additional Features within the Payment Processing Profile

Authentication Options – These should be left blank unless processing in EUR or GBP currencies. This section, under the “MerchantE Configuration” heading, covers all 3D Secure settings. You have the option to Continue Processing Payments when Authentication is Unavailable, and you can view the values for Cardinal Cruise API Identifier, Organization Unit ID, and API Key (masked).

Tokenization – With this option you can now protect sensitive card data by using tokenized (non-sensitive) data instead. Check the box to Replace Payment Card by Token, which does require that you set up a Payment Method.

Activate Fraud Control

Fraud control is activated in the MerchantE Business Portal.

1. Navigate to MerchantE Business Portal: https://www.merchante-solutions.com/jsp/secure/sLogin.jsp .

2. Login to your MerchantE account (User ID and temporary Password were provided in the VAR Sheet/Welcome Letter sent via email when you opened your merchant account).

3. Click Payment Gateway Back Office.

   

4. Under Admin tab, select AVS Configuration.

   

   1. Input the Profile ID.

   2. Select the conditions you want to apply to reject suspicious transactions. If you need assistance making your selections, contact Customer Care.

   3. Click Save.

5. Under Admin tab, select CVV2 Configuration.

   

   1. Select the conditions you want to apply to reject suspicious transactions. If you need assistance making your selections, contact Customer Care.

   2. Click Save.

Surcharging

A payment card surcharge, also known as a checkout fee, is an additional percentage-based fee that a merchant adds to a transaction when a credit card is used for payment. You can add surcharges to credit card payments to offset the cost of processing the transaction. Surcharges are only valid for credit card transactions and cannot be applied to debit cards, prepaid cards, or ACH transactions.

Initiating Surcharges

The card brand must be notified 30 days in advance of beginning the surcharge. Consult the surcharge rules for each card brand accepted. On the registration forms, it is important that you list:

• “MerchantE” as the “Acquirer/Payment Service Provider”

• “Brand” as the “Type of Surcharge”

  • Visa

  • Mastercard

  • Discover

Some states prohibit surcharging. Consult your legal counsel to ensure that you are in compliance with relevant state laws. The table shows states and US territories where surcharging is prohibited or prohibited but unenforceable due to pending litigation (October 2022).

Guidelines for Surcharges:

• Applies only to credit cards and the same rate must be applied to all credit card brands.

• The surcharge amount must not be greater than your merchant discount rate or processing rate and never greater than 3%.

• The card holder must be notified of the surcharge prior to payment processing. Examples of compliant notifications are provided below.

We impose a surcharge on credit cards that is not greater than our cost of acceptance.

We impose a surcharge of __ % on the total transaction amount on credit card transactions.

We do not surcharge debit cards, prepaid cards, or ACH transactions.

• The customer must always have the option to accept the surcharge or choose an alternative payment method.

• The surcharge and payment must be made in a single transaction.

Configuring Surcharges

Enabling Surcharging

Navigate: NetSuite → Setup → Accounting → Payment Processing Profiles

1. In the Accounting submenu of the Setup menu, select Payment Processing Profiles. The Payment Processing Profiles list appears.

2. Select Edit for a Payment Processing Profile or click New Payment Processing Profile.

3. Fill out the surcharging fields in the Authentication Options section.

   

   1. Enable Surcharging for Backoffice – Add surcharging to Backoffice.

   2. Enable Surcharging for SuiteCommerce – Add surcharging to SuiteCommerce.

   3. Do Not Auto Calculate Surcharge – Do not calculate surcharges.

   4. Surcharge Rate – Percentage rate to add for surcharges. For guidelines on the surcharge rate, see Guidelines for Surcharges.

   5. Item Used for Surcharging – Select the item to be used for displaying a surcharge.

   6. Surcharge Item Tax Code – Select the tax code to apply to the surcharge.

   7. Surcharge Tax Rate – Enter the tax rate applied to the surcharge.

   8. Surcharge Error Notification Employee – Select an employee to receive surcharge error notifications.

4. Click Save.

Exempting Customers from Surcharging

Navigate: NetSuite → Lists → Relationships → Customers

1. In the Relationships submenu of the Lists menu, select Customers. The Customers list appears.

2. Select Edit for a Customer or click New Customer.

3. Select the Custom tab.

   

4. Check the box for MerchantE: Surcharge Exempted.

5. Click Save.

Surcharge Transactions

Generating a Sales Order with Automatic Surcharging

Navigate: NetSuite → Transactions → Sales → Enter Sales Order

1. In the Sales submenu of the Transactions menu, select Enter Sales Order. The Sales Order screen appears.

2. Enter the Sales Order information. When entering the payment options in the Billing tab, choose the Payment Processing Profile with surcharging enabled.

3. Click Save.

4. The Surcharge Item line item will appear in the confirmed Sales Order.

Generating a Sales Order with Manual Surcharging

Navigate: NetSuite → Transactions → Sales → Enter Sales Order

1. In the Sales submenu of the Transactions menu, select Enter Sales Order. The Sales Order screen appears.

2. Add a Surcharge Item in the Items tab and select the applicable Tax Code.

3. Enter the Sales Order information. When entering the payment options in the Billing tab, choose the Payment Processing Profile with surcharging enabled and Do Not Auto Calculate checked.

4. Click Save.

5. The Surcharge Item line item will appear in the confirmed Sales Order.

Viewing a Surcharge Invoice

Navigate: NetSuite → Transactions → Customers → Accept Customer Payments → Lists

1. In the Customers submenu of the Transactions menu, select Accept Customer Payments. Select Lists from the popup menu. The Payment list appears.

2. Select the Payment to view or edit from the list.

3. Multiple invoices will be created for each Payment. One of the invoices will contain the Surcharge Item as the only item.

Refunds and Credits

• For a full credit of all items, credit the full surcharge amount.

• For a partial credit of the items on the invoice, the amount of the partial surcharge credit will have to be calculated based on the items being credited and applied to the surcharge.

Running a Transaction

You can access your credit card payment details and processing profile in all the screens where payments, refunds, and deposits occur.  Here are some sample screens that show where you can select the payment processing profile and select or input the buyer’s credit card information.

Sales Order

Navigate: NetSuite → Setup → Transactions → Sales → Enter Sales Order

1. On the Sales submenu of the Transactions section, select Enter Sales Order.

2. On the Sales Order screen, go the Billing tab.

3. Select the payment method from the Payment Option dropdown menu and select New. The Payment Card screen appears.

   

Payment Card

1. Select Payment Card from the Type dropdown menu. The Type should always be Payment Card when adding a new card.

2. From the Payment Method dropdown menu, select the appropriate payment method.

3. To store the card, enable Preserve on File. If not storing the card, uncheck the box.

4. In the Details section, complete the information about the card. Fields marked with an asterisk (*) are required.

5. Click Save to return the Billing tab.

   

Submitting a Payment

1. From the Billing tab, select payment option from the Payment Option dropdown menu.

2. If this is a new customer, enter the CSC.

3. Verify that the correct Payment Processing Profile is selected.

4. Verify that Process is selected for Handling Mode. This option will obtain the authorization for the payment. Other options include:

   1. Record External Event will import transactions from a third party application.

   2. Save Only will save the payment information to the sales order for later use.

5. From the Payment Operation dropdown menu, select Capture Authorization or Sale.

   

Refund

1. Go to the Cash Sale that you want to refund. Click the Refund button.

   

2. The Cash Refund screen will appear. Under the Items tab, remove any items not intended to be refunded.

3. Open and review the Billing tab. Verify:

   1. Payment Option shows the correct card to be refunded.

   2. Handling Mode is set to Process.

   3. Payment Operation shows Refund.

4. Click Save to process the refund.

5. Confirm the refund in the Payment tab.

   

Recurring Payments for SuitePayments

Setting up Recurring Payments

Recurring payments can be set up in your custom NetSuite implementation using the MerchantE plugin. This will allow you to automatically accept customer payments at predefined intervals (weekly, monthly, annually, etc.) for purchased products or services. The customer’s consent and payment information will collected by form linked in an emailed and stored in NetSuite for future automated payment collection.

 Payments will be made using the payment method on file for the customer and will be applied based on the payment collection schedule for the predefined period.

This feature is available for all payment methods:

• Credit Card

• Automated Clearing House (ACH)

• Debit Card

• Tokens

Setting Up Recurring Payments

Setting up recurring payments is easy and done in four main steps:

1. Initial Configuration – Create a Payment Processing Profile that will determine the behavior of the plugin.

2. Recurring Payment Configuration – Your settings for how the recurring payments will be made.

3. Scheduling Deployment – Setting the origination date, frequency, and end date.

4. Customer Boarding – Enrolling the customer in recurring payments.

Initial Configuration

In the initial configuration, you will enable Consolidated Payments and create a Payment Processing Profile.

Navigate: NetSuite → Setup → Company → Enable Features → Accounting

1. In the Company submenu of the Setup section, select Enable Features.

2. From the Enable Features screen, navigate to the Accounting tab. Enable the Consolidated Payments feature.

   

3. Click Save.

 Navigate: NetSuite → Setup → Accounting → Payment Processing Profiles

1. In the Accounting submenu of the Setup section, select Payment Processing Profiles.

2. From the Payment Processing Profiles screen, click the Edit link to edit an existing profile or New Payment Processing Profile to create a new profile.

3. From the Merchant eSolutions Payment Processing Profile screen, set the Default ACH Authorization Type.

Default ACH Authorization Type:

• PPD – Prearranged Payment or Deposit transaction (Consumer Account)

• CCD – Corporate Credit or Deposit transaction (Corporate Account)

• TEL – Telephone Initiated (Consumer entries only)

Recurring Payment Configuration

Navigate: NetSuite → Setup → MerchantE Recurring Payment → MerchantE Recurring Payment Config → New

The MerchantE Recurring Payment Config screen appears. Enter the:

1. Name – This name will be used to identify configurations when creating deployments.

2. Subsidiary – Select the subsidiary.

3. Target Invoice Search – Select from the saved searches.

4. Plugin Implementation – Currently limited to Default. Contact MerchantE for customization.

5. Allowed Payment Methods – Select the methods from the list.

6. Consolidate Payments – Consolidate multiple invoices into a single payment. If disabled, each invoice will generate a payment.

7. ME Payment Card Method – Provided by the customer in the enrollment form.

8. ME ACH Payment Method – Provided by the customer in the enrollment form.

Onboarding

In the Onboarding section of the MerchantE Recurring Payment Config page, you can customize the messages sent to the customer.

1. Domain Name – Enter the domain name if you are using a custom domain name in NetSuite.

2. Link Expiration (Hours) – Hours before the enrollment form link will expire.

3. Email Template – Template for the notification emails.

4. Logo URL – Logo used for the enrollment form.

5. Default ACH Limit – Default ACH limit in US Dollars.

6. Welcome Message – Message displayed in the enrollment form. This message needs to contain the redirect for the email form. The source code should appear as follows.

   

   1. Display Text – Any text you would like to display. Enrollment is used as an example.

   2. Link Type – Select URL from the dropdown menu.

   3. Protocol – Select <other> from the dropdown menu. It is important not to set the protocol to https:// or any other protocol.

   4. URL – Enter NLredirectURL. This must match exactly.

7. Terms Message – Terms displayed in the enrollment form. This can include hyperlinks.

8. Confirmation Message – Confirmation displayed when the customer is enrolled.

9. Payment Processing Profile (PPP) Mapping - This section only applies if you have multiple payment profiles for the selected subsidiary.

10. Click Save when you have finished the configuration.

Scheduling Deployment

Navigate: NetSuite → Customization → Scripting → Script Deployment

For more information, see Script Deployment.

1. From the Scripting submenu of the Customization section, click Script Deployments.

2. Filter the list by searching for “MerchantE RP – Process Payments” in the Script field. Click Edit for a script.

3. Edit the script deployment fields.

   1. Title – This should be specific for each saved Recurring Payment Config.

   2. Deployed – Enable this setting to deploy the script.

   3. Status – Select Not Scheduled to deploy on demand or Scheduled to deploy based on the scheduled script deployment.

   4. Log Level – Select the event level to log events.

   5. Priority – Set the Priority.

   6. Concurrency Limit – Number of processors available for the deployment.

   7. Submit All Stages At Once – Enable this setting to deploy all stages of the script at once. Do not enable if the script needs to be deployed sequentially.

   8. Yield After Minutes – Select the time limit for the script to execute. If the script exceeds this limit, it will for the job to yield and the job will be rescheduled. (3-60 minutes).

   9. Buffer Size – Determines the number of key/value pairs the map or reduce job can process before writing to the database.

4. Under the Schedule tab, select the frequency and duration to process the payments.

   

   1. Start Date – The date of the first the script deployment.

   2. Start Time – The time the script will be deployed on the Start Date.

   3. Repeat – Number of times to repeat deployment.

   4. End By – The date to end the script deployment.

   5. No End Date - Enable to repeat the deployment of the script indefinitely.

5. Under the Parameters tab, select the Recurring Payment Config to which the scheduling will be applied.

   

6. Click Save button to overwrite the settings or use the dropdown menu from the Save button to select the save settings.

   1. Save & New will bring up a new blank deployment.

   2. Save & Copy will copy the deployment to edit.

   3. Save and Execute will overwrite the deployment and execute the script.

Customer Boarding

Enable Payment Instruments for Recurring Payments

Navigate: NetSuite → Lists → Relationships → Customers → Financial → Payment Instruments

1. From the Financial tab of Customer page, select Payment Instruments. Create a new payment method by clicking the button for the payment type or select a saved payment method by clicking the Edit link.

   

2. The Payment Configuration screen appears. In the Recurring Payment Enrollment section, check the box to enable the payment method for the Recurrent Payment Config.

3. Click Save.

   

Send Messages for Recurring Payments to Customer

Navigate: NetSuite → Setup → MerchantE Recurring Payments → Recurring Payment Onboarding

Create a new recurring payment onboarding by clicking New MerchantE Recurring Payment Onboarding button or select the Customer list by clicking Edit. The MerchantE Recurring Payment Onboarding screen appears.

1. Fill in the fields.

   1. Recurring Payment Config – Select the Recurrent Payment Configuration.

   2. Sender – Select the email address send the notification from.

   3. Customer – Select the customer.

   4. Contact – Select the contact email address for the notification.

   5. Customer Email – The email address on file for the customer.

   6. Recipient Email – Enter the email address where notifications will be sent. This does not have to be the same as the customer email address.

2. When finished, click Save.