How does order tracking work with Actinic Payments?

With Actinic Payments, validation, cancellation or refund of transactions are integrated into the order tracking system of the Actinic site. There’s no need to juggle between the Actinic and WebMis - CreditCall* admins. The entire order tracking process can be managed within the Actinic order tracking system. In your Actinic admin console click on the [Commerce \ Order Tracking] menu.

Actinic Payments offers two different payment modes:
  1. Charge transactions immediately – the default mode used by most merchants
  2. Pre-authorise transactions – requires manual validation of the payment after the order is placed and is generally used by merchants who cannot rapidly expedite their orders.
Order processing is different in each mode.

 
 Charge transactions immediately

In this mode, a transaction is automatically validated. This means that payment is automatically received and transferred to the merchant’s account during the online transaction. In this mode, a validated transaction can be cancelled, with or without a refund.

Here’s an example of a transaction seen in the WebMis - CreditCall back office. As you can see, the transaction type and state are set to: Authorisation – Committed

Click on the image to enlarge

The same transaction in the Actinic back office:


If you want to cancel this order in the Actinic order tracking system, you have two options:“Void and refund” or “Void – no refund”
Click on the icon to the right of the order, then on the button

Click on the image to enlarge

If you choose “Void and refund” (the default option), the system will automatically send a refund request to WebMis - CreditCall. In both cases a cancellation request (Void) will be sent. In the case of a cancellation without refund, it’s your responsibility to arrange for your customer’s refund by a credit note from your store or another. You can leave a note for each operation in the order tracking system. These comments will be visible in the order log*.

The voided order in the Actinic back office:


You can see in WebMis – CreditCall that the customer has been refunded:
Click on the image to enlarge



 
 Pre-authorise transactions + Manual Validation

In this mode, the transaction is only authorised. That means that payment is NOT automatically received and transferred to the merchant’s account during the online transaction. You must validate the order to trigger the payment transfer. This validation is manual and is usually done when sending the order.

Once the order has been placed, it can be seen in the order tracking system with a “Payment in Process”


Here, an authorised transaction can be either cancelled or validated.
Here’s an example of an authorised transaction as seen in the WebMis - CreditCall back office. As you can see, the transaction type and state are set to: Authorisation - Uncommitted

Click on the image to enlarge

When validating the order in the Actinic order tracking system, there is nothing to configure. The stock level have already been diminished. You can leave an optional comment if desired.
Click on the icon to the right of the order, then on the button

Click on the image to enlarge

During this operation, Actinic sends a validation request to WebMis - CreditCall.
You can then view the order’s state of progress in the order log:
Click on the icon to the right of the order, then on the "Order Log" tab

Click on the image to enlarge

Checking with WebMis – CreditCall, we can see that the order has in fact been validated:
Click on the image to enlarge

In the transaction details, confirmation can be seen in the events:


The payment is now confirmed in the Actinic order tracking system:


 
 Pre-authorise transactions + Manual cancellation

In this mode, because the transaction has not yet been validated, it can be cancelled without a refund, since at the Uncommitted state, no payment has been made.

Here’s an example of an “Uncommitted” transaction in the WebMis - CreditCall back office:
Click on the image to enlarge

When cancelling the order in the Actinic order tracking system, you’ll see the following display:
Click on the image to enlarge


Contrary to the validation process in this mode, here you will need to manually restore your quantity in stock. This is the default option.

Once an order has been cancelled, here’s what you’ll see in the Order Log. You can see the status transition before and after (from Payment in Process to Cancelled) and the arrow pointing up shows that stock quantity was restored during the operation.
Click on the image to enlarge

You can see here that the order has been voided in WebMis - CreditCall:
Click on the image to enlarge


Conclusion

It’s not only possible, but recommended to manage your transactions directly through the Actinic order tracking system. To avoid desynchronising Actinic order tracking and stock levels, the WebMis - CreditCall back office should no longer be used except for verification purposes.
If, for example, you validate a transaction directly in the WebMis - CreditCall back office, Actinic is not informed and you desynchronise the two systems for that order!

 
 Example of an Order Log with Actinic Payments

Here’s the Order Log of a transaction made with Actinic Payments:
In your Actinic admin console, go to the [Commerce \ Order Tracking] menu. Click on the icon to the right of the order, then on the "Order Log" tab.

Click on the image to enlarge


You’ll notice in the example:
  1. The initial transaction was made in “Pre-authorisation” mode since the first status (first line, “Before” column) is “Payment in Process”. The order was manually validated at 16:36. Stock levels haven’t moved at this stage, since stock inventory was automatically diminished with the order. Validation has no effect on stock.
  2. At 17:04, the merchant cancelled the order. Since the order had already been validated and the payment received, the merchant chose cancellation with refund. In this case the log contains two distinct lines for each operation:
    • The second line is the refund and you’ll notice there’s no movement of stock (-) with this operation.
    • The third line shows the cancellation, the change in status of the order and the rectification of stock (upward pointing arrow).



* Footnotes
WebMis by CreditCall is the Actinic Payments technical partner.
 

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