Pin Payments (Pre-Auth)

This article assumes you have Pin Payment already set up. Refer to the Pin Payments help doc for general guidance on setting up Pin Payments if required.

Pre-Auth is typically used for Bonds and allows you to authorise a charge (for up to 5 days), and later capture the charge if applicable.

Pin Payment Fees

Pin Payments do not charge fees on pre-auths, which are valid for up to 5 days. Fees are only applicable when the card charge is actually captured (meaning the transaction is processed and the money taken from the customer's card). Fees are also charged on Refunds. If you need to charge a Bond immediately for hires over 5 days then you still need to go through the Pre-Auth process, and you can come back into the Pin Payments screen and Capture the pre-auth immediately. You will however need to refund the customer's bond if the hire items are all returned in good order, which will incur fees.

Storing a customer's credit card

  1. From the main menu strip at the top, go to Sales > Sales, or click the Sales button on the main screen.
  2. Lookup an existing customer, or add a new customer.
    Note: The address and email fields are required for Pin Payments, so ensure you have these populated for the customer. If no Country is entered for the customer then the country you have entered in Setup > Business Details will be used.
  3. Click the Credit Card button.
  4. Enter the customer's credit card details in the fields provided.
  5. Click the Save button.

Processing a Pre-Auth

  1. From the Sales screen, create a new sales record (Quote, Booking, Invoice etc).
  2. Click the + Add Bond link just below the TOTAL at the bottom right of the Invoice screen, and calculate or enter a bond amount.
  3. Click the dropdown arrow to the right of the Payment button located towards the bottom of the screen.
  4. Click the Card Payment (Pin Payments) option. You will be redirected to the Pin Payments screen.
  5. All the customer details will be auto-populated, however you can make any adjustments if required.
    The credit card you stored in the Storing a customer's credit card step will be automatically displayed. You will only see the last 4 digits of the card number. Card details are stored securely in Pin Payments using a token based system, and cannot be viewed from HirePOS or the Pin Payments portal after they have been stored.
  6. Click the Bond (Pre-Auth) option. The Amount will auto-populate with the Bond amount.
  7. Click the red Pay Now button.
    If the card that was originally recorded was invalid and declined, you will see an error returned back from Pin Payments at this point. Click Enter New Card Details to update the card details if applicable. The new card details will replace the old stored card details.
  8. If successful, you are returned to the Sales screen to get an overview of the customer. If you click on the Payments tab, you will see the payment is displayed as Pre-Auth.

Voiding a Pre-Auth

  1. Edit the original sales record.
  2. Click the Card Payment (Pin Payments) option. You will be redirected to the Pin Payments screen.
  3. Scroll to the bottom, and select the Void/Capture Pre-Auth option.
  4. Enter the Pre-Auth amount to void in the Amount field.
    Note: As a precaution, the Amount field is not automatically populated. The amount you void or capture must equal the original pre-auth amount exactly.
  5. Click Void on the relevant pre-auth record that you wish to void.
  6. If successful, you are returned to the Sales screen to get an overview of the customer. If you click on the Payments tab, you will see the payment is displayed as Voided.

Capturing a Pre-Auth

  1. Edit the original sales record.
  2. Click the Card Payment (Pin Payments) option. You will be redirected to the Pin Payments screen.
  3. Scroll to the bottom, and select the Void/Capture Pre-Auth option.
  4. Enter the Pre-Auth amount to capture in the Amount field.
    Note: As a precaution, the Amount field is not automatically populated. The amount you capture must equal the original pre-auth amount exactly.
  5. Click Capture on the relevant pre-auth record that you wish to capture and charge the credit card for.
  6. If successful, you are returned to the Sales screen to get an overview of the customer. The payment is now shown as Captured rather than Pre-Auth, and the sales record is adjusted by the amount paid.


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