Payment configuration

 

Depending on your service agreement, payments may or may not be activated on your account. If you see a cart icon and link text at the top right of your screen when you are logged in, that means payments are active.

You may step through each of the tabs in Settings > Payments to set-up to take payments on your account. Following is a guide and further information about some of the settings.

General settings

Under Settings > Payments > General

Billing information

Your organisation's details that will be displayed on invoices provided to your users.

Payment methods

You may use any or all of the listed payment methods. At least one is required in order to take payments.

Credit card: Using this method, you must have your own supported payment gateway account. If you don't have a gateway or your current gateway isn't listed we suggest using Stripe because it's available in almost all countries and is easy to set up within a few minutes. Bear in mind that depending on the gateway you choose, it can take some days or weeks for the provider to establish your account.

Invoice: The system will issue an invoice to the user for them to pay according to your preferred method. There is an option for you to provide payments instructions on the invoice.

PayPal: Using this method, you must have at least a PayPal Express Checkout account. The settings API Username, API Password and API Signature are all required and can be obtained by logging in to your PayPal account and going to Profile and settings > My selling tools > API Access (click Update) > View API Signature.

Payment processing fees

Your payment gateway charges you fees, typically a percentage of the transaction amount that often varies for different credit cards. You have the option of recouping payment processing fees (%) depending on the user's payment method. American Express for example usually has higher fees than other credit cards.

Payment gateways

If you have set credit card as a payment method on the first tab, you'll need to configure a payment provider on the Payment Gateways tab.

Select your payment provider from the list. If you don't have a gateway or your current gateway isn't listed we suggest using Stripe because it's available in almost all countries and is easy to set up within a few minutes.

Depending on the provider selected, different gateway credentials are required. You can usually find your gateway credentials by logging in to your payment gateway account and looking for "API" or "Integration". If you have trouble finding your gateway credentials, contact support@awardforce.com for help.

Setting test mode to on allows you to make test transactions without real payments being made. Depending on your gateway, you may have to use different gateway credentials for testing and may also need to use specific dummy credit card details. Test mode must be off before you go live accepting payments.

The cards you check under accepted cards are dependant on your payment gateway.

Note: Some payment gateways, such as Sage Pay, do not provide a Referrer ID so this line may be left blank.
Important: Ensure you only select cards your gateway account supports. Otherwise, users who attempt to pay with an unsupported card will receive payment errors.
Currencies

At least one currency must be selected for your account. If you want to support payment in multiple currencies, you can check those that you will support. Set which is the default with the radio button to the right of your supported currencies. The default currency is what the user's cart will be priced in before they make their own currency choice.

Important: Only select currencies that your payment provider and payment gateway account are able to accept. Otherwise, users who attempt to pay in an unsupported currency will receive payment errors.

 

Taxes

By default, your account has one GST / VAT tax rate configured, "Rest of world" at 0%. You can set tax rates that you need to collect by clicking "New tax rate" and selecting the country and region you will collect a tax for. You can do this for as many countries/regions as necessary.

When a user goes to check out, they select their billing country on the cart and any applicable configured tax for that country is added to the cart. If they select a billing country that does not explicitly have a tax rate configured, they are charged the "Rest of world" tax rate.

Please note that it is up to the account owner to ensure you are collecting the appropriate tax for your organisation and circumstance.

Prices

Set prices to be charged by clicking "New price" and giving it a title, that will appear in the cart and on invoices.

There are two price types to choose from.

Entrant price: This price is added to the cart once per registered user per season. The user can submit as many entries as permitted in the season and are not charged the entrant fee again, even across multiple cart submissions.

Entry price: This price is added to the cart for every entry submitted.

If there is more than one price option (e.g. Member price and Non-member price) a price should be created for each, and the user is presented with prices to select from on the cart. In this case, the price set as the default fee will be pre-selected on the cart.

The price must be set as available for selection on cart for a user to be able to be able to choose a price. Prices may be configured but not selectable if they are e.g. only available with a discount code.

You may require a member number to unlock a price, in which case a field is displayed for input if the price is selected. The input is not automatically checked for validity, but is recorded and users can be spot-checked by organisers as a current and valid member.

Enter the amount excluding taxes for this price. An amount must be entered for every currency that you will accept. So i.e. it is up to you to decide your exchange rate.

Entry prices may have price variants depending on the entry's category or chapter, or combination of the two. You can configure as many price variants as necessary. In the case of overlapping/conflicting price variant rules, the price that will be charged is the first in the list from top to bottom, so price variants can be ordered using the drag control on the left.

Pricing rules

Volume entry pricing

Activate volume entry pricing displays options for configuring multiple pricing tiers based on entry volume.

By default, there are two tiers that cannot be deleted: First x entries and Remaining entries. Additional tiers can be added in between, clicking "New tier". You can add as many tiers as you need, setting how many entries apply to that tier.

Every tier can have a discount type set from the following options:

  • Full price (not discounted)
  • Discount amount (a set amount)
  • Discount percentage (a variable amount, depending on the evaluated entry price)
  • Alternate entry price (selected from any other configured entry price)

Volume entry pricing applies for the user for the duration of a season, even across multiple cart submissions/payments.

Related entries rule

Activate related entries pricing displays options to adjust pricing based on multiple submitted entries having a field value in common.

Discount codes

Press "New discount code" to create a discount code from the following options:

  • Discount amount (a set amount which will be deducted from the default price)
  • Discount percentage (a variable amount, depending on the evaluated entry price)
  • Alternate entry price (selected from any other configured entry price)

Other settings include:

  • Unlimited per user
  • Once per user
  • Apply discount to every item
  • Apply discount to whole cart

Codes can only use letters and numbers, no spaces or special characters. Codes are not case sensitive.

When a user enters the discount code on the cart, they unlock the configured discount option. Discount codes are recorded on the order transaction for reference/reconciliation.

Late payments

You may want to add a new price for late submissions to encourage entrants to submit their entry by a particular date. To do this you would create a new price at Settings > Payments > Prices and set it to the Default fee when you're ready for this price to go live.