Payroc

Payroc and Paypal are tools that lets you process and collect client payments electronically. Studio Designer allows you to link these accounts for your clients to use in the Client Portal.

If you don't have a Payroc account already, reach out using the contact information below.

Skip to
Setting up your Payroc Account
Payroc: How a payment process works in Studio via Client Portal
Connecting your Accounts to your Studio Designer Account
Clients Using Payroc
Receiving Client Payments from Payroc
Passing Fee’s onto Clients
Payment Notification
Error Messages


Setting up your Payroc Account

Contact: Bobby Barnhart

Contact Payroc directly through this form to inquire about setting up your account and pricing:  https://partners.payroc.com/studio-webware

Payroc: How a payment process works in Studio via Client Portal

The customer (our users customer) makes a Payroc payment via credit or debit card (visa, master, AMEX and Discover).Studio Bus. Owner (aka our users) when setting up Payroc they decide on which bank account to ‘link’ to receive money. It takes approx. 24-48 hours for Bus. Owner to receive funds.


Connecting your Accounts to your Studio Designer Account

To start using Payroc you need to enter your account information. To do this go to Settings > My Company and scroll down to Accounts. Here you are able to enter Payroc and PayPal information. When you have entered your API key or email address associated with your account, you can save and close.

 

 

Clients Using Payroc

Now to enable your clients to be able to use Payroc you need to edit their address. If you select an address to edit and go to the “Codes” tab you will see a box you are able to select for Payroc. Put a checkmark in the box and select save. By doing this there will a link added below the totals on proposals and invoice that says “Make Credit Card Payment” which will bring your clients to Payroc where they can enter their payment information.

 

 

Receiving Client Payments from Payroc

You can choose to have transaction fees deducted as they are received or in a lump sum at the end of each month. You should ALWAYS have them collected at the end of each month to make accounting much easier. Please contact Payroc and have this changed if you currently have the fees deducted per transaction.

To enter the client's payment from Payroc into Studio Designer you would do this the same way you would as if they paid you with a check.

  1. Select Method: Receive Client Payment.
  2. Received From: The client you are receiving payment from.
  3. Amount: Amount client is paying you
  4. Date and Check # field: We suggest you enter the date followed by PS for Payroc (Ex. 190729PS).
  5. Payment Type: Select the appropriate card the client paid with.
  6. Cash Account: Same as the original transaction
  7. Post Payment.

 

 

Passing Fees onto Clients

You are able to pass on transaction and credit card fees to clients. To do this we recommend setting an Other Cost for an item. You will have to create the new “Other Cost” and name it “CC Fee” or “Transaction Fee”. Then add the other cost onto an item you are charging the client for. You can create an Other Cost by going to Settings > Other Costs > Add Other Cost.

 

Note: For a more in-depth tutorial on passing credit card fees to the client click here

 

Payment Notification

When a client makes a payment through Payroc an email notification is sent to the email that is entered into the Payroc user account.

Payroc will also send a payment confirmation to the contact listed in your payment gateway setup.

This process simply collects the funds from your client.  It does NOT enter the payment into Studio Designer.  You will need to enter them as you would any other receipt by selecting Accounting | Money In and recording the receipt.


Error Messages

Sometimes a user is unable to make a payment and there are multiple possible Error Messages.

Some common reasons would be:

Pick up card - NF = Non-Fraud

Pick up card - S = Stolen

Pick up card - L = Lost

Pick up card - F = Fraud

Some other possible Error Messages and what they mean:

Error – “call voice center”

Call Voice Center – in general this means the customer should call the number on the card to see why it is denied.  Some credit cards are restricted from certain Merchant Category Codes (such as timeshares) as they are high risk.  Or the activity might be out of their normal spending pattern.

Error – “Error processing transaction – please contact customer service”

This means they’ve gone above their monthly volume amount.  

Error – “issuer declined Mcc”

MCC = Merchant category classifications, some issuers will not allow charges to certain types of businesses such as timeshares. 

Error – “issuer declined”

No way of knowing why the issuer declined – may be due to merchant category code, spending patterns, etc.  The only way to confirm is to have the customer call the credit card company or bank for details.

Error – “Merchant error”

Info in the merchant setup is incorrect such as merchant number, store number, etc.  May have to contact the payment platform to verify the correct information.

Error #57 (First Data)

When the user gets this it means that the merchant account is not set up properly to accept Discover or Amex.  The merchant must contact their bank rep and have them fix this.  (this error comes from First Data).

Error:  “!ERROR!-GW00488-Error with Transaction Origin”

ACI error – Bank is down.

Error:  “Amount exceeds the maximum ticket allowed”

Has to do with the settings on the affiliate side.

Error:  “Authentication Failed”

AuthenticationFailed means problem with user id/password or it could be a problem with IP addresses being restricted. 

Error:  “Card number must be 13-16 numbers”

Even though the card might have the correct number of digits, if it is known to be invalid this error message appears (for instance if the card starts with a 2).

Error:  “Customer name is required”

Need to provide first and last name (variables first name, last name)

Error: “Invalid Card #”

Check how the card number was entered into the field.

Note: Your PayPal account must be a business account and not a personal account, standard is fine.  In addition to entering your account here, you will need to check the PayPal box on the Codes page of the client's address record