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ECOMMERCE RETAIL ONSITE RESTAURANT

    Managing Lightspeed Payments

    This article explains how to configure Lightspeed Payments as a payment provider for your eCom store, as well as manage orders processed through Lightspeed Payments.

    NOTE: This article is regarding Lightspeed Payments available in Canada and the United States. For Lightspeed Payments in Europe, click here.

    This article includes:

    Applying to Lightspeed Payments for eCom

    You can sign up for Lightspeed Payments for eCom when:

    1. You have a Retail account connected to an eCom store
    2. You reside in Canada or the United States.

    You can apply to Lightspeed Payments for eCom:

    IMPORTANT: Your eCom store must be approved by our team before we can enable Lightspeed Payments for eCom. The next section explains how to be approved.

    Getting approval

    After you sign up, our team will review these areas to approve Lightspeed Payments for your eCom store. To get approved to sell online using Lightspeed Payments, make sure these requirements are met. If you have any questions, don't hesitate to Contact us. 

    1. Add legal agreements to content pages, including:
      • Privacy Policy
      • Shipping, refund and return policy
      • Terms and conditions
      • Payment methods
      • Contact information
    2. Update your product & shipping settings, including:

    Once you're approved for Lightspeed Payments, set up Lightspeed Payments as explained below.

    Setting up Lightspeed Payments

    1. Ensure your Lightspeed Payments integration is setup with your Lightspeed Retail account. For more information on how to connect your Retail account to Lightspeed Payments, click here.
    2. From your Retail account's main menu at the top, click Retail POS > eCom.

      Shows an arrow hovering over the Retail > eCom button.

    3. Under PAYMENT SETTINGS, click Payment Providers.

      Click_Payment_Providers.png

    4. Click Lightspeed Payments.

      Click_Lightspeed_Payments2.png

    5. Set the Activate this payment provider toggle to the on position.

      Turn_on_Switch.png

    6. Save your changes.

      Click_save.png

    Capturing payments manually

    When a customer places an order on your online store and pays for the order using their credit card, Lightspeed eCom will first request a payment pre-authorization through Lightspeed Payments for the order amount.

    By default, once the pre-authorization is successful Lightspeed Payments captures the payment automatically. This saves you the time of manually capturing each order. Also, it ensures you don't lose money. Forget to manually capture an order and you will not receive the customer's payment.

    Turn off automatic capture when:

    • You want to charge your customers only when the product is shipped. This is useful when your customers like to change their order after they purchase it. They may want to change their order by cancelling it. This won't cost you anything if the capture hasn't yet occurred.
    • You want to potentially decrease your chargeback risk. By increasing time between the capture and authorization, manual capture can allow enough time for potential fraud to be found by carefully reviewing the transaction.

    IMPORTANT

    • Capture payments within 7 days to receive the payment.
    • Wait a minimum of 60 seconds after pre-authorization to capture a payment.
    • Lightspeed eCom will not allow you to ship the order, or mark the order as Shipped, until payment has been captured. For this purpose, the Mark as Shipped button is disabled.

    Disabling automatic capture

    1. From your Retail account, click eCom to log in to your eCom back office.
    2. Click Settings.
    3. Under PAYMENT SETTINGS, click Payment Providers.
    4. Click Lightspeed Payments.
    5. In PROVIDER SETTINGS disable the switch labeled Enable automatic capture.
      Shows an arrow hovering over the Automatic capture switch in the Lightspeed Payments settings.
    6. Click Save.

    Capturing a payment

    1. In the left menu of the Back Office, Click Orders.

      click_orders_3.png

    2. Open an order with marked with the status Awaiting Capture by clicking on the order number in the list!

      Click_order_number_3.png

    3. Wait 60 seconds until after pre-authorization is successful.
    4. Click the Capture Payment button.

      click_capture_payment_3.png

    5. Once the payment is successfully captured, the Mark as Shipped button is enabled and you can change the shipment status of the order as needed.

      Marked_as_shipped_now_enabled_3.png

    Refunding orders

    This section includes:

    Without a captured payment

    You may need to refund an order before you've captured payments. This can occur when customers have made a mistake on the order.

    1. In the left menu of the Back Office, Click Orders.

      click_orders_3.png

    2. Open the order you want to refund by clicking on the order number in the list.

      Click_order_number_3.png

    3. On the Orders page, if the status of the order is marked as AWAITING CAPTURE, click Cancel Order. Cancelling the order will automatically release the payment pre-authorization.

      Click_Cancel_Order3.png

    4. In the pop up, click Cancel order.

      Click_Cancel_order_again_3.png

    Refunding some or all lines of an order

    You can specify which products your customer would like to return by adding a number in the credit invoice for each line. For example, this can happen when your customer accidentally purchases more products then they meant to order.

    1. In the left menu of the Back Office, Click Orders.

      click_orders_3.png

    2. Open the order you want to refund by clicking on the order number in the list.

      Click_order_number_3.png

    3. Confirm the order payment has been captured by looking at the order status. If the status is marked as Awaiting Capture, make sure to capture the payment by clicking Capture Payment.

      click_capture_payment_3.png

    4. Create a credit invoice by clicking Add a credit invoice.

      Click_add_credit_invoice_3.png

    5. Under Quantity enter the number of products being refunded and choose to disable Update stock or Notify customer by turning off the switches.

      Update_quantity___toggle_switches_3.png

    6. To refund the customer money through Lightspeed Payments, make sure to turn on the switch beside Refund.

      Toggle_on_refund_3.png

    7. Click Add.

      Click_Add_3.png

    8. If you have refunded all the products on the order, select Cancel order.

      Click_Cancel_Order3.png

    Providing a partial refund

    Partial refunds occur when you need to refund a portion of a line in an order. For example:

    • A customer's order order contains these three lines T-shirt – 20 USD, Shorts – 50 USD and Shipping – 15 USD. You need to refund 7.50 USD of shipping.
    • A customer purchased a product online valued at 100 USD. Since they qualified for a discount that was not available online, you need to provide a 20 USD refund.

    To provide a partial refund:

    1. Refund the full amount of the order. Read Providing a refund for complete orders for more information.
    2. From the Home screen, click Orders.
    3. Open the newly refunded order again and in the top-right hand side of the screen, click More > Duplicate > OK.
      Shows an arrow pointing to the duplicate button in the More dropdown menu found in the top right-hand side of the screen.
    4. Edit the quote so that the price is what you want to charge your customers.
    5. Click Convert to order, located at the top left-hand side of the screen.
    6. In the popup, choose to notify your customer by enabling the switch and confirm it by clicking Convert to order.
    7. Confirm the invoice was created by making note of the invoice number located in the Payment section of the order.

      If you do not have an invoice number, you need to create one:
      1. Click Create invoice.
      2. Enable the Send new invoice notification switch.
      3. Click Add.

      In order to have invoices automatically created, from the Home screen in your eCom back office, click Settings > Administration. In the INVOICES section, set the Create dropdown menu to Direct.

    8. When you have an invoice number, your customer has been contacted with a link to pay. You've successfully provided your customer with a partial refund.

    Viewing reports

    The reports for orders processed in Lightspeed eCom using Lightspeed Payments can be found in your Lightspeed Retail account. For more information about the: 

    • Integrated Payments report, click here.
    • Batch Settlements report, click here.