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Processing Payments with Mosaic
Showing Payment Link Indicators in Grids
Sending a Single Payment Link for Multiple Payments
Including a Payment Surcharge on Card Payments
Inserting a Payment Link into an Email Template
Selecting Specific Deposits for Payment Links
Inserting Merge Fields into the Payment Link Email
Viewing an Indicator of Payment Links Paid Today
Refunding a Payment to a Credit Card
Sending and Processing Payment Links
Customizing the Payment Window
Automatically Updating Event Status When Posting Payments
Showing Automatic Notifications When Payment Links are Paid
Processing a Payment with a Tokenized Credit Card
Including Payments or Deposits Due on Event Prints
Using the Dynamic "Reply To" Email for Payment Links
Reviewing Payment Failures in an Event or Order
Posting Multiple Payments for a Client
Tracking Payment Transactions with Mosaic
Setting Default Payment Link Expirations
Mosaic Guidebook
Setting Up Mosaic Payment Processing
Mosaic payment processing allows you to process credit card or electronic check payments directly through Caterease or send customizable emails to customers for them to pay online. The handy “Authorize Link” option also allows your customers to simply enter valid card information to be held for future use, or even authorize a hold on funds to be collected (by you through Caterease) at a later date.
Signing Up for Mosaic
Result: The Interface Setup Wizard opens.
Result: The Mosaic Sign Up Wizard opens on Step 1, the Legal Entity Information screen.
Note: This information defaults from the Company Information area of your program. If you are a multi-location enterprise, see the blue highlight below.
- If this is the first location to sign up for HPay, enter details of your corporate legal entity on this window.
- If a legal entity has already been created for this corporation, its details will default here. If you want to enter an alternate legal entity, clear the Use Existing Legal Entity check box and enter new details
- If multiple legal entities have been created for your corporation, the details of the most commonly-used legal entity will default here - but a different existing legal entity can be selected by clicking the Select Legal Entity button on the right side of this window.
Result: The wizard moves to Step 2, where you enter information about your specific business location.
Note: Basic and address information here will default from the Company Information area of your program.
Note: Choose an appropriate Industry for your payment services, a Primary Contact at your location and the Description that will identify each charge on your customers' billing statements.
Result: The Mosaic Transaction Services Agreement appears.
Result: A confirmation message appears and a confirmation email is sent to the email box listed in your Basic Business Information window.
Note: You must scroll to the bottom of the agreement text for the checkbox and Accept button to become active.
Result: Clicking Confirm in the confirmation email opens your browser on the Mosaic access page.
Note: Again, the email was sent to the email address included in the Basic Business Information in Steps 4 & 5, above.
Result: The browser takes you to the Mosaic account setup screen.
Result: The setup screen moves to the Business Details page.
Note: The Continue button remains disabled until ALL information is filled out accurately.
Result: You are logged into your Mosaic Merchant Dashboard.
Result: A confirmation message appears.
Note: Clicking this box is required to complete the process. If you do not want credit card processing enabled at this time, you can leave this box unchecked.
Enabling Payment/Authorization Links
Result: The entry fields in this section are enabled.
- Sender
Enter the name of your business as you want to appear in the From area of the email sent to your customer. - Reply Email
Enter an email address to which you want responses to your payment/authorize link emails to be sent.
Note: If left blank, link emails will be "noreply" - and will not allow for replies from your customers. - Copy To Email
Enter an email address if you want a blind copy of all payment/authorize link emails sent to an alternate address.
Note: If left blank, no blind copies of emails will be sent. - Include American Express
Click this checkbox if you want payment/authorize links to accept American Express as a form of payment by default. You will have the ability to disable this on an individual basis as you create links. - Auto Notification of Link Status Changes
Enable this option to have the program automatically check for payment information from links every five minutes while you have Caterease open.
Note: Even with this option disabled, Caterease automatically updates link information whenever a new link is created or when you request by clicking the Administration ribbon tab and choosing Mosaic > Update Payment Link Numbers.
- Enable Payment Links
Ensure this box is checked to enable the payment links feature in your program. - Auto Email Payment Links
Check this box to have the program automatically send the payment link invoice (created in the section below) whenever you create a payment link. With this box unchecked, a link will be created which you would then send through a custom Caterease email template. (See Creating E-mail Templates for more information.) - Allow Tips for Payment Links
With this box checked, your customers will be able to add tips to payments for events or quick orders.
Note: Guestroom payment links do not allow for tips. - Require Payment Link Category
Click this check box if you want to require that the payment Category field is filled in before a user creates or sends a payment link. - Expires
Here you can establish the default amount of days between the creation of the payment link and the date on which it expires.
Note: This is not a date of credit card expiration; it is merely the link itself that expires. - Accept ACH Payments
Check this box to have your payment links accept ACH electronic check payments by default. You will have the ability to disable this on an individual basis as you create links. . - Customize Payment Link Invoice
Click this button and follow the steps in the next section to customize the automatic payment link invoice email.
- Enable Authorize Links
Ensure this box is checked to enable the authorization links feature in your program. - Auto Email Authorize Links
Check this box to have the program automatically send the authorization link email (created in the section below) whenever you create an authorization link. With this box unchecked, a link will be created which you would then send through a custom Caterease email template. (See Creating E-mail Templates for more information.) - Customize Authorize Link Invoice
Click this button and follow the steps in the next section to customize the automatic authorization link email..
Customizing the Payment Authorize Link Email
Result: A "WYSIWYG" ("What You See Is What You Get") window appears for you to edit the email template.
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Title/Company Information
Click the Edit Title button
at the top right of the window to edit the Title/Company Information text area (top left) of the email. This area allows for a maximum of 100 characters of text, and does not allow for line breaks (hard returns).
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Logo
Click the Logo button
along the top of the window and then click the matching button at the top right to choose an image to act as the logo for your email.
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Clicking the Text Button
Click the Text button
at the top of the window to switch this section back from an image to text.
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Edit Notes
Click the Edit Notes button
at the top right to edit the notes section.
Note: You can also make one-time-only edits to individual payment/authorize link emails as you send them
Enabling Payment Surcharges
- Confirm laws in your state or province concerning payment surcharges.
3. Click the words Surcharge Note Enabled.
Result: The Credit Card Surcharge Setup window appears.
4. In the pop-up window, enter a surcharge amount between a minimum of .25% and a maximum of 3%.
5. Click the check box labeled Enable Transaction Surcharge.
6. Click OK to close the pop-up window.
Due to federal regulations, surcharging not available to organizations based in CT, MA, ME, OK, and up to 2% in CO
Storing Credit Cards for Contact People
- Retrieve a contact person in Contact Manager (see Finding a Contact in Contact Manager).
- Click the Stored Credit Cards button
on the right side of the Contact Manager window.
Result: The Credit Cards On File window appears. - Click the Add Credit Card button
at the top left of the window.
Result: The Mosaic credit card window appears.
- Enter the appropriate card information (Card Number, Exp Date, CVV, Postal Code) and click Submit at the bottom of the window.
Result: The card is stored and a confirmation message appears. - Click OK to close the confirmation message and repeat Steps 3-5 as desired to add additional cards.
Processing a Payment with Mosaic
Payments for events, quick orders or even group rooms contracts can be processed directly using Mosaic – whether using a card on file with an existing contact person or using a unique card and even a unique payment individual.
- Pull up a record in either Event Manager, Quick Order Manager or Guestrooms Manager.
- Click the Payments Made button
in the tool bar along the right side of the manager screen.
Result: The Payments window for that record appears. - Click the Add Payment button at the right side of the Payments window.
Result: The Payment Details window appears.
- Enter payment details as desired.
- Click Process Credit Card at the top right of the Payment Details window and click Yes when prompted to save changes. Result: The Process Credit Card Transaction window appears.
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Choose one of the following options:
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If using the existing contact person and an existing card, confirm that information in the window and click OK to process the payment.
-
If using a different contact person with an existing card, click the Select From Contacts button
on the right side of the window and choose the desired contact and then click OK to process the payment. -
If using an existing contact person and new card information, confirm that contact is selected as discussed in the bullet points above, uncheck the Use Available Credit Card check box at the bottom left of the window, click OK and move on to Step 7, below.
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If using a new contact person with new card information, uncheck the Use Existing Contact check box, enter the new person’s details, click OK and move on to Step 7, below.
-
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If choosing the third or forth option above, enter the card information for the payment in the Mosaic window that appears and click Submit.
Note: If entering new card information for an existing contact, you will be prompted to save that card on file for the future.
Adjusting a Tip for an Event or Quick Order
Tips can be included when a payment is added in the program or when your customer uses a payment link. Tips can also be added or adjusted on their own using the steps below.
Adding or Adjusting a Tip
- Pull up a record in either Event Manager or Quick Order Manager.
- Click the Tax Rates button
in the tool bar along the right side of the manager screen.
Result: The Payments window for that record appears. - Click the Add Payment button at the right side of the Payments window.
Result: The Tax Rates window appears.
- Enter or adjust a tip amount into the Tip field at the bottom right of the display. Note: This field shows the total amount of all tips that have been added for all existing payments, as well as any adjustments you have already made.
- Click the Close button at the bottom right of the window. Result: The Tip amount for this event or quick order is adjusted and the Total of the record also adjusts to reflect the updated tip. Note: See section below for details of how to display the Tip field on the Event Manager screen.
- Process a payment for the tip amount as normal following the steps outlined in Processing a Payment with Mosaic.
Displaying the Tip Field in Event Manager
- On your Event Manager or Quick Order Manager screen, right click over the Financial area at the top right of the window and choose Customize.
Result: The Set Financial Display window appears.
- In the window that pops up, click the check box next to the Tip field. Result: The Tip field is now displayed in the Financial area of the manager screen.
- Close the Set Financial Display window.
- With the Tip field in position, click the Save Window Settings button
at the top right of the window to save this updated display as the new default for you or all users on your network.
Creating and Sending Payment Links
- Pull up a record in either Event Manager, Quick Order Manager or Guestrooms Manager.
- Click the Link button
in the tool bar along the right side of the manager screen and choose New Payment Link.
Result: The New Payment Link window appears.
Note: If the Link button is not available in the tool bar, see Customizing the Tools Menu and Tools Bar.
- Confirm recipient information (defaults to main contact for the event/order/booking) in the New Payment Link window or click the Select Contact button
at the top right of the window to choose a different contact.
Note: You can also add a custom contact for this one link by unchecking the Use Existing Contact option and typing new information. This new contact will not be added to the program and will be for this one payment only. - Confirm the amount for the payment by choosing to bill for the balance due, any past due deposits (events or group room contracts only) or some other amount.
Note: The Deposits Due option will not be available if there are no schedule deposits with dates past due (see Scheduling Future Event Deposits). Deposit amount will default to total of all deposits past due; click the Select from Deposit List button to choose a specific deposit.
- Confirm or edit the payment due date and link expiration date. Note: The expiration date of a link can be edited after that link has been sent.
- Confirm the Reply To email address for this link or select a different one. Note: This field defaults to the address you have established in your Mosaic Setup; other options here include the email address of the sales rep for this party or order or the administrator of this Caterease program.
- At the bottom of the window, optionally change the following default choices:
- Allow Tips With this box checked, your customers will be able to add tips to payments for events or quick orders. Note: Guestroom payment links do not allow for tips.
- Send Automatic Email Check this box to have the program automatically send the payment link invoice as soon as you click OK below. With this box unchecked, a link will be created which you would then send through a custom Caterease email template. (See Creating E-mail Templates for more information.)
- Credit Cards Check this box to allow customers to use a credit card to pay this invoice.
- ACH Payments Check this box to allow customers to pay this invoice by ACH electronic check.
- Customize Payment Link Invoice Click this button to edit the contents of the payment link invoice email for this one link. Note: Payment link invoice emails default to the contents you established in setting up the Mosaic interface. For more information, see Setting Up Mosaic Payment Processing.
- Click OK at the bottom of the window to send the payment link email to the recipient email address indicated in Step 3, above. Note: If you have unchecked the Send Automatic Email option (above), the window will close and a link will be created – but no email will be automatically sent by the program.
Creating and Sending Authorization Links
An authorization link allows your customer to submit a credit card to be authorized for payment without being charged. This might mean authorizing for a specific amount to be processed later or simply validating a card to store on file. If authorizing for a specific amount, that amount will remain on hold for 7 days until you process the payment.
- Pull up a record in either Event Manager, Quick Order Manager or Guestrooms Manager.
- Click the Link button in the tool bar along the right side of the manager screen and choose New Authorize Link.
Result: The Authorize Credit Card Link window appears.
Note: If the Link button is not available in the tool bar, see Customizing the Tools Menu and Tools Bar.
- Confirm recipient information (defaults to main contact for the event/order/booking) in the Authorize Credit Card Link window or click the Select Contact button at the top right of the window to choose a different contact.
Note: You can also add a custom contact for this one link by unchecking the Use Existing Contact option and typing new information. This new contact will not be added to the program and will be for this one payment only. - Confirm the amount to be authorized, or enter/choose a different amount.
Note: Authorize links default to “No Money”, meaning the customer will simply be placing a card on file for the event, order or group booking. - Confirm or edit the link due date and link expiration date.
Note: The expiration date of a link can be edited after that link has been sent. - Confirm the Reply To email address for this link or select a different one.
Note: This field defaults to the address you have established in your Mosaic Setup; other options here include the email address of the sales rep for this party or order or the administrator of this Caterease program. - At the bottom of the window, optionally change the following default choices:
- Allow Tips
With this box checked, your customers will be able to add tips to authorized cards for events or quick orders.
Note: Guestroom links do not allow for tips. - Send Automatic Email
Check this box to have the program automatically send the authorize link email as soon as you click OK below. With this box unchecked, a link will be created which you would then send through a custom Caterease email template. (See Creating E-mail Templates for more information.) - Customize Authorize Link Invoice
Click this button to edit the contents of the payment link invoice email for this one link.
Note: Payment link invoice emails default to the contents you established in setting up the Mosaic interface. For more information, see Setting Up Mosaic Payment Processing.
- Allow Tips
- Click OK at the bottom of the window to send the authorize link email to the recipient email address indicated in Step 3, above.
Note: If you have unchecked the Send Automatic Email option (above), the window will close and a link will be created – but no email will be automatically sent by the program.
Processing Links from Customers
When one of your customers submits card information using a payment or authorization link, you will see a notification in the status bar at the bottom of your program. Those payments can then be easily processed in the Payment Link Manager.
Confirm you have unprocessed links by checking for a message displayed in the status bar at the bottom of your screen.
Note: Your system will check payment links automatically every five minutes or you can check manually by clicking the Administration ribbon tab and choosing Mosaic > Update Payment Link Numbers.
- Click the Unprocessed Links message in the status bar at the bottom of your Caterease.
Result: A confirmation message appears. Click Yes at the prompt.
Result: All links are updated and a you are prompted to view the updates.- Click Yes again to view the updated records.
Result: The Payment Link Status Updates window appears.
- Optionally print the list by clicking the Print button at the top left of the window, or double click any record (or choose a record and click Select at the top left of the window) to retrieve that record in the appropriate manager.
Note: Once this results window is closed, you can reopen it here in Payment Link Manager by clicking the Tools button
on the right side of the window and choosing View Last Update Results. (Note that this always shows the results of the most recent update performed.)
Manually Authorizing an Existing or New Card
You can authorize an existing credit card on file or add a new card to be used for future payment – either for a specific amount or to simply “validate” the card details. If authorizing for a specific amount, that amount will remain on hold for up to 7 days until you process the payment. This can be done from within a manager or even from a query results grid.
- In a query results grid or in the grid that appears long the left side of a manager screen, show the Authorized Credit Card column.
Note: To display the Authorized Credit Card column, click the Quick Column Customizing button
at the top left of the grid (see Working with Grids.) If the column has a black icon 
, there is a card on file has been validated but has no payment amount; a yellow icon 
indicates that a card has already been authorized for a certain amount and a green icon 
indicates that an authorized payment has already been processed. - Double-click in the Authorized Credit Card column next to any record.
Result: the Credit Cards on File window opens.
Note: As an alternative, you can click the Authorized Credit Cards button
in the tool bar along the right side of the Event Manager, Quick Order Manager or Guestrooms Manager screen. If the Authorized Credit Cards button is not available in the tool bar, see Customizing the Tools Menu and Tools Bar.
at the top left of the window.
Result: The Authorize Credit Card window opens. 
At the top of the window, enter the amount to be authorized or choose “No Money” to simply validate a card for future payment.
Note: If authorizing a specific amount, that amount will remain on hold for up to 7 days until you process the payment.Choose one of the following options:
If using the existing contact person and an existing card, confirm that information in the window and click OK to authorize the card.
If using a different contact person with an existing card, click the Select From Contacts button
on the right side of the window and choose the desired contact and then click OK to authorize the card.If using an existing contact person and new card information, confirm that contact is selected as discussed in the bullet points above, uncheck the Use Available Credit Card check box at the bottom left of the window, click OK and move on to Step 6, below.
If using a new contact person with new card information, uncheck the Use Existing Contact check box, enter the new person’s details, click OK and move on to Step 6, below.
If choosing the third or forth option above, enter the card information for the payment in the Mosaic window that appears and click Submit.
Posting a Payment with a Validated Card
Payments for events, quick orders or even group rooms contracts can be processed directly using Mosaic – whether using a card on file with an existing contact person or using a unique card and even a unique payment individual. These payments can be made individually or in batch. (See Processing Multiple Payments in Batch.)
- Pull up a record in either Event Manager, Quick Order Manager or Guestrooms Manager.
- Click the Payments Made button in the tool bar along the right side of the manager screen.
Result: The Payments window for that record appears.
- Click the Add Payment button at the right side of the Payments window.
Result: The Payment Details window appears.
- Enter payment details as desired.
- Click Process Credit Card at the top right of the Payment Details window and click Yes when prompted to save changes. Result: The Process Credit Card Transaction window appears.
- At the bottom of the window, select the validated credit card you wish to use for payment.
Note: Validated cards have a black check mark icon to the left of them; cards on file for a customer have a small person icon
next to them. - Click OK to process the payment using the selected card.
Processing Authorized Payments
You can have your customers “pre-authorize” payments for their events, orders or group bookings and then process those payments at a future date individually or in batch. (See Processing Multiple Payments in Batch.)
Note: To process an authorized payment, you must first have sent an Authorize Link Email and processed your unprocessed links.
Processing a Payment for Balance Due on an Authorized Card
- Pull up a record in either Event Manager, Quick Order Manager or Guestrooms Manager.
- Click the Payments Made button in the tool bar at the right side of the window.
Result: The Event Payments window opens.
Click the Process Authorized Payment of Balance Due button along the bottom of the window.
Note: If no button appears along the bottom of the window, no card has been authorized for this event, order or group booking. (Important Note: An “authorized” card is different from a “validated” card, which has not been approved for any payment amount.Click Yes at the confirmation window.
Result: The total balance due of the event, order or group booking is placed on the authorized card.
Note: If you have authorized multiple cards for this record, the most recently authorized card will be used. (Remember, “validated” cards are not considered here. See note above.)Click OK on the information message that appears
Processing an Authorized Amount on a Card
- Pull up a record in either Event Manager, Quick Order Manager or Guestrooms Manager.
- Access the Credit Cards on File window in one of the following ways:
- Click the Authorized Credit Cards button in the tool bar along the right side of the manager screen.
Note: If the Authorized Credit Cards button is not available in the tool bar, see Customizing the Tools Menu and Tools Bar. As an option, you can display the
- Double-click the yellow icon in the Authorized Credit Card column of the manager’s grid.
Note: To display the Authorized Credit Card column, click the Quick Column Customizing button at the top left of the grid (see Working with Grids.) If the icon is black , the card on file has not been authorized for a specific amount; if there is no icon, no card has been authorized for that record.
- Click the Authorized Credit Cards button
Select the authorized card you wish to process, click the Tools button at the top left of the window and choose Process Payment.
Result: The Authorize window appears.
Important Note: The amount indicated in this window will default to the balance due of the event. See Step 4, below, to adjust if desired.[Optional] Click the Switch button to the right of the Amount field to switch the amount to this card’s authorized amount or click in the Amount field and enter an amount at random.
Result: The authorized amount (or any custom amount you enter) is filled into the Amount field.
Click in the Description field and type an optional description for this payment.
Click Yes to post the payment.
Processing Multiple Payments in Batch
After you have authorized or validated credit cards for an event, quick order or group booking, you can process those payments in batch for an entire group of records.
Note: Payments processed in this manner will be for the full balance due, regardless of any authorized amount.
Open the Event Query, Quick Order Query or Group Bookings Query to a see list of the appropriate records.
Note: For events, you can also use the Current Events or Accounts Receivable query.[Optional] Filter the results grid to show the specific group of records you want to see.
Note: For more information, see Filtering Grid Data .Display the Authorized Credit Cards column in the grid to see which records have authorized cards.
Note: This step is not required to process payments, but it is helpful to see which records have authorized cards. If you select any records without authorized cards they will be automatically unselected when you attempt to process in Step 5, below. See Working with Grids for more information on customizing grid columns.
- Select all records for which you wish to process payment.
Note: A green icon
in the Authorized Credit Cards column indicates that the authorized payment has already been processed; black means the card is merely “Validated” (with no payment amount assigned) and yellow means the card has been authorized for a specific payment. This process will only use this last two groups with the black or yellow symbol. - Right click the group and choose Card Authorization > Process Balance Due Payment.
Result: A confirmation message appears.
Note: If you have selected records that do not have active “Validated” or “Authorized” cards – ones where the payment has already been processed (green icon in the Authorized Credit Cards column) or where there is no card on file (empty Authorized Credit Cards column) – you will be notified that those records have been unselected.
- Click Yes to process these cards for the full balances due of the corresponding events.
Note: Batch payments are processed for the entire current balance due regardless of the authorized amount on the card.
Refunding a Payment with Mosaic
Any payment processed through our powerful Mosaic integration – whether done manually or via payment link – can be easily refunded.
- Pull up a record in either Event Manager, Quick Order Manager or Guestrooms Manager.
- Click the Payments Made button in the tool bar along the right side of the manager screen.
Result: The Payments window for that record appears.
- Select the specific payment to be refunded.
Note: Successfully processed payments appear in green font on the Payments window, and are the only payments that can be refunded through Mosaic. - Click the View/Edit Payment Details button
on the right side of the window.
Result: The Payment Details window appears for the selected payment. - Click the Credit Card tab on the left side of the Payment Details window.
- Click Refund Credit Card Charge at the bottom right of the Payment Details window and click Yes to confirm your choice.
Result: The Refund window appears. - Enter an amount for the refund (partial refunds are acceptable) and reason for the refund (“Mistake”, “Overcharge”, etc.) and click OK.
Result: The refund is processed and a confirmation message appears.
Note: Refund “reasons” is a customizable quickpick list under your control (see Customizing Quickpick Lists). - Click OK to close the confirmation window and Cancel to close the Payment Details window
- [Optional] To see a list of all refunds for this event listed at the bottom of this Event Payments window, click the Show Credit Card Refunds button
at the center-right of the window.
Note: The total amount paid, total refunds and net remaining payment amount will be listed at the top left of the Payments Window as soon as any refunds are processed.
Using the Mosaic Transaction Error Log
The Mosaic Transaction Error Log lets you review all errors on payments for any day or date range, and even offers suggestions as to how to rectify the error.
In the Administration ribbon tab at the top of the screen, select Mosaic > Mosaic Transaction Error Log.
Result: A parameters window appears.Enter the date range for which you want to track payment errors, or select a Relative Date Range from the available drop-down list.
Note: You can change the parameters you establish here after running the error log query. See tip, below.Under Query Options, click the corresponding check boxes to include transaction errors from payments on Events, Quick Orders, Group Bookings or any combination of the three.
Click OK.
Result: The Credit Card Transaction Error Log results window appears.
- Select any record listed in the grid and review its specific details along the right side of the screen – including the specific Error Message, a Description and a Suggestion of next steps.
- [Optional] Customize the columns appearing in the grid or sort and filter grid data as described in Working with Grids.
- [Optional] Click the Print Grid button at the top left of the window to print the error list, or click the Select button (also at the top left) to open the record (event, order or group booking) related to the currently selected failed transaction.
in the bottom right corner of the error log window and choose Base Query to adjust the initial parameters (date range, etc.) you established in Steps 2 & 3, above. Viewing and Editing Links in a Manager
Once you have created payment or authorization links, you can manage them in batch using Payment Link Manager or manage them for an individual event, order or group booking from those specific managers.
- Pull up a record in either Event Manager, Quick Order Manager or Guestrooms Manager.
- Click the Link button in the tool bar along the right side of the manager screen and choose View Existing Links.
Result: The Payment Links window appears.
Note: If the View Payment Links button is not available in the tool bar, see Customizing the Tools Menu and Tools Bar.
- [Optional] Select an active payment link in the window and click the Tools button along the right side of the window and choose one of the following options:
- Cancel Payment Link Makes the outstanding payment link immediately invalid.
- Extend Payment Link Provides the option to extend the expiration date of the payment link.
- Resend Payment Link Resends the payment link to its original recipient with its original due date and expiration date.
Managing Links in the Payment Link Manager
Payment links you have created with our powerful Mosaic integration can be managed in the Payment Link Manager. Here you can cancel, extend, resend and process payment links – either individually or in batch.
Access Payment Link Manager by clicking the Select ribbon tab at the top of the screen and choosing More > Payment Link Manager.
Result: The Payment Link Manager Base Query opens. Note: If you opted at an earlier time to not see this base query, you will be taken directly into your Payment Link Manager and can skip to Step 3, below.
Note: The Payment Link Manager button can also be added to your program’s sidebar. See Using the Navigation Pane for more information.
Optionally adjust the date range or excluded link statuses on the Payment Link Manager Base Query screen and then click OK.
Result: The Payment Link Manager opens listing all links for the date range and status criteria you established in your Base Query, above.
Note: You can edit the existing base query inside the Payment Link Manager by clicking the Base Query button at the bottom right of the manager window and choosing Base Query.
- [Optional] Customize the columns appearing in the manager grid or sort and filter grid data as described in Working with Grids.
- [Optional] Select any link record in the grid and then click any of the three tabs along the right side of the manager to review the following information:
- Details Shows general details of the selected link and its associated event.
- Payment Breaks down the specific payment details of the select link – including the link amount, any optional tip, an associated surcharge amount and the total payment.
- Activity Lists all activity for the selected link from the date/time it was created until the date/time it was paid or expired.
- [Optional] Select one or several records in the grid, click the Tools button at the right of the screen and choose one of the following options:
- Cancel Payment Link Makes the selected payment link(s) immediately invalid.
- Extend Payment Link Provides the option to extend the expiration date of the selected payment link(s).
- Resend Payment Link Resends the selected payment link(s) to its/their original recipient with its original due date and expiration date.
- Update All Links Checks for any updates in payment status of ALL links (regardless of whether or not any are currently selected). This tool is also available as a button at the top left of the Payment Links Manager window.
- Update Selected Links Checks for updates in payment status for only the selected link or links.
- View Last Update Results Opens a window listing the most recently updated link records.
- Mark Link(s) As > Sent or Unsent Marks all selected links as either Sent or Unsent. (Useful if links are emailed manually as opposed to using automatic templates.)
Tip: When displaying the Status column in the grid, you will find that payment links are assigned one of the following statuses:
| Initialized | The link has been created but not used by the customer. |
| Paid | Payment has been made by the customer and approved by the bank . |
| Expired | The payment link has expired. |
| Rejected | The card was rejected for any number of potential reasons such as expired card, invalid card info, declined by bank, etc. |
| Canceled | The payment link was canceled by the sender. |
| Failed | The customer attempted payment but the transaction failed due to an error. |
| Pending | The payment has been submitted by the customer but the transaction itself is still pending . |
Tracking Mosaic Payment Transactions
The Mosaic Transaction Query helps simplify you reconciliation of Mosaic payment transactions and more accurately anticipate your daily (or monthly) deposits.
- Click the Queries sidebar on the left-hand side of your screen.
- Click the Mosaic Transaction Query button.
Result: The Mosaic Transaction Base Query window opens.
- Set a Date Range for your query by choosing the option Less Than or Equal To, Greater Than or Equal To, or Within Date Range, or choose a Relative Date Range for the query.
- In the Query Options section, use the checkboxes to choose to include transactions from Events, Quick Orders, Group Bookings or any combination of the three.
Note: You must choose at LEAST one of these options. - [Optional] Click the check box next to Credit Card Payments Only to include only payments processed through Mosaic for credit cards.
- [Optional] Click the down arrow to the right of the Exclude Status field to exclude events with certain statuses from appearing in the query results.
- When finished, click OK.
Result: The Mosaic Transaction Query is generated.
Tracking Payment Links with the Activity Query
The Payment Link Activity Query tracks all links (payment and authorization) sent from your program during any day or date range. The same powerful grid tools are available that you see in other queries – such as sorting, filtering or grouping your data. Using this tool you can determine how many payment links were paid today or answer a variety of other important questions about your payments.
Click the Select ribbon tab at the top of your screen and choose Mosaic > Link Activity.
Result: The Payment Link Activity Base Query window opens.
Note: This query can also be added as a shortcut to your program’s side bar.
- Set a Date Range for your query by choosing the option Less Than or Equal To, Greater Than or Equal To, or Within Date Range, or choose a Relative Date Range for the query.
- Use the check boxes in the middle of the Payment Link Activity Base Query window to choose to include “Payment” links specifically, “Validate” links or “Authorize” links (links for a valid card that are also holding specific funds).
- Click the down arrow to the right of the Exclude Link Status field to have your query results exclude links that currently have a particular status (“Created”, “Initialized”, “Paid”, etc.).
- Click the down arrow to the right of the Include ONLY Link Activity field to have your query results INCLUDE only links that have had certain activity (“Link Expired”, “Link Payment (Completed)”, etc.).
- Click OK.
Result: The Payments Made Query is generated.
Tip: The filters you establish in Steps 5 & 6 above affect the number that appears in parentheses to the right of your the Links Activity shortcut – either in your Select ribbon tab (as described in Step 1, above) or in your program’s side bar (see image below). For example, if you click the Include ONLY Link Activity option described in Step 6 above and choose “Link Payment (Completed)”, the number to the right of your Link Activity shortcut will count only those links for which payment is now complete. (Note that choosing to exclude all statuses except “Paid” in Step 5 above will not achieve the same result, because this query lists all ACTIVITY for links so the same link – that might currently have the statues of “Paid” – might be listed multiple times to show all of its activity.)
Generating the Mosaic Processing Activity Report
This report offers up to four different sections related to sales and payment activity for a date or date range: a breakdown of all sales revenue by revenue type; a breakdown of all taxes by revenue type; a breakdown of payments by payment method; and a list of all individual payment transactions.
- Click the Reports ribbon tab at the top of the screen.
- Click the Mosaic button and choose Processing Activity.
Result: The Mosaic Processing Activity parameters window opens.
- Set a Date Range for your report by choosing the option Less Than or Equal To, Greater Than or Equal To, Within Date Range, or choose a Relative Date Range for the report.
- [Optional] Change the title of the report by highlighting the words “Mosaic Processing Activity” and typing directly into the field.
- In the Payment Type section, click the check box next to any records (Events, Quick Orders or Group Bookings) for which you want details to appear on this report.
Note: You must choose at LEAST one of these options. If you choose more than one, the Separate Payment Type option is enabled at the bottom of the parameter window allowing you to have payments for each “type” (Events, Quick Orders, Group Bookings) sorted together in the report. - In the Report Layout section, choose a “General” layout (including general payment details such as payment Category, event Business Type and User who processed the payment) or a “Credit Card Information” layout (including such things as Credit Card Status, Card Holder, Card Type, last four of Card Number and Approval Code.)
- Click the down arrow under Group By and choose to group the report by a specific detail.
- When finished, click OK.
Result: The Mosaic Processing Activity Report is generated, incorporating the parameters you established.
Generating the Mosaic Sales Summary Report
This report offers up to four different sections related to sales and payment activity for a date or date range: a breakdown of all sales revenue by revenue type; a breakdown of all taxes by revenue type; a breakdown of payments by payment method; and a list of all individual payment transactions.
Tip: As an option, click the checkbox labeled Close After Printing at the bottom left of the tool to have this window close automatically as soon as your report has been printed.
- Click the Reports ribbon tab at the top of the screen.
- Click the Mosaic button and choose Sales Summary.
Result: The Mosaic Sales Summary parameters window opens.
- Set a Date Range for your report by choosing the option Less Than or Equal To, Greater Than or Equal To, Within Date Range, or choose a Relative Date Range for the report.
- [Optional] Change the title of the report by highlighting the words “Mosaic Sales Summary” and typing directly into the field.
- In the Include In Report section, click the check box next to any records (Events, Quick Orders or Group Bookings) for which you want details to appear on this report.
Note: You must choose at LEAST one of these options. If you choose more than one, the Separate Payment Type option is enabled at the bottom of the parameter window allowing you to have payments for each “type” (Events, Quick Orders, Group Bookings) sorted together in the Payment Transactions list at the bottom of the report. - [Optional] Click the down arrow to the right of the Exclude Status or Exclude Quick Order Status field and select any event or quick order statuses you would like excluded from your query.
Note: Placing a check in a box causes the tool to exclude records with that status from your results. - In the Options section at the bottom of the parameters window, choose whether or not to include any of the following sections on the report:
- Show Sales by Revenue Type
Includes a section breaking down all sales revenue for the date range by revenue type (“Food”, “Beverage”, etc.). - Show Tax Breakdown by Revenue Type
Includes a breakdown showing tax revenue for the date range by revenue type (“Food”, “Beverage”, etc.). - Show Payments by Payment Method
Includes a section breaking down all payments by method of payment (“Credit Card”, “Check”, etc.). - Show Payment Transactions
Includes a section at the bottom of the report listing all payment transaction details for the date range.
Note: This section can either show “General” details or “Credit Card Information” (see Step 9, below), and can optionally sort records for each payment type (Events, Quick Orders, Group Bookings) separately (see Step 5, above).
- Show Sales by Revenue Type
- If showing the list of payment transactions (see bullet above), click the down arrow under Group By and choose to group that list by a specific detail.
- If showing the list of payment transactions, use the Report Layout section to choose a “General” layout (including general payment details such as payment Category, event Business Type and User who processed the payment) or a “Credit Card Information” layout (including such things as Credit Card Status, Card Holder, Card Type, last four of Card Number and Approval Code.)
- When finished, click OK.
Result: The Mosaic Sales Summary Report is generated, incorporating the parameters you established.
Using the Mosaic Portal
The Mosaic Portal, through Chase Bank™, gives you keen insight into the specific statuses of all processed payments.
Tracking Payment Information in the Mosaic Portal
Click the Administration ribbon tab at the top of your screen and choose Mosaic > Mosaic Customer Portal.
Result: Your browser opens on the login screen for the Mosaic Customer Portal.
Enter the email address associated to your Mosaic Setup (see Setting Up Mosaic Payment Processing) and appropriate password and click Log In.
Result: Your company’s customer portal opens.
Note: If you have not yet established a password for this account you will be prompted to do so.
[Optional] At the right side of the portal window, click the down arrow next to Time Period to alternately view details from Today, Yesterday, Last 7 Days or Month to Date.
[Optional] To review details of a specific payment, click that payment in the Activity grid.
Note: It is not recommended that you issue a refund from the Mosaic portal, as that refund will not be recorded in your Caterease program.
[Optional] To review specific types of transactions (Fees, Disputes, Deposits, etc.) click the View option associated to that section.
Adding Users to Your Mosaic Portal
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Log into your Mosaic Portal as an Owner/Administrator using the steps listed above.
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Click the Settings button on the left side of the screen.
Scroll down to the Members section and click Add additional members to your account.
At the top of the screen, enter the email address of the new user you want to add and click Invite.
Result: The new users is added to the user list with a status of “Pending” and an invitation is sent to the email address you provided.Instruct the new user to click Join in the email invitation and fill out the information (First/Last Name, Password) on the Sign Up form.
Result: Once the new user fills out the Sign Up form, he or she will be logged into the Mosaic Portal.
Removing a User from the Mosaic Portal
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Log into your Mosaic Portal as an Owner/Administrator using the steps listed above.
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Click the Settings button on the left side of the screen.
- Scroll down to the Members section and click Add additional members to your account.
- Click the Delete button
to the right of any user name.
Result: The corresponding user is removed.
Note: Users other than the Administrator can only remove themselves from the list.
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Our powerful Mosaic payment processing tool allows you to easily store credit cards on file for your clients, process payments within Caterease and also send payment links allowing customers to make payments online.