Completing a RepairLink Order with Payments Powered by OEC

KB Article #7968

When a shop has a payment method on file, you can collect payment directly from the order within RepairLink. If a shop has authorized your dealership to charge their stored payment method, you will see a request message with the buyer's information.

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Viewing Buyer Authorization Statuses

The Buyer Authorization status is displayed in the Transactions list. To view a description of the status, hover over the credit card icon.

Additional Buyer Authorization Statuses

Payment Method on File

When you open a transaction, you may see a status message if your dealership is not enrolled to collect payments.

This shop uses Payments Powered by OEC with other dealerships but not yours. To learn more about how to collect payments in RepairLink, visit the Payments Powered by OEC page on our website. 

Outside Payment Request

This shop has requested to be charged outside of the Payment Powered by OEC workflow. You need to contact them directly to arrange payment.

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Processing a Payment in an Order Request

Notes:

• The maximum amount per transaction is $20,000.
• If you experience an issue completing a transaction, clear your browser cache.

1. Open the RepairLink order and process it as usual. 
2. If a shop has authorized you to charge their stored payment method, you will see a request message with the buyer's information. 
   
3. After you click Submit/Commit for authorized orders, a new payment window opens.
   
4. Click an option below to continue:
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     1. Some information is completed for you in the Process Payment window. If a shop has multiple payments on file, click the Payment Method drop-down menu to select the shop's preferred payment method.
     2. Complete any remaining information:
        
        1. Type the invoice number in the Invoice No. field. Note: This field is required to help the Accounting Team reconcile payments made to your dealer’s account.
        2. Type the P.O number in the P.O. No. field.
        3. (Optional) Adjust the Amount to charge the shop. Note: Ensure the net buyer price matches the part price in the DMS.
        4. (Optional) Add Notes to the shop.
           
        5. (Optional) To attach a file to the order, such as an invoice or part image:
           1. Click Choose File.
              
           2. Choose up to three files from your computer to add, then click Open. Note: You can attach up to 3 files (3MB total). Submitting a transaction with file attachments can take up to one minute to process.
              1. To remove a file, click the X on the attachment () icon. 
                 
              2. To view the file name of an attachment, hover over the attachment icon. 
                 
              3. To preview a file, click the attachment icon (). Note: Document files (Word, Excel, etc. ) will automatically download. PDF files will open in a new tab in your browser. 
                 
              4. To download a file:
                 1. Click the attachment icon ().
                    
                 2. Click the download button ().
                    
                     
     3. Click Capture Payment and Submit Transaction when ready.
        
     4. A success message displays in the right-hand corner of the order and the Payment Status will update to Succeeded with the date and time of the charge.
        

   • You may want to use this option if:

     • A shop requests to be billed in a different way, for example, if they are ordering specialty parts resulting in a large invoice amount.
     • You have a charge account set up for the shop and will bill them at the end of the month.
     • The transaction declines for any reason, and the shop has agreed to pay in another way.

     To process the order without collecting payment from the shop, click Submit Transaction without Capturing Payment.
     

   • If you no longer want to be asked about processing a payment for this buyer:
     1. Select the checkbox DON'T REMIND ME AGAIN FOR THIS BUYER. Note: You can change this preference using the Process Payment widget.
        
     2. Click Submit Transaction without Capturing Payment.
        
5. After the transaction is completed, you can:
   • Open the transaction to review the Payment Details.
   • Change your preference to receive reminders to charge a buyer's payment method.

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Reviewing Payment Details on a Transaction

Viewing Payment Statuses

You may see additional messages about payments in the transactions list or after you open a transaction. The Payment Status reflects the progress of the payment to your dealership for the order. Additionally, the date of payment is displayed as Paid (Date). 

One of the following statuses will display:

• Failed: The transfer has not gone through. Details for the failure can be found in notifications within the dealer's Stripe account.
• Pending: A transfer request has been initiated at the end of the billing cycle.
• Queued: An eligible Payments transaction has been sequenced for processing.
• Succeeded: The payment has gone through, and the date of payment is displayed. Note: The date of payment can be viewed under the Payment Status once the transaction is opened.
• Partially Returned (Date): A partial return has been completed.
• Return in Progress (Date): The return has been initiated and is currently in progress.
• Returned (Date): A full return has been completed.

Reviewing Order Payment Transactions

To review a summary of transactions for the order:

1. Open the completed order from the Overview page. From here, you can review:
   • Payment collected – Total amount collected for the order.
   • Returned amount – Amount returned. If applicable, restocking fees are automatically subtracted.
   • Net invoice amount – Amount reflected on the invoice if a return is processed.
     
2. To view line-item details, click See Payment Details. Note: If the See Payment Details box is grey, the order has not been submitted.
   
3. If needed, view and reprint the Receipt for the customer.
4. Click Close to return to the order page.
   

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Changing the Payment Capture Status for a Buyer

If you previously selected the option to cancel reminders to process payments for a specific buyer, you can change this preference during your next transaction with the buyer.

To resume reminders to process payments for a buyer:

1. Open the RepairLink order and process it as usual. 
2. When you are ready to finalize the order, click the Process Payment widget on the right. 
   
3. Some information is completed for you in the Process Payment window. If a shop has multiple payment methods on file, click the Payment Method drop-down menu to select the shop's preferred payment method.
   
4. Complete any remaining information:
   1. Type the invoice number in the Invoice No. field. Note: This field is required to help the Accounting Team reconcile payments made to your dealer’s account.
      
   2. (Optional) Adjust the Amount to charge the shop.
      
   3. (Optional) Add Notes to the shop.
      
   4. (Optional) Attach up to 3 files.
      
5. If you want reminders to process payments for this buyer, deselect the checkbox You previously selected to not be reminded to charge this buyer. Uncheck this to receive reminders when SUBMIT/COMMITING your order.
   
    
6. Click Submit.
7. The buyer's payment method will be charged for this transaction and the next time you commit to a transaction for this buyer, you will get a reminder to collect payment.