Managing Credit Cards on File and Processing One-Time Payments

Introduction

This guide explains how to manage a subscriber’s saved credit card information and how to process a one-time credit card payment using a card that is not saved to the subscriber’s profile.

Use the Payment Options tab to manage cards saved on file for recurring or future use. Use the Post Payment tab to process individual payments, including one-time payments with a new card.

Prerequisites

Before you begin, ensure that:

• You have permission to access and edit subscriber payment information.
• You are working from the correct subscriber profile.
• The subscriber has authorized the payment or card update.
• You do not write down, store, or share full credit card details outside the approved payment interface.
• You understand whether the card should be:
  • Saved on file for future or recurring payments, or
  • Used for a one-time payment only.

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1. Locate Saved Credit Card Information

Saved credit card information is managed from the subscriber’s profile.

1. Navigate to the subscriber’s profile.
2. Click the Payments tab.
3. Select the Payment Options sub-tab.
4. Review the current Payment Method.
5. If the payment method is set to Credit Card, the system displays the saved card as a masked card number, such as:
   • 4xxx-xxxx-xxxx-1111

The Payment Options area is also where autopay or recurring payment settings are typically configured.

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2. Update the Credit Card Saved on File

You cannot directly edit an existing saved credit card number. To update the card on file, you must remove the old card and add the new one.

Steps to Remove the Existing Card

1. Navigate to the subscriber’s profile.
2. Click the Payments tab.
3. Select the Payment Options sub-tab.
4. Locate the current Payment Method and masked Card Number.
5. Click the red X icon next to the masked card number.
6. Click Save at the bottom of the Payment Options screen to confirm the removal.

Steps to Add the New Card

1. After removing and saving the old card, remain on the Payment Options tab.
2. Click the blue plus sign next to the Card Number field.
3. In the payment information pop-up, enter the required card details:
   • Credit card number
   • Expiration date in MM/YY format
   • CVV
4. Click the button in the pop-up to save the card, such as:
   • Save Card
   • Add Credit Card
5. Click Save at the bottom of the Payment Options screen to confirm the new card has been added to the subscriber’s profile.

The new card is now saved and can be used for future payments or recurring autopay, depending on the subscriber’s payment settings.

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3. Process a One-Time Payment with a New Credit Card

Use this process when the subscriber wants to make a single payment with a credit card that should not be saved on file.

Steps to Post a One-Time Credit Card Payment

1. Navigate to the subscriber’s profile.
2. Click the Payments tab.
3. Select the Post Payment sub-tab.
4. Enter the payment Amount.
5. If needed, add a Memo describing the payment.
6. Set Payment Method to Credit Card.
7. Click directly on the existing masked card number field or the credit card selection field.
8. From the dropdown list, select One-time Payment.
   • If multiple saved cards are available, they may also appear in this list.
   • Select One-time Payment to enter a new card that will not be saved.
9. In the pop-up titled Please enter payment info, enter the new card details:
   • Credit card number
   • Expiration date in MM/YY format
   • CVV
10. Click USE CREDIT CARD.
11. Confirm that the payment details are correct.
12. Select or verify the invoices or balances to which the payment should apply, if required.
13. Click Post Payment at the bottom right of the screen to complete the transaction.

The system will process the payment using the one-time card details and apply the payment according to the selected invoices or balance.

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4. Important Differences Between Saved Cards and One-Time Payments

Action	Where to Perform It	Is the Card Saved?	Best Used For
Add or update card on file	Payments > Payment Options	Yes	Recurring payments, autopay, future transactions
Process one-time payment	Payments > Post Payment	No	Single payment with a temporary or alternate card
Use existing saved card for payment	Payments > Post Payment	Already saved	Applying a payment using the subscriber’s card on file

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5. Customer Self-Service Option

If the subscriber has access to their own Account Manager portal, they may be able to update their payment information directly.

In that case, the subscriber can usually:

1. Log in to their account portal.
2. Navigate to Payment Information or a similarly named section.
3. Add, remove, or update their saved credit card securely.

This is often the preferred option when the customer wants to manage their own payment details.

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Conclusion

Use Payment Options when managing a subscriber’s saved card for future payments or autopay. Use Post Payment when recording a payment, including one-time credit card payments that should not be saved.

For one-time payments, select One-time Payment from the credit card field or dropdown after setting the payment method to Credit Card. This allows you to process a single transaction without storing the card on the subscriber’s profile.