In response to our proposal to assist dealers with adhering to current social distancing measures, the system now allows for Workshop Deposits to be captured online for a vehicle repair ahead of collection of the vehicle.
This is possible through the Barclays ePDQ and Bumper system. For further guidance on ePDQ please see the Barclay Card Support site.
There is additional set up required for this feature to be used. This is detailed below.
Setup Requirements
Online Payment Notification Email
Within Pinewood DMS, navigate to Workshop > Parameters > Online Parameters. Here select the Online Payment tab, single or multiple email addresses to receive a notification of the payment to a dealer can be set.
These will be used to notify the users of the email set of payments taken.
Online Payment Merchant Parameters
To support the ability to take a Workshop Deposit Online, the ability to enter the payment URL is
available. This is located within Accounts > Nominal Ledger > Partner > Parameters - Barclays - Online Payment - Edit Parameters.
Within the ‘Payment URL’ field, add - https://payments.epdq.co.uk/ncol/prod/orderstandard.asp.
The PSPID, InPassPhrase and the OutPassPhrase are provided from your Barclays ePDQ system to
add.
An exception email must also be entered.
For Refunds URL - https://payments.epdq.co.uk/ncol/prod/maintenancedirect.asp.
Once all relevant details have been added, select Save.
HTML Invoice Email
A HTML Invoice email must be created. Currently when producing a Workshop, Parts, Credit Note or
Proforma, if an HTML email is set up, you are given the option to send a HTML email along with the
document attached. To support taking a Workshop Deposit, the ability to enter a pay online link is now
available.
To add the link to the invoice template, within Pinewood DMS navigate to CRM > Parameters >
Communications > Emails. Select the Content Tab, and from the drop-down list, select the Invoicing
option. If there is already a Template available, select the template to be edited. If you wish to add a
new template, select the Add button.
A new placeholder has been added:
This can be embedded into the body of the HTML.
You are able to select where you wish the link to appear on the email and add placeholder.
Enabling the HTML for Invoices
To enable the proforma to be sent to the customer, you must ensure the HTML invoice has been
enabled for the Workshop Department.
Within Pinewood DMS navigate to CRM > Parameters > Communications > Workshop > Invoicing Tab.
Select the Department this is to be used for. From the Email drop down, select the email required.
Add the Email Subject, a Display Name and a Reply to Address. Ensure the Enabled box is ticked to
enable the email to be active and select the Accept button. This will then appear in the list in the Current
Events section of the screen.
Customer Email from ePDQ
In the Barclays ePDQ system, you are able to configure what emails are sent when a payment is
received, declined or uncertain outcomes take place. To ensure the customer receives confirmation of
the outcome of their payment, it is imperative that an email is configured within the ‘Email to Customer’
option. To do this within the ePDQ system, ensure this is set within Configuration > Technical
Information > Transaction Emails. On this page there is the ability to setup the ‘Email to Customer’
section. Within here you can set up:
• The email address used as the sending email address to confirm the payment outcome.
• A telephone number to contact the dealer. This option is optional.
At this stage you can then determine at what point the emails are sent to the customer.
ePDQ Direct Server to Server Setup
Within the ePDQ setup you need to setup URL information for Direct HTTP server to server requests.
This can be completed within Technical Information > Transaction Feedback.
Within the Direct HTTP server to server requests section. The Online option needs to be selected.
The URL fields will then need to be populated with:
https://vector.pinewooddms.com/dx/epdq/payment/callback
Checks for e-Commerce
The public web URL needs to be entered into the URL of the merchant page containing the payment
form that will call the page: orderstandard.asp. This can have more than 1 address and is separated by
a semicolon ;
The URL will be – https://communications.pinewooddms.com
Also in this section, the dealer will enter the SHA_IN pass phrase. The information entered in this screen
must be entered into the in phrase parameters in the online merchant parameters detailed above.
Transaction Feedback
Within the Transaction feedback tab, you have the SHA_OUT pass phrase.
The information entered in this screen must be entered into the out phrase parameters in the online
merchant parameters detailed above.
Under the HTTP redirection in the browser, please ensure that ‘I would like to receive transaction
feedback parameters on the redirection URLs' is ticked.
Within the Transaction Feedback tab, scroll down the page to the Dynamic E-Commerce Parameters.
Within the parameter box, all the below fields must be selected. To select a field single click and then
use Ctrl to select multiple. Please ensure all of the below are selected.
• AMOUNT
• BRAND
• CARDNO
• CN
• COMPLUS
• CURRENCY
• ED
• NCERROR
• ORDERID
• PAYID
• PM
• STATUS
• TRXDATE
It is important these fields are selected for the selected payment to transfer to the DMS.
Taking an Online Workshop Deposit
Producing the Proforma
Once a Workshop Job has been fully costed, at this stage you can email the customer a Workshop
Proforma for the customer to review and pay online. Within the Workshop > Invoicing > Produce Invoice screen, ensure the email option has been ticked and select the Proforma option.
Once the Proforma option has been selected you will have the ability to select the email address you
wish to send the proforma document to. These will be the email addresses stored against the customer
record.
The Proforma and HTML Invoice message are then sent to the customer for review.
Paying Online
Once the customer has received a Workshop Proforma, the system will check the following information
to determine if a payment can be completed online or not.
• Is the Pay Online placeholder present? If not, the link will not be displayed and payment cannot
be completed.
• Is the Account Number a Cash Account? If not, the link will not be displayed.
• Does the proforma have a value greater than 1.00? If not, the link will not be displayed.
If the link is available, the customer can select the Pay Online link, and will be taken to the Barclays
ePDQ page to make a payment.
This link is the link setup within the Online Merchant Parameters as detailed in the setup section of this
document.
The value for the transaction will be populated from the proforma that was issued.
Once the type of payment card has been selected on the page, the customer can enter their card details
to complete payment. The system will populate the Cardholders name with the customer name that is
generated on the proforma. This however can be amended if required by the customer.
If the payment is successful from the Barclays ePDQ system, then the customer will receive the
following message on screen:
The dealer will then receive an email to confirm the payment has been made.
The email will confirm the Customer Name, the Job Number, the Payment Amount and the Payment
Status.
If the payment is declined at the point of payment, the Barclays ePDQ will display a decline message
to the customer:
If the payment is declined, the email to the deal will display a Payment Status of Declined:
If the payment is returned as Uncertain from the Barclays ePDQ system, the customer will receive the
below message:
The dealer will receive an email detailing the Payment Status as an Exception.
If the customer selects Cancel, without making the payment, they will receive the below message and
no deposit information is then created within Pinewood DMS.
Deposit Creation
When the Workshop Online Deposit is received, a deposit will then be added to the customer record.
This can be viewed within the customer record and selecting the Deposits tab.
The reference will display the payment reference quoted to the customer, when the payment was successful.
Contact History
When a Workshop Online Deposit Payment is received, the contact history will be recorded that will show that the payment was received.
Final Invoice
When Producing the Workshop Invoice, the ability to use the Deposit to reduce the final amount due is available as per the current Workshop Deposit Process available within Pinewood DMS.
The prompt to add the deposit to the final amount will allow you to process the invoice.
Reporting
The Workshop End of Day Daybook, will also show online payments with a payment type of ‘Online Payment’, for deposits generated using the Barclays ePDQ. The total values for Online Payments taken since the last end of day, week and month will also be available.