Epicor Payment Exchange: Credit Card Processing Explained

Epicor Payment Exchange (EPX) is Epicor's own payment processor. It sits behind the credit card processing module in Epicor Kinetic and Epicor 10, authorizing cards on sales orders and settling funds to your bank. It handles acceptance well. It does not close the loop on your books. The deposit that reaches your bank days later is a batch, and someone still has to prove it matches the orders and invoices Epicor shows as paid. 

This guide covers how EPX works, how to do a credit card on Epicor 10 and Kinetic, how to verify cards with a BPM, what EPX costs, and how to reconcile card payments automatically. 

What is Epicor Payment Exchange? 

Epicor describes Payment Exchange as a full-service payment processor covering credit card authorization, settlement and reporting. It is fully integrated with the Epicor Payment Gateway, so you get one point of support for software and merchant processing. It is part of the optional Epicor Credit Card Processing module, available across several Epicor ERPs. 

Key components 

Who uses it 

Epicor has said the majority of EPX clients are in retail, with emphasis on hardware, lumber and lawn and garden. Epicor's payments team told CardRates it planned to push further into manufacturing and automotive. That article dates from 2017 and was last updated in 2020, so treat its commercial details as background and confirm current terms with Epicor. 

How Epicor credit card processing works end to end 

Epicor's own description of the flow is clear enough to follow in five steps: 

1. A user enters the card in the ERP. The ERP sends the transaction to the Epicor Payment Application. 

   
   

2. EPA validates the transaction and generates a token. The ERP stores only the token. 

   
   

3. The Epicor Payment Gateway sends the request to the processor, either EPX or a third party. 

   
   

4. The processor connects to the card networks (Visa, Mastercard, Discover, American Express), and the issuer authorizes the transaction. 

   
   

5. The processor funds the merchant a few days later, typically as a batch deposit to the bank account you chose. 

Security and PCI scope 

Epicor says its ERP systems are not in PCI scope. Cardholder data is stored in the cloud, and the ERP holds only a token for the card number and type. Epicor describes itself as a PCI-compliant service provider for gateway, tokenization and encryption services. For a finance team, that reduces audit scope but does not remove the reconciliation work. 

How to do a credit card on Epicor 10 (and Kinetic) 

Menu labels vary by release, so check Epicor's help for your version. The flow below is how Epicor 10 and Kinetic credit card orders are typically processed, based on Epicor's documentation and what practitioners report in the Epicor user community. 

1. Configure the processor. In Credit Card Configuration, point the setup at your processor. Use the testing-mode checkbox while piloting. It adds a warning on Sales Order Entry and Cash Receipts Entry until you clear it. 

   
   

2. Flag the customer or order as a credit card order. Community members report this helps stop users from processing an order without completing the card screen. 

   
   

3. Enter the card on the sales order. Use the Credit Card tab. Only the token is stored in Epicor. 

   
   

4. Authorize at order entry. This freezes funds on the cardholder's card but does not move money. Authorization validity is configurable, and many teams choose around 30 days, so confirm what your processor allows. 

   
   

5. Capture at shipment. In standard behavior, the capture runs when the shipment is packed, freighted and marked shipped. Epicor then creates the invoice and captures funds. 

   
   

6. Decide what a decline should do. Many teams enable "Credit card failure stops shipment" in the configuration behaviors, so a declined card halts the shipment. 

If the order shipped without card details 

Community practitioners report one fix. Create a cash receipt group, choose the bank account and a credit card payment method, then open Invoice Payment. On the Credit Card tab, tick Credit Card Order and enter the invoice number. The invoice number is what links the charge to the customer and the invoice. Test this in a non-production company first, because the exact behavior depends on your release. 

Verifying credit cards on sales orders with a BPM in Epicor Kinetic 

Searches for "epicor kinetic verify credit card sales order bpm" usually point to one need: stop an order moving forward unless card data is valid. Epicor does not ship a single named BPM for this. Teams build it from standard Business Process Management (BPM) and data directive tools. Epicor Kinetic's BPM and open REST API are what let companies add their own rules.

Common BPM patterns 

• Block release or shipment without a card. If the order is flagged as a credit card order but has no successful authorization, raise an error or put it on hold. Community members note the credit card module flags orders on hold when authorization fails. 

  
  

• Guard against double charges. One community thread advises never marking a credit card order shipped again after a failure. Instead, remove the card and recreate the shipment. A BPM can warn when status moves from Shipped back to Unshipped on a card order. 

  
  

• Disallow a card type. If a processor issue affects one card brand, a BPM on the order's card type field can block it. 

Build and test these in a pilot company before production. A BPM that stops a shipment for the wrong reason costs more than the one it prevents. 

Epicor Payment Exchange fees and limits 

Fees 

Epicor states that there are no gateway fees when processing with Epicor Payment Exchange, and that it brings volume discounts many processors don't offer. Epicor's payments team has described the pricing as interchange-plus. Card association costs pass through, and Epicor adds a small percentage on processing and authorization. Epicor has also said it offers lower software support and licensing costs to customers who process with EPX. Actual rates are not published, so ask for a quote against your own statements. 

Epicor also notes that some card issuers reduce interchange fees when you pass more data on a transaction, such as zip code, invoice number, tax amount or line-item details. 

Limits 

Epicor doesn't publish per-transaction or daily caps. These are normally set when your merchant account is approved, so confirm them in writing before go-live. 

The gap: accepting a card is not the same as reconciling it 

Epicor says integrated processing means no redundant data entry or end-of-day batch reconciliation inside the software. That is true on the transaction side. The authorization, capture and invoice link all happen in one system. The bank side is different, and three things stay mismatched.

• Timing. Authorization happens at order entry, capture at shipment, and funding a few days later. 

  
  

• Amount. The bank receives a batch total, typically net of fees, refunds and chargebacks. 

  
  

• Grain. One deposit covers many invoices, customers and sometimes entities. 

Kinetic does provide the tools to record and clear these. Bank Statement Processing compares bank lines with posted receipts and payments, and Cash Receipt Entry applies payments to invoices. As our O2C guide explains, though, someone still has to work out why a deposit differs from the sum of the invoices. Until they do, customers look overdue when they've paid, and aging stops being trustworthy. Better cash visibility starts with closing this gap. This is also why AI complements an ERP here and doesn't replace it: the ERP records transactions, and the interpretation work around them is what remains manual. 

How Hyperbots closes the reconciliation and cash application gap 

Hyperbots works alongside Epicor, with Epicor staying the system of record. Its HyperAGENTS for cash application take on the matching and reconciliation work around card and other incoming payments. 

What the HyperAGENTS do 

• Unified view. A single, real-time view of bank statements, lockbox files, remittances, payments, invoices, credits, deductions and unapplied cash. 

  
  

• Multi-source ingestion. Bank feeds, lockboxes, ACH, wires, checks, portals and email remittances in one workflow. Card settlement activity arrives through the bank feeds and statements. Confirm coverage for your processor's reports during scoping. 

  
  

• AI matching. Payments are matched on invoice numbers, PO references, amounts, dates, customer behavior and history, even when remittance data is incomplete. 

  
  

• Exception handling. Short payments, overpayments, deductions and unidentified cash are detected, classified by likely cause and routed to the right owner. Credits and chargebacks are identified and applied or routed. 

  
  

• Closed-loop posting. Validated applications, adjustments, write-offs and credits post back to the ERP with GL coding and a time-stamped audit trail. 

Reported outcomes 

Hyperbots reports unapplied cash reduced to under 10%, up to 80% lower reconciliation cost, and typically 60% to 90% straight-through processing. Its reconciliation agents are pre-trained for 99.8% extraction accuracy. Human-in-the-loop controls route anything below your confidence thresholds to a reviewer with the context already assembled. 

Once cash is applied correctly, the Collections HyperAGENTS can prioritize on trustworthy aging. The wider AR automation suite covers both. To size the opportunity, use the cash application ROI calculator. 

How Hyperbots integrates with Epicor Kinetic 

Hyperbots' Epicor Kinetic connector is built on Epicor's own business objects and service layer. It does not use flat-file imports or a generic middleware bridge. It drives Epicor the way an Epicor user does, through the same services, validations and posting process. 

What the integration does 

• Native services. The connector works through Epicor services such as Erp.BO.APInvoiceSvc, Erp.BO.POSvc, Erp.BO.ReceiptSvc and Erp.BO.GLJournalEntrySvc. Nothing lands in Epicor that Epicor itself would not have accepted. 

  
  

• Token-based authentication. It uses Kinetic's token endpoint plus the tenant's API key, with the token cached and reused. The Epicor company is a connection setting, not hardcoded. 

  
  

• Bi-directional, change-aware sync. Vendors, items, GL accounts, payment terms, companies, POs and receipts flow in from Epicor. Hyperbots tracks Epicor's SysRevID row revision as its high-water mark, so re-runs read only what changed. Reads are paged and paced to stay gentle on production systems. 

  
  

• No half-built records. If a multi-step write fails, the connector rolls back what it created. Epicor ends up with a complete document or none. 

  
  

• Epicor's own checks on posting. Posting follows Epicor's pre-post validations, and the connector reports success only when Epicor confirms the record as posted. 

  
  

• Errors users can act on. Epicor's own error message is shown in Hyperbots, Ops get Slack or Teams alerts on write failures, and every stage logs a structured event code. 

  
  

• Configuration, not code. Field mappings live in templates. A customer's custom fields, company codes or GL structure are a configuration change, with no release or redeploy. The same framework powers Hyperbots' NetSuite, SAP Business One and Datacor connectors. 

How it played out for an existing Epicor customer 

Persimmon Technology, an existing Hyperbots customer, runs on-premise Epicor. In a published conversation, its VP of Finance, Dave Sackett, said the rollout took 3 to 5 weeks with zero custom code. A lightweight agent on the Epicor app server opens an outbound HTTPS tunnel, so no inbound firewall changes were needed. Every write is read back from Epicor and verified, with auto-retries and an exceptions queue if it still fails. The team cut AP data entry by 80%. Epicor stayed the system of record throughout. 

That deployment covers the procure-to-pay side: invoices, POs, receipts and accrual journals. For the AR and cash application work described above, confirm write-back scope for your Kinetic environment during implementation scoping. Connectors for supported ERPs typically take six to eight weeks.  

Is Epicor Payment Exchange right for you? 

EPX is worth evaluating if you want one vendor for software and processing, no gateway fees, and tokenized cards that keep your ERP out of PCI scope. It is a particularly natural fit for the distribution and retail profiles Epicor serves. If you run manufacturing or wholesale distribution operations, compare quotes against your current processor on both rates and support. 

Whichever processor you choose, the reconciliation work is the same. Card acceptance and cash application are separate problems, and the second one is where finance hours go. 

Accept Cards in Epicor, Reconcile Them Automatically with Hyperbots 

Epicor Payment Exchange gives Epicor customers an integrated way to authorize, capture and settle card payments on sales orders. It is well suited to the acceptance side of the process, with tokenized cards, no gateway fees and a single support line. The reconciliation side still needs work: batch deposits, net fees, refunds and chargebacks must be matched to invoices and the GL. Hyperbots automates that layer, with Epicor staying your system of record and your team staying in control of anything that needs judgment. 

Ready to close the gap between card acceptance and cash application in Epicor? Request a Hyperbots demo to see matching, exception handling and ERP posting running in an Epicor environment. 

Frequently asked questions (FAQs)

1. What is Epicor Payment Exchange? 

It is Epicor's own full-service payment processor. It handles credit card authorization, settlement and reporting, and works with the Epicor Payment Gateway inside Epicor ERP systems, including Kinetic. 

2. How do you process a credit card in Epicor 10? 

Configure the processor in Credit Card Configuration, flag the order as a credit card order, and enter the card on the Credit Card tab of the sales order. Epicor authorizes at order entry and captures at shipment, creating the invoice. Menu labels vary by release, so check Epicor's help for your version. 

3. What does Epicor Payment Exchange cost? 

Epicor states there are no gateway fees with EPX, and its payments team has described interchange-plus pricing. Specific rates aren't published, so request a quote based on your processing statements. 

4. Does Epicor Payment Exchange have transaction limits? 

Epicor doesn't publish per-transaction or daily limits. These are normally set during merchant account approval. The gateway supports USD and CAD, so confirm anything beyond that with Epicor. 

5. Is credit card data stored in Epicor? 

No. Epicor says its ERP systems store only a token for the card number and type. Cardholder data is stored securely in the cloud, which reduces your PCI DSS scope. 

6. Can a BPM check credit card data on sales orders in Epicor Kinetic? 

Yes. Epicor doesn't ship a single named BPM for this, but teams build them with standard BPM and data directive tools. Common patterns are blocking release or shipment without a successful authorization and warning when a card order is moved back from Shipped. Test in a pilot company first. 

7. Why do card deposits not match invoices in Epicor? 

The bank receives a batch total, typically net of processing fees, refunds and chargebacks, days after the sale. One deposit may cover many invoices, so someone has to explain each difference before cash is applied correctly. 

8. Can Hyperbots automate card payment reconciliation for Epicor? 

Hyperbots' HyperAGENTS for cash application ingest bank feeds and remittances, match payments to invoices, handle exceptions and post validated results back to the ERP. Write-back scope for AR in your Kinetic environment is confirmed during implementation scoping.