1 Credit Card Advantage 7.0 User Guide 2002 Nodus Technologies - All Rights Reserved
2 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 2 Table of Contents TABLE OF CONTENTS...2 PREFACE...7 Introduction...7 Product Features...7 Terms Used in this Guide...8 How it All Works...10 PART I: INSTALLATION AND UPGRADE...11 New Installation...11 Checking Requirements Running the CCA*.exe To execute the CCA*.exe: Including New Code To include new code: Attaching the Registration Window To attach the Registration form: Running Installation Routines To run installation routines: Entering Product Registration Key To enter Product Registration Key: Entering Connector Registration Keys To enter Connector Registration keys: Upgrade Instructions...15 Running the CCA*.exe To execute the CCA*.exe: PART II: GENERAL ETRANSACTION INFORMATION...17 Transaction Types...17 Sale Book Ship Credit Force Force Local Void Settlement...20 PART III: CREDIT CARD ADVANTAGE WINDOWS...21 Credit Card Advantage Setup Window...21
3 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 3 Generic Setup ID Inside of Great Plains Generic Setup ID Through Connection Manager Generic Setup ID Advanced Setup ID Company Default Setup Window...27 To create a Default Company Setup: User CC Advantage Security Setup Window...28 To setup a User Security for CREDIT CARD ADVANTAGE: CC Advantage Book Duration Window...29 To setup a Book Duration for a credit card: Shortcut Keys Setup...30 To setup Shortcut Keys: etransaction Entry Window...31 Opening the etransaction Entry Window Creating a Great Plains Sales Document To create a Great Plains Sales Document: Fields in the etransaction window Processing Electronic Transactions To Process an Electronic Transaction: Handling Approved Transactions Handling Denied Transactions Dealing with Receipts CC Advantage Batch Verification Window...38 Creating Batch Transactions To create a Great Plains sales document: To create Batch Mode Transactions: To Process Credit Card Transactions - Batch Mode: Deleting a Credit Card Batch To Delete a Credit Card Transaction Batch: Handling Approved Batches Handling Denied Batches To resubmit denied batch mode transactions: Dealing with Reports Batch Transactions...42 To open the Batch Transactions window: To view more detailed information: To make changes to transaction information: Deleting a Credit Card Transaction from a Batch To Delete a Credit Card Transaction Batch: CCA Auto Batch...44 Setup to use Auto Batch Creating Batch Mode Transactions with Auto Batch To use Auto Batch feature: Authorized Transactions Window...45
4 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 4 Shipping Booked Transactions To ship from Authorized Transaction: Voiding Booked Transactions To void from Authorized Transaction: CC Advantage Denied Transactions...46 To Correct Denied Batch Transactions: CC Advantage Customer Inquiry...48 General Viewing for CC Advantage Customer Inquiry To View the CC ADVANTAGE Customer Inquiry window: Dealing with Reports To Print the Credit Card Transactions Report and Historical Transactions Report: Card Transaction Reports...49 To Generate Credit Card Transaction Reports: End of Day Procedure...51 To Preview Credit Card Activity before Settlement: To Print Historical Settlement Reports: To Print Daily Transactions Reports: CCA Expired Book Batches...53 Manually Extend To Manually Extend Expired Book Transactions: Renew Book Duration To renew an expired book batch: Delete Book Transaction To Delete an expired book batch: Handling Renewed Book Transactions Handling Denied Transactions CCA Expired Book Transactions window...57 To drill down on an expired book batch: Remove History...58 To Run Remove CCA History: Auto Reconciliation...58 To obtain an import file for Auto Reconciliation: To import a file for Auto Reconciliation: To reconcile a file: Expired Customer Cards...60 To update customer with expired cards: Credit Card Setup Window...61 To create or update a new credit card: Default Card Setup To enter default card information directly in Great Plains: PART IV: ADVANCED FEATURES...65 Fail on Address Mismatch...65
5 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 5 To Activate Fail on AVS: Fail on ZIP Mismatch...65 To Activate Fail on AVS: Entering More than One Credit Card for a Single Document...66 To enter multiple credit card payments for a single transaction: Multicurrency Transaction Processing...66 Automatically Renew Expired Book Transactions...67 To Setup Auto Renew Expired Book: Multiple Booking...67 To Set Up Multiple Booking: To Run Multiple Booking: Partial Shipping...69 To Set Up Partial Shipping: To Run Partial Shipping: Telephone Authorizations...71 Deleting and Voiding Dynamics/eEnterprise Sales Transactions...71 PART V: TASK SCHEDULER...72 Setup...72 Set Auto Batch Creation Time...73 Set Batch Processing Time...74 End of Day Scheduler Setup...74 APPENDIX A: TROUBLES HOOTING...76 APPENDIX B: FILES/TABLES CREATED BY CREDIT CARD ADVANTAGE...77 Data Files...77 In the Dynamics or System database: In each Company database: Other Files Installed Directory...78 APPENDIX C: CYBERSOURCE GATEWAY...79 CyberSource Gateway...79 Generating CyberSource Certificates To Generate Certificates for CyberSource: Testing To Test CREDIT CARD ADVANTAGE with CyberSource: Reconciling CyberSource with CREDIT CARD ADVANTAGE To Run CyberSource Daily Activity Reports: Transaction Type Names APPENDIX D: PAYMENTECH GATEWAY...82 Paymentech Gateway...82
6 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 6 To Test CREDIT CARD ADVANTAGE with Paymentech: Reconciling Paymentech with CREDIT CARD ADVANTAGE To Run Paymentech Reports: APPENDIX E: VERISIGN GATEWAY...85 Testing To Test CREDIT CARD ADVANTAGE with VeriSign: Reconciling VeriSign with CREDIT CARD ADVANTAGE To Run VeriSign Daily Activity Reports: Transaction Type Names APPENDIX F: TECHNICAL SUPPORT...88
7 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 7 PREFACE Introduction Nodus CREDIT CARD ADVANTAGE* allows users to enter electronic transactions directly into their Dynamics / eenterprise sales module and have those payments VERIFIED VIA THE WEB without leaving the Dynamics / eenterprise sales entry window. CREDIT CARD ADVANTAGE integrates with each of the main sale modules. Electronic transactions can be processed individually in real-time mode or saved to a batch for efficient bulk processing. CREDIT CARD ADVANTAGE allows for the use of multiple merchant identifiers within the same company, interfaced with multiple processor and payment gateways. With its web-based design processing transactions is fast, secure, and reliable. CREDIT CARD ADVANTAGE has a long list of features which are detailed in this User s Guide. *Patent Pending Product Features Nodus CREDIT CARD ADVANTAGE is designed to work seamlessly with Dynamics/eEnterprise. Features include: etransaction verification from all Dynamics/eEnterprise Sales data entry screens Real Time (on the fly) verification Batch mode verification Complete multi-user capability Supports numerous processors Works with multiple payment gateways Streamlines Sales Order Processing and Invoicing payment entry Ability to pre-reserve funds for guaranteed approval when shipping Web-based design eliminates modem problems Automated batch creation Fail on ZIP and Address features Supports Level 2 security Provides many useful reporting windows Supports multiple cards per customer
8 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 8 In addition to the built-in features above, CREDIT CARD ADVANTAGE has been designed to easily integrate with other accounting systems: POS systems, CRM systems and other custom integration. A Software Developer Kit is available for developers to build integrations from their clients system to CREDIT CARD ADVANTAGE. Developers: please contact Nodus for further details and a copy of the CREDIT CARD ADVANTAGE SDK. Terms Used in this Guide Various terms are used throughout the credit card industry. Often several different terms may have the same meaning. This section will define which terms we have chosen to use and what they mean. For additional terms please visit our online Glossary. Terms referring to specific transaction types are not covered in this section. For example, a Pre-Authorize transaction at one processor may be called a Book transaction by a different processor. Transaction Types terms are covered in their own section Transaction Types. Back Engine Payment Gateway Processing Engine Processor Accounting System Integration Payment Gateway Connector Electronic Transaction Referred to as Payment Gateway The software and / or service that transmit the e-transactions to the processor. CREDIT CARD ADVANTAGE sends transactions from the accounting software through the payment gateway. Examples of a payment gateway are VeriSign and Paylinx. A payment gateway is also referred to as a back-engine, gateway or processing engine. Referred to payment gateway The processor is also known as a network. The processor is a middle-man between the merchant and the customer s bank. The processor allows the merchant to connect to the approving bank (cardholder s bank) to check the validity of the card and the availability of the funds and sends a response through a payment gateway. The accounting system integration is the most visible piece of CREDIT CARD ADVANTAGE. The accounting system integration is where the e-transactions are entered. It is also the piece that writes the proper payments to the accounting data. AKA Back Office Support, Back Office Integration, UI ( User Interface ). The payment gateway connector is the part of CREDIT CARD ADVANTAGE that connects the accounting system integration to the payment gateway. AKA Com Component. (e-transaction). A transaction that is processed electronically. The transaction can be done using a credit card, an echeck, or an
9 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 9 ACH payment. Reference Credits Non-Referenced Credits A credit transaction that is issued with information from a previous transaction. To do this transaction would need a Transaction ID. A credit transaction that is issued without any previous transaction. To do this transactions would not need a Transaction ID.
10 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 10 How it All Works Below is a graphic representation of the transaction flow when using CREDIT CARD ADVANTAGE. The red dashed line represents the Request. The blue dotted line represents the Response. The green solid line represents Settlement. Nodus Accounting System Integration Nodus Payment Gateway Connector Payment Gateway (eg. VeriSign) Processor (eg. Nova) Customer s Bank Account Company s Bank Account
11 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 11 PART I: Installation and Upgrade New Installation There are several steps to installing CREDIT CARD ADVANTAGE. Each section below covers one of the steps detailed below. Checking Requirements Obtaining the CCA*.exe Running the CCA*.exe Including New Code Attaching the Registration Window Running Installation Routines Entering Accounting System Integration Key Entering Payment Gateway Connector Key(s) Checking Requirements Before installing CREDIT CARD ADVANTAGE make sure the system meets the minimum requireme nts: Operating System must be Windows 2000, Windows XP or Windows NT. The latest service pack of Dynamics / Enterprise must be installed. Workstation must have constant live connection to the Internet in order to process credit card transactions. The workstation must meet the minimum hardware requirements of the Dynamics / eenterprise system. Running the CCA*.exe To run the CCA*.exe administrative privileges are required on the environment. The install routines include the will do the following: Copy the cca*.cnk file to the Dynamics / eenterprise launch directory Install the User Guide and Release Notes to the Windows Start menu Install various.dlls and system files Install payment gateway software on the local drive Install payment gateway connector on the local drive To execute the CCA*.exe: 1. Double-click the CCA*.exe file. 2. Follow the instructions on-screen.
12 CREDIT CARD ADVANTAGE 7.0 USER GUIDE When asked where Dynamics / eenterprise is installed, change the default location to match the Launch directory of Great Plains. 4. Continue through the installation windows, following the instructions on screen until clicking the Finish button. 5. To complete the installation, reboot the computer when prompted. 6. After the computer is restarted, setup information can be entered from Start->Programs->Nodus Technologies->Credit Card Advantage Setup or information can be entered after Table Setup and Conversion has been run. Including New Code After running through the install for Credit Card Advantage new code will need to be included. This will convert the cnk file to a dic file. The dic file holds the information for the Credit Card Advantage windows to work. To include new code: 1. After completing the installation finishes, launch Dynamics / eenterprise. 2. When prompted, choose Yes to include new code. Attaching the Registration Window After purchasing CREDIT CARD ADVANTAGE, Nodus will give provide you an accounting system integration key. This number will activate the software for use with for a specified Registered Site ID. To preview CREDIT CARD ADVANTAGE before purchase, the software is fully functional, without a registration key, in The World On-Line, Inc. To use the product with an actual company data, the accounting system integration key must be entered.
13 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 13 NOTE: The keys in the picture above will not work on any another system. To attach the Registration form: 1. On the shortcuts menu bar, click Add. 2. Choose Other Window. 3. Click the + next Credit Card Advantage 4. Click the + next to 3 rd Party. 5. Select CC Advantage Registration. 6. Click the Add button. 7. Click the Done button. Running Installation Routines Running the installation routines consists of opening the CC Advantage Registration window and choosing the Table Setup and Conversion button. The installation routines will create tables and stored procedures and set permissions on those objects for those users running on an MS-SQL database. These procedures will also convert any existing data for users who are upgrading from a previous version. In addition, a procedure will be run that will automatically attach the CREDIT CARD ADVANTAGE Palette to the Sales Transaction palette.
14 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 14 To run installation routines: 1. From the Shortcuts bar, choose CC Advantage Registration. 2. Click Table Setup and Conversion. Clicking the Table Setup and Conversion button is necessary every time a new build is installed. This needs to be done once for each company. This should be done no matter which database is being used: Pervasive, Ctree, or MS-SQL. These procedures will handle all table setups, stored procedure creation, table and stored procedure permissions and data conversions. Entering Product Registration Key Only one key is necessary to activate CREDIT CARD ADVANTAGE with all the companies in a Great Plains accounting system. The Product Registration key need only be entered once per build. It can be entered from any installed workstation and from within any company. The key will activate the accounting system integration for all companies and workstations. To enter Product Registration Key: 1. From the Shortcuts bar, choose CC Advantage Registration. 2. If using temporary test keys, go to Options > Key Expiration Date to open the Registration Key Expiration Date window. Enter the key expiration date in the field provided. Click OK. 3. Enter the Nodus user count. Generally, this will be 0 or blank to reflect unlimited users. 4. Enter the Product Registration key. Entering Connector Registration Keys Each workstation requires an individual connector registration key. This key is specific to computer variables. You can generate connector registration keys by logging into the Nodus Key Generator at
15 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 15 or ing Nodus Support at Figure: Software Registration To enter Connector Registration keys: 1. On each installed workstation go to Start Programs Nodus Technologies Register Paymentech Connector or Register Verisign Connector. The Software Registration window will open. 2. Enter the Connector Registration key. 3. Click Unlock. 4. Repeat steps 1 3 for each installed workstation. Upgrade Instructions The steps to upgrading are similar to those of a new Install. After running the install you will need to include the new code, enter in the new product registration keys, and complete the installation procedures. Below are the steps that are different from those specified under the New Installation section. Running the CCA*.exe Running the CCA*.exe To run the CCA*.exe administrative privileges are required on the environment. The upgrade routines include the will do the following: Copy the new cca*.cnk file to the Dynamics / eenterprise launch directory
16 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 16 Update the User s Guide and Release Notes in the Windows Start menu Update various.dlls and system files Update payment gateway software on the local drive Update payment gateway connector on the local drive To execute the CCA*.exe: 1. Double-click the CCA*.exe file. 2. Click OK on the box telling you that you will be upgrading Credit Card Advantage. 3. Continue through the installation windows, following the instructions on screen until clicking the Finish button. 4. To complete the installation, reboot the computer when prompted. 5. After the computer is restarted, setup information can be entered from Start->Programs->Nodus Technologies->Credit Card Advantage Setup or information can be entered after Table Setup and Conversion has been run.
17 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 17 PART II: General etransaction Information Transaction Types This section explains each of the transaction types in CREDIT CARD ADVANTAGE. The steps for processing each of the transaction types are nearly identical. Slight variations are identified and explained in this section Please note: the various names of the transaction types vary by processor. A Sale may be called Capture by some processors. A Book may be a Pre-Authorize. There are other variations. The names chosen for CREDIT CARD ADVANTAGE are among the more common but are not universal. Though the names may vary, the processing details do not. Sale An approved Sale is an immediate charge to the customer s credit card or account; however, the charge will not show up until after settlement. If a Sale is saved to a batch, the charge will not occur until the batch is sent for approval. A Sale can only be reversed with a Void or a Credit. A Sale transaction does the same thing regardless of it being a credit card transaction, an echeck transaction, or an ACH transaction. Book When dealing with credit card transactions a Book is a reserve of a specified amount on the customer s credit card or account. A Book prevents the customer from using that portion of their credit / funds, but does not actually charge the card nor transfer any moneys. A Book is useful for companies that ship merchandise one or more days after receiving an order. By issuing a Book, a company reserves the necessary amount on the customer s card at the time of the order. This reserve assures an approved Ship transaction at the time the merchandise is eventually shipped. A Ship transaction is necessary to complete the Book. A Book can only be entered from the Sales Transaction Entry window. The number of days a Book will stay open is determined by each cardholder s issuing bank. The most common number is 7 to 10 days, but some banks may hold Books for as long as four weeks and little as 3 days. A book transaction cannot be reversed. Issuing a Void for a book transaction will not free up the money on the customer s credit card. To free up the money on a customer s card you would need to issue a ship and then void that shipped amount.
18 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 18 When dealing with echecks and ACH a Book is a query to see if the account number exists. This Book does not reserve funds on the customer s account. Ship A Ship can only be issued for a transaction that has been previously a Book. Under ordinary circumstances, a Ship is assured approval as long as the amount is equal to or less than the original Book amount and the Ship transaction is sent before the Book has expired. A Ship results in an immediate charge to the customer s credit card or account. If the Ship is for less than the original Book amount, the remainder of the original Book amount is released back to the customer s credit line or account. A ship transaction can be reversed by issuing a credit or void. NOTE: CyberSource and Paymentech Gateways do not allow Ship transactions with ship amounts greater than the Book amount. Credit A Credit is issued to transfer money from the company s account to the customer s account or credit card. There are two types of Credit transactions that you can issue: referenced credit and non-referenced credit. A referenced credit occurs when you remove the payment line, or delete a sales document. To create a non-referenced credit you need to create a brand new return document. Some payment gateways allow the reversal of a Credit by issuing a Void if that transaction has not yet settled. If the transaction has settled you will need to issue a sale to reverse the Credit.
19 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 19 Figure: etransaction Entry set to process a Credit transaction. Force A Force is used to enter already approved transactions. A Force is typically used for capturing a phone authorization. When entering a Force you will be required to enter the authorization code. Be sure the Dyn/eEnt Only option is unselected to perform this type of a Force. A force can be reversed by issuing a credit or a void. Force Local The Dyn/eEnt Only option is used with a Force when the transaction being entered has already settled or it is already in the records of your Payment Gateway. This can happen due to network failure or other system problem that prevents CREDIT CARD ADVANTAGE from properly receiving the response from the Payment Gateway. The Dyn/eEnt Only option enters the information into the Dynamics / eenterprise records, but nothing is sent out to the processor. Selecting the Dyn/eEnt Only option will create a Local Force.
20 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 20 Void A Void is issued for an unsettled approved transaction. When a Void is successfully issued, neither the Void nor the original transaction will appear on the customer s statement. A Void can only be issued against an unsettled transaction. When a Void is sent, if the original transaction has already been settled, the Void will be denied and a warning will be displayed. A settled Sale transaction must be reversed with a Credit. Settlement Settlement is the procedure that transfers money from one account to the other. A sale, force, credit and ship are the only transaction types that are settled. Credit Card Advantage does not run settlement at the same time as your payment gateway. This means that all of your transactions that reach your payment gateway will be settled. For instructions on simulating Settlement in Credit Card Advantage please see End of Day Procedure window.
21 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 21 PART III: Credit Card Advantage Windows Credit Card Advantage Setup Window In order to use CREDIT CARD ADVANTAGE you must create either a generic setup id or an advanced setup id. CREDIT CARD ADVANTAGE is designed to support multiple processors and payment gateways. Each Setup ID created through the Credit Card Advantage Setup window will designate the appropriate payment gateway, the payment type, and the Checkbook ID where payments will be deposited and other necessary connection information. The Setup ID is company specific; if creating a Setup ID in Company A only use that setup id in Company A. Generic Setup ID A generic setup id contains only the most basic information. Creating this type of id is all you need in order to be able to process transactions. If you are using a proxy server, have Paymentech as your processor and VeriSign as you gateway, or plan to process in a currency other than US, then you must create an Advanced Setup ID. In order to create an Advanced Setup ID you must first create a Generic Setup ID. Below is a table of all fields that are in the Generic Setup ID. There are two ways in creating a generic setup id: inside of Great Plains and through Connection Manager. Inside of Great Plains Generic Setup ID
22 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 22 Field Name Required / Optional Description / Use General Setup ID Required A unique identifier for to distinguish different setup options. Connector Required The name of the payment gateway to be used by a specific setup id. Processor Required The name of the processor to be used by a specific setup id. Payment Type Required Choose the type of card to be used by a specific setup id. Payment Types include ACH, Debit, Credit, and Electronic Check. Processing Server Name or IP Required This is the address information for the server to which the CC transaction will be sent.
23 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 23 Field Name Required / Optional Description / Use More information is located in the About Your Payment Gateway section. Port Required This is the connection information for the server to which the CC transaction will be sent. This information can be found in the About Your Payment Gateway section. Authentication User ID Required for VeriSign The Merchant Login to your VeriSign Payflow Pro/Link account. BIN Required for Paymentech Bank Identification Number. Merchant ID Required for CyberSource and Paymentech Set by CyberSource or Paymentech gateways. Partner ID Required for VeriSign If the VeriSign account was setup by Nodus Technologies then it is nodus. If the VeriSign account was setup by another vendor then contact that vendor to obtain the required information. Password Optional for CyberSource Required for VeriSign Set by CyberSource or VeriSign gateways. Terminal ID Required for Paymentech Used for the Paymentech Gateway. Great Plains Associated Checkbook Optional The Checkbook ID of the account where payments received with this ID will be deposited. Denied Batch Name Optional When batched CC transactions are processed, any denied transactions are moved to a separate batch. This field accepts the name of the batch that will hold denied batch transactions. Auto Settlement Time Optional This is the time when Credit Card Advantage, if Great Plains is open, will move everything from the open table to the history table. This move indicates that settlement has taken place. Through Connection Manager Generic Setup ID Credit Card Advantage Setup ID s can also be created or modified using the Connection Manager: from the Start -> Programs -> Nodus Technologies - > Transact Advantage Setup. Both windows will display the same generic setup information regardless of where they have been entered or modified. However, Advanced Options can only be set in Great Plains.
24 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 24 WARNING: Deleting Setup ids from this window will corrupt the database and cause Great Plains to crash. Setup IDs should always be deleted from the Credit Card Advantage Setup Window. NOTE: Modifications to the setup settings with Paymentech as the Connector will not take effect until the next time the Dynamics/eEnterprise application is run. After making modifications close the application and reopen it for changes to take affect. Advanced Setup ID An Advanced Setup ID maybe required for some users. Those users are as mentioned in the Generic Setup ID subsection. However, if you would
25 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 25 like different transaction setup information then you will need to create an Advanced Setup ID. Below are the additional fields that are part of the Advanced Setup ID. Field Name Required / Optional Description / Use Proxy Server Setup Proxy Name or IP Port User ID Password Optional Merchant Options Enter the necessary information to access the internet through the network. Merchant Service # Merchant Descriptor Required if using VeriSign gateway and Paymentech processor. Required if using VeriSign gateway and Paymentech The service number of the Paymentech Processor. The descriptor number for the processor.
26 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 26 Field Name Required / Optional Description / Use processor. Currency Code Optional Default is USD. This is the currency that you want to process e-transactions in. Make sure this is the same as the currency as your Great Plains functional currency. CREDIT CARD ADVANTAGE does not convert the amount that is being sent. Transaction Setup Add Freight to Document Add Miscellaneous to Document Auto Renew Expired Book Check Payment Terms at Sales Header Fail on Address Mismatch Optional Optional Optional Optional Optional Used with Book transactions only. The amount entered here will automatically be added to the document total as Freight when authorizing a Book transaction. This is an estimated amount. It can be adjusted when the Ship transaction is sent. Used with Book transactions only. The amount entered here will automatically be added to the document total as Miscellaneous charges when authorizing a Book transaction. This is an estimated amount. It can be adjusted when the Ship transaction is sent. If marked the expired book transactions will be automatically renewed in the background when the expired book transaction is opened in Sales Transaction Entry window or one of the following windows is opened: Batch Verification, End of Day, Expired Book Batches. If marked the payment terms will be checked at the Sales Header instead of the Customer Master. If marked transaction will be denied when address verification fails. Fail on Zip Mismatch Optional If marked transaction will be denied when zip verification fails. Multiple Booking Optional If marked each document will be allowed to have multiple book transactions verified. When processed in Batch Verification window, the ship amount will be equal to the book amount. If unmarked, the ship amount will be equal to the document amount when processed in Batch Verification window. Partial Shipping Optional If marked the partial shipping feature will be
27 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 27 Field Name Required / Optional Description / Use activated. This feature allows for part of book on the order / backorder to be transferred to an invoice and part to an order / backorder. The Multiple Book feature overwrites this feature. If both are marked you will be given those privileges of Multiple Book. Recurring Billing Optional If marked the transactions from Recurring Billing module will be transferred into Batch Verification window when Batch Verification window is opened. This feature should be marked only when Recurring Billing module is integrated with Dynamics/eEnterprise. Company Default Setup Window Each company setup for CREDIT CARD ADVANTAGE may have multiple Setup IDs. Each Setup ID can specify different processors, different merchant accounts and / or different transaction classes. The Company Default Setup ID allows a default setup ID for all users who are accessing specified company. Leaving the User Can Select Other Setup IDs box unmarked will restrict users to only the Setup ID chosen on the Company Default Setup ID window. In order to ma ke changes to this window you will need to be logged in as sa. To create a Default Company Setup: 1. Login to Great Plains as sa. 2. Open the Credit Card Advantage Setup window: Transactions Sales CC Advantage Setup. 3. Open the Company Default Setup ID window: CC Advantage Setup Company Default Setup. 4. Use the look-up to select a Setup ID.
28 CREDIT CARD ADVANTAGE 7.0 USER GUIDE To restrict users to only the chosen Setup Id, leave the User Can Select Other Setup IDs box unmarked. The User Default CC Advantage Setup window can be used to allow specific users and user classes to override the company default Setup ID. User CC Advantage Security Setup Window The CC Advantage User Security Setup window allows the System Administrator (sa) to setup Security for Credit Card Advantage. The System Administrator can set a default Setup ID for any and all Users. Also, the System Administrator can setup up what types of transactions the user can process. The user will be able to create all types of transactions; however, the user will not be able to send these transactions to the payment gateway for verification. To setup a User Security for CREDIT CARD ADVANTAGE: 1. Login as sa. 2. Open the Credit Card Advantage Setup window: Transactions Sales CC Advantage Setup. 3. Open the User CC Advantage Security Setup window: CC Advantage Setup User Security Setup.
29 CREDIT CARD ADVANTAGE 7.0 USER GUIDE Select the User or Class radio button. 5. Use the look-up to select a Setup ID. 6. To restrict users to only the chosen Setup ID, leave the User Can Select Other Setup IDs box unmarked. The User Default CC Advantage Setup window can be used to allow specific users and user classes to override the default Setup ID. 7. Uncheck any checkboxes to limit the type of transactions a User can process. CC Advantage Book Duration Window Book transactions reserve a specified amount of money on a customer s credit card. Because the dollar amount is already reserved against the customer credit card, an approval is virtually guaranteed when a follow-up ship transaction is sent to the processor. The number of days a book is kept open is determined by each cardholder s issuing bank. The most common is 7 to 10 days, but books may be held for as long as four weeks. The number entered here is the number of days CREDIT CARD ADVANTAGE will consider the book open. This may not exactly coincide with the number of days an individual book stays open. Each credit card may be associated with a book duration. To setup the book duration enter the number of days the book will remain open and an expired batch name. Leaving the number of days as 0 will turn off the expiration for book transactions by selected cards. After book transactions expire, they will be placed into batches under the Expired Book Batch Name.
30 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 30 NOTE: To get the correct number of days a credit card authorization remains open contact the credit card company. CC Advantage Book Duration window only lists those credit cards associated with the Checkbook ID in CCA Setup window. To setup a Book Duration for a credit card: 1. Open the Credit Card Advantage Setup window: Transactions Sales CC Advantage Setup. 2. Open the CC Advantage Book Duration window: CC Advantage Setup Book Duration Setup. 3. Use the look-up button to select a credit card name. 4. Enter in the number of days to keep a book transaction open. 5. Enter a prefix for the expired book batch name or leave it as the default. Shortcut Keys Setup Instead of using the standard shortcuts that Credit Card Advantage uses, user s can set up their own shortcut keys. These keys are used to open the etransaction Entry window in a different format.
31 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 31 NOTE: Do not use a shortcut value for one that is already in Great Plains. To setup Shortcut Keys: 1. Open the Credit Card Advantage Setup window: Transactions Sales CC Advantage Setup. 2. Open the Shortcut Keys Setup window: CC Advantage Setup Shortcut Keys Setup. 3. Enter in the keys that you want to use to as shortcuts. 4. Click Save to save changes. etransaction Entry Window The etransaction Entry window is where you will enter in the customer s information. You then have the ability to process the electronic transaction or save it to a batch. This section will go over the steps in creating and processing transactions in Credit Card Advantage. Opening the etransaction Entry Window There are two ways of opening the etransaction Entry window. The following table lists the different ways of opening the etransaction Entry window. The following table lists the various hot keys shortcuts built in to CREDIT CARD ADVANTAGE, the windows from which they are available and their function. Window How To Open Function Sales Transaction Entry Receivables Transaction Entry Cash Receipts Entry Invoicing Entry Sales Transaction Entry Control S From the Main Menu Bar click Extras -> Sales or Credit Transaction Control B From the Main Menu Bar click Extras -> Book Transaction Opens etransaction Entry window for a Sale or Credit transaction. You can change the Trx Type to process other types of transactions. Opens etransaction Entry window for a Book transaction. You can change the Trx Type to process other types of transactions.
32 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 32 Creating a Great Plains Sales Document CREDIT CARD ADVANTAGE integrates with each Dynamics/eEnterprise Sales module: Receivables Transaction Entry Cash Receipts Entry Invoice Entry Sales Transaction Entry By completing one of the sales modules you can bring up the etransaction Entry screen properly. Following are the general steps for creating a sales document in Great Plains. To create a Great Plains Sales Document: 1. Open the Great Plains Sales document. 2. Enter in the customer s information for the transaction. 3. If using a Receivables document then enter in the amount. If using an Invoice Entry or a Sales Transaction Entry document enter in the line items purchased. 4. From the receivables document, you can open the etransaction Entry window by tabbing out of the Amount field. From Sales Order Processing and Invoice Entry you will need to open it yourself. For steps on opening the etransaction Entry window refer to Opening the etranaction Entry Window. Fields in the etransaction window The following tables include the field name, the status, and the description. Each table is a section of the window. For example: if the field is responsible for the transaction information then it will show up in that table. Field Name Required / Optional / Read Only Description / Use Setup Information
33 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 33 Field Name Required / Optional / Read Only Description / Use Setup ID Required The Setup ID controls which processor will be used as well as the Merchant Number, Transaction Type (credit, ACH or check) and other default information for sending the transaction. The available fields on the window may change based on the Setup ID. Different Setup ID s can be used for different Merchant ID s, card classes or processors. For more information about the Setup ID, refer to Setup Window. Trx Type Required Choose the specific type for this one transaction. For more information about Transaction Types, see Transaction Types. Batch ID Read Only This field will be filled in based on the Batch ID on the main entry window for the document. If the credit card transaction is being saved to a batch, the attached sales document must also be saved to a batch. The Batch ID must be filled in on the main document entry window before the ETransaction Entry window is opened. Transaction Information ABA Required for echeck and ACH Account # Required for echeck and ACH The transit number for the bank. This information is part of the MICR line. The account number from the checking account being used. This information is contained in the MICR line of the check. Acct Type Optional Used for EFT transactions to indicate the type of account (savings or checking) the funds will be drawn from. Amount Required The amount that will be charged to the customer s card / account for this particular payment. The total document amount will default from the sales entry window. This may be edited to be only part of the total document amount. If this is a Book transaction and additional Freight and Miscellaneous amounts have been setup to be added to each Book transaction, the amount displayed in the ETransaction Entry window will include the additional amounts. For more information about setting up Book transaction defaults, refer to Setup Window. Card Name Required, for Credit Card transactions The name of the card, such as Visa, Amex, etc. This name will default based on the Credit Card ID on the Customer Maintenance Options window. For more information about setting up Card Names, refer to Credit Card Setup Window. Card No. Required, for Credit The account number from the card. This number will
34 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 34 Field Name Required / Optional / Read Only Card transactions Description / Use default based on the Credit Card Number on the Customer Maintenance Options window. Card Type Optional Examples include Corporate, Purchase, Private, and Government. Inclusion of type can facilitate processing of non-standard types. Check # Required for Check The check number being used by the customer CVV2 Optional A three or four digit code found on the rear of the card. This is an optional security feature. Transaction may still be approved with an incorrect CVV2 Drivers Lic Optional The check writer s driver s license or ID number. Exp. Date Required Enter the expiration date of the card being used. Orig ID Optional Used for a Void or Credit transaction. The ID of the original transaction. Issue Number Required only by specific Credit Cards Some credit cards require an issue number along with the Credit Card Number. This number needs to be written exactly as seen on the credit card. MICR Optional The special character MICR line from the bottom of the customer s check. Prenote Optional Indicate Yes if a pre-note should be sent before sending a real transaction. A pre-note is used to confirm the accuracy of the account information. This is used only if Card Class is ACH. SSN Optional The check writer s Social Security number. Start Date Optional For higher security level credit card processing a start date can be sent. Some credit cards have a start date written on the surface. Tax Amount Optional The portion of the document total that is tax. This amount will default from the main sales entry window. The amount may be edited to reflect partial payments. The tax amount will be included in the Amount field total. Auth Code Required, for Force transactions This field is used to enter the Authorization Code for transactions that have been approved prior to their entry in Dynamics / eenterprise. This may include telephone approvals. This field is only available for Force transactions. Customer Information Address1 Optional The first line of the billing address for the card. Based on the agreement with your credit card processor, the inclusion of this information may result in a lower
35 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 35 Field Name Required / Optional / Read Only Description / Use discount rate. Address2 Optional The second line of the billing address for the card. Based on the agreement with your credit card processor, the inclusion of this information may result in a lower discount rate. City Optional The city of the billing address for the card. Country Optional The Country of the billing address for the card. Optional Card holder s . First Name Required The card holder s first name from the card being used. Last Name Required The card holder s last name from the card being used. Middle Name Optional The cardholder s middle name from the card being used. Phone Optional Cardholder s phone number on file with the credit card issuer. Ship-From Zip Required depending processor on Default from main sales document. Can be changed. Ship-To Zip Required depending processor on Default from main sales document. Can be changed. State Optional The state of the billing address for the card. Zip Optional The zip of the billing address for the card. Based on the agreement with your credit card processor, the inclusion of this information may result in a lower discount rate. Optional Fields Description Optional Sending extra information for transactions. Description 1 4 Optional Sending extra information for transactions. Comments 1 3 Optional Sending extra information for transactions. Processing Electronic Transactions You can process transactions real time or in batch. When processing real time you submit a request to the gateway upon hitting the process or the ship button. When processing in batch mode you save the transactions and then submit them all at once. For more information on Batch processing refer to Batch Verification Window.
36 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 36 After creating the Great Plains Sales document you will be ready to process the electronic transaction. The procedure for processing electronic transactions is similar for all transaction types and payment methods. The real difference is the fields that need to be filled out. The required fields for the transaction type and payment method will have a star, *, next to them. The following steps for processing a transaction assumes that the Great Plains sales document has been created and the etransaction Entry window is already open. To Process an Electronic Transaction: 1. Under the Setup Section select the Setup ID that you want to use to process with. For information on the Setup ID refer to the Setup ID Window section. 2. Select the transaction type from the drop down list that you wish to perform. Note: Certain documents can only process certain types of transactions. 3. Enter in the transaction information. The Transaction table in the previous section lists all of the fields, whether they are required or not. For testing refer to the appendix for your gateway. The difference between a credit card transaction and an echeck/ach transaction is the information being sent to the processor. 4. Enter in or update any and all of the customer s billing information. 5. Enter in any comments or descriptions 6. For real time processing click on the Process button. To process in batch mode click on the Batch button. To ship a transaction refer to Authorized Transaction.
37 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 37 WARNING: CREDIT CARD ADVANTAGE does not support payment Terms Discounts. Payment Terms Discounts include a discount for early payment. The discount is not calculated until after a payment amount is entered. The Credit Card amount you enter needs to reflect what you will actually charge your Customer including deduction of any discounts. TIP: If you are using Receivables Management or Cash Receipts you can automatically open the etransaction Entry window by entering an amount in the Amount Received field and tabbing off the field. Handling Approved Transactions If the transaction is approved you will get a results dialog box that prints information about the transaction. By clicking ok you will dismiss the Results window. Depending on your settings you will be asked to print a receipt. For more information on receipts see the subsection Dealing with Receipts at the end of this section. Handling Denied Transactions It may happen that the response from processing a transaction is declined. When this happens you will see a message box that says, Card Denied. Seek Other Payment Method. Click ok on this message box and view the Results window. This window will have information about what has happened to the transaction. Dealing with Receipts Depending on your settings after a transaction comes back approved CREDIT CARD ADVANTAGE will ask you if you want to print a receipt. The receipt will display different information depending on which window the document was created in. If you want to print receipts at a later time you can do so by revisiting the etransaction Entry window. To navigate to this window simply go to CC
38 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 38 Advantage Customer Inquiry and bring up the transaction. Doubling clicking on the transaction will bring up the etransaction window. From the window click on the printer icon in the upper right corner and select the destination to print to. You can also open the etransaction window by going to Receivables Transaction Entry and/or Cash Receipt window. Then use one of the methods to open the etransaction Entry window detailed earlier in this section. CC Advantage Batch Verification Window Alternatively to Real Time processing, unprocessed credit card transactions may be saved in a batch. When credit card transactions are saved in a batch, all transactions in the batch are sent for verification at once. No verification is done at the time the transactions were entered. When using batch mode, all credit card transactions in the batch must be approved before the batch can be posted. Once the batch is sent for approval, denied transactions are removed from the batch and placed into their own separate denied batch. (See CREDIT CARD ADVANTAGE Setup for information about the name of the denied transaction batch.) Moving the denied transactions allows the rest of the batch to post.
39 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 39 NOTE: You cannot post Dynamics/eEnterprise Sales documents that are associated with credit card transactions until the credit card transaction have been approved or removed. You cannot post Sales batches that include credit card transactions until the batch has been processed from the CC ADVANTAGE Batch Verification window. Creating Batch Transactions In order to perform batch mode processing you will need to create batch transactions. The steps to create a batch mode transaction are similar to those of creating a real time transaction. First you create a Great Plains sales document and then you create the CREDIT CARD ADVANTAGE batch transaction. To create a Great Plains sales document: 1. Open the Great Plains Sales document. 2. Enter in your customer s information. 3. Enter in a Batch ID. 4. If using a Receivables document then enter in the amount. If using an Invoice Entry or a Sales Transaction Entry document enter in the line items. 5. From the receivables document, you can open the etransaction Entry window by tabbing out of the Amount field. From Sales Order Processing and Invoice Entry you will need to open the etransaction Entry window yourself. For steps on opening the etransaction Entry window refer to the etranaction Entry Window section. To create Batch Mode Transactions: 1. After opening the etransaction entry window enter the credit card information. For more information on the fields see the tables in the etransaction Entry window.
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