1 CHAPTER 6 HANDLING CREDIT CARD TRANSACTIONS Introduction All web applications and the resulting permit fees for web applications in Nevada are paid using a credit card. SCI and our clients accept MasterCard, VISA, American Express, and Discover cards. The Application Hunt System uses a commercial credit card gateway, Authorize.Net, for all credit card transactions. WEB APPLICATIONS Web application credit card charges are authorized, settled, and fulfilled in the Web Apps application and then imported into AHS. The hunter enters his credit card information on the secure web site to pay the Application Fee, the Predator Management Fee, the Convenience Fee, and any donations the hunter desires to make to Operation Game Thief or Predator Management. When the hunter clicks Submit, the credit card information is transmitted to Authorize.Net for validation. The transmission is an XML document containing a unique Order Number, the Name, the Credit Card Number, the Expiration Date, and the Amount. The transaction transmission is protected by the VeriSign security system for online payments using 128 bit encryption. Authorize.Net then obtains payment authorization from the credit card issuer, usually a bank or credit union, and transmits an XML document to the HuntNevada web site containing the Order Number, the Amount, the Authorization Number, the Positive Address Verification (PAV), a Risk Factor based on credit card company factors, and an error code if the card is declined. The PAV (also known as Address Verification System - AVS) feature compares the credit card billing address numerical information submitted with the hunter s credit card to the provider s database and
2 yields a code for exact match, substantial match, or mismatch. As implemented in AHS, the system does not reject a charge based on a PAV/AVS mismatch, however. For web transactions, the hunter receives immediate notification that his card has been accepted and the Authorization Code from the provider is entered into the application record in WebApps, the database underlying HuntNevada; the application and the funds must be imported into AHS after settlement. Our application credit card transactions are sent to Authorize.Net as fulfilled, since that signifies that we have accepted the application. This is important because a vendor may not settle a charge against a credit card until the service is rendered or the merchandise shipped. If the card is declined, the hunter is notified on the web site and returned to the credit card information screen to make corrections or to apply with a different card. If an authorization cannot be obtained, the transaction is not completed. The transactions can be viewed in WebApps by authorized personnel prior to settlement. A sample screen is shown in Figure 6-1. This list will be compared to the list furnished by Autorize.Net after the nightly settlement to ensure that all transactions settled. Duplicate transactions can occur if the web client presses the Submit button multiple times. If the duplicate is discovered before settlement, the credit card supervisor can mark the duplicate transaction Incomplete in the Settlement Browse and void it. If it occurs after Authorize.Net settles the transaction, the duplicate must be backed out using a credit entry.
3 Figure 6-1 Web Apps Settlement Browse Web application transactions are settled nightly at 10:00 PM Pacific Time for the previous 24-hour period by Authorize.Net. Authorize.Net creates its own batches and assigns a batch number to the transactions based on the Julian Date. The Credit card Supervisor logs into Authorize.net using the PPMID, a Merchant ID Account Number. Nevada uses 2 PPMIDs for each draw, one for application fees and one for permits, licenses, and stamps sold through the HuntNevada web site in conjunction with a draw.
4 The Authorize.Net batch files are downloaded by the credit card supervisor for each open draw and Merchant Account Number. The form used in Web Apps is shown in Figure 6-2. The web application settlement batch data is then imported into the WebApps database, a component of the web application, with a list of the dollar amounts and a count of the transactions in the Authorize.Net Batch for each of the four card types Visa, MasterCard, Discover, and American Express. The Credit Card Supervisor can settle each transaction individually by clicking it or click Mass Settle to mark all pending transactions on the list that have been settled by Authorize.net as settled in Web Apps.
5 Figure 6-2 Web Apps Mass Settlement
6 Figure 6-3 Web Apps Transaction Fulfillment The final step in the web application credit card process is to mark the batch as fulfilled in the screen shown in Figure 6-3. The batch of applications is now ready for import into AHS. The Nevada supervisor uses File>Applications>Processes>Data Entry>Import Web Apps to perform the import. The applications now exist in AHS and the batch is listed on the Application Batch Browse with a 600 prefix. It is then Posted by the Nevada Supervisor. Transactions in Authorize.Net s system take 1-4 business days to clear with the credit card company, i.e. Master Card, Visa, American Express, or Discover, after which the card company pays the Wildlife Administrative Services Office s merchant bank account. The bank then produces a report on credit card deposits received from each of the card providers. This report is manually reconciled against the Fulfillment Browse information by
7 Authorize.Net batch number, total amount by credit card provider, and number of transactions by credit card provider. This is done by the SCI Business manager. Figure 6-4 Web Application Credit Card Process WEB PERMITS AND LICENSES If the online hunter s application is successful in the draw, the process is repeated from within the Application Hunt System for payment of the tag and license fees. (The tag and license fees for successful paper applicants was submitted with the application by check.) The major difference in the workflow for processing the tag and license fees is that the license and tag charges are created in the draw process and batch transmitted to Authorize.Net for approval all at once. Approval normally takes several days due to the number of charges. Figure 6-5 illustrates the flow for Credit Card Tag Charges.
8 Figure 6-5 Credit Card Process for Tag and License Charges The Credit Card Browse To work with credit card transactions, click File>Credit Cards. Credit Cards is password protected, since the credit card data must be safeguarded. The login screen shown in Figure 6-6 displays. Enter the Credit Card Password and click OK. Figure 6-6 Credit Card Login Dialog Box The Credit Card Browse Form shown in Figure 6-7 appears. The data comes from the HAAUTHORIZE.NETCC table. We have removed all credit card numbers from the credit card screens in this manual to protect privacy. Normally, users with the appropriate level of access will see the client s credit card number. This form displays all the credit card transactions in the system in chronological order by Batch and Application Number. The fields are described below. Field Description
9 Field Batch Year Draw Application Number Man Number Credit Card Number Cardholder Name Status Charge Amount Hold Description 6-digit batch number beginning with 6 for web applications or Descriptor, i.e PERMIT is the Hunt Year is the draw number for the application is the 6-digit Application Serial Number is the hunter s Man Number is the 16-digit credit card number (The card number has been redacted from all examples in this manual.) name as it appears on the card Approved or Pending amount charged to the card in this transaction The system sets this flag after three attempts to submit the card to prevent the declined transaction from being resubmitted to Authorize.Net.
10 Figure 6-7 Credit Card Browse Form To locate a specific transaction, select Find Trans. The Transaction Find Form in Figure 6-8 appears. You may use either the Application Number or the Credit Card Number as the search criteria. Once you have entered a criterion, click Find to locate the record.
11 Figure 6-8 Credit Card Transaction Search The Credit Card Browse will scroll to the record and indicate it with the record pointer. Click Detail to display the information in the record in the Credit Card Detail Form shown in Figure 6-9. Note that there are two windows in this form. The upper window displays the credit card information, while the lower window shows the related application information. This accommodates situations in which the credit card used for the application belongs to someone other than the hunter on the application or in which the billing address differs from the home address. In addition to the usual information, note the following credit card specific fields. Field Card # Exp Status Address Card Type Description 16-digit credit card number (not shown in manual) expiration date in mm/yy format Approved, Pending, Referred, Call, or Declined Credit card billing address in upper window Hunter address in lower window VISA, MasterCard, American Express, Discover
12 Approval Number CC Batch Settle Date Authorize.Net charge approval number Authorize.Net credit card batch number date credit card provider billed Data cannot be edited in this form.
13 Figure 6-9 Credit Card Transaction Detail Credit Card Browse Processes There are a number of processes available in the Credit Card Browse as shown in Figure We will discuss these transactions in the order they are likely to occur in processing credit card transactions. Remember that the web site processes the credit card transactions
14 completely for the Application Fee, the Predator Management Fee, the Transaction Fee, and any donations, then posts the completed applications in the Client Browse, the Application Browse, and the Credit Card Browse. The Convenience Fee does not show in AHS at all., since it is not part of the application. After the Draw, the tag and license fees for successful web applicants are charged to the hunter s credit card from within the Application Hunt System. Figure 6-10 Credit Card Browse Form Processes The credit card transactions for each successful application are created in the Post-Draw Process, Sell Tags and Licenses. This step creates a table, HACCARD, listing all the tag and license charges and related information. HACCARD information populates the Credit Card Browse. MARK TRANSACTIONS FULFILLED This function is not currently used in Nevada, as the Application Hunt System marks all transactions fulfilled as they are transmitted to Authorize.Net for settlement. CREATE PENDING TRANSACTIONS Create Pending Transactions creates a second credit card table, HAPCARD, by rolling up the fees on each group application into one
15 charge preparatory to submitting the transactions to Authorize.Net for authorization. HAPCARD Data is not visible; the Credit Card Browse information comes from HACCARD. AUTHORIZE PENDING TRANSACTIONS Authorize Pending Transactions transmits all pending license and permit fee transactions to Authorize.Net for verification and payment authorization in an XML document. Authorize.Net validates the card information, performs the Positive Address Verification process, and obtains payment authorization from the credit card provider. AUTHORIZE.NET INFORMATION Click Authorize.Net Information to view the Authorize.Net batch transaction files in the Application Hunt System. The Authorize.Net Edit screen in Figure 6-11 appears. Figure 6-11 Authorize.Net Edit Form Authorize.Net transmits an electronic file to the Wildlife Administrative Services Office for verification against the Application Hunt System records. Click the Import button in the Authorize.Net Information Form to enter the Merchant ID for the file to be imported. Note that the first record starts with a 5 digit PPMID Number (26135), the Order Number (WT Key Field 41396), the four-digit bank
16 identifier (4323), the name (Maclean), the transaction settlement date and time, three PAV checks (N/N/N in the example), the Authorize.Net Batch# (00053), and the amount of the charge ($17.50). This is a new order number, distinct from the Application Order Number. Click the Update button to enter the HAPCARD into HACCARD. This ensures that the data is consistent across the two tables SETTLE TRANSACTIONS In Settle Transactions, the file from Authorize.Net is compared to the Settlement data in the Application Hunt System to verify that all the charges were appropriately recorded in both places. Common errors include double billing in Authorize.Net and missing transactions. The Authorize.Net Batch Total is compared to the Credit Card Settlement Form Batch Amount, the number of transactions in the batch and amount for each card type are compared, and queries are run to ensure that no double billing took place and that all transactions are recorded. The Credit Card Settlement Form is shown in Figure The Credit Card Settlement Form has the following fields:
17 Field Description Batch ID # Authorize.Net Batch Number Batch Amount Total of Charges in Authorize.Net Batch Settlement Date/Time Time and Date of Authorize.Net Settlement Amex Amount/Transaction American Express Batch Total/# of Transactions Discover Discover Total/# of Transactions Amount/Transactions Master Card MasterCard Total/# of Transactions Amount/Transactions Visa Amount / Transactions Visa Total/# of Transactions Order Number Range Authorize.Net Order Number Range Authorize.Net File Data Imported to Application Hunt System Order Authorize.Net Order Number for each transaction Tran Date Date of each transaction Tran Total Total charge on each transaction Card Type Type of credit card Cardholder Cardholder Name
18 Figure 6-12 Credit Card Settlement Form You must enter the Merchant ID, Batch Amount, Settlement Date and Time. Click Update to display the import file data in the lower window. All transactions sent to Authorize.Net will appear with those in the Batch selected highlighted. Alternatively, you can enter the first and last order numbers in the batch to display the data. Click Calculate to
19 determine the total amount and total number of transactions for each card type in the batch. The data will appear in the upper window. Add the amount for each card type and ensure that the sum equals the Batch Amount. Then add the number of transactions for each card type and ensure that the sum equals the Total Number of Transactions in the batch. If it does, click Settle to settle the transactions. If there is a discrepancy, you will use the data in the lower window to identify the missing or duplicate transactions. FULFILL SETTLED BATCHES Click Fulfill Settled Batches to complete the Credit Card process. The Credit Card Mark Fulfilled form shown in Figure 6-13 displays. Select the Merchant ID (PPMID) from the drop down list. Select the Authorize.Net Batch ID from the drop down list, and the Settlement Date, the Batch Amount, and the Number of Transactions will display. Click Fulfill to mark these transactions Approved in the Credit Card Browse. Figure 6-13 Fulfill Settled Batches Form
20 EDIT Credit card transactions may need edits to reconcile problems or entry errors. Selecting Processes>Edit displays the Credit Card Edit Form shown in Figure Figure 6-14 Credit Card Edit Form Changes may be made to any blue-coded field, such as Card Number. Select Exit to save your changes and return to the Credit Card Browse. CHANGE STATUSES Change Statuses is used to update the status of a batch of credit card payments. The status codes are Referred, Declined, and Other, which are selected by clicking the radio button. When the Declined status button is selected, for example, all declined transactions in the selected batch, except those in Hold, are removed from declined status and placed in pending status. This is done to resubmit declined transactions to Authorize.Net, since many of the declined transactions are declined due to the gateway or the bank
21 being offline, etc and not through any faults of the client. The Credit Card Status Change Form is shown in Figure Figure 6-15 Credit Card Status Change Form Credit Card Reports The Credit Card function produces 6 reports. SETTLED BATCHES/INTERNET BATCHES These reports list all batches by Authorize.Net Batch Number with the PPMID, the Order Number, and the Amounts/Number of Transactions per Credit Card Type. They are used to reconcile system data with the bank deposits from the card providers. When selected, the Credit Card Report Selection form displays. Figure 6-16 Credit Card Report Selection Form
22 Enter the range of batches to be included and select Web (Applications) and/or Tags as desired. (Mail-in applications with credit card payment are not accepted in Nevada.) INTERNET REVENUE This report summarizes the credit card transaction data from the web applications for hunters who applied on the web. DECLINE REPORT The Decline Report lists all cards that were declined for payment of the permit/tag fees and license fees by Batch Number with the Application Number, the Client Number, the Client Name, the number of Attempts/Status, the Amount, and the Letter Number and Date. In Nevada, the Wildlife Administrative Services Office submits each transaction three times, after which the system marks the record as Hold status. The staff then attempts to contact the cardholder by telephone to resolve the difficulty. DOCUMENTS TO PULL REPORT This report lists tags and licenses for which credit card approval was not obtained. After the tags are printed, this report is used to pull the unpaid tags and licenses before mailing. GRAND TOTAL BY MERCHANT REPORT This report summarizes credit card transactions by PPMID, typically two per draw, one for applications and one for tags and licenses. Credit Card Views There are three views available from the Credit Card Browse Card Validation, Detail, and Current Year Draw Sort. CARD VALIDATION Select View>Card Validation in Credit Card Browse to validate a credit card. The screen in Figure 6-17 appears. Enter the card number and click Validate. The system will ascertain whether it is a valid card number and display the reason if it is not.
23 Figure 6-17 Credit Card Validation Form DETAIL Selecting View>Detail displays the Credit Card Detail Form described previously. CURRENT YEAR DRAW SORT Selecting View>Current Year Draw Sort displays the current year credit card data in Draw order. Credit Card Utility Clicking Utility on the Credit Card Browse allows the operator to Change Draw, Convert to Post-Draw, or Change (user s) Password. These functions are explained elsewhere in the manual. Credit Card Security Selecting Security in the Credit Card Browse allows the operator to change the Credit Card Password. Click Change Credit Card Password to display the Change Password dialog box shown in Figure 6-18.
24 Figure 6-18 Change Credit Card Password Form Type in the old password, enter the new password, re-enter the new password for verification, and click OK to save the change. Only a manager may perform this action. Funds Transfer to NDOW Once the funds are received by SCI from the card-issuing bank, typically several business days, an ACH transfer is made by the SCI Business Manager, and the ACH Transfer Report is provided to NDOW. Summary
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