Quick Guide to New Functionality (Revised June 2009)

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1 RSPOS 6.00 Credit Card Processing Quick Guide to New Functionality (Revised June 2009) What s New in ? Release 6.00 includes functionality to process Credit Card transactions. After installing the software your system will need to be configured to use this functionality. This Quick Guide is designed to get you up and running in as little time as possible. Read this document through once, before you start to set up the new features in the software. Overview Credit Card Processing Integrated credit card processing with RSPOS replaces the stand-alone, external terminals currently used in most Dealer/Franchise stores. If broadband internet access is available, it will be used for authorizations. Dial-up via a modem/phone line is used as a fallback method if broadband is not working or not available. To begin using RSPOS to process credit cards it is necessary to first sign up for the program, and then configure the software to begin accepting credit cards. Sign Up RSPOS uses the processing company Heartland Payment Systems (HPS) and is available to Dealer/Franchise stores only if they are signed up under RadioShack s current credit card program. A one-time charge of $49.99 will apply for the licensing cost of the new software. For stores already on the HPS/RadioShack program, it will be necessary to sign a new addendum to your existing credit card agreement. New stores who opt to use the HPS/RadioShack program will sign the addendum that will be included with the initial credit card program document packet. For stores not on the HPS/RadioShack program, their current method of credit card authorization will remain the same. In addition, it is possible to select which card types to authorize via RSPOS and which types authorize via the current method. As an example, stores that only take RSAP and RS Gift Cards through RadioShack will be able to process these through RSPOS but still process Visa/MC/Amex on their external terminals as they do today. Configure the Software You must configure Credit Card Processing before this functionality will be available for use. After returning a signed agreement, two ID numbers, the Terminal ID and NAM Access ID numbers will be ed to the store. Stores will need to input these two unique numbers to setup the software to identify their store to HPS. These numbers will also be available from the Help Desk. Stores can keep existing external terminals to use as a backup method should they ever experience computer problems. A mag-stripe reader will be required at each terminal to process credit cards using RSPOS. These are available from our Third Party database. Two models are available, USB and keyboard Interface. These are identical to the PreCash card readers that are available to stores through that program. Stores that have these will not need to order them unless they need additional units for any other POS terminals. 1

2 TABLE OF CONTENTS MERCHANT INFORMATION... 3 HARDWARE INFORMATION... 3 SOFTWARE CONFIGURATION... 4 CARD AUTHORIZATION SETUP... 4 Authorizing terminal... 4 Authorization Setup Folder Location... 4 Card request timeout (in seconds)... 5 LINK SETUP... 5 Install LINK... 5 Start Install... 5 Configure LINK Configure Datawire CREDIT TYPES SETUP Authorization Method Active Menu Position User Defined Payment Types Prompt for LAST FOUR digits of the Credit Card number OBTAINING APPROVALS METHOD OF PAYMENT SCREEN Multiple Payment Types Gift Card Approvals RSAP Card Plan Numbers Voice Authorizations GIFT CARD FUNCTIONS Gift Card Recharge Issue New Gift Card Gift Card Balance Check DELETE TRANSACTION CLOSING THE BATCH BALANCING THREE TOTALS RUN LINK

3 Merchant Information Before you can process credit cards using RSPOS you must first complete and return the Heartland Payment Systems Equipment Options agreement to obtain your Term ID and your Datawire ID numbers. The agreement can be found at the end of this document. Complete the agreement with the exception of the Terminal ID# and Network Access ID # fields and fax it to RadioShack: (817) The ID numbers will be ed to the address on file at RadioShack, usually within a few business days. Stores can also call the RSPOS Help Desk to obtain the Term ID and your Datawire ID numbers. The Help Desk can be contacted at After you receive your ID numbers, store them safely in the event you need to access these numbers in the future. Hardware Information To read the magnetic strip on credit cards a reader is required. The approved readers are the IDTech 3331 or Other types of mag-stripe readers may work but have not been tested. No support is available for devices other than these models. The current RadioShack/PreCash program also uses the IDT3331; if you currently have this unit it will work with RSPOS. A card reader is needed for each RSPOS terminal that will be used to approve credit cards. Additional units can be ordered through RSPOS or by calling the SSS. All units are plug-and-play and require no additional software or drivers to be installed. IDT U Card Swipe-Beige USB (Reccommended) IDT UB Card Swipe-Black USB (Reccommended) IDT Card Swipe-Beige Kbd wedge IDT B Card Swipe-Black Kbd wedge IDKA B USB Keyboard with Integrated Swipe 3

4 Software Configuration From Admin Tools select Terminal Setup. Next, click on the Card Authorization Setup tab. Note: in some versions of RSPOS, LINK software may be referenced as ADSLINK also HPS (Heartland Payment Systems) may be referenced as ADS. This is due to a name change of the company and will be updated in future versions of the program. Card Authorization Setup Authorizing terminal Select the terminal number that will perform the authorizations. If you have broadband internet service it must be available on this terminal. If you do not have broadband internet service this terminal must have a modem installed. Enter the terminal number and press <TAB>. *IMPORTANT NOTE: Only one terminal should be set to do authorizations. The authorizing terminal number should be set to the same number on all RSPOS computers. Authorization Setup Folder Location By default, the authorization software will be installed in C:\SPSLM. In most cases it will not be necessary to change this location. To change this location click the EXE folder location button and specify the location where you would like to install the software. 4

5 Card request timeout (in seconds) If a response is not received by RSPOS from an attempt to authorize a credit card, this setting controls how long before an error message is displayed. LINK Setup In order to use Link credit card processing software it must first be installed and configured. Install LINK Click this button to install Link software. From the installation window, answer the questions by clicking the appropriate radio buttons. Have you signed the agreement to authorize cards via HPS?: If you have signed and submitted the HPS Addendum answer Yes. Hit Cancel to return to Terminal Setup. Do you have an always-on broadband connection on this machine? If you have the internet available on this computer via an always-on broadband connection (Cable, DSL, ISDN, Satellite, etc.) select Yes otherwise answer No. Do you have a modem installed for backup authorizations on this machine? If broadband is not available a modem is required to perform credit card authorizations. If you have broadband but the service is not working temporarily, a modem can be used as a backup method. Select Yes if a modem is installed in this computer, otherwise answer No. Start Install Click this button to begin the Link installation. Click Cancel to return to Terminal Setup. If broadband is not available a message appears after installation of Link. Click OK to exit. 5

6 If broadband is available, another pop-up window will appear. Click OK to continue the Datawire software installation. Click Yes to continue the Datawire software installation. Click No to exit without installing datawire. *Note: you will not be able to process credit cards via broadband if you click No. The Datawire installation software will start. Click Nex to continue the Datawire software installation. Click Cancel to stop the installation of Datawire. Note: if you do not have broadband internet service Datawire will not be installed. 6

7 Read the License Agreement and, if you accept the terms, click the I accept the agreement radio button and then click the Next button. Click Cancel to stop the installation of Datawire. Serial port Com8 is shown on the drop-down list. Do not change this port assignment unless you have system hardware using Com8 on your system already. This is a virtual Com port and does not reflect your modem s assigned Com port. 7

8 Select the folder that Datawire will be installed to. In most cases, it will not be necessary to change the destination folder. Click the Next button to continue. Click Cancel to stop the installation of Datawire. Select the Start Menu folder. In most cases, it will not be necessary to change the folder name. Click the Next button to continue. Click Cancel to stop the installation of Datawire. 8

9 The checkbox to create a desktop icon needs to be checked. Click the Next button to continue. Click Cancel to stop the installation of Datawire. Verify all settings are correct. Click the Install button to continue. Click Cancel to stop the installation of Datawire. To correct any entries, click the Back button. 9

10 After successfully completing the installation, select Yes, restart the computer now to reboot the computer to finish the installation. A reboot is required for the software to work. Configure LINK After installation, click this button to configure Link software. The Link Link menu will be displayed. 10

11 From the Link menu select Tools then Configuration Editor. From the Configuration Editor menu select Merchant Information. From the General Configuration screen type in the store s Terminal ID also known as the Merchant ID. Your Comp ID is already entered; if it is deleted, this entry should always be reset to TNDL. Enter the Term ID. This is your merchant number that is issued by HPS, and is ed to you by RadioShack. If necessary, your merchant number is also available from the RSPOS Help Desk. 11

12 Hit the <Enter> key to move down the list and Save the changes. After saving the changes the Merchant Information menu will be displayed. Select Logo/Promo Configuration and hit <Enter>. 12

13 Enter your store name, address, and phone number information in the Logo Line fileds. This information will print if you use Link in the stand-alone mode for approvals. Hit the <Enter> key to move down the list and Save the changes. After saving the changes the Merchant Information menu will be displayed. Hit Exi to return to the Confiuration Main Menu. Select Site Information and hit <Enter>. 13

14 From the Site Information menu select General Configuration to set up communications and printing. From the General Configuration screen, enter your Store Name, Phone, Address, City, State, Zip. Also enter the ports that your report and receipt printer are connected to. This information is used when Link is run in stand-alone mode. Hit <Enter> on Save to return to the Site Information menu. 14

15 Exit the Site Information menu then exit Configuration Main Menu to return to the Link menu. Select the Tools menu. From the Tools menu select Phone Card Editor. Select Network File Editor and hit <Enter>. 15

16 From the Network File Editor screen, hit the <Page Down> key to go to page 2. On this screen set the Modem Por to the Com port the physical modem is installed on. Hold the <CTRL> key and hit <Enter> to save the Modem Port setting. Hit the <Esc> key to return through the menus and exit Link setup. 16

17 Configure Datawire After configuring Link, exit or minimize RSPOS to the Windows Desktop. A Datawire icon, created during the install should appear on your desktop. Double-click on the Datawire icon to load Datawire into the System tray. Right-click on the system tray icon and select Setup. From the VXN tab, type in the Primary and Secondary URLs exactly as they appear below. Enter the store s Datawire ID in the field provided. This is ed to you by RadioShack. If necessary your Datawire ID is also available from the RSPOS Help Desk. Click Apply then OK to save the changes. Click Cancel to exit. 17

18 Credit Types Setup From Admin Tools select Admin Setup. Click on the Credit Types tab. This tab allows you to set up the credit types used in your store. Yellow fields are editable and are defined as follows: Authorization Method EXTERNAL An external terminal will be used to obtain authorizations for this card type. LINK RSPOS/Link will obtain authorizations for this card type. BOTH LINK AND EXTERNAL The user can select either choice at the payment screen. For example, if you are signed up with HPS through RadioShack but can also process VISA transactions through a third party via an external terminal. *Note: Do not select BOTH LINK AND EXTERNAL if you obtain approvals only via HPS. Active YES This credit type is available on the payment screen. NO This credit type is not available on the payment screen. 18

19 Menu Position This field sets the order in which the active payment types will be displayed. In general it is a good idea to order the payment types with the most frequent at the top of the list. The Display Preview box shows what the edited list will look like on the payment screen. User Defined Payment Types Seven additional payment types can be set up. Use these for methods of payment that are not already defined on the top grid. Prompt for LAST FOUR digits of the Credit Card number If this box is checked, the last four digits of the credit card number must be verified at the point of sale. This features provides added security if fraudulent cards are presented, where the information on the magnetic strip does not match the digits imprinted on the card. The system prompts automatically, regardless of this setting, for the last four digits whenever card numbers are entered manually to help prevent mis-keying of the credit card number. Obtaining Approvals At the point of sale, invoices are created in the normal manner. Changes made at the method of payment screen allow the system to process credit card transactions after being properly configured. Method of Payment Screen The Charged To drop-down list will display card types to be processed via HPS. This list reflects the changes made in Admin Setup on the Credit Types tab. 19

20 After selecting a method of payment via the drop down list hit <ENTER>, then <ENTER> again to move to the Charge Reference field. It is not necessary to enter any information in this field. Anything entered here will appear as a comment line on the completed invoice. Hit the <Enter> key again to move to the Save & Print button. Hit the <Spacebar> or <Enter> to continue. The Enter Card Information window appears. Swipe the card in the card reader to continue. The software will contact HPS for approval. 20

21 When the card is approved the system will print the invoice and return to the invoicing screen. For declined transactions a pop-up window will appear giving information about the status of the transaction. An example declined transaction message: This message indicates a voice approval is requested for this transaction. The POS screen after a successful approval is shown below. The information displayed in comment lines on the screen will also be printed on the invoice. 21

22 Multiple Payment Types It is possible to accept two credit cards on the payment screen. The example below shows a transaction where RSAP and DISCOVER are both being taken to satisfy the invoice amount. The system attempts to obtain approval on the first portion of the transaction. If the first payment type is approved the system then prompts to swipe the second payment type and attempts to obtain approval on it to complete the sale. If the first payment type is declined the system returns to the method of payment screen so the user can select other payment methods to satisfy the invoice amount. If the second payment type is declined the system sends a reversal for the first payment approval and returns to the method of payment screen so the user can select other payment methods to satisfy the invoice amount. Gift Card Approvals When a Gift Card is presented with insufficient balance to cover the amount being requested the transaction is declined and a pop-up message is displayed to inform the user of the current card balance. Clicking OK returns to the method of payment screen where alternative payment methods can be entered to satisfy the amount of the transaction. When a Gift Card transaction is successfully approved the remaining balance on the card is printed on the invoice as a comment line. 22

23 RSAP Card Plan Numbers When a RSAP card is swiped the user is required to enter a Plan Type to continue. If no plan type, or an invalid plan type is entered an authorization cannot be obtained. Voice Authorizations For certain transactions it will not be possible to get electronic approval. After swiping the card the system may return a Call Center message or something similar to the message below: When it is necessary to obtain voice authorization for a credit card the approval number is given over the telephone verbally. To process a voice authorization place a check in the Voice 23

24 Authorized checkbox then swipe the card. The card information will be displayed and the voice authorization number should be typed into the Voice Authorized field as in the example below. After clicking OK to continue the following message is dispayed: The system prompts to complete a Draft Capture. A Draft Capture sends the transaction to the host electronically to record the sale or return. Click Yes to proceed. Clicking No will bypass the Draft Capture step. *WARNING: unless a Draft Capture is performed, the transaction will not be recorded by the credit card company; the store will not get paid for the sale or the refund will not be credited to the customer. You should not bypass this step under normal circumstances. It is recommended an imprint of the credit card is retained by the store on all Voice Authorized transactions. 24

25 Gift Card Functions From the POS screen select Options on the menu. Select Gift Cards and make one of the three selections. A user must be logged on to the POS screen and a valid customer, not the Cash Sale customer, must be entered in order to perform a Gift Card function. Gift Card Recharge After selecting Gift Card Recharge from the POS Options menu the recharge window is displayed. Enter the Recharge Amount into the field provided. Next, select the method of payment. If the method is cash, enter the amount of cash tendered. The change due will be calculated and displayed. If the method is check, enter the check number in the field provided. If the method of payment is via credit card, the card authorization window will be displayed and you can swipe the credit card and obtain authorization. Once the method of payment has been satisfied click the Recharge Card button. The card authorization window will be displayed and will indicate the card type is Gift Card. Swipe the gift card to complete the transaction and add the recharge amount to the gift card. Issue New Gift Card After selecting Issue New Gift Card from the POS Options menu the issue new card window is displayed. The process for issuing a new card is identical to the recharge process described above. 25

26 Gift Card Balance Check To obtain the balance on a Gift Card, from the POS Options menu select Gift Card Balance Check. The balance check window is displayed. Swipe the card and wait for the response. If the card number is entered manually, press the Balance Inquiry button to perform the check. If needed, click the Print button to print the card balance for the customer. Click Cancel or hit the <ESC> key to return to the POS screen. Delete Transaction The Delete Current (Invoice, Return, or Split/Transaction) function on the Options menu of the POS screen retains its current functionality. Deleting a POS transaction with credit card authorization through Link does not void that transaction on the host. It will be necessary to run Link in stand-alone mode and process a Host Void in order to delete the matching credit card transaction from a deleted invoice. Note that after closing a batch it is no longer possible to Host Void a transaction. The recommended way to reverse a credit card transaction is to create a return invoice rather than deleting the invoice and processing a Host Void. 26

27 Closing the Batch Closing the credit card batch can be accomplished from the Things to Do screen. Click the Initiate Batch Close button, near the center of the screen, to begin. 27

28 The Close Credit Card Batch window is displayed. The last batch close time is displayed and, if passwords are enabled, the name of the employee performing the batch close procedure will be displayed. *NOTE: in order to determine the last batch close date and time, the system searches through the transaction database. This process could take several minutes when the first batch is closed on RSPOS since there is no prior batch close to find. Subsequent batch closes will be much faster. Balancing Three Totals To understand batch closing it is important to know that there are three totals that should match in order to close a batch in balance. These three totals are as follows: Host Totals: The batch total at HPS. The remote total that is used for settlement purposes. Terminal (PC) Totals:The local total in Link software. RSPOS Totals: The credit card total on all RSPOS invoices written since the last batch close. After opening the Close Credit Card Batch window the RSPOS totals field shows the total of all invoices since the batch close. In the example below this is $

29 To obtain the Host and Terminal totals, click the Print Audit Report button. The Audit Report will be printed to the Report printer. The Audit Report will show two numbers at the bottom, these are PC Credit Deposit and Host Credit Deposit. These totals should match. If these totals do not match determine where the discrepancy occurred using the reports generated by the Print Terminal Details and Print Host Details buttons. It may be necessary to write or void an invoice, process a Host Void, or transmit a Force Draft Capture to balance the Host and Terminal totals. Once the Host and Terminal totals match, enter these amounts in the Enter Host Totals and Enter Terminal Totals fields. If RSPOS is used to obtain approval for all credit card transactions the RSPOS Totals should match the Host and Terminal Totals. Obtaining approvals using external terminals or running Link in stand-alone mode can create situations where the Host and RPSOS totals do not match. In addition, failing to transmit voice authorized transactions can cause a difference between RSPOS Totals and Host totals. The POS Card Summary and POS Card Details buttons produce reports to help reconcile any discrepancies between the RSPOS Totals and the Host Totals. 29

30 Once the RSPOS Totals match the batch can be closed. Click the Close Batch button to close the batch and print the Batch Close Comparison report. The following pop-up message will be displayed. Click Yes to close the batch or No to return to the Close Credit Card Batch window. Run Link If it is necessary to perform a Host Void or a Force Draft Capture, click the Run Link button. This will bring up the SPSLINK.EXE window. From this window, it is possible to make manual adjustments to help balance the batch before closing. 30

31 HEARTLAND PAYMENT SYSTEMS EQUIPMENT OPTIONS Secure Internet Credit Card Processing Dealer Franchise participant desires to receive and use Link Software services with its RadioShack Point of Sale System. Dealer Franchise participant further desires to obtain Link Software and Datawire Communication Network services from Heartland Payment Systems using Internet communication technology offered by Heartland (Internet Services) and desires to purchase the Equipment and pay applicable Equipment fees as listed below for the purpose of processing transactions (Visa, MasterCard, Discover, American Express, RadioShack AnswersPlus, RadioShack Gift Cards, and other services that may be added to the menu of options from time to time by Heartland Payment Systems and RadioShack Corporation). In connection with the Internet Services, Customer shall not obtain or attempt to obtain the Services by rearranging, tampering or making unpermitted connection with the Heartland System, the computer systems, or facilities of any of Heartland s third party vendors. Customer shall use the software as outlined in the RadioShack Dealer Franchise Point of Sale Instructions received at the time of enrollment. Dealer shall not sell, rent, lend, or allow physical or electronic access to any Equipment that is in its possession, except as may be expressly permitted by this Enrollment Agreement. Datawire Communication Networks, Inc., the third party from which Heartland obtains the Internet Services, shall have no liability to Dealer Franchise Customer for Internet Services. Heartland Payment Systems Equipment Option: 1 Datawire Network Access Module License $49.99 Total $49.99 The cost of the above items will be billed to the Dealer s Net 30 Account with RadioShack Corp. Store #: Date: Dealer Name: Address (required): Fax #: Store Address: Signature: Printed Name: *Terminal ID: *Network Access ID #: RadioShack makes no warranty, either express or implied, concerning the Link software, Internet Services or Equipment, including, without limitation, warranties of merchantability or fitness for a particular use or purpose. Neither Heartland nor RadioShack warrants that the Internet Services will meet Dealer s requirements for use. Dealer is responsible for obtaining Internet connectivity for use with its Point of Sale system, Link, and the Datawire Network Access Module. *These fields are for RadioShack use only. These numbers will be returned to you at the address entered above. Upon receipt of these numbers the software can be configured. Fax this form to RadioShack at (817) Attn: Christina Haas 31

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