TCS Payment Processing Interface 1.0

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1 TCS Payment Processing Interface 1.0 Purpose: Integrate Shift 4 payment card processing into TCS Reservations. Setup: To configure TCS reservations for use with Shift 4 UTG. First install the Shift4 UTG according to Shift4 procedures. After the UTG is installed and functioning open TCS Reservations and click Company Info on the System pull down menu. On the first tab of the Company Info screen you will see the Shift4 options at the bottom of the screen. Check the box that says Use Shift4. Enter the IP address of the UTG server in the UTG Server edit box. Click the Add button to add a new merchant ID (MID) and the Merchant ID Setup screen will open.

2 Fill out the information on the MID setup screen. If your merchant account is Hotel or Lodging and you are going to be using incremental authorizations be sure to check the box, otherwise as each transaction is approved it will automatically be settled. It is very important that you provide a description for this MID. TCS Reservations uses the description to distinguish between MID s. If this is going to be your primary MID then check the box indicating that this is the default MID. Close and save your changes. Repeat the process for each of your MID s. There should only be one MID marked as default. On each workstation, open TCS Reservations and log in. On the File pull down menu click Station Setup. Give each station a unique Station ID i.e. 001, 002, 003. If a station has a pin pad, signature capture device or receipt printer associated with the Shift4 UTG, be sure to assign the correct Station ID. If the station has a receipt printer enter the number of columns the receipt printer supports else just enter 40.

3 Processing Payments through the Shift4 interface: There are many different scenarios and procedures when processing credit card payments. TCS Payment Processing Interface 1.0 is Certified with Shift 4 to process transactions for Hotel, MOTO (Mail Order Telephone Order), and ecommerce merchant accounts. Each merchant account type has slightly different rules for standard transaction flow. There are several types of transactions we can process including authorization only, add to an existing authorization, settle, void, or issue a credit. The type of merchant account(s) you have will determine what types of transactions you can run and how they should flow. After you have configured TCS Reservations for use with the shift4 UTG you are now ready to begin processing payment card payments through your TCS Reservation program. Now when you open a guests reservation and click the receive payment button your payment screen will look a little different. Enter the amount of the payment in the amount box and click the process button. The Shift4 console screen will open. Your clerk ID will automatically have your cash drawer ID # from your TCS Reservations User setup. The function code will automatically be selected for you and you shouldn t ever have to change it under normal circumstances. The invoice number will be generated automatically. Never tamper with the invoice number field. Fill in the Card number field and the expiration or swipe the card with a keyboard

4 wedge card reader from Magtek. The Sale Flag indicates whether this transaction is either a sale or credit. If the card is present in front of you check the card present box. If you need to change the amount you can do so before you process the transaction. The CVV2 data block should be used on all un-swiped transactions. Drop down the CVV2 indicator and select the appropriate option and fill in the CVV2 value in the edit box. Checking the box to send an invoice to Shift4 will send an invoice for the transaction to the shift4 data center. Using Address Verification helps lower your credit card fee rate and provides for a more secure transaction. The name and address will default to the name and address of the person who the reservation is in. If the person making the payment is other than the reservation holder you can override the name and address information and change it to the cardholders name. A default description will be provided for you. You can change the description to provide the best explanation of the charge or credit. The keyboard swipe data section serves as an indicator when you are using the Magtek keyboard wedges to swipe your customer cards. The red, yellow, and green LED images indicate the status of the keyboard swipe. To swipe a card during a transaction, leave the card number and expiration fields blank. Swipe the card through the keyboard swipe; the LED images will flash different colors. If the swipe was successful the LED will return to green, the Swiped checkbox will become checked, and the memo box will show the swipe data. You can clear the swiped data by clicking the clear button. If the LED is on Red after you swipe a card, it failed. Click the clear button and try again. If you have more than one merchant account you can change which account to use by clicking on the Merchant ID s tab on the tab box to the middle right of the screen and selecting the MID to use from the drop down selector. You can also change your Terminals ID from here. If your merchant account is Hotel or Lodging then you have additional parameters you can provide on the Hotel tab of the tab box. The arrival, departure, number of nights, charge type, special code, and reason for additional charges should be specified. The field values will default to the most common used values, which you can change to be as clear as possible in your description of the charge. Do so will help you in charge back situations. Now that you have filled our all the information for your transaction you are ready to process it. To process your transaction for payment just click the process button. If your transaction is approved it will look like the image on the right. If it failed the error will be displayed in red and the result codes at the bottom will give you some indicators as well. If your transaction failed and was voided you will have to exit

5 the Shift4 console and redo your transaction. Once your transaction is approved the card number is destroyed and a token representing the card number is received from Shift4 and stored. Any future charges to the card, the token is sent in place of the card number. Using incremental transactions with your Hotel or Lodging Merchant Account. Incremental transactions means that you are going to do an authorization only when you run a transactions and at some later time you are going to come back and add additional charges to the original authorization or settle the charge. One thing to keep in mind when doing incremental authorizations is that the authorizations are only good for a limited amount of time and it varies depending on the issuing bank. So you either have to keep reauthorizing the transaction to keep it from expiring or settle the charge. An example of this would be a hotel where your card is authorized from the first nights stay when your check in and each additional nights rent is charged to your card daily. Room service and other charges may be added to your bill. When you check out the transaction is settled for the total of your charges during your stay. When incremental authorization is checked in your Shift4 MID setup, the Inc. Auth. button will be enabled next to the process button. Anytime you need to add to the authorization click the Inc. Auth. button and a box will pop up asking for the amount to add to the previous authorization. Enter the amount and click the process button to authorize it. When you are ready to settle the transactions click the settle button. When you are not using incremental authorizations the software automatically do the initial authorization and settle the transaction in one step. There is a row of buttons at the bottom of the screen just above the transaction details that allow further actions after you have completed your transaction. You can void an entire transaction set by clicking the Void Sale button. You can void the last incremental authorizatio n by clicking the Void Transaction button. You can print credit card slip by clicking the Print CC Slip button. If you want to a credit card slip you can do so by right clicking on the Print CC Slip button. Credit cards slips can also be printed or ed from within the reservation detail screen. The picture shows a completed payment in the reservations receive payment screen showing the transaction as being settled and the approval code. If you need to void the transaction after you have closed the Shift4 Console, you can do it from here. A credit card slip can be printed here as well. Once a transaction has been settled you cannot process it again. Credit card slips can be ed using the options in the Select Reports to screen when your click the button on the front of the reservation detail.

6 Sample Transaction flows: Hotel - Non-Incremental: 6. Click the Process button. 7. If the transaction was approved then print or the slip. 8. Exit the Shift4 Console. 9. Close the Receive Payment Screen. 10. Save your changes. Hotel - Incremental: 6. Click the Process button. 7. If the transaction was approved then print or the slip. 8. Exit the Shift4 Console. 9. Close the Receive Payment Screen. 10. Save your changes. 11. To add to the authorization Open the payment and click process. 12. Click the Inc. Auth. button. 13. Enter the amount to add to the existing authorization and click OK Repeat steps 11 to 14 for each additional charge. 16. When you are ready to settle. Open the payment and click process. 17. Click the Settle button. 18. Print or the slip. 19. Exit the Shift4 Console. 20. Close the payment screen. 21. Save your changes. Hotel Late Charge: 6. On the Hotel tab of the tab box pick 4 Delayed Charge in the Special Code drop down box. 7. Pick the reason for the late charge in the Add. Charge Reason drop down box. 8. Click the Process button.

7 9. If the transaction was approved then print or the slip. 10. Exit the Shift4 Console. 11. Close the Receive Payment Screen. 12. Save your changes. MOTO 6. Click the Process button. 7. If the transaction was approved then print or the slip. 8. Exit the Shift4 Console. 9. Close the Receive Payment Screen. 10. Save your changes. Ecommerce 6. Click the Process button. 7. If the transaction was approved then print or the slip. 8. Exit the Shift4 Console. 9. Close the Receive Payment Screen. 10. Save your changes. Issuing a credit: 2. Enter the amount of the payment you wish to Credit as a negative. 6. If you change the amount of the credit on the Shift4 Console it should be as a positive with the sale flag set to Credit. 7. Click the Process button. 8. If the transaction was approved then print or the slip. 9. Exit the Shift4 Console. 10. Close the Receive Payment Screen. 11. Save your changes. Voiding a transaction: 1. Open a reservation. 2. On the Client Ledger double click the payment you wish to void. 3. On the guest payment screen click the Void button.

8 4. Confirm you want to void the payment. 5. If the transaction was in a batch that has already been closed the transaction cannot be voided and you will have to issue a credit instead. Legacy Card Numbers (F2 Key from Reservation Detail): 1. Open a reservation. 2. Press the F2 key. 3. Select the card from the list that you wish to charge. 4. Click Receive Payment. 5. The Guest Payment Screen will open. 6. The card number and expiration was passed from the F2 screen and appears just above the Select Previous Token drop down. 7. Enter the amount of the payment. 8. Click the Process button. 9. Enter / Check the information on the Shift4 Console. 10. Click the Process button. 11. If the transaction was approved then print or the slip. 12. Exit the Shift4 Console. 13. Close the Receive Payment Screen. 14. Save your changes. To preserve cardholder data security it is a good idea to delete the card numbers from the reservations F2 screen after they are no longer needed. It is also important to no longer use the F2 function to store and retrieve card numbers. If you process the original card information with the Shift4 console when you receive it, the card number is never stored, only the Shift4 token. Doing so will reduce your risk of compromising credit data in the event there were a breach of your network or a dishonest or disgruntled employee stealing from your customers.

9 End of Day Reports: At the end of the day you need to run your reports to balance your payments with your Dollars on the Net reports to make sure everything matches between TCS Reservations and Shift4. Start by going to the Cash Drawer on the Reservations Menu. The cash drawer report shows all of your payments regardless of pay type for the date range you have selected. The data grid shows the payments details sorted by pay type and date. If a transaction is a credit card payment, the last two columns are of special interest to us here. The status of the transaction shows whether the transaction is an authorization only, settled, voided, or credit. The approval code is the approval code from the Shift4 UTG. At the bottom of the screen you will see totals for each pay type. You can get a report of just your transactions by selecting your user from the Cash Drawer drop down. Clicking the print report button will show a report with the detail and totals for each pay type for printing. Next click the Shift 4 button to go the Shift4 Console. The Shift 4 Console goes to the End of Day Reports tab with the same dates that were selected on the Cash Drawer Report. You can narrow your report down to a specific MID, Terminal and Clerk. Click the Refresh button after you select new criteria for your report. The printed report shows your totals for each card type and allows you to include or exclude voided transactions. Compare this report to your cash drawer report. Finally, go to Dollars on the Net and print your report there and compare that report to your shift4 report from TCS. All three reports should match. If the reports do not match take the appropriate actions to make all three reports match. Don t forget to close your batch through Dollars on the Net and to make your bank deposits into the TCS Reservations Bank Ledgers.

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