2 Element Payment Services is a third party software system that processes credit card and automatic bank account (ACH) transactions through PestPac. Element complies with all Federal regulations regarding credit card and ACH transactions.
3 By the end of this presentation, you will be able to: Set up Element in your Company Setup Set up credit cards in customer s Bill-To accounts Set up a credit card to be auto-billed in service setups or renewals Process one time credit card transactions Set up an ACH in customer s Bill-To accounts Set up an ACH to be auto-billed in service setups or renewals Process one time ACH transactions Run credit card and ACH transaction reports in PestPac Refund credit card or ACH transactions
4 You must contact Element first to receive the information you will need for your Company Setup. You can reach them by phone at or on the web at https://www.elementps.com. You can be set up to process credit cards or ACH transactions or both. They will provide you with an Accepter ID, Provider ID and Account Token. This information must be entered in the Company Setup in PestPac in order to process credit card and/or ACH transactions. If you wish to store credit cards so that the card is processed as work is done, you will also need to sign up for PASS with Element.
5 Once you have the ID numbers that you need from Element, in the Company Menu, click on Company Setup.
6 Click on Credit Cards under Payment Options. Check the Use Credit Card/ACH Auto-Billing checkbox.
7 Choose whether you want to Default the Bill Date from the Invoice Date or the Due Date. For example, if you service a customer on 6/1 and they have Terms of Net 30 Days: set it to Invoice Date if you want their card charged on 6/1 or set it to Due Date if you want their card charged on 7/31.
8 Click on Use Credit Card Processing
9 Automatically save payment if card is processed successfully: if checked, a payment will be created automatically when a credit card transaction is approved. Allow Pre-Authorization of Credit Cards: check this box to enable pre-authorization transactions. Use Live Payment Server: check this box to use Element s live payment server.
10 Under Provider, select Element. Enter in the ID numbers that you got from Element when you set up your account for the Acceptor, Account and Account Token fields. Check the Use Payment Account Secure Storage (PASS) if you plan on storing credit card numbers within service setups for automatic processing. Click on the gold Save button when finished with all of the selections on this screen.
11 Setting up Credit Cards in Customer s Accounts
12 To set up a credit card in a customer s Bill-To to save on file, click on the blue Bill-To number
13 Click on the gold Edit button then scroll down to the credit card section.
14 Click on the blue Add link in the credit card section of the Bill-To. Credit card information stored here can be used for processing a one time credit card transaction from the Enter Payment screen. The card information is stored securely on Element s server not in your actual data as you ll see in the next slide.
15 A new screen will pop up that is linked to Element s payment server. Enter in the credit card number and expiration date and then click on the Add Credit Card button.
16 The Credit Card #, Credit Card Type and Credit Card Expiration will automatically be filled in. Type in the Name on the Card and then go to the top of the screen and click on the gold Save button.
17 Once there is a credit card on file in the Bill-To, there will be a CC after the Bill-To number.
18 Setting up Credit Cards in Service Setups
19 To add a credit card to a new or existing service setup, the process is the same. This example will use an existing service setup. Click on the service setup you want to add a credit card to.
20 Click on Edit and scroll to the bottom of the screen to the credit card area.
21 Click on the blue Add link to add a new credit card.
22 Click on the blue Credit Card # link to add an existing card that is already tied to the BillTo.
23 You will see a pop up from Element s payment server. Enter in the credit card number and the expiration date. Click on the Add Credit Card button to add the credit card to the service setup.
24 The Credit Card Number, Type and Expiration will automatically be filled in. Type in the Name on Card. Check the Auto-Bill Card box if you would like to automatically bill the credit card every time a service is posted from this service setup. Once the service order is posted, the credit card will go into a file that will need to be released for the payment to actually get processed. Enter a date in the Auto-Bill Card Through if the customer wishes to end auto-bill after a given time. Leave the field blank to auto-bill the card indefinitely. Go to the top of the screen a click on the gold Save button to save your changes.
25 Processing Credit Card Transaction Batches
26 Under the Company menu, select Release Credit Card Billing
27 This screen will show how many credit cards are in the batch waiting to be processed. Prior to processing the batch, you may Edit it by clicking on the gold Edit button.
28 Enter in your search criteria for any transactions you may want to edit. You can also choose whether or not to include web payments by checking or un-checking the Include Web Payments box. Click on Search when finished.
29 From here, you can Edit the credit card number by clicking on the blue Edit link, you can Delete the credit card from the batch by checking the Delete box next to the credit card. You can also put the credit card on hold by checking the On Hold box. This will cause the credit card not to be processed when the batch is released. When you are finished editing the batch, click on the gold Done button.
30 When you are ready to process the credit cards, click on the gold Process button.
31 This screen allows you to run a report prior to processing the credit cards in the batch. It is recommended that you view the report prior to processing the batch.
32 This is a sample report
33 Once you have viewed the credit card processing report, uncheck the Report Only box and click on the gold Process button. The pending credit cards will be sent to Element for processing and you will instantly receive a confirmation report showing each card and it s approval or decline status.
34 This is a sample report. The payment batch is listed at the bottom. You can click on the blue batch number to be brought to the payment report for the batch.
35 To release the payment batch, in the Customer menu, go to Enter Payment
36 The credit card payments you processed will be in a payment batch. You may release the batch by clicking on the blue Release link. This will create the payment record in each customer s account.
37 Processing One Time Credit Card Transactions
38 While in the location detail screen, click on the gold Payment button. You will see the above pop up. Click on Yes to begin processing and one time credit card payment. You will be brought to the payment screen.
39 Click on Create New Batch. You may also add to an existing batch.
40 The Bill-To information will default from the account your were in. Click on the credit cards checkbox to select from the credit card(s) on file or you can enter in a new one.
41 If choosing an existing card, you will see the pop up above. Click on the Process button to process the one time transactions.
42 If using a new card, you will see the pop up above. Fill out the credit card information and then click on the Process Credit Card button.
43 Once the credit card has been processed you will get a confirmation as shown above. You can click on the blue View Receipt link to view and print the receipt or click on the blue Receipt link to the receipt. Click on the gold Save button when finished printing/ ing the receipt to add the payment to the batch.
44 Click on the gold button next to the Invoice to apply the payment. You can also apply the payment to a renewal prepayment or a regular prepayment. Click on Save after the payment is applied.
45 Credit Card Reports
46 In the Reports menu, select All Reports
47 Under Accounting reports, there are two reports, the Credit Card Report and the Element Transaction Report, that can be run for credit card transactions that are processed in PestPac.
48 The Credit Card Report allows you to view credit card transactions that were processed in PestPac. You can select from Approved or Not Approved credit cards. You can also choose from the different output formats of a Detailed Report, a Summary Report or Receipts. You can also print the report and at the same time receipts to customers.
49 This is an example Credit Card Report. If you click on the Approved link, you can print a receipt for the transaction. The Payment Network Reference number is needed if you need to do a refund.
50 The Element Transaction Report allows you to run a report for transactions processed using Element. Click on Display once you have entered in your search criteria. You must enter a starting and ending date.
51 This is a sample Element Transaction Report. Highlighted is the Payment Reference Number. This report is used to see the payment reference number along with the status of the transaction.
52 Refunding a Credit Card Transaction
53 You must first run a Credit Card Report to get the Network Reference ID. In the Reports menu, click on All Reports
54 Select the Credit Card Report.
55 Enter in the search criteria for the payment you want to reverse and click on Display. Copy down the Network Reference ID for the payment you want to reverse.
56 In the Company menu, select Release Credit Card Billing.
57 Click on the gold Credit button.
58 Enter in the Payment Network Reference ID from the Credit Card Report and the amount of the refund. The refund amount cannot exceed the amount of the original transaction, however it can be less than the original transaction. Click on Process when finished.
59 You will receive a confirmation that the credit card was credited. Click on the blue Reverse Payment link to enter in a reverse payment for the transaction. If you skip this step then the payment will still show as being paid on the account.
60 Apply the reverse payment to the proper invoice and click on the gold Save button when finished. The reverse payment will be processed immediately.
61 Processing Credit Card Transactions to get Charged in the Future
62 You can enter in a credit card through the release credit card billing screen and enter in a processing date in the future. This card will stay in that batch until you process credit cards in a batch with that date included. In the Company menu, select Release Credit Card Billing
63 Click on the gold Add button
64 Enter in the Bill-To Code. Once you tab out of that field, the customer s bill-to information will automatically be filled in. If the customer has a credit card on file, you will see a pop up like the one above. Click on the credit card you want to use. If you want to add a new card, click on Cancel.
65 Click on the blue Add link to add a new credit card.
66 Enter in the credit card information in the pop up and the click on Add Credit Card.
67 Enter in the Bill Date (the day you want the card to be processed) and the Billing Amount. Click on the gold Add button to add this one time charge to the credit card batch.
68 Processing ACH Transactions
69 Processing ACH Transactions Automatic Clearing House (ACH) transactions differ from credit card transactions. While credit cards are processed in real time, ACH transactions can take several days to clear. PestPac assumes that all ACH transactions that are processed will go through successfully. In PestPac, you enter in payments for customers at the time you process the ACH transactions. The Element Transaction Report that was shown earlier in this presentation will need to be run regularly for ACH transactions in case there are some that do not go through. You can also view the status of ACH transactions directly on the Element website.
70 To set up your ACH options, in the Company Menu, select Company Setup.
71 Under Payment Options, click on Credit Cards.
72 Click on the Show ACH Billing Fields checkbox. If you are using Element to process ACH transactions, click on the Element ACH radio button.
73 Depending on your bank, you may be able to export the ACH transactions into a format that banks use called NACHA. If you can use this option, you input the data into PestPac, but your bank is the one that actually processes the transactions. You will get the information in the highlighted fields from your bank. This option DOES NOT use Element. Click on Save when done.
74 Setting up ACH in Service Setups
75 To set up ACH in a Service Setup, click on the service setup you want to add ACH to.
76 After clicking on Edit, scroll down to the bottom of the screen and click on the ACH radio button. Enter in the Routing # (always 9 digits) and the account number. Click on the Auto-Bill checkbox if you would like to auto-bill this ACH. Enter in a date in the Auto-Bill Through field if you would like to auto-bill only up to a certain date. Scroll up to the top of the screen and click on Save when finished.
77 Adding ACH Transactions to a Batch
78 The only other place in PestPac that uses ACH transactions is the Release Credit Card screen. There, you may enter in an ACH transaction to be processed for a future date or enter in a one time ACH transaction. When the batch is released, you will receive the appropriate confirmation depending upon whether you are using Element or exporting a NACHA file to your bank. The ACH batch will be separate from the credit card batch when processed.
79 In the Company Menu, select Release Credit Card Billing.
80 Click on Add.
81 Click on the ACH radio button.
82 Enter in the Bill-To code. If you have ACH or credit cards set up for the account, you will get a pop up asking you if you want to use one of them. Click on the one you want to use or click on Cancel to add a new ACH. Enter in the Routing Number, Account Number, Bill Date (the date you want to charge the ACH), and the Billing Amount. Check the Automatically create payment when card is processed checkbox if you wish to create the payment when the card is processed. Click on Add when finished.
83 You will be brought to the Credit Card/ACH Billing Screen. Click on Process to process your ACH transaction.
84 Enter in at least a Beginning Bill Date and Ending Bill Date. Click on ACH to only process ACH transactions. Click on Display to see a report of the transactions that are going to be processed.
85 Review the report to see if any additions or deletions need to be made. Close the report when finished.
86 Back in the processing screen, uncheck the Report Only checkbox and click on Process.
87 After you process the ACH transactions, you will get a report which will tell you if the transactions were approved or not. If you chose to create transactions after processing, you may go into the payment batch that is created and either release it or add to it. Please note: Element assumes that all transactions will be successfully processed. ACH transactions take several days to clear. You must either run the Element transaction report or go to the Element website to review pending ACH transactions on a regular basis.
88 If you are using the NACHA export format, when you click on the Process button, a text (*.txt) file will be created that you can send your back. A sample file is shown above.
89 Refunding an ACH transaction
90 In the Reports menu, select All Reports.
91 Click on Element Transaction Report.
92 Enter in your search criteria, then click on Display.
93 When you display the Element Transaction Report, you will see the status of the ACH transaction and the Payment Reference Number. You can use the payment reference number to refund an ACH transaction in the same way you would refund a credit card transaction. You can only refund the full amount, not a partial payment. If you charged the wrong amount you will need to refund the full transaction and then reprocess it for the correct amount.
94 Running the Exception Report
95 In the Reports menu, select All Reports.
96 Click on Exception Report.
97 In the payment section, utilize the Show processed credit cards with no payment and Show credit card payments with no credit card transaction options of the report. You can narrow down the results by date, user, tech or branch if applicable. Click Display or Print when ready.
98 When you display the Exception report for the options suggested you can see the detailed transactions of any credit card payments that do not have a payment tied to it as well as any credit card payments without a transaction. It is recommended to run this on a regular basis to catch these exceptions.
99 This concludes the Element Tutorial for Credit Card and ACH Transactions. If you have any additional questions, please contact support utilizing the Support link in the software, via LiveChat or by calling
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