C&A AR Online Credit Card Processor Installation and Setup Instructions with Process Flow

Transcription

1 th Ave SE, Salem OR TH AVE. SE SALEM, OREGON C&A AR Online Credit Card Processor Installation and Setup Instructions with Process Flow The general purpose of this program is to process customer s credit cards and post the payment directly to an open Invoice in BusinessWorks. You can also post credit card payments to open Sales Orders as a Open Credit. 1. Upgrade: Installing the new version will retain all original setting. 2. Installation a. Prerequisites: i. Microsoft.Net3.5 Framework SP1 or above will need to be loaded on the computer where this program will run. Depending on your OS configuration this may automatically be installed if needed. If not, look for the file dotnetfx35setup.exe on the CD or in your FTP folder. If the file is not included on your CD or in your FTP folder you can download it from 5d1a-413d da479ab0d7 ii. Microsoft SQL Express 2005 SP3 or above will need to be loaded as we use a small SQL file for the multiple company functionality. When installing SQL Express 2005 it is critical that when given the option for Feature Selection that you choose a Full and complete for Client Components install.

2 Page 2 of 21 iii. iv. If the file SQLEXPR SP3.EXE is not included on your CD or in your FTP folder you can download it from 9a1c832e65a6&displaylang=en The BusinessWorks Client will need to be installed on this computer (That is so our program can find the data path for BusinessWorks data tables. We use the ODBC driver for BusinessWorks to determine the data path.) BusinessWorks does not need to open or running for this program to work. b. Insert the CD and it should auto-run. If it does not auto-run then browse the CD for the Setup.exe file and double click on it. c. NOTE: If you downloaded this software from our FTP site make sure the CrystalReports10_5 folder is in the same folder you placed the Setup.exe & CCSetup.msi files. The MSI file will look for the CrystalReports10_5 folder and if not found the install will be incomplete. d. Follow the instructions and chose a pathway for installation that fits your particular needs. Typical this program would be installed in the Programs Files directory. e. After installation you will find a new program group in All Programs called Crocker and Associates and the program is called CA AR Online Credit Card Processor. f. If this is a first time install on this computer you will need to run the CreateDSN application in the Sage BusinessWorks folder in All Programs. This is new to BusinessWorks Registration and Setup a. When you first open the software you will need to register the program. The registration key will be attached to the CD cover or sent via . i. Go to Help\Register.

3 Page 3 of 21 ii. iii. iv. Enter the name of your company exactly as it is described in the registration information that provides the registration key, even if it is spelled incorrectly. The registration key validation process is based on the company name and address. Both the company name and the registration key are case sensitive. Enter the registration key. v. Push the [Register] button. You will receive one of the below messages. 1. You have successfully entered a valid registration code. 2. Call Phil Crocker at Crocker & Associates. vi. If you get the second message the product is not registered and will not work. Please do the following before you call for assistance. 1. Check the spelling of the company name in relationship to what was sent with the registration key. 2. Check the registration key to make sure it matches the key you were given. 3. Make sure that they not only match number and letter wise but also case wise. 4. If all of the above match then call for assistance: Phil Crocker (503)

4 Page 4 of 21 vii. Go to File\Settings 1. The first time you see this screen enter a password (Write this password down incase you forget it.) in the New Password field. 2. The next time you enter File\Settings tab choose the Enter Password tab. This password screen is designed to make sure your settings and banking information is secure from non-approved eyes.

5 Page 5 of (See the example below: Be sure to use your company information not what you see on the example.) 1. On the BusinessWorks tab: a. Enter the user name MANAGER (This must be in upper case.) b. Enter the BusinessWorks user Manager s Password: ******** (This password must be in upper case and the same password you would use to log into BusinessWorks as the user Manager.) c. Leave the Output Folder as the default unless you are going to install this software on more than one workstation. If you install this software on more than one workstation you can work in a true network mode by designating the Output Folder as the same for all workstations. If you use multiple workstations we recommend you put this folder on your server. This way all transactions will be recorded in one history file per day. d. Call Phil Crocker before pushing the Use Custom Fields 4 &5 radio button. This is used in special circumstances for sales order and invoices imported from web shopping carts. e. Make sure the radio button Use hidden comments is pushed. This is the default button. f. If you check the box Add card type to reference field the software will add a code in front of the reference in the Bank Deposits transaction screen. This is a great help when you balance you bank. g. Checking the Disable Post to BusinessWorks check box will turn off the ability to post transactions to BusinessWorks. This option is used when you are operating in a POS environment and all invoices and sales orders use terms of Pre-Paid.

6 Page 6 of On the Companies & Processors Tab: a. On this screen you will enter the critical merchant provider information. i. Company Name: This is the actual name database name in BusinessWorks. ii. Cash Acct.: This is the number of the cash account you will want the cash posted to in BusinessWorks. You will find this number in \Accounts_Receivable\Utilities\Maintain Posting Accounts. You have a choice of nine (9) cash accounts. iii. Processor Type: Choose which merchant processor you are using from the drop down. If you are not using one of the three then contact Phil Crocker (503) immediately. iv. Username: This will be provided by your merchant provider. v. Transaction Key: This will be provided by your merchant provider. vi. Do not check the box Process cards in test mode unless instructed to by Phil Crocker.

7 Page 7 of 21 i. On the Receipt tab: a. Enter the data you want to show at the top of your printed receipt. b. Choose the printer from the drop down list. c. Choose the number of copies you desire. d. To avoid pushing the [Print] button each time you print a receipt in manual mode check this box. e. Check the box Print when processing range if you want to print receipts for every transaction you process in a range or in a customer batch.

8 Page 8 of 21 ii. On the tab: a. Enter the SMPT Mail Server address, Port, Connect options, From Address, username and Password. (You may need to check with your IT manager about these.) b. Choose either the Finance Contact or the Purchasing Contact to retrieve the address from. c. receipt for manual charges: Check this if you want to print a receipt each time you do a manual credit card charge. d. receipt for range: Check this if you want to print a receipt for each successful credit card charge in a range of invoice. 2. On the Proxy Tab: a. Most companies do not have a proxy server so ignore this tab unless you are confident your company is using a proxy server. b. Check with your IT manager before you fill in this tab. 3. Testing a. Make a copy of your BusinessWorks database and name it something other than you current company name. b. Use this test data until you are confident this program will accomplish your expectations. c. After you process a transaction in the test company you can log onto the virtual terminal of your merchant provider and cancel any cards that were processed. Make sure if you process any cards in the test company that you cancel or void those transactions on the web virtual terminal before the day is over so they will not be processed by the bank. If you need help in this area call us at (503) Going Live

9 Page 9 of 21 a. Make sure you have set parameters correctly in the settings screens for your live company. b. Make sure you do not have the Test Mode box check on check on the Companies & Processors settings screen. 5. Process Flow One Credit Card at a time a. Upon opening the program you should see this screen: If you do not see the ** All Customers ** in the top data box check your registration and settings again. If, after you have checked everything and you still do not see the ** All Customers ** data string call (503) for support. b. NOTE: By clicking the refresh list the program will re-read all invoice data in BusinessWorks and update the list. This should be done c. If you have multiple companies choose the one you want to post & charge to. d. There are several ways to process credit cards. Please review each process below.

10 Page 10 of 21 i. One invoice at a time. 1. Enter the invoice you wish to pay by credit card. a. You can type the number in. b. You can scan the number in with a POS scanner. c. You can use the dropdown button and browse for an invoice. 2. Push the [Next] button.

11 Page 11 of Step 2 shows you the detail information about the invoice you are going to pay. 4. Verify that the data from the customer and the invoice is correct. You can change or add data in the below fields. a. Customer b. Address c. Zap Code d. Invoice Total (Amount to be charged.) e. Sales Tax (This is already included in the Invoice Total. It is only for the Merchant Providers information.) f. Card g. Card Holder h. Account Number i. Expires j. CVV2 5. Push the [Next] button.

12 Page 12 of By pushing the [Submit] button you are confirming that the data on this screen is correct. If you need to change any data push the [Previous] button. 7. After you push the [Submit] button you will see the screen below. It may take 7 to 15 seconds (Depending on the speed of your internet connection) to get a response back from the processing bank.

13 Page 13 of If you receive an Authorized notice back from the processing bank then you will be able to post this transaction to BusinessWorks. a. If you processed an invoice then the payment will be posted as a credit card payment to that invoice. If you chose a sales order then the payment will be posted as an open deposit to the customer. b. NOTE: The type of credit card will entered as a prefix to the reference data you enter. If you make a separate Bank Deposit by credit card type (re: V:[Visa], M:[Master Card] etc.) then you will find it much easier to reconcile your checking account. c. If you checked the box [X] Non Customer when you started this transaction the [Post to BusinessWorks] button will not be available. d. If you do not get an approval (see above screen) then there is something wrong with the credit card information. You can review the response back from the bank by looking in the cafiles\cards\{date} folder for today. A history of each transaction is held in a Excel file within the daily activity folder.

14 Page 14 of 21 e. If you can not resolve why the credit card was approved send us a copy of the daily CSV file in the daily history file. We will help you determine what occurred. ii. Batch Invoices by Customer. The objective is to group several or more invoices into one credit card charge. a. Select a customer. b. If there is a default credit card available it will appear. If not: i. Select from the drop down list. ii. Or enter it by hand. c. Only uncheck the Post Payments to AR if you DO NOT WANT TO POST THE PAYMENTS TO BusinessWorks. d. Pick a posting date. e. Enter a reference of your choice. (Optional) f. Push the [Next] button.

15 Page 15 of 21 g. You will now see all invoices for this customer on one screen. Check all invoices that you want to pay with this credit card charge. h. Push the [Next] button. i. The following screen will let you know the progress of the processing as well if any errors occurred. j. When finished you can process another customer or close the screen. iii. Processing Credits iv. Chose the customer on the Home screen. v. Push the One Time radio button. vi. Push the [Next] button. vii. Enter the amount to refund. You can not access the invoice because it has already been paid. viii. Push the Credit Button. ix. The credit card info should have been populated. If not enter it now. You do not need a CCV2 code. 1. Push the [Next] button. x. You will be asked for a Transaction Code.

16 Page 16 of 21 xi. xii. xiii. xiv. This code can be found either in the cafiles history in the daily folder for the original transaction or you can get this from the Virtual Terminal of the merchant processor. Push the [OK] and you will see a confirmation screen. You will the process the credit just like a normal credit card transaction. If the transaction code is not valid the credit will be refused. If you are processing credits for transactions that occurred before you started using your current merchant provider and the C&A Credit Card Processor you will need to do a Blind Credit via the merchant provider s virtual terminal. Note: After processing a credit you will need to post a credit memo to the customer and charge it to CASH REFUND. 6. Process a Range of Invoices

17 Page 17 of 21 a. Choose Process invoice Range from the main screen. b. Choose a range of invoices. c. You can choose to limit the processing of invoices to a single AR term. This is useful if you have customers who would have invoices with both AR terms and credit card terms. NOTE: If you are using the option Hidden Comments in the general settings do not check the Batch Invoices by Customer option. Since the Hidden Comments option needs to pull the credit card information from the individual invoices you can not batch the invoices. d. Choose the date you want for the posting date. All transactions will be posted immediately but you can choose a different posting date. e. You can enter up to a 20 character reference that will show in some AR reports and screens. f. Push the [Process] button and the software will loop through all invoices in the range checking for valid credit card information based on the settings on the setup screen. 1. If valid credit card information is found in the invoice it will be used. 2. If not, If valid information is found in the customers profile it will be used. 3. If no valid credit card information is found the invoice will be skipped. 7. Swiping Credit Cards a. You can processes Card Present by: b. Pushing the button on the Home page. c. The following screen will appear.

18 Page 18 of 21 d. Scan in or type in the invoice number you wish to pay with the credit card presented by the customer. e. If the card was valid then the following screen will appear and you will be ready to swipe another Card Present.

19 Page 19 of 21 f. You can also populate the credit card fields on Step2 by pushing the [F12] key (or clicking it with the mouse) and then swiping the card. Before Swipe After Swipe

20 Page 20 of History Files a. All transactions are recorded in a daily CSV file in the output folder you selected on the settings page. b. A new CSV file is created each day so it is easier to find an individual transaction. c. If you have a need to review a specific transaction you can open the daily CSV file in Microsoft Excel. NOTE: DO NOIT MAKE CHANGES TO THIS FILE, SAVE THIS FILE OR KEEP IT OPEN IF OTHERS ARE ALSO USING THE CREDIT CARD PROCESSING SOFTWARE. d. If you need to work with this file open it and than do a SAVE AS to another file name. e. These history files are in the location designated in the settings screen. f. For security & PCI compliance reasons only the last 4 of the credit card numbers are displayed. 9. Hardware Requirements a. Modern system software such as the.net2 Framework require far more RAM than previous software systems. We recommend that all workstations running both BusinessWorks and any C&A software have a minimum of 2 GB of RAM installed (if VISTA then 4 GB RAM). When it comes to RAM more is better. b. The speed of the processor is not nearly as important as the amount of RAM available to the software and system. 10. Tech Support a. Phone support is available at no cost to all users who are current with their annual support fee. b. Call (503) between the hours of 9:00 AM & 5:00 PM Pacific Time Monday through Friday. If we do not answer the phone please leave a voice mail so we can retune your call as soon as possible. c. If we do not answer the phone send an to phil@crockerandassociates.com and provide a detailed explanation of your problem. He will return your or call ASAP. 11. Import Line Error and Return Codes -CCP Code Description 1301 Customer already has maximum allowable number of invoices on file 1302 Zero amount specified for A/R transaction 1303 Duplicate invoice number for customer 1304 Invalid or unknown customer specified for A/R transaction 1305 Invalid invoice number specified for A/R transaction 1306 Invalid amount (negative, too large, etc.) specified for A/R transaction 1307 Invalid due date or terms specified for A/R transaction 1308 Invalid discount amount specified for A/R invoice 1309 Invalid check number specified for A/R payment 1310 Invalid sales rep number specified for A/R invoice 1311 Invalid sales account number specified for A/R transaction 1312 Invalid or unknown sales tax ID specified for A/R invoice 1313 Invalid cash account number specified for A/R payment 1315 Invalid distribution invoice number (for payments, debits or credits) 1316 Distribution invoice number not found (for payments, debits or credits) 1317 Distribution invoice number is closed (for payments or credits) 1318 Invalid debit memo amount, exceeds customer s Open Credit balance 1319 Transaction date is greater than end of current month, A/R currently does not allow future posting 1320 Invalid ship-to number 1321 Ship-to number already exists, unable to add 1322 Ship-to number does not exist, unable to delete

21 Page 21 of 21 Code Description 1323 Customer ID cannot be blank 1324 Customer ID not found 1325 Customer ID is greater than 12 characters 1326 Cannot import ship-to address for locked customer 1327 Cannot import ship-to address for CASH customer 1328 Foreign characters in customer ID, foreign characters are not allowed 1329 Maximum capacity reached, only 500 ship-to addresses are allowed for each customer 1330 Invalid or missing credit card name 1331 Invalid or missing credit card number 1332 Credit card has expired (expiration date is prior to today s date) 1333 Invalid or missing credit card holder name