USER GUIDE. Rev 9/05

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1 USER GUIDE Rev 9/05

2 Document Change History

3 Contents Contents About This Guide ii Document Change History iii Section : Transaction Central - CHAPTER : Getting Started...-3 CHAPTER 2: Credit Card Transactions...-9 CHAPTER 3: Purchase Order and Purchase Card Transactions...-3 CHAPTER 4: ACH Transactions CHAPTER 5: Business Information CHAPTER 6: Reports...-5 CHAPTER 7: Batch Transactions Section 2: Recurring Transactions 2- CHAPTER : About Recurring Transactions CHAPTER 2: Automated Recurring Transactions CHAPTER 3: Manual Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders CHAPTER 5: General Procedures CHAPTER 6: Reports for Recurring Transactions Section 3: Multi-User Features 3- CHAPTER : About Multi-User Features CHAPTER 2: Managing Multiple Users Appendix: User Level Descriptions A- Index Index- 09/05 i

4 About This Guide Overview This guide describes features and provides instructions for using the following applications: Transaction Central TC-R (Transaction Central Recurring) Transaction Central Multi-User TC-R Multi-User How This Guide is Organized This guide is organized into the following sections Name Section : Transaction Central Section 2: Recurring Transactions Description Describes general features in available in all Transaction Central applications Describes recurring billing features available in TC-R and TC-R Multi-User Section 3: Multi-User Features Describes multi-user features available in Transaction Central Multi-User and TC-R Multi- User Includes instructions on using administrative features Appendix: User Level Descriptions Intended for Administrators Only Describes predefined user access settings available in Transaction Central Multi-User and TC-R Multi-User 09/05 ii

5 Document Change History Date Change First published 05/2005 Multi-User and recurring features added 09/2005 User guide reformatted Added changes to transaction entry form, to include purchase card as a new option in the Type field Included description of multiple credit refund enhancement Added manual settlement (manual batch closing) procedures for credit card payments 09/05 iii

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7 Section : Transaction Central Overview This section describes features available in the Transaction Central application. Following is a list of topics discussed in this section: Page CHAPTER : Getting Started...-3 CHAPTER 2: Credit Card Transactions...-9 CHAPTER 3: Purchase Order and Purchase Card Transactions...-3 CHAPTER 4: ACH Transactions CHAPTER 5: Business Information CHAPTER 6: Reports...-5 CHAPTER 7: Batch Transactions /05 -

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9 CHAPTER : Getting Started SECTION : Transaction Central Introduction This chapter describes how to access and log in Transaction Central. The following topics are included in this section. Page Access and Login...-5 Opening Screen...-6 Recent Updates /05-3

10 SECTION : Transaction Central CHAPTER : Getting Started -4 09/05

11 SECTION : Transaction Central CHAPTER : Getting Started Access and Log In Obtaining Your Merchant ID and Password You will receive your Merchant ID and Password in an when your account is set up. Note: This is a different ID than your Visa/MC MID. Login Screen You can access this Transaction Central Login Screen by going to and clicking on the logo for Transaction Central. This screen will appear and you will be prompted for your ID and password. After entering your ID and password, click the Login button. Retrieving Your Password TC Login Screen You can retrieve a forgotten password by clicking Forgot password and following the instructions. After verifying who you are, the system will the password to you. 09/05-5

12 SECTION : Transaction Central CHAPTER : Getting Started Opening Screen Merchant Home Page This is the opening screen for Transaction Central. Below the Transaction Central banner, you will find your business name, your merchant ID and the name of the screen you are viewing. 2 Merchant Home Page Transaction Central Functions The selection buttons ( and2) give easy access to the various functions of Transaction Central and access to recent updates. The table below lists and describes each function. Function Sale ForceAuth* Blind Credit* Void Credit Edit Info* Description Used to process credit card, purchase card and ACH transactions Used to process forced authorization for credit card payments Used to process blind credits for credit card payments Used to cancel credit card payments that have been authorized but have not been settled Used to process credit refunds for credit card payments for transactions that have been settled Enables merchants to revise their business information such as the name of their business contact person and the business address information (continued on next page) -6 09/05

13 SECTION : Transaction Central CHAPTER : Getting Started Opening Screen (continued) Transaction Central Functions (continued) Function Batch* Upload Batch* Other* Recent Updates Description Used to manually upload batches and manually settle transactions (also known as manually closing a batch) Used to submit batch transactions through the Transaction Central Web application Links to other applications the merchant has subscribed to such as ShopLink Accesses a description of the latest updates made to Transaction Central Note: *The selection button for this feature only displays if the merchant and/or user account is set up to access the feature. 09/05-7

14 SECTION : Transaction Central CHAPTER : Getting Started Recent Updates Reviewing Updates The Recent Updates page includes a summary of recent changes to Transaction Central. Each description mentions the function affected and indicates what was added, revised or removed. Recent Updates Page Navigating Back When finished viewing the list of updates, use the Back button at the top and bottom the page to return to the Merchant Home page /05

15 CHAPTER 2: Credit Card Transactions SECTION : Transaction Central Introduction This chapter includes instructions on how to perform credit card transactions using Transaction Central. The following topics are discussed in this chapter. Page Entering a Credit Card Sale...- Viewing and Printing Receipts...-3 Processing Forced Authorizations...-4 Performing Blind Credits...-6 Voiding Credit Card Sales...-7 Entering Credit Refunds Manually Settling Credit Card Transactions Resubmitting Credit Card Transactions /05-9

16 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions -0 09/05

17 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Entering a Credit Card Sale Overview Credit card sales are entered by clicking the Sale button, then typing information within the Transaction Entry Form. The following image illustrates a credit card transaction entered in the Transaction Entry Form. 2 3 Transaction Entry Form for Credit Card Sales Procedure. Click Sale. The Transaction Entry Form page opens. 2. Begin a credit card transaction by selecting Credit Card from the Transaction Type drop down list. 3. In the fields provided, enter a reference (Check #, Order #, etc.), the account information and the amount of sale. 4. Press Place Secure Transaction, to submit the sale for authorization. (continued on next page) 09/05 -

18 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering a Credit Card Sale (continued) Viewing Payment Authorizations Upon completion of a sale, the following screen displays the transaction information, the Transaction ID and Authorization Code. 2 3 Payment Authorization Page for Credit Card Sales Performing Other Functions Once you have completed a sale, you may press the following options to perform another task: Click a function button to perform another operation. View Receipt to view and print a receipt of the transaction. Submit Another Sale to enter more transactions /05

19 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Viewing and Printing Receipts Overview A receipt for the credit card sale may be viewed and printed. The receipt information can be accessed by clicking the View Receipt button. Receipt Page for Credit Card Sales Procedure. Click the View Receipt button from the Payment Authorization page or Transaction Details page. The Receipt page opens. 2. Print a receipt by right clicking on the page, then selecting Print from the pop-up menu that displays. 09/05-3

20 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Processing Forced Authorizations Overview Authorizations received via telephone, also known as forced authorizations, can be entered in Transaction Central by clicking the ForceAuth button. To record a forced authorization, the merchant must have on hand the authorization code received from the customer s credit card issuer during the verbal authorization. 2 3 ForceAuth Transaction Entry Form Procedure. Click Force Auth. The Transaction Entry Form page opens for forced authorizations. 2. Type a reference number in Your Ref ID field. 3. In the fields provided, enter the credit card number, the card holder s address information and card expiration date. 4. Type the amount in the Amount field. 5. In the Auth Code field, type the authorization code received from the card issuer when verbal authorization was obtained. 6. Click Place Secure Transaction to record the sale. (continued on next page) -4 09/05

21 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Processing Forced Authorizations (continued) Viewing Payment Authorizations After recording the forced authorization in Transaction Central, the following screen displays the transaction information, the Transaction ID and Authorization Code entered in the prior page. 2 3 Payment Authorization Page for Credit Card Sales Performing Other Functions Once you have completed a sale, you may press the following options to perform another task: Click a function button to perform another operation. View Receipt to view and print a receipt of the transaction. Submit Another Sale to enter more transactions. 09/05-5

22 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Performing Blind Credits Overview A blind credit may be performed if a merchant receives a request for a credit refund on a sale that was settled using Transaction Central, but was authorized through another credit processing company. Blind credits are performed by clicking the Blind Credit button, then entering the credit refund information in the Enter Blind Credit form. 2 3 ` Enter Blind Credit Form Procedure. Click Blind Credit. The Enter Blind Credit form opens. 2. Type a reference number in the Your Ref ID field. 3. In the fields provided, enter the credit card number, the card holder s address information and card expiration date. 4. Type the amount of the credit refund in the Credit Amount field. 5. Click Place Secure Transaction to record the credit refund /05

23 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Voiding Credit Card Sales Overview Voids are performed by clicking the Void button, which opens a Transaction Detail Report. When a search is performed, the report automatically displays all transactions in the current month that can be voided. Voids are easily performed by pressing on the Void button in the Action Key column that corresponds to the transaction to be voided. Note: Transactions that are settled or closed cannot be voided and must be credited. 2 Transaction Detail Report for the Void Feature Procedure. Have a record of the transactions to be voided on hand. 2. Click Void. A page opens displaying Search By fields for entering search options. (continued on next page) 09/05-7

24 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Voiding Credit Card Sales (continued) Procedure (continued) Transaction Detail Report for the Void Feature 3. Narrow the transactions to be retrieved by using fields in the Search By table. Search By Field Post Date and Time From and To Display Type Status Description Used to designate the post date range for the transaction to be retrieved Used to designate the transaction to retrieve Sales and credit Credit only Sales only Used to indicate the payment method used for the transaction Credit and debit cards Credit cards Debit cards ACH Used to indicate whether to retrieve items that specific batch status, as follows: In an open batch Closed (continued on next page) -8 09/05

25 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Voiding Credit Card Sales (continued) Procedure (continued) 3. (continued) Transaction Detail Report for the Void Feature Search By Field Card Type UserID Trans # Ref ID Account # Account Name Amount Order By Asc/Desc Description Displays for credit card, purchase card and debit card transactions only, used to indicate the brand of the card used, such as AMEX, Visa or MasterCard, the default setting is ALL Retrieves a transaction by the user ID of person who entered transaction Retrieves the transaction by the transaction ID Retrieves the transaction by the Ref ID assigned by the merchant Retrieves the transaction by the customer s card number Retrieves the transaction by the customer s name Retrieves the transaction by the amount of the sale Sorting option used to display search results by a column heading Sorting option used to display data in ascending or descending order (continued on next page) 09/05-9

26 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Voiding Credit Card Sales (continued) Procedure (continued) 2 3 Transaction Detail Report for the Void Feature 4. Click Apply Filters to initiate a search. A list of transactions that match the results of your search display. 5. Locate the transaction to be voided from the list. 6. View details of the transaction by pressing on the Trans ID for that transaction. 7. Issue a void by pressing on the Void button for that transaction. (continued on next page) /05

27 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Voiding Credit Card Sales (continued) Confirmation for Voided Sales After pressing on the Void button, the following window opens to confirm that the void is complete. Void Confirmation Page 09/05-2

28 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering Credit Refunds Overview Credits are easily performed using the Credit Refund function. When the Credit button is selected, search options display to search for and retrieve the transaction to be refunded. Once a search is initiated, a list displays with all transactions in the current month that match the search criteria and can be credited. Note: Transactions that have not settled can not be credited. They must be voided first. Issuing Multiple Credit Refunds You may process multiple refunds for the same transaction so long as the amount of each refund does not exceed the total amount of the original sale. Once a partial credit refund is performed on a transaction, Transaction Central will track the remaining amount of the sale to ensure that any refunds processed in the future do not exceed the total transaction amount. 2 Transaction Detail Report for the Credit Refund Feature Procedure. Have a record of the transaction to be credited on hand. 2. Click Credit. A page opens displaying Search By fields for entering search options. (continued on next page) /05

29 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Entering Credit Refunds (continued) Procedure (continued) Transaction Detail Report for the Credit Refund Feature 3. Narrow the transactions to be retrieved by using fields in the Search By table. Search By Field Post Date and Time From and To Display Type Status Description Used to designate the post date range for the transaction to be retrieved Used to designate the transaction to retrieve Sales and credit Credit only Sales only Used to indicate the payment method used for the transaction Credit and debit cards Credit cards Debit cards ACH Used to indicate whether to retrieve items that specific batch status, as follows: In an open batch Closed (continued on next page) 09/05-23

30 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering Credit Refunds (continued) Procedure (continued) 3. (continued) Transaction Detail Report for the Credit Refund Feature Search By Field Card Type UserID Trans # Ref ID Account # Account Name Amount Order By Asc/Desc Description Displays for credit card, purchase card and debit card transactions only, used to indicate the brand of the card used, such as AMEX, Visa or MasterCard, the default setting is ALL Retrieves a transaction by the user ID of person who entered transaction Retrieves the transaction by the transaction ID Retrieves the transaction by the Ref ID assigned by the merchant Retrieves the transaction by the customer s card number Retrieves the transaction by the customer s name Retrieves the transaction by the amount of the sale Sorting option used to display search results by a column heading Sorting option used to display data in ascending or descending order (continued on next page) /05

31 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Entering Credit Refunds (continued) Procedure (continued) 2 3 Transaction Detail Report for the Credit Refund Feature 4. Click Apply Filters to initiate a search. A list of transactions that match the results of your search display. 5. Locate the transaction to be refunded from the list. 6. View details of the transaction by pressing on the Trans ID for that transaction. 7. Issue a void by clicking on the Credit button for that transaction. The Generate Transaction Credit page opens. (continued on next page) 09/05-25

32 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering Credit Refunds (continued) Procedure (continued) 2 Generate Transaction Credit Page 8. In the Generate Transaction Credit page, review the transaction information to ensure that the correct transaction was selected. 9. Review the refund amount in the Amount to Credit field. Important: A partial credit may be made by entering a lower amount in the Amount to Credit field. You may process multiple partial credits on the same transaction so long as the refund amount does not exceed the transaction amount. 0. Click Issue Credit to process the credit refund. (continued on next page) /05

33 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Entering Credit Refunds (continued) Confirmations for Credit Refunds This screen appears after clicking the Issue Credit button. This page indicates that the credit was processed. 2 Confirmation Page for Credit Refunds Performing Other Functions Once you have completed a sale, you may press the following options to perform another task: Click a function button to perform another operation. View Receipt to view and print a receipt of the transaction. 09/05-27

34 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Manually Settling Credit Card Transactions Overview Merchants who are set up to manually settle credit card transactions can perform manual settlements of authorized payments and credit refunds using the Batch feature in Transaction Central. Batch Button Used for Manual Settlements Procedure. Click the Batch button. The Open CC Batch page displays. 2. Follow the appropriate procedures for manually processing a batch that corresponds with the batch features you have subscribed to in your merchant account: Manually settling all transactions in an open batch (see Manually Settling All Transactions in a Batch p- 77) Manually settling individual transactions (see Manually Settling Individual Transactions p-79) /05

35 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Resubmitting Credit Card Transactions Overview Some credit card transactions that were returned from the credit issuer may be corrected and resubmitted for payment. The Resubmit feature in Transaction Central enables you to resubmit transactions returned from the issuer. 2 Return List Report Procedure. Have a record of the transaction to be resubmitted on hand. 2. Access the Return List Report (see Return List Report p-67). 3. Locate the transaction to be resubmitted from the list of transactions from the report. 4. Check the Action column to ensure that the transaction is eligible to be resubmitted. If the transaction is eligible for resubmission the Resubmit button displays. 5. Click the Resubmit button. The Transaction Entry page for resubmitting credit card transactions opens. (continued on next page) 09/05-29

36 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Resubmitting Credit Card Transactions (continued) Procedure (continued) Transaction Entry Form for Resubmitting Credit Card Transactions 6. Type corrected information in the appropriate fields as follows: Required Change Purchase order number Internal reference number for transaction Credit card number CVV2 Customer s name Address information Zip code Card expiration date Amount of taxes charged Field to Update PONumber Your Ref ID Customer s Account Number CVV2 Name on Account Street Address of the Cardholder Zipcode Expires Tax Amount 7. Click Place Secure Transaction when finished /05

37 CHAPTER 3: Purchase Order and Purchase Card Transactions SECTION : Transaction Central Introduction This chapter includes instructions on how to perform transactions in Transaction Central for Merchants set up for level 2 payment processing Merchants who process sales with a purchase order and corporate purchase credit card Merchants who normally process standard credit cards but are processing a sale with a corporate purchase credit card The following topics are discussed in this chapter. Page About Purchase Order and Purchase Card Transactions Entering Purchase Card Sales Viewing and Printing Receipts Other Procedures /05-3

38 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions /05

39 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions About Purchase Order and Purchase Card Transactions What Are Purchase Cards? Purchase cards are company credit cards that are issued to an employee to pay for business purchases and expenses. Purchase orders are typically issued to the customer when a purchase card sale transaction is performed. What is Level 2 Payment Processing? Level 2 payment processing is a merchant account option geared towards merchants who issue purchase orders and have a majority of their clients pay with a corporate purchase credit card. However, any merchant may process a purchase card transaction using the Sale button in Transaction Central. Required Information The following information must be entered when performing purchase card transactions: Name on account Account number Purchase order (PO) number Tax amount Tax type Note: Additional information may be required, such as address information and CVV2, depending upon your current business practices. 09/05-33

40 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering Purchase Card Sales Overview Sales for Corporate Purchase Cards are entered by clicking the Sale button, then typing information within the Transaction Entry Form. The following image illustrates the fields that display when entering a purchase card transaction in the Transaction Entry Form. 2 3 Procedure. Click Sale. The Transaction Entry Form page opens. 2. Select Purchase Card from the Transaction Type drop down list. 3. In the fields provided, enter a purchase order number, a reference (Check #, Order #, etc.), the account information and the amount of sale. 4. In the Tax Type field, indicate that the sale is Taxable, Tax-Exempt or Non-Taxable. 5. If the sale is taxable, enter a dollar amount in the Tax Amount field. 6. Press Place Secure Transaction, to submit the sale for authorization. (continued on next page) /05

41 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering Purchase Card Sales (continued) Viewing Payment Authorizations Upon completion of a sale, the following screen displays the transaction information, the Transaction ID and Authorization Code. 2 3 Payment Authorization Page for Purchase Card Sales Performing Other Functions Once you have completed a sale, you may press the following options to perform another task: Click a function button to perform another operation. View Receipt to view and print a receipt of the transaction. Submit Another Sale to enter more transactions. 09/05-35

42 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Viewing and Printing Receipts Overview A receipt for the purchase card sale may be viewed and printed. The receipt information can be accessed by clicking the View Receipt button. Receipt Page for Purchase Card Sales Procedure. Click the View Receipt button from the Payment Authorization page or Transaction Details page. The Receipt page opens. 2. Print a receipt by right clicking on the page, then selecting Print from the pop-up menu that displays /05

43 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Other Procedures Overview Other procedures for managing purchase card sales are the same as those performed on standard credit card sales. References to Other Procedures Refer to the procedures below to view instructions on how to perform other tasks for managing purchase card sales. Forced authorizations (see Processing Forced Authorizations p-4) Blind credits (see Performing Blind Credits p-6) Void sales (see Voiding Credit Card Sales p-7) Credit refunds (see Entering Credit Refunds p-22) Resubmit transactions (see Resubmitting Credit Card Transactions p-29) Some of the above procedures can only be performed if the feature is available for you to access in Transaction Central. If the feature is available, a selection button for the feature will display at the top of any Transaction Central page. When clicked, the button will enable you to access the Web page used to perform the task. Selection Buttons 09/05-37

44 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions /05

45 CHAPTER 4: ACH Transactions SECTION : Transaction Central Introduction This chapter includes instructions on how to perform ACH transactions in Transaction Central. The following topics are discussed in this chapter. Page Entering ACH Sales Viewing and Printing Receipts Resubmitting ACH Transactions /05-39

46 SECTION : Transaction Central CHAPTER 4: ACH Transactions Entering ACH Sales Overview ACH sales are entered by clicking on the Sale button to access the Transaction Entry Form, then selecting the appropriate ACH transaction from the Transaction Type list. ACH sales may be performed using either a checking or a savings account. The following image illustrates a transaction for an ACH checking account. 2 Transaction Entry Form for ACH Sales Procedure. Click Sale. The Transaction Entry Form page opens. 2. Begin an ACH transaction, by selecting ACH-Checking Account or ACH-Savings Account from the Transaction Type drop down list. Note: The fields will automatically change to enter checking or savings account information when either transaction is selected in the transaction type drop down list /05

47 SECTION : Transaction Central CHAPTER 4: ACH Transactions Entering ACH Sales (continued) Procedure (continued) 2 Transaction Entry Form for ACH Sales 3. Type a reference ID in the Your Ref ID field. 4. In the fields provided, type information regarding the checking or savings account: Bank routing number Account number for checking or savings Name on the account 5. In the Desc Date type the process date, then type the amount in the Amount field. 6. Press Place Secure Transaction to process the sale. (continued on next page) 09/05-4

48 SECTION : Transaction Central CHAPTER 4: ACH Transactions Entering ACH Sales (continued) Reviewing ACH Authorizations When the sale is completed, a confirmation screen displays containing a Transaction ID and a Reference Number. 2 3 Process Results Page Performing Other Functions Once you have completed a sale, you may press the following options to perform another task: Click a function button to perform another operation. View Receipt to view and print a receipt of the transaction. Submit Another Sale to enter more transactions /05

49 SECTION : Transaction Central CHAPTER 4: ACH Transactions Viewing and Printing Receipts Overview A receipt for an ACH sale may be viewed and printed. The receipt information can be accessed by clicking the View Receipt button from the ACH Authorization or the Transaction Details page. Receipt Page for ACH Sales Procedure. Click the View Receipt button from the ACH Authorization page or Transaction Details page. The Receipt page opens. 2. Print a receipt by right clicking on the page, then selecting Print from the pop-up menu that displays. 09/05-43

50 SECTION : Transaction Central CHAPTER 4: ACH Transactions Resubmitting ACH Transactions Overview Some ACH transactions that were returned from the customer s bank may be corrected and resubmitted for payment. The Resubmit feature in Transaction Central enables you to resubmit transactions returned from the bank. 2 Return List Report Procedure. Have a record of the transaction to be credited on hand. 2. Access the Return List Report (see Return List Report p -67). 3. Locate the transaction to be resubmitted from the list of transactions in the report. 4. Check the Action column to ensure that the transaction is eligible to be resubmitted. If the transaction is eligible for resubmission, the Resubmit button displays. 5. Click the Resubmit button. The Resubmit Transactions page opens with fields autopopulated with the transaction information. (continued on next page) /05

51 SECTION : Transaction Central CHAPTER 4: ACH Transactions Resubmitting Transactions (continued) Procedure (continued) Resubmit Transactions Page 6. Type corrected information in the appropriate fields as follows: Required Change Internal reference number for transaction Description for transaction Transaction date Routing number Checking or savings account number Customer s name Field to Update Your Ref ID Description Desc Date Bank Routing No. Customer s Account Number Name on Account 7. Click Change Info and Resubmit Transaction when finished. 09/05-45

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53 CHAPTER 5: Business Information SECTION : Transaction Central Introduction This chapter describes instructions for revising your business information in Transaction Central. The following topic is described in this chapter. Page Editing Business Information /05-47

54 SECTION : Transaction Central CHAPTER 5: Business Information /05

55 SECTION : Transaction Central CHAPTER 5: Business Information Editing Business Information Overview The Edit Info feature in Transaction Central enables you to edit your business information. This information appears on your reports as well as customer receipts. 2 3 Procedure. Click Edit Info. The Edit Merchant Information page opens. 2. Type necessary changes to contact information for your business in the fields shown. 3. If you have subscribed to process ACH transactions, indicate the type of ACH payment being processed, such as Bill Pay. 4. Click Save Changes when finished. 09/05-49

56 SECTION : Transaction Central CHAPTER 5: Business Information /05

57 CHAPTER 6: Reports SECTION : Transaction Central Introduction This chapter includes instructions on how to access and view reports using Transaction Central. The report feature contains records for all transactions that have been recorded within Transaction Central, including: Credit card sales Purchase card sales ACH sales Debit card sales The following topics are described in this chapter. Page Accessing the Reports Page Transaction Summary Report Transaction Detail Report Settled Summary Report...-6 Settled Detail Report Return List Report ACH Statement Report ACH Journal Report /05-5

58 SECTION : Transaction Central CHAPTER 6: Reports /05

59 SECTION : Transaction Central CHAPTER 6: Reports Accessing the Reports Page Overview The Reports page displays a list of buttons for accessing reports in Transaction Central that can help you balance your receipts and review prior transactions. 2 Reports Page Procedure. Click Reports. The Reports Page opens displaying buttons to access the reports. 2. Click the button corresponding to the name of the report to be viewed. 09/05-53

60 SECTION : Transaction Central CHAPTER 6: Reports Transaction Summary Report Overview The Transaction Summary Report displays a daily summary of transactions processed for a given date range. When the Transaction Summary Report opens, the Search Filters fields display to enable you to enter search options for retrieving transactions processed on specific dates, and specific transaction types. Transaction Summary Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click Transaction Summary Report. The Transaction Summary Report page opens displaying the Search Filter fields. 2. If desired, change the search options in the following Search Filters fields. Search Filters Field Posted Date From and To Show CC/ACH Description Used to indicate the post date range for transactions to be retrieved Indicates the type of transaction to retrieve in the report results, the default setting is ALL (continued on next page) /05

61 SECTION : Transaction Central CHAPTER 6: Reports Transaction Summary Report (continued) Procedure (continued) (continued) Transaction Summary Report Search Filters Field Status Description Used to retrieve transactions with a specific payment status, the default setting is ALL 3. Click Apply Filters to retrieve transactions and generate a report. Note: If you click Apply Filters without entering any information in the Search Filters fields, the information for the current month automatically displays. 4. If desired, view details for transactions processed on a specific day by pressing the button displayed under the Post Date column. 09/05-55

62 SECTION : Transaction Central CHAPTER 6: Reports Transaction Summary Report (continued) Reading the Report The following report headings are displayed in the Transaction Summary Report. Heading Posted Date Daily Transaction Amount Description Post date of sale or credit refund transaction Note: This column displays a button that when clicked opens the Transaction Details Report page for all transactions processed on that day Total dollar amount of all sales processed for a given date # of Transactions Total number of sale transactions processed for a given date Daily Credit Amount Total dollar amount of credit refunds processed for a given date # of Credit Transactions Total number of credit refunds processed for a given date Daily Total Summary Total For the given date, the total dollar amount of sales minus the total dollar amount of credit refunds Sum of the daily totals for the selected date range Transaction Summary Report /05

63 SECTION : Transaction Central CHAPTER 6: Reports Transaction Detail Report Overview The Transaction Detail Report includes a list of transactions entered into Transaction Central. When the Transaction Details Report opens, the Search Filters fields display to enable you to enter search options for retrieving transactions. Transaction Detail Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click Transaction Detail Report. The Transaction Detail Report page opens displaying Search By fields. 2. If desired, change the search options in the following fields in the Search By table. Search By Field Posted Date and Time From and To Display Description Used to indicate the post date and time range for transactions to be retrieved Used to retrieve transactions according to the following transactions performed: Sale and Credit Sale only Credit only Decline ALL (continued on next page) 09/05-57

64 SECTION : Transaction Central CHAPTER 6: Reports Transaction Detail Report (continued) Procedure (continued) 2. (continued) Search By Field Type Status Transaction Detail Report Description Used to indicate the type of transactions processed, such as credit card, debit, ACH Used to retrieve transactions by a specific payment status Card Type Displays only when Credit Card or Credit/Debit Card is selected in the Type field User ID Trans # Ref ID Account Name Account Name Amount Order By Asc/Desc Used to retrieve transactions by specific card type, default setting is ALL Retrieves transactions entered by a specific user ID Retrieves a specific transaction by transactions ID number Retrieves a specific transaction by Reference ID number Used to retrieve transactions by account number of the credit card, debit card, savings account or checking account Retrieves transactions by the customer s name Used to retrieve transactions matching a specific amount Sorting option used to designate the column heading that will be used to determine how the search results will display, default setting is Post Date Sorting option used to indicate whether results will be displayed in descending or ascending order, default setting is Descending (continued on next page) /05

65 SECTION : Transaction Central CHAPTER 6: Reports Transaction Detail Report (continued) Procedure (continued) 3 2 Transaction Detail Report 3. Click Apply Filters to retrieve transactions and generate a report. Note: If you click Apply Filters without entering any information in the Search By fields, the information for the current month automatically displays. 4. If desired, view details for transactions processed on a specific day by clicking the number displayed under the Trans ID column. 5. If desired, use the Credit or Void button displayed in the Action Key column to issue a credit or void. Note: Only settled transactions can be credited and only transactions that are not settled can be voided. (continued on next page) 09/05-59

66 SECTION : Transaction Central CHAPTER 6: Reports Transaction Detail Report (continued) Reading the Report The following report headings are displayed in the Transaction Detail Report. Heading User ID Trans ID Ref ID Card Type Account Name Posted Date Status Amount Action Key Count Total Description Displays the user ID of the person who entered the transaction Displays the transaction ID automatically assigned to the transaction Displays the reference ID assigned to the transaction by the merchant For credit card transactions only, displays the name of the card used Displays the customer s name Displays post date for transaction Displays the current payment status of the transaction Displays the dollar amount the transaction Displays any additional actions that may be performed on the transaction, if any Total count of all transactions included in the report Displays the sum dollar amount for the transactions listed on the report Transaction Detail Report /05

67 SECTION : Transaction Central CHAPTER 6: Reports Settled Summary Report Overview The Settled Summary Report contains a daily summary of credit card, debit card and ACH transactions settled during a given date range. When the report is first accessed, the report displays the Search Filters fields, which can be used to enter search options for retrieving transactions to be included in the report. 2 3 Settled Summary Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click Settled Summary Report. The Transaction Settled Summary opens displaying the Search Filters fields. 2. If desired, change the search options in the following Search Filters fields. Search Filters Field Settled Date From and To Show CC/ACH Batch No Description Used to indicate the settled date range for transactions to be retrieved Indicates the type of transaction to retrieve in the report results, the default setting is ALL Used to retrieve transactions included within a specific batch number 3. Click Apply Filters to retrieve transactions and generate a report. Note: If you click Apply Filters without entering any information in the Search Filters fields, the information for the current month automatically displays. 4. If desired, view details for transactions processed on a specific day by pressing the button displayed under the Settled Date column. (continued on next page) 09/05-6

68 SECTION : Transaction Central CHAPTER 6: Reports Settled Summary Report (continued) Reading the Report for ALL or Credit/Debit Card Transaction Types The following report headings are displayed in the Settled Summary Report when either ALL or Credit/Debit Card is selected of the Type field in the Search Filter table. Heading Settled Date Daily Credit Card Sale Amount Description Indicates the date transactions were settled Total dollar amount of sales for the given date # of Transactions Total number of sale transactions performed for the given date Daily Credit Amount Total dollar amount of credit refund transactions for the given date # of Transactions Total number of credit refunds performed for the given date Daily Total Summary Total Total sum in dollars of the sales transaction performed for a given date minus the credit transactions Sum to daily totals for all transactions listed in report Settled Summary Report (continued on next page) /05

69 SECTION : Transaction Central CHAPTER 6: Reports Settled Summary Report (continued) Reading the Report for ACH Transactions The following report headings are displayed in the Settled Summary Report when ACH is selected in the Type field in the Search Filter table. Heading Settled Date Daily Transaction Amount Description Date transactions was settled Total dollar amount of ACH sales performed for the given date # of Transactions Total number of ACH sales performed for the given date Daily Credit Amount Total dollar amount of ACH credit refund transactions processed for the given date # of Credit Transactions Total number of ACH credit refunds processed for the given date Daily Return Amount Total dollar amount of returned ACH payments for the given date # of Return Total number of returned ACH payments for the given date Daily Total Summary Total For a given date, displays the total dollar amount of sales minus the daily credit amount and minus the daily return amount Sum of all daily totals for the transactions displayed in the report Settled Summary Report 09/05-63

70 SECTION : Transaction Central CHAPTER 6: Reports Settled Detail Report Overview The Settled Detail Report includes specific details on settled transactions. When the report is first accessed, the Search Filters fields display to enable you to enter search options for retrieving transactions for the report. Settled Detail Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click Settled Detail Report. The Transaction Settled Detail Report opens displaying Search Filters fields. 2. If desired, change the search options in the following Search Filters fields. Search Filters Field Settled Date From and To Display Type Card Type Description Used to indicate the settled date range for transactions to be retrieved Used to retrieve the transactions by the following type of transactions performed: Sale and credit Sale only Credit only Indicates the type of transaction to retrieve, such as credit card, debit card, ACH or ALL. The default setting is ALL. Displays only for credit and debit card transactions, indicates brand of card used, such as MasterCard, Visa, AMEX (continued on next page) /05

71 SECTION : Transaction Central CHAPTER 6: Reports Settled Detail Report (continued) Procedure (continued) 2 3 Transaction Detail Report 2. (continued) Search Filters Field Trans # Ref ID Account # Account Name Batch number Description Retrieves a specific transaction by transaction ID number Retrieves a specific transaction by Ref ID number Retrieves transactions by the account number of the credit card, debit card, checking account or savings account Used to retrieve transactions by the customer s name Used to retrieve transactions processed in a specific batch 3. Click Apply Filters to retrieve transactions and generate a report. The transactions that match the search options are displayed. Note: If you click Apply Filters without entering any information in the Search Filters fields, the information for the current month automatically displays. If both sales and credit refund transactions are retrieved, the sales transactions display in a separate table than the credit transactions, as shown in the above image. 4. If desired, view details for sales transactions by pressing the button displayed under the Trans ID column. (continued on next page) 09/05-65

72 SECTION : Transaction Central CHAPTER 6: Reports Settled Detail Report (continued) Reading the Report The following report headings are displayed in the Settled Detail Report: Heading User ID Trans ID Ref ID Card Type Tran Type Account Name Posted Date Settled Date Batch Number # Amount Count Summary Total Description Displays the user ID of the person who entered the transaction Displays the transaction ID assigned to the transaction Displays the reference ID assigned to the transaction For reports that display credit card and/or debit transactions only, displays the name of the card used for the transaction For reports that display ACH transactions only, indicates that the transaction is an ACH transaction Displays the customer s name Displays post date for the transaction Date transaction was settled for payment or refund Displays the batch number in which the transaction was included Displays the dollar amount the transaction Total count of all transactions included in the report Displays the sum dollar amount for the transactions on the report Settled Detail Report /05

73 SECTION : Transaction Central CHAPTER 6: Reports Return List Report Overview The Return List Report includes transactions that were returned from the credit card processor or the customer s bank. When the Return List Report page is first accessed, the Search By fields display to enable you to enter search options to limit the number of transactions retrieved. 2 3 Return List Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click Return List Report. The Return List Report opens displaying the Search By fields. 2. If desired, change the search options in the following fields in the Search By table. Search Filters Field Posted Date From and To Type Description Used to indicate the settled date range for transactions to be retrieved Indicates the type of transaction to retrieve, such as credit card or ACH transactions, the default setting is Credit Card 3. Click Apply Filters to retrieve transactions and generate a report. 4. If desired and the option is available, you can change or correct the transaction by clicking on the Resubmit button displayed in the Action column (see Resubmitting Credit Card Transactions p-29 or Resubmitting ACH Transactions p-44). (continued on next page) 09/05-67

74 SECTION : Transaction Central CHAPTER 6: Reports Return List Report (continued) Reading the Report The following report headings are displayed in the Return List Report: Heading Trans ID Return Date Account Number Description Displays the transaction ID assigned to the transaction Date payment was returned Displays the account number for the credit card, checking or savings account ABA/EXP Date For ACH transactions, displays the ABA number Account Name Reason Amount Action Count Summary Total For credit card transactions, displays the expiration date for the card Displays the customer s name System or message from bank indicating reason for return Displays the dollar amount of the transaction Indicates whether the transaction is eligible for resubmission. Note: If eligible, the Resubmit button displays. Total count of all transactions included in the report Displays the sum dollar amount for the transactions on the report Return List Report /05

75 SECTION : Transaction Central CHAPTER 6: Reports ACH Statement Report Overview This report shows your ACH activity for the previous month. Items found on the statement include fees, amounts held in reserve (if applicable), amounts released from reserve, transactions returned for NSF, closed accounts, etc. The report also shows amounts on hold. When transactions are submitted by the merchant, the amount (minus reserve, when appropriate, and fees) is placed on hold for a few days while the ACH is sent to collect the funds. After the time period elapses, the hold amount is sent to the merchant and shown on the report as Release of funds on hold. ACH Statement Procedure. From the Reports page (see Accessing the Reports Page p-53), click ACH Statement. The ACH Statement opens displaying information for the previous month. 2. Refer to the following table as a guide when reading the statement. Column Name Date Activity Amount Available Balance Ending Balance Amount Description Date activity occurred Description of activity, including holds, EFT, returns, etc. Dollar amount of funds transferred or returned, if applicable Amount available to merchant after the activity was performed Balance for the given date Ending available and account balance as of last day of the month Displays the dollar amount of the transaction 09/05-69

76 SECTION : Transaction Central CHAPTER 6: Reports ACH Journal Report Overview The ACH Journal report includes details on specific ACH journal activity performed on your account and is listed by journal ID. When the ACH Journal Report is first accessed, the report opens with the Search Filters fields displayed to enable you to enter search options for retrieving ACH Journal information. 2 ACH Journal Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click ACH Journal Report. The ACH Journal Report opens displaying the Search Filters fields. 2. If desired, change the search options in the following Search Filters fields. Search Filters Field Posted Date From and To Reference Code Order By Description Used to indicate the posted date range for transactions to be retrieved Reference code assigned to the Journal Sort option used to indicate the name of the column heading in which the report results will display in ascending order 3. Click Apply Filters to retrieve transactions and generate a report. The results display. (continued on next page) /05

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