Sync Guide. This guide will instruct you on how to transfer data between Greater Giving Event Software and the Auctionpay Master terminal

Transcription

1 Sync Guide This guide will instruct you on how to transfer data between Greater Giving Event Software and the Auctionpay Master terminal Before, During and After your event. Greater Giving Event Software

2 Sync Overview Before the event The Sync is an electronic transfer of data between Greater Giving Event Software and the Auctionpay Master Terminal. You must complete all the syncs and submission of the credit cards in the PC version of the software prior to syncing with the Online version of the software. Sync Timeline Before the Event During the Event After the Event Network Setup Connect Sync 1 Mark guests for Express Sync 2 Enter payment amounts the computer and the Master Checkout in the software into the terminal terminal Send Charges to the Bank Sync Test Prior to your event, confirm connectivity between the Sync 3 Post approved Master terminal and the Server transactions to the software Computer Resubmit Declines Equipment Master terminal Remote terminal(s) Network Cable Server Computer Router Test Card Training DVD Everything you need to get your terminals up and running has been included in your shipment. Please refer to the packing slip for an equipment list. Greater Giving does not provide power strips. (Loaded with Greater Giving Event Software and your event database) You will need one power outlet for each and every Terminal. Process Terminology Sync Test Performed prior to event day, this quick test confirms connectivity between the Master terminal and the primary event Server Computer. Sync 1 Performed right after registration. The Master terminal marks guests that pre-swiped a credit card as Express Checkout in the Event Software. Sync 2 Performed after the event. The Greater Giving Event Software exports the amount due by each Express Checkout guest to the Master terminal for payment processing. Sync 3 Performed after sending charges to the bank. The Master terminal posts approved payment transactions to the Greater Giving Event Software Page 2

3 Network Setup Preparing the Computer Network 1. Disable your Wireless Connection and any Firewalls 2. Connect your Server Computer s Network Cable to the Router provided by Greater Giving 3. Choose Start > Run 4. Enter ncpa.cpl 5. Right-click 'Local Area Network' and select 'Properties' 6. Double click on 'Internet Protocol TCP/IP' (select v4 if v4 and v6 available) 7. Set the connection to 'Automatic' and click 'OK' 8. Choose Start > Run 9. Type cmd to open the command line Before the event 10. In the command line, type ipconfig and press Enter 11. Look for an entry titled Netgear Router and an IP address such as If this entry appears on the list, please proceed to Connecting the Master terminal to the Server Computer If the entry is missing or incorrect, make sure your wireless and firewall are disconnected. Renew the connection by typing: ipconfig /release, then ipconfig /renew, then ipconfig in the command line. Your connection will be renewed and displayed. Connecting the Master terminal to the Server Computer Power ON the Router. Notice the orange 'TEST' light: it will remain on for a few minutes while the Router prepares to connect. Ensure the Master terminal is powered OFF. Insert the Network Cable into the port marked 10BaseT on the rear of the Master terminal. Connect the other end of each Network Cable to an open LAN port on the Router. Once the Router's orange 'TEST' light is off, power ON the Master terminal. When the Master terminal turns ON, it will take a few moments to discover the Router. When it is ready, the screen displays the Main Screen with the words 'Swipe or Enter Card Number' A Network Cable is 50% wider than a phone cord. Once the Master terminal displays the Main Screen, you are ready to test the Sync. If a terminal displays 'Server Discovery', then it is looking for the Network. If it is not ready after a few minutes, disconnect all cables and power OFF the router and terminal(s), and then start the setup process again. If things are still not working correctly, please call us at Page 3

4 Sync Test Testing Sync 1 Before Your Event Before the event Once the Sync connection has been set up, a Sync test must be completed. This test is performed prior to event day and confirms connectivity between the Master terminal and the Greater Giving Event Software. To ensure a successful sync process, it is essential to perform a sync test prior to your event day with the primary event computer. Enter Test Transaction In this step, swipe the white test credit card and enter a bidder number into the Master terminal. This number must match a bidder number assigned in the Greater Giving Event Software. Swipe test credit card Key in a bidder number that exists in the software, press Enter Re-key bidder number, press Enter Merchant receipt prints, press Enter to print customer copy Test Sync 1 Once there is a corresponding bidder number in the Master terminal, Sync 1 can be tested: Open database in Greater Giving Event Software and select Data from the top tool bar, then Synchronize with an Auctionpay terminal from the drop down menu Place the Master terminal in PC Sync Mode by pressing F4 > Setup (8) > PC Sync (7). The Master terminal displays the destination IP address. Verify that the IP Address on the Server Computer matches the one displayed on the terminal. IP ADDRESS (Use F4 for. ) Note: See Preparing the Computer Network instructions (page 3) to verify IP Address. Note: To edit IP address on Master terminal, press yellow backspace button and enter address shown in the Greater Giving Event Software. Verify that the EMS Port on the Computer matches the terminal and hit Next on the computer. Note: To edit EMS Port on Master terminal, press yellow backspace button and enter address shown in Event Software. On the terminal, press Enter, then press 1 on the keypad to perform Sync 1. Once Sync 1 is complete, the Greater Giving Event Software displays a summary report. If any bidder numbers failed to Sync, print the log and troubleshoot. Click Finish. On the Master terminal, press the red (X) button three times to return to the main screen Page 4

5 Sync Test Cont. Before the event Confirm the Sync was Successful In the software, from the main menu select Views, then Grid Views. Select Bidders to open the Bidder Grid. Double click on the test bidder to open the bidder record. In the lower left hand corner of the record there should be a in the Express Checkout box. To reset the record for the event, click on the to remove from box and press F10 to save. The 10BaseT port is the only port you will be using on the Terminals The Server computer must be plugged into the same router as the Master Terminal during the Sync process Clearing Transactions Make sure to clear all training data before your event. Do not clear the terminal if it contains live transactions that need to be sent to the bank. To clear a single transaction with the Void function: Press F4 > Void (1) > Enter Bidder Number to Void > Verify Bid # > Press Enter or Yes to confirm Note: After voiding a transaction, press red (X) button to return to main screen. Clear all transactions in the terminal: Press F4 > Banking (7) > Enter credentials > Clear Terminal (7) > Confirm clear terminal NOTE: The initial clear terminal screen displays a summary of all Not Settled and Declined transactions. Press the green button on the keypad to continue to the Clear Terminal/Confirm Clear screen. Do not clear the Terminal during or after the event. You WILL lose all of your credit card information. If complications occur during the sync test, Greater Giving support is available Monday Friday, 6:30am 5:00pm PST Page 5

6 Sync 1 During the event Marking Express Checkout Bidders in the Event Software During Sync 1, the Master terminal(s) transmits all Express Pay bidders to the Greater Giving Event Software. Express Checkout will now appear on printed receipts. 1. After registration closes, use a network cable to connect the Server Computer to the same Router as the Master terminal. 2. See Network Setup (page 3) instructions to verify IP Address and Network Connections. 3. Ensure the Master terminal displays the main screen (see picture) 4. Place the Master terminal in PC Sync Mode by pressing F4 > Setup (8) > PC Sync (7). The Master terminal displays the destination IP address. 5. In the Greater Giving Event Software, from the toolbar choose Data > Sync with an Auctionpay Terminal. 6. Verify that the IP Address on the Server Computer matches the terminal and hit Enter on the terminal. Note: To edit IP address on Master terminal, press yellow backspace button and enter address shown in the Greater Giving Event Software. 7. Verify that the EMS Port number on the Server Computer matches the one displayed on the Master terminal and hit Enter on terminal. Note: To edit EMS Port number on Master Terminal, press yellow backspace button and enter port number shown in the Greater Giving Event Software. 8. In Greater Giving Event Software, click Next. On the Master terminal, press Enter, then press 1 on the keypad to perform Sync Once Sync 1 is complete, the Greater Giving Event Software displays a summary report. If any bidder numbers failed to Sync, print the log and troubleshoot. Click Finish. 10. On the Master terminal, press the red (X) Cancel/Clear button three times to return to the main screen. 11. Once Sync 1 is complete, remove the Server Computer from the Router. 12. If you are using multiple Master terminals then repeat steps listed above. Sync 1 can be performed multiple times as needed Do not enter data into the Greater Giving Software while the Sync is performing Manual Sync 1 Marking Bidders as Express Checkout in Event Software If you are unable to complete Sync 1 electronically, manually mark bidders for Express Checkout in the Greater Giving Event Software. 1. Print a Bidder Report from the Master terminal by pressing F4 > Reports (5) > Bidder Report (1) 2. In the Greater Giving Event Software, click on the Bidder tab on the search bar and enter '1' in the field titled Bid #. Leave the second field blank. 3. Click 'Search' to display all bidders assigned a bid number. In the Greater Giving Event Software, select each bidder listed on the Bidder Report printed from the terminal. To select more than one bidder at a time, hold down the Ctrl key on your keyboard while selecting. 4. From the toolbar select Grid > Enable Express Checkout. Each selected bidder is now marked for Express Checkout. 5. If you have made a mistake and need to unmark a bidder as Express Checkout, highlight the bidder and select Grid > Disable Express Checkout from the toolbar. The Bidder Report lists bidder numbers in numerical order. Note: If using other event management software, but not Syncing, use the appropriate function in that software to designate guests as Express Pay Page 6

7 Sync 2 Sending Amounts Due to the Terminal During Sync 2, Greater Giving Event Software exports the amount owed by each Express Checkout bidder to the Master terminal for payment processing. This Sync is performed after the event. If syncing with multiple Master terminals, Syncs 2 and 3 must be completed on the first Master terminal before starting Syncs 2 and 3 on the second Master terminal. If this sequence is not followed, it may disable entire Sync process. 1. Ensure all winning bids are posted, and cash and check payments are entered into the Greater Giving Event Software prior to performing Sync 2. No credit card payments should be entered into the Greater Giving Event Software. Credit card payments are generated automatically during Sync Power ON the Router. Wait for the orange 'TEST' light to turn off. 3. Ensure the Master terminal is powered OFF. Connect a network cable from the Master terminal s 10BaseT port into an empty LAN port on the Router. Note: The Remote terminals are not required for Sync Once the orange TEST light goes OFF, power ON the Master terminal. It will take a few moments to find the Router and assign an IP address. Once the Master terminal is connected and ready, it will display the main screen with the text 'Swipe or Enter Card Number'. 5. Place the Master terminal in PC Sync Mode by pressing F4 > Setup (8) > PC Sync (7). The Master terminal displays the destination IP address. If the IP address does not match, see page 4 for troubleshooting. 6. In the Greater Giving Event Software, from the toolbar select Data > Sync with an Auctionpay Terminal. To ensure final purchase amounts are correct, audit the bidder totals by comparing a Sales Report from the Master terminal with the BID-03 report (run from the Bidder grid) in the Greater Giving Event Software Page 7

8 Sync 2 Continued 7. Verify that the IP Address and EMS Port on the Server Computer match the Master terminal and press Enter. 8. In the Event Software click Next. On the terminal press Enter then press 2 on the keypad to perform Sync 2. Sync 2 can be performed multiple times as needed 9. Once Sync 2 is complete, the Greater Giving Event Software displays a summary report. If any bidder numbers failed to Sync, print the log and and troubleshoot. Click Finish when complete. 10. On the Master terminal, press the red (X) button three times to return to the main screen. IMPORTANT: If a bidder's balance needs to be changed in the Master terminal, perform the correction with the Adjustment function before sending charges to the bank. Manual Sync 2 Manual Sync 2 If you are unable to complete Sync 2 electronically, enter bidder amounts directly into the Master terminal. 1. In Greater Giving Event Software, filter for Express Checkout bidders and print BID-03 report for a list of bidder balances. 2. To enter amounts on the Master terminal, press F4 > Enter Payments (6) > Find the Bidder # shown on the report > Key in amount due (including cents) and press Enter. 3. If a bidder does not have any charges, press Enter at Amount? prompt to move onto next bidder number. 4. Repeat until finished. Once all bidders are entered into the terminal, a totals report will print automatically. Note: The terminal will prompt you to enter payments for every bidder with a $0.00 balance. The terminal will skip bidders who were not swiped for Express Pay and where amounts have already been entered (i.e. Adjustments, Cashiering, or Split Pay purchases) 5. To make Adjustments, press F4 > Adjustments (3) > Enter Bid # > Verify Bid # > Enter new Total Amount Due (this will override existing amount) 6. To Void a transaction, press F4 > Void (1) > Enter Bid # > Verify Bid # > Confirm Void Page 8

9 Submit Charges to the Bank Submitting Transactions Once all bidder balances are entered into the Master terminal(s) the next step is to submit the payments to the bank. Use an internet connection for best results (a dedicated analog phone line method is also available, but not preferred). *Do not attempt to submit transactions over a wireless connection. If using multiple Master terminals submit only one Master terminal at a time. Approved funds will be deposited into your bank account within 5 business days. Transmitting Via Internet: 1. Plug an internet connection into the 10BaseT port on the back of the Master terminal using a network cable. 2. Power ON the Master terminal by plugging in the power adaptor. 3. On the Master terminal press F4 > Banking (7) > Enter credentials > select Send to Bank (1) > Select Internet (1) > Upload Now > Yes >Total Correct > Yes Note: Confirm the total dollar amount to be submitted to the bank. If not, press the red (X) button twice to return to the main screen and adjust totals. **If you receive connection errors, unplug the Master terminal for 10 seconds and try again. If the problem persists, please call support at Greater Giving. 4. After the charges have been sent to the bank, the Master Terminal automatically prints a Banking Report of all approved and declined transactions. Transmitting Via Phone Line: 1. Plug the phone cord into the back of the Master terminal (use the port that has the telephone icon) 2. Power ON the Master terminal by plugging in the power adaptor. 3. On the Master terminal press F4 > Banking (7) > Enter credentials > select Send to Bank (1) > Select Phone (2) > Confirm need to dial 9 or other number > Upload Now > Yes > Total Correct > Yes Note: Confirm the total dollar amount to be submitted to the bank. If not, press the red (X) button twice to return to the main screen and adjust totals. **If you receive connection errors, unplug the Master terminal for 10 seconds and try again. If the problem persists, please call support at Greater Giving. 4. After the charges have been sent to the bank, the Master Terminal automatically prints a Banking Report of all approved and declined transactions. IMPORTANT: Charges must be transmitted to the bank before performing Sync 3. NOTE: Do not resubmit declines or clear the batch until after Sync 3 is complete. If declines are resubmitted and approved, payment amounts can be manually entered into Event Software Page 9

10 Sync 3 Posting Credit Card Payments in the Event Software During Sync 3, the Greater Giving Event Software generates a payment for each approved transaction in the Master terminal. Perform Sync 3 after sending charges to the bank. 1. Power ON the Router. Wait for the orange TEST light to turn off. 2. Ensure the Master terminal is powered OFF. Connect a network cable from the Master terminal s 10BaseT port into an empty LAN port on the Router. Note: The Remote terminals are not required for Sync Once the orange TEST light goes OFF, power ON the Master terminal by plugging in the power adaptor. It will take a few moments to find the Router. 4. Once Master terminal is connected and ready, it will display main screen with text 'Swipe or Enter Card Number'. 5. Place Master terminal in PC Sync Mode by pressing F4 > Setup (8) > PC Sync (7). The Master terminal displays the destination IP address. If the IP address does not match, see page 3 for troubleshooting. 6. In the Greater Giving Event Software, choose Data > Sync with an Auctionpay Terminal. 7. Verify that the IP Address and EMS Port on the Server Computer both match the Master terminal and hit Enter. 8. In the Greater Giving Event Software, click Next. On the terminal, press Enter, and then press 3 on the keypad to perform Sync Once Sync 3 is complete, the Event Software displays a summary report. If any bidder numbers failed to Sync, print the log and troubleshoot. Click Finish. 10. On the Master terminal, press the red (X) button three times to return to the main screen. NOTE: Sync 3 can only be performed one time Page 10

11 Manual Sync 3 Manually Posting Payments If you are unable to complete Sync 3 electronically, update bidder records manually in the Greater Giving Event Software. Once the Banking Report has printed with the approved charges, create a payment record for each credit card transaction. Resubmitting Declines Declines Transactions can be declined due to insufficient funds or bank security policy. In the event of a decline, contact the card issuer for a Voice Authorization code. Optionally, contact the cardholder for another credit card. For Voice Authorization: 1. Contact the appropriate card company: Visa/MasterCard/Discover American Express: Provide the following information: Merchant ID or MID (found on the merchant receipt and Equipment Packing List) Declined credit card number Expiration date Transaction dollar amount Bank ID (203600) 3. Once you receive an Auth Code for a declined transaction, on the Master terminal press F4 > Banking (6) > Enter Credentials > Reauth Decline (5) 4. Enter the invoice number listed for that transaction on the Banking Report. 5. At the 'Enter Voice Auth Code' prompt, select 'Yes'. 6. Confirm the dollar amount. The Master terminal will charge the card again using the Voice Authorization code. For more information on how to resubmit declines please refer to the Terminal Quick Start Guide or contact one of our client service representatives for assistance. Syncing ESPC with ESO Declines After your event - Sync data back to Event Software Online After your event has settled and you have processed and recorded your event night transactions in the Event Software PC, you need to synchronize your Event Software PC data with Event Software Online so the PC data and online data match. Internet connectivity You must have an internet connection to sync with Event Software Online. Credit Card Charges All credit card charges must be submitted before attempting to sync with Event Software Online. Once this synchronization is run, all data should be edited in Event Software Online. How to run Synchronization: 1. Open Event Software PC. 2. In the Data menu, click Synchronize with Online Project. 3. If prompted, enter your username and password and click OK. You must have Organization Administrator rights in Event Software Online and use that username and password. 4. Event Software PC synchronizes with Event Software Online. A box will appear when the synchronization is complete, summarizing the information from the sync Page 11

12 Please return this guide with the rest of the equipment. Greater Giving Visit for additional software resources Page 12