Akada Software, Inc.

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1 Akada Software, Inc. Credit Card Processing by Akada Software, Inc. All Rights Reserved This software and documentation is copyrighted. All rights reserved. No part of this manual or the products it describes may be reproduced, by any means or in any form, without prior written consent from Akada Software, Inc. Akada Software, Inc. provides this publication and the accompanying software as is without warranty of any kind, expressed or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. In no event shall Akada Software Inc. be liable for any damages whatsoever (including without limitation, damages for loss of profits, business interruption, loss of information, or other pecuniary loss) arising out of the use of or inability to use this program even if Akada Software Inc. has been advised of the possibility of such damages

2 Credit Card Processing Akada now proudly offers integrated credit card processing through our partnership with PowerPay which is one of the fastest growing credit card processors in the nation. Never before has it been so easy to accept credit cards from your clients. No need for clunky, expensive credit card processing machines, Akada does it all. Enter the amount; scan the card and you're done, Akada handles the rest. Recurring Billing Solution: In addition to the other benefits of this integration, we offer the ability to save time and effort by creating a recurring transaction file that allows you to submit all of your tuition payments in one simple batch! Approved payments are entered and applied to the outstanding tuition charges. Akada Software assists you 100% on the setup of this feature; eliminating the hassle of manually entered transactions! Process All Payment Types Competitive Pricing Free Upgrade/Integration Faster, Error-Free Processing Simplified Settlements Live 24-Hour Merchant Support No Long Term Contracts The following sections describe the setup and use of the credit card processing capability in our software. To activate this feature, you must first setup an account with Power Pay. You can call Akada Software for contact information at The Credit Card Processing capability supports a magnetic stripe reader with a keyboard wedge. We have tested our software with the ID Innovations, Inc. 2 track magnetic stripe reader model MSRB-KBW-TRK12 (black) or MSRW-KBW-TRK12 (white). Other magnetic stripe readers should work but we are not responsible for their compatibility with our software.

3 Setup Once you have completed the Setup process with PowerPay customer support department, you can proceed to the Setup System screen in our software. Open the DanceWorks or BalanceWorks program and sign in with the User Name: ADMIN and the ADMIN password. Click on the Setup System menu on the DanceWorks or BalanceWorks main menu screen. Then click on the Credit Card Tab to access the credit card setup. Setup DanceWorks or BalanceWorks for Power Pay 1. Select Power Pay (PPAY) from the drop-down list under the label Credit Card Processing Company.

4 2. Click on the Browse Button to find the file TIPData.eps which holds the credit card transactions. DanceWorks and BalanceWorks automatically open the folder C:\Program Files\EpsTipNet and display its contents. Click on the Open button in the lower right corner to return the path information to DanceWorks or BalanceWorks. It should look something like: C:\Program Files\EpsTipNet\ 3. If this is a workstation on a network, click on the My Network Places link in the lower left corner to navigate to the shared EpsTipNet folder on the network server. Then click on the Open button in the lower right corner to return the path information to DanceWorks or BalanceWorks. It should look something like: \\MyServer\EpsTipNet\ 4. Click on Main Menu to return to the DanceWorks or BalanceWorks main menu screen.

5 Entering Payments When you are on the Enter Payment screen either from the account screen, the account transactions screen or the Point-of-Sale screen and you select one of the credit card types as the payment type, two new input fields are displayed. The first is for the credit card number and the second is for the credit card expiration date. The card number can be scanned or typed into the credit card field. If it is scanned, the expiration date is automatically entered. If you have previously entered the credit card information on the account screen, you can click on the Use Credit Card on File button and the card number and expiration date are automatically entered in the fields on this screen. Enter the payment description and amount of payment and click on the OK button. Credit Card Processing While the credit card is being processed you will see the screen below. Duplicate Credit Card Transaction DanceWorks and BalanceWorks check payments to see if one for the same account and amount has already been entered on the same date. If one is detected you will see the warning message stating Duplicate Payment, the payment can be entered by simply clicking on the Yes button on the message box. This is to safeguard you from processing a credit card more than once for the same transaction.

6 Credit Card Captured When the credit card has been processed and approved you will see the screen below. If the card is declined you will see a similar message stating the problem with the credit card. You can enter another card, or another form of payment or you can cancel the payment. Save Credit Card Number DanceWorks and BalanceWorks will save a credit card number in the account record if you check the Save Card box on the Enter Payment screen before you click on the OK button. Void Payment (Before Batch is Closed/Settled) If your batch has not been closed or settled for the day, you can void a payment that has been approved so that it will not be included in the batch close out. On the main menu screen click on the File menu and select Credit Card Close/Settle. On the Settlement Details list, highlight the payment that you would like to void. Then click the Void Entry button. Confirm the operation by clicking Yes on the message box. DanceWorks and BalanceWorks do not delete the payment record from this screen. You must now go to the account screen for the customer and click on the View Transactions button. Select the credit card payment and click on the Delete Payment button to remove the payment record from DanceWorks or BalanceWorks.

7 Entering Refunds (After Batch is Closed/Settled) Once you close or settle the credit card batch you cannot void the payment since it has been processed by Power Pay. In this case you will need to enter a credit card refund to reverse the credit card payment in DanceWorks or BalanceWorks. Go to the account screen for the customer and click on the View Transactions button. Then click on the Enter Refund button at the bottom of the screen. The refund type defaults to check. You may select a different refund type if you wish. When you select one of the credit card types as the refund type, two new input fields are displayed. The first is for the credit card number and the second is for the credit card expiration date. The card number can be scanned or typed into the credit card field. If it is scanned, the expiration date is automatically entered. If you have previously entered the credit card information on the Account screen, you can click on the button labeled Use Credit Card on File and the credit card number and expiration date are automatically entered in the fields on this screen. Then enter the refund description and amount of refund and click on the OK button. When the card has been processed you will see the following message. The refund is now entered into your transactions. The message below indicates that the refund has been recorded in the account transactions. After you acknowledge the refund, you will be able to print a refund receipt for your customer.

8 Post Credit Card Payments If you have entered credit card information on the account screen for your customers you can process payments for all accounts at one time. You can choose to pay all open charges or open charges for a single charge type. From the main menu screen Click on the Post Charges menu and select Credit Card Payments. The following screen will be shown. On this screen all accounts that have a credit card number on file and the Monthly Charge option selected will be displayed. The Monthly Charge option is found on the account screen on the credit card tab below the credit card number. Select the charge type from the drop down list at the lower left of the screen and specify the date range for the open charges. The list will be updated to include the total open (unpaid) amount for the charges of the selected type for each account. To include all accounts with credit card numbers on file, uncheck the box labeled Include only Accounts marked Monthly Charge. The payment amount for each account may be edited if you wish. To edit the amount: 1. Click in the cell that you want to change and type the new amount. 2. Press the Enter key to save the amount or click in another cell. 3. The total at the bottom of the table will be updated after each edit.

9 You can change the payment description which defaults to the name of the current month followed by Payment. To begin processing the payments click on the Process Credit Cards button. As each account s card is processed, the status column will be updated with the status of the transaction. When all accounts have been processed the table is sorted based on the data in the status column showing the approved transactions at the top, followed by the declined transactions and then the invalid transactions. All approved transactions are then entered as payments and applied to the selected charge types from the oldest to the most recent. The screen below shows a summary of the cards processed. The screen below shows the results of processing credit cards. When the credit card processing is complete the four print buttons at the bottom of the screen are enabled and you can click on them to print specific transaction logs of the credit cards processed. The reports you can print are: All Transactions - all transactions are listed sorted by the status column Approved Transactions - only approved transactions are listed Declined Transactions - only declined transactions are listed Invalid Transactions - only invalid transactions are listed

10 Transaction Log The term Transaction Log refers to the transaction reports that can be printed at the conclusion of credit card processing. When you click on the Main Menu button on the Post Credit Card Payments screen the following message appears. This reminds you that you can print one or more of the transaction log reports for this session. If you click on the Yes button you will be remain on the Post Credit Card Payments screen so that you can print one or more reports. When you enter the Post Credit Card Processing screen you will see message box like the one below. It indicates that you can print the transaction logs for the previous session should you need to.

11 Credit Card Close / Settle At the end of the day you will need to close and settle the credit card transactions that have been recorded. This is done from the Batch Inquiry / Settlement screen. On the main menu screen click on the File menu and select Credit Card Close/Settle. The following screen is displayed. The following information on the currently open batch is displayed: Batch No. Item Count Balance Batch Status Current batch number (to access previous batches, select from the drop-down list) Number of payment and refund transactions Total amount of payment and refund transactions A blank line indicates that the batch is open The table at the bottom of the screen lists the individual transaction. Each entry includes: Account Name Credit Card number Credit Card expiration date Amount Credit Card Type Click on the Close / Settle Batch button to process and close the batch. After processing is complete the following screen will be displayed. Click on the Exit button to return to the Main Menu screen.

12 View Settlement History You may view or print the settlement history which gives you a listing of the date, status and amount of your credit card batch settlements. Click on the Settlement History tab Specify the starting and ending dates Click on the Print Settlement History button Print Settlement Details for Closed Batches You can print a Settlement Details report even after you have closed out the credit card batch. Click on the Settlement Details tab Select the desired batch number from the drop down list at the top of the screen Click on the Print Closeout Report button

13 Enter Voice Authorized Credit Card Payments or Refunds Sometimes you will need to enter a credit card payment or refund that has been voice authorized by the Power Pay customer support group. You can do this by following the steps below. Click on the Voice Authorization tab Enter the requested information Click on the Save button The transaction will be added to the settlement details table and will be processed with the next batch closeout. After you have added the payment or refund to the credit card batch remember to go the account record and enter the payment or refund transaction into DanceWorks or BalanceWorks. You should select a payment or refund type of Other since any credit card type will attempt to go through the credit card authorization system.