Studio AutoPay / ACH Direct User Guide

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1 Studio AutoPay / ACH Direct User Guide

2 Table of Contents Introduction... 3 PCI Compliance and Security... 3 ecommerce Explained... 3 How Credit Card Transactions Work... 3 How Bank Draft Transactions work... 4 Multiple ecommerce Accounts... 4 Considerations... 4 Example... 4 Your Virtual Terminal... 5 Set Up ecommerce... 5 Contact Studio AutoPay/ACH Direct... 5 United Kingdom, Canada, Australia, and New Zealand Users... 5 Connect Studio Autopay & Jackrabbit... 6 Test ecommerce in Jackrabbit... 8 Step 1 Set up a Test Family... 8 Step 2: Post a Fee and Test ecommerce... 9 Use ecommerce Card Readers Help Center Topics Jackrabbit Technologies 2014 All rights reserved Page 1

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4 Introduction Jackrabbit is thrilled and excited to have you using e-commerce!! The time saved with this functionality makes it a worthwhile investment!!! This Guide will assist you in setting up and testing e-commerce functionality with Studio AutoPay/ACH Direct/Forte Payments. For specifics on using ecommerce after setup and testing click the Help Button in your database and review the ecommerce Help topic in our Help Center. PCI Compliance and Security The Payment Card Industry Data Security Standard (PCI DSS) is an information security standard for organizations that handle cardholder information for the major debit, credit, prepaid, e-purse, ATM and POS Cards. Defined by the Payment Card Industry Security Standards Council, the standard was created to increase controls around cardholder data to reduce credit card fraud via its exposure. Jackrabbit Software follows PCI Compliance regulations. ecommerce Explained Charging credit cards and drafting bank accounts is easy when using Jackrabbit. From your Jackrabbit database, you can initiate a single transaction or multiple transactions in groups. Jackrabbit records the transaction and updates the account balance of the family. All transactions have the approval or decline information noted on them. In order to use Jackrabbit's ecommerce functionality, you are required to have a gateway and merchant provider. There are no additional Jackrabbit fees required to use ecommerce, however, there are fees associated with a gateway and merchant providers. How Credit Card Transactions Work 1. Jackrabbit transmits the request for payment to your gateway. A gateway is essentially a translator between Jackrabbit and your merchant account. 2. The gateway converts the request from 'bunny' language to 'banking' language and sends it to your merchant provider. 3. The merchant provider decides if the transaction is approved or declined and sends this information back to your gateway. 4. The gateway then forwards the information back to your Jackrabbit database. 5. Finally, Jackrabbit places the approved or declined information on the each Family Transactions tab and adjusts the balance as needed. Page 3

5 How Bank Draft Transactions work The process is similar to credit card ecommerce transactions except that bank draft transactions do not return an immediate decline. A bank draft is always approved initially because they take several days to settle. Your banking institution will notify you if the bank draft transaction is declined and you'll need to manually update the family account in Jackrabbit. Multiple ecommerce Accounts When using ecommerce, every location in your database defaults to one gateway and all transactions will flow through the default gateway and deposit to the default merchant account, however, it is possible to set up multiple merchant accounts within one Jackrabbit database. Multiple merchants require a separate gateway account for each merchant account. If you are interested in setting up multi-location ecommerce in one Jackrabbit database, let Studio AutoPay/ACH Direct know. Considerations Revenue in Jackrabbit is tracked by a Family/Account location. A family's Location is found on every family Summary tab. Families/Accounts are able to enroll in Classes at any location, but the family's payments are associated with the location found on the Family/Account page. It's not possible to bill based on a Class' location. If a Family has a LOC value of A and they attend a class at LOC B, the money will be collected for LOC B's class will process through LOC A's gateway and merchant account. Once a Family/Account is associated with a gateway/merchant account they must continue to process with that gateway/merchant account. You cannot switch processors unless you delete and re-enter credit card information for that family. You must use the same gateway Processor for all accounts and each merchant account must have its own gateway. You cannot have different gateway companies. Once a credit card is vaulted to a specific gateway location, it stays with that location unless the credit card data is deleted and re-entered and re-saved to the family record. It is necessary to ask the customer for the original credit card information and re-enter it, so that the number will re-vault to the correct location gateway. Example Your organization has two locations (ABC and DEF). One bank account is used for Location ABC and a different bank account is used for Location DEF. The Jones family has Location ABC on their Summary tab and the Smith family has Location DEF. If your organization sets up one gateway for Location ABC and attempts to process a payment for the Smith family (Location DEF), the Smith family's card is now vaulted and stored in Location ABC. The credit card payment will flow into Location ABC's gateway and bank account even though the Family's Location is DEF. Later, your organization adds multi location e-commerce - adding Location DEF. Even though the Smith family's record defines their location as DEF, the Smith family's credit card is STILL stored and vaulted to Location ABC and will not process to the DEF gateway. The steps to correct this are provided below. 1. Make sure that the family is set to their original vault Location. (Family Location is on the Family Summary tab.) Page 4

6 2. Go to the family's Billing Info tab and click the credit card's Edit Card Info button. 3. Click Delete Card Number to delete the credit card details. 4. Save Changes 5. On the family's Summary tab, switch the Location to the new Location gateway. Save Changes. 6. Return to the family's Billing Info tab and using the Edit button, re-enter the credit card number and exp date. Save Changes. This does require obtaining the credit card information in full from the family again. Your Virtual Terminal A virtual terminal (VT) is an online access point offered by your gateway provider. Your gateway should provide you with your virtual terminal login name and password. Typically, virtual terminals offer the option of processing cards outside of Jackrabbit. Additionally, voids and refunds are handled in your virtual terminal. Specific settings can be defined there and the virtual terminal offers some reporting features. Your virtual terminal can be accessed directly from within Jackrabbit by pointing to Tools and clicking My Account. Scroll down to the E-Commerce Info section to locate the VT link. Set Up ecommerce Contact Studio AutoPay/ACH Direct You must have a Merchant account (credit card processor) and a Gateway Account to process ecommerce transactions with Jackrabbit. If you are already accepting credit cards, please speak with Studio Autopay about your current merchant account set-up and gateway requirements. Please keep in mind that the set-up process may take 7-10 days. For a free comparative analysis of the discounted fees, you MUST speak to Jackrabbit s contact at Studio Autopay Wayne Akey Studio Auto Pay / ACH-Payments Office info@studioautopay.com United Kingdom, Canada, Australia, and New Zealand Users Only Safe Save Payments is set up to handle Canadian credit card and banking transactions. Safe Save Payments is also set up to handle United Kingdom, Australian, and New Zealand credit card transactions with Jackrabbit. Page 5

7 Safe Save offers a free no-obligation proposal for Jackrabbit customers. Use the Jackrabbit/Safe Save request form located at: Connect Studio Autopay & Jackrabbit Studio Autopay will provide you with a Merchant ID and a Processing Password. Please your Merchant ID and Processing Password to Support using the Support Button in your database. We recommend you send two s - one with the Processing Password and one with the Merchant ID. Once support receives this information they will update your Jackrabbit database settings and send you testing instructions by . Page 6

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9 Test ecommerce in Jackrabbit After you send Support your login and password details, we will you testing instructions. Testing instructions are also included below for your reference. Because Studio Autopay (ACH Direct) tests in live mode, you will actually be charging a credit card in order to test your settings. We suggest you use your own credit card and test a small amount. Step 1 Set up a Test Family 1. Point to Families in the menu bar and click Add Family. 2. Create a test family using a fake name. Save. 3. When the family page opens, click Add Contact. 4. In the Add Contact box, add a first name for the contact and click Save. 5. The Contact's page will open. Make sure that Billing Contact = Yes. 6. Go back to the Family page by clicking the Return button. 7. Click the Family's Billing Info tab. 8. Set e-payment to Credit Card. 9. Click Edit. Enter a real credit card numbers and expiration dates along with your name. Click Save Changes. 10.Set the correct Credit Card Type (i.e. Visa, Mastercard, Discover, Amex) 11. Be sure to Save Changes. Page 8

10 Step 2: Post a Fee and Test ecommerce After completing Step 1, you ll want to add a fee to your test family account so that you can test ecommerce. 1. Go to your test family and click the Make a Sale/Post Fee button. 2. Enter a small fee, such as 10 cents. 3. Click Save Fee & Pay Now. 4. When the Payment Transaction Entry box opens, click the Use Card/Acct on File button. Page 9

11 5. In the Post E-Payment box that opens, click Submit E-Payment. 6. If the test is successful, you ll see an approval. An approval indicates that Jackrabbit and your gateway are communicating properly and you re ready to start accepting epayments immediately! 7. Click OK to close the Post E-Payment window. If you receive a decline with a Response Code of 3 or 300 (or any declined response), use the Support Button in your database to send Support an . Please include the response code/reason you received. We ll review your settings and you back. Page 10

12 Use ecommerce Card Readers In order to use a credit card swiper with Jackrabbit, the swiper must be purchased from your provider. Studio AutoPay clients should order the Magtek/Dynamag SWP Model # SEC3 using the order form available at the end of this guide. For instructions on using ecommerce, click the Help button in your database and view our ecommerce Help section. Help Center Topics Add, Edit, Delete Credit Card/Bank Acct Info Process a single Credit Card/Bank Acct Process Multiple Credit Cards/Bank Accts Reconcile Bank Acct Transactions w Bank Statements Bank Accts / NACHA Files Void/Refund ecommerce Transactions ecommerce FAQ ecommerce Glossary of Terms Page 11