CHAPTER 7 CREDIT DEBIT & GIFT CARD MODULES

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1 Chapter 7 Credit Debit & Gift Card Modules CHAPTER 7 CREDIT DEBIT & GIFT CARD MODULES Overview Credit & Gift Cards can be processed directly through Campground Manager Astra. Debit processing is currently in the process of being developed and added into Astra. Credit Card Integra/on Credit Card integration refers to a secure encrypted Campground Manager Astra software connection to your Merchant Processor that allows you to process credit card payments directly through your Astra software in a safe protected manner. It requires a special credit card module license and certain key software components must be present and working correctly for it to function properly. E.g Java Runtime Environment Payment Server Setup Credit card setup is configured on the Payment Server Setup screen. If you will be swiping and manually keying in card numbers, a setup profile must exist for each. If you will be using both methods, you will go through the set up twice, once for each method. 1. Make the following main menu selections to set up a Payment Server and Merchant Processor: Application > Admin > Workstations > Payment Servers Adding a New Payment Server 2. Click on the New button to add a new Payment Server. Pmt Server Setup Screen

2 Pmt Server Setup Screen The Payment Server Setup Screen is where the Integration Method and Processing Solution are set. 1. Click on the Pmt Server Type drop down menu to choose a processing solution 2. Key in the processing solution name into the Server Name field. Merchant Setup Your credit card processing methods are added in and configured here as Merchants A Merchant entry must be created for each processing method used eg Keyed, Swiped, etc. The processing method should be specified as part of the Merchant Description

3 The processing method should be specified as part of the Merchant Description Keyed Processing Keyed Processing involves processing credit cards manually by keying in the card number, expiry date and card verification number when applicable. This setup a must. 3. Click on the New button to create a New Merchant setup for keyed processing Merchant Description Processing Solution name then the method name as part of the description. Auth Key Authorization Key provided by Processor Merchant No Merchant Code / Number Terminal ID Terminal ID # provided by Processor Server Name Payment Processing Solution Pmt Processor Payment Processing Company Market Type Processing Market Entry Method Keyed, Swiped, Require C.V.V Online payment processing BookYourSite Payments Enable Partial Partial Payments Allowed Enable Preauth Enable Preauthorization of Credit Cards Keyed Setup Complete After completing the keyed Merchant Setup you should see an entry for a keyed processing method setup in the Payment Server Setup window.

4 Swiped Setup Repeat the set up process choosing Swiped as the second method if you will be using card readers to process credit cards. Keyed & Swiped Dual Setups Complete Once both methods have been configured in your Payment Server Setup screen will look similar to the one shown here. Linking Processing Methods to the Merchant 1. Click on the Other tab on the Property Screen 2. Click on the Merchant Tab

5 3. Click on the Modify Rule tab 4. Click on the Link button shown

6 5. Double Click on the Machine name to link to the processing method. This will move it from the left to the right side of the screen.. 6. Click on the Save button to save your work. Method Linked to Machine Once complete, you ll see the processing method linked to the property displaying.

7 Machine Setup The Machine setup feature is used to configure computer parameters Machine Setup Parameters Machine Setup Parameters are used to identify which computer is configured for processing. MAC Address The MAC Address identifies the computer that is configured. Machine The Machine Field is where you can configure a nick name for the machine. Credit Card Processor User Name A processor user name must be configured into the Property for Payware to work correctly. 1. Make the following menu selections: Application > Admin > App Security > Property 2. Click on the Credit Cards tab. 3. Select and check the Authorize and Require Clerk Level User /Pswd for Cc Authentication checkboxes. 4. Key in Keyed and Swiped user names and passwords. 5. Click on the Update button to save your changes. BookYourSite Online Reserva/on Credit Card Processing Encryp/on

8 BookYourSite Online Reserva/on Credit Card Processing Encryp/on If you re going to be taking online reservations and you re using Campground Manager Astra Credit Card Integration you can automatically process payment in the background as your reservations arrive. An Encryption Key must be set to secure the payment information. 1. Open the Property Screen. 2. Click on the Credit Cards tab. 3. Check to see if any RSA Keys are already showing. If so, stop here. 4. Test and check current Credit Card processing The Keyed and Swiped user accounts are set here. 5. If keys are needed, click on the Get RSA Keys button to generate a new RSA Keys for BookYourSite. Credit Card Payment Processing After your setup and configuration of your Payment Server, Merchant and Machine information is complete, you re ready to start processing payments. Click on the Take New Payment From Customer button or menu selection from the Folio Toolbar or menu at any time to process a Credit Card payment in Campground Manager Astra. Folios Toolbar 1. The Folios Toolbar or menu is used to take a payment from the customer.

9 Park POS Toolbar 2. Or from the Park POS Toolbar, click on the Credit Card payment button. Credit Card Payment Processing 1. Select the Credit Card Payment Method is selected from the payment drop down Credit Card Authoriza/on 2. Credit Cards are authorized after the Enter key is pressed on the keyboard. Keyed Processing 3..Click on the Keyed button to key in a Credit Card Processing manually from a keyboard.

10 4. Key in the card number and expiry date. C.V.V is optional. 5. Click on the Process button to begin processing the card. Card Present 6. Click on Yes if the credit card is present, no if it is not. Customer Present Click on Yes if the customer is present, no if they are not. Receiving Public Key

11 Receiving Public Key After answering the security questions, if the credit card module is working correctly, you should see a progress bar indicating the percentage of progress achieved starting with the connection to the payment server. Imprint Messages Imprint Messages: are posted after the transaction completes successfully or fails with uniquely different messages posted for both actions. Response DescripDon Response Descriptions are posted as the result of the action Approval for successful processing Declined, Not Captured, or Not Authorized for failed processing attempts Accept Acceptance of the payment must occur for the processing to finish. Click on the Accept button to accept the payment.

12 Swiped Processing Swiped Processing is also triggered from the Credit Card Authorization dialogue box. Click on the Swipe button to open the Card Reader Dialogue box. Swipe the card through the reader. You should see dots flowing across the box as the reader reads the track on the card. Previous Card Processing Previous Card is a Campground Manager Astra credit card processing feature used to recall the customer s credit card information quickly and securely on the fly using the Prev Card button. 1. Open the Credit Card Authorization dialogue box by pressing the tab or Enter keys after selecting the Credit Card Pmt Method and keying in a payment amount 2. Select a previously used credit card, then click on the Prev Card button, or double click on the previous card shown in the list. 3. Click on the Prev Card button or double click on the card number in the list.

13 Pre- Authorizing Payments Preauthorizing Credit Cards is possible with certain processor configurations. Check with your processor to see if they offer this as an option for your account. 1. Click on the Pre-Auth button on the credit card authorization screen to Pre-authorize a dollar amount against a credit card. 2. Key in a dollar amount to pre-authorize. 3. Click on either the Key or Swipe button to pre-authorize the payment.

14 Response DescripDon At the end of processing you ll receive a response indicating the payment was either Approved or Captured indicating success, or Declined or Not Captured indicating failure of processing. 4. Click on the OK button after reviewing the Response Description. Acceptance of Pre- AuthorizaDon 5. Click on the Accept button to accept the preauthorized payment. 6. Click on the Open list of pre-authorized payments button to view any prior pre-authorizations from the Fund Account Toolbar using the button or drop down menu item.

15 Preauthorized Payments List After clicking on the Open list of Preauthorized payments toolbar button or menu selection, any pre-authorized payments will show in the Preauthorized Payments List. Post Authorizing Payments Post Authorizing Credit Card payments requires already having an equal pre-authorized amount on account. See the previous section on how to view a list of payments that were preauthorized. 1. Click on the Take New Payment From Customer button or drop down menu item from the Folios Toolbar to post authorize a payment. 2. Key in a dollar amount into the Payment field that was pre-authorized previously. 3. Click on the Preauthorized tab on the Credit Card Authorization screen 4. Select a payment to Post Authorize 5. Click on the Post Auth button to post authorize the selected payment

16 4. Select a payment to Post Authorize 5. Click on the Post Auth button to post authorize the selected payment Accep/ng Post Auth Payment After processing a credit card payment you will be prompted to Accept or Cancel. 1. Click on Accept to finish processing and post the payment. Credit Card Batch List The Credit Card Batch List is a list containing entries of settled and unsettled credit card payment batches. If a batch is unsettled than the related credit card payments have not made their way to your bank account yet, so it s important to settle your batches in a timely manner. 1. Make the following menu selections to view your credit card batch list. Work > Accounting > Credit Cards > Credit Card Batch List

17 2. Double Click on a batch in the list to view the payments in it. Credit Card Batch Dashboard The Credit Card Dashboard is where you can view and settle processed credit card payments from. Credit Card Batch SeJlement Procedure The settlement procedure flags the payments as processed and received. 1. Click on the Settle button on the Credit Card Dashboard. 2. Click on the Yes button to initiate the settlement procedure. 3. Key in your Clerk ID password and click on the OK button.

18 4. Click on the Proceed button to continue with the settlement. Once the batch settles successfully you ll see a similar message 5. Click on the Close button to close the window. Credit Card Batch Payment List The Credit Card Batch Payment List gives you the details behind the payments for the current unsettled credit card batch. Once settled, the payments drop off the list. 1. Make the following menu selections to open and view the Credit Card Batch Payment List: Work > Accounting > Credit Cards > Credit Card Batch Payment List

19 When the batch opens you will see a list of unsettled credit card payments. Once the payments are settled they will drop off the list. Verifying Processor Totals X- Web If you are using X-Web as your merchant processing solution, then you should be logging into the X-Web Merchant Portal daily and running credit card detail reports to check your credit card totals and to balance them against your Campground Manager Astra totals. Merchant Portal

20 Payware Store Portal If you are using Payware Connect as your processing solution, then you should be logging into the Verifone Store Portal daily to check your credit card totals and to balance them against your Campground Manager Astra totals. Payware Reports The Transaction Detail Report will give you detailed information regarding the credit card payments that were processed through Payware which you can use to balance against your Astra credit card batches. 1. To run the Credit Card Detail Report, make the following menu selections: Reports > Transaction Detail

21 1. Set your Start and End Dates for your report. 2. Click on the View button. o This will be the date range you wish to see payments for. Transac/on Detail Report The Transaction Detail Report shows the details of the credit card transactions for the specified time period.

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