RevTrak Software Training Guide

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1 RevTrak Software Training Guide Introduction: There should be two icons on your desktop: 1. This is the shortcut for the regular RevTrak Software. 2. This is the shortcut for RevTrak Express. If you do not have this shortcut but you do have a card reader, ask a tech person to provide the shortcut for you. There is a separate training guide for Express. Tech Support: (800) Local RevTrak Sales Rep: Phone: I. Log On Screen: Until Security is established, your Username is Manager, and your Password is Manager.

2 II. Security A. Go to Tools, then Security. The administrator of the department assigns security for the RevTrak system. Security maintained through the IT department is intended to prevent unauthorized use of the network and machines. This security is intended to provide transaction tracking information. Therefore the security is assigned, maintained and visible to the administrator. B. The User List appears. Click on Add. In the lower right hand corner of this screen shot it says READY. If this field says READY, your payment engine is connected and transactions can be processed. If you ever get a NO ENGINE message, follow the directions under Helpful Hints on Page 13 of this guide. If the Payment Engine refuses to start, call tech support IMMEDIATELY and don t process any transactions! Page 2

3 C. Add new users: 1. Fill in User Name, Full Name, and Password Enter a User Name (short sign on name). Identify the user name with the full name of your employee. Assign a password. This password should be separate from any password used for network or financial program security. The password will be known and visible to the RevTrak Administrator. The password should be kept secure from other users and from unauthorized personnel. 2. Establish the Options - Security Level: (located in the lower right quadrant from the add screen). Click on the option to be granted, and then click on the green check mark. Be sure to establish at least one RevTrak Administrator who has access to the modify security screen. a. Configure Payment Engine: The payment engine will be configured upon installation. The decision to change a configuration will affect any other department using the system and could have implications in accounting. Restrict this access to the highest-level manager to confirm that all departments have been consulted prior to this action. b. General Access: Anyone who will accept payments will need General Access. c. Modify Security: The department supervisor should be the administrator and have access to modify security. This person will see all user passwords and may add, change or delete any user. Although access should be limited, there should be a second backup person possibly someone from another department. d. Show Full Card Number: The department supervisor should have access to the full card number. For problem resolution, it will be necessary to see the full card number. For the security of the customer, the normal user will only see the first 4 digits and the last 4 digits. Page 3

4 III. File Maintenance Establish specific lists used in the RevTrak System. At any time you may add, modify or delete items on each list. The section is available to all users, but the recommendation is to only authorize the administrator to make changes. A. Account Code (Required): Establish an account code for each distinctive type of payment to be received. Reports are available based on account codes, so tailor the list to your needs. If the reports will be used for data entry of revenue, develop the list based on your general ledger coding system. If the reports will be used for tracking, develop the list based on tracking needs. The Full Name (account code) prints on reports. The Short Name appears on pull downs during data entry. The Description should provide enough description to readily identify the purpose. Page 4

5 A. Departments (Required): Establish a Department code for each reporting department. Reports are available sorted by departments. B. Phone Types (Optional): The Phone Type appears on pull downs during data entry. The system will be preset with cell, home, pager and work. Add other designations as needed. D. Profile (Unused): This feature is not currently in use. III. Preferences Go to Tools, then Preferences. For each user, log on as the user and establish preset preferences. A. Setup (Optional): 1. Open Client List at Startup: If marked, the list of patrons will open when you open RevTrak, else you will open the list when you need it. 2. Store in System Tray (unmarked) and Automatic Backup (marked) please leave at preset levels. 3. Default Department and Default Account Code: Establish the defaults for each user. Using the default speeds data entry when most transactions are similar for the operator. This is a default only and is easily changed during data entry. B. Receipt Options (Optional): Receipt comment: This is an optional comment that will print on each receipt issued. The comment may be changed with the season or a specific series of payments. C. Printing Options (Optional): The preset options may be changed. The options are to preview before printing, number of copies to print and folder for PDF file downloads. D. The Payment Engine can only be viewed by a user who has been granted the security rights to see it, generally we call this person the RevTrak Administrator.. Page 5

6 E. Select Configure Payment Engine. F. Merchant Account Information: If a voice authorization is required, call (800) You will be asked for your Merchant Number. This screen contains all of your coding information that tells the merchant bank how to route monies to the designated district bank account. Page 6

7 V. RevTrak Icons A. The Clients: These are the people who are paying with a credit card. B. Batch List: Check batches and do manual settlements. C. File Maintenance: Build the Account Code and Department Lists. D. Reports: Access all reports. E. Back-up: Not necessary unless your system does not have an automatic back-up system. F. Hammer & Chisel: Preferences G. Exit: VI. RevTrak Reports The RevTrak Administrator should develop standard reporting requirements. At a minimum, the department should print the following reports: A. Daily deposit report (Path: Report Deposit Department): Enter the same date for start and end dates and choose the department. Print at the beginning of the next business day and compare to the daily batch report. Investigate any differences. B. Monthly deposit summary report (Path: Report Summary Reports - Departments). Enter the start date and end date and choose the department. The recommendation is to print this in detail, then again in summary. The summary file will be useful to the finance office. C. Review the other available reports to determine any other reports which would meet your needs. Page 7

8 VI. Process a Payment for a New Client: A. Click on the first icon, The Clients. B. If the person is not already in the list, click on Add (if unsure, type the first three letters of the name into the Locate field, hit tab, and see if they are in the list). C. Type the cardholder s name, billing address, city, state, zip, and (if they want a receipt ed to them). D. Position the mouse arrow over the yellow folder to the left of Cards, click the RIGHT mouse button. Page 8

9 E. The progression of screen shots below shows the process for entering a new credit card number. Note: The credit card number can be typed without spaces, hit tab, and enter the expiration date without a slash. The software automatically enters the spaces and slash. The CVV is the three digit number on the back of a credit card. You can also enter a comment about the card, or declare the card inactive (for example if the credit card is canceled). When done, hit the Save button. (Note: The middle 8 digits are erased in this example because it happens to be a real credit card number. In real life, all 16 digits are seen until Save is clicked.) Page 9

10 F. After the credit card information has been entered, now we can add a transaction. Position the mouse arrow over the yellow folder to the left of Transaction, click the RIGHT mouse button. G. Fill in the amount, change the account code and department if they are incorrect, add a comment if desired. Then click the Authorize button. Page 10

11 H. Once authorized, the software now indicates the transaction is Approved, a Response Code is given, and whether there was an address or zip code match with the cardholder s address. This Address Verification System will not deny the card if the address or zip code do not match. I. By clicking the Receipt button, you may choose to view the receipt and then print, or the receipt to the cardholder (if we know their address and your organization has a MAPI compatible client). To leave the receipt, click the big red X in the upper right hand corner. In the newer RevTrak software, only the last four digits of the credit card number appear on the receipt and all reports. Page 11

12 J. To leave the Transaction, click Save. You are now ready to start a new transaction. VI. Processing a Transaction for an Existing Client: A. Click on Clients and use the Locate feature to find an existing client. B. Check the address to make sure you have found the correct client and that the address is still current, update as needed. C. Position the mouse over the yellow folder to the left of Transactions, click your RIGHT mouse button. D. At least one credit card number is already entered. If a drop-down arrow appears, there is more than one. Confirm the credit card number by verifying the first four and last four digits of the 16 digit number indicated on the mail in form. If the client is on the phone, a ask them for the first four and last four digits, don t offer that information. E. Once the address and card are verified, proceed as usual with the transaction. VII. Refunds: The transaction is handled in the same manner as a regular purchase. Enter the amount as a positive dollar amount, but choose refund (the default choice is purchase ). Enter a complete description in the Comment field. NOTE: RevTrak Express cannot handle refunds, only the regular RevTrak Software. VIII. Helpful Hints A. If the transaction is NOT approved and you need to call for a voice authorization, you will need the following information: 1. Voice Authorization Phone Number: (800) Merchant ID Number: (Your RevTrak Administrator will supply this number, see pages 5-6 of this Training Guide for instructions on how to find it.) 3. The full credit card number. If this is not available to you, ask your RevTrak Administrator to supply this as well. B. Throughout the day you may look at the Batch log to see how many transactions have been completed and to eyeball the amounts (look for unusually high dollar amounts where an extra zero may have been added inadvertently). A transaction can be voided as long as it has not been settled. If a mistake is found after settlement, a refund must be issued. C. A transaction can be retrieved at any time by looking up the client name, then double clicking on the desired transaction. You can view the transaction and print a receipt if desired. D. Transactions do not show up on reports until they have been settled. E. The software wakes up automatically on a predetermined schedule every 24 hours to go out and settle the transactions. The computer with the payment engine must be ON for this to occur. F. If desired, a batch can be settled by hand. Open the batch list, click on Authorized Transactions, then click the Settle button. The software does not distinguish between multiple batches on one day on reports. Each report is a summary of the entire day s activities. G. The RevTrak Report Set contains samples of reports. H. A fast way to print a receipt is to right click on the transaction from the information side of the client screen (Path: Clients, Select Client, select Transaction from information on the right side of the screen, right click, Print). I. A fast way to print a Client Summary is to right click a client name from the Information side of the Client screen (see Hint H). J. A fast way to print a Card Summary Report is to right click on the card number from the Information side of the Client Screen (see Hint H). Page 12

13 VIII. Helpful Hints, continued K. If you get at No Engine, take the following steps: 1. Go to Tools, Test Engine. If the response is Payment Engine is Active, go ahead and process transactions. If the response is Payment Engine not available, go to Step If the Payment Engine resides on a particular computer in your office, reboot the computer, log on to your office network, and the Payment Engine should automatically start. If it doesn t, open RevTrak on that computer, and the Payment Engine should start. If not, call tech support. 3. If the Payment Engine resides on your network server, right click on the Payment Engine in the system tray and choose exit. Open the RevTrak software, and the Payment Engine should restart. If not, call tech support.

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