1 Credit Card Advantage 7.0 For Small Business Manager User Guide 2002 Nodus Technologies - All Rights Reserved
2 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 2 Table of Contents TABLE OF CONTENTS...2 INTRODUCTION...6 PRODUCT FEATURES...7 TERMS USED IN THIS GUIDE...8 HOT KEYS...9 HOW IT ALL WORKS...10 ABOUT YOUR PAYMENT GATEW AY...11 VeriSign...11 Testing To Test CREDIT CARD ADVANTAGE with VeriSign: Reconciling VeriSign with CREDIT CARD ADVANTAGE To Run VeriSign Daily Activity Reports: Transaction Type Names INSTALLATION / REGISTRATION INSTRUCTIONS...17 Requirements...17 Running the CCA*.exe...17 To execute the CCA*.exe: Including New Code...19 To include new code: Attaching the Registration Window...19 To attach the Registration form to your Shortcuts bar:error! Bookmark not defined. Running Installation Routines...20 To run installation routines: Entering Accounting System Integration Key...20 To enter Accounting System Integration key:... 21
3 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 3 Entering Payment Gateway Connector Keys...21 To enter Payment Gateway Connector keys: SETTING UP CREDIT CARD ADVANTAGE...23 Required Dynamics/eEnterprise Setup for CREDIT CARD ADVANTAGE..23 To setup card names in Dynamics / eenterprise: Optional Dynamics/eEnterprise Setup for CREDIT CARD ADVANTAGE...23 To enter default credit card information: CREDIT CARD ADVANTAGE Setup...25 CREDIT CARD ADVANTAGE Setup ID To Create a CREDIT CARD ADVANTAGE Setup ID: Special CREDIT CARD ADVANTAGE Setup Features...28 Setting Up Multiple Merchant Accounts Address Verification To Activate Fail on AVS: Default Setup ID - Company To setup a Default CREDIT CARD ADVANTAGE Setup ID for a Company: Default Setup ID - User To setup a Default CREDIT CARD ADVANTAGE Setup ID for a User or User Class: Book Duration Setup To setup a Book Duration for a credit card: PROCESSING CREDIT CARD TRANSACTIONS...33 Transaction Types...33 Sale Book Ship Credit Force Force Dynamics Only Void Entering Credit Card Transactions...36 To Enter Credit Card Transactions Entering More than One Credit Card for a Single Document To enter multiple credit card payments for a single transaction:... 40
4 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 4 Processing Credit Card Transactions Real Time...41 To Process Credit Card Transactions - Real Time: Processing Credit Card Transactions - Batch Mode...42 To Enter Credit Card Transactions - Batch Mode: To Process Credit Card Transactions - Batch Mode: Handling Approved Transactions...44 Handling Denied Transactions...44 Real Time Denials Batch Mode Denials CC ADVANTAGE Denied Transactions Window To Correct Denied Batch Transactions Using the CC Advantage Denied Transactions Window: Resubmitting Batch Mode Transactions...47 To Resubmit Denied Batch Transactions: Deleting a Credit Card Transaction Batch...47 To Delete a Credit Card Transaction Batch: Telephone Authorizations...47 Issuing Credits...48 Deleting and Voiding Dynamics/eEnterprise Sales Transactions...49 End of Day Procedure... Error! Bookmark not defined. To Preview Credit Card Activity Before Settlement:Error! Bookmark not defined. To Print Historical Settlement Reports:...Error! Bookmark not defined. INQUIRY & REPORTS...52 CC Advantage Customer Inquiry window...52 To View the CC ADVANTAGE Customer Inquiry window: To Print the Credit Card Transactions Report and Historical Transactions Report: Card Transaction Reports...53 To Generate Credit Card Transaction Reports: HANDLING EXPIRED BOOK TRANSACTIONS...55
5 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 5 Expired Book Transactions window...55 To Renew Expired Book Transactions: To Extend Expired Book Transactions: Handling Renewed Book Transactions...57 Handling Denied Transactions...57 Deleting an Expired Batch...57 To Delete a Credit Card Transaction Batch: Automatically Renew Expired Book TransactionsError! Bookmark not defined. To Setup Auto Renew Expired Book:...Error! Bookmark not defined. MULTIPLE BOOKING...ERROR! BOOKMARK NOT DEFINED. To Set Up Multiple Booking:...Error! Bookmark not defined. To Run Multiple Booking:...Error! Bookmark not defined. PARTIAL SHIPPING...ERROR! BOOKMARK NOT DEFINED. To Set Up Partial Shipping:...Error! Bookmark not defined. To Run Partial Shipping:...Error! Bookmark not defined. REMOVE HISTORY...59 To Run Remove CCA History: APPENDIX A: TROUBLES HOOTING...60 APPENDIX B: FILES/TABLES CREATED BY CREDIT CARD ADVANTAGE...61 Data Files...61 In the Dynamics or System database: In each Company database: Other Files in the Dynamics Launch Directory...62 APPENDIX C: TECHNICAL SUPPORT...63
6 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 6 Introduction Nodus CREDIT CARD ADVANTAGE* allows users to enter credit card payments directly into their Dynamics / eenterprise sales module and have those payments VERIFIED OVER THE WEB without leaving the Dynamics / eenterprise sales entry window. CREDIT CARD ADVANTAGE integrates with each of the main sales modules. Credit cards can be processed individually in real-time mode or saved to a batch for efficient bulk processing. CREDIT CARD ADVANTAGE allows you to interface with multiple processors and Payment Gateways. CREDIT CARD ADVANTAGE web-based design allows fast and secure processing with no modem hassles. *Patent Pending
7 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 7 Product Features Nodus CREDIT CARD ADVANTAGE is designed to work seamlessly with Small Business Manager. Features include: Credit card verification from all Small Business Manager Sales data entry screens Real Time (on the fly) verification Batch mode verification Numerous processors to choose from Works with multiple processors and Payment Gateways in the same company Streamlines Sales Order Processing and Invoicing payment entry Ability to pre-reserve funds for guaranteed approval when shipping Web-base design eliminates modem problems In addition to the built-in features above, CREDIT CARD ADVANTAGE has been designed to easily integrate to other accounting systems, POS systems, CRM systems and other custom integration. A Software Developer Kit is available to allow developers to build integrations from their clients system to CREDIT CARD ADVANTAGE. Developers: please contact Nodus for further details and a copy of the CREDIT CARD ADVANTAGE SDK.
8 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 8 Terms Used in this Guide Various terms are used throughout the credit card industry. Often several different terms may have the same meaning. This section will tell you which terms we have chosen to use and what they mean. You can also find terms not used in this guide along with the terms we are using in their place. Terms referring to specific transaction types are not covered in this section. For example, a Pre-Authorize transaction at one processor may be called a Book transaction by a different processor. Transaction Types terms are covered in their own section Transaction Types. Back Engine Payment Gateway Processing Engine Processor Accounting System Integration Payment Gateway Connector Referred to as Payment Gateway The software and / or service that transmit the credit card transactions to the processor. CREDIT CARD ADVANTAGE sends transactions from your accounting software through the Payment Gateway. Examples of a Payment Gateway are VeriSign and Paylinx. A Payment Gateway is also referred to as a backengine, gateway or processing engine. Referred to as Payment Gateway The Processor is also known as a network. The Processor is a middle-man between the merchant and the customer s bank. The Processor allows the merchant to connect to the approving bank (cardholder s bank) to check the validity of the card and the availability of the funds and sends a response to through a Payment Gateway. The Accounting System Integration is the piece of CREDIT CARD ADVANTAGE that is the most visible. The Accounting System Integration is where the credit card transactions are entered. It is also the piece that writes the proper payments to your accounting data. AKA Back Office Support, Back Office Integration, UI, User Interface. The Payment Gateway Connector is the part of CREDIT CARD ADVANTAGE that connects your Accounting System Integration to the Payment Gateway. AKA Com Component.
9 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 9 Hot Keys The following table list the various hot key shortcuts built in to CREDIT CARD ADVANTAGE, the windows from which they are available and their function. Hot Key Window Function Control S Control B Orders Invoices Returns Customer Payments Entry Receivables Transaction Entry Orders Invoices Opens Credit Card Entry window for a Sale or Credit transaction. Opens Credit Card Entry window for a Book transaction.
10 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 10 How it All Works Below is a graphic representing the transaction flow when using CREDIT CARD ADVANTAGE. The red dashed line represents the Request. The blue dotted line represents the Response. The green solid line represents Settlement. Nodus Accounting System Integration Nodus Payment Gateway Connector Payment Gateway (eg. VeriSign) Processor (eg. Nova) Customer s Bank Account Company s Bank Account
11 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 11 About Your Payment Gateway VeriSign VeriSign works with a number of different processors. If using VeriSign you have your choice of any of the processors VeriSign supports. If you have not already set up an account with VeriSign, you will be given an application when you purchase CREDIT CARD ADVANTAGE. The VeriSign application asks for information about your company, your bank and the processor you have chosen. The VeriSign application also allows you to choose a log-in and password for your VeriSign account. When entering Setup Ids in CREDIT CARD ADVANTAGE the following information will be helpful. Processing Server Name Test mode: Processing Server Name Live mode: test-payflow.verisign.com payflow.verisign.com Port: 443 VeriSign Partner ID: If you signed up through Nodus nodus If you signed up directly with VeriSign verisign If you signed up through a different VeriSign partner, check with that partner for the Partner ID. Website
12 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 12 Testing CREDIT CARD ADVANTAGE can be tested with your live or test database to confirm your setups. For evaluation purposes, CREDIT CARD ADVANTAGE can also be tested with The Sample company before purchase. To Test CREDIT CARD ADVANTAGE with VeriSign: 1. Install CREDIT CARD ADVANTAGE according to the instructions in this guide. If testing before purchase, enter Nodus as the Verisign Partner ID. 2. Setup CREDIT CARD ADVANTAGE according to the instructions in this guide. Use testpayflow.verisign.com as the IP address. If testing in the Sample company use User ID, Vendor ID and Merchant ID = NodusTech, Password = nodus!. 3. Enter transactions as normal using one or both of these test account numbers: Visa / Discover Use any expiration date in the future. Transactions for $ or less should be approved. Transactions for $ or more will be denied.
13 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 13 Paymentech Processor If you plan to use Paymentech processor, you will be given an application when you purchase CREDIT CARD ADVANTAGE. The Paymentech application asks for information about your company, and your bank. You need to sign a Paymentech account through Nodus in order to use Credit Card Advantage with Paymentech processor. When entering Setup Ids in CREDIT CARD ADVANTAGE the following information will be helpful. Processing Server Name Test mode: Processing Server Name Live mode: epayhipvar.paymentech.net epayhip.paymentech.net Port: 443 Website To Test CREDIT CARD ADVANTAGE with Paymentech: 1. Install CREDIT CARD ADVANTAGE according to the instructions in this guide. 2. Setup CREDIT CARD ADVANTAGE according to the instructions in this guide. Use epayhipvar.paymentech.net as the IP address and 443 as port number. If testing in The World On-Line use BIN = , Merchat number = , and Terminal number = Enter transactions as normal using one of the numbers listed in the following table. Use any expiration date in the future. In test mode, the digits of the cents in the amount will cause specific error types listed below. Card Name Card Number for Testing Visa Visa Visa Master Master
14 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 14 Card Name Card Number for Testing American Express Discover Diners JCB Amount Auth Response Response XX Approved XX Do Not Honor XX Call/Refer to Card Issuer XX Pickup XX Re-enter Transaction XX Invalid Credit Card Number XX Invalid Expiration Date XX.07 L5 Invalid Issuer XX Invalid Merchant Number XX Bad Amount XX Invalid Transaction Type XX Lost / Stolen Card XX Other Error Reconciling VeriSign with CREDIT CARD ADVANTAGE The settlement reports in CREDIT CARD ADVANTAGE can be used to reconcile credit card transactions recorded in your accounting system with those recorded on the VeriSign website. The CREDIT CARD ADVANTAGE settlement reports can be compared to the VeriSign Daily Activity reports. The steps to run the VeriSign Daily Activity reports follow. For the steps to run the CREDIT CARD ADVANTAGE daily settlement reports, see End of Day Procedure.
15 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 15 To Run VeriSign Daily Activity Reports: 1. Go to the VeriSign website < 2. Enter Partner ID. For Logon enter your Merchant ID. 3. Choose Reports. 4. Select Daily Activity Reports 5. From drop-down, choose to view live transactions. 6. Choose Submit. Transaction Type Names Following is a list of the transaction type names used by VeriSign and the equivalent terms in Credit Card Avantage. VeriSign Authorize Delayed Capture Sale Credit Void Force Credit Card Advantage Book Ship Sale Credit Void Force Reconciling Paymentech with CREDIT CARD ADVANTAGE The settlement reports in CREDIT CARD ADVANTAGE can be used to reconcile credit card transactions recorded in your accounting system with those recorded on the Paymentech website. The CREDIT CARD ADVANTAGE settlement reports can be compared to the Paymentech reports. The steps to run the Paymentech Daily Activity reports follow. For the steps to run the CREDIT CARD ADVANTAGE daily settlement reports, see End of Day Procedure.
16 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 16 To Run Paymentech Reports: 1. Go to the Paymentech website < 2. Enter Group ID (mid), User ID and Password. 3. Choose Review. 4. Select Batch Search or Transaction Search. 5. Select Date range or Batch # or Document #. 6. Choose Search.
17 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 17 Installation / Registration Instructions There are several steps to installing CREDIT CARD ADVANTAGE. Each section below covers one of the steps. This chapter contains the following sections: Running the CCA*.exe Including New Code Attaching the Registration Window Running Installation Routines Entering Payment Gateway Connector Key(s) Entering Accounting System Integration Key Requirements Before installing CREDIT CARD ADVANTAGE be sure your system meets the minimum requirements: Operating System must be Windows2000, Windows XP or Windows NT. The latest service pack of Small Business Manager must be installed (if there is any). Workstation must have constant live connection to the Internet in order to process credit card transactions. The workstation must meet the minimum hardware requirements of the Small Business Manager system. Running the CCA*.exe You will need administrative privileges on your workstation in order to run the CCA*.exe which is an InstallShield program. The InstallShield routines will do the following: Copy the cca*.cnk file to your Dynamics / eenterprise launch directory Install the User Guide and Release Notes to your Windows Start menu Install various.dlls and system files Install Payment Gateway software to your local drive Install Payment Gateway Connector to your local drive
18 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 18 To execute the CCA*.exe: 1. Double-click the CCA*.exe file. 2. Follow the instructions on-screen. 3. When asked where is the Small Business Manager installed, accept the default path, if correct, or use the browse button to indicate your Small Business Manager launch directory. 4. Continue through the InstallShield windows, following the instructions on screen until clicking the Finish button. 5. To complete the installation, reboot the computer when prompted. 6. After the computer is restarted, you will be asked if you want to set up the connection manager. Click OK. 7. The Connection Manager will start the Transact Advantage Setup window. There will be one default setup for Verisign. You can close this window or create more connections by entering the set up information.
19 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 19 Including New Code To include new code: 1. When the InstallShield has finished, launch Small Business Manager. 2. When prompted, choose Yes to include new code. Attaching the Registration Window After purchasing CREDIT CARD ADVANTAGE, Nodus will give you an Accounting System Integration key. This number will activate the software for use with your company data. If you would like to preview CREDIT CARD ADVANTAGE before purchase, the software is fully functional, without a registration key, in sample company. To use the product with your actual company data, you must enter the Accounting System Integration key provided by Nodus.
20 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 20 Running Installation Routines Running the installation routines consists of opening the CC Advantage Registration window and choosing the Table Setups and Conversions button. The installation routines will create tables and stored procedures and set permissions. To run installation routines: 1. From the Shortcuts bar, choose CC Advantage Registration. 2. Click Table Setups and Conversions. Clicking the Table Setups and Conversions button is necessary every time a new build is installed. This needs to be done once for each company. These procedures will handle all table setups, stored procedure creation, table and stored procedure permissions and data conversions. Entering Accounting System Integration Key Only one key is necessary to activate CREDIT CARD ADVANTAGE with all the companies in your accounting system. The Accounting System Integration key need only be entered once. It can be entered from any installed workstation and
21 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 21 from within any company. The key will activate the accounting system integration for all companies from all installed workstations. To enter Accounting System Integration key: 1. From the Shortcuts bar, choose CCA Registration. 2. If you are using temporary test keys, go to Options > Key Expiration Date to open the Registration Key Expiration Date window. Enter the key expiration date in the field provided. Click OK. 3. Enter the Nodus user count. Generally, this will be 0 or blank to reflect unlimited users. 4. Enter the Accounting System Integration key provided by Nodus. Entering Payment Gateway Connector Keys Each workstation requires an individual Payment Gateway Connector key. To obtain each workstation s Payment Gateway Connector key the workstation s Site ID must be transmitted to Nodus. When the Site ID is transmitted to Nodus a Payment Gateway Connector key will be sent back which can then be entered on the workstation. To enter Payment Gateway Connector keys: 1. On each installed workstation go to Start Programs Nodus Technologies Register Paymentech
22 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 22 Connector or Register Verisign Connector. The Software Registration window will open. 2. Transmit the Site ID from the window along with a screen shot of the Small Business Manager Registration window to Nodus: The Small Business Manager registration can be found at Setup > Registration. If you are registering several workstations, more than one Site ID may be included in a single . (NOTE: This step is a temporary procedure for the initial release of CREDIT CARD ADVANTAGE. For future releases Payment Gateway Connector keys will be obtainable through the Nodus website Please check the website for updates.) 3. When you receive the Payment Gateway Connector key from Nodus enter it on the Software Registration window. 4. Repeat steps 1 3 for each installed workstation.
23 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 23 Setting Up CREDIT CARD ADVANTAGE Required Dynamics/eEnterprise Setup for CREDIT CARD ADVANTAGE Before using CREDIT CARD ADVANTAGE some additional setup is necessary in Dynamics/eEnterprise. For each credit card type your firm accepts (Visa, MasterCard, etc), you need to set up a Card Name record in the Dynamics/eEnterprise Financial module. Credit Cards processed through CREDIT CARD ADVANTAGE must be setup as Bank Cards. To setup card names in Dynamics / eenterprise: 1. Open the Small Business Manager Credit Card Setup window: Setup Company Credit Cards. 2. Enter the card name or type (Visa, MC, etc.) in the Card Name field. 3. Mark Accepted from Customers. 4. Mark Bank Card. 5. Enter a Checkbook ID. 6. Choose Save. 7. Repeat for each card the company will accept. NOTE: You can also use charge cards in Credit Card Advantage. However, you need to leave the Checkbook ID field blank in CCA Setup window in order to look up charge cards for processing. Optional Small Business Manager Setup for CREDIT CARD ADVANTAGE For Customers who are already in your company database, you can set up default credit card and address data in their Customer Card records. When a
24 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 24 transaction is entered for the customer, the credit card information will appear in the appropriate fields on the Credit Card Entry window when it opens. The information can be overwritten if the customer s account has changed or they would like to use a different card. To enter default credit card information: 1. Open the Small Business Manager Customer Maintenance window: Customers Customers. 2. Bring up the customer you want to add the credit card information by entering the Customer ID or opening the look up window. 3. Choose the Options button. 4. On the Customer Maintenance Options window fill in the three fields: Credit Card ID, Credit Card Number, and Expiration Date. You can use the Look-up on the Credit Card ID field to choose a card that is already on file for the customer. Multiple credit cards may be maintained for the customer. The account that is set to display on the Customer Maintenance Options window is the account Credit Card Advantage will use as the default for the customer. A default account is not required for Credit Card Advantage. WARNING: You should only enter numerical value into the Credit Card field. Please do not enter - between the digits. For example, if your card number is , then you should enter instead of
25 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 25 CREDIT CARD ADVANTAGE Setup CREDIT CARD ADVANTAGE Setup ID CREDIT CARD ADVANTAGE is designed to support multiple processors and Payment Gateways. Each Setup ID entered on the Credit Card Advantage Setup window will designate the appropriate Payment Gateway, the Checkbook ID where payments will be deposited and other necessary connection information. The class of transaction (credit card, debit card, etc.) for the specified Setup ID is also set on the Credit Card Advantage Setup window. TIP:
26 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 26 Some of the options in the table below refer to specific transaction types. For information and definitions of transaction types refer to Transaction Types. The table below details each of the fields on the Credit Card Advantage Setup window: Field Name Required / Optional Description / Use Add Freight to Document Optional Used with Book transactions. The amount entered here will automatically be added to the document total as Freight when authorizing a Book transaction. This is an estimated amount. It can be adjusted when the Ship transaction is sent. Add Miscellaneous to Document Allow Multiple Booking Optional Disabled (To enable this feature please contact Nodus Technologies) Used with Book transactions. The amount entered here will automatically be added to the document total as Miscellaneous charges when authorizing a Book transaction. This is an estimated amount. It can be adjusted when the Ship transaction is sent. If marked each document will be allowed to have multiple book transactions verified. When processed in Batch Verification window, the ship amount will be equal to the book amount. If unmarked, the ship amount will be equal to the document amount when processed in Batch Verification window. Associated Checkbook Required The Checkbook ID of the account where payments received with this ID will be deposited. Authentication User ID Password Auto Renew Expired Book Optional Disabled (To enable this feature please contact Nodus Technologies) Chosen by the user on the application for the Payment Gateway. If marked the expired book transactions will be automatically renewed in the background when the expired book transaction is opened in Sales Transaction Entry window or one of the following windows is opened: Batch Verification, End of Day, Expired Book Batches. Card Class Required, if available Choose the type of card for this Set Up ID, such as Debit, Credit, Electronic Check. Connector Required The name of the Payment Gateway to be used with this ID. Denied Batch Name Optional When batched CC transactions are processed, any
27 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 27 Field Name Required / Optional Description / Use denied transactions are moved to a separate batch. This field accepts the name of the batch that will hold denied batch transactions. Fail on Address Optional If marked transaction will be denied when address verification fails. Fail on Zip Optional If marked transaction will be denied when zip verification fails. Merchant ID Required for Paymentech connector Chosen by the user on the application for Payment Gateway. Processing Server Name or IP Port Password Required, except Password. Password requirements vary by Payment Gateway. This is the connection information for the server to which the CC transaction will be sent. This information can be found in section About Your Payment Gateway. Processor Required, if available This field is a drop-down list of all the processors supported by the chosen Plug in. Choose the processor with which the company has contracted. Proxy Name or IP Port User ID Password BIN Terminal ID Optional Enter the necessary information to access the internet through your network. The fields required will depend on the type of the connector. Setup ID Required A unique identifier for each setup. Vendor ID Required Chosen by the user on the application for To Create a CREDIT CARD ADVANTAGE Setup ID: 1. Open the Credit Card Advantage Setup window: Transactions Sales CC Advantage Setup. 2. Enter a unique Setup ID in the Setup ID field. 3. Fill in the fields according to the table above.
28 CREDIT CARD ADVANTAGE 7.0 USER GUIDE Choose Save. 5. Repeat steps 2-4 for each Setup ID that needs to be entered. Each combination of Card Class, Payment Gateway, processor and / or Merchant ID will require a unique Setup ID. WARNING: Be careful when deleting a Set up ID. If you have transaction records saved which were processed by a deleted Setup ID, you will encounter Setup ID cannot be found. error messages when you try to bring up the saved records. Special CREDIT CARD ADVANTAGE Setup Features Setting Up Multiple Merchant Accounts This feature is disabled for Small Business Manager. Synchronizing with Connection Manager Connection can be created or modified either through the Setup window in CCA or through the Connection Manager from the Start -> Programs -> Nodus Technologies. Both windows will display the same connection with the same settings regardless of where they have been entered or modified. However, the connection can be deleted only through the Set up window in CCA. NOTE: Modifications to the setup settings with Paymentech as the Connector will not take effect until the next time you start the Small Business Manager application. It is suggested that you close the application and re-open it after you change the Setup settings.
29 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 29 Address Verification The Fail on AVS features allows your company to enforce correct address verification. If this feature is activated cards that fail on address verification will be denied even if the rest of the transaction is correct. Fail on AVS can be turned on or off for each Setup ID. Fail on AVS is activated from a checkbox on the Credit Card Advantage Setup ID window. To Activate Fail on AVS: 1. Open the Credit Card Advantage Setup window: Transactions Sales CC Advantage Setup. 2. Enter the Setup ID for which you would like to activate Fail on AVS. 3. Mark the Fail on AVS checkbox. 4. Choose Save. Default Setup ID Company (Optional) The Company Default Setup ID allows you to choose a default setup ID for all users. Leaving the User Can Select Other Setup IDs box unmarked will restrict users to only the Setup ID chosen on the Company Default Setup ID window. The User Default Setup ID window can be used to make exceptions on a User or User Class basis.
30 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 30 To setup a Default CREDIT CARD ADVANTAGE Setup ID for a Company: 1. Open the Credit Card Advantage Setup window: Credit Card Advantage Setup. 2. Open the Company Default Setup ID window: CC Advantage Setup Company Default Setup. 3. Use the look-up to select a Setup ID. 4. If you would like users to be restricted to only the chosen Setup Id, leave the User Can Select Other Setup IDs box unmarked. The User Default CC Advantage Setup window can be used to allow specific users and user classes to override the company default Setup ID. Default Setup ID User (Optional) The User Default CC Advantage Setup window allows you to choose a default Setup ID for each user or user class. Leaving the User Can Select Other Setup IDs box unmarked will restrict users to only the Setup ID chosen on the User Default CC Advantage Setup window. The User Default CC Advantage Setup window can be used to make exceptions on a user or user class basis to the company default Setup ID chosen on the Company Default Setup ID window.
31 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 31 To setup a Default CREDIT CARD ADVANTAGE Setup ID for a User or User Class: 1. Open the Credit Card Advantage Setup window: Credit Card Advantage Setup. 2. Open the User Default CC Advantage Setup window: CC Advantage Setup User Default Setup. 3. Select the User or Class radio button. 4. Use the look-up to select a Setup ID. 5. If you would like the users to be restricted to only the chosen Setup ID, leave the User Can Select Other Setup IDs box unmarked. The User Default CC Advantage Setup window can be used to allow specific users and user classes to override the default Setup ID. Book Duration Setup Book Transactions reserve a specified amount of a customer s credit card. Because the dollar amount is already reserved against the customer credit card, an approval is virtually guaranteed when a follow-up Ship transaction is sent to the processor. The number of days a Book is kept open is determined by each cardholder s issuing bank. The most common is 7 to 10 days, but Books may be held for as long as four weeks. The number you enter here is the number of days CREDIT CARD ADVANTAGE will consider the Book open. This may not exactly coincide with the number of days an individual Book stays open. If you enter a number smaller than the number of days specified by the bank, the book renew procedure will still work correctly by processing a void first and then a re-book. Each credit card may be associated with an effective Book transaction duration. The Book Duration allows you to input the number of days for book transactions and an Expired Book batch name for each credit card. Leaving the number of days as 0 will turn off the expiration for book transactions by selected cards. After Book transactions expire, they will be placed into batches under the Expired Book Batch Name. You can leave the Expired Book Batch Name as default or enter a different name.
32 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 32 NOTE: You need to contact credit card companies to obtain the number of days for Book transactions. To setup a Book Duration for a credit card: 1. Open the Credit Card Advantage Setup window: Credit Card Advantage Setup. 2. Open the CC Advantage Book Duration Setup window: CC Advantage Setup Book Duration Setup. 3. Use the look-up to select a credit card. 4. If you do not need to consider the issue of book expiration, leave the # of Days for Book Trx as 0. Otherwise type in the number of days for this card. 5. Enter the Expired Book Batch Name or leave it as default.
33 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 33 Processing Credit Card Transactions CREDIT CARD ADVANTAGE integrates with each Dynamics/eEnterprise Sales module: Orders Invoices Returns Customer Payments Entry Receivables Transaction Entry The Credit Card Entry window is accessed from the main transaction entry window in each module using either a menu bar entry or a hot-key combination. Transaction Types This section explains each of the transaction types in CREDIT CARD ADVANTAGE. The steps for processing each of the transaction types are nearly identical. Slight variations are identified and explained in this section Please note: the various names of the transaction types vary by processor. A Sale may be called Capture by some processors. A Book may be a Pre-Authorize. There are other variations. The names chosen for CREDIT CARD ADVANTAGE are among the more common but are not universal. Though the names may vary, the processing details do not. Sale An approved Sale is an immediate charge to the customer s credit card or account. If a Sale is saved to a batch, the charge will not occur until the batch is sent for approval. A Sale can only be reversed with a Void or a Credit. Book A Book is a reserve of a specified amount on the customer s credit card or account. A Book prevents the customer from using that portion of their credit / funds, but does not actually charge the card nor transfer any funds. A Book is useful for companies that ship merchandise one or more days after receiving an order. By issuing a Book, a company reserves the necessary amount on the customer s card at the time of the order. This reserve assures an approved Ship transaction at the time the merchandise is eventually shipped. A Ship transaction is necessary to complete the Book. A Book can only be entered from the Sales Transaction Entry window.
34 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 34 The number of days a Book will stay open is determined by each cardholder s issuing bank. The most common number is 7 to 10 days, but some banks may hold Books for as long as four weeks and little as 3 days. Ship A Ship can only be issued for a transaction that has been previously a Book. Under ordinary circumstances, a Ship is assured approval as long as the amount is equal to or less than the original Book amount and the Ship is sent before the Book has expired. A Ship results in an immediate charge to the customer s credit card or account. If the Ship is for less than the original Book amount, the remainder of the original Book amount is released back to the customer s credit line or account. Credit A Credit is issued to transfer money from the company s account to the customer s account or credit card. When a Return is processed a Credit can be issued to return money to the customer.
35 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 35 Force A Force is used to enter already approved transactions. A Force is typically used for a transaction processed through a phone authorization. When entering a Force you will be required to enter the authorization code. Dyn/eEnt Only option is not selected for the Force mode. Force Dynamics Only The Dynamics Only option is used with a Force when the transaction being forced has already settled or it is already in the records of your Payment Gateway. This can happen due to a network failure or other system problem that prevents CREDIT CARD ADVANTAGE from properly receiving the response from the Payment Gateway. The Dynamics Only option enters the information into the Dynamics / eenterprise records, but nothing is sent out to the processor. Dyn/eEnt Only option is selected for the Force-Dynamics only mode. Void A Void is issued for an unsettled approved transaction. When a Void is successfully issued, neither the Void nor the original transaction will appear on the customer s statement. A Void can only be issued against an unsettled
36 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 36 transaction. When a Void is sent, if the original transaction has already been settled, the Void will be denied and a warning will be displayed. A settled Sale transaction must be reversed with a Credit. NOTE: VeriSign Payment Gateway does not allow reversing Credit transactions. For example, if you enter a Return and verify it, you will have a Credit transaction. You cannot void or delete this Credit transaction if you use VeriSign. However, the Return document can be voided or deleted. If you use Paymentech processor, you will be able to reverse Credit transactions. Paymentech processor does not allow Ship transactions with ship amounts greater than the Book amount. Entering Credit Card Transactions All credit card transactions are entered using the same basic steps. This is true for all the Sales modules and all transaction types. All credit card transactions are entered using the Credit Card Entry window. The basic steps are: Enter the Small Business Manager transaction Enter the Customer and Credit Card information on the Credit Card Entry window Process Credit Card payment or save to a batch for later processing WARNING:
37 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 37 CREDIT CARD ADVANTAGE does not support payment Terms Discounts. Payment Terms Discounts include a discount for early payment. The discount is not calculated until after a payment amount is entered. The Credit Card amount you enter needs to reflect what you will actually charge your Customer including deduction of any discounts. To Enter Credit Card Transactions 1. Enter or select a Small Business Manager transaction in a Sales transaction entry window. If you are using Orders, Invoices, or Returns, do not enter an Amount Received or open the Payment Entry window. 2. To enter a Sale or Return credit card transaction, choose Extras Sale or Credit Transaction (or choose Control-S). 3. To enter a Book Transaction, choose Extras Book. The Credit Card Entry window will open (or choose Control-B). 4. The Credit Card Entry window will open. Fill in the window as appropriate for that transaction. The fields on the window may vary based on the Setup ID chosen. The table below explains the fields on the window, when they should be used and what should be entered in each. 5. To process each payment in real-time choose Process after entering the credit card transaction information. To save each payment to a batch, choose Batch. TIP: If you are using Receivables Transactions Entryt or Customer Payment Entry you can automatically open the Credit Card Entry window by entering an amount in the Amount Received field and tabbing off the field.
38 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 38 Field Name Required / Optional / Read Only Description / Use ABA Required for Check The transit number for the bank. This information is part of the MICR line. Account # Required for Check The account number from the checking account being used. This information is contained in the MICR line of the check. Acct Type Optional Used for EFT transactions to indicate the type of account (savings or checking) the funds will be drawn from. Address2 Optional The second line of the billing address for the card. Based on the agreement with your credit card processor, the inclusion of this information may result in a lower discount rate. Address1 Optional The first line of the billing address for the card. Based on the agreement with your credit card processor, the inclusion of this information may result in a lower discount rate. Amount Required The amount that will be charged to the customer s card / account for this particular payment. The total document amount will default from the sales entry window. This may be edited to be only part of the total document amount. If this is a Book transaction and additional Freight and Miscellaneous amounts have been setup to be added to each Book transaction, the amount displayed in the Credit Card Entry window will include the additional amounts. For more information about setting up Book transaction defaults, see CREDIT CARD ADVANTAGE Setup. Auth Code Required, for Force transactions This field is used to enter the Authorization Code for transactions that have been approved prior to their entry in Dynamics / eenterpris e. This may include telephone approvals. This field is only available for Force transactions. Batch ID Read Only This field will be filled in based on the Batch ID on the main entry window for the document. If the CC transaction is being saved to a batch, the attached sales document must also be saved to a batch. The Batch ID must be filled in on the main document entry window before the Credit Card Entry window is opened. Card Name Required, for Credit Card transactions The name of the card, such as Visa, Amex, etc. This name will default based on the Credit Card ID on the Customer Maintenance Options window. For more information about setting up Card Names, see To setup card names in Dynamics / eenterprise.
39 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 39 Field Name Required / Optional / Read Only Description / Use Card No. Required, for Credit Card transactions The account number from the card. This number will default based on the Credit Card Number on the Customer Maintenance Options window. Card Type Optional Examples include Corporate, Purchase, Private, and Government. Inclusion of type can facilitate processing of non-standard types. Check # Required for Check The check number being used by the customer City Optional The city of the billing address for the card. Country Optional The Country of the billing address for the card. CVV2 Optional A three or four digit code found on the rear of the card. This is an optional security feature. Transaction may still be approved with an incorrect CVV2. Driver Lic Required for Check The check writer s driver s license or ID number. Optional Card holder s . Exp. Date Required Enter the Expiration Date of the card being used. First Name Required The card holder s first name from the card being used. Last Name Required The card holder s last name from the card being used. MICR Required for Check The special character MICR line from the bottom of the customer s check. Middle Optional The cardholder s middle name from the card being used. Optional Fields Optional Used for level 2 and level 3 processing. Orig ID Optional Used for a Void or Credit transaction. The Id of the original transaction. Phone Optional Cardholder s phone number on file with the credit card issuer. Prenote Optional Indicate Yes if a pre-note should be sent before sending a real transaction. A pre-note is used to confirm the accuracy of the account information. This is used only if Card Class is ACH. Setup ID Required The Setup ID controls which processor will be used as well as the Merchant Number, Transaction Type (credit, ACH or check) and other default information for sending the transaction. The available fields on the window may change based on the Setup ID. Different Setup ID s can be used for different Merchant ID s, card classes or processors. For more information about the Setup ID, see CREDIT CARD ADVANTAGE Setup.
40 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 40 Field Name Required / Optional / Read Only Description / Use Ship-From Zip Required depending on Default from main sales document. Can be changed. processor Ship-To Zip Required depending on Default from main sales document. Can be changed. processor SSN Optional The check writer s Social Security number. State Optional The state of the billing address for the card. Tax Amount Optional The portion of the document total that is tax. This amount will default from the main sales entry window. The amount may be edited to reflect partial payments. The tax amount will be included in the Amount field total. Trx Type Required Choose the specific type for this one transaction. For more information about Transaction Types, see Transaction Types. Zip Optional The zip of the billing address for the card. Based on the agreement with your credit card processor, the inclusion of this information may result in a lower discount rate. Entering More than One Credit Card for a Single Document Multiple Credit Card payments for a single transaction may be entered in the Orders, Invoices, and Returns modules. When entering multiple payments, the payments must each be verified separately in real-time. To enter multiple credit card payments for a single transaction: 1. Enter or select a Small Business Manager transaction in Orders, Invoices or Returns. Enter an Amount Received and tab off or open the Payment Entry window.
41 CREDIT CARD ADVANTAGE 7.0 USER GUIDE In the Payment Detail window, fill in the amount for the first payment. 3. If it is an Order, select Credit Card Deposit as the payment type for a Sale, or select Credit Card Payment as the payment type for a Book. If it is a Sale or Return, select Credit Card Payment as the payment type. And tab off the field. 4. The Credit Card Entry window will open. Fill in the window as appropriate for that transaction. 5. To process each payment in real-time choose Process after entering the credit card transaction information. 6. Repeat steps 2-5 for each credit card payment for the sales document. Processing Credit Card Transactions Real Time A Credit Card Transaction sent individually for approval using the Process button on the Credit Card Entry window is processed in Real time. Real time processing is useful for companies that verify each credit card transaction at the time an order or invoice is entered. Real time is also useful for transactions being paid with multiple cards. If multiple cards are being used for a single invoice, real time processing must be used. It is not possible to process multiple credit card transactions for a single document in a batch. To Process Credit Card Transactions - Real Time: 1. Enter the credit card information using the Credit Card Entry window. See Entering Credit Card Transactions. 2. On the Credit Card Entry window, choose the Process button. 3. If the transaction is approved a payment will be created. If the transaction is denied, no payment will be created. You may correct the transaction information and try processing again with different credit card information or you may save the transaction without payment.
42 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 42 Processing Credit Card Transactions - Batch Mode Alternatively to Real Time processing, unprocessed credit card transactions may be saved in a batch. When credit card transactions are saved in a batch, all transactions in the batch are sent for verification at once. No verification is done at the time the transactions are entered. When using batch mode, all credit card transactions in the batch must be approved before the batch can be posted. Once the batch is sent for approval, denied transactions are removed from the batch and placed into their own separate batch. (See CREDIT CARD ADVANTAGE Setup for information about the name of the denied transaction batch.) Moving the denied transactions allows the rest of the batch to post. NOTE:
43 CREDIT CARD ADVANTAGE 7.0 USER GUIDE 43 You cannot post Small Business Manager Sales documents that are associated with credit card transactions until the credit card transaction have been approved or removed. You cannot post Sales batches that include credit card transactions until the batch has been processed from the CC ADVANTAGE Batch Verification window. To Enter Credit Card Transactions - Batch Mode: 1. Enter the credit card information. See Entering Credit Card Transactions. 2. On the Credit Card Entry window, choose the Batch button. Choose the OK button. 3. Repeat steps 1 & 2 for each transaction you would like to add to a batch. To Process Credit Card Transactions - Batch Mode: 1. Open the CC Advantage Batch Verification window: Credit Card Advantage Batch Verify. 2. In the Status field mark the Available checkbox next to the batch you would like to send for verification. You may select multiple batches simultaneously. 3. Use the Transaction button to see what transactions are listed in the batches selected. 4. To see details of a given transaction on the Batch Transaction screen, select the transaction and click Select. This will show you the Credit Card Entry screen for that transaction. 5. Make sure to close the Batch Transaction screen before processing. 6. To process the batch, choose Process. The status of each transaction as it processes will be displayed in the Status section of the CC Advantage Batch Verification window. The total number of approved and denied transactions will be shown in the Transaction section.
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