Sage 100 ERP 2013 Credit Card Processing Conversion FAQs. Frequently Asked Questions. Overview

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1 Sage 100 ERP 2013 Credit Card Processing Conversion Frequently Asked Questions Overview The Sage 100 ERP 2013 conversion program will move stored, encrypted credit card numbers into the Sage Exchange Vault when data is migrated to Sage 100 ERP Because of PCI compliance standards and the prior versions of Sage 100 ERP that our customers will be migrating from, system implementers will have questions about conversion. This document answers those key questions, and outlines the various processes to follow when converting credit cards to Sage 100 ERP These FAQs are a supplement to the information in the Upgrade Guide, and not a replacement for the directions outlined in that document. If you have further questions, please contact Sage 100 ERP Customer Support or your Sage 100 ERP business partner. Please note: Failure to follow the proper procedures may result in data corruption or other undesirable results. 1. Why is Sage 100 ERP no longer storing credit cards in the ERP database and where will card numbers be stored instead? To provide a PCI-compliant method for our customers to securely store their customers credit card numbers while also eliminating the need for Sage 100 ERP (formerly Sage ERP MAS 90 and 200) to undergo extensive PA-DSS compliance audits, Sage 100 ERP 2013 will no longer provide for storage of customer credit card numbers within the ERP database. Instead, sensitive credit card information will be securely stored in the integrated Sage Exchange Vault as part of the Sage Exchange connected service. 2. Will I need to convert my credit card numbers before using Sage 100 ERP 2013? Sage 100 ERP customers who are currently storing any credit card information within their Sage 100 ERP system will need to either convert their credit card data or purge it before starting to use Sage 100 ERP This is true for all customers that are storing credit card numbers within Sage 100 ERP today whether they are using Sage Payment Solutions, PC Charge Payment Server, or even if they are processing credit card transactions outside of Sage 100 ERP. If you do not store credit card numbers at all within Sage 100 ERP, you will not need to undergo credit card data conversion. 3. I do not have a Sage Payment Solutions (SPS) merchant account. Do I need to have one prior to conversion? It depends on if you want to continue processing credit cards in an integrated manner or not. If you want to use Sage Exchange to immediately process credit card transactions from 1 of 7

2 within your Sage 100 ERP workflow you will need an SPS merchant account prior to conversion. If you do not want to have integrated credit card processing, but want to continue storing your customers credit card information in a secure manner, you can use the credit card conversion to Sage Exchange vault process that is built into the new table driven data conversion process to move your credit card data to a non-processing Sage Exchange vault account. The conversion process will automatically create this nonprocessing vault for you if it detects that you have credit card information and do not have a valid Sage Payment Solutions merchant account. No credit card processing can be performed from the non-processing vault so any credit card transactions made after card information is stored in the non-processing vault must be manually performed outside of the Sage 100 ERP workflow. If you subsequently decide to obtain a Sage Payment Solutions merchant account, once you have established the account with Sage Payment Solutions, you can contact Sage Payment Solutions Customer Support who will change your non-processing Sage Exchange Vault account into a processing one so your vaulted credit card data will become available for credit card processing. Your non-processing Sage Exchange Vault account ID and key can be found on the Company Maintenance Credit Card tab. The Sage Exchange Vault account ID and key assigned are unique for each company. 4. What is the Credit Card Conversion to Sage Exchange Vault Time Estimate Utility? The Credit Card Conversion to Sage Exchange Vault Time Estimate Utility is a tool that will estimate the time it will take to move credit card data from within existing Sage 100 ERP companies to the Sage Exchange Vault. It will also display the number of records in each of the various tables within Sage 100 ERP that will require a new GUID (globally unique identifier) to be created in the Sage Exchange Vault during the data conversion process. For example, the Sales Order table may contain 200 records but only the records with onetime use credit cards associated with them will be displayed, and that might be only 3. If no in process credit card records are found, and therefore no records are required to be moved to the Sage Exchange Vault, the conversion process will automatically begin without displaying the Credit Card Conversion to Sage Exchange Value Time Estimator. Before starting the migration utility, if you suspect that there may not be in process records to migrate, make certain you are prepared to fully migrate your entire Sage 100 ERP database. The utility can be run for a single Sage 100 ERP company or for all ERP companies on your system. If you select to run it for all companies, the total time displayed will be summarized for all installed companies. Note: It is strongly recommended to delete the demo data companies in your pre-2013 installation prior to migrating your data. You can install a clean set of demo data during your Sage 100 ERP 2013 installation. 2 of 7

3 5. Where can I find the Credit Card Conversion to Sage Exchange Vault Time Estimate Utility? How do I use it? The utility can be accessed via the Utility program menu in Sage 100 ERP This menu can be accessed by: Selecting File / Run from the Sage 100 ERP Launcher. Entering *utl for the program name then selecting OK. From the Utility program menu select Credit Card Conversion to Sage Exchange Vault Time Estimate. The utility can also be run from the File / Run program prior to migration in versions 4.10 and later. 3 of 7

4 To run the utility on an earlier version: Copy the following three programs from a 2013 (5.0) install to the corresponding directories on a 4.10 or later build: i. CI_CreditCardConversionTime (copy from the Common Information Directory in 2013 to the Common Information Directory in previous version) ii. iii. CI_CreditCardConversion_utl (copy from the Utility Directory in 2013 to Common Information (CI) directory in previous version) AR_CreditCard.M4L (Copy from the AR Directory in 2013 to the AR Directory in previous version) From the Launcher of the pre-2013 installation: i. Select File / Run ii. iii. In the Run Program dialog enter SYZCON, then press OK At the ready (>) prompt, enter run CI_CreditCardConversion_utl <enter> Alternatively, the time estimate utility will automatically run when you start the conversion process after installing Sage 100 ERP When run from the Sage 100 ERP 2013 Utility Program Menu or on previous versions using the File / Run option, the utility will provide time estimates so you can anticipate the length of time required for the credit card related portion of conversion. In this instance, the utility will provide an estimate of the time required for the credit card related portion of conversion then will close without any further action. However, when the same utility is run directly from within the Sage 100 ERP 2013 conversion process, selecting Yes at the Do you want to continue? prompt displayed at the bottom of the utility window will automatically start the data conversion process which includes credit card conversion to the Sage Exchange Vault. Answering No will abort the conversion. If you do not intend to perform complete data conversion at the end of the utility, select No at the Do you want to continue? prompt and you will exit data conversion. Before starting the migration utility, if you suspect that there may not be in process records to migrate, make certain you are prepared to fully migrate your entire Sage 100 ERP database. Refer to Question 7 for more details. 6. I have run the Credit Card Conversion to Sage Exchange Vault Time Estimate Utility on my prior data and have discovered the time estimate is very long. What can I do to reduce the time it will take? Update the data entry programs that contain entries with one-time use credit cards a) Cash Receipts Entry b) Sales Order Invoice c) ebm Shopping Cart Review permanent tables that store credit card data and manually remove records with obsolete / expired credit cards a) AR Customer Credit Card b) Sales Order Entry 4 of 7

5 Re-run the Credit Card Conversion to Sage Exchange Vault Time Estimate utility for a new time estimate. If the time estimate is still high, your options are either: a) Allocate the time estimated in the utility to perform your data conversion Or - b) Follow the steps outlined in Question 8, on your live company. Warning! Following those steps on live company data will delete all stored credit card information without moving it to the vault, so you will need to collect credit card numbers from all of your current customers again. 7. I am currently running Sage Payment Solutions Credit Card Processing on one of the relatively recent versions of Sage 100 ERP ( and higher, and higher, or Extended Enterprise Suite 1.3 or 1.4) What do I need to do to convert my credit card data? Since you already have a Sage Payment Solutions merchant account, your credit card data migration will be relatively straightforward. Run the Credit Card Conversion to Sage Exchange Vault Time Estimate utility on your pre-2013 Sage 100 ERP system and if the results indicate you should do so, see Question 6 above for steps you can take to shorten the estimated time. While in the software, ensure all registers have been printed and updated and all other pre-conversion checklist tasks listed in the Upgrade Guide have been completed. Then access Company Maintenance in version 2013 and reply Yes at the Do you want to continue? prompt to start the entire data conversion process. This will trigger the Credit Card Conversion to Sage Exchange Vault Time Estimate utility to run again. Once data conversion is complete, follow the checklist tasks in the Upgrade Guide to fully prepare the software for live processing. Note: It is strongly recommended to delete the demo data companies in your pre-2013 installation prior to migrating your data. You can install a clean set of demo data during your Sage 100 ERP 2013 installation. 8. I want to do a test migration for my customer before actually going live so I can test third party modifications or other functions. Do I need to convert the credit card data multiple times in order to do this? If you don t need your test implementation to reflect the credit card data and only want to do the credit card conversion right before you go live, we recommend the following steps for customers that are using a PA-DSS compliant version of the software: Copy the company data using the Copy feature in Company Maintenance. Continue processing in the original company as usual. In your COPY of the live data, delete all credit card data in a company prior to migration by performing the following: a) From the Library Master \ Main menu, access Company Maintenance b) Select the company for which you want to remove credit card data c) Click the Credit Card Encryption button on the Preferences folder 5 of 7

6 d) Click the Delete Key button in the Credit Card Encryption dialog Since this COPY of your live data no longer contains credit card data, the Credit Card Conversion to Sage Exchange Vault Time Estimate will not display. The system will automatically perform data conversion as with previous releases, but the process will be much faster because there is no credit card data to migrate to the vault. After data conversion is completed continue testing as you normally would. When all testing is complete and you are ready to migrate all of your data prior to going live, go back to your original processing company code. Perform all normal preconversion updates and checklist steps. Then access Company Maintenance in version 2013 and reply Yes at the Do you want to continue? prompt to start the entire data conversion process. This will trigger the Credit Card Conversion to Sage Exchange Vault Time Estimate utility to run. Then follow the checklist tasks in the Upgrade Guide to fully prepare the software for live processing. If you are using an earlier version of the software that is earlier than or Extended Enterprise Suite 1.3, the instructions are slightly different: Perform parallel migration of the existing software to version Continue processing in the original company as usual. In your version 2013 data, after you have migrated, but BEFORE CONVERSION, use the Data File Display and Maintenance utility to change the value in the Company Maintenance table for the AESEncryptionKey$ field by typing in the word DELETE. (Use all caps). The conversion program will remove all credit card data and the Credit Card Conversion to Sage Exchange Vault Time Estimate utility will not run. The system will automatically perform data conversion as with previous releases. After data conversion is completed continue testing as you normally would. When all testing is complete and you are ready to migrate all of your data prior to going live, go back to your original processing company code. Perform all normal preconversion updates and checklist steps. Access Company Maintenance in version 2013 and reply Yes at the Do you want to continue? prompt to start the entire data conversion process. This will trigger the Credit Card Conversion to Sage Exchange Vault Time Estimate utility to run. Then follow the checklist tasks in the Upgrade Guide to fully prepare the software for live processing. 9. Do I need to migrate all of the company codes on my system, including test or backup copies? Sage recommends migrating any company codes that contain credit card information so you can be in compliance with PCI regulations. If some companies are kept only for historical purposes (yearend backups, etc.) and do not need to have credit card data stored with them, follow the steps in Question 8 above to delete the credit card encryption key and delete the credit card information from those companies before data conversion to speed the process and prevent duplicate data in your Sage Exchange vault. Note: It is strongly recommended to delete the demo data companies in your pre-2013 installation prior to migrating your data. You can install a clean set of demo data during your Sage 100 ERP 2013 installation. 6 of 7

7 10. Who do I call for technical support if I have challenges during this data migration? Call Sage 100 ERP Customer Support for assistance with Sage 100 ERP migration, including migrating data into the Sage Exchange Vault. If the issue requires additional support from the Sage Payment Solutions support team, your Sage 100 ERP support technician will help you contact them Irvine Center Drive Irvine, CA Sage Software, Inc. All rights reserved. Sage, the Sage logos and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. Microsoft SQL Server, Windows Vista and the Windows Vista logo are trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. 7 of 7