Element Integration Guide. version 12.16

Transcription

1 version 12.16

2 Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation

3 Table of Contents 1 Introduction 5 How Credit Card Transactions Work 6 Sales Transaction Types 7 Other Transaction Types 8 Basic Transactions 9 Short Term Transactions 9 Long Term Transactions 9 Point of Sale - Front Counter Transactions 9 Customer Return Transactions 9 Payment Accounts in Element 11 Stored Payment Accounts 11 Transaction Payment Accounts 12 2 Setup 13 Overview 14 Requirements 16 System Setup 17 Reviewing Existing Records 17 Installing Element Locally 19 Setting System Settings 20 Setting Up a Test Environment 21 User Settings 23 Creating Credit Card Processor Profiles 26 Setting Up Level 3 Processing 34 Stored Payment Accounts 38 Stored Accounts and Transaction Processor Profiles 38 Converting Payment Accounts 38 Creating Stored Payment Accounts 43 Deleting Stored Payment Accounts 48 Note on Imports 50 Quick Steps 51 Adjust System Settings 51 Stored Accounts 51 3 Transactions

4 Receive Payment 54 Accepting a Credit Card Payment 55 Accepting Debit Card Payments 56 Downpayment Invoices 57 Managing Transaction Payment Accounts 59 Creating a Transaction Payment Account 59 Manually Entering Card Information 62 Retail/Swiped Transactions 64 Editing a Transaction Payment Account 67 Multiple Shipments on One Order 67 Declined Cards 68 Manual Authorization 69 Process Credit Card Returns/Credits 71 Cash Receipts 71 RMAs 71 Quick Steps 72 Transaction Accounts 72 Receive Payment 73 4 Maintenance 75 Stored Account Synchronization 76 Before You Begin 76 Deleting Element Accounts 77 Deleting Element Accounts Using the Account Conversion Window 80 5 Reference 81 AVS Codes 82 AVS Code Display 82 Alerts 83 AVS Code Definitions 83 CVV Response Codes Display 85 Alerts 85 CVV Response Codes

5 1 Introduction Element is a credit card processing solution that not only allows you to process credit cards, but does so in a way that removes from you any responsibility for meeting the security protocols set in place by the credit card industry. It accomplishes this by storing no sensitive data on your system at all. Instead, all credit card information, such as card number and expiration date, resides on Element servers. The only thing that is stored in your system is a coded token. This token is a unique string of characters that is matched to a credit card account. In application, it works like a coat check. When you charge a credit card, Prophet 21 submits the token to Element along with a charge request. Element receives the token, matches it to a credit card, and processes the transaction. Because all sensitive information rests on Element servers, you can leave security compliance in their hands; your system will contain nothing that could be used to fraudulently charge any of your customers' cards. This manual offers an overview of the transaction types and step-by-step instructions for processing transactions

6 How Credit Card Transactions Work How Credit Card Transactions Work To understand the transaction types, it helps to understand a little bit about how credit card transactions work outside of your system. First, a bank will issue a consumer or business (a potential customer) a credit card. That person or that business places an order with your company and pays with the credit card. The following is what happens in just a few seconds once the order is in your system and the customer has remitted payment via credit card. Element acquires the customer s credit card information through a Prophet 21 interface. Element contacts the appropriate third party transaction processor. A third party transaction processor is a service that is responsible for communicating with credit card companies and banks on your business s behalf. The third party transaction processor contacts the credit card company and authorizes the transaction according to the amount of the order entered on your software (the processor checks the customer s credit limit and earmarks the amount of the transaction as unavailable). This initial authorization doesn t actually charge the card, it merely ascertains that the customer has the credit available, and reduces their credit limit by the amount of the order. You can t settle that charge yet (settling the charge is when the card is actually charged for the order). Notes: If the order fails for whatever reason and doesn't fully transmit to the credit card company, Prophet 21 will not let you save the order. If the order is canceled, the PASS account is deleted, but no pre-authorization is relieved. The pre-authorization will have to expire naturally. This is necessary because pre-authorizations can only be reversed on the day they are entered, before the first settlement. When the material is invoiced, Prophet 21 sends notification to Element to charge the card, based on the prior authorization. Element then contacts the third party transaction processor and, on the prior authorization, makes the final sale. When this happens, you can settle the charge and actually charge the card. Generally, you settle charges after business hours every day. Important! Though you access Element through Prophet 21, a customer's credit card information never touches your system. Sensitive card information is accessed and retained by Element only

7 Sales Transaction Types Sales Transaction Types Transaction types are the precise kind of transaction that a third party transaction processor actually initiates with the credit card company. The sales transaction types are: Transaction Type: Initial Authorization Prior Authorization Final Sale What Happens During the Transaction: The third party transaction processor asks the credit card company if the card holder s account can accept a charge for the amount of the order. If it can, then the processor asks the credit card company to mark the amount of the order as unavailable for charges (future initial authorizations made by any merchant). The account is not actually charged, so the transaction cannot be settled yet. Prophet 21 will not perform this step if you've enabled the No Initial Authorization system setting. (System Settings > System Setup > Electronic Payments node) The third party transaction processor charges the card holder s account for an amount up to the initial authorization. The transaction can then be settled (probably after business hours on that day). This type is used only after initial authorization has already been performed, which means if you've enabled the No Initial Authorization system setting, Prophet 21 will not perform initial authorizations, nor prior authorizations. The third party transaction processor performs an initial authorization and then charges the card holder s account at the same time. The transaction is complete and can be settled immediately

8 Other Transaction Types Other Transaction Types There is one other transaction type supported by the Element integration with Prophet 21. This is used to undo the sales transaction types. Transaction Type: Customer Return What Happens During the Transaction: The third party transaction processor asks the credit card company to credit the card holder s account for the amount specified during RMA entry. Note that this will not actually undo the charge; an RMA must still be performed, but this transaction type will balance against a transaction, so for practical purposes, the charge is gone

9 Basic Transactions Basic Transactions There are four basic transactions. These are not transaction types, but they control what transaction types are used. Basic transactions describe how you take an order and have the customer pay for it. Short Term Transactions Short term transactions occur when you take credit card information and perform an initial authorization at the time of order entry, but don t actually charge the customer until you ship the order and print an invoice. What this means is that you make an initial authorization when you take the order, then make the final authorization when you ship the order. You can t settle on the order until it is shipped and you print the invoice. When you ship, the system runs a prior authorization. Long Term Transactions Long term transactions occur when you do not perform an initial authorization at the time of order entry, but wait until the order ships to perform the transactions in the same step. What this means is that when the order ships and you print an invoice, Element makes an initial authorization and then immediately charges the card in the same transaction with the third party transaction processor as a final sale. You can then settle immediately, since final authorization has been completed. Point of Sale - Front Counter Transactions Front counter transactions occur when the customer comes to your location and places an order that is picked immediately and given to the waiting customer. What this means is that the same transaction that takes place for a long term transaction takes place here, except that you don t ship the order; the invoice is printed and the customer charged immediately. The third party transaction processor in theory performs both initial authorization and final authorization at once. Customer Return Transactions Customer return transactions occur when you receive a return material authorization or when you want to correct a mistake with a customer return. What this means is that when you receive an RMA and print - 9 -

10 Basic Transactions an invoice, the third party transaction processor credits the card holder s account for the specified amount of money. Because this is the only way to change charges on completed authorizations, if you need to make a correction to such a transaction, you have to receive an RMA, print the invoice, and then re-enter the credit card order

11 Payment Accounts in Element Payment Accounts in Element To process a credit card payment through Element, you must create an Elementaccount for your customer. There are, however, two different kinds of payment accounts: stored accounts and transaction accounts. A customer needs only one with Element in order for you to process his credit card payment. Stored Payment Accounts When you create a stored payment account, Element stores a token associated with the account, which is stored in the customer record in Prophet 21. When you enter a credit card payment for a customer with a stored payment account, Prophet 21 submits the token, not the credit card. Thus none of the sensitive payment information touches Prophet 21 at any point; the card number is not stored in the system database, and it is not transmitted during a remittance. Think of this data token like a ticket for a coat check. Each ticket is keyed to one specific coat, but it alone is nothing more than a scrap of paper. The token serves much the same purpose. It contains no credit card data itself, but when submitted to Element along with a charge request, Element can immediately identify which credit card on file to access. To facilitate the management and creation of stored payment accounts, Prophet 21 provides a new tab in Customer and Contact Maintenance called Payment Accounts. Note: If a customer with a stored account wants to use a card that is not part of their stored payment account, they can do so. In these cases, you must create a transaction account for the customer and card. Do so with the RMB option Add/Edit Account, described in Transaction Payment Accounts on the next page

12 Payment Accounts in Element Transaction Payment Accounts Transaction accounts are short lived accounts that live only as long as the transaction remains open, and are purged afterward. For customers without a stored payment account, you must create a transaction account in order to use their card in any way. However, the process of creating these accounts is worked into the transaction itself, making the workflow smoother. Transaction accounts make use of tokens the same as stored accounts, so credit card information does not touch the Prophet 21database at any time during the process. Instead, the workflow opens a portal directly to Element, and it is through this that you enter and transmit any card information. Because these payment accounts are not meant to be reused, they are not linked to a customer or contact, but entered as part of processing a transaction payment, and upon successfully processing the payment, Element purges the card information. This means that if a customer wishes to make another payment on the same card at a later time, he must resubmit the information; it is as if the system never encountered the card

13 Payment Accounts in Element 2 Setup This chapter contains instructions on how to set Prophet 21 to use Element, how to set up customers for faster processing, and descriptions of the fields and windows used in these process. Important! Once you convert your system to using Element, you may not revert back to a prior credit card processing package. You may disable Element and not receive any electronic payments, but you cannot switch to another. This is a one way conversion

14 Overview Overview Setting your Prophet 21 system to use Element is a multi-stage process. Each stage of this process is described in detail in later sections of this chapter, but presented below is the list of all necessary steps with brief detail so that you may view the entire series of necessary steps together. 1. Review stored cards. You incur a monthly charge for storing customer cards on Element's secure system. This charge is determined in part by the number of cards you store there. Thus, before you do anything else, you should review the credit cards you have on file and purge any stored cards that you are not likely to use. This includes duplicate cards and cards for customers with whom you've not done business in some time. Ridding your database of these extraneous records will help contain your costs. Notes: Removing cards from your database doesn't mean you can't take credit card payments from these customers; it just means you'll need to create a transaction account for them if they pay by credit card (see Transaction Payment Accounts on page 12). Also, you can always add additional cards later (as described in Stored Payment Accounts on page 38). If you encounter expired cards during this search, you can remove them as well, but the Element conversion tool discussed below can automatically purge your database of expired cards, so doing so is not necessary in this step. You'll also want to note any cards that have open transactions on them, especially those that contain pre-authorizations. Pre-authorizations processed through other credit card processors will not transfer to Element, meaning that the card will carry this additional charge until the pre-authorization expires. Many times, you can speed this process by canceling the authorization in your prior processor, but it is ultimately up to processor itself to erase the charge. Prophet 21 has a pair of reports that can help locate these kinds of records. They are the Expired Credit Card Report and the Authorized Credit Card Transaction Report, and information on these reports can be found in Reviewing Existing Records on page Install the Element integration on local machines. Though Prophet 21has been configured to work with Element, there are additional components that reside on your machine but are not part of Prophet 21. These must be installed before you can use Element at that computer. Further instructions are found in Installing Element Locally on page Activate Element in Prophet 21. Once you've prepared your database, the remaining setup and conversion work all occurs within Prophet 21. However, the options and tools required to do this work only appear after you activate Element. The system settings that activate Element and control some of its most basic features are described in Setting System Settings on page 20. You can also optionally set certain credit card permissions for users, described in User Settings on page

15 Overview 4. Create necessary transaction processor profiles. In order to process credit cards through Element, Prophet 21 needs to know where to send certain information, and what should be contained within said data packet. It finds this information in transaction processor profiles. After activating Element in your system, make sure that you have at least one profile per company, and that the profiles cover all types of business you do (web / non-web). Instructions for creating transaction processor profiles are found in Creating Credit Card Processor Profiles on page Create payment accounts. At this point your data and system are ready to use Element. You can begin taking credit card payments right now. However, in order to make use of stored credit card data, you need to create stored payment accounts. The Element/Prophet 21 integration provides tools to create stored payment accounts singly (for use with new customers later), however, as part of the initial setup you can convert all the credit card information you originally stored locally to Element-stored payment accounts in batch fashion. For information on this utility and how to use it, see Converting Payment Accounts on page Address errors. In addition to converting all eligible records to stored payment accounts, the credit card conversion tool makes a log of all records that failed the process and attaches an error message to each. After each batch runs its course, look through this error log and address the issues appropriately. This can be anything from correcting card numbers to creating a transaction processor profile for a location. Run the conversion utility again until you convert all records. Important! As with any new data setup, Epicor urges you to first make all the changes in a test system before applying anything to your live business system. Guidelines for your test system can be found in Setting Up a Test Environment on page

16 Requirements Requirements You must be running Prophet 21 v12.11 or higher in order to successfully integrate Element into your business system. If you are importing records from another source, credit card numbers cannot be part of the import; you must import tokens. If using B2B Seller, you must use v5.8 or higher in order to use Element, which requires Prophet 21 v12.3 or higher. See additional set up requirements on page

17 System Setup System Setup This section covers the processes required to activate Element in Prophet 21 and some of the settings that control system behavior when dealing with credit card payments. Reviewing Existing Records Before converting to Element, it's a good idea to know what you currently have stored in your system. Two kinds of records will have the greatest impact on the conversion: expired cards and cards with open transactions. Expired Cards Navigation Path: Accounting > Accounts Receivable > Reports > Expired Credit Card CRM > Contact Management > Reports > Expired Credit Card The first report shows you expired and soon to expire credit cards. Each credit card that meets your criteria displays as part of a list that shows you the customer, card, and date of expiration. The criteria for this report are few. Most of the criteria shown above are self-explanatory. However, the look ahead setting for expiration dates deserves special mention. The system considers any credit card that expires within the specified number of months already expired and includes it on the report. For the purposes of this setting, the system uses the following definitions:

18 System Setup 0 - only include already expired accounts 1 - include accounts expiring this month 2 - include accounts expiring next month 3+ - each increase of 1 to this value extends the inclusion one month Active Transactions Navigation Path: Accounting > Accounts Receivable > Reports > Authorized Credit Card Transactions The second report gives you a list of credit cards that have activity on them that fall within the time span you specify. By reviewing this list, you can see when the charge request was made, the amount, and the transaction type as well as contact information for the cardholder. The criteria for this report require only that you specify company, payment type, and a range of authorization dates

19 System Setup Installing Element Locally As described in the overview, the Element credit card processing package requires installation beyond its activation inside of Prophet 21. Download the Software Once you purchase the Element package, you can download the necessary files from the Epicor customer website at the following path: Customer Website > Support > File Center > Downloads > 12.x Downloads > Current 12.x Build Release > Element. Install the Files The selection of files comes in compact format. Extract/unzip these files onto all machines that run Prophet 21. Once the files have been extracted, run the Setup.exe on each PC to install the Element interface. Note: It will not hurt to run this setup on machines that will not use Element. However, this is a necessary step for all machines that will use the integration, otherwise the browser window for Element (described in later chapters) will not open. If you are installing Element on a server, you must use the Add/Remove Programs utility; you cannot double-click the setup.exe when installing to a server. Note for Windows Server 2008 Windows 2008 Server has an Enhanced Security Configuration that blocks sites in Internet Explorer and.net Web Browser that are not listed as a trusted site. To allow proper communication with Element, you must add the hosted payments URLs ( and as trusted sites

20 System Setup Setting System Settings Navigation Path: Setup > System Setup > System > System Settings > System Setup > Electronic Payments The first step in setting up Element/Prophet 21 integration is to set the system to handle electronic payments. Do this in the System Setup > Electronic Payments focus in System Settings. Field: Use Electronics Payment Process Integration Provider Description: Prophet 21 will not allow electronic payments unless you activate this setting. This drop down determines what third party package the system uses to process electronic payments. Select Element Express

21 System Setup Field: Final Sales Only (No Initial Authorization) Enable Debit Card Processing Description: As described in the How Credit Card Transactions Work on page 6, the system normally verifies that a customer's credit card has the order remittance in available credit before processing an order. However, you can forgo this step and charge the card at order completion without an authorization check when the card is first offered by activating this check box. Enable this setting to process debit cards through Element. Without this setting, you may only process credit cards. Note: If the customer will be using debit cards on a terminal server, the server must not have Windows XP on it. The terminal server should have at least Windows 7 on it. Use Level 3 Processing Full Amount Authorization Level three credit card processing adds another layer of information that transmits when a customer submits a payment via credit card. Level 3 processing requires a separate procedure to set up. See Setting Up Level 3 Processing on page 34 for more information. Enable this setting allows you to process payments for full order quantities, even if a portion of the order is unavailable because it is backordered, or must be special ordered or direct shipped. The freight percent from the transaction processor is applied to this full amount as well. Note: Element does not require you to specify a credit card type when you enter a customer's credit card information. Thus, Prophet 21 disables the Card Type field in Payment Type Maintenance when you select Element as your integration provider. Setting Up a Test Environment There are several steps and guidelines to follow when setting up and using a test environment

22 System Setup Important! Do not convert your payment accounts using the test system if you plan to use the test database later in a live environment, as that will create unusable Element PASS tokens, preventing you from processing transactions with those payment accounts, and creating a compliance issue. Processor Profile Credentials The Element download found on the Epicor customer site includes a readme file containing the test credentials used for your test system. Use these to create a new transaction processor profile, as shown below. Important! No transactions that are sent through these credentials affect a credit card. Therefore, entering them in a live system prevents you from processing credit card payments. If you copy your live environment over to your play environment periodically, remember to override the transaction processor profiles in your play environment with these test credentials. Otherwise you test transactions will go through as live and charge the card. Avoid Live Card Numbers Never process any live credit card numbers through the Element test system. That is a violation of VISA s rules regarding test systems and harms Element s PCI compliance. For the same reason, you must never run the conversion program in your test system. That creates tokens from real card numbers, and as noted above processing live credit cards on a test system is a PCI compliance violation. Instead, use the account conversion tool (Accounting > Accounts Receivable > Payment Account Conversion) to clear all stored credit cards from your test system before testing the Element credit card integration. Do this each time you copy your live environment to your play environment

23 System Setup Use the following test card numbers to run your integration testing. These numbers will work with any expiration date set in the future. MasterCard VISA American Express Discover User Settings Navigation Path: Setup > System Setup > System > User Maintenance In User Maintenance, there are two user settings that control certain permissions for credit card processing

24 System Setup Field: Prompt for Card Information at Save Only Description: Normally, in Order Entry or Front Counter Order, when you enter a payment type that is a credit card, the system pops up the Payment Account Entry Options window. If you are processing the sale as a final sale and swiping a credit card, you will not get the swipe rate for the transaction unless the card information is collected at the same time you generate the invoice. To get swipe rates, you have to remember to cancel this dialog and wait until you save the record to collect the card details and swipe the card. This setting enables you to automatically suppress the Payment Account Entry Options window. The options are as follows: Front Counter Order Entry - The system suppresses the credit card information popup in Front Counter Order Entry. Order Entry - The system suppresses the credit card information popup in Order Entry. Both - The system suppresses the credit card information popup in both Front Counter Order Entry and Order Entry. None - The system does not suppress the credit card information popup. Users default to None

25 System Setup Field: Enable Process to A/R Option for Failed Credit Cards Description: By default, all credit card processing failures included an option for the user to skip the payment and generate an invoice to be paid at a later date. However, you may not want every user to have the ability to make this decision; in some cases, you may want to require certain users to prompt your customer for some other means of payment without the option of processing to A/R. This check box enables you to control the user's ability to send a payment to A/R for processing. Checked - The user has the ability to select Process to A/R if the credit card payment fails. The failed credit card popup looks as follows: Note: For imports where you can accept credit card payments (such as the shipping confirmation import), this setting has no effect, and failed cards will automatically be sent to A/R for processing. Unchecked - The user does not have the option to select Process to A/R if the credit card payment fails. The user must add or enter a new credit card, or try to manually authorize. If the user is not able to edit card information or manually authorize, they must sweep the record as the invoice cannot be processed. The failed credit card popup looks as follows:

26 System Setup Field: Description: Note: If the user is not able to edit card information or manually authorize, they must sweep the record as the invoice cannot be processed. Creating Credit Card Processor Profiles Navigation Path: Setup > Credit Card Setup > Maintenance > Transaction Processor Maintenance Once you've established Element as your integration provider, you must set the system to properly interact with Element. Do this in Transaction Processor Maintenance. You can establish one setup for all credit card orders, or multiple setups that take into account aspects such as card type, order type, and location. Creating a setup profile is something you will do in concert with your Epicor application consultant, as well as a representative from Element. They will be available to provide necessary information and guide you through the process. How It Works As described in the How Credit Card Transactions Work on page 6, Element submits your customer's credit card information to a third party processor. Transaction Processor Maintenance is the place where you establish what third party processors will process credit card orders in different scenarios. In many cases, you can use a single setup for all your credit card transactions. However, certain business situations might lead you to use one processor in some circumstances, and a different one in another. For example, you might have an arrangement with a processor that all web-based orders will cost 1% of the transaction amount. However, for non-web orders the processor wants 2.5%. Some looking around finds a different processor that only charges 1.25% for non-web orders. In this case, you could create one setup for the first processor, submitting all web orders to it, and another setup that routes all nonweb orders to the second. Establish Identity The first few fields identify you and your processor

27 System Setup Field: Processing Center ID Processing Center Name Acceptor ID Industry Type Description: This is the name of the third party processor who will handle credit card transactions of the types you specify later. You can enter the processor's name here (e.g., Global), or you can create something more specific (e.g. Global for web orders). This is your merchant account number, issued to you by a host financial institution (such as a bank). There are only two acceptable values in this field: Retail - A retail business is one in which most customer orders are placed in person, such as at a front counter. MOTO - A MOTO business is one in which most customer orders are placed remotely, such as over the phone. Enter Manual Authorization Information Sometimes you cannot pass information to Element through your system, such as when your modem is down. Other times you need to speak with a representative directly before charging a card. In times such as these, you can perform a manual authorization, where you call your third party processor and read them the necessary credit card information, allowing them to enter the credit card and transaction into their system manually and authorize it, thus processing the order without waiting for your communication problem to be fixed. When you perform a manual authorization, a popup window appears that lists certain necessary information. The information in the highlighted fields is what displays in that popup

28 System Setup Account ID Field: Account Token Description: These two fields contain information that identifies your business to Element. Your account ID is effectively Element's customer ID for you, and the token authenticates your identity. Values for both of these fields are provided by Element. Important! Account tokens are case sensitive. You must enter them exactly as provided to you by Element. Any deviation will result in errors. Help Desk Phone Number Voice Authorization Phone Number If you are having problems with the third party processor and require support, these are the numbers to call. If you need to manually authorize a customer's credit card for an order, these are the numbers to call. Set Freight If you charge freight at the time of shipping, and do so at a consistent percentage, you can establish this rate in the setup profile so that all pre-authorizations include that shipping fee

29 System Setup When processing an initial authorization, Prophet 21 multiplies the percentage specified in this field by the total amount to be shipped. It adds this result to the shipped amount to arrive at a final charge and processes this as the initial authorization. For example, if the freight estimate is 5% and you process an order for $100, the system would send an initial authorization for $105. Note: The freight charge calculated from this setting is for authorization only. When the charge takes place, the actual freight is used, since the card isn t charged until you ship the order. Because this is for pre-authorization only, you don't have to charge the same percentage for every order every time to make use of this setting. If your freight is usually within a predicted range, this can serve as a close approximate. Name the Profile All of the specifications you set in this window, across all tabs, come together to form a profile, a set of circumstances under which Prophet 21 will use a particular third party processor to charge a customer's credit card. This profile needs a name, which you enter here

30 System Setup The terminal ID should be something you can easily recognize. This is especially important if you've set up multiple terminals, such as in the example described in the How It Works section above. Set Time Limit Prophet 21 will only spend a specified amount of time attempting to process a credit card order. This prevents the system from becoming hung up on an endless loop that consumes resources and creates drag. Prophet 21 will cut off a credit card process request if it does not receive a response from your third party processor in a number of seconds equal to the value you enter in this field. Epicor recommends a value between 30 and 90, depending on your connection speed

31 System Setup Enter Element Communication URLs The Element application does not reside on your local machine, but sits on a server connected to the Internet. In order to interact with Prophet 21, you need to provide a valid web address where the system can find Element. Important! The URLs shown in the screen captures above are test URLs used to ensure data is flowing properly between Prophet 21 and Element. They are NOT for live transactions. As part of your setup with Element, you will be provided with the paths you must enter for each of these fields at the time of implementation. Once entered, they should not change. They are unique to your business. Select a Default Profile A default profile is one that will be assigned to all new customer payment accounts, and Prophet 21 requires you have one default transaction processor profile per company. Note: The default profile isn't the one that will be used in all transactions, but the one which will be submitted with customer information when you create a stored payment account. You can still use another processor profile when processing the card provided it is assigned the same account ID as the customer. This also defines the account and acceptor ID under which the customer appears in your statements from Element. To select a profile as the default, click the Default check box

32 System Setup Each account ID must have one default processor profile. If you select this setting and another profile within the same account ID is already set as the default, Prophet 21 makes this new profile the default instead. If you create a new profile within an account ID that has no default selected,prophet 21 automatically makes the new record the default upon saving. Set Profile Conditions As noted in the How it Works section of this chapter, it is possible to have multiple arrangements with multiple third party credit card processors. In these cases, to whom you submit the charge depends on the circumstances of the transaction. The remaining two tabs in Transaction Processor Maintenance both serve to define those circumstances, allowing you to establish limiting conditions under which the system uses a particular third party processor. Both the Order Entry and Cash Receipts tabs use the layout shown above. By setting the criteria in the tab fields, you limit the processor profile set up in the Transaction Processor Form View tab to specific conditions. The drop downs provide the following options: Field: Sales Location ID Description: Every location that exists for the designated company appears in this menu. Additionally, the All Locations option applies this profile to every sales location within the company

33 System Setup Field: Payment Type Source Type Description: Every credit card payment type created for this company appears in this menu. This is usually by credit card brand (Visa, Mastercard, American Express, etc.). Additionally, the All CC Payment Types applies this profile to all credit card payments. This criterion determines if the profile is applied to web-based orders, non-web-based orders, or both. Note: To set your profile as universal (one processor handles all credit card charges), set the fields in both tabs to match the illustration above. Remember, though these tabs share the same format, their criteria apply to different areas of the system. You must set the fields in both, and the tabs do not have to match; you can set a profile to apply to credit card orders under circumstances that differ from credit card cash receipts. Important Notes Once you save a transaction processor, Prophet 21 locks the Account ID, Acceptor ID, and Account Token fields. You may not return later to edit them. You may not delete a saved transaction processor once you save it. However, you may remove all use conditions in the Order Entry and Cash Receipts tabs. This means Prophet 21 will not use this processor because there are no conditions under which the system would access it. Changing the default profile does not change existing customer records. Those assigned profiles already retain them, while new customer credit card accounts will be assigned the new default. If you are discontinuing use of a merchant account for any reason, and replacing it with a new merchant account, in order to retain any stored accounts present on the merchant account being discontinued, you must 1. Get the new merchant account credentials and set up a new transaction processor. 2. Contact Element to have them move all stored accounts from the old merchant account to the new one. 3. Request that all open transactions be moved from the old merchant account to the new one. 4. Request a Prophet 21 Custom SQL script to move the same from the existing transaction processor to the new one

34 System Setup If you use credit cards for payment on your B2B Seller Web site, it recognizes Element as your credit card processor if you have set up at least one credit card payment profile to include all locations and either Web Only or All Orders. If you do not have at least one profile set up in this manner, B2B Seller will not accept credit cards for payment. If you have more than one credit card processor profile set up, the system will first try to use the one with a payment type of All CC Payment Types. If this is not found, the system will choose the one with a payment type of Default. If this is not found (because you do not have one set up as shown above), the system will choose the most recent one that you set up. B2B Seller uses this choice to initiate the interaction with Element. When you are ready to authorize the card for payment, because you have the payment token from Element that includes the payment type, B2B Seller looks for the processor based on the following hierarchy: 1. Profiles for Web Only and payment types specified by Element 2. Profiles for Web Only and payment types of All CC Payment Types 3. Profiles for All Orders and payment typed specified by Element 4. Profiles for All Orders and payment types of All CC Payment Types If the processor isn't found, the Web site will display an error that they credit card processor isn't set up for this card type. The Web site administrator is notified by of this error. Setting Up Level 3 Processing Level three credit card processing adds another layer of information that transmits when a customer submits a payment via credit card. Specifically, the additional data includes line item detail information: Item Quantity Unit Cost Item ID If not using pre-authorization, item quantity equals the invoice quantity If using pre-authorization, item quantity equals the allocated quantity at the time the credit card information is processed Item Description along with all of the data that was included with level two credit card processing. Because level 3 processing includes more information, it's easier to screen and verify, and thus qualifies for a better rate than less detailed processing levels. When you activate level 3 processing in your system, Prophet 21 sends the additional information whenever appropriate. In those cases where a transaction does not qualify for level 3 processing (see notes below), the system sends the charge request at level 2 automatically; it does not fail the transaction

35 System Setup Notes: Level 3 processing only changes the amount of data sent when processing credit cards. It does not alter the process in any other way. The method and timing of the data transmission remains unchanged by this feature. Only Visa and Mastercard cards, and only US transactions can be processed at level 3 at this time. In addition, because level 3 processing requires line item information, level 3 processing is only available for payments on invoices that are made in full with no prior payments and no adjustments to the invoice amount (terms, discounts, late fees, etc.). Activate System Setting Navigation Path: Setup > System Setup > System > System Settings > System Setup > Electronic Payments The first step in preparing your system to use level 3 processing is to activate the system setting described in Setting System Settings on page 20. Activate Processor Settings Navigation Path: Setup > Credit Card Setup > Maintenance > Transaction Processor Maintenance Next, you must activate level 3 processing for each transaction processor profile that will use it. In addition, if you plan on accepting Mastercard, you must enable an additional setting specific to that card

36 System Setup This option sends level 3 info for all Mastercard transactions, since Mastercard doesn t always identify which cards require level 3 processing. Enter Commodity Code The commodity code must be established in two separate places in the system. Company Maintenance Navigation Path: Setup > System Setup > System > Company Maintenance Among the pieces of additional information required to process translations at level 3 is the summary commodity code attached to the company submitting the charge request. Select your company's commodity code in the Order Entry tab of Company Maintenance

37 System Setup Item Maintenance Navigation Path: Inventory > Inventory Management > Maintenance > Item Maintenance In addition to setting up the commodity at the company level, you must also provide one for each item that you sell and accept payment via credit card. Do this in the Classes tab of Item Maintenance

38 Stored Payment Accounts Stored Payment Accounts To process a credit card payment through Element, you may create an Element account for your customer. Stored payment accounts are accounts that are kept on file. Thus, customers with a stored payment account do not need to submit their credit card to you every time they wish to use it. Stored Accounts and Transaction Processor Profiles When you create a stored payment account for a customer, Element translates that card information into a token. In addition to card number, address, and expiration date, this token also contains information on a specific profile in Transaction Processor Maintenance. This means that Prophet 21performs an additional validation when submitting a credit card charge to Element: the account ID in the transaction processor profile associated with the stored payment account must match the one in the transaction processor profile being used in this transaction. Most of the time, this is not a problem. Even if your company has multiple merchant accounts, most distributors have only one account ID, as this is the customer number by which Element identifies your company. Having multiple account IDs most commonly occurs if you have multiple tax IDs and have set up each one as a separate account within Element. If the account IDs do not match, Prophet 21 does not allow you to use the card for this transaction, and you must either enter a different card or process the payment through some other means (i.e., cash or check). Important! This situation only arises if you create multiple transaction processor profiles that use different account IDs. If you have a single, universal transaction processor profile, or if all your profiles use the same account ID, you will not have this conflict. Having multiple merchant accounts (acceptor IDs) does not create this situation. Converting Payment Accounts Navigation Path: Accounting > Accounts Receivable > System > Payment Account Conversion As part of preparing your system to move to Element, you must purge your records of all stored credit card information. However, instead of just deleting customer credit card data that might be good for years yet, you can convert them batch style to Element accounts, creating and storing the Element tokens in your system while pushing the sensitive data to Element's secure servers. Do this in the Payment Account Conversion window. Note: This window can also be used to delete payment accounts from the Element system. See Deleting Element Accounts Using the Account Conversion Window on page 80 for more information

39 Stored Payment Accounts Select Account Type The first step in using the conversion tool is selecting what type of account you want to convert. This tool converts both customer and contact payment accounts, as well as open transactions, and you choose which to convert by activating the appropriate check boxes. Note: These settings are not mutually exclusive; you can activate them all to convert both customer and contact payment accounts as well as payments in open transactions at the same time. Upon selecting an account type to convert, the system does a scan of your database and provides a count of the number of records it finds that can be converted

40 Stored Payment Accounts Set Removal Criteria The account conversion tool can do two things when it encounters a record: it can delete it or it can convert it to an Element account. By default, the tool converts any records it encounters to an Element account. However, you can set the criteria to delete certain accounts. Option: Remove All Payment Accounts Result: The system deletes all credit card accounts that it encounters, converting none of them

41 Stored Payment Accounts Option: Convert All Valid Payment Accounts Remove Expired and Convert Valid Payment Accounts Pending Expiration Result: The system converts all payment accounts with good credit card numbers and expiration dates. Those that don't meet this criteria are not converted, but left in the database. The system deletes all credit card records in which the credit card expiration date is older than the current date. All other accounts are converted to Element stored payment accounts. This setting is identical to the one described under the Expired Credit Card Report found in Reviewing Existing Records on page 17. Begin Conversion When you've established the criteria, begin the conversion by saving the window. Important! Because this conversion can affect open records (such as those involving open transactions and customer/contact payment accounts), you should run this conversion when the system is not in use, ideally when no one else is logged in. Element does not process any initial authorizations on a payment account as part of this conversion process. Instead, it processes the payment as a final authorization when the transaction is complete. Therefore, before you convert the payment account, you must remove any existing authorizations on open transactions that were made using your non-element credit card processor. For example, if migrating from Protobase, you would remove initial authorizations in PBAdmin prior to running this conversion. If you don't cancel the initial authorization, it remains on the customer's card and reduces his available credit until it expires on its own. However, note that even if you cancel the initial authorization, whether it is cleared from the card early is up to the processor. View Results As the system works through the records it picked up during the activation scan, it displays the results of its work in a separate tab

42 Stored Payment Accounts Deletions appear in a separate section from converted accounts. Encountering an error in a record does not stop the batch conversion process. Rather, the system halts conversion for that record and skips to the next. At the end, this tab contains a list of all records that failed conversion and a brief description of the problem

43 Stored Payment Accounts Using this list as a guide, correct any problems Prophet 21 encountered and run the conversion process again. Continue this until you've converted all necessary accounts. Note: You can save the conversion results as a report using the RMB menu option Save As. Creating Stored Payment Accounts You can create stored payment accounts for customers, ship tos, and customer contacts. All use the same process; the only difference is the window used to enter the information. Enter customer cards in Customer Maintenance, ship to cards in Ship To Maintenance, and contact cards in Contact Maintenance. Note: Customer, ship to, and contact records in Prophet 21 are not the same as Element accounts, nor are they used by Element. One of the benefits of using Element as your card processor is that sensitive credit card information is not stored on your system. Because of this, when entering customer card information, you must open a conduit to Element. This allows you to submit the information directly to Element and bypass Prophet 21 completely. To open this conduit, set the Payment Type in the Payment Account tab to any credit card. This automatically begins the process

44 Stored Payment Accounts Notes: Payment Account is a tab found in Customer Maintenance, Ship To Maintenance, and Contact Maintenance. The card you enter through this process will be stored with the customer, ship to, or contact displayed in the window during this process. When processing a credit transaction using stored information, the system defaults the credit account by first looking at the contact, then the ship to, then the customer. If there is no stored credit card account for the contact, it checks the ship to. If no account is stored there, it moves to the customer. If creating an account for a contact, the account only applies to the customer / contact combination specified during account creation. Even though there is a customer associated with the account, you cannot use the payment account except in concert with the contact. You can also obtain this popup window through the RMB menu option Add/Edit Payment Account. Prophet 21 provides you with a popup window that asks how you want to enter the credit card information: Field: Current Account Number Description: This is the customer's credit card number. If you have not yet entered the card number as part of this transaction, even if the customer has submitted prior payments with this card, the field will be blank. When you first enter the customer's information, you can see the full account number, however if you recall this window at any later timecreating Stored Payment Accounts on the previous pagethis number is masked except for the last four digits

45 Stored Payment Accounts Field: Account Entry Option Description: This determines what action you are taking with the customer's Element account. Add New - this creates a new account for the customer with Element using the entered card. Unless you've already entered credit card information for this transaction, this is the only option available. Update Existing - this allows you to change credit card information that you've already entered as part of this transaction. For example, if you made a mistake while keying in the card number, or if the card is declined and the customer gives you another. The new information replaces that originally entered. Update Expiration - this allows you to change only the expiration date on the card. Note: When you update an account, the system also updates any related stored accounts and any open transactions using the stored account. This is true for both the Update Existing and Update Expiration options. Payment Accepted Via Card Entry Method This determines how the customer submitted his card information to you: Mail Order - the customer mailed in the information as part of an order form. Point of Sale / Terminal - the customer handed you the card in person at your place of business. Telephone Order - the customer recited the information to you over the phone. This selection has no impact on the procedures of creating an account or processing the card. Any transaction processed using a stored payment account will be processed as a MOTO. When entering a credit card payment, you provide the credit card information directly to Element; it does not enter Prophet 21 at any point in the process. Element, however, provides different entry windows based on the method used to submit this information. Thus this option tells Element which entry window to display. Manual Keyed Entry - seemanual Keyed Entry below Swiped Reader - see page 46 Manual Keyed Entry If you are manually keying in a customer's credit card, Element opens the following window:

46 Stored Payment Accounts Once you enter the customer's credit card number and select the expiration date from the drop down menus, you have the following options: Submit Credit Card Information sends the information to Element. Cancel Transaction shuts down the credit card entry process entirely and returns you to Prophet 21. Upon receiving the information, Element creates a token unique to this card, which it sends back to Prophet 21 to be stored in the customer record. If Verification Fails If card verification fails during manual entry, Element displays an error on the entry window along with the card number and expiration date you entered, allowing you to verify and correct the information if need be. You can then use one of the three options described above to proceed. Swiped Reader If you are swiping a customer's credit card, Element opens the following window: Swipe the customer's card. The information travels to Element's processors, which verify the card. Upon successful verification, it displays the following:

47 Stored Payment Accounts Here you have the following options: Change Card brings you back to the initial swipe screen, where you can use a different card. Submit Credit Card Information sends the information to Element. Cancel Transaction shuts down the credit card entry process entirely and brings you back to Prophet 21. Upon receiving the information, Element creates a token unique to this card, which it sends back to Prophet 21 to be stored in the customer record. You are given the following confirmation screen: If Verification Fails If card verification fails during swiped entry, Element returns you to the initial window and asks you to swipe the card again. It will continue to do so until it successfully validates the card. You can leave this screen at any time, however, by selecting the Cancel option. This returns you to Prophet 21, where you can enter a different card. Selecting a Processor Profile When Element creates a token for a credit card, it folds information from the default processor profile into the credit card token. In addition to the card number, a customer's token also has references to a specific transaction processor profile. Most of the time this happens automatically. When you create a stored payment account for a customer, Prophet 21 compiles a list of all transaction processor profiles that are assigned to the same company ID as the customer. If it finds only one, the system automatically ties the customer's card to that transaction processor profile. Information from that profile is included in the customer's token

48 Stored Payment Accounts If it finds multiple profiles, the system displays a popup listing all of them. You must select the one you want associated with the customer's stored card. For information on how transaction processor profiles interact with stored accounts, see Stored Accounts and Transaction Processor Profiles on page 38. Sweeping Records Even though the process of entering a customer's card information happens outside of Prophet 21, if you perform a sweep on this window prior to saving the changes, this action also clears the customer's payment account that is created in Element. This prevents having accounts in Element that do not correspond to records in Prophet 21. Deleting Stored Payment Accounts Deleting a stored account is a matter of checking the appropriate check box and saving the record

49 Stored Payment Accounts Notes: Deleting a stored account is a hard delete; you will not be able to retrieve the record later. This process removes the customer's information from Element's system as well

50 Note on Imports Note on Imports Once you've enabled Element, Prophet 21 no longer stores any credit card data in its database. You'll find any credit card number field in the system displays only the last four digits of the number instead. This becomes important when dealing with certain imports that allowed you to import credit card numbers when used with other processors. When used with Element, you must instead provide the token used for the transaction. This will either be the customer's stored token, or one created for the transaction (see Stored Payment Accounts on page 38). Please refer to the Prophet 21 help files for import layouts

51 Quick Steps Quick Steps What follows are stripped down, step by step instructions to perform the tasks described earlier in this chapter. Where the procedures above explained the process and provided illustrations and field definitions, these instructions contain bare-bones information, making them better suited for those already familiar with the process and in need of a quick refresher. Adjust System Settings This process sets Prophet 21 to use Element as its credit card processing package. Start In: Setup > System Setup > System > System Settings > System Setup > Electronic Payments Enable the Use Electronic Payment Process check box Set the Integration Provider drop down to Element Express Save Stored Accounts These processes deal with payment accounts that reside on Element's system, allowing customers to use their credit cards without needing to present them. Creating an Account Start In: There are three possible starting places, depending on if you are creating an account for a customer, a ship to, or a customer contact For a customer: Accounting > Accounting > Accounts Receivable > Maintenance > Customer Maintenance > Payment Accounts tab For a ship to: Accounting > Accounting > Accounts Receivable > Maintenance > Ship To Maintenance > Payment Accounts tab For a contact: CRM > Contact Management > Maintenance > Contact Maintenance > Payment Accounts tab Set the Payment Type drop down menu to a credit card In the popup, select how you'll enter the card (Key/Swipe) Enter the card information Click Submit Credit Card Information Editing an Account Start In: Same as those listed for Creating an Account above

52 Quick Steps Important! You cannot edit a stored payment account; you must delete the payment account and then reenter the account with the new information. Enable the Delete check box and save Open the RMB menu Select Add/Edit Payment Account Follow the process described in Creating the Account above Or Start In: Orders > Order Processing > Transaction > Orders > Remittances tab Open the RMB menu Select Add/Edit Payment Account Follow the process described in Creating the Account above Converting an Account Start In: Accounting > Accounts Receivable > System > Payment Account Conversion Select the kinds of accounts you want to convert Choose the kind of action you want to perform (delete, convert, delete and convert) Set a look forward period; the system deletes cards that expire in this many months Save Review the results shown in tabs that appear during the process, fix any errors noted there, and repeat Important! Run the conversion process once only for each kind of account. Performing multiple conversions for the same account type may result in extraneous accounts on Element s system

53 Quick Steps 3 Transactions This chapter examines the various transactions you can perform with credit cards, how Element handles them, and how to perform them

54 Receive Payment Receive Payment Accept credit card payments the same way you receive payments via cash or check. This means you can enter a credit card payment in the Remittance tab of windows like Order Entry, as well as the Cash Receipt windows. The process of receiving a payment via credit card is also similar to how you would receive payment through other means, such as cash or check. Set the payment type to credit card and complete the payment process in Prophet 21 as normal. The system will submit the customer's token to Element along with the charge amount for stored cards, or will submit a token created for this transaction if the card is entered on the order when you save the transaction; Element returns a confirmation message upon successful completion of the charge. Because a customer's card information does not reside in Prophet 21 when using Element, it protects card information fields. This information is all transmitted with coded tokens for customers with a stored payment account, or given directly to Element as part of the transaction payment account creation process. Important! Element's security protocols will automatically decline a charge if it is the same amount as a prior charge within a 24 hour period. Thus, if you charge the card $100.00, and there is already a charge for $ (but not $100.01) within the past day, the card will be declined. This prevents accidental double charges. If the charge is not in error, you can push the transaction through with the procedure described indeclined Cards on page

55 Accepting a Credit Card Payment The procedure described below walks you through the process of accepting a credit card payment using Element. It applies to both customers with stored payment accounts, and those without. Note, however, that for those customers without a stored payment account, you must create a transaction payment account in order to process the payment. This requires extra steps, which are labeled as transaction only. If you are processing a payment for a customer with a stored payment account, skip these steps. Important! To process a retail/swipe transaction, your transaction must fit specific criteria and you must follow a specific process that differs from this workflow. If you process retail credit card transactions, Epicor recommends that you enable the Prompt for Card Information at Save option. For more information on the Prompt for Card Information at Save setting, see User Settings on page 23. For more information on retail/swipe transactions, see Retail/Swiped Transactions on page Set Payment Type to Credit Card - Regardless of what sort of transaction you are performing, you must specify the appropriate credit card payment type (i.e. one that you have set to credit card in Payment Type Maintenance). Specify the credit card payment type on the Remittance tab for all transactions, except cash receipts. (The Payment Type field is available on the main screen in Cash Receipts; therefore a Remittance tab is not needed in the Cash Receipts window). If the contact, ship to, or customer has a stored card, Prophet 21 attaches the appropriate token to the transaction when you set the Payment Type. Additionally, the system displays the last four digits and the expiration date of the stored card so that you can verify with the customer that this is the correct card. When using a stored card, skip step #

56 2. Create Transaction Account Transaction Only - If the customer does not have a stored payment account, you must create a transaction account with Element in order to process his credit card payment, even if the customer has submitted payments to you with the same card in the past. What happens in this step depends on the setting of the Prompt for Card Information at Save option in your user profile. If this setting is not active, the system prompts you for card information once you indicate this is a credit card payment and Prophet 21 verifies the customer or contact does not have a stored payment account. You have the option of entering the card information now (either through swipe reader or manual key), or canceling out of the window and completing the transaction in Prophet 21first. In this case, the system will again ask for the card information when you save the transaction. This occurs after step 3 in this workflow. If the setting is active, you are only prompted for the card information at the end of the transaction, when you save it. This occurs after step 3 in this workflow. See Creating a Transaction Payment Account on page 59 for more information on the popup window that appears in this step. 3. Complete Transaction in Prophet 21 - Whether you use a stored card, enter the customer's card information immediately, or cancel out of the initial popup, you must complete the transaction as normal in Prophet 21, performing steps such as entering a payment amount and perhaps applying the payment to specific invoices, depending on where in the system you are receiving the payment. Once the transaction is saved, Prophet 21 automatically contacts Element in order to process the card for the amount indicated. Note: If at any point during this process the transaction fails in Prophet 21 and cannot be saved or completed, all charges are automatically reversed and canceled in Element. Accepting Debit Card Payments Accepting a payment via debit card is nearly identical to processing a credit card. Use the procedure described in the prior section with the following changes: You must specify a payment type of Debit Card instead of Credit Card. This selection is made by the customer on the PIN-pad. Note: Customers can also choose to initiate a credit card payment from the PIN-pad. Debit card payments require the debit PIN. Customers enter this on the PIN-pad as well. You cannot process the debit payment until the customer provides this information. Sensitive debit card information cannot be saved, and a transaction payment account is not required for debit card payments. Because the whole transaction is started and completed during the one interactive session with Element, there s no need to have an Element payment account

57 Note: The only way to enter debit card information on an order is to swipe the card and handkey the PIN. Credit cards, on the other hand, can either be swiped or manually keyed in (number and expiration date) by the order taker. If you key in the information, the system asks for the ZIP code of the cardholder. Keep this in mind, as some cards can serve as both credit cards and debit cards. Things to be Aware Of When a customer remits payment with a credit card, the system does not apply it to the order until it generates an invoice. Debit card payments, however,are treated like cash, and are applied at the time they are taken on the order. If the order isn t immediately invoiced, debit card payments apply against the order as a down-payment. The only difference between debit card and cash payments are the GL postings; debit card postings behave identically to credit card postings. Because both the order taker and the customer make payment type selections when a PIN-pad is involved, it is possible that they enter different payment types. The results depend on who selected what payment type. o o Taker selects credit card. Customer selects debit card. The system treats the payment as a credit card, using the cardholder information captured when the customer swiped his card. The payment amount is not charged to the order until invoicing (unless you indicate a downpayment override amount); at this time the system posts the payment against the G/L account associated with credit card payments. Note that if the card is a debit only card, the transaction will fail. Taker selects debit card. Customer selects credit card. The system treats the payment as a credit card, though the system posts payments for this transaction against the G/L account associated with the debit card payment type. However, if the card is a debit only card, the transaction will fail. If the order taker selects a payment type of credit card and attempts to create a PASS account when the customer selects a payment type of debit card instead, the system will create a PASS account for the card as if it were a credit card, assuming the card can be used as such. In that case, the payment will be processed as a credit card. Debit card pin pads will not work on a Windows XP machine using a terminal server. They do work with Windows XP in a non-terminal server environment, as well as Windows 7 on a terminal server. Important! If you switch processors, regardless of whether one of the processors is Element, your debit pin pads must either be re-encrypted by Element, or replaced. In either case, you must obtain the debit key necessary for the encryption of the pin pad devices from your new processor. Downpayment Invoices Downpayment invoices are for orders without material allocated to them, such as with backordered items. They are a part of baseline Prophet 21 functionality and are not specific to credit cards. You can,

58 however, use a credit card to create a downpayment invoice. In these cases, the process works just like accepting a remittance on an order. Enter the paymentamount and Element will charge the card. This creates a downpayment invoice in your system that can be applied to shipping invoices later. Note: Downpayment invoices create actual charges on a card, not just an initial authorization. For more information on downpayment invoices, please see the Prophet 21 help files

59 Managing Transaction Payment Accounts Managing Transaction Payment Accounts Transaction accounts are short lived accounts that live only as long as the transaction remains open, and are purged afterward. For customers without a stored payment account, you must create a transaction account in order to use their card in any way. However, the process of creating these accounts is worked into the transaction itself, making the workflow smoother. Creating a Transaction Payment Account When you enter acredit card payment type for a transaction, Prophet 21 checks the customer, ship to, and contact record to see if the customer has a stored payment account linked to that credit card payment type. If he does not, the system opens a conduit to Element so that you can provide credit card information while processing your transaction. This conduit appears as a popup window that asks how you want to enter the credit card information. This popup appears at two points in the transaction process: Upon first indicating the payment method is a credit card Upon saving the transaction If you choose not to create the account the first time, the system requires it the second. Notes: If your user profile has the Prompt for Card Information at Save active, this popup will only appear at the end of the transaction. See User Settings on page 23 for more information. If you only process MOTO transactions, you may prefer to enter the credit card information from the first popup (the one that appears as soon as you set the payment type to credit card, most often in the Remittance tab). Be aware, however, that retail transactions with swipe data cannot be processed from this first popup. See Retail/Swiped Transactions on page 64 for more details. If you perform a mix of retail/swipe and MOTO transactions, Epicor recommends that you enable the user setting Prompt for Card Information at Save. This will allow you to properly receive swipe rates from your transaction processor, if the transaction meets the other retail transaction requirements, since you are taking that credit card at final sale. Regardless of when in the transaction you use the payment account process, the account creation procedure is the same. It begins when Prophet 21 provides you with a popup window that asks how you want to enter the credit card information:

60 Managing Transaction Payment Accounts Field: Branch ID Current Account Number Account Entry Option Description: Element sends all credit card information directly to your third party processor, as set up in Transaction Processor Maintenance (see page 26. Because different processors can be assigned to different branches, if you use branch accounting, you must specify your branch before selecting acredit card payment type. This field only appears in the popup when opened from Cash Receipts. This is the customer's credit card number. If you have not yet entered the card number as part of this transaction, even if the customer has submitted prior payments with this card, the field will be blank. When you first enter the customer's information, you can see the full account number, however if you recall this window at any later time during the transaction (see Creating a Transaction Payment Account on page 59) this number is masked except for the last four digits. This determines what action you are taking with the customer's Element account. Add New - this creates a new account for the customer with Element using the entered card. Unless you've already entered credit card information for this transaction, this is the only option available. Update Existing - this allows you to change credit card information that you've already entered as part of this transaction. For example, if you made a mistake while keying in the card number, or if the card is declined and the customer gives you another. The new information replaces that originally entered

61 Managing Transaction Payment Accounts Field: Payment Accepted Via Description: This determines how the customer submitted his card information to you: Mail Order - the customer mailed in the information as part of an order form. Telephone Order - the customer recited the information to you over the phone. Point of Sale / Terminal - the customer handed you the card in person at your place of business. These transactions are known as Retail or Swipe transactions. This field defaults to the last value selected. Important! Which type of transaction you select determines the fee charged for the credit card transaction; please ensure that you use the correct type. For example, if you select Point of Sale / Terminal, and then key in a credit card rather than swipe it, but don t invoice the order and enter the CVV code, you will pay higher fees. Review your agreements with your processors and then teach the most efficient processes to any staff that accepts remittances. Retail/Swipe transactions have their own criteria and processes that must be followed. See Retail/Swiped Transactions on page 64 for more information. Card Entry Method When entering a credit card payment, you provide the credit card information directly to Element; it does not enter Prophet 21 at any point in the process. Element, however, provides different entry windows based on the method used to submit this information. Thus this option tells Element which entry window to display. Manual Keyed Entry - This is the option you must use when you do not have physical access to the card. Entering the card information by manual key is described in Manually Entering Card Information on the next page Swiped Reader - This is the method you can use if you have physical possession of the card, and typically provides you better rates. Retail/Swipe transactions have their own criteria and processes that must be followed. See Retail/Swiped Transactions on page 64 for more information. This field defaults to the last value selected

62 Managing Transaction Payment Accounts Manually Entering Card Information If you are manually keying in a customer's credit card, Element opens the following window:

63 Managing Transaction Payment Accounts

64 Managing Transaction Payment Accounts Once you enter the customer's credit card number and select the expiration date from the drop down menus, you have the following options: Cancel Transaction shuts down the credit card payment entirely, and brings you to a confirmation screen instead. Canceling the card entry returns you to Prophet 21 where you can enter payment via a different method. Process Transaction sends the information to Element. If you've completed the transaction in Prophet 21, this also charges the card. Otherwise, you are returned to Prophet 21 to finish the necessary work there; the customer's card will be charged when you save the transaction. Once Element charges the customer's card, regardless of when in the process it occurs, it shows you the following confirmation screen: If Verification Fails If card verification fails during manual entry, Element displays an error on the popup window along with the card number and expiration date you entered, allowing you to verify and correct the information if need be. You can then use one of the three options described above to proceed. Retail/Swiped Transactions Retail/Swiped transactions are the only ones which do not require the creation of an Element payment account of any kind. Because of this, these transactions have their own procedure for processing credit card payments. You must follow this procedure in order to receive the lower swipe rates. Do Not Enter Card Information Until Transaction is Complete For a transaction to count as swiped, you process the transaction as a final sale. This means that if the system prompts you with a card entry popup window after defining the payment type as acredit card, as described in Receive Payment on page 54Prompt for Card Information at Save setting is not activated in your user profile, see User Settings on page 23), you must cancel out of it. Do not enter card information in the initial popup, should it appear

65 Managing Transaction Payment Accounts Make the Proper Payment Selections A retail transaction must use the following settings: Card Entry Method = Swiped Reader Payment Accepted Via = Point of Sale/Terminal You must invoice the entire order When you save the transaction the system provides the payment account popup. This time, you can use it, and a swipe will count as a swipe. Otherwise, the payment transmits as a manually-entered one and you will be charged the rate given to transactions that claim to be swiped or card present but aren t instead of the swiped rate. Important! To get the lower processing rates for swiping in Order Entry: 1) The card cannot be a stored card 2) All material must be allocated; cancel any backorders and add them to a new order 3) The order must be invoiced from Order Entry 4) If you get the credit card pop up on the Remittance tab, do not enter any information or swipe the card; click Cancel 5) After you save the order, the credit card account prompt appears; fill in the information (making sure the Payment Accepted Via field is set to Point of Sale/Terminal) and swipe the card Swipe the Card If you are swiping a customer's credit card, Element opens the following window: Swipe the customer's card. The information travels to Element's processors, which verify the card. Upon successful verification, it displays the following:

66 Managing Transaction Payment Accounts Here you have the following options: Change Card brings you back to the initial swipe screen, where you can use a different card for the same transaction. Cancel Transaction shuts down the credit card payment entirely, and brings you to a confirmation screen instead. Canceling the card entry returns you to Prophet 21 where you can enter payment via a different method. Submit Credit Card Information sends the information to Element. If you've completed the transaction in Prophet 21, this also charges the card. Otherwise, you are returned to Prophet 21 to finish the necessary work there; the customer's card will be charged when you save the transaction. Once Element charges the customer's card, regardless of when in the process it occurs, it shows you the following confirmation screen: If Verification Fails If card verification fails during swiped entry, Element returns you to the initial window and asks you to swipe the card again. It will continue to do so until it successfully validates the card. You can leave this screen at any time, however, by selecting the Cancel Transaction option. This returns you to Prophet 21, where you can enter payment using a different method (manual entry, swipe a different card, or non-credit card payment)

67 Managing Transaction Payment Accounts Editing a Transaction Payment Account At any time after you've entered card information prior to saving the transaction you can edit what you've entered. Do this with the RMB menu option Add/Edit Payment Account. This brings up the popup described in Creating a Transaction Payment Account on page 59. Multiple Shipments on One Order The workflow above notes that if a customer does not have an on-file Element account, you must create a new transaction account every time he wants to pay for something with a credit card, and this involves giving you his credit card information every time. There is one special case, however: orders with multiple shipments, and thus multiple charges. If a customer pays by credit card for an order that ships in multiple shipments, each one generating its own charge, you do not need to create a new transaction account for each shipment. This is because each shipment is part of the same transaction, not a transaction unto itself, and transaction accounts last as long as the transaction does. Once this order is complete, the transaction account closes and the customer will need to submit his card again for future orders, but as long as the shipments are all part of the same order, the same transaction account will cover them all. You can thus charge each of the individual shipments while only taking the customer's card once. Note: If the order is completed or canceled, then reopened for additional items, the credit card will have to be reentered, as the account is removed from Element when the original transaction is completed

68 Declined Cards Declined Cards If you enter the credit card correctly but the transaction cannot be successfully processed (because of an exceeded balance, for example), the system displays first an error message and then the following popup: Option: Edit/Add New Credit Card Information Manual Authorization Process to A/R Result: Returns you to the customer account setup popup, allowing you the opportunity to enter a different card on the order. Provides you with an information window containing what you need to contact Element directly and request authorization of the card over the phone. At the conclusion of this authorization, you are given a confirmation number to enter into Prophet 21. See Manual Authorization below for more information.manual Authorization on the next page This cancels the remittance and sends the entire charge to Accounts Receivable where it will be placed on an invoice that the customer will pay later. Note: This option is not available in the Cash Receipts windows, as you are already in Accounts Receivable. You can suppress this option with the Enable Process to AR Option for Failed Credit Cards setting in User Maintenance described in User Settings on page

69 Declined Cards Manual Authorization If you select the Manual Authorization option when a card is declined, the system gives you the following popup:

70 Declined Cards This provides the contact information, and all other necessary data required to call your credit card processor and obtain a manual authorization. Clicking OK returns you to Prophet 21, except now the system has unlocked the voice authorization fields. As part of the manual authorization process, Element will provide you with an authorization number to enter here. When you save the transaction, the system prompts you with a card entry window just as if you were creating a transaction account (see Transaction Payment Accounts on page 12 for more information). This is true even if the customer has an on-file payment account, because Element requires the customer's presence, be it in person or on the phone, for manual authorizations. Thus the customer must be available to provide his card information

71 Process Credit Card Returns/Credits Process Credit Card Returns/Credits Issuing a credit to a customer's card is virtually identical to receiving payments, and can be done in the Cash Receipts or RMA windows. Cash Receipts To issue a credit to a customer's credit card in cash receipts, follow the same procedure as you would to receive a payment. However, enter a negative amount as the remittance. Element will create a credit on the customer's credit card for that amount. RMAs You can issue credits on an RMA at two different points in the process: upon first entering the RMA, or after receiving the material back from your customer. RMA Entry Issuing a credit in RMA Entry is just like taking a payment on an order at the time the order is placed. RMA Entry has a Remittances tab that looks and functions exactly as those in Order Entry do. Enter the credit exactly as you would a normal customer charge. Values entered in the RMA Remittance tab are automatically treated as customer credits; you do not need to enter them as negative values. RMA Receipts If you instead choose to wait for the material from your customer before issuing a credit, simply leave the Remittance tab blank when entering the return. When the material does arrive, you use RMA Receipts to process the return. This window also has a Remittances tab, and you use it exactly as you do elsewhere in the system. Important! Prophet 21 only sends a credit request to Element for material that is confirmed received. If you do not confirm a receipt, the system will not ask for a credit

72 Quick Steps Quick Steps What follows are stripped down, step by step instructions to perform the tasks described earlier in this chapter. Where the procedures above explained the process and provided illustrations and field definitions, these instructions contain bare-bones information, making them better suited for those already familiar with the process and in need of a quick refresher. Transaction Accounts These tasks are only necessary if your customer has not created an on file Element payment account with you. Creating Transaction Accounts Start In: Any Remittances tab, or in the Cash Receipts window Set the Payment Type to any credit card In the popup, select how you'll enter the card (Key/Swipe) Enter the card information Click Submit Credit Card Information Note: You can also close out of the popup when it first appears and complete this process when you save the transaction. Getting Retail Rates for Swipe Transactions Start In: Any Remittances tab, or in the Cash Receipts window Set the Payment Type to any credit card Cancel the credit card account setup popup without swiping card Note: You can set users to automatically skip this popup in User Maintenance. See User Settings on page 23 for more information. In Order Entry, all material must be allocated (cancel backordered items) The order must be completely invoiced when you save the transaction Save the transaction In the credit card account setup popup, select Point of Sale / Terminal, and Swiped Reader Swipe the card, or manually enter it, including the CVV value

73 Quick Steps Editing the Account Start In: Any Remittances tab, or in the Cash Receipts window, after you've created a transaction account Open the RMB menu Select Add/Edit Payment Account Follow the process described in Creating the Account above Receive Payment The process of receiving payment for a customer with an on file payment account is the same as receiving payment via cash or check, and so is not detailed here. For customers without an on file payment account, use the procedures found in the Transaction Account section above. Other procedures appear below. Declined Card: Enter New Card Start In: Any Remittances tab, or in the Cash Receipts window, after you've submitted a credit card payment that's been declined From the popup window, select Edit/Add New Credit Card Information Complete the Creating the Account process described under Transaction Accounts above Declined Card: Manually Authorize Card Start In: Any Remittances tab, or in the Cash Receipts window, after you've submitted a credit card payment that's been declined From the popup window, select Manual Authorization Call the card processor using the number that appears on the popup When the processor provides you with an authorization number, click OK Enter the authorization number in Prophet 21 Save Declined Card: Invoice Later Start In: Any Remittances tab, after you've submitted a credit card payment that's been declined From the popup window, select Process to A/R This does not pay the charge, but puts it off for invoicing later

74 Quick Steps Note: This option is not available in the Cash Receipts windows, as you are already in Accounts Receivable

75 Quick Steps 4 Maintenance This chapter details the processes that keep your system in optimal condition and your data up to date

76 Stored Account Synchronization Stored Account Synchronization Navigation Path: Setup > System Administration > Maintenance > Element Payment Account Reconciliation Since Element issues charges based on the number of payment accounts it stores, the best way to keep your operating costs down is to ensure that every account you store with Element is one that exists on your system as well. Data errors can leave deletions half-complete, purging them from Prophet 21, but not passing that deletion through to Element, and interruptions in a customer's Internet connection while shopping in your online store can leave credit card accounts orphaned. These lingering accounts won't be used, since they don't exist on your system, but still generate maintenance charges because Element is still storing them. You can view accounts that exist on the Element side, but do not appear in your system with the Element Payment Account Reconciliation window. Note: Compare the Cash Drawer Report to your Element reports on a daily basis. Before You Begin The opening tab of this window list several steps you should perform before running this process. It is important that you do all of them. Important! Accounts deleted through this window are permanently and irretrievably wiped from Element's records; there is no undo function for this deletion. 1. Disconnect all users from the system. You should not have anyone actively using your system at the time you run this query. Resource issues aside, if anyone begins a credit card transaction while this process is running, it could produce misleading results on the purge list, and deleting accounts in process could disrupt the customer payment process. 2. Shut down all B2B services. Just as active users can enter payments in the middle of this process that could be fouled by an account purge in mid-process, customer-submitted payments through B2B can likewise fall prey to a scan while still in process. 3. Shut down Scheduled Import Service Manager. Imported payments can run into the same problems if a deletion scan is run while payment records are in the middle of importing. This can lead to false positives that are deleted, which in turn means that the payment will be rejected. 4. Complete all outstanding imports. Finally, imported payments are vulnerable to the same difficulties described above. Complete all imports that are in process and hold off importing any further records until after you complete the purge

77 Stored Account Synchronization Deleting Element Accounts Once you've run through the Before You Begin checklist, your system is safe to scan for and purge unneeded stored payment accounts with Element. Scan for Accounts The first step is to scan for accounts that Element houses but that aren't in use. Note: Unless you are logged in as an administrator and you bypass the Application Role Security, you can run this process, but only for information; you will not have the option to delete anything. Review Results Results appear in the Reconciliation Summary tab. Account ID Acceptor ID Field: Description: This identifies your account with Element. If you have multiple Element accounts, they all appear here. Your merchant ID with Element

78 Stored Account Synchronization Field: Total Payment Accounts on Element Payment Accounts to Delete from Element Delete / Remove Invalid Element Accounts Description: This number includes all payment accounts stored with Element under this account ID, including those mirrored in your Prophet 21 system, those present but no longer in use, and those orphaned. This is the number of payment accounts stored on Element that have already been processed to completion or you do not have in your system. These are the accounts you want to delete because they generate maintenance fees from Element, but will never be processed since they are associated with completed transactions, or do not exist on the Prophet 21 side. If the Delete check box is enabled for a row when you click the Remove Invalid Element Accounts button, you will purge those accounts from Element that do not have any meaning to your Prophet 21 system for that row. If you're not concerned with reviewing each account selected for deletion individually, you can perform the purge right from this tab. Select the rows you want to delete (they're all selected by default), and click the Remove Invalid Element Accounts button. The system will remove all the accounts in a given row that are not in use by Prophet 21. You only need to proceed to the next step if you want to review the accounts flagged for deletion on an individual basis. Important! The deletion process occurs in two steps. When you submit a deletion request to Element, it is a soft delete, flagging the selected accounts for deletion later. Every few hours, Element performs a hard delete, purging all flagged accounts from their system. Because of this, if you perform a deletion and then run the scan again before Element's hard delete, the results may include accounts already flagged for deletion. For example, if you have 110 accounts stored with Element, and you delete 100 of them, a scan run before Element's hard delete process will return 110 accounts, 100 of which are flagged for deletion. These accounts will be deleted, as per your prior request, but it is not immediate. For this reason, Epicor recommends you only run this process once per day. Review Individual Accounts This step is only necessary if you want to go through the list of accounts the system has selected for deletion and review each of them individually. Do this on the PASS Only in Element tab. The Account ID an Acceptor ID fields are the same as they were in the Reconciliation Summary tab. The other fields are described below

79 Stored Account Synchronization Field: Payment Account ID Payment Account Status Element Reference ID Description: This is the token Element creates for the stored payment account. There are two possible values for this field: Missing - the account is stored with Element, but is not present in your Prophet 21 system. On Completed Transaction - the account is stored with Element, but is only present on completed transactions; it's not being used anymore. The exact value in this field varies depending on what information you provided to Element when you created the account. This could be a customer ID, an order number, or some other piece of tracking data. If you selected the Delete check box for any row in the Reconciliation Summary tab, all the accounts in that row are marked for deletion in this tab. You can tailor that on an account-by-account basis on this tab by toggling the Delete check boxes here. To delete any accounts, however, you must return to the Reconciliation Summary tab to click the Remove Invalid Element Accounts button. Note also that you can use the RMB menu to select and de-select all accounts in this tab, as well as by account status. Notes: You can use the RMB menu Services > Save As in this tab in order to export the scan results to a spreadsheet if you want a record prior to deletion. Prophet 21 creates log for these deletions in the local %temp% directory. If at any point during the process there is a communication error with Element, you receive the following message:

80 Stored Account Synchronization Deleting Element Accounts Using the Account Conversion Window Navigation Path: Accounting > Accounts Receivable > System > Payment Account Conversion After you run an initial conversion through this window as part of setting up your system (see Converting Payment Accounts on page 38), you can use this window to perform additional scans. This will remove expired cards from Element, and require that you obtain a new card from your customer. Note: If an expired card exists on an open transaction, it will not be removed from Element

81 Stored Account Synchronization 5 Reference This chapter collects information that is important to using Element, but is not directly tied to any particular transaction procedure

82 AVS Codes AVS Codes The Address Verification Service code (AVS) is an anti-fraud measure that seeks to match the billing address listed on file with the one the customer provides as a measure toward determining if the person offering the card is the legitimate card owner. The results of this match attempt are broken down into a number of categories, each one represented with a single letter code. AVS Code Display When you process a credit card through Element, the response window includes the AVS code. Notes: Prior authorizations and customer returns do not provide AVS codes in their response windows. Depending on the authorization network, swiped card transactions may not return the AVS code in the response window. This is because the AVS code is intended to be used as a fraud prevention measure when the card is not present. Because of this, including address details on a swiped transaction has no impact on the interchange rate. Debit cards never return an AVS code, no matter the way the card information is entered. The process of initially storing of card information in a customer, contact, or ship to record does not provide AVS code in the response window. Credit card payments on imported transactions include the AVS code, if one was returned with the processed payment. Like the response window, the import only includes the one character code, not the definition

83 AVS Codes Alerts Navigation Path: Setup > System Administration > Maintenance > Alert Maintenance Alert Maintenance contains tokens for the AVS code. This means you can create automated alerts whenever a processed payment comes back with or without a particular value. AVS Code Definitions Code: Definition: Description: A Address Street address matches, but 5-digit and 9-digit postal code do not match. For Discover, address and zip code matches B C Incompatible formats (postal code) Incompatible formats (all information) Street addresses match but postal code not verified due to incompatible formats (Acquirer sent both street address and postal code) Street address and postal code not verified due to incompatible formats. (Acquirer sent both street address and postal code D Match Street addresses and postal codes match. Code "M" is equivalent E Edit error AVS data is invalid or AVS is not allowed for this card type F Name error; zip match Card member's name does not match, but billing postal code matches G Non-participant Non-U.S. issuing bank does not support AVS H Name error; address match I Not verified ( international transaction) J K L Match (American Express only) Name match (American Express only) Name and zip match (American Express only) Card member's name does not match. Street address and postal code match Address information not verified for international transaction Card member's name, billing address, and postal code match Card member's name matches but billing address and billing postal code do not match Card member's name and billing postal code match, but billing address does not match M Match Street addresses and postal codes match. Code "D" is equivalent

84 AVS Codes Code: Definition: Description: N No match Address and zip code do not match O P Q Name and address match (American Express only) Postal codes match Match (American Express only) Card member's name and billing address match, but billing postal code does not match Street address not verified due to incompatible formats (Acquirer sent both street address and postal code) Card member's name, billing address, and postal code match. Code "J" is equivalent R Retry System unavailable or timed out S T Service not supported Zip match; no address Issuer does not support AVS and Visa, INAS, or the issuer processing center Nine-digit zip code matches, address does not match U Unavailable Address information not verified for domestic transactions W Whole zip Nine-digit zip code matches, address does not match. For Discover, no data provided X Exact Address and nine-digit zip code match Y Yes Address and five-digit zip code match. For Discover, only address matches Z Zip Five-digit zip code matches, address does not match 0 No service No address verification has been requested (TSYS only)

85 CVV Response Codes Display CVV Response Codes Display The Card Verification Value code (CVV) is an anti-fraud measure that requires information that is printed on the back of the physical card. This verifies the person using the card is the card holder, since he needs physical possession of it to provide the CVV. When returning the results of a final sale or initial authorization, Element provides a CVV response code along in its popup window. Notes: Element displays CVV response codes only when you manually enter the information for a transaction account. Transaction accounts for which the customer swipes his card, or payments that use a stored payment account do not return CVV response codes. The process of initially storing of card information in a customer, contact, or ship to record does not provide CVV codes in the response window. However, Element can collect the CVV from any sort of transaction, including down payments and preauthorizations where stored card information is not used.. This means that you can enter the CVV of a card even for backorders and orders that are placed, but not shipped right away. Having the CVV logged with Element in this situation means that you do not need to ask the customer for it again for the same order, while still allowing the issuing bank to run a verification on it. CVV response codes are not currently available through B2B Seller. Credit card payments on imported transactions include the CVV response code, if one was returned with the processed payment. Like the response window, the import only includes the one character code, not the definition. Alerts Navigation Path: Setup > System Administration > Maintenance > Alert Maintenance Alert Maintenance contains tokens for the CVV response code. This means you can create automated alerts whenever a processed payment comes back with or without a particular value