USER GUIDE. Rev 9/05

Transcription

1 USER GUIDE Rev 9/05

2 Document Change History

3 Contents Contents About This Guide ii Document Change History iii Section : Transaction Central - CHAPTER : Getting Started...-3 CHAPTER 2: Credit Card Transactions...-9 CHAPTER 3: Purchase Order and Purchase Card Transactions...-3 CHAPTER 4: ACH Transactions CHAPTER 5: Business Information CHAPTER 6: Reports...-5 CHAPTER 7: Batch Transactions Section 2: Recurring Transactions 2- CHAPTER : About Recurring Transactions CHAPTER 2: Automated Recurring Transactions CHAPTER 3: Manual Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders CHAPTER 5: General Procedures CHAPTER 6: Reports for Recurring Transactions Section 3: Multi-User Features 3- CHAPTER : About Multi-User Features CHAPTER 2: Managing Multiple Users Appendix: User Level Descriptions A- Index Index- 09/05 i

4 About This Guide Overview This guide describes features and provides instructions for using the following applications: Transaction Central TC-R (Transaction Central Recurring) Transaction Central Multi-User TC-R Multi-User How This Guide is Organized This guide is organized into the following sections Name Section : Transaction Central Section 2: Recurring Transactions Description Describes general features in available in all Transaction Central applications Describes recurring billing features available in TC-R and TC-R Multi-User Section 3: Multi-User Features Describes multi-user features available in Transaction Central Multi-User and TC-R Multi- User Includes instructions on using administrative features Appendix: User Level Descriptions Intended for Administrators Only Describes predefined user access settings available in Transaction Central Multi-User and TC-R Multi-User 09/05 ii

5 Document Change History Date Change First published 05/2005 Multi-User and recurring features added 09/2005 User guide reformatted Added changes to transaction entry form, to include purchase card as a new option in the Type field Included description of multiple credit refund enhancement Added manual settlement (manual batch closing) procedures for credit card payments 09/05 iii

6 09/05 iv

7 Section : Transaction Central Overview This section describes features available in the Transaction Central application. Following is a list of topics discussed in this section: Page CHAPTER : Getting Started...-3 CHAPTER 2: Credit Card Transactions...-9 CHAPTER 3: Purchase Order and Purchase Card Transactions...-3 CHAPTER 4: ACH Transactions CHAPTER 5: Business Information CHAPTER 6: Reports...-5 CHAPTER 7: Batch Transactions /05 -

8 09/05 2

9 CHAPTER : Getting Started SECTION : Transaction Central Introduction This chapter describes how to access and log in Transaction Central. The following topics are included in this section. Page Access and Login...-5 Opening Screen...-6 Recent Updates /05-3

10 SECTION : Transaction Central CHAPTER : Getting Started -4 09/05

11 SECTION : Transaction Central CHAPTER : Getting Started Access and Log In Obtaining Your Merchant ID and Password You will receive your Merchant ID and Password in an when your account is set up. Note: This is a different ID than your Visa/MC MID. Login Screen You can access this Transaction Central Login Screen by going to and clicking on the logo for Transaction Central. This screen will appear and you will be prompted for your ID and password. After entering your ID and password, click the Login button. Retrieving Your Password TC Login Screen You can retrieve a forgotten password by clicking Forgot password and following the instructions. After verifying who you are, the system will the password to you. 09/05-5

12 SECTION : Transaction Central CHAPTER : Getting Started Opening Screen Merchant Home Page This is the opening screen for Transaction Central. Below the Transaction Central banner, you will find your business name, your merchant ID and the name of the screen you are viewing. 2 Merchant Home Page Transaction Central Functions The selection buttons ( and2) give easy access to the various functions of Transaction Central and access to recent updates. The table below lists and describes each function. Function Sale ForceAuth* Blind Credit* Void Credit Edit Info* Description Used to process credit card, purchase card and ACH transactions Used to process forced authorization for credit card payments Used to process blind credits for credit card payments Used to cancel credit card payments that have been authorized but have not been settled Used to process credit refunds for credit card payments for transactions that have been settled Enables merchants to revise their business information such as the name of their business contact person and the business address information (continued on next page) -6 09/05

13 SECTION : Transaction Central CHAPTER : Getting Started Opening Screen (continued) Transaction Central Functions (continued) Function Batch* Upload Batch* Other* Recent Updates Description Used to manually upload batches and manually settle transactions (also known as manually closing a batch) Used to submit batch transactions through the Transaction Central Web application Links to other applications the merchant has subscribed to such as ShopLink Accesses a description of the latest updates made to Transaction Central Note: *The selection button for this feature only displays if the merchant and/or user account is set up to access the feature. 09/05-7

14 SECTION : Transaction Central CHAPTER : Getting Started Recent Updates Reviewing Updates The Recent Updates page includes a summary of recent changes to Transaction Central. Each description mentions the function affected and indicates what was added, revised or removed. Recent Updates Page Navigating Back When finished viewing the list of updates, use the Back button at the top and bottom the page to return to the Merchant Home page /05

15 CHAPTER 2: Credit Card Transactions SECTION : Transaction Central Introduction This chapter includes instructions on how to perform credit card transactions using Transaction Central. The following topics are discussed in this chapter. Page Entering a Credit Card Sale...- Viewing and Printing Receipts...-3 Processing Forced Authorizations...-4 Performing Blind Credits...-6 Voiding Credit Card Sales...-7 Entering Credit Refunds Manually Settling Credit Card Transactions Resubmitting Credit Card Transactions /05-9

16 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions -0 09/05

17 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Entering a Credit Card Sale Overview Credit card sales are entered by clicking the Sale button, then typing information within the Transaction Entry Form. The following image illustrates a credit card transaction entered in the Transaction Entry Form. 2 3 Transaction Entry Form for Credit Card Sales Procedure. Click Sale. The Transaction Entry Form page opens. 2. Begin a credit card transaction by selecting Credit Card from the Transaction Type drop down list. 3. In the fields provided, enter a reference (Check #, Order #, etc.), the account information and the amount of sale. 4. Press Place Secure Transaction, to submit the sale for authorization. (continued on next page) 09/05 -

18 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering a Credit Card Sale (continued) Viewing Payment Authorizations Upon completion of a sale, the following screen displays the transaction information, the Transaction ID and Authorization Code. 2 3 Payment Authorization Page for Credit Card Sales Performing Other Functions Once you have completed a sale, you may press the following options to perform another task: Click a function button to perform another operation. View Receipt to view and print a receipt of the transaction. Submit Another Sale to enter more transactions /05

19 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Viewing and Printing Receipts Overview A receipt for the credit card sale may be viewed and printed. The receipt information can be accessed by clicking the View Receipt button. Receipt Page for Credit Card Sales Procedure. Click the View Receipt button from the Payment Authorization page or Transaction Details page. The Receipt page opens. 2. Print a receipt by right clicking on the page, then selecting Print from the pop-up menu that displays. 09/05-3

20 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Processing Forced Authorizations Overview Authorizations received via telephone, also known as forced authorizations, can be entered in Transaction Central by clicking the ForceAuth button. To record a forced authorization, the merchant must have on hand the authorization code received from the customer s credit card issuer during the verbal authorization. 2 3 ForceAuth Transaction Entry Form Procedure. Click Force Auth. The Transaction Entry Form page opens for forced authorizations. 2. Type a reference number in Your Ref ID field. 3. In the fields provided, enter the credit card number, the card holder s address information and card expiration date. 4. Type the amount in the Amount field. 5. In the Auth Code field, type the authorization code received from the card issuer when verbal authorization was obtained. 6. Click Place Secure Transaction to record the sale. (continued on next page) -4 09/05

21 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Processing Forced Authorizations (continued) Viewing Payment Authorizations After recording the forced authorization in Transaction Central, the following screen displays the transaction information, the Transaction ID and Authorization Code entered in the prior page. 2 3 Payment Authorization Page for Credit Card Sales Performing Other Functions Once you have completed a sale, you may press the following options to perform another task: Click a function button to perform another operation. View Receipt to view and print a receipt of the transaction. Submit Another Sale to enter more transactions. 09/05-5

22 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Performing Blind Credits Overview A blind credit may be performed if a merchant receives a request for a credit refund on a sale that was settled using Transaction Central, but was authorized through another credit processing company. Blind credits are performed by clicking the Blind Credit button, then entering the credit refund information in the Enter Blind Credit form. 2 3 ` Enter Blind Credit Form Procedure. Click Blind Credit. The Enter Blind Credit form opens. 2. Type a reference number in the Your Ref ID field. 3. In the fields provided, enter the credit card number, the card holder s address information and card expiration date. 4. Type the amount of the credit refund in the Credit Amount field. 5. Click Place Secure Transaction to record the credit refund /05

23 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Voiding Credit Card Sales Overview Voids are performed by clicking the Void button, which opens a Transaction Detail Report. When a search is performed, the report automatically displays all transactions in the current month that can be voided. Voids are easily performed by pressing on the Void button in the Action Key column that corresponds to the transaction to be voided. Note: Transactions that are settled or closed cannot be voided and must be credited. 2 Transaction Detail Report for the Void Feature Procedure. Have a record of the transactions to be voided on hand. 2. Click Void. A page opens displaying Search By fields for entering search options. (continued on next page) 09/05-7

24 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Voiding Credit Card Sales (continued) Procedure (continued) Transaction Detail Report for the Void Feature 3. Narrow the transactions to be retrieved by using fields in the Search By table. Search By Field Post Date and Time From and To Display Type Status Description Used to designate the post date range for the transaction to be retrieved Used to designate the transaction to retrieve Sales and credit Credit only Sales only Used to indicate the payment method used for the transaction Credit and debit cards Credit cards Debit cards ACH Used to indicate whether to retrieve items that specific batch status, as follows: In an open batch Closed (continued on next page) -8 09/05

25 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Voiding Credit Card Sales (continued) Procedure (continued) 3. (continued) Transaction Detail Report for the Void Feature Search By Field Card Type UserID Trans # Ref ID Account # Account Name Amount Order By Asc/Desc Description Displays for credit card, purchase card and debit card transactions only, used to indicate the brand of the card used, such as AMEX, Visa or MasterCard, the default setting is ALL Retrieves a transaction by the user ID of person who entered transaction Retrieves the transaction by the transaction ID Retrieves the transaction by the Ref ID assigned by the merchant Retrieves the transaction by the customer s card number Retrieves the transaction by the customer s name Retrieves the transaction by the amount of the sale Sorting option used to display search results by a column heading Sorting option used to display data in ascending or descending order (continued on next page) 09/05-9

26 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Voiding Credit Card Sales (continued) Procedure (continued) 2 3 Transaction Detail Report for the Void Feature 4. Click Apply Filters to initiate a search. A list of transactions that match the results of your search display. 5. Locate the transaction to be voided from the list. 6. View details of the transaction by pressing on the Trans ID for that transaction. 7. Issue a void by pressing on the Void button for that transaction. (continued on next page) /05

27 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Voiding Credit Card Sales (continued) Confirmation for Voided Sales After pressing on the Void button, the following window opens to confirm that the void is complete. Void Confirmation Page 09/05-2

28 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering Credit Refunds Overview Credits are easily performed using the Credit Refund function. When the Credit button is selected, search options display to search for and retrieve the transaction to be refunded. Once a search is initiated, a list displays with all transactions in the current month that match the search criteria and can be credited. Note: Transactions that have not settled can not be credited. They must be voided first. Issuing Multiple Credit Refunds You may process multiple refunds for the same transaction so long as the amount of each refund does not exceed the total amount of the original sale. Once a partial credit refund is performed on a transaction, Transaction Central will track the remaining amount of the sale to ensure that any refunds processed in the future do not exceed the total transaction amount. 2 Transaction Detail Report for the Credit Refund Feature Procedure. Have a record of the transaction to be credited on hand. 2. Click Credit. A page opens displaying Search By fields for entering search options. (continued on next page) /05

29 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Entering Credit Refunds (continued) Procedure (continued) Transaction Detail Report for the Credit Refund Feature 3. Narrow the transactions to be retrieved by using fields in the Search By table. Search By Field Post Date and Time From and To Display Type Status Description Used to designate the post date range for the transaction to be retrieved Used to designate the transaction to retrieve Sales and credit Credit only Sales only Used to indicate the payment method used for the transaction Credit and debit cards Credit cards Debit cards ACH Used to indicate whether to retrieve items that specific batch status, as follows: In an open batch Closed (continued on next page) 09/05-23

30 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering Credit Refunds (continued) Procedure (continued) 3. (continued) Transaction Detail Report for the Credit Refund Feature Search By Field Card Type UserID Trans # Ref ID Account # Account Name Amount Order By Asc/Desc Description Displays for credit card, purchase card and debit card transactions only, used to indicate the brand of the card used, such as AMEX, Visa or MasterCard, the default setting is ALL Retrieves a transaction by the user ID of person who entered transaction Retrieves the transaction by the transaction ID Retrieves the transaction by the Ref ID assigned by the merchant Retrieves the transaction by the customer s card number Retrieves the transaction by the customer s name Retrieves the transaction by the amount of the sale Sorting option used to display search results by a column heading Sorting option used to display data in ascending or descending order (continued on next page) /05

31 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Entering Credit Refunds (continued) Procedure (continued) 2 3 Transaction Detail Report for the Credit Refund Feature 4. Click Apply Filters to initiate a search. A list of transactions that match the results of your search display. 5. Locate the transaction to be refunded from the list. 6. View details of the transaction by pressing on the Trans ID for that transaction. 7. Issue a void by clicking on the Credit button for that transaction. The Generate Transaction Credit page opens. (continued on next page) 09/05-25

32 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering Credit Refunds (continued) Procedure (continued) 2 Generate Transaction Credit Page 8. In the Generate Transaction Credit page, review the transaction information to ensure that the correct transaction was selected. 9. Review the refund amount in the Amount to Credit field. Important: A partial credit may be made by entering a lower amount in the Amount to Credit field. You may process multiple partial credits on the same transaction so long as the refund amount does not exceed the transaction amount. 0. Click Issue Credit to process the credit refund. (continued on next page) /05

33 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Entering Credit Refunds (continued) Confirmations for Credit Refunds This screen appears after clicking the Issue Credit button. This page indicates that the credit was processed. 2 Confirmation Page for Credit Refunds Performing Other Functions Once you have completed a sale, you may press the following options to perform another task: Click a function button to perform another operation. View Receipt to view and print a receipt of the transaction. 09/05-27

34 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Manually Settling Credit Card Transactions Overview Merchants who are set up to manually settle credit card transactions can perform manual settlements of authorized payments and credit refunds using the Batch feature in Transaction Central. Batch Button Used for Manual Settlements Procedure. Click the Batch button. The Open CC Batch page displays. 2. Follow the appropriate procedures for manually processing a batch that corresponds with the batch features you have subscribed to in your merchant account: Manually settling all transactions in an open batch (see Manually Settling All Transactions in a Batch p- 77) Manually settling individual transactions (see Manually Settling Individual Transactions p-79) /05

35 SECTION : Transaction Central CHAPTER 2: Credit Card Transactions Resubmitting Credit Card Transactions Overview Some credit card transactions that were returned from the credit issuer may be corrected and resubmitted for payment. The Resubmit feature in Transaction Central enables you to resubmit transactions returned from the issuer. 2 Return List Report Procedure. Have a record of the transaction to be resubmitted on hand. 2. Access the Return List Report (see Return List Report p-67). 3. Locate the transaction to be resubmitted from the list of transactions from the report. 4. Check the Action column to ensure that the transaction is eligible to be resubmitted. If the transaction is eligible for resubmission the Resubmit button displays. 5. Click the Resubmit button. The Transaction Entry page for resubmitting credit card transactions opens. (continued on next page) 09/05-29

36 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Resubmitting Credit Card Transactions (continued) Procedure (continued) Transaction Entry Form for Resubmitting Credit Card Transactions 6. Type corrected information in the appropriate fields as follows: Required Change Purchase order number Internal reference number for transaction Credit card number CVV2 Customer s name Address information Zip code Card expiration date Amount of taxes charged Field to Update PONumber Your Ref ID Customer s Account Number CVV2 Name on Account Street Address of the Cardholder Zipcode Expires Tax Amount 7. Click Place Secure Transaction when finished /05

37 CHAPTER 3: Purchase Order and Purchase Card Transactions SECTION : Transaction Central Introduction This chapter includes instructions on how to perform transactions in Transaction Central for Merchants set up for level 2 payment processing Merchants who process sales with a purchase order and corporate purchase credit card Merchants who normally process standard credit cards but are processing a sale with a corporate purchase credit card The following topics are discussed in this chapter. Page About Purchase Order and Purchase Card Transactions Entering Purchase Card Sales Viewing and Printing Receipts Other Procedures /05-3

38 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions /05

39 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions About Purchase Order and Purchase Card Transactions What Are Purchase Cards? Purchase cards are company credit cards that are issued to an employee to pay for business purchases and expenses. Purchase orders are typically issued to the customer when a purchase card sale transaction is performed. What is Level 2 Payment Processing? Level 2 payment processing is a merchant account option geared towards merchants who issue purchase orders and have a majority of their clients pay with a corporate purchase credit card. However, any merchant may process a purchase card transaction using the Sale button in Transaction Central. Required Information The following information must be entered when performing purchase card transactions: Name on account Account number Purchase order (PO) number Tax amount Tax type Note: Additional information may be required, such as address information and CVV2, depending upon your current business practices. 09/05-33

40 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering Purchase Card Sales Overview Sales for Corporate Purchase Cards are entered by clicking the Sale button, then typing information within the Transaction Entry Form. The following image illustrates the fields that display when entering a purchase card transaction in the Transaction Entry Form. 2 3 Procedure. Click Sale. The Transaction Entry Form page opens. 2. Select Purchase Card from the Transaction Type drop down list. 3. In the fields provided, enter a purchase order number, a reference (Check #, Order #, etc.), the account information and the amount of sale. 4. In the Tax Type field, indicate that the sale is Taxable, Tax-Exempt or Non-Taxable. 5. If the sale is taxable, enter a dollar amount in the Tax Amount field. 6. Press Place Secure Transaction, to submit the sale for authorization. (continued on next page) /05

41 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Entering Purchase Card Sales (continued) Viewing Payment Authorizations Upon completion of a sale, the following screen displays the transaction information, the Transaction ID and Authorization Code. 2 3 Payment Authorization Page for Purchase Card Sales Performing Other Functions Once you have completed a sale, you may press the following options to perform another task: Click a function button to perform another operation. View Receipt to view and print a receipt of the transaction. Submit Another Sale to enter more transactions. 09/05-35

42 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Viewing and Printing Receipts Overview A receipt for the purchase card sale may be viewed and printed. The receipt information can be accessed by clicking the View Receipt button. Receipt Page for Purchase Card Sales Procedure. Click the View Receipt button from the Payment Authorization page or Transaction Details page. The Receipt page opens. 2. Print a receipt by right clicking on the page, then selecting Print from the pop-up menu that displays /05

43 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions Other Procedures Overview Other procedures for managing purchase card sales are the same as those performed on standard credit card sales. References to Other Procedures Refer to the procedures below to view instructions on how to perform other tasks for managing purchase card sales. Forced authorizations (see Processing Forced Authorizations p-4) Blind credits (see Performing Blind Credits p-6) Void sales (see Voiding Credit Card Sales p-7) Credit refunds (see Entering Credit Refunds p-22) Resubmit transactions (see Resubmitting Credit Card Transactions p-29) Some of the above procedures can only be performed if the feature is available for you to access in Transaction Central. If the feature is available, a selection button for the feature will display at the top of any Transaction Central page. When clicked, the button will enable you to access the Web page used to perform the task. Selection Buttons 09/05-37

44 SECTION : Transaction Central CHAPTER 3: Purchase Order and Purchase Card Transactions /05

45 CHAPTER 4: ACH Transactions SECTION : Transaction Central Introduction This chapter includes instructions on how to perform ACH transactions in Transaction Central. The following topics are discussed in this chapter. Page Entering ACH Sales Viewing and Printing Receipts Resubmitting ACH Transactions /05-39

46 SECTION : Transaction Central CHAPTER 4: ACH Transactions Entering ACH Sales Overview ACH sales are entered by clicking on the Sale button to access the Transaction Entry Form, then selecting the appropriate ACH transaction from the Transaction Type list. ACH sales may be performed using either a checking or a savings account. The following image illustrates a transaction for an ACH checking account. 2 Transaction Entry Form for ACH Sales Procedure. Click Sale. The Transaction Entry Form page opens. 2. Begin an ACH transaction, by selecting ACH-Checking Account or ACH-Savings Account from the Transaction Type drop down list. Note: The fields will automatically change to enter checking or savings account information when either transaction is selected in the transaction type drop down list /05

47 SECTION : Transaction Central CHAPTER 4: ACH Transactions Entering ACH Sales (continued) Procedure (continued) 2 Transaction Entry Form for ACH Sales 3. Type a reference ID in the Your Ref ID field. 4. In the fields provided, type information regarding the checking or savings account: Bank routing number Account number for checking or savings Name on the account 5. In the Desc Date type the process date, then type the amount in the Amount field. 6. Press Place Secure Transaction to process the sale. (continued on next page) 09/05-4

48 SECTION : Transaction Central CHAPTER 4: ACH Transactions Entering ACH Sales (continued) Reviewing ACH Authorizations When the sale is completed, a confirmation screen displays containing a Transaction ID and a Reference Number. 2 3 Process Results Page Performing Other Functions Once you have completed a sale, you may press the following options to perform another task: Click a function button to perform another operation. View Receipt to view and print a receipt of the transaction. Submit Another Sale to enter more transactions /05

49 SECTION : Transaction Central CHAPTER 4: ACH Transactions Viewing and Printing Receipts Overview A receipt for an ACH sale may be viewed and printed. The receipt information can be accessed by clicking the View Receipt button from the ACH Authorization or the Transaction Details page. Receipt Page for ACH Sales Procedure. Click the View Receipt button from the ACH Authorization page or Transaction Details page. The Receipt page opens. 2. Print a receipt by right clicking on the page, then selecting Print from the pop-up menu that displays. 09/05-43

50 SECTION : Transaction Central CHAPTER 4: ACH Transactions Resubmitting ACH Transactions Overview Some ACH transactions that were returned from the customer s bank may be corrected and resubmitted for payment. The Resubmit feature in Transaction Central enables you to resubmit transactions returned from the bank. 2 Return List Report Procedure. Have a record of the transaction to be credited on hand. 2. Access the Return List Report (see Return List Report p -67). 3. Locate the transaction to be resubmitted from the list of transactions in the report. 4. Check the Action column to ensure that the transaction is eligible to be resubmitted. If the transaction is eligible for resubmission, the Resubmit button displays. 5. Click the Resubmit button. The Resubmit Transactions page opens with fields autopopulated with the transaction information. (continued on next page) /05

51 SECTION : Transaction Central CHAPTER 4: ACH Transactions Resubmitting Transactions (continued) Procedure (continued) Resubmit Transactions Page 6. Type corrected information in the appropriate fields as follows: Required Change Internal reference number for transaction Description for transaction Transaction date Routing number Checking or savings account number Customer s name Field to Update Your Ref ID Description Desc Date Bank Routing No. Customer s Account Number Name on Account 7. Click Change Info and Resubmit Transaction when finished. 09/05-45

52 09/05-46

53 CHAPTER 5: Business Information SECTION : Transaction Central Introduction This chapter describes instructions for revising your business information in Transaction Central. The following topic is described in this chapter. Page Editing Business Information /05-47

54 SECTION : Transaction Central CHAPTER 5: Business Information /05

55 SECTION : Transaction Central CHAPTER 5: Business Information Editing Business Information Overview The Edit Info feature in Transaction Central enables you to edit your business information. This information appears on your reports as well as customer receipts. 2 3 Procedure. Click Edit Info. The Edit Merchant Information page opens. 2. Type necessary changes to contact information for your business in the fields shown. 3. If you have subscribed to process ACH transactions, indicate the type of ACH payment being processed, such as Bill Pay. 4. Click Save Changes when finished. 09/05-49

56 SECTION : Transaction Central CHAPTER 5: Business Information /05

57 CHAPTER 6: Reports SECTION : Transaction Central Introduction This chapter includes instructions on how to access and view reports using Transaction Central. The report feature contains records for all transactions that have been recorded within Transaction Central, including: Credit card sales Purchase card sales ACH sales Debit card sales The following topics are described in this chapter. Page Accessing the Reports Page Transaction Summary Report Transaction Detail Report Settled Summary Report...-6 Settled Detail Report Return List Report ACH Statement Report ACH Journal Report /05-5

58 SECTION : Transaction Central CHAPTER 6: Reports /05

59 SECTION : Transaction Central CHAPTER 6: Reports Accessing the Reports Page Overview The Reports page displays a list of buttons for accessing reports in Transaction Central that can help you balance your receipts and review prior transactions. 2 Reports Page Procedure. Click Reports. The Reports Page opens displaying buttons to access the reports. 2. Click the button corresponding to the name of the report to be viewed. 09/05-53

60 SECTION : Transaction Central CHAPTER 6: Reports Transaction Summary Report Overview The Transaction Summary Report displays a daily summary of transactions processed for a given date range. When the Transaction Summary Report opens, the Search Filters fields display to enable you to enter search options for retrieving transactions processed on specific dates, and specific transaction types. Transaction Summary Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click Transaction Summary Report. The Transaction Summary Report page opens displaying the Search Filter fields. 2. If desired, change the search options in the following Search Filters fields. Search Filters Field Posted Date From and To Show CC/ACH Description Used to indicate the post date range for transactions to be retrieved Indicates the type of transaction to retrieve in the report results, the default setting is ALL (continued on next page) /05

61 SECTION : Transaction Central CHAPTER 6: Reports Transaction Summary Report (continued) Procedure (continued) (continued) Transaction Summary Report Search Filters Field Status Description Used to retrieve transactions with a specific payment status, the default setting is ALL 3. Click Apply Filters to retrieve transactions and generate a report. Note: If you click Apply Filters without entering any information in the Search Filters fields, the information for the current month automatically displays. 4. If desired, view details for transactions processed on a specific day by pressing the button displayed under the Post Date column. 09/05-55

62 SECTION : Transaction Central CHAPTER 6: Reports Transaction Summary Report (continued) Reading the Report The following report headings are displayed in the Transaction Summary Report. Heading Posted Date Daily Transaction Amount Description Post date of sale or credit refund transaction Note: This column displays a button that when clicked opens the Transaction Details Report page for all transactions processed on that day Total dollar amount of all sales processed for a given date # of Transactions Total number of sale transactions processed for a given date Daily Credit Amount Total dollar amount of credit refunds processed for a given date # of Credit Transactions Total number of credit refunds processed for a given date Daily Total Summary Total For the given date, the total dollar amount of sales minus the total dollar amount of credit refunds Sum of the daily totals for the selected date range Transaction Summary Report /05

63 SECTION : Transaction Central CHAPTER 6: Reports Transaction Detail Report Overview The Transaction Detail Report includes a list of transactions entered into Transaction Central. When the Transaction Details Report opens, the Search Filters fields display to enable you to enter search options for retrieving transactions. Transaction Detail Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click Transaction Detail Report. The Transaction Detail Report page opens displaying Search By fields. 2. If desired, change the search options in the following fields in the Search By table. Search By Field Posted Date and Time From and To Display Description Used to indicate the post date and time range for transactions to be retrieved Used to retrieve transactions according to the following transactions performed: Sale and Credit Sale only Credit only Decline ALL (continued on next page) 09/05-57

64 SECTION : Transaction Central CHAPTER 6: Reports Transaction Detail Report (continued) Procedure (continued) 2. (continued) Search By Field Type Status Transaction Detail Report Description Used to indicate the type of transactions processed, such as credit card, debit, ACH Used to retrieve transactions by a specific payment status Card Type Displays only when Credit Card or Credit/Debit Card is selected in the Type field User ID Trans # Ref ID Account Name Account Name Amount Order By Asc/Desc Used to retrieve transactions by specific card type, default setting is ALL Retrieves transactions entered by a specific user ID Retrieves a specific transaction by transactions ID number Retrieves a specific transaction by Reference ID number Used to retrieve transactions by account number of the credit card, debit card, savings account or checking account Retrieves transactions by the customer s name Used to retrieve transactions matching a specific amount Sorting option used to designate the column heading that will be used to determine how the search results will display, default setting is Post Date Sorting option used to indicate whether results will be displayed in descending or ascending order, default setting is Descending (continued on next page) /05

65 SECTION : Transaction Central CHAPTER 6: Reports Transaction Detail Report (continued) Procedure (continued) 3 2 Transaction Detail Report 3. Click Apply Filters to retrieve transactions and generate a report. Note: If you click Apply Filters without entering any information in the Search By fields, the information for the current month automatically displays. 4. If desired, view details for transactions processed on a specific day by clicking the number displayed under the Trans ID column. 5. If desired, use the Credit or Void button displayed in the Action Key column to issue a credit or void. Note: Only settled transactions can be credited and only transactions that are not settled can be voided. (continued on next page) 09/05-59

66 SECTION : Transaction Central CHAPTER 6: Reports Transaction Detail Report (continued) Reading the Report The following report headings are displayed in the Transaction Detail Report. Heading User ID Trans ID Ref ID Card Type Account Name Posted Date Status Amount Action Key Count Total Description Displays the user ID of the person who entered the transaction Displays the transaction ID automatically assigned to the transaction Displays the reference ID assigned to the transaction by the merchant For credit card transactions only, displays the name of the card used Displays the customer s name Displays post date for transaction Displays the current payment status of the transaction Displays the dollar amount the transaction Displays any additional actions that may be performed on the transaction, if any Total count of all transactions included in the report Displays the sum dollar amount for the transactions listed on the report Transaction Detail Report /05

67 SECTION : Transaction Central CHAPTER 6: Reports Settled Summary Report Overview The Settled Summary Report contains a daily summary of credit card, debit card and ACH transactions settled during a given date range. When the report is first accessed, the report displays the Search Filters fields, which can be used to enter search options for retrieving transactions to be included in the report. 2 3 Settled Summary Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click Settled Summary Report. The Transaction Settled Summary opens displaying the Search Filters fields. 2. If desired, change the search options in the following Search Filters fields. Search Filters Field Settled Date From and To Show CC/ACH Batch No Description Used to indicate the settled date range for transactions to be retrieved Indicates the type of transaction to retrieve in the report results, the default setting is ALL Used to retrieve transactions included within a specific batch number 3. Click Apply Filters to retrieve transactions and generate a report. Note: If you click Apply Filters without entering any information in the Search Filters fields, the information for the current month automatically displays. 4. If desired, view details for transactions processed on a specific day by pressing the button displayed under the Settled Date column. (continued on next page) 09/05-6

68 SECTION : Transaction Central CHAPTER 6: Reports Settled Summary Report (continued) Reading the Report for ALL or Credit/Debit Card Transaction Types The following report headings are displayed in the Settled Summary Report when either ALL or Credit/Debit Card is selected of the Type field in the Search Filter table. Heading Settled Date Daily Credit Card Sale Amount Description Indicates the date transactions were settled Total dollar amount of sales for the given date # of Transactions Total number of sale transactions performed for the given date Daily Credit Amount Total dollar amount of credit refund transactions for the given date # of Transactions Total number of credit refunds performed for the given date Daily Total Summary Total Total sum in dollars of the sales transaction performed for a given date minus the credit transactions Sum to daily totals for all transactions listed in report Settled Summary Report (continued on next page) /05

69 SECTION : Transaction Central CHAPTER 6: Reports Settled Summary Report (continued) Reading the Report for ACH Transactions The following report headings are displayed in the Settled Summary Report when ACH is selected in the Type field in the Search Filter table. Heading Settled Date Daily Transaction Amount Description Date transactions was settled Total dollar amount of ACH sales performed for the given date # of Transactions Total number of ACH sales performed for the given date Daily Credit Amount Total dollar amount of ACH credit refund transactions processed for the given date # of Credit Transactions Total number of ACH credit refunds processed for the given date Daily Return Amount Total dollar amount of returned ACH payments for the given date # of Return Total number of returned ACH payments for the given date Daily Total Summary Total For a given date, displays the total dollar amount of sales minus the daily credit amount and minus the daily return amount Sum of all daily totals for the transactions displayed in the report Settled Summary Report 09/05-63

70 SECTION : Transaction Central CHAPTER 6: Reports Settled Detail Report Overview The Settled Detail Report includes specific details on settled transactions. When the report is first accessed, the Search Filters fields display to enable you to enter search options for retrieving transactions for the report. Settled Detail Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click Settled Detail Report. The Transaction Settled Detail Report opens displaying Search Filters fields. 2. If desired, change the search options in the following Search Filters fields. Search Filters Field Settled Date From and To Display Type Card Type Description Used to indicate the settled date range for transactions to be retrieved Used to retrieve the transactions by the following type of transactions performed: Sale and credit Sale only Credit only Indicates the type of transaction to retrieve, such as credit card, debit card, ACH or ALL. The default setting is ALL. Displays only for credit and debit card transactions, indicates brand of card used, such as MasterCard, Visa, AMEX (continued on next page) /05

71 SECTION : Transaction Central CHAPTER 6: Reports Settled Detail Report (continued) Procedure (continued) 2 3 Transaction Detail Report 2. (continued) Search Filters Field Trans # Ref ID Account # Account Name Batch number Description Retrieves a specific transaction by transaction ID number Retrieves a specific transaction by Ref ID number Retrieves transactions by the account number of the credit card, debit card, checking account or savings account Used to retrieve transactions by the customer s name Used to retrieve transactions processed in a specific batch 3. Click Apply Filters to retrieve transactions and generate a report. The transactions that match the search options are displayed. Note: If you click Apply Filters without entering any information in the Search Filters fields, the information for the current month automatically displays. If both sales and credit refund transactions are retrieved, the sales transactions display in a separate table than the credit transactions, as shown in the above image. 4. If desired, view details for sales transactions by pressing the button displayed under the Trans ID column. (continued on next page) 09/05-65

72 SECTION : Transaction Central CHAPTER 6: Reports Settled Detail Report (continued) Reading the Report The following report headings are displayed in the Settled Detail Report: Heading User ID Trans ID Ref ID Card Type Tran Type Account Name Posted Date Settled Date Batch Number # Amount Count Summary Total Description Displays the user ID of the person who entered the transaction Displays the transaction ID assigned to the transaction Displays the reference ID assigned to the transaction For reports that display credit card and/or debit transactions only, displays the name of the card used for the transaction For reports that display ACH transactions only, indicates that the transaction is an ACH transaction Displays the customer s name Displays post date for the transaction Date transaction was settled for payment or refund Displays the batch number in which the transaction was included Displays the dollar amount the transaction Total count of all transactions included in the report Displays the sum dollar amount for the transactions on the report Settled Detail Report /05

73 SECTION : Transaction Central CHAPTER 6: Reports Return List Report Overview The Return List Report includes transactions that were returned from the credit card processor or the customer s bank. When the Return List Report page is first accessed, the Search By fields display to enable you to enter search options to limit the number of transactions retrieved. 2 3 Return List Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click Return List Report. The Return List Report opens displaying the Search By fields. 2. If desired, change the search options in the following fields in the Search By table. Search Filters Field Posted Date From and To Type Description Used to indicate the settled date range for transactions to be retrieved Indicates the type of transaction to retrieve, such as credit card or ACH transactions, the default setting is Credit Card 3. Click Apply Filters to retrieve transactions and generate a report. 4. If desired and the option is available, you can change or correct the transaction by clicking on the Resubmit button displayed in the Action column (see Resubmitting Credit Card Transactions p-29 or Resubmitting ACH Transactions p-44). (continued on next page) 09/05-67

74 SECTION : Transaction Central CHAPTER 6: Reports Return List Report (continued) Reading the Report The following report headings are displayed in the Return List Report: Heading Trans ID Return Date Account Number Description Displays the transaction ID assigned to the transaction Date payment was returned Displays the account number for the credit card, checking or savings account ABA/EXP Date For ACH transactions, displays the ABA number Account Name Reason Amount Action Count Summary Total For credit card transactions, displays the expiration date for the card Displays the customer s name System or message from bank indicating reason for return Displays the dollar amount of the transaction Indicates whether the transaction is eligible for resubmission. Note: If eligible, the Resubmit button displays. Total count of all transactions included in the report Displays the sum dollar amount for the transactions on the report Return List Report /05

75 SECTION : Transaction Central CHAPTER 6: Reports ACH Statement Report Overview This report shows your ACH activity for the previous month. Items found on the statement include fees, amounts held in reserve (if applicable), amounts released from reserve, transactions returned for NSF, closed accounts, etc. The report also shows amounts on hold. When transactions are submitted by the merchant, the amount (minus reserve, when appropriate, and fees) is placed on hold for a few days while the ACH is sent to collect the funds. After the time period elapses, the hold amount is sent to the merchant and shown on the report as Release of funds on hold. ACH Statement Procedure. From the Reports page (see Accessing the Reports Page p-53), click ACH Statement. The ACH Statement opens displaying information for the previous month. 2. Refer to the following table as a guide when reading the statement. Column Name Date Activity Amount Available Balance Ending Balance Amount Description Date activity occurred Description of activity, including holds, EFT, returns, etc. Dollar amount of funds transferred or returned, if applicable Amount available to merchant after the activity was performed Balance for the given date Ending available and account balance as of last day of the month Displays the dollar amount of the transaction 09/05-69

76 SECTION : Transaction Central CHAPTER 6: Reports ACH Journal Report Overview The ACH Journal report includes details on specific ACH journal activity performed on your account and is listed by journal ID. When the ACH Journal Report is first accessed, the report opens with the Search Filters fields displayed to enable you to enter search options for retrieving ACH Journal information. 2 ACH Journal Report Procedure. From the Reports page (see Accessing the Reports Page p-53), click ACH Journal Report. The ACH Journal Report opens displaying the Search Filters fields. 2. If desired, change the search options in the following Search Filters fields. Search Filters Field Posted Date From and To Reference Code Order By Description Used to indicate the posted date range for transactions to be retrieved Reference code assigned to the Journal Sort option used to indicate the name of the column heading in which the report results will display in ascending order 3. Click Apply Filters to retrieve transactions and generate a report. The results display. (continued on next page) /05

77 SECTION : Transaction Central CHAPTER 6: Reports ACH Journal Report (continued) Reading the Report The following report headings are displayed in the ACH Journal Report. Heading Journal ID Posted Date Description REF Code Ref ID Description ID number assigned to the ACH journal Date of ACH journal activity Description of activity performed Reference number assigned to the journal Merchant s internal reference number assigned to the ACH transaction 09/05-7

78 SECTION : Transaction Central CHAPTER 6: Reports /05

79 CHAPTER 7: Batch Transactions SECTION : Transaction Central Introduction This chapter describes how to upload and manually settle transactions using the Batch Upload and Batch pages in Transaction Central. The following topic is described in this chapter. Page About Batch Transactions Upload Batch Manually Settling All Transactions in a Batch Manually Settling Individual Transactions /05-73

80 SECTION : Transaction Central CHAPTER 7: Batch Transactions: /05

81 SECTION : Transaction Central CHAPTER 7: Batch Transactions: About Batch Transactions Overview The batch transaction options available through the Batch and Batch Upload web pages in Transaction Central offer merchants a means to manually process batches. Batch Upload The batch upload features enables merchants to manually upload batch transactions using the Batch Upload page in Transaction Central, which is accessed from the Upload Batch button. Upload Batch Button Options for Manually Settling Credit Card Transactions The manual settle feature, also referred to as manually closing a batch, can vary depending upon the settings in your merchant account. These settings determine which of the following transactions you may be able to perform: Manually settle all open, authorized transactions at one time Manually settle individual authorized credit card payments Both options can be accessed from the same Batch button. However, the page that displays will differ depending upon your merchant account settings. 2 Batch Button Used for Manual Settlements 09/05-75

82 SECTION : Transaction Central CHAPTER 7: Batch Transactions: Upload Batch Overview Mail Order/Telephone Order merchants may assemble a group of transactions into a file (batch) and transmit them all at one time. The file or batch can be transmitted to TransFirst through Transaction Central when they are submitted in.cck format. A copy of this format is available to be sent to you. Only use this service if you are technically advanced. Note: Contact Customer Service for more information. 3 2 Upload Batch Page Procedure. Have the batch file prepared in the proper.cck format. 2. Access Transaction Central, then click the Upload Batch button. The Upload Batch page opens. 3. Click the Browse button to search for the appropriate file on your PC. 4. When the file is located, press Upload File. The file is transmitted to Transaction Central for settlement /05

83 SECTION : Transaction Central CHAPTER 7: Batch Transactions: Manually Settling All Transactions in a Batch Overview Merchants who are set up to manually settle batches can perform manual settlements using the Batch feature. Manually settling transactions, also known as manually closing a batch, can be performed on both authorized credit card payments and credit refund transactions. Note: The web page displayed may look different based upon your account settings (see About Batch Transactions p-75). 2 Open CC Batch Page Procedure. Click the Batch button. The Open CC Batch page displays. 2. Click Close Batch. All payment and credit refund transactions displayed are posted for settlement during the current business day s batch processing. (continued on next page) 09/05-77

84 SECTION : Transaction Central CHAPTER 7: Batch Transactions: Manually Settling All Transactions in a Batch (continued) Reading the Open CC Batch Page The following column headings display in the Open CC Batch page. Heading Transaction ID Source Posted Date Authorization Reference Number Amount Description ID automatically assigned to the transaction by Transaction Central Code indicating where the payment or credit refund transaction originated Date payment or credit refund transaction was authorized Authorization code received from credit card issuer Reference ID assigned to transaction by merchant Amount of payment or credit transaction Open CC Batch Page /05

85 SECTION : Transaction Central CHAPTER 7: Batch Transactions: Manually Settling Individual Transactions Overview Merchants who are set up to manually settle individual credit card transactions can perform manual settlements using the Batch feature. Only the authorized payment transaction displayed on this page can be manually settled. Note: The web page displayed may look different based upon your account settings (see About Batch Transactions p-75). 2 Open CC Batch Page Procedure. Click the Batch button. The Open CC Batch page displays. 2. Review the list of payment transactions. (continued on next page) 09/05-79

86 SECTION : Transaction Central CHAPTER 7: Batch Transactions: Manually Settling Individual Transactions (continued) Procedure (continued) 3. Locate the payment transactions to be settled, then click the Batch Close box beside each transaction. 4. Click Close Batch when finished. The selected payment transaction and all credit transactions displayed are posted for settlement. 2 Open CC Batch Page (continued on next page) /05

87 SECTION : Transaction Central CHAPTER 7: Batch Transactions: Manually Settling Individual Transactions (continued) Reading the Open CC Batch Page The following column headings display in the Open CC Batch page. Heading Transaction ID Source Posted Date Authorization Reference Number Amount Description ID automatically assigned to the transaction by Transaction Central Code indicating where the payment or credit refund transaction originated Date payment or credit refund transaction was authorized Authorization code received from credit card issuer Reference ID assigned to transaction by merchant Amount of payment or credit transaction Open CC Batch Page 09/05-8

88 SECTION : Transaction Central CHAPTER 7: Batch Transactions: /05

89 Section 2: Recurring Transactions Overview This section describes features available in versions of Transaction Central that contain the recurring billing feature, such as TC-R and TC-R Multi-User. Following is a list of topics discussed in this section. Page CHAPTER : About Recurring Transactions CHAPTER 2: Automated Recurring Transactions CHAPTER 3: Manual Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders CHAPTER 5: General Procedures CHAPTER 6: Reports for Recurring Transactions /05 2-

90 SECTION 2: Credit Card Transactions /05

91 CHAPTER : About Recurring Transactions SECTION 2: Recurring Transactions Introduction This chapter discusses the recurring transactions feature. The following topics are described in this chapter. Page What Are Recurring Transactions? Using Recurring Transactions /05 2-3

92 SECTION 2: Recurring Transactions CHAPTER : About Recurring Transactions /05

93 SECTION 2: Recurring Transactions CHAPTER : About Recurring Transactions What Are Recurring Transactions? Overview Recurring transactions are sale transactions in which the customer s account and billing information are saved in Transaction Central to readily debit funds from the customer s account. The features enable merchants to set up and manage recurring payment accounts for customers. How to Access Recurring Transactions Recurring transactions are available in the following applications: TC-R (Transaction Central Recurring) TC-R Multi-User (Transaction Central Recurring Multi-User) A merchant must subscribe to recurring billing in order to access the feature. Once subscribed, you are given a user ID and password to access to one of the above applications. Types of Recurring Transactions Available Recurring transactions may be set up for credit card, purchase credit and ACH payments. The following types of recurring transactions can be performed. Type Automated Recurring Description Transaction in which a scheduled debit is automatically deducted from the customer s account for payment of a bill Manual Recurring Transaction in which the customer s account information is saved in order to readily debit the customer s account when the customer gives permission This feature enables you the flexibility to debit the customer s account for a different amount and to process a payment on different dates Other Features Other features available for merchants using TC-R and TC-R Multi-User include the following: All standard features in Transaction Central (see Section : Transaction Central p-) For TC-R Multi-User only, all features available in Transaction Central Multi-User (see Section 3: Multi-User Features p3-) 09/05 2-5

94 SECTION 2: Recurring Transactions CHAPTER : About Recurring Transactions Using Recurring Transactions Overview For Merchants who have subscribed to either the TC-R or TC-R Multi-User application, the Manual Recur and Recurring buttons display at the top of the screen. Note: Merchants who do not subscribe to either of the above applications will not have access to the recurring buttons and the related features. 2 Recurring Buttons Procedure. Log in either TC-R or TC-R Multi-User. 2. From any page, click either the Manual Recur or Recurring buttons displayed at the top of the page /05

95 CHAPTER 2: Automated Recurring Transactions SECTION 2: Recurring Transactions Introduction This chapter includes instructions for adding and managing automated recurring transactions. The following topics are described in this chapter. Page Adding Automated Transactions from the Recurring Button Adding Automated Transactions When Performing a Sale...2- Managing Automated Transactions /05 2-7

96 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions /05

97 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions Adding Automated Transactions from the Recurring Button Overview The automated recurring transactions feature allows merchants to set up automated billing accounts for their customers. Automated transactions may be added in one of two ways: From the Recurring button When performing a sale Automated recurring transactions may be added by clicking the Recurring button and accessing the View Recurring Transactions page. 2 View Recurring Transactions Page Procedure. From any page, click Recurring. The View Recurring Transaction page opens. 2. Click Add New Recurring Transaction. The Add Recurring Form opens. (continued on next page) 09/05 2-9

98 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions Adding Automated Transactions from the Recurring Button (continued) Procedure (continued) 3. In the Add New Recurring Transaction screen, select Credit Card, Purchase Card or ACH from the Transaction Type list. Note: The page displays different fields for entering billing information depending upon whether you are setting up billing for a credit card, purchase card or ACH transaction. 4. In the Billing Type selection list, ensure that Automatic is selected. Note: You may set up a manual or automated recurring transaction, depending upon the selection you choose from the Billing Type selection list. 5. Type the customer s billing address and account information in the fields provided. 6. Type the amount to be debited from the customer s account. 7. In the Default RefID field, assign a reference ID to the transaction. 8. Click Add Recurring Transaction when finished. A Recurring ID is automatically assigned to the customer to identify the customer s recurring account profile. 2 Add Recurring Form /05

99 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions Adding Automated Transactions When Performing a Sale Overview A recurring account may also be set up by processing a sale transaction. Transaction Entry Form Procedure. Click the Sale button. The Transaction Entry form opens. 2. Type the required information in the form to process the credit card or ACH sale (see Entering Credit Card Sale Transactions p-, Entering Purchase Card Transactions p- 34 or Entering ACH Sale Transactions p-40). 3. When finished, click Place Secure Transaction. The Process Results page opens. (continued on next page) 09/05 2-

100 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions Adding Automated Transactions When Performing a Sale (continued) Procedure (continued) 4. Click Add to Recurring. The Add to Recurring page opens with the fields auto populated with the billing information entered in the previous page. The Process Results Page 5. In the Add New Recurring Transaction screen, ensure that the billing information is correct, and make any necessary changes. Note: The page displays different fields for entering billing information depending upon whether you are setting up billing for a credit card, purchase card or ACH transaction. 2 Add Recurring Form (continued on next page) /05

101 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions Adding Automated Transactions When Performing a Sale (continued) Procedure (continued) 6. In the Billing Type field, ensure that Automatic is selected. Note: You may set up a manual or automated recurring transaction, depending upon the selection you choose from the Billing Type selection list. 7. Check the amount to be debited from the customer s account to ensure it is accurate, then make any necessary changes. 8. In the Default RefID field, assign a reference ID to the transaction. 9. Click Add Recurring Transaction when finished. A Recurring ID is automatically assigned to the customer to identify the customer s recurring account profile. 2 Add Recurring Form 09/05 2-3

102 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions Managing Automated Transactions Overview When the Recurring button is selected, a list of accounts currently under recurring billing displays. This page provides a brief status of both automatic and manual recurring accounts. 2 View Recurring Transactions Page Procedure. Click the Recurring button. The View Recurring Transactions page opens. 2. If desired, narrow the list of transactions or retrieve a specific recurring transaction by using the Search Filters fields. Search Filters Field Account Number Ref No Billing Type Include Inactive Sort By Asc/Desc Description Customer s credit card, checking or savings account number Merchant s internal reference number assigned to transaction Used to indicate whether automated and/or manual recurring transactions should be displayed, the default setting is ALL Used to designate whether older, inactive recurring accounts should be retrieved, the default setting is No Sorting option used to indicate the column heading that will be used to arrange the search results Sorting option used to indicate whether information should be listed in ascending or descending order (continued on next page) /05

103 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions Managing Automated Transactions (continued) Procedure (continued) 3. Click the Apply Filters button to initiate the search. 4. Other actions can also be performed on this screen, as described in the following table. Action To Be Performed Edit the customer profile Process or change a manual recurring transaction View a history of payments What To Do Click the customer s Recurring ID number. Click the date shown in the Next Processing Date column. Click number displayed in the Payments column View Recurring Transactions Page (continued on next page) 09/05 2-5

104 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions Managing Automated Transactions (continued) Reading the View Recurring Transactions Page The following report headings display in the View Recurring Transactions page. Report Heading Recurring ID Ref No Next Processed Date Billing Type Cycle Type Type Account No. Description Identification number for recurring transaction that is automatically assigned by Transaction Central at the time the recurring transaction was created Note: This number may be clicked to update the recurring billing information (see Updating Recurring Transactions p 2-49). Merchant s internal reference number assigned to the recurring transaction If applicable, displays the next scheduled date that customer s account will be debited Note: This date may not display for manual transactions. If a date does display, the date must be clicked to process manual payments (see Processing Manual Payments p2-29). Indicates whether the recurring billing account is a manual or automated one Indicates the payment schedule Note: For manual recurring transactions, this column displays Manual Recurring. Indicates whether payment will be made via credit card, purchase card or ACH Displays encrypted version of the customer s credit card, purchase card, checking or savings account number ABA/Expire For credit card transactions, displays expiration date of card Account Name For ACH transactions, displays the routing number Name of customer # of Payments If customer only owes a specified number of payments, indicates the total number of payments owed by the customer View Recurring Transactions Page (continued on next page) /05

105 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions Managing Automated Transactions (continued) Reading the View Recurring Transactions Page Report Heading Payments Active Amount Description Total number of payments received, if any Note: You may click this number to view payment history (see Viewing Payment History for Recurring Transactions p2-5). Indicates whether account is active or inactive Amount to be debited from customer View Recurring Transactions Page 09/05 2-7

106 SECTION 2: Recurring Transactions CHAPTER 2: Automated Recurring Transactions /05

107 CHAPTER 3: Manual Recurring Transactions SECTION 2: Recurring Transactions Introduction This chapter includes instructions for adding and managing manual recurring transactions. The following topics are described in this chapter. Page Adding Manual Transactions from the Manual Recurr Button Adding Manual Transactions When Performing a Sale Managing Manual Transactions Processing Manual Payments /05 2-9

108 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions /05

109 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions Adding Manual Transactions from the Manual Recurr Button Overview The manual recurring transactions feature allows merchants to save customer billing information and readily process payments for customer accounts in which payments must be manually processed. This includes regularly paying customers or customers who are under an agreement to make periodic payments. Manual transactions may be added in one of two ways: From the Manual Recur button When performing a sale Manual recurring transactions may be added by clicking the Manual Recur button and accessing the View Manual Recurring Transactions page. 2 View Manual Recurring Transactions Procedure. Click the Manual Recur button. The View Manual Recurring Transaction page opens containing a list of accounts currently under manual recurring billing. 2. Click Add New Manual Recurring Transactions. The Add Manual Recurring Form opens. (continued on next page) 09/05 2-2

110 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions Adding Manual Transactions from the Manual Recur Button (continued) Procedure (continued) 3. In the Add Manual Recurring Form, select Credit Card, Purchase Card, ACH Checking, or ACH Savings from the Transaction Type list. Note: Different fields for typing billing information display depending upon whether you are setting up credit card, purchase card or ACH transaction. 4. Type the customer s billing information in the fields provided. 5. In the Default RefID, type a reference ID number that you can use to identify this manual recurring transaction in your records. 6. Click the Add Recurring Transaction when finished. A Recurring ID is automatically assigned to the customer to identify the customer s recurring account profile. 2 Add Manual Recurring Form /05

111 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions Adding Manual Transactions When Performing a Sale Overview A manual recurring account may also be set up by processing a sale transaction. 2 Transaction Entry Form Procedure. Click the Sale button. The Transaction Entry Form opens. 2. Type the required information in the form to process the credit card, purchase card or ACH sale (see Entering Credit Card Sale Transactions p-, Entering Purchase Card Transactions -34 or Entering ACH Sale Transactions p-40). 3. When finished, click Place Secure Transaction. The Process Results page opens. (continued on next page) 09/

112 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions Adding Manual Transactions When Performing a Sale (continued) Procedure (continued) 4. Click Add to Recurring. The Add to Recurring page opens with the fields auto populated with the transaction information entered in the sale. The Process Results Page 5. In the Add New Recurring Transaction screen, make necessary changes to the fields. Note: The page displays different fields for entering billing information depending upon whether you are setting up billing for a credit card or ACH transaction type. 2 Add Recurring Form (continued on next page) /05

113 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions Adding Manual Transactions When Performing a Sale (continued) Procedure (continued) 6. In the Billing Type selection list, ensure that Manual is selected. Note: You may set up a manual or automated recurring transaction, depending upon the selection you choose from the Billing Type list. 7. Ensure that the billing information in the fields displayed is correct and make any necessary changes. 8. In the Default RefID field, ensure a reference ID is assigned to the transaction. 9. Click Add Recurring Transaction when finished. A Recurring ID is automatically assigned to the customer to identify the customer s recurring account profile. 2 Add Recurring Form 09/

114 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions Managing Manual Transactions Overview When the Manual Recur button is selected, a list of accounts currently under manual recurring billing displays. This page provides a brief status of each manually recurring account. Use the Search Filters fields to retrieve specific manual recurring transactions. 2 3 View Manual Recurring Transactions Procedure. Click the Manual Recurr button. The View Manual Recurring Transactions page displays. 2. If desired, narrow the list of transactions by using the Search Filters fields as described in the following table. Search Filters Field Account Name Ref No Include Inactive Sort By Asc/Desc Description Customer s name Merchant s internal reference number assigned to transaction Used to designate whether older, inactive recurring accounts should be retrieved, the default setting is No Sorting option used to indicate the column heading that will be used to arrange the search results Sorting option used to indicate whether information should be listed in ascending or descending order 3. Click the Apply Filters button to initiate the search. (continued on next page) /05

115 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions Managing Manual Transactions (continued) Procedure (continued) 4. Other actions can also be performed on this screen, as described in the following table. Action To Be Performed Process or change a manual recurring transaction Edit the customer profile What To Do Click the Process button from the Action column. Click the customer s Recurring ID number. 2 View Manual Recurring Transactions (continued on next page) 09/

116 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions Managing Manual Transactions (continued) Reading the View Manual Transactions Page The following report headings display in the View Recurring Transactions page. Report Heading Action Key Recurring ID Ref No Type Account No. Description Displays the Process button, which when clicked can be used to process or change a manual transaction Identification number for recurring transaction that is automatically assigned by Transaction Central at the time the recurring transaction was created Note: This number may be clicked to update the recurring billing information (see Updating Recurring Transactions p2-49). Merchant s internal reference number assigned to the recurring transaction Indicates whether payment will be made via credit card, purchase card or ACH Displays encrypted version of the customer s credit card, checking or savings account number ABA/Expire For credit card transactions, displays expiration date of card Account Name Payments For ACH transactions, displays the routing number Name of customer Total number of payments received, if any View Manual Recurring Transactions /05

117 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions Processing Manual Payments Overview You must access the Process Recurring Transaction page to process a payment for a manual recurring transaction. You may also use the Process Recurring Transaction page to quickly change the payment amount and the internal reference ID number your company has assigned before processing the payment. 2 View Manual Recurring Transactions Procedure. Click the Manual Recurr button. The View Manual Recurring Transactions page displays. 2. Locate the transaction to be processed from the list of transactions displayed. 3. Click Process from the View Manual Recurring Transactions screen. The Process Recurring Transaction screen opens. (continued on next page) 09/

118 SECTION 2: Recurring Transactions CHAPTER 3: Manual Recurring Transactions Processing Manual Payments (continued) Procedure (continued) 4. In the Process Recurring Transaction screen, you may change the Reference ID or Amount, if desired. 5. Click Process to process a payment /05

119 CHAPTER 4: Recurring Billing for Purchase Orders SECTION 2: Recurring Transactions Introduction This chapter includes instructions on setting up and managing recurring billing for merchants with level 2 data payment processing. Merchants with level 2 data payment processing are required to enter a purchase order number and corporate purchase credit card when processing a payment. Note: Refer to your merchant account profile to determine whether the merchant is set up for level 2 data payment processing. The following topics are discussed in this chapter: Page Adding Automated Recurring Billing for Purchase Orders Adding Manual Recurring Billing for Purchase Orders Adding Recurring Billing after Performing Purchase Card Sales Processing Manual Recurring Billing for Purchase Orders Managing Recurring Billing for Purchase Orders /05 2-3

120 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders /05

121 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Adding Automated Recurring Billing for Purchase Orders Overview Merchants processing payments with level 2 data, may set up automated recurring billing for their customer s purchase orders. With automated recurring billing, merchants may process scheduled periodic debits from customer accounts to pay for a purchase order. 2 View Recurring Transactions Page Procedure. Click the Recurring button to access the View Recurring Transactions page. 2. Click the Add New Recurring Transaction. The Add Recurring Form opens. (continued on next page) 09/

122 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Adding Automated Recurring Billing for Purchase Orders (continued) Procedure (continued) 3. In the Add Recurring Form, select Purchase Card from the Transaction Type drop down list. The fields for entering purchase card information display. 4. Ensure that Automatic displays in the Billing Type drop down list. Note: You may also setup manual recurring billing accounts by selecting Manual from the Billing Type list. When setting up a manual recurring account, values entered in the PO Number, Amount, Tax Amount and Tax Type fields are not saved. 5. Type the purchase order for the account in the PO Number field. 6. Type the purchase card and billing address information in the fields provided. Add Recurring Form (continued on next page) /05

123 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Adding Automated Recurring Billing for Purchase Orders (continued) Procedure (continued) 7. In the Billing Cycle list, indicate how often the customer account is to be debited. 8. If the customer is on a payment plan with a limited number of payments, type the in the Number of Payments field the maximum number of payments that must post to the customer s account. Note: Type zero if the customer is on continuous payments. I the customer is scheduled to make a limited number of payments, the automated billing will cease once the maximum number of payments is received. 9. In the Recurring Payment Date fields, type the start date for the recurring billing. Add Recurring Form (continued on next page) 09/

124 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Adding Automated Recurring Billing for Purchase Orders (continued) Procedure (continued) 0. In the Amount field, type the amount to be automatically debited.. Type the proper values in the Tax Amount and Tax Type fields, as indicated in the following table. Tax Amount Tax Type Any Amount greater than 0 Taxable 0 Tax Exempt 0 Non Taxable 2. Type in Your RefID field reference number to account for your records. 3. Click Add Recurring Transaction when finished. A Recurring ID is automatically assigned to the customer to identify the customer s recurring account profile. 2 Add Recurring Form (continued on next page) /05

125 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Adding Manual Recurring Billing for Purchase Orders Overview Merchants with level 2 data payment processing may set up manual recurring billing for purchase orders. This option enables merchants to save customer billing information. However with manual recurring billing, you must manually process a payment to debit funds from the customer s account. 2 View Manual Recurring Transactions Procedure. Click the Manual Recurr button. The View Manual Recurring Transactions page opens. 2. Click the Add New Manual Recurring Transaction. The Add Manual Recurring Form opens. (continued on next page) 09/

126 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Adding Manual Recurring Billing for Purchase Orders (continued) Procedure (continued) 3. In the Add Manual Recurring Form, select Purchase Card in the Transaction Type drop down list. 4. Type the purchase card and billing address information in the fields provided. 5. Type a reference ID number in Your RefID field for your records. 6. Click Add Recurring Transaction when finished. A Recurring ID is automatically assigned to the customer to identify the customer s recurring account profile. 2 Add Manual Recurring Form /05

127 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Adding Recurring Billing after Performing Purchase Card Sales Overview Recurring billing for a purchase order may also be added after performing a purchase order sale. 2 3 Transaction Entry Form Procedure. Click Sale. The Transaction Entry Form page opens. 2. Select Purchase Card from the Transaction Type drop down list. 3. Enter remaining information for a purchase card sale, (see Entering Purchase Card Sales p-34). 4. Click Place Secure Transaction. The Process Results page opens. (continued on next page) 09/

128 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Adding Recurring Billing after Performing Purchase Card Sales (continued) Procedure (continued) 5. Click Add to Recurring. The Add to Recurring page opens with the fields auto populated with the billing information entered in the previous page. Process Results Page 6. In the Add Recurring Form, select Purchase Card from the Transaction Type drop down list. The fields for entering purchase card information display. 2 Add Recurring Form (continued on next page) /05

129 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Adding Recurring Billing after Performing Purchase Card Sales (continued) Procedure (continued) 7. Select either Automatic or Manual from the drop down list. Note: When setting up a manual recurring account, values entered in the PO Number, Amount, Tax Amount and Tax Type fields are not saved. 8. Type purchase card account and billing address information in the fields provided. 9. In the Billing Cycle list, indicate how often the customer account is to be debited. 0. If the customer is on a payment plan with a limited number of payments, type in the Number of Payments field the maximum number of payments that must post to the customer s account. Note: Type zero if the customer is on continuous payments. I the customer is scheduled to make a limited number of payments, automated billing will cease once the maximum number of payments is received.. In the Recurring Payment Date fields, type the start date for the recurring billing. Add Recurring Form (continued on next page) 09/05 2-4

130 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Adding Recurring Billing after Performing Purchase Card Sales (continued) Procedure (continued) 2. In the Amount field, type the amount to be automatically debited. 3. Type the proper values in the Tax Amount and Tax Type fields, as indicated in the following table. Tax Amount Tax Type Any Amount greater than 0 Taxable 0 Tax Exempt 0 Non Taxable 4. Type in Your RefID field a reference number for your records. 5. Click Add Recurring Transaction when finished. A Recurring ID is automatically assigned to the customer to identify the customer s recurring account profile. 2 Add Recurring Form /05

131 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Processing Manual Recurring Billing for Purchase Orders Overview To receive payments on purchase orders that are set up for manual recurring billing, you must first receive the customer s permission to debit the account. Payments are then manually processed using Transaction Central. 2 View Manual Recurring Transactions Procedure. Click the Manual Recurr button. The View Manual Recurring Transactions page displays. 2. Locate the transaction to be processed from the list of transaction displayed. 3. Click Process from the View Manual Recurring Transactions screen. The Process Recurring Transaction screen opens. (continued on next page) 09/

132 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Processing Manual Recurring Billing for Purchase Orders (continued) Procedure (continued) 4. In the Processing Recurring Transactions page, type the purchase order number in the PO Number field. 5. Type the amount of the transaction in the Amount field. 6. Type the proper values in the Tax Amount and Tax Type fields, as indicated in the following table. Tax Amount Tax Type Any Amount greater than 0 Taxable 0 Tax Exempt 0 Non Taxable 7. Type a reference ID in Your RefID field for your records. 8. Click Process to process the payment. Process Recurring Transactions /05

133 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders Managing Recurring Billing for Purchase Orders Overview Recurring billing transactions for purchase orders are managed using the same procedures for other recurring transactions processed with ACH or standard credit cards. You can view the current status of an account by pressing either the Recurring button or Manual Recurr button. Manual Recurr and Recurring Buttons Procedure. Click the Recurring button to open the View Recurring Transactions page OR Click the Manual Recurr button to open the View Manual Recurring Transactions page. Note: The image above is an example of the View Manual Recurring Transactions page. 2. Follow instructions for managing the automated or manual recurring account (see Managing Automated Transactions p 2-4 or Managing Manual Transactions p2-26). 09/

134 SECTION 2: Recurring Transactions CHAPTER 4: Recurring Billing for Purchase Orders /05

135 CHAPTER 5: General Procedures SECTION 2: Recurring Transactions Introduction This chapter includes instructions for general procedures for managing the following recurring transactions: Automated Manual Purchase order transactions (merchants with level 2 payment processing) The following topics are discussed in this chapter. Page Updating Recurring Transactions Viewing Payment History for Recurring Transactions Resubmitting Recurring Payments /

136 SECTION 2: Recurring Transactions CHAPTER 5: General Procedures /05

137 SECTION 2: Recurring Transactions CHAPTER 5: General Procedures Updating Recurring Transactions Overview Recurring transactions may be updated from either the View Manual Recurring Transactions screen or the View Automated Recurring Transactions screen. 2 View Manual Recurring Transactions Page Procedure. Click the Recurring button to access the View Recurring Transactions page OR Click Manual Recurr to access the View Manual Recurring Transactions page OR Access the Recurring Expired CC Report (see Recurring Expired CC Report p 2-64). Note: The View Manual Recurring Transactions page is used in this example. 2. Click the Recurring ID number for the transaction to be updated. A page opens enabling you to edit the transaction. (continued on next page) 09/

138 SECTION 2: Recurring Transactions CHAPTER 5: General Procedures Updating Recurring Transactions (continued) Procedure (continued) 3. In edit screen, type the changes to the recurring transaction using the fields provided. Note: A manual transaction for a recurring credit card sale is used in this example. 2 Edit Manual Transaction Page 4. Click Save Edited Information when finished /05

139 SECTION 2: Recurring Transactions CHAPTER 5: General Procedures Viewing Payment History for Recurring Transactions Overview Payment history for recurring transactions may be accessed from View Recurring Transactions page only, which lists both recurring and manually recurring transactions. 2 View Recurring Transactions Procedure. Click Recurring. The View Recurring Transactions page opens. 2. Select a transaction from the page, then click the number of payments displayed in the Payments column. The View Transaction List screen opens, containing a history of all payments for the selected recurring transaction. Note: Payment history can only be viewed if the customer has made one or more payments towards the account. (continued on next page) 09/05 2-5

140 SECTION 2: Recurring Transactions CHAPTER 5: General Procedures Viewing Payment History for Recurring Transactions (continued) Reading Payment History The following headings display in payment history. Heading Transaction ID Date Posted Next Processing Date Amount Status Notes Description Identification number assign to the recurring transaction by Transaction Central Date payment posted to the account Next payment due date Amount Status of payment System notes explaining payment status, if any Payment History Page for Recurring Transactions /05

141 SECTION 2: Recurring Transactions CHAPTER 5: General Procedures Resubmitting Recurring Payments Overview Some recurring payments that are returned from the credit card issuer or the customer s bank may be resubmitted. To determine whether a recurring payment can be resubmitted, access the Recurring Problem Summary report to retrieve and view details for the returned payment. 2 3 Recurring Problem Summary Report Procedure. Have a record of the returned payment on hand. 2. From the Reports page (see Accessing the Reports Page p2-60 ), click Recurring Details. The Recurring Details report opens with the Search Filters fields. 3. If desired, change the search options in the following Search Filters fields. Search Filters Field Transaction Type Include Active Description Used to retrieve transactions debited using a specific payment method, such as credit card or ACH Used to indicate whether the report results will include active recurring accounts, the default setting is Yes 4. Click Apply Filters to retrieve transactions and generate a report. The results display. 5. Locate the recurring account from the results displayed in the report, then click the number shown in the # Returns column. The Recurring Problem Detail page opens. (continued on next page) 09/

142 SECTION 2: Recurring Transactions CHAPTER 5: General Procedures Resubmitting Recurring Payments (continued) Procedure (continued) 6. In the Recurring Problem Detail page, locate the returned transaction. 7. Determine if the Resubmit button displays beside the Notes column for the transaction. Note: If the Resubmit button does not display, then the transaction cannot be resubmitted. Recurring Problem Detail Report 8. Click the Resubmit button. The Resubmit Transaction page opens. (continued on next page) /05

143 SECTION 2: Recurring Transactions CHAPTER 5: General Procedures Resubmitting Recurring Payments (continued) Procedure (continued) 9. In the Resubmit Transaction page, change the necessary information for the recurring transaction in the fields provided. Note: Different fields display for ACH, purchase card and credit card transactions. The following example shows fields for a recurring account set up for credit card payments. 0. If desired, enter additional notes for Recurring Notes for field.. Click Change Info and Resubmit Transaction. The transaction is resubmitted with the revised information. Note: Click Cancel Transaction to cancel the transaction. 2 3 Resubmit Transaction Page 09/

144 SECTION 2: Recurring Transactions CHAPTER 5: General Procedures /05

145 CHAPTER 6: Reports for Recurring Billing SECTION 2: Recurring Transactions Introduction This chapter includes instructions for generating reports for recurring transactions. The following topics are described in this chapter. Page About Reports for Recurring Transactions Accessing the Reports Page for Recurring Reports Recurring Detail Report Recurring Expired CC Report Recurring Problem Summary Report /

146 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing /05

147 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing About Reports for Recurring Transactions Overview TC-R and TC-R Multi-User contain reports for recurring transactions. These reports include: Recurring Detail report Recurring Problem Summary report Reports Page in TC-R and TC-R Multi-User Reports Available in Transaction Central Both TC-R and TC-R Multi-User have reports that are available in the standard version of Transaction Central. These reports include Transaction Summary Report Settle Summary Report Return List ACH Statement Transaction Detail Report Settled Detail Report ACH Journal Report Note: Instructions for generating and reading these reports are described in Section of this user guide (see Reports p-5). 09/

148 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing Accessing the Reports Page for Recurring Reports Overview A list of available reports for TC-R and TC-R Multi-User is accessed from the Reports page. 2 Reports Page in TC-R and TC-R Multi-User Procedure. Click Reports. The Reports page opens displaying buttons to access the reports. 2. Click the button corresponding to the name of the report to be viewed /05

149 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing Recurring Detail Report Overview The Recurring Detail report contains a history of transactions for every recurring account a merchant has. The number of transactions included in the report can be narrowed using the Search Filter fields. Theses fields can also be used to search for a specific recurring account and view transaction details for the account. 2 Recurring Detail Report Procedure. From the Reports page (see Accessing the Reports Page p2-60), click Recurring Details. The Recurring Details report opens displaying the Search Filters fields. 2. If desired, change the search options in the following Search Filters fields. Search Filters Field Account Type Account Name Ref No. Include Inactive Sort By Asc/Desc Description Used to indicate the posted date range for transactions to be retrieved Used to retrieve transactions using the customer s name Used to retrieve transactions using the merchant s internal reference number assigned to a recurring transaction Used to indicate whether the report results will include inactive recurring accounts, the default setting is No Sort option used to indicate the name of the column heading in which the report results will display Sort option used with the Sort By field to display report data in ascending or descending order 3. Click Apply Filters to retrieve transactions and generate a report. The results display. (continued on next page) 09/05 2-6

150 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing Recurring Detail Report (continued) Reading the Recurring Detail Report The Recurring Detail report is divided into the following two sections: Account details Transaction details Account Details Account details display information about customer accounts that are set up for recurring billing. Recurring account details are displayed as follows: Dark Blue Section: shows headings for account details Pink Section: Displays recurring account information The following headings display as account details in the Recurring Detail report. Report Heading Recurring ID Ref No Date Entered Type AccountNo Description Unique number assigned by Transaction Central that is used to identify a specific recurring billing account Merchant s internal reference number assigned to a customer s recurring billing account for record keeping purposes Date recurring billing account was created Indicate the method or payment used, such as credit card, purchase card or ACH Customer s credit card, purchase card, savings account or checking account number ABA/Expire For accounts set up for ACH, displays the routing number for the checking or savings account Account Name For accounts set up for credit card and purchase card payments, displays the card expiration date Customer s name 2 Recurring Details Report (continued on next page) /05

151 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing Recurring Detail Report (continued) Reading the Recurring Detail Report (continued) Account Details (continued) Report Heading Next Processed Date Description Date when next payment is scheduled to be debited from the customer s account # of Payments Total number of payments billed to customer Payments Active Amount Transaction Details Total number of payments received from customer Indicates whether customer is still participating in recurring billing Dollar amount to be debited from customer s account The transaction details section lists details for all transactions performed on a specific recurring account. Transaction details are displayed as follows: Light Blue Section: Shows headings for transaction details Yellow Section: Displays transactions details for a specific recurring account Report Heading Transaction ID Date Posted Next Processing Date Amount Status Notes Description Identification number automatically assigned to the recurring transaction by Transaction Central Date payment posted to the account Next payment due date Amount Status of payment System notes explaining payment status, if any 2 Recurring Detail Report 09/

152 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing Recurring Expired CC Report Overview The Recurring Expired CC report displays a list of recurring billing accounts with credit cards that will expire 3 months from the current month. This report enables merchants to view and update customer billing information for recurring accounts. Recurring Expired CC Report Procedure. From the Reports page (see Accessing the Reports Page p2-60), click Recurring Expired CC. The Recurring Expired CC Opens report opens displaying the Search Filters fields. 2. If desired, click the customer s recurring ID number displayed in the Recurring ID column to edit the customer s billing information. A page opens enabling you to edit the transaction (see Updating Recurring Transactions p2-49). (continued on next page) /05

153 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing Recurring Expired CC Report (continued) Reading the Recurring Expired CC Report The Recurring Expired CC report includes the following report headings. Report Heading Recurring ID Account Name Account Number Expiration Date Address Zip Code Description Identification number automatically assigned to the recurring account by Transaction Central Name of customer Encrypted version of customer s credit card number Date customer s credit card will expire Customer s street address Zip code for customer Edit Manual Transaction Page 09/

154 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing Recurring Problem Summary Report Overview The Recurring Problem Summary report lists recurring transactions that cannot be successfully processed because of an issue such as an expired credit card, a closed account, a data entry error or any other transaction that requires immediate attention. 2 Recurring Problem Summary Report Procedure. From the Reports page (see Accessing the Reports Page p2-60), click Recurring Details. The Recurring Details report opens displaying the Search Filters fields. 2. If desired, change the search options in the following Search Filters fields. Search Filters Field Transaction Type Include Active Description Used to retrieve transactions debited using a specific payment method, such as credit card, purchase card or ACH Used to indicate whether the report results will include active recurring accounts, the default setting is Yes 3. Click Apply Filters to retrieve transactions and generate a report. The results display. (continued on next page) /05

155 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing Recurring Problem Summary Report (continued) Procedure (continued) 4. If desired, you may perform other actions on a transaction from this page. Action to Perform Edit recurring transaction View payment history View list of returned payments Description Click the ID number displayed in the Recurring ID column. Click the number of payments from the Payments column. Click the number of retuned payments displayed in the # Returned column (see Resubmitting Recurring Payments p2-53). 2 3 Recurring Problem Summary Report (continued on next page) 09/

156 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing Recurring Problem Summary Report (continued) Reading the Problem Summary Report The following headings display in the Recurring Problem Summary report. Report Heading Recurring ID Original Date Entered Ref No Type AccountNo Description Unique number assigned by Transaction Central that is used to identify a specific recurring billing account. Note: Click the number displayed in this column to edit the recurring account information. Indicates the date the payment first posted to customer s account Merchant s internal reference number assigned to a customer s recurring billing account for record keeping purposes Indicates the method or payment used, such as credit card, purchase card or ACH Customer s credit card, purchase card, savings account or checking account number ABA/Expire For accounts set up for ACH, displays the routing number for the checking or savings account Account Name For accounts set up for credit card or purchase card payments, displays the card expiration date Customer s name # Payments Indicates the number of payments billed to customer Payments Indicates the number of payments received from the customer Note: Click the number displayed in this column to view payment history for the recurring account. Recurring Problem Summary /05

157 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing Recurring Problem Summary Report (continued) Reading the Problem Summary Report (continued) Report Heading Description # Returns Displays the number of returned payments received Note: Click the number displayed in this column to view information on the returned payment (see Resubmitting Recurring Payments p2-53). Amount Displays the amount debited from the customer s account Recurring Problem Summary 09/

158 SECTION 2: Recurring Transactions CHAPTER 5: Reports for Recurring Billing /05

159 Section 3: Multi-User Features Overview This section describes features available in the versions of Transaction Central that contain the multi-user feature, which enables multiple users to access and use Transaction Central at the same time. These features are available in both Transaction Central Multi-User and TC-R Multi- User. Following is a list of topics discussed in this section: Page CHAPTER : About Multi-User Features CHAPTER 2: Managing Multiple Users /05 3-

160 SECTION 3: Multi-User Features /05

161 CHAPTER : About Multi-User Features SECTION 3: Multi-User Features Introduction This chapter contains a general summary of multi-user features. The following topics are described in this chapter: Page What Is the Multi-User Feature? Accessing the Multi-User Feature /05 3-3

162 SECTION 3: Multi-User Features CHAPTER : About Multi-User Features /05

163 SECTION 3: Multi-User Features CHAPTER : About Multi-User Features What is the Multi-User Feature? Overview The multi-user feature enables multiple users to access and use Transaction Central at the same time. With the multi-user feature, users may Process different transactions at the same time Generate different reports at the same time Subscribing to the Multi-User Feature Merchants must subscribe to the multi-user feature in order to use it. Once subscribed, merchants are given a merchant ID, user ID and password for either of the following applications, depending upon the features they have requested: Transaction Central Multi-User TC-R Multi-User Administrative Features Transaction Central Multi-User and TC-R Multi-User both have an administrative feature, which is used to manage user accounts. This feature can only be accessed by TC administrators, who are selected by the merchant. TC administrators enter information for new user accounts and maintain the accounts for existing users. Other Features The multi-user feature contains the same features as Transaction Central (see Section : Transaction Central p-) For TC-R Multi-User, TC-R (see Section 2: Recurring Transactions p2-) However, when the administrator logs in, the User List button for accessing administrative features for managing users displays. 09/05 3-5

164 SECTION 3: Multi-User Features CHAPTER : About Multi-User Features Accessing the Multi-User Feature Overview The multi-user feature can be accessed from the TC-R Multi-User or Transaction Central Multi- User Login page. 2 Login Page for Transaction Central Multi-User and TC-R Multi-User Procedure. From the Merchant s page, click Transaction Central Multi-User or.tc-r Multi- User. The Login page opens. 2. Type the User ID, Merchant ID and Password in the fields provided. 3. Click Login, when finished. The opening page displays /05

165 CHAPTER 2: Managing Multiple Users SECTION 3: Multi-User Features Introduction This chapter has instructions for TC administrators on managing multiple users in Transaction Central Multi-User and TC-R Multi-User. The following topics are discussed in this chapter. Page TC Administrators Accessing the User List Page...3- Adding New Users Editing User Information Resetting Passwords Deleting User Information /05 3-7

166 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users /05

167 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users TC Administrators Overview Merchants who have subscribed to a multiple user account with either Transaction Central Multi- User or TC-R Multi-User have assigned administrators who are responsible for managing users for the merchant s account. Administrators have access to set up user profiles, including access settings for various features in Transaction Central or TC-R. How Are Administrators Selected? Anyone who is assigned the appropriate User Level can be an administrator (see User Level Descriptions pa-). Both Transaction Central Multi-User and TC-R Multi-User allow merchants to have more than one administrator. What Are Administrator Responsibilities? Administrators are responsible for the following tasks: Adding new users, including assigning user IDs Editing existing user accounts Resetting passwords Assigning and changing user access settings Deleting user accounts Accessing and using other features, as assigned by the merchant (continued on next page) 09/05 3-9

168 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users TC Administrators (continued) How Is the Administrative Feature Accessed? The User List page is used to perform all administrative functions. The User List page is only visible to users who are assigned the proper User Level that grants them administrative access. User List Page /05

169 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users Accessing the User List Page Overview To manage profiles for multiple users, the administrator accesses the User List page to do the following tasks: Add new users View a list of existing users Reference user passwords and access levels Edit existing user information, including resetting passwords Delete existing user accounts Note: Only administrators are able to see the User List button on their screens and can use the functions available under the User List page. 2 3 User List Page Procedure. Click the User List button. The User List page opens. 2. Perform any one of the following functions: Add a new user. Use options in the user list to view, edit or delete users. 09/05 3-

170 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users Adding New Users Overview New users are added in the Add New User page. The Add New User page can be accessed from the User List. User List Page Procedure. Access the User List page (see Accessing the User List Page p3-). 2. Click Add New User. The Add New User page opens. (continued on next page) /05

171 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users Adding New Users (continued) Procedure (continued) 3. Type a password in the Password field. 4. In the Level field, type the user level to assign user access settings, then type a user description in the Description field. Note: To view a list of available User Level Descriptions, click User Level Description (see User Level Descriptions pa-). 2 Add New User Page 5. Click Save New User to add the user. The User List page opens. The user is included in the User List page with a User ID, which is automatically assigned. 3 User List Page 09/05 3-3

172 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users Editing User Information Overview Revisions to existing user information are made in the Edit User Information page. This page is accessible from the User List. User List Page Procedure. Access the User List page (see Accessing the User List Page p3-). 2. Click the User ID to be changed from the list. The Edit User Information page opens. (continued on next page) /05

173 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users Editing User Information (continued) Procedure (continued) 3. Perform any of the following revisions to the user information in the fields provided. Revision to be Made Password Access Setting Description of Access Setting Status Action Type a new password in the Password field. In the Level field, type the user level to assign access settings for the user. Note: To view a list of User Level Descriptions, click User Level Description (see User Level Descriptions pa-). Type a user description in the Description field. Change the status of the user profile by selecting options from the Status drop down list as follows: Select Unlock to keep the profile active. Select Lock to deactivate the user profile. 4. Click Save Changes when finished. The revisions are saved. 2 Edit User Information Page 09/05 3-5

174 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users Resetting Passwords Overview You may reset passwords in the Edit User Information page. This page is accessible from the User List page. User List Page Procedure. Access the User List page (see Accessing the User List Page p3-). 2. Click the User ID to be changed from list. The Edit User Information page opens. (continued on next page) /05

175 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users Resetting Passwords (continued) Procedure (continued) 3. Type a new password in the Password field. 4. Click Save Changes when finished. The revisions are saved. 2 Edit User Information 09/05 3-7

176 SECTION 3: Multi-User Features CHAPTER 2: Managing Multiple Users Deleting User Information Overview Users can be deleted from the User List page. 2 User List Page Procedure. Access the User List page (see Accessing the User List Page p3-). 2. Locate the User ID belonging to the user profile that is to be removed. Important: Check to ensure that you have selected the correct user ID. Once the Delete button is clicked, the user profile is immediately removed. 3. In the Action column associated with the user ID, click Delete. The user profile is removed /05

177 Appendix: User Level Descriptions Overview This appendix describes User Level Descriptions, which are assigned to users to define their access settings in Transaction Central Multi-User and TC-R Multi-User. The following topic is discussed in this chapter. Page About User Level Descriptions...A-3 09/05 A-

178 APPENDIX: User Level Descriptions A-2 09/05

179 APPENDIX: User Level Descriptions About User Level Descriptions Overview User level descriptions provide preset access settings to specific features in Transaction Central Multi-User and TC-R Multi-User. When assigned to a user, they define which features a user may view and use. How User Level Descriptions Work User levels are tied to a user s Login ID. Once the user logs in Transaction Central, the user ID is referenced and the user level description is retrieved to determine what the user may access. Features that the user is able to access are displayed as selection buttons at the top of the Web page in Transaction Central, as shown in the following image. Note: If a user is assigned a user level that restricts the user s access to a particular feature, the button for that feature does not display. (continued on next page) 09/05 A-3

180 APPENDIX: User Level Descriptions About User Level Descriptions (continued) Available User Level Descriptions The following table lists available user level descriptions and the features that can be accessed under each level. Note: *Features marked with an asterisk are only available if the merchant has subscribed to the feature. Refer to settings within your merchant s account profile to determine which features were requested. Level Features that Can be Accessed Batch* Blind Credit* Credit Customer Service Edit Info ForceAuth* Reports Sale Shopping Cart Link* User List Void Recurring (for TC-R only) Manual Recurring (for TC-R only)* 2 Credit Edit Info ForceAuth* Reports Sale Void Recurring (for TC-R only) Manual Recurring (for TC-R only)* 3 Customer Service ForceAuth* Sale Void Recurring (for TC-R only) Manual Recurring (for TC-R only)* (continued on next page) A-4 09/05

181 APPENDIX: User Level Descriptions About User Level Descriptions (continued) Available User Level Descriptions (continued) Level Features that Can be Accessed 4 Customer Service ForceAuth* Sale Void Recurring (for TC-R only) Manual Recurring (for TC-R only)* 5 Customer Service Sale Recurring (for TC-R only) Manual Recurring (for TC-R only)* 6 Sale Customer Service Manual Recurring (for TC-R only)* 7 Customer Service Sale Void Manual Recurring (for TC-R only)* 8 Customer Service Reports Upload Batch* 9 Credit Customer Service Edit Info ForceAuth* Reports Sale Void Recurring (for TC-R only) Manual Recurring (for TC-R only) * (continued on next page) 09/05 A-5

182 APPENDIX: User Level Descriptions About User Level Descriptions (continued) Available User Level Descriptions (continued) Level Features that Can be Accessed 0 Credit Customer Service Edit Info ForceAuth* Reports Sale Upload Batch* Void Recurring (for TC-R only) Manual Recurring (for TC-R only) * Customer Service 99 Credit Customer Service Edit Info ForceAuth* Reports Sale Shopping Cart Link* User List Void Recurring (for TC-R only) Manual Recurring (for TC-R only)* A-6 09/05

183 Index Index A Access and Login Getting Started p-3 Login Screen p-5 Opening Screen p-6 Password See Password ACH p-39 Receipts p-43 Resubmitting p-44 Sale Transactions p-40 See also Reports Adding New Users See Multi-User Features Administrative p3- Accessing p3-0 Features p3-5 Procedures See Multi-User Features Responsibilities p3-9 Selecting Administrators p3-9 TC Administrators p3-9 Automated Recurring Transactions See Recurring Transactions B Batch Transactions p-73 About p-75 Manual Upload p-76 See also Settling Credit Cards, Manually Business Information Editing p-49 C Credit Card Transactions p-9 Blind Credits p-6 Credit Refunds p-22 Forced Authorizations p-4 Resubmitting p-29 Sale Transactions p- See Also Reports Settling, Manually See Settling Credit Cards, Manually Voiding Sale p-7 D-L Deleting User Accounts See Multi-User Features Editing User Information See Multi-User Features M-O Managing Multiple Users See Multi-User Feature Mnaual Recurring Transactions See Recurring Transactions Merchant Home Page p-6 Merchant Info See Business Information User ID and Password p-5 Multi-User Features p3- About p3-3 Accessing p3- Adding New Users p3-2 Administration See Administrative Definition of p3-5 Deleting User Accounts p3-8 Editing p3-4 Passwords, Resetting See Passwords Subscribing to p3-5 User List Page p3- Passwords Resetting p3-6 Retrieving p-5 P Purchase Card Transactions See also Credit Cards See also Purchase Order 09/05 Index-

184 P (cont.) Purchase Orders About p-33 Definition of p-33 Level 2 Payment Processing p-33 Other Procedures p-37 Processing Sale p-34 Receipts p-36 Recurring Billing p2-3 Add Automated Billing p2-33 Add Manual Billing p2-37 Adding from a Sale p2-39 Managing p2-45 Processing Manual p2-43 Required Information p-33 Sales Transactions p-34 See Also General Procedures, See Also Reports See Also Reports, Recurring Transactions p-3 Recent Updates p-8 Reviewing p-8 Navigation p-8 R Recurring Transactions p2- About p2-3 Adding Automated Recurring button p2-9 From Sale p2- Adding Manual Manual Recurr Button p2-2 From Sale p2-23 Automated p2-7 Definition of p2-5 Managing Auomated p2-4 Manual p2-26 Manual p2-9 Payment History p2-5 Processing Manual Payments p2-29 Resubmitting p2-53 See Also Purchase Orders See also Reports, Recurring Transactions p2- Types of p2-5 Updating p2-49 Using p2-6 View Transactions All p2-4 Manual Only p2-26 Index Reports p-5 Available Reports p-53 Accessing ACH Journal p-70 ACH Statement p-69 Report Page p-53 Return List p-67 Settled Detail p-64 Settled Summary p-6 Transaction Detail p-57 Transaction Summary p-54 Reading ACH Journal p-7 Return List p-68 Settled Detail p-66 Settled Summary p- 62, p-63 Transaction Detail p-60 Transaction Summary p-56 Reports, Recurring Transactions p2-57 About p2-59 Accessing Recurring Detail p2-6 Recurring Expired CC p2-64 Recurring Problem Summary p2-66 Reports Page p2-60 Reading Recurring Detail, Account Details p2-62 Recurring Detail, Transaction Details p2-63 Recurring Expired CC p2-65 Recurring Problem Summary p2-68 See also Reports S-T Settling Credit Cards, Manually All Transactions in a Batch p-77 Individual Transactions p-79 Options p-75 Reading the Open CC Batch p-78, p-8 Transaction Central Functions p-6 U-Z User Level Descriptions pa- Available pa-4 How They Work pa-3 Users, Managing See MultiUser Features Index-2 09/05

185 09/05 TRANSACTION CENTRAL

186 09/05