Credit Card Processing 6.0 User s Guide IC VERIFY Edition

Transcription

1 Credit Card Processing 6.0 User s Guide IC VERIFY Edition

2 Credit Card Processing , Mekorma Software Solutions - All Rights Reserved Table of Contents INTRODUCTION...5 Overview... 5 Product Features... 5 Requirements... 5 About IC VERIFY... 5 CREDIT CARD PROCESSING BASIC ARCHITECTURE: IC VERIFY EDITION...6 CCP-to-IC VERIFY and Back... 6 CCP and IC VERIFY Setup What Can, And Can t, Go Where... 7 CREDIT CARD PROCESSING INSTALLATION: IC VERIFY EDITION...11 IC VERIFY Things You Need to do Only Once Install IC VERIFY Multi-User Request File Processor Software on a Server or Workstation IC VERIFY Things You May Need to do More than Once IC VERIFY Merchants IC VERIFY Merchant Data Directories IC VERIFY Merchant Identifiers IC VERIFY SET File Contents ICSETUP.EXE Hardware Tab ICSETUP.EXE Merchant Information Tab ICSETUP.EXE Options Tab CCP INSTALLATION AND CONFIGURATION...19 General Installation Acquiring and Running the CCP Installation Program Installing CCP Using the CCP60_Bxx.EXE Module (All Machines) Configuring the CCP Registration screen (One Time Only; 1 st Machine) Initializing Your CCP System (Once Per Company; 1 st Machine)... 20

3 Credit Card Processing 3 Registering your CCP Software (Once Only; 1 st Machine) Configuring the CCP Palette (Once per Company; 1 st Machine) CCP Company Setup (Once per Company; 1 st Machine) Defining IC VERIFY Workstations (Once Only, 1 st Machine) Deploying CCP/IC VERIFY Assigned/Virtual Workstations to PC workstations (Once per PC workstation) Configuring Dynamics/eEnterprise for CCP (Once per Dynamics/eEnterprise Company) Testing IC VERIFY and CCP IC VERIFY test mode (Once Only; IC VERIFY Host Machine) Testing Transactions from Within Dynamics/eEnterprise (Once per Company: Start with The World On-Line, Inc.) Setting up Default Address and Credit Card Data for Repeat Customers USING CREDIT CARD PROCESSING...44 The Credit Card Processing Entry Screen Default Field Entries Sale Transactions Void Transactions Credit Transactions Book Transactions Force Transactions PreAuthorization Transactions Credit Void Transactions...50 Ship Transactions Card Name Field Card Number Field Expiration Date (EXP MM/Y) Field Card Amount Field Card Holder and Address Fields Real-time Credit Card Transaction Verification Autopsying DENIED Real-Time Credit Card Transactions Confirmed Transactions Real-Time Denied Transactions Real-time Batch Mode Credit Card Transaction Processing CCP Batch Data Entry Saving Transactions for Batch Mode Processing Accessing the Credit Card Processing Entry Screen from Dynamics/eEnterprise Sales Screens Dynamics/eEnterprise Receivables Transaction Entry Screen Dynamics/eEnterprise Cash Receipts Entry Screen Dynamics/eEnterprise Invoice Entry Screen Dynamics/eEnterprise Sales Transaction Entry (SOP) Screen CCP Batch Transaction Verification

4 Credit Card Processing 4 Verifying Credit Card Transactions in Batches All the Denied/Declined Transactions Where do They All Come From? Resubmitting Denied/Declined Transactions in SOP, Invoicing and Receivables Deleting and Voiding Dynamics/eEnterprise Sales Transactions/Documents Receivables Cash Receipts Invoicing Sales Order Processing Where do DELETED TRX Batches Come From? Settlement Pinching Your Pennies Settlement Methods Automatic Settlement Manual Settlement Settlement - Additional Reports Customer Inquiry CCP Customer Inquiry Screen Customer Inquiry Reports CC Transaction History Remover Batch Verification Deleting a batch APPENDIX A: FILES/TABLES CREATED BY CREDIT CARD PROCESSING In the Dynamics SYSTEM folder or SYSTEM database: In each company s SALES folder or company database: APPENDIX B: CREDIT CARD PROCESSING IC VERIFY EDITION MAIN INSTALLATION CHECKLIST APPENDIX C: CREDIT CARD PROCESSING IC VERIFY EDITION WORKSTATION ACTIVATION CHECKLIST APPENDIX D TECHNICAL SUPPORT...181

5 Credit Card Processing 5 Introduction Overview Credit Card Processing (CCP), by Mekorma Software Solutions, adds vital functionality to your standard Dynamics/eEnterprise Sales modules by allowing you to enter credit card payments and VERIFY those payments, directly in the Dynamics/eEnterprise Sales data entry screens. You can use CCP in each of the sales transaction modules and sub-modules. You can process credit cards one at a time, in real-time mode, or save transactions in batches for later attention. Product Features Mekorma CCP is designed to work seamlessly with Dynamics/eEnterprise. Features include: Credit card verification from any Dynamics/eEnterprise Sales data entry screen Real-time (on the fly) verification or Batch mode verification Complete multi-user capability Complete freedom of choice of your credit card Processor Works with IC VERIFY runtime leading PC based credit card verification software Streamlines Sales Order Processing and Invoicing payment entry Adds Book/Ship and Pre-authorizations to Sales Order Processing Requirements For Mekorma CCP software to work, you must also install IC VERIFY 2.25 (or later) software from Cyber Cash. You can obtain product information from their web site at About IC VERIFY IC VERIFY is the most widely used credit card verification software available. Mekorma CCP is designed to seamlessly connect the IC VERIFY verification engine and Dynamics/eEnterprise order processing and sales. Complete integration allows you easy and efficient credit card verification. The IC VERIFY product package includes a piece of client software through which credit card transactions can be entered and verified. Mekorma CCP does not use this interface; it acts as a substitute for it. The IC VERIFY package includes a Multi-User Runtime engine (ICVMLT32.EXE) that is used by Mekorma CCP. This is the only component of the IC VERIFY product package that you should run with CCP and you must run it on only one machine, be it a workstation or a server. The IC VERIFY Multi-User Runtime engine runs in the background on the machine of your choice. You will, in general, leave the IC VERIFY Multi-User Runtime engine running at all times. If you wish, you may set up the IC VERIFY Multi-User Runtime as a Windows NT service.

6 Credit Card Processing 6 Credit Card Processing Basic Architecture: IC VERIFY Edition Mekorma Credit Card Processing (CCP) acts as a bridge between Great Plains Dynamics/eEnterprise and a program called IC VERIFY made by another software firm named CyberCash. It is CCP s job to funnel credit card transactions from one or more workstations to IC VERIFY and to make sure that all Dynamics/eEnterprise accounting conventions are properly observed for each credit card transaction. It is the job of IC VERIFY to look for and accommodate requests for credit card activity by linking to your credit card processing service provider. You can think of IC VERIFY as having two sides. On the transaction gathering side, IC VERIFY constantly looks for new transactions submitted by workstations that run Dynamics/eEnterprise and CCP. On its other side, IC VERIFY satisfies the credit card processing service requests it receives by contacting your pre-selected credit card processing service provider. IC VERIFY does this by way of a dial-up modem connection, which it is solely in charge of establishing and using. The link between CCP and IC VERIFY is an ordinary file system directory, referred to as the Request/Answer directory (see Figure 1 on next page), which both pieces of software treat like a mailbox. When any instance of CCP, running on any of your workstations, wants to submit a credit card transaction for approval, it places a request file into the Request/Answer directory and begins looking for an answer file containing a response. IC VERIFY looks at the Request/Answer directory almost continuously. By default, IC VERIFY will look for new request files every three seconds from the time it is launched until it is shut down. The sequence of events involved in processing a credit card transaction is as follows: CCP-to-IC VERIFY and Back 1. CCP formats and writes a request file to the Request/Answer directory. 2. CCP begins to repeatedly look at the Request/Answer directory waiting for the request file it has just written to disappear. If too much time goes by without the request being taken perhaps someone forgot to start up IC VERIFY CCP times out and issues an error message. 3. IC VERIFY, on its next scan of the Request/Answer directory, finds the new request file placed there by CCP. IC VERIFY renames the file so that CCP will know the file it just submitted has been seen and the request it contains is being acted upon. 4. CCP sees that its just-submitted request file has been taken and issues a progress message to that effect. CCP continues to examine the Request/Answer directory until an answer is received. 5. Based on the contents of the request file and its own configuration settings, IC VERIFY submits the request in the form needed by your credit card processing service provider. IC VERIFY will either dial your provider s access number or use an already open modem connection to send the request. Once established, IC VERIFY leaves its modem connection open for a specifiable grace period after completing any single transaction. If transactions are submitted frequently enough, the connection to your credit card processing service provider may stay live for hours. 6. When IC VERIFY receives a response from your provider, it writes an answer file into the Request/Answer directory.

7 Credit Card Processing 7 7. CCP picks up this file, extracts its contents, generates or updates relevant records in the Dynamics/eEnterprise database, puts up an on-screen message informing the workstation user of the outcome of the transaction and deletes the answer file. Note that, while IC VERIFY never really looks away from the Request/Answer directory, CCP only looks there when it expects to see something. When CCP is dealing with Dynamics/eEnterprise transaction issues, or capturing data for a new credit card transaction, it has no need to look at the Request/Answer directory and doesn t do so. Dynamics or eenterprise Workstation with CCP Dynamics or eenterprise Workstation with CCP Dynamics or eenterprise Workstation with CCP Req Ans Req Ans Req Ans Req Ans Request/Answer Directory IC VERIFY Multi-User Request File Processor Figure 1 - CCP & IC VERIFY Communications Architecture CCP and IC VERIFY Setup What Can, And Can t, Go Where If yours is a standard, client-server Dynamics/eEnterprise installation, you need to install CCP on any workstation in the system from which you need to process credit card transactions. If yours is, instead, a Citrix or Terminal Server-based Dynamics/eEnterprise installation, you must install CCP in the

8 Credit Card Processing 8 Dynamics/eEnterprise launch directories of only the Citrix server or Terminal Server host machines in your network. In a Citrix/Terminal Server environment, CCP capability is potentially available from any workstation. In contrast, you only need to run IC VERIFY on a single machine. That machine can be either a server or a workstation, so long as it has a suitable modem installed and no other software on the machine needs to use the modem. You also need to create only one Request/Answer directory. This must be placed on a server machine. A typical installation features IC VERIFY running on a modem-equipped server with the Request/Answer directory also defined on that machine (see Figure 2, below). Figure 2 - IC VERIFY and Request/Answer Directory on Server If, for any reason, IC VERIFY cannot conveniently be run on a server, you may elect to run it on a modem-equipped workstation instead (see Figure 3, on next page).

9 Credit Card Processing 9 Note that this alternative arrangement still shows the Request/Answer directory allocated on a server device. The reason for this is to allow all workstations the ones that run CCP as well as the one that runs IC VERIFY to access the Request/Answer directory using a workstation-to-server connection. What you must not do if you elect to run IC VERIFY on a workstation rather than a server is place the Request/Answer directory on the local hard drive of said workstation. In order for other workstations to access such a Request/Answer directory, you would have to define it as a so-called share using the peer-to-peer networking facilities built into Windows. In Windows networks and Novell NetWare networks for that matter the workstation-to-server connection is a very robust one. The workstation-to-workstation share connection, though, is much more fragile. Figure 3 - IC VERIFY on Workstation, Request/Answer Directory on Server

10 Credit Card Processing 10 We have determined, that the share type of workstation-to-workstation connection is not strong and reliable enough to bear the full weight of your organization s essential credit card transaction processing needs. You are well advised not to do things this way in the first place (see Figure 4, below). DON T DO THIS! Figure 4 - IC VERIFY and Request/Answer Directory on Workstation

11 Credit Card Processing 11 Credit Card Processing Installation: IC VERIFY Edition IC VERIFY Things You Need to do Only Once This section describes the steps you must take to set up your system for CCP. Before setting up CCP, you must completely set up and configure IC VERIFY. Install IC VERIFY Multi-User Request File Processor Software on a Server or Workstation After deciding whether you intend to install IC VERIFY on a server machine (see Figure 2, on previous page), or on a workstation machine (see Figure 3, on previous page), follow the installation instructions that come with the IC VERIFY product package. Understand that you will only be using part of the software that comes in the IC VERIFY product package. Specifically, you will be setting up and running an IC VERIFY component called the Multi- User Request File Processor (ICVMLT32.EXE) on one machine and one machine only on your network. Pay no attention to instructions for installing IC VERIFY substation software. In addition to the Multi-User Request File Processor, you will also occasionally use another component on the same machine where the Multi-User Request File Processor runs. ICSETUP.EXE is a program that provides a graphical user interface to the configuration data in the IC VERIFY SET files that define how credit card processing is to be done. There is another auxiliary software component - ICVERIFY.EXE that provides the graphical command and reporting interface of the IC VERIFY package. This is also the software component that can run on individual workstations and feed transaction data to the Multi-User Request File Processor. In this role, ICVERIFY.EXE is referred to as a substation. Do not install and operate ICVERIFY.EXE on any machine on your network. If ICVERIFY.EXE runs on any machine that also runs CCP, CCP will fail to work correctly. CCP is designed to fill the substation role on workstations where you intend to enter and process credit card transactions. Installing IC VERIFY places all of its software components together in a single directory on one machine. You should install IC VERIFY only on the machine from which you intend to run the Multi- User Request File Processor (ICVMLT32.EXE). ICVMLT32.EXE and ICSETUP.EXE are the only two programs you should ever run. No part of the IC VERIFY product package needs to be either installed or run on any other machine on your network. IC VERIFY Things You May Need to do More than Once IC VERIFY Merchants In Dynamics/eEnterprise you can define accounting environments for one or many separate companies. Each gets its own set of tables in the database. The company database into which accounting transaction data goes is determined by which company you log into when starting up Dynamics/eEnterprise on your workstation. IC VERIFY also has the ability to support multiple business identities when processing credit card transactions. Each business identity is referred to in the IC VERIFY documentation as a Merchant.

12 Credit Card Processing 12 In general, you will probably want to set up IC VERIFY so that there is one Merchant for each Dynamics/eEnterprise company in your current database. Dynamics/eEnterprise companies are usually distinct financial entities, each having its own bank accounts that are not shared with other companies, for example. If you want your credit card processing service provider to keep a separate transaction total for each of your companies, and make deposits to separate bank accounts for each, then you will need to set up IC VERIFY for multiple Merchants. It is not mandatory that you set things up in this one-to-one fashion, however. You may, if you wish, arrange for credit card transactions from two or more Dynamics/eEnterprise companies to be processed through a single IC VERIFY Merchant. Other arrangements are also possible. The table (see Figure 5, below) shows permissible relationships between Dynamics/eEnterprise companies and IC VERIFY Merchants. Number of Companies Number of Merchants Comments 1 1 Simplest setup. One Dynamics/eEnterprise company and one IC VERIFY Merchant. N 1 Two or more Dynamics/eEnterprise companies process credit card transactions through a single IC VERIFY Merchant. N M Three or more Dynamics/eEnterprise companies process credit card transactions through two or more IC VERIFY Merchants (N > M). This is just M instances of the 1:1 or N:1 relationships between Dynamics/eEnterprise companies and IC VERIDY Merchants. N N Two or more Dynamics/eEnterprise companies process credit card transactions through an identical number of IC VERIFY Merchants. 1 N One Dynamics/eEnterprise company processing transactions through two or more IC VERIFY Merchants is not yet supported by CCP. Figure 5 - Allowed Relationships: Dynamics/eEnterprise companies and IC VERIFY Merchants You must define each Merchant to IC VERIFY by giving it its own SET file in the directory where IC VERIFY is installed. A SET file is a complicated item having dozens of settings and variable values that control the behavior of the IC VERIFY Multi-User Request File Processor (ICVMLT32.EXE) when it is processing transactions for the corresponding Merchant. In the same installation directory as ICVMLT32.EXE is a program named ICSETUP.EXE. When you run ICSETUP.EXE it provides a multi-tabbed display with which you can examine or change each setting or variable for an IC VERIFY Merchant. IC VERIFY Merchant Data Directories Every Merchant must also have a separate directory in which IC VERIFY can maintain a number of files associated with that Merchant. The most important of these files is ICVERIFC.000. This file contains all of the verified transactions that IC VERIFY has processed for a given Merchant since the last settlement operation. Settlement is the process whereby your Dynamics/eEnterprise company

13 Credit Card Processing 13 collects the money for all verified credit card transactions you have submitted for it over a given interval usually one business day, though it can be more or less than this if required. You must define one new data directory per Merchant as subdirectories of the ICWIN directory into which you have installed IC VERIFY. You may name these Merchant data directories anything you like. But there is a naming convention recommended by CyberCash for Merchant data directories that parallels the mandatory naming scheme that must be used for Merchant SET files. Both of these naming conventions are summarized in the following table (see Figure 6, below): Merchant SET File Name Merchant Data Directory Name Merchant Identifier Merchant1 icverify.set DATADIR rify Merchant 2 icve0001. set DATA Merchant 3 icve0002. set DATA Merchant 4 icve0003. set DATA Figure 6 - Naming conventions for IC VERIFY SET files and Merchant data directories IC VERIFY Merchant Identifiers The 4-character Merchant Identifier entries require some explanation. As you can see, each Merchant Identifier consists of the last four characters of the 8-character filename of the corresponding Merchant s SET file. As IC VERIFY can support processing of credit card transactions for more than one Merchant, it must have some way to know which Merchant SET file to consult when presented with any particular credit card transaction. The mechanism IC VERIFY s designers chose was to require that all SET files have 8-character names beginning with ICVE with the next four characters chosen to make each name unique. IC VERIFY SET File Contents There is a display program called ICSETUP.EXE that allows you to see what the current value is for each configuration code or parameter stored in any ICVERIFY SET file. ICSETUP.EXE is part of the standard installation package for IC VERIFY and can be found in the ICWIN directory where you install IC VERIFY. When you run it, a screen with multiple tabs appears. When the program loads, it displays the settings in file ICVERIFY.SET by default. If you want to look at settings in some other SET file, you can use the Open option of the File menu to pick your target. ICSETUP.EXE Hardware Tab The machine on which you install the IC VERIFY Multi-User Request File Processor must have a modem and that modem must be available for the exclusive use of the Multi-User Request File Processor. IC VERIFY is quite sensitive to modem make and model. It is essential that you tell IC VERIFY s Registration/Tech Support staff exactly what make and model modem you have and what its hardware configuration settings are. They, in return, can provide you with a correct initialization command string for your particular modem setup. If you are not using a pre-configured SET file which we recommend you do the command string you receive from IC VERIFY Registration/Tech

14 Credit Card Processing 14 Support must be entered in the Dial String field on the Hardware tab of the ICSETUP.EXE display (see Figure 7, below). As you can see, the Dial String field s contents are quite complicated. If you must fill this field in manually, take extreme care to get every character you enter exactly correct. Figure 7 - Hardware tab of ICSETUP.EXE display Be sure to inform both your credit card processing service provider and the IC VERIFY Registration/Tech Support staff of how you are intending to process cards. For instance, if you are going to use the Book and Ship method of processing Orders, be advised that some credit card processing service providers do not support this feature. Be sure to tell IC VERIFY Registration/Tech Support that you are using a 3 rd -party integration with this product and that you will be using the Multi-User Request File Processor as the verification source.

15 Credit Card Processing 15 You may, in fact, wish to have CyberCash send you a pre-built SET file for each company you intend to process credit card transactions for based on what credit card service provider you are planning to use, which make and model of modem is installed in the machine on which you plan to install IC VERIFY, etc. This service is available for a nominal fee. ICSETUP.EXE Merchant Information Tab Continuing with the fitting out of an IC VERIFY Merchant SET file, it is necessary to check, or perhaps change, several items located on the Merchant Information tab of the screen presented by running ICSETUP.EXE (see Figure 8, below). Figure 8 - Merchant Information tab of ICSETUP.EXE display While inspecting the following settings, you should also write them down or take and print a screen shot of the display:

16 Credit Card Processing 16 Data Disk Directory The Data Disk:\Directory field contains the name of the Merchant data directory that is to hold the ICVERIFC.000 (verified transactions) and other files for the Merchant corresponding to this SET file. A previous table (see Figure 6, on previous page) shows the naming convention for these directories. Automatic Settlement Do you plan to initiate settlements with your credit card processing service provider manually or do you want IC VERIFY to do so automatically at a set hour every day? Settlement is the process whereby your credit card processing service provider transfers a sum of money to a bank account you designate. This sum of money is equal to the value of all approved credit card transactions you have submitted since the last settlement, minus any reversals or credits submitted over the same interval and minus your credit card processing service provider s fees. Settlement is obviously of critical importance. Most CCP users will find one settlement per day to be sufficient. In this case you may either initiate settlement manually, from the CCP Settlement screen, or cause IC VERIFY to automatically initiate a settlement at a specified time. If you expect to process a large number of transactions per day, you may want to settle more than once per day. If this is so, then you will have to do manual settlements. If you want to have IC VERIFY do your settlements after hours, enter the two-digit hour of the day into the two single-digit fields that are labeled Auto Settle (24 Hour Clock). You can find these fields roughly half-way down the Merchant Information tab of the ICSETUP.EXE display (see Figure 8, on preceding page). The two digits should be those of a number from 01 to 24 representing the hour of the day in so-called Military Time notation. In this system, 01 means 1:00 AM, 12 means noon and 24 means midnight. Type of Business Check to Type of Business setting. Like Evaluate Rsp, this is a single-character, alphabetic code. There are quite a few such codes defined, but this setting is important only if you intend to use Book and Ship transactions when processing Orders submitted through the Sales Order Processing (SOP) subsystem of Dynamics/eEnterprise. If you wish to employ Book and Ship transactions (about which more will be revealed in a future section of this manual), there are only three code values for Type of Business that are allowed: H, M and R. These codes stand for, respectively, Hotel, Mail-Order and Retail. It doesn t matter if your own business is none of these. Just pick whichever one you want to use if Type of Business is not already set to one of them. Address Verification Look at the Address VERIFY? setting. Your credit card processing service provider may offer you a better rate for transactions that include cardholder address information as well as the card number. There is more data entry to do each time a new Customer credit card record is captured, but the preferential rate, if one is offered, can make this worth your while. Evaluate Response Look at the Evaluate Rsp (Evaluate Response) setting. This is one of the many configuration codes carried in each SET file. It is a single character. The particular value that you enter determines what data elements, and in what format, IC VERIFY will send back to CCP when it responds to any kind of credit card transaction request you send. The detailed meanings of each possible Evaluate Rsp setting

17 Credit Card Processing 17 are less important than the fact that you must specify this code value identically for both the IC VERIFY SET file(s) and, later, the Credit Card Processing Setup screen in CCP. There are six possible code values allowed here, but CCP supports only the following three: Y, B, L. If you have chosen any other setting, please change it to one of the three options allowed before proceeding to set up CCP. We recommend that you choose the B option. Please also note that there is a further restriction on your choice of Evaluate Rsp setting. If you are not using address verification, you must use the B Evaluate Rsp setting. You can check the Address VERIFY? setting by looking upward a few lines from the Evaluate Rsp setting (see Figure 8, on previous page). ICSETUP.EXE Options Tab There are additional items of interest in the ICSETUP.EXE display. You can look at the remaining such items by clicking on the Options tab (see Figure 9, below). Figure 9 - Options tab of ICSETUP.EXE display

18 Credit Card Processing 18 Match 1 st and 2 nd Fields You should make sure that the Match 1 st, 2 nd Flds? setting is N. This setting controls some internal transaction matching logic that is peculiar to IC VERIFY. In particular, it influences how IC VERIFY matches up Ship transactions with pre-existing Book transactions when you use the Book and Ship method of processing Orders in Dynamics/eEnterprise. If this setting is either Y or S it is sometimes the case that a Ship transaction will be rejected by IC VERIFY because of an apparent failure to find a corresponding Book transaction even if the Book transaction actually exists. This usually happens when you enter the Ship transaction from a different PC workstation than you used earlier to enter to enter the Book transaction. Settle All Merchants The Settle All Merchants? setting is irrelevant if you have only a single IC VERIFY Merchant defined in a single SET file. If you have more than one IC VERIFY Merchant defined that is to say, more than one SET file make sure that this setting is N. CCP does not support settling all Merchants at once because you can only be logged into one Dynamics/eEnterprise company at a time. That company, in turn, is associated with only one of the SET files that represent IC VERIFY Merchant definitions. Number of Days to Keep Books/Tips You must make sure the # Days to Keep Books/Tips field is set to the number of days that your credit card processing service provider will allow you to keep a Book transaction open if you use the Dynamics/eEnterprise Sales Order Processing module to enter Orders and intend to use the Book and Ship method of processing credit card transactions for these Orders. A detailed definition of Book and Ship transactions awaits you further along in this manual. NOTE: All questions regarding the installation, setup and configuration of your IC VERIFY software should be referred to IC VERIFY Technical Support. Once you have completely set up and tested your IC VERIFY installation, you are ready to set up and configure CCP. The upcoming sections of this manual describe this process, and the issues surrounding it, in detail. You will also find a more concise checklist presentation of the IC VERIFY and CCP installation and configuration process in Appendices B and C.

19 Credit Card Processing 19 CCP Installation and Configuration General Installation CCP runs as a seamless add-on to Great Plains Dynamics/eEnterprise. As such, you must install it on the same machines where Dynamics/eEnterprise is also installed. In a classical client-server installation, you must install CCP on every PC workstation from which you need credit card transactions processed. If yours is a Citrix or Terminal Server-based network, then you must install CCP on the server or servers that support all sessions of Dynamics/eEnterprise. Installation and configuration of CCP consists of alternating activities that you need to perform only once or only on the first installed PC workstation or Citrix/Terminal Server, with other activities that you may need to perform for each Dynamics/eEnterprise company or for each PC workstation. Acquiring and Running the CCP Installation Program You can obtain the CCP installation program CCP60_Bnn.EXE (where nn is the current build number) from the Mekorma web site Click the Download Software link on the Mekorma home page and follow the appropriate links from there. You will have to run this program on all PC Workstations or all Citrix/Terminal Servers, so you should download this module to a location on some network server drive that you can access from all of the machines on which you need to install CCP. You will need to run the CCP installation program on all of the machines you have targeted for CCP installation after downloading it from the Mekorma web site. The directions that follow apply, in total, to the first machine on which you install CCP, but some of them will apply to second and subsequent machines as well. You will be informed as to which steps fall into which of these two categories, section by section. You would be best advised to follow all of the instructions related to installation and configuration in the upcoming sections from start to finish on the first PC workstation or Citrix/Terminal Server that you install. After that, you can make as many additional passes through the instructions in these same sections, ignoring any items that are one-time-only and/or apply only to the first installed machine. Installing CCP Using the CCP60_Bxx.EXE Module (All Machines) Execute CCP60_Bxx.EXE using the Run facility of Windows. Follow the on-screen instructions. The entire automated part of the installation process requires only a minute or two to complete. Running this will install: 1. Your Credit Card Processing application into the Dynamics/eEnterprise directory you specify (the default is C:\DYNAMICS). 2. The CCP documentation files, in PDF format, into a CCP subdirectory of whichever directory you have specified for Mekorma product documentation (the default location is C:\MEKORMA). 3. A CCP.INI file into the Dynamics/eEnterprise directory you have specified (the default is C:\DYNAMICS). This file contains a parameter CCP needs in order to properly initialize its settings for the IC VERIFY environment when it starts up.

20 Credit Card Processing 20 Once the CCP installation module has run to completion, launch Dynamics/eEnterprise. A window will appear asking you whether or not to include the new code that has been found. Click the Yes button. At this point, a CCP dictionary file (CCP.DIC) is created in your Dynamics/eEnterprise directory. Configuring the CCP Registration screen (One Time Only; 1 st Machine) Complete the login process for Dynamics/eEnterprise. If you are using eenterprise or the MS SQL version of Dynamics, log in as a user that has System Administration rights. The user ID you need to use will usually be sa. To attach the Credit Card Processing Registration screen to the System Setup palette, do the following: 1. Select Setup Company Palettes to open the Palette Setup screen. 2. Select System Setup from the drop-down list of palette titles and click the Add button. 3. Type Register CCP in the Item field. 4. Select Dynamics Window or eenterprise Window from the Type drop-down list. 5. Click the magnifying glass icon next to the Application prompt. 6. Select Credit Card Processing from the Product drop-down list. 7. Select 3 rd Party from the Series drop-down list. 8. Select Mekorma Credit Card Processing Registration from the list in the box below. 9. Click the OK buttons on all of the stacked screens to save the settings. 10. Proceed to initialize your CCP system Initializing Your CCP System (Once Per Company; 1 st Machine) After completing the above steps for installing CCP, you must run a procedure that will initialize the version of CCP that you are installing. For new installs of CCP on Dynamics/eEnterprise systems that use the Microsoft SQL Server database, you must also create all of the necessary CCP database tables. A procedure that determines if just one or both of these chores needs to be done, and then does what is required, has been provided. You run this procedure by clicking a single button, labeled Table Setups and Conversions, on the Mekorma Credit Card Processing Registration screen. You must click this button once before entering your product registration key (see next section) in order to use CCP in The World On-Line, Inc. To initialize your CCP system, open the Mekorma Credit Card Processing Registration screen and click the Table Setup and Conversion button. By running this process, you perform all needed table creations and/or conversions required for CCP for the company you are logged into. Proceed as follows: 1. Select Setup System Register CCP to open the Mekorma Credit Card Processing Registration screen as shown (see Figure 10, on next page). 2. Click the Table Setup and Conversion button. A progress screen will appear, remain for a time, as various tables are created, then disappear. The completion screen (see Figure 11, on next page) will take its place.

21 Credit Card Processing Click the OK button on the completion screen. Figure 10 - Mekorma Credit Card Processing Registration screen Figure 11 - Completion screen for Table Setup and Conversion process Registering your CCP Software (Once Only; 1 st Machine) After you purchase CCP and fill out the registration survey, Mekorma Software will provide you a product registration key number to activate CCP for your organization. Until you enter the registration key, you can use all CCP functions for demonstration or testing only while logged into The World On-Line, Inc. To use CCP with your actual company data, you must enter your software registration key into the system. When you are installing CCP, you must be sure to first run the Table Setups and Conversions process described in the previous section using the button at the bottom of the Mekorma Credit Card Processing Registration screen. You need to do the Table Setups and Conversions step first because, until this step is complete, there will be no table in which to store the registration data that you will be entering next.

22 Credit Card Processing 22 To enter the CCP registration key: 1. Open the Mekorma Credit Card Processing Registration screen again if you have inadvertently closed it. If you just ran the Table Conversions and Setups process using the button on this screen, it should still be open, but if you clicked the OK button by mistake, bring the screen up again. 2. Enter the User Count value. If your installation runs Dynamics and your license from Great Plains Software is for four (4) or more users, then you can enter zero (0) to indicate an unlimited user license for CCP. If your installation runs eenterprise and your license from Great Plains is for seven (7) or more users, you can do the same. Otherwise, enter the actual number of users allowed by your Great Plains software license. 3. Enter the registration key provided by Mekorma Software Solutions into the field labeled Registration Key. Pay no attention to the other key fields on this screen. These fields are only relevant for other versions of CCP. 4. Click the OK button. Configuring the CCP Palette (Once per Company; 1 st Machine) To give the Dynamics/eEnterprise company you are logged into access to the CCP palette, do the following: 1. Select Setup Company Palettes to open the Palette Setup screen. 2. Select Sales Transactions from the palette drop-down list and click the Add button. 3. Type Process Credit Cards in the Item field. 4. Click the magnifying glass icon next to the Application prompt. 5. Select Credit Card Processing from the Product drop-down list. 6. Select 3 rd Party from the Series drop-down list. 7. Select CCP Palette from the list in the box below. 8. Click OK buttons on all of the stacked screens to save the settings. CCP Company Setup (Once per Company; 1 st Machine) At this point, you have already installed and configured IC VERIFY, and installed, registered and done palette configuration for CCP. You must now separately configure each Dynamics/eEnterprise company for which you want to do credit card processing. Your next step is to open the Credit Card Processing Setup screen for the company that you are logged into. To open the Credit Card Processing Setup screen, do the following: select Transactions Sales Process Credit Cards CCP Setup to open the Credit Card Processing Setup screen (see Figure 12, on next page).

23 Credit Card Processing 23 Figure 12 - Credit Card Processing Setup screen The current Dynamics/eEnterprise company name is displayed at the top of the window in the Processing Company field. The settings selected on this setup window will apply only to the company whose name is displayed. For each additional Dynamics/eEnterprise company you wish to enable for CCP, you will have to login and repeat these procedures. Each Dynamics/eEnterprise company can be set up to process credit card transactions differently. Follow these steps for each company being set up for CCP: IC VERIFY-Related Settings for CCP 1. Enter the Merchant Identifier, the 4-character company identifier. As mentioned previously, this consists of the fifth through eighth characters of the eight-character IC VERIFY SET file name that is to be used in processing credit cards for the Dynamics/eEnterprise company you are currently logged into. If you click the pathname lookup icon (the small yellow folder icon), it pops up a Windows browse screen with the remarkably to-the-point name of Which IC Verify SET file is associated with this company? You use this screen can navigate to the appropriate IC VERIFY SET file (see Figure 13, on next page). When you select a file by clicking the Open button on this browse screen, CCP will automatically pull the four needed characters out of the filename you select and slug them into the Merchant Identifier field of the Credit Card Processing Setup screen.

24 Credit Card Processing 24 Figure 13 - Windows browse screen for selecting an IC VERIFY SET file 2. If you have set the Address VERIFY? Parameter on the IC VERIFY SET file s Merchant Information tab to Y (see Figure 8, on previous page), click the Address Confirmation checkbox. 3. For the ICV Evaluate Response field, pick a code value matching what you picked for IC VERIFY on the Merchant Information SET file tab (see Figure 8, on previous page) from the pick list. 4. Select the Processor Format. Most credit card processing service providers have now switched over to the New Visa Standard format for communications with processing software. A few, however, may still use the older Standard format. Check with your provider. If you are unsure, choose New Visa Standard. 5. If you have set up IC VERIFY for Auto-Settle, or if you have arranged an automatic settlement time with your credit card processing service provider, indicate this to CCP by clicking the Automatic Settlement checkbox. Also enter the time of day at which automatic settlement is to take place in the Settlement Time field. The time of day must be entered in so-called Military style 01:00:00 is 1 AM, 12:00:00 is noon and 24:00:00 is midnight, for example. Upon Tab-ing out of the field, the time will be displayed in conventional civilian AM/PM format. If you are not using Auto-Settle, the Settlement Date and Settlement Time fields will default to the current date and time. These will be updated each time a new manual settlement is commanded. Other Settings for CCP 6. Edit the Denied Batch Name if you so desire. This is the prefix for the Batch ID that will be created to hold denied batch mode credit card transactions. Dynamics/eEnterprise transactions associated with denied credit card transactions will be accessible through the entries in this batch for editing. The Denied Batch Name actually generated consists of this prefix followed by the current calendar date.

25 Credit Card Processing Enter the Default Address ID that CCP is to use for credit card address information. The Dynamics/eEnterprise Customer Maintenance screen allows for an unlimited number of addresses to be associated with each Customer record. The address ID you enter here is the one CCP will assume contains the address that is to be used in combination with the default credit card number which you may store for each Customer. The Default Address ID is absolutely required if you have checked the box for Address Confirmation. NOTE: CCP will use the default credit card information (card type, card number, and expiration date) from the Customer Card found by opening the Dynamics/eEnterprise Customer Maintenance window, and clicking the Options button. A complete default of credit card information for processing includes the default address record and the credit card information entered. If you have not previously entered any of this information for a given Customer, you can enter it at the time of processing a transaction. 8. Choose whether you wish to keep credit card verification history by checking (or not) the Keep Verification History checkbox. If you check this box, history will be kept for all attempted verifications. If not, verification history will be kept for only 45 days. Advanced Processing (Book and Ship) Settings for CCP These features are for your use with Book and Ship credit card transactions you enter through the Dynamics/eEnterprise Sales Order Processing (SOP) module. You are allowed to use Book and Ship transactions only with SOP because it is the only Dynamics/eEnterprise module that allows you to create an Order and later transfer it to an Invoice. A Book transaction allows you to reserve, for a reasonable period of time, whatever slice of your Customer s credit line is appropriate to cover an Order without actually taking any money from him until you ship something to him. A Ship transaction completes the Book and Ship process by allowing you, at the time you ship goods to your Customer, to transfer the final value of the Invoice derived from the original Order from your Customer s credit line to your own account. A Book transaction for any Order for which you don t subsequently issue a Ship, simply expires and your Customer s credit line is unencumbered. It is only after you submit a Ship transaction, and it is approved and settled, that you will receive payment from your credit card processing service provider. The settings on this bottom section of the Credit Card Processing Setup screen allow you to specify how much cushion to build into the amount you Book against your Customer s credit line when you process an Order and how long the hold you place on this piece of his credit line will last, even if you never issue a Ship transaction. By Book-ing a bit more than the amount of the Order, you ensure that later charges, such as freight or special handling, that cannot be precisely known at the time you take the Order, are still allowed for. When you later Invoice and Ship the Order, the actual document total amount will be charged against the amount initially Book-ed. Any Book amount in excess of this Invoice document total will be released at this time. If your auto-add amounts are carefully specified, this should prevent you from coming up short when it s time to Ship. 9. Enter the Number of Days Book Trx Valid. In general, you can negotiate the length of time a Book transaction may remain open with your credit card processing service provider. Some credit card processing service providers allow you a maximum duration for Book transaction holds of as little as seven days. Others may allow you to hold a Book transaction open for as much as 30 days. The number of days you enter here must match the setting in your SET file for the IC VERIFY Merchant that corresponds to your current Dynamics/eEnterprise company. Before you set this

26 Credit Card Processing 26 value for the first time, the Number of Days Book Trx Valid field will default to a value of 7 as the screen opens (see Figure 14, below). Figure 14 - CCP Setup Screen before Freight and Miscellaneous entries are made 10. You would be well advised to pick either Auto Add Amount or Auto Add Percent from the dropdown lists for either or both of the Freight and Miscellaneous fields. These two fields allow you to automatically specify a Freight value and/or a Miscellaneous value that you want added to any Dynamics/eEnterprise Order amount that you Book. You can choose for either or both of these added values to be specified constants, independent of the magnitude of the Order you are Booking, or as some percentage of the Dynamics/eEnterprise Order document amount. In addition to specifying that these given or computed increments should boost the amount Book-ed, you have the additional option of adding either or both of these amounts to the total for the Dynamics/eEnterprise Order document associated with the Book transaction. The user interface for these features is hidden when you first call up the Credit Card Processing Setup screen (see Figure 14, above). Fields for entering constant values or percentages for Freight and/or Miscellaneous along with checkboxes where you can indicate whether or not these additional amounts are to be added to the Order as well as to the sum you are Book-ing appear adjacent to the Freight and Miscellaneous fields if you choose any option but None from the dropdown lists for either field (see Figure 15, on next page).

27 Credit Card Processing 27 Figure 15 - CCP Setup Screen after Freight and Miscellaneous entries are made For each of the types of incremental charges, Freight and Miscellaneous, choose from the dropdown list for the appropriate field, or pass it by: a. Auto Add Amount adds the currency amount entered to that of each Dynamics/eEnterprise Order document you Book. b. Auto Add Percent computes the percentage you enter of the Dynamics/eEnterprise Order document amount and adds that to the total value of the Order to arrive at the sum you will Book. c. None - disables this feature. Enter a currency amount or a percentage, as the case may be, in either or both of the fields that will pop up for this purpose. For Freight, the field will be either Amount to add Freight or Percent to add Freight. For Miscellaneous, the field will be either Amount to add Misc or Percent to add Misc. Then choose whether to add the amount(s) or percentage(s) specified to the document total for each Dynamics/eEnterprise Order by clicking one or the other or both checkboxes labeled, respectively, Add Freight to Document and Add Misc to Document. 11. Click the Save button.

28 Credit Card Processing 28 Important Notice About MasterCard Book and Ship Transactions It has come to our attention that a FEW credit card processing service providers impose limitations on Book and Ship transactions made with MasterCard credit cards. Specifically, if the amount of the Ship transaction is more than 15% lower than the amount of the original Book transaction, the Ship transaction will be Denied. Please be sure to ask your credit card processing service provider if this limitation applies to the service you are to receive. If your credit card processing service provider is one of those that imposes this limitation, do not specify overly large values if you choose to use the Amount to Add Freight, Amount to Add Misc, Percent to Add Freight and Percent to Add Misc features of Advanced Processing on your Credit Card Processing Setup screen. Choose amounts and/or percentage values that keep your Book transaction totals within 15% of your Ship totals (see Advanced Processing (Book and Ship) Settings for CCP on page 31). Defining IC VERIFY Workstations (Once Only, 1 st Machine) You are now ready to configure your IC VERIFY Workstations. Before proceeding further into this section, it is important that you understand that the IC VERIFY Workstations referred to here are logical entities that each represent a single user of IC VERIFY. IC VERIFY is licensed on a per seat basis a sliding price scale based on the maximum number of simultaneous users (or seats ) whom you require to have access to the product. An IC VERIFY Workstation, then, is just a term that is equivalent to saying one user or one seat. To make sure you are in no doubt about what is being referred to, these logical seat licenses for IC VERIFY will be referred to as Workstations, with the word capitalized, while any references to physical hardware will employ the phrase workstation, with the word in lowercase. There are two types of Workstations available for use: 1. Assigned Workstations an Assigned Workstation is given a station number, which it keeps even when it is not active. The number becomes associated with a single specific machine. In the case of Assigned Workstations, Workstation = workstation. 2. Virtual Workstations a Virtual Workstation is not assigned a number at the time it is designated. Instead, when in use, it will temporarily acquire a Workstation number, dynamically, from a shared pool of available station numbers when it needs to do so in the course of processing a transaction. It will release that station number back into the shared pool upon completion of the transaction. Some Notes on Virtual Workstations You must acquire a software license for IC VERIFY that covers whatever maximum number of IC VERIFY Workstations you plan to use. CCP must be configured with this same number of Workstations. It was once the case that CCP would establish only Assigned Workstations - an exclusive assignment of individual Workstation numbers to individual workstation machines. You could not have more IC VERIFY Workstations defined than you had real machines. Now, you can. Virtual Workstations are a new CCP feature. When running in Virtual Workstation mode, CCP dynamically assigns an IC VERIFY Workstation number from a pool of such numbers for just the interval required to communicate with IC VERIFY for each individual credit card operation. When the operation concludes, the Workstation number is returned to the pool for re-issue. The CCP Virtual

29 Credit Card Processing 29 Workstation capability provides you with two main benefits. First, as mentioned, you can buy a license for fewer IC VERIFY Workstations (seats) than you have actual workstation machines, and still process credit card transactions from all of them. Second, it enables CCP to operate correctly in Citrix and Terminal Server environments in which the usual assignment of fixed Workstation numbers to particular machines cannot work because multiple sessions of CCP run on a single machine. You may designate any subset of the Workstation numbers permitted by your IC VERIFY software license for the pool of numbers to be shared among all Virtual Workstations, up to a maximum of all of them. The multiplier effect of the Virtual Workstation capability is possible because a workstation machine only needs an IC VERIFY Workstation number during the periods in which it is communicating with IC VERIFY. A workstation machine, even a heavily used one, is not spending every second of its working day talking to IC VERIFY. While you enter data for a new credit card transaction, for example, your machine has no need of an IC VERIFY Workstation number. It needs the number only when all data entry is complete and the transaction must be submitted to IC VERIFY for verification. As the Workstation numbers are needed only for short periods, this overbooking works without much difficulty because the workstation machines will tend to interleave their demands for Workstation numbers. Still, this is a statistical dance and it is possible for the demand for Workstation numbers to exceed supply at some particular instant. If there is not a Workstation number available when one is requested, CCP will retry its request for up to 30 seconds in the expectation that a Workstation number will become available within that interval. Creating Your Workstations To access the configuration screen for Workstations, open the Credit Card Processing Setup screen from the Credit Card Proc. palette and click the Workstations button. This will pop up the Workstation Path Setup screen (see Figure 16, below). Figure 16 - Workstation Path Setup screen

30 Credit Card Processing 30 Enter the following information: 1. Virtual Workstation Path You must specify, in this field, the path that all Virtual Workstations will use when submitting transaction request files to IC VERIFY for verification. NOTE: IC VERIFY uses the placement into and removal of files from a Request/Answer directory as the method of communication between CCP and the IC VERIFY Multi-User Request File Processor the piece of software that actually dials up your credit card processing service provider and submits your credit card transactions. What this means is that when you enter a credit card transaction in Dynamics/eEnterprise, CCP will issue a Request file to the path you specify in the Virtual Workstation Path field of the Workstation Path Setup screen (see Figure 16, on preceding page). IC VERIFY reads this file, dials out over the modem to your credit card processing service provider, and returns an Answer file with a related name to the same directory location where it is then read by CCP. Both types of Workstation, Assigned and Virtual, use this method of communication. 2. Registered Workstations - Enter the number of Workstations (seat licenses) you are registered to use with IC VERIFY. CCP will create IC VERIFY Workstations for you as you Tab out of the Register Workstations field. DO NOT ENTER A NUMBER EXCEEDING THE NUMBER OF ACTUAL IC VERIFY REGISTERED SEAT LICENSES IN THIS FIELD OR UNPREDICTABLE RESULTS WILL OCCUR NONE OF THEM GOOD!!! After entering your Registered Workstations number and Tab-ing out, the Workstation Path Setup screen should look as shown (see Figure 17, below). Figure 17 - Workstation Path Setup screen after Workstations created 3. Number of Virtual Workstations Enter the number of IC VERIFY Workstations that you want to allocate to the Virtual Workstation pool. This number can be anything from zero up to, but not

31 Credit Card Processing 31 exceeding, the number of Registered Workstations you just entered. If you enter a number other than zero in this field, you will get either an error message screen or a screen asking you to confirm your choice (see Figure 18, below). Figure 18 - Confirmation screen for number of Virtual Workstations specified 4. Maximum Wait Time The default value for this CCP setting is 30 seconds, even if you leave the Maximum Wait Time field blank or zero. If you want CCP to wait either more or less than 30 seconds before giving up, should it ever find itself unable to acquire a Virtual Workstation number from the pool, plug the alternative number of seconds you think best into this field. Editing Assigned Workstation Information (Once per Assigned Workstation) It is a good idea for you to give IC VERIFY Assigned Workstations descriptive names that make each one easy to identify. You also need to make sure each Assigned Workstation has a correct pathname for the Request/Answer directory. Follow the steps below to edit Assigned Workstation records: 1. Open the Workstation Path Setup screen if it is not already open (see Figure 17, on preceding page). 2. Double-click an Assigned Workstation in the scrolling window or click it to select it, then click the Zoom button. This opens the CCP Workstations screen (see Figure 19, on next page).

32 Credit Card Processing 32 Figure 19 - CCP Workstations screen for new Assigned Workstation 3. The Workstation number cannot be edited. 4. Provide a pathname in the Request Path field by using the folder icon to the left of the field. This icon opens a standard Windows Select Pathname screen. Use it to browse to the location of the IC VERIFY Request/Answer directory. Be sure the word Pathname remains in the File Name field at the bottom of the screen (see Figure 20, below). Figure 20 - Select Pathnames screen for browsing to Request/Answer directory

33 Credit Card Processing 33 NOTE: Pathname mapping to the Request/Answer directory may well differ for individual workstations on your network. The Request Path pathname must be set to agree with the local drive letter assignments that are defined on the physical PC workstation that is to be the owner of the Assigned Workstation number in question. 5. The Answer Path field s contents will default automatically to the same path you choose for the Request Path and cannot be edited. NOTE: These pathnames are critical for the correct operation of CCP. Your CCP module will not function properly if either or both of these pathnames are incorrect. 6. Enter new contents into the Assigned Workstation s Description field. You should, in general, use descriptions that mention the name of the Assigned Workstation s principal user or the physical location of the PC workstation with which you intend the Assigned Workstation to be associated. If your organization has a lot of PC workstations, this can help cut through the clutter. It may be the case that you don t know exactly which physical PC workstation you will later match up with any particular Assigned Workstation at this point in your installation process. This is not an uncommon situation. You are free to leave the Description fields in the Assigned Workstation records alone, for now, if that is more convenient. You can edit the Description fields later when you are installing CCP on these additional PC workstations. When you have finished editing the Description field and browsing for a Request/Answer directory pathname, your CCP Workstations screen should look something like that shown (see Figure 21, below): Figure 21 - CCP Workstations screen after editing Description and browsing for Request Path

34 Credit Card Processing 34 Deploying CCP/IC VERIFY Assigned/Virtual Workstations to PC workstations (Once per PC workstation) It is essential that you correctly set up any PC workstation that is to run CCP and process credit card transactions. This involves doing an installation process that associates one of the Assigned or Virtual Workstations you have just created with each PC workstation machine from which you expect credit card transactions to be entered for any of your Dynamics/eEnterprise companies. To review briefly, CCP allows you to define two kinds of logical Workstations: Assigned Workstations and Virtual Workstations. CCP allows you to associate an Assigned Workstation with only one physical PC Workstation machine. A Virtual Workstation, however, can be associated with more than one PC workstation. If the machine you associate with a Virtual Workstation is a Citrix/Terminal Server, then you have effectively associated this single piece of hardware with all Virtual Workstations. To accomplish any of these this associations, you must bring up the CCP Workstations screen (Transactions Sales Process Credit Cards Workstation Activate), and choose a Workstation by clicking the magnifying glass icon on the Workstation field, then picking a Workstation (Assigned or Virtual) from the list that is displayed. To make the association between the PC workstation you are configuring and the Assigned or Virtual Workstation you have selected, click the Activate button. The Activate button either creates or updates a file named CCP_WKST.INI in the Dynamics/eEnterprise directory. The following screen shot (see Figure 22, below) shows what the CCP Workstations screen looks after you successfully Activate an Assigned Workstation. The next consecutive screen shot (see Figure 23, on next page) shows the same screen after you activate a Virtual Workstation. Figure 22 - CCP Workstations screen following Assigned Workstation activation

35 Credit Card Processing 35 Figure 23 - CCP Workstations screen following Virtual Workstation activation After you have activated an Assigned or Virtual Workstation for a PC workstation, you can later disassociate the Workstation in varying degrees. 1. If you wish to suspend the ability of a PC workstation to process credit card transactions, you can accomplish this by using the Deactivate button on the CCP Workstations screen to modify the contents of file CCP_WKST.INI in your Dynamics/eEnterprise directory. The Assigned or Virtual Workstation in question stays assigned to the PC workstation, but its use for transaction submission is suspended until you click the Activate button again. Note that this does not preclude you from entering new credit card transactions into one or more batches at the PC workstation. Deactivation does prevent you from doing any real-time submission and processing of credit card transactions. It also prevents you from submitting any transactions you previously saved in one or more batches through the CCP Batch Verification facilities until you Activate the Workstation (Assigned or Virtual) once more. 2. If, for any reason, you wish to cease processing credit card transactions on a given PC workstation that is currently set up to do so, you can break the association between the PC workstation and the Assigned or Virtual Workstation by clicking the Remove button on the CCP Workstations screen. The Remove button deletes the CCP_WKST.INI file from your Dynamics/eEnterprise directory. You might do this if a person who submits credit card transactions gets a new office and a new PC workstation. In this case, you might Remove the Workstation association on the old PC, install CCP on the new PC using the CCP60_Bxx.EXE module, and finish up by clicking Activate on the new PC to associate the same Assigned or Virtual Workstation the user accessed on the old PC. 3. If a PC workstation has a hardware failure, it can t run the Remove operation. Instead, the Reset button can be used from a healthy PC workstation to do the equivalent of a Remove for a failed PC workstation, without having to delete the CCP_WKST.INI file on the failed PC workstation. Reset also changes the text in the Description field for the relevant Workstation to flag the event.

36 Credit Card Processing 36 Configuring Dynamics/eEnterprise for CCP (Once per Dynamics/eEnterprise Company) Before beginning to use CCP, you need to do some additional configuration in non-ccp parts of Dynamics/eEnterprise. For each credit card type that your firm will be accepting, you need to set up a Card Name record in the Dynamics/eEnterprise Financial module. Doing this will ensure that credit card sales recorded for any of your Dynamics/eEnterprise companies are credited to the correct general ledger accounts. For each Dynamics/eEnterprise company for which you intend to accept credit card payments, follow these steps for each credit card type being accepted: 1. Open the Dynamics/eEnterprise Credit Card Setup screen (Setup Company Credit Cards). The Dynamics/eEnterprise Credit Card Setup screen appears as shown (see Figure 24, below): Figure 24 Dynamics/eEnterprise Credit Card Setup screen 2. Enter the name of the credit card issuer or type in the Card Name field of the Dynamics/eEnterprise Credit Card Setup screen and check the appropriate checkbox(es). As you are defining credit cards you intend to allow your Customers to use, you need to click the checkbox labeled Accepted from Customers. Whether or not you also click the checkbox labeled Used by Company depends upon whether your Dynamics/eEnterprise company intends to pay any bills via credit card or not. Once the checkbox(es) are marked, fill in the other necessary fields (see the on-line manuals for Dynamics/eEnterprise for more detail about these fields). 3. Click the Save button to save each completed Dynamics/eEnterprise Credit Card Setup record. 4. Enter and save a setup record for each type of credit card that the Dynamics/eEnterprise company you are currently logged into will be honoring. After entering a few credit card setup records, the list you retrieve by clicking on the magnifying glass icon of the Card Name field, might look somewhat as shown (see Figure 25, on next page):

37 Credit Card Processing 37 Testing IC VERIFY and CCP Figure 25 Dynamics/eEnterprise Credit Cards selection list It is vital that you test the IC VERIFY-CCP combination prior to using it with actual data. IC VERIFY provides a test mode you can use to check that credit card transactions can be submitted from each PC workstation. This allows you to check the plumbing of your CCP-to-IC VERIFY configuration without requiring that you contact your credit card processing service provider or issue real transactions using real credit cards. For this testing, you should login to the Dynamics/eEnterprise standard demo company, The World On-Line, Inc. IC VERIFY test mode (Once Only; IC VERIFY Host Machine) Put IC VERIFY in test mode as follows: 1. Start the IC VERIFY Multi-User Request File Processor (ICVMLT32.EXE). 2. Type /dd in the Initialization String field of the IC VERIFY Multi-User Request File Processor screen as shown (see Figure 26, on next page).

38 Credit Card Processing 38 Figure 26 - IC VERIFY Multi-User Request File Processor in test mode 3. Use the Browse button to the right of the Request Directory field to pull in the correct pathname for the IC VERIFY Request/Answer directory if you have not previously done so. 4. Click the Initialize button. This will put IC VERIFY in test mode. You can send request files by entering credit card transactions via CCP, and the IC VERIFY Multi-User Request File Processor will send back answer files in response, but you will cause no actual modem connection to be established with your credit card processing service provider and no real money will change hands. IC VERIFY test mode should enable you to test that most critical configuration settings of IC VERIFY and CCP are in sync. Testing Transactions from Within Dynamics/eEnterprise (Once per Company: Start with The World On-Line, Inc.) When you have completed all basic setup steps for both IC VERIFY and CCP, you are ready to run test transactions. Follow these steps for each of your Dynamics/eEnterprise companies, starting with The World On-Line, Inc.: 1. Start up the IC VERIFY Multi-User Request File Processor in test mode if it is not already running in this mode (see preceding manual section). 2. Login to a Dynamics/eEnterprise company. 3. When generating the Sales documents on which your credit card test transactions will be based, remember that when IC VERIFY is in test mode, it will return a response of Confirmed for any transaction with an amount whose last digit is 5 or is an even number. Test mode will return a response of Denied for any transaction with an amount that ends in an odd number other than Use only credit card number: for your test mode transactions.

39 Credit Card Processing Enter at least one transaction with a payment method of Credit Card in each of the Dynamics/eEnterprise Sales modules you will be using (see data entry instructions in upcoming sections of this manual). Make sure that CCP and IC VERIFY interface correctly for each of these transactions. If some or all of them do not, check all settings for both IC VERIFY and CCP. If you are unable to rectify any problem you encounter, contact Mekorma Technical Support for assistance (see appendix D for details). 6. Now switch the IC VERIFY Multi-User Request File Processor from test mode to normal operational mode by, first, shutting it down, then starting it back up and deleing the /dd from the Initialization String field and clicking the Initialize button on the IC VERIFY Multi-User Request File Processor screen (see Figure 27, below). Figure 27 - IC VERIFY Multi-User Request File Processor in normal operation mode 7. Enter a Dynamics/eEnterprise transaction or document of your choice and specify Credit Card as the method of payment. Give this transaction a bottom-line value equal to whatever minimum value your credit card processing service provider allows. Use a real credit card that is known to be valid. Most credit card processing service providers will allow transactions for as little as $1.00, but some require minimum transaction values of up to $2.50. Make sure you know what the minimum allowed transaction value is for your chosen credit card processing service provider before performing this test. 8. If your minimum value transaction does not return a Confirmed status, check all of the IC VERIFY and CCP settings and re-try it. If your live fire test transaction continues to be Denied, call Mekorma Technical Support for assistance (see appendix D for details). 9. If your minimum value test transaction is Confirmed, delete the Dynamics/eEnterprise transaction or document that generated it. This should cause CCP to generate a Void transaction that will

40 Credit Card Processing 40 have the effect, when you send it to IC VERIFY for processing, of reversing your minimum value transaction. You should choose to process this generated Void transaction in real time. 10. Repeat this checklist for all Dynamics/eEnterprise companies you have set up to process credit card transaction through CCP. Setting up Default Address and Credit Card Data for Repeat Customers CCP is useful in any scenario involving Customers who pay via credit card, including one-shot sales. CCP is even more powerful, though, if your Customers tend to do repeat business with your organization. As you capture credit card data for each new Customer, CCP remembers it. If one of your Customers places additional orders, CCP can automatically fill in its own Credit Card Processing Entry screen with data saved from any prior transaction with this Customer. If your Customer has made purchases from you using more than one credit card, CCP keeps all of this card data available for redisplay and re-use at your discretion. Preserving this information allows you to process second and subsequent orders very quickly as you can skip re-keying credit card and address data. All you need to key are the item and amount data relevant to the latest order or sale. For Customers who are already in your company database, you can anticipate repeat credit card use by setting up default credit card and address data in their Customer Card records. 1. Enter the default credit card information on the Dynamics/eEnterprise Customer Maintenance Options screen, (Cards Sales Customer Options). The fields you must fill in are: Credit Card ID, Credit Card Number and Expiration Date (see Figure 28, on next page).

41 Credit Card Processing 41 Figure 28 - Default credit card data entered on Dynamics/eEnterprise Customer Maintenance Options screen 2. Enter the default credit card address information as an address for your Customer using the Dynamics/eEnterprise Customer Address Maintenance screen (Cards Sales Customer Address) that, like the Dynamics/eEnterprise Customer Maintenance Options screen just shown (see Figure 28, on preceding page), is also subordinate to the Dynamics/eEnterprise Customer Maintenance screen (see Figures 29 and 30, on next page). For the Address ID field, select the same Address ID you earlier defined to be the Default Address ID for CCP on the Credit Card Processing Setup screen for the company you are currently logged into. Into the Contact field on the Dynamics/eEnterprise Customer Address Maintenance screen you must place the default cardholder name for CCP.

42 Credit Card Processing 42 Figure 29 - Default credit card address data entered in Dynamics/eEnterprise Customer Address Maintenance record Figure 30 - Dynamics/eEnterprise Customer Maintenance screen You will shortly become well-acquainted with the Credit Card Processing Entry screen (see Figure 31, on next page) for all sorts of reasons. For now, please observe that it contains a checkbox labeled Save to Customer Card (see Figure 31, on next page). As mentioned before, CCP saves credit card data for

43 Credit Card Processing 43 every different credit card it ever sees used by a given Customer. The Save to Customer Card checkbox allows you to choose data for any of the credit cards CCP has stored for a Customer and use that data to update the default credit card data fields that are maintained as part of a standard Dynamics/eEnterprise Customer Card. Simply click the checkbox and the credit card data in the relevant Dynamics/eEnterprise Customer Card will be updated when the Credit Card Processing Entry screen closes. Figure 31 - Credit Card Processing Entry screen

44 Credit Card Processing 44 Using Credit Card Processing This section describes how you use the Credit Card Processing Entry screen. Once you have completed the setup and configuration of IC VERIFY on its machine, and of CCP on all of the machines where it must be available, you are ready to begin creating and processing credit card payment transactions that are synchronized to Dynamics/eEnterprise Sales transactions and documents. Credit Card Processing is seamlessly integrated into all of the Dynamics/eEnterprise Sales modules at any point where you can use credit cards to make payments. Specifically, you can pop up the Credit Card Processing Entry screen deliberately, using either a menu bar entry or a hot-key combination, or you can cause it to materialize automatically when you Tab out of certain fields. The four Dynamics/eEnterprise screens from which you can initiate transactions that allow credit cards as a payment option are: 1. Receivables Transaction Entry 2. Cash Receipts Entry 3. Invoice Entry 4. Sales Transaction Entry You make all credit card payment entries on the same screen, Credit Card Processing Entry (see Figure 32, on next page). Each of the four Dynamics/eEnterprise Sales data entry screens just named functions slightly differently when you use it to enter credit card payments, though you employ the Credit Card Processing Entry screen to do so for all four when CCP is installed. After this generic overview of the Credit Card Processing Entry screen, you will find additional coverage of the details of processing credit card transactions from each of the four possible data entry screens you may have among your installed Dynamics/eEnterprise Sales modules.

45 Credit Card Processing 45 Figure 32 - Credit Card Processing Entry screen - filled in The Credit Card Processing Entry Screen As mentioned, you can access the Credit Card Processing Entry screen from multiple points and in varying ways when you use the Dynamics/eEnterprise Sales transaction screens. Once you have accessed the Credit Card Processing Entry screen, in whatever fashion, you use it nearly identically regardless of which of the four Dynamics/eEnterprise Sales screens you entered it from. Follow these steps for data entry of credit card information: Default Field Entries When you open the Credit Card Processing Entry screen, Customer information will be placed by default into as many of the fields on the screen as possible. Only if there is no default information available will you have to fill in a field by hand. If the Customer you choose is one for which you previously entered credit card information on the Dynamics/eEnterprise Customer Maintenance Options screen (see Setting up Default Address and Credit Card Data for Repeat Customers on page 46), then the Card Name, Card Number and Exp MM/YY fields will be filled in for you. If you have previously set up an address ID for this Customer (see Setting up Default Address and Credit Card Data for Repeat Customers on pages 46) that matches the one you specified in the Default

46 Credit Card Processing 46 Address ID field of the Credit Card Processing Setup screen (see Figure 32, on preceding page, and the example entry of CREDIT CARD), the Bill to Address Code field will show this ID and the Card Holder, Address, City, State, Country and Postal Code fields will be filled in for you. The Card Amount field will be filled in automatically with whatever amount is appropriate based on the type of Dynamics/eEnterprise transaction you are working on. The type of Dynamics/eEnterprise transaction or document you have in progress will also determine, at least in part, which value shows in the Transaction Type field. Be sure the Transaction Type shown is the one you intend. Though not every Transaction Type is available from each of the four Dynamics/eEnterprise Sales transaction screens, the complete list of Transaction Type values supported by CCP are shown in the drop-down list (see Figure 33, below): Figure 33 - Transaction Type drop-down list Following, are explanations of the eight Transaction Type values shown.

47 Credit Card Processing 47 Sale Transactions The Sale transaction type is the one most commonly used. You issue a Sale transaction when you sell something that you can immediately provide. In general, you will issue a Sale transaction if you are cutting an Invoice or if you are entering a transaction through either the Dynamics/eEnterprise Receivables Transaction Entry screen or the Dynamics/eEnterprise Cash Receipts Entry screen. If your organization s pick and ship cycle is more than a day, however, you may be on shaky legal ground if you issue a Sale transaction at the time a Customer Order is placed. A Sale transaction, if it is confirmed, represents a transfer of funds. It will immediately reduce your Customer s credit card available balance by the amount of your transaction. If you want to encumber your Customer s credit card available balance, but not actually take money from him until the day of shipment, you should use a Book transaction (see upcoming section) at Order time, followed by a matching Ship transaction (see below) when you generate an Invoice from that Order and send the Customer what he has agreed to buy. The money represented by a Sale transaction minus whatever fees you have agreed to will be transferred to your bank account by your credit card processing service provider the next time you do a Settlement operation for whichever IC VERIFY Merchant (see IC VERIFY Merchants starting on page 17 for more details) corresponds to the Dynamics/eEnterprise company you are logged into. Void Transactions You issue a Void transaction whenever a Sale transaction that you have entered previously, but which has yet to be settled, needs to be reversed, or when a Book transaction (see upcoming section) needs to be undone. A Void transaction can only affect a Sale transaction that is pending settlement because, once settled, the Customer s money is in your bank account. You have to issue him a Credit transaction (see next section) to put that money back on his credit card available balance. A Book transaction, in contrast to a Sale, stays pending until you issue a Ship transaction (see upcoming section) to close it out. For this reason, if you issue a Void transaction against a Book transaction (see upcoming section) at any time prior to the time you would have entered a corresponding Ship transaction (see upcoming section), you cancel the Book operation that was performed at the time the Book transaction was originally verified. This releases your hold on whatever part of your Customer s credit card available balance you had placed on reserve. Credit Transactions You issue a Credit transaction when you need to reverse a previous Sale transaction, which has been settled, or a Ship transaction (see upcoming section) that you issued to complete a prior Book transaction (see next section). A Credit transaction has the effect of putting back onto your Customer s credit card available balance, whatever sum you took from it with the original Sale transaction or Book and Ship transactions. Book Transactions You may issue a Book transaction only from the Dynamics/eEnterprise Sales Order Processing (SOP) module specifically, from the Dynamics/eEnterprise Sales Transaction Entry screen. You are

48 Credit Card Processing 48 restricted in this way because you issue Book transactions against Orders, rather than Invoices, and SOP is the only Dynamics/eEnterprise Sales module that supports Orders as a document type. A Book transaction reserves the amount you request against your Customer s credit card available balance for up to a specified maximum number of days (see Advanced Processing (Book and Ship) Settings for CCP on page 31), but does not give you access to the money. This is what hotels, for example, do when you check in. A hotel reserves an amount of money equal to your room rate times the number of days you have reserved, plus a bit extra to allow for typical use of room service, laundry, phone calls, the mini-bar and pay-per-view movies. The hotel encumbers your credit line, but the money goes into the hotel s pockets only when you check out and settle up your bill. The Ship transaction (see below) completes your earlier Book transaction. This is the equivalent of your Customer checking out of your hotel. It is only after you issue a Ship transaction, and it is Confirmed, that you can get the money when the next settlement is run. When you issue a Ship transaction, then, you are issuing a sort of delayed Sale transaction. Like a Sale transaction, you get paid for a Ship transaction exceeding your Book amount only if your Customer s credit card available balance covers the overage. You can boost the amounts you Book by adding fixed amounts or percentages to prevent this (see Advanced Processing (Book and Ship) Settings for CCP on page 31). Force Transactions You should not often have need of Force transactions. You use a Force to make CCP pay proper attention to a Sale credit card transaction that has already occurred. This kind of outside the fence credit card transaction is typically one or the other of two kinds: 1. A Sale transaction that, for some reason, was entered by someone in your organization using the native IC VERIFY substation software (ICVERIFY.EXE) rather than through CCP. 2. A Sale transaction that was entered by voice phone and for which a confirmation number was provided verbally by your credit card processing service provider. This type of transaction might conceivably occur on a regular basis if, for example, your organization has a field sales staff that makes sales away from your offices and is not equipped with a way of accessing your Dynamics/eEnterprise system from the road. You can enter a Force transaction in association with any of the four supported screens in the Dynamics/eEnterprise Sales subsystem. Once again, these are: 1. Receivables Transaction Entry 2. Cash Receipts Entry 3. Invoice Entry 4. Sale Transaction Entry Open whichever of these screens is appropriate and fill it in as required. When you open the Credit Card Processing Entry screen to capture the credit card data for this transaction, you can change the Transaction Type selection from the defaulted Sale value, to Force by using the pick list. When you Tab out of the Transaction Type field, a Confirm # field will appear beneath the Card Amount field and a Dynamics Only checkbox will appear below the Confirm # field (see Figure 34, on next page).

49 Credit Card Processing 49 Enter the confirmation number that you received when the credit card transaction in question was originally submitted into the Confirm # field. This number would either have been returned automatically by ICVERIFY.EXE, if you used the substation software to submit the transaction, or by an operator if you called in the transaction using an ordinary phone. If the transaction was originally entered using the IC VERIFY substation program, then IC VERIFY already knows about the transaction and only CCP-Dynamics/eEnterprise needs to be informed of it. You need to click a checkmark into the Dynamics Only checkbox. After that, you can go ahead, complete the entry of any data on the Credit Card Processing Entry screen that is not already defaulted in for you, then click the Process. In this case, the processing of the Force transaction will be limited to just the data tables of CCP and Dynamics/eEnterprise. No transaction request file will be sent to IC VERIFY. If the transaction was originally called in, then neither CCP-Dynamics/eEnterprise nor IC VERIFY is aware of it. In this case, leave the Dynamics Only checkbox empty. Figure 34 - Force transaction variation of the Credit Card Processing Entry screen

50 Credit Card Processing 50 PreAuthorization Transactions You can issue PreAuthorization transactions only from the Dynamics/eEnterprise Invoicing and Sales Order Processing modules (from the Dynamics/eEnterprise Invoice Entry and Dynamics/eEnterprise Sales Transaction Entry screens, respectively). If you issue a Pre-Authorization transaction, it does not result in the transfer of any money nor does it even encumber your Customer s credit card available balance. All a PreAuthorization transaction does is provide an instantaneous look at the status of your Customer s credit card available balance. It doesn t guarantee that your Customer s reported balance will still be available even five minutes in the future. Customers who can show sufficient credit today understand that they cannot spend it on something else before you ship to them and enter a Sale transaction to get the money you are owed. But, unlike the Book transaction, there is no guarantee that the money will be there when the time comes. The usual reason you would run a PreAuthorization transaction is to determine whether the Customer or prospect has enough unencumbered credit right now to pay for what he wants, even if you can t take his money right away because you can t ship immediately. Why not forget about Pre- Authorization and issue a Book transaction instead? If you have Dynamics/eEnterprise Sales Order Processing, that is exactly what you should do. If you have only the simpler Dynamics/eEnterprise Invoicing module, however, you cannot use Book and Ship transactions because Invoicing does not support Order documents, just Invoices. If this is your situation, then a PreAuthorization transaction can become a sort of poor man s Book transaction for you. As it does with Book and Ship transactions (see below), respectively, CCP keeps track of any PreAuthorization transactions you request so that it can eventually match them up with Sale transactions. This is analogous to what CCP does with Book transactions keeping track of them in the expectation that each will, sooner or later, be matched by a Ship transaction. Credit Void Transactions You issue a Credit Void transaction to no surprise void a Credit transaction. It is unlikely that you will ever need to explicitly issue a Credit Void transaction. CCP uses automatically issued Credit Void transactions to accomplish certain behind the scenes adjustments when you process Returns through Dynamics/eEnterprise. Ship Transactions You issue a Ship transaction only after having previously issued a Book transaction (see above) for the same Customer and Dynamics/eEnterprise Sales document. A Ship transaction completes and closes out an open Book transaction. You can use Book and Ship transactions only in conjunction with the Dynamics/eEnterprise Sales Order Processing module. This limitation exists because you use Book transactions for Orders, while you cannot issue Ship transactions until you transfer the affected Orders to Invoices. A Ship transaction completes a Book transaction by informing your credit card processing service provider that you have now provided goods or services to your Customer and wish to receive payment from him. The amount you are asking to receive is the amount of your Ship transaction. This will be the final bottom line amount of your Invoice, reflecting all incidental charges, such as shipping and handling, that may not have been precisely predictable at the time you requested your original Book

51 Credit Card Processing 51 transaction. Your Ship transaction amount must be less than or equal to the amount of reserved credit card available balance you blocked off with your original Book transaction if you wish to be guaranteed payment. It is permissible for you to issue a Ship transaction for more than you originally set aside with a Book transaction, but you run the risk of getting your Ship transaction Denied rather than Confirmed if you do this. Any portion of your original Book transaction amount that exceeds your subsequent Ship transaction amount is released back to your Customer s credit card available balance at this point. When your Ship transaction is Confirmed and settled, you will finally receive your payment! Important Notice About MasterCard Book and Ship Transactions It has come to our attention that a FEW credit card processing service providers impose limitations on Book and Ship transactions made with MasterCard credit cards. Specifically, if the amount of the Ship transaction is more than 15% lower than the amount of the original Book transaction, the Ship transaction will be Denied. Please be sure to ask your credit card processing service provider if this limitation applies to the service you are to receive. If your credit card processing service provider is one of those that imposes this limitation, do not specify overly large values if you choose to use the Amount to Add Freight, Amount to Add Misc, Percent to Add Freight and Percent to Add Misc features of Advanced Processing on your Credit Card Processing Setup screen. Choose amounts and/or percentage values that keep your Book transaction totals within 15% of your Ship totals (see Advanced Processing (Book and Ship) Settings for CCP on page 31). Card Name Field Select the Card Name. You should previously have set up the generic card types that the current Dynamics/eEnterprise company plans to accept (see Configuring Dynamics/eEnterprise for CCP on page 42). The magnifying glass icon for the Card Name field allows you to look at a list that combines any generic card types that you set up earlier using the Dynamics/eEnterprise Credit Card Setup screen as well as any credit card previously used by this Customer. In addition, a zoom feature is provided so that you can make on-the-fly entry of additional credit cards (see Figure 35, on next page). Be sure that each credit card is fully set up so that General Ledger account information will default properly.

52 Credit Card Processing 52 Figure 35 - Customer Credit Cards Lookup screen (Card Name) Card Number Field Enter the Card Number. Expiration Date (EXP MM/Y) Field Enter the Exp MM/YY field. This is the credit card expiration date. You must enter it in MM/YY format. Enter leading zeros for single-digit months and single-digit years. Card Amount Field Edit the Card Amount if need be. This is only possible if the Credit Card Processing Entry screen you are looking at has popped up as part of your work on a transaction from either the Dynamics/eEnterprise Invoice Entry or Dynamics/eEnterprise Sales Transaction Entry screens. Dynamics/eEnterprise Invoicing and Sales Order Processing modules allow you to split payments using more than one credit card or some combination of credit cards, checks and cash. When working from the Dynamics/eEnterprise Receivables Transaction Entry or Dynamics/eEnterprise Cash Receipts Entry screens, you cannot edit the Card Amount field of the Credit Card Processing Entry screen. Card Holder and Address Fields Be sure the Card Holder and Address information are correct. Address information is important if you have set up your CCP system for Address Confirmation (see IC VERIFY-Related Settings for CCP on page 29). If you are using this feature, the address you enter or which is defaulted in for you - should match the cardholder address on file with your Customer s credit card issuer in order to receive a positive address confirmation. If necessary, edit this information accordingly.

53 Credit Card Processing 53 Click the Process button if you intend to process the credit card transaction right away, in real time. Click the Batch button if you intend to save the transaction to a batch for later processing with other transactions. Real-time Credit Card Transaction Verification Once you have all fields on the Credit Card Processing Entry screen filled in appropriately, you can choose either to submit your credit card transaction for immediate verification, or save it in a batch for later attention. You submit a transaction for real-time verification by clicking the Process button at the top of the Credit Card Processing Entry screen (see Figure 36, below). Figure 36 - Credit Card Processing Entry screen ready for real-time transaction verification When you click the Process button, the message displayed on the Credit Card Processing Entry screen changes from:

54 Credit Card Processing 54 Click Process Button to process credit card transaction to: Attempting verification please wait. SENDING VERIFICATION FILE In order for this to work, you must previously have properly completed a number of critical setup and configuration steps. To briefly recap: 1. Your PC workstation must have access to the Request/Answer directory through which your transaction requests can reach the IC VERIFY Multi-User Request File Processor. 2. The IC VERIFY Multi-User Request File Processor must be running on the machine where it has been installed. 3. The PC workstation from which you are working must have been associated with either a CCP Assigned or Virtual Workstation and that Workstation must be in Activate status. If you have omitted or incorrectly performed any of the required setup and configuration activities for IC VERIFY and/or CCP, your real-time verification request, using the Process button, will not complete successfully. Instead, it will time out after 30 seconds and the Credit Card Processing Entry screen message will change to that shown (see Figure 37, on next page). You have lost no data at this point. The most common cause of the time-out message is that the IC VERIFY Multi-User Request File Processor has not been started up. If this is your problem, you can quickly correct it, then click the Process button once more to pick up where you left off.

55 Credit Card Processing 55 Figure 37 - Credit Card Processing Entry screen after attempted transaction submission times out If all is well on your PC workstation, however, you will not see the time-out message. Instead, you will see the message on the Credit Card Processing Entry screen change from: Attempting verification please wait. SENDING VERIFICATION FILE to: Attempting verification please wait. REQUEST TAKEN WAITING FOR ANSWER after a few seconds pass. This acknowledgement message is your cue that the IC VERIFY Multi-User Request File Processor has seen the request file that CCP has submitted with your transaction data, and that this file has

56 Credit Card Processing 56 subsequently disappeared from CCP s view in the Request/Answer directory. The file will only seem to CCP to have disappeared if the IC VERIFY Multi-User Request File Processor is active, sees the submitted file and changes its name before reading it for further processing. The next screen that you see is the Confirmation Window screen. It will tell you that your transaction has either been Confirmed or Denied. If your transaction is Confirmed, this screen will look as shown (see Figure 38, below). Click the report icon to print a receipt (see Figure 39, on next page). The Confirmation Number displayed is a unique numeric or alphanumeric code generated by your credit card processing service provider and tagged onto your Confirmed transaction. The checkmark in the Address Confirmation checkbox and the subsidiary message Address matches are only present if you have previously configured CCP to request Address Confirmation on the Credit Card Processing Setup screen. Figure 38 - Confirmation Window screen for a Confirmed transaction Your Credit Card Processing Entry screen will also change its message text, as shown, when the transaction it contains has been either Confirmed or Denied (see Figure 40, on next page). When you click OK on the Confirmation Window screen (see Figure 38, above), both it and the Credit Card Processing Entry screen will close.

57 Credit Card Processing 57 Figure 39 - Optional printed receipt Figure 40 - Credit Card Processing Entry screen after response received from IC VERIFY Multi- User Request File Processor

58 Credit Card Processing 58 If the transaction you submitted was Denied, the Confirmation Window screen will look as shown (see Figure 41, below). Figure 41 - Confirmation Window screen for a Denied transaction Unsurprisingly, the Confirmed checkbox is not checked and there is no Confirmation Number returned. The Confirmation Number field contains the word DENIED. Autopsying DENIED Real-Time Credit Card Transactions You can also see that there is a third message line, labeled Declined Message, on the Confirmation Window screen when a transaction comes back from real-time verification with a Denied status. This message is formatted by your credit card processing service provider and passed along to you by IC VERIFY. In the example shown (see Figure 41, above), the message is not very meaningful because it was generated by IC VERIFY while running in test mode. Messages you will see when running real transactions through a real credit card processing service provider will not be so cryptic. As these messages are not well standardized across credit card processing service providers, it is impossible to provide you with specific, definite messages you can expect to see. In the example shown (see Figure 41, above), the Address Confirmation checkbox is checked and the Address matches message appears on the second message line. When you see these things shown for a Denied transaction, three things are true: 1. You previously enabled Address Verification by specifying Y for the Address VERIFY? setting on the Merchant Information tab of your IC VERIFY SET file and checking the Address Confirmation checkbox on the Credit Card Processing Setup screen. 2. Your credit card transaction was Denied for some reason other than a mismatched cardholder address. 3. Your credit card transaction actually made it all the way to your credit card processing service provider. Item 3 on the above list is significant because IC VERIFY s return coding structure does not clearly distinguish between the condition of your transaction being sent and legitimately declined by your credit card processing service provider and the rather different condition of your transaction never

59 Credit Card Processing 59 being sent at all because of some problem with the modem connection to your credit card processing service provider. If the Address Confirmation checkbox is not checked and there is a message indicating a bad cardholder address, your transaction may, in fact, have a bad address or it may just seem to have a bad address because it never actually got sent to your credit card processing service provider. Usually, in such situations, the Declined Message can enlighten you as to which situation occurred. As with a Confirmed response, when you click OK on the Confirmation Window screen for a Denied transaction, both it and your Credit Card Processing Entry screen will close. Real-time verification creates pre-paid (or a deposit taken) documents in Dynamics/eEnterprise for most types of credit card transactions. If, before posting, you delete any such documents, the associated pre-payments must be reversed. CCP issues Credit or Void transactions to reverse the effects of any verified credit card payment transactions associated with deleted Dynamics/eEnterprise documents. These transactions credit back to your Customers their deposit/payment amounts (see upcoming section entitled Deleting and Voiding Dynamics/eEnterprise Sales Transactions/Documents on page 149). The Credit or Void transactions issued can be batch transactions that MUST be processed separately, from the Batch Processing screen or you can process them in real time. If you fail to process Credit or Void transactions resulting from document deletions, you will be charging Customers for sales that have not occurred. CCP saves each credit card transaction request you send whether it is Confirmed or Denied. If you checked the Keep Request History checkbox on your Credit Card Processing Setup screen, these transaction data are permanently stored. Otherwise, your data are deleted 45 days after Settlement (reconciling) with your credit card processing service provider. Confirmed Transactions Real-Time After confirming a transaction, Click the OK button on the Confirmation Window screen to return to the appropriate Dynamics/eEnterprise screen so that you can complete your transaction data entry by saving or posting your Dynamics/eEnterprise transaction or sales document. All standard accounting practices regarding paid transactions are then followed. If you use Sales Order Processing (SOP), you should note that for an Order document, Dynamics/eEnterprise creates G/L journal entries for a prepaid Order in the amount that has been verified (total) after saving the Order document. Denied Transactions Real-time Denied transactions generate a message to you informing you that your transaction was denied, and that you should seek an alternative payment source, as shown (see Figure 42, on next page).

60 Credit Card Processing 60 Figure 42 - Message screen that follows Confirmation Window screen for Denied real-time transactions At this point, it is up to you to complete data entry for the transaction based on your available options. For example, if your Customer has another credit card, you can enter data for it. If your Customer has used this other credit card with you before, you can recall the data for it from the Card Name lookup list on the Credit Card Processing Entry screen. Batch Mode Credit Card Transaction Processing Batch mode processing allows you to collect transactions in a batch as you enter them in the Dynamics/eEnterprise Sales modules, then process them in a group at a later time. Key points are: 1. You do not need to have even indirect access to IC VERIFY or the modem connection to your credit card processing service provider from each PC workstation where credit card transactions are entered into batches. This allows you to separate your data entry and credit card verification functions on different machines if you so desire. 2. Your strictly data entry PC workstations do not need to be configured as either ICVERIFY Assigned or Virtual Workstations. Each batch-entry-only PC workstation only needs Dynamics/eEnterprise and CCP installed. 3. Transactions are verified in batches, and all pending batches can be sent for verification at one time, reducing connection time and mitigating the need for a continuous link to your credit card processing service provider. 4. NOTE: You cannot post Dynamics/eEnterprise Sales documents that are associated with credit card transactions if those transactions are still in batches awaiting submission for verification. Further, you cannot post such a Dynamics/eEnterprise Sales document until any pending batch transactions are not only submitted for verification, but receive a response of Confirmed. This prevents you from posting pre-paid documents whose associated credit card transactions are later denied when you seek to verify them (see upcoming section entitled Deleting and Voiding Dynamics/eEnterprise Sales Transactions/Documents on page 149).

61 Credit Card Processing 61 CCP Batch Data Entry You enter data for credit card transactions identically, whether you intend to use batch or real-time verification. You choose your verification mode after you have entered all data on the Credit Card Processing Entry screen. The steps you need to follow to create credit card transactions specifically for batch verification are: 1. Be sure to enter a Batch ID as part of the data for whatever Dynamics/eEnterprise Sales transaction or document you are entering. 2. Enter all necessary credit card data on the Credit Card Processing Entry screen (see previous section The Credit Card Processing Entry Screen starting on page 51). 3. Click the Batch button to exit the Credit Card Processing Entry screen. Saving Transactions for Batch Mode Processing When you choose to save a credit card transaction for later processing in batch mode, the data from your Credit Card Processing Entry screen are stored in a credit card transaction batch maintained by CCP. This credit card batch is created with the same Batch ID as the Dynamics/eEnterprise Sales transaction or document you are working on e.g., Cash Receipt, Order, Invoice, etc. This is the reason you must enter a Batch ID as part of your Dynamics/eEnterprise Sales transaction or document. If you try saving a credit card transaction to batch for a Dynamics/eEnterprise Sales transaction or document to which you have not assigned a Batch ID, CCP will prompt you to do so before it saves your credit card transaction data. Once you click the Batch button, your credit card transaction is saved and the Credit Card Processing Entry screen changes its message text, as shown (see Figure 43, on next page).

62 Credit Card Processing 62 Figure 43 - Credit Card Processing Entry screen after transaction is saved to Batch Accessing the Credit Card Processing Entry Screen from Dynamics/eEnterprise Sales Screens Exactly how you go about getting to the Credit Card Processing Entry screen from each of the four Dynamics/eEnterprise Sales document entry screens varies somewhat. The details of the processing steps that CCP undertakes for transactions entered through each of these our sources also varies slightly. Following, are explanations of how to access and use the Credit Card Processing Entry screen in conjunction with each of the four Dynamics/eEnterprise Sales module data entry screens.

63 Credit Card Processing 63 Dynamics/eEnterprise Receivables Transaction Entry Screen To enter a credit card transaction from the Dynamics/eEnterprise Receivables Transaction Entry screen, begin by entering a typical transaction. Transaction types supported by CCP include all types listed except credit memos (see Figure 44, below). Figure 44 - Sales document types available from Dynamics/eEnterprise Receivables Transaction Entry screen Payment Terms Discounts Restriction The Dynamics/eEnterprise Receivables Transaction Entry screen poses one restriction you should prepare for before entering amounts; Payment Terms discounts are not supported. If you enter a transaction on this screen, and the Payment Terms for your Customer include a discount for early payment, Dynamics/eEnterprise does not calculate that discount until after you enter a prepayment amount (Cash, Check or Credit Card) and Tab out of the field. You will, of course, be entering a Credit Card amount, but it needs to reflect what you are actually intending to charge your Customer including deduction of any discounts. Because of the late calculation of Payment Terms discounts, if you enter the full amount of the purchase in the Credit Card field, and a Payment Terms discount was previously set up for your Customer, the logic of the Dynamics/eEnterprise Receivables Transaction Entry screen will compute a credit balance in the On Account field (see Figure 45, on next page).

64 Credit Card Processing 64 Figure 45 Dynamics/eEnterprise Receivables Transaction Entry screen showing credit On Account amount calculated for Payment Terms discount (not allowed) If you attempt such a transaction, CCP will alert you with an error message (see Figure 46, below). Figure 46 - Error message re: Payment Terms discounts Instead of using Payment Terms discounts, you should specify any applicable discounts for your Customer using the Trade Discount field after first clearing the Payment Terms field of its default so that it won t trigger an after-the-fact discount calculation following your Tab exit of the Credit Card field (see Figure 47, on next page).

65 Credit Card Processing 65 Figure 47 - Dynamics/eEnterprise Receivables Transaction Entry screen showing Trade Discount used; Payment Terms discount disabled You can access the Credit Card Processing Entry screen from the Dynamics/eEnterprise Receivables Transaction Entry screen in two ways: 1. If you are entering a new sales record, or bring up an existing record that does not already have a credit card transaction associated with it, because you intend to create one, just entering an amount in the Credit Card field, then exiting with the Tab key will automatically open the Credit Card Processing Entry window. NOTE: The Card Amount field value that CCP drops, as a default, into the Credit Card Processing Entry screen is whatever amount you just entered in the Credit Card field of the Dynamics/eEnterprise Receivables Transaction Entry screen. When the Credit Card Processing Entry screen comes up like this, the Card Amount field is protected and you cannot modify it (see Figure 48, on the next page). Because of this, if you see that the Card Amount value is in error, close the Credit Card Processing Entry screen, correct the amount that is showing in the Credit Card field on the Dynamics/eEnterprise Receivables Transaction Entry screen and Tab out of that field once more to re-materialize the Credit Card Processing Entry screen. 2. If you have, at some previous point, already entered and saved or processed a credit card transaction associated with your current sales document, Tab-ing out of the Credit Card field on the Dynamics/eEnterprise Receivables Transaction Entry screen won t bring up the Credit Card Processing Entry screen automatically. You will have to open it manually. You can do this in one of two ways: a. By using the hot-key combination CTRL-S.

66 Credit Card Processing 66 b. By using the Extras item that appears in the Dynamics/eEnterprise menu bar between the View and Windows items whenever you open the Dynamics/eEnterprise Receivables Transaction Entry screen with CCP installed. Follow the Extras Credit Card Entry path to bring up the Credit Card Processing Entry screen. If you have more than one credit card transaction associated with the sales document from the Dynamics/eEnterprise Receivables Transaction Entry screen, the scrolling buttons in the lower left corner of the Credit Card Processing Entry screen will be enabled. You may use them to scroll through the multiple credit card transactions on file. Figure 48 Credit Card Processing Entry screen reached from Dynamics/eEnterprise Receivables Transaction Entry screen showing non-modifiablecard Amount Follow the instructions provided in a previous section of this manual (see The Credit Card Processing Entry Screen on page 51) to complete any remaining entries on the Credit Card Processing Entry screen. To finish up, click the Process or Batch button for a new credit card transaction, or close the Credit Card Processing Entry screen without doing either if you were examining an already-submitted credit card transaction.

67 Credit Card Processing 67 Dynamics/eEnterprise Cash Receipts Entry Screen You can enter a credit card transaction from the Dynakics/eEnterprise Cash Receipts Entry screen by making all of the field entries of a typical cash receipt (see Figure 49, below) and clicking the Credit Card radio button to indicate payment by credit card. You can access the Credit Card Processing Entry screen from the Dynamics/eEnterprise Cash Receipts Entry screen in two ways: Figure 49 - Dynamics/eEnterprise Cash Receipts screen 1. If you are entering a new Cash Receipt, or bring up an existing Cash Receipt that does not already have a credit card transaction associated with it because you intend to create one, just entering a value in the Amount field, then exiting with the Tab key will automatically open the Credit Card Processing Entry window. NOTE: The Card Amount field value that CCP drops, as a default, into the Credit Card Processing Entry screen is whatever amount you just entered in the Amount field of the Dynamics/eEnterprise Cash Receipts Entry screen. When the Credit Card Processing Entry screen comes up like this, the Card Amount field is protected and you cannot modify it (see Figure 50, on next page). Because of this, if you see that the Card Amount value is in error, close the Credit Card Processing Entry screen, correct the value that is showing in the Amount field on the Dynamics/eEnterprise Cash Receipts Entry screen and Tab out of that field once more to rematerialize the Credit Card Processing Entry screen. 2. If you have, at some previous point, already entered and saved or processed a credit card transaction associated with your current Cash Receipt document, Tab-ing out of the Amount field of the Dynamics/eEnterprise Cash Receipts Entry screen won t bring up the Credit Card Processing Entry screen automatically. You will have to open it manually. You can do this in one of two ways: a. By using the hot-key combination CTRL-S.

68 Credit Card Processing 68 b. By using the Extras item that appears in the Dynamics/eEnterprise menu bar between the View and Windows items whenever you open the Dynamics/eEnterprise Cash Receipts Entry screen with CCP installed. Follow the Extras Credit Card Entry path to bring up the Credit Card Processing Entry screen. Follow the instructions provided in a previous section of this manual (see The Credit Card Processing Entry Screen on page 51) to complete any remaining entries on the Credit Card Processing Entry screen. To finish up, click the Process or Batch button for a new credit card transaction, or close the Credit Card Processing Entry screen without doing either if you were examining an already-submitted credit card transaction. Figure 50 - Credit Card Processing Entry screen reached from Dynamics/eEnterprise Cash Receipts Entry screen showing non-modifiablecard Amount

69 Credit Card Processing 69 Dynamics/eEnterprise Invoice Entry Screen The Dynamics/eEnterprise Invoice Entry screen supports creation of two types of accounting documents: 1. Return 2. Invoice From a credit card processing standpoint, a Return is the simpler of the two types to handle. For any Return for which you need to do any credit card processing at all, that processing will consist of issuing a Credit transaction to restore an appropriate sum of money to the credit card balance available for the credit card your Customer used to originally purchase whatever is now being returned. If you are entering an Invoice, you have more options. You will want to do one of three things with any Invoice for which you want to do any credit card processing at all: 1. Issue a Sale or Force transaction to pay the entire Invoice. 2. Issue one or more Sale or Force transactions, using one or more credit cards, to pay all or part of an Invoice. 3. Issue a PreAuthorization transaction to see whether your Customer s credit card can cover the entire Invoice, then get your money later with a Sale transaction. Credit for a Return If your transaction is a Return, fill in the Dynamics/eEnterprise Invoice Entry screen appropriately, especially the line items detailing exactly what your Customer is returning (see Figure 51, on next page). You will also see the Dynamics/eEnterprise Invoice Returned Quantities Entry screen (see Figure 52, on next page) appear once for each line item you enter on the Dynamics/eEnterprise Invoice Entry screen.

70 Credit Card Processing 70 Figure 51 - Dynamics/eEnterprise Invoice Entry screen with Return transaction Figure 52 Dynamics/eEnterprise Invoice Returned Quantities Entry screen (Returns) When you have entered and classified all Return line item entries, you can proceed directly to the Credit Card Processing Entry screen in one of two ways: 1. Use the hot-key combination CTRL-S.

71 Credit Card Processing Use the Extras menu. When CCP is installed and the Dynamics/eEnterprise Invoice Entry screen is up, an Extras item appears on the Dynamics/eEnterprise menu bar between the Options and Windows items. Follow the Extras Sale or Return Transaction path to open the Credit Card Processing Entry window (see Figure 53, below). Figure 53 - Credit transaction defaulted for Return Notice that when the document you enter on the Dynamics/eEnterprise Invoice Entry screen is a Return, the Credit Card Processing Entry screen appears with a default Transaction Type selection of Credit. The Card Amount field is initialized by default to the same value as the Total field from the Dynamics/eEnterprise Invoice Entry screen (see Figure 53, above). You can edit this Card Amount you wish to have applied to your Customer s credit card available balance, but this should not usually be necessary. Despite appearances, you cannot usefully edit the default Transaction Type. You can choose something other than Credit from the pick list, but if you attempt to exit the Credit Card Processing Entry screen with anything other than Credit selected as the Transaction Type, you will see an error message (see Figure 54, on next page).

72 Credit Card Processing 72 Fill in any other fields on the Credit Card Processing Entry screen that have not had values defaulted into them, if there were any such (see The Credit Card Processing Entry Screen on page 51). Figure 54 - Error message issued for incorrectly chosen Transaction Type Depending upon whether you want to process your Credit transaction immediately or save it to a batch for later processing, you can exit from the Credit Card Processing Entry screen by clicking either the Process button or the Batch button, respectively. You can choose the Batch button only if you have previously entered a Batch ID for your Return document on the Dynamics/eEnterprise Invoice Entry screen. Single Payment per Invoice Method If you are like most users of CCP who use the Invoicing subsystem of Dynamics/eEnterprise, you will most typically use the Dynamics/eEnterprise Invoice Entry screen for making Invoice documents (see Figure 55, on next page). When you have completed all customary data entry for an Invoice, including one or more line items, you will next want to record payment for your Invoice with a single credit card transaction. If this is your intent, you need not navigate to the Dynamics/eEnterprise Invoice Payment Entry screen. You can go directly to the Credit Card Processing Entry screen from the Dynamics/eEnterprise Invoice Entry screen. For this Path Most Traveled, CCP allows you to save time and eliminate the possibility of data entry inconsistencies by skipping a screen normally required by Dynamics/eEnterprise. You can bring up the Credit Card Processing Entry screen at this point in one of two ways: 1. Use the hot-key combination CTRL-S. 2. Use the Extras menu. When CCP is installed and the Invoice Entry screen is up, an Extras item appears on the Dynamics/eEnterprise menu bar between the Options and Windows items. Follow the Extras Sale or Return Transaction path to open the Credit Card Processing Entry window.

73 Credit Card Processing 73 Figure 55 - Dynamics/eEnterprise Invoice Entry screen with Invoice transaction Notice that when the document you enter on the Dynamics/eEnterprise Invoice Entry screen is an Invoice, the Credit Card Processing Entry screen appears with a default Transaction Type selection of Sale. The Card Amount field is initialized by default to the same value as the Total field from the Dynamics/eEnterprise Invoice Entry screen (see Figure 56, on next page). You can edit this Card Amount if you wish, but this should not usually be necessary. You are also limited in the editing you can perform to the default Transaction Type. You can choose something other than Sale from the pick list, but the only valid choices at this point are: 1. Sale 2. Force 3. PreAuthorization (see next section) If you attempt to exit the Credit Card Processing Entry screen with anything other than one of these three choices selected as the Transaction Type, you get an error message (see Figure 57, on next page). Fill in any other fields on the Credit Card Processing Entry screen that have not had values defaulted into them, if there are any such (see The Credit Card Processing Entry Screen on page 51). When you close the Credit Card Processing Entry screen by choosing to either process your Sale (or Force or PreAuthorization) transaction in real time (Process button) or save it to a batch (Batch button), a Dynamics/eEnterprise payment record is generated, in the case of a Sale or a Force, just as if you had entered it on the Dynamics/eEnterprise Invoice Payment Entry screen. This saves you the time, effort and the possibility of transcription error in doing so by hand (see Figure 58, on page after next).

74 Credit Card Processing 74 Figure 56 Credit Card Processing Entry screen with Sale transaction defaulted for Invoice Figure 57 - Error message issued for incorrectly chosen Transaction Type

75 Credit Card Processing 75 Figure 58 - Dynamics/eEnterprise Invoice Payment Entry screen following processing of credit card Sale transaction PreAuthorization and Sale for an Invoice If your pick-ship cycle is more than a day or two, you may not be legally permitted to issue a credit card Sale transaction for each Invoice you enter. If you do not have the Dynamics/eEnterprise Sales Order Processing (SOP) module, which supports the Order document type and the use of Book and Ship transactions by CCP, you may use a PreAuthorization transaction for each Invoice so that you can at least find out if your Customer is good for the amount of his Invoice at the time you enter it. You can, in fact, use PreAuthorization transactions even if you do have the Dynamics/eEnterprise SOP module, but most SOP users who run CCP prefer to use the Book and Ship transactions as they provide greater certainty of getting paid. PreAuthorization is being covered here because most of those who use it do so in conjunction with the Dynamics/eEnterprise Invoicing module. The procedure for issuing a PreAuthorization transaction for an Invoice starts in virtually the same way as that just described for issuing a Sale transaction. Later on, in a typical case, you will finish up the processing of an Invoice that begins with a PreAuthorization by also issuing a Sale transaction and getting your money. But you begin by entering your Invoice as shown (see Figure 59, on next page).

76 Credit Card Processing 76 Figure 59 - Dynamics/eEnterprise Invoice Entry screen with an Invoice entered You can bring up the Credit Card Processing Entry screen at this point in one of two ways: 1. Use the hot-key combination CTRL-S. 2. Use the Extras menu. When CCP is installed and the Invoice Entry screen is up, an Extras item appears on the Dynamics/eEnterprise menu bar between the Options and Windows items. Follow the Extras Sale or Return Transaction path to open the Credit Card Processing Entry window. The Credit Card Processing Entry screen will appear with a default Card Amount value equal to the Total field value from the Dynamics/eEnterprise Invoice Entry screen, and a default Transaction Type entry of Sale (see Figure 60, on next page).

77 Credit Card Processing 77 Figure 60 - Credit Card Processing Entry screen with default Transaction Type of Sale Using the pick list, you simply need to change the Transaction Type entry on the Credit Card Processing Entry screen from its default of Sale to PreAuthorization (see Figure 61, on next page).

78 Credit Card Processing 78 Figure 61 - Credit Card Processing Entry screen with substituted Transaction Type of PreAuthorization You now have the usual choice of immediately submitting your PreAuthorization transaction for realtime verification by IC VERIFY or saving it to a batch for later processing. In order to illustrate a PreAuthorization-related feature of CCP more directly, our example now assumes that you choose the Process button to immediately submit your PreAuthorization transaction for real-time verification. If all goes well, you next see a Confirmation Window screen telling you that your PreAuthorization transaction has been Confirmed (see Figure 62, on next page).

79 Credit Card Processing 79 Figure 62 - Confirmation Window screen showing PreAuthorization transaction Confirmed Simultaneously, you also see a new Authorized Transactions screen appear (see Figure 63, below). This screen will follow your Invoice document, with PreAuthorization, from now until you get paid for it with a subsequent Sale transaction, then post it. Figure 63 - Authorized Transactions screen for the Invoice with PreAuthorization One difference that you see or, rather, don t see - between issuing a Sale transaction for an Invoice and issuing a PreAuthorization is that no Dynamics/eEnterprise Invoice Payment Entry screen appears. This is because, for a PreAuthorization, no payment record gets generated when you exit the Credit Card Processing Entry screen. With PreAuthorization done, you would next typically stash your Invoice in a batch for safekeeping by entering a Batch ID and clicking the Save button on your Dynamics/eEnterprise Invoice Entry screen (see Figure 64, on next page). The Batch ID, in this case, is one that you would use strictly as a parking lot for Invoices waiting out the interval from PreAuthorization to eventual Sale. You would not actually process this batch as an Invoice batch in Dynamics/eEnterprise.

80 Credit Card Processing 80 Figure 64 - Dynamics/eEnterprise Invoice Entry screen with Batch ID for Save You recall your saved Invoice from its parking lot batch when the time arrives for you to issue a Sale transaction and get paid. 1. Bring up the Dynamics/eEnterprise Invoicing Document Inquiry screen by following the Inquiry Sales Invoice path from the Dynamics/eEnterprise menu bar (see Figure 65, below). 2. Make sure the Include radio button labeled Unposted is selected. 3. Change the Documents setting from the default by Document No. to by Customer ID using the pick list. 4. Click the From radio button, then enter the ID for your Customer in the From field, using the magnifying glass lookup icon if necessary. The To field will default to the same value, which is what you want. 5. Click the Redisplay button to display just the Unposted Invoice documents for your Customer. Depending upon the nature of your business, there may be only one or there may be several.

81 Credit Card Processing 81 Figure 65 - Dynamics/eEnterprise Invoicing Document Inquiry screen with Invoice documents displayed by Customer ID 6. Bring up the Dynamics/eEnterprise Invoice Entry screen, empty (see Figure 66, on next page). 7. Click on the magnifying glass icon for the Document No. field to bring up the Dynamics/eEnterprise Invoices and Returns screen with its entries in Document No. order (see Figure 67, on next page).

82 Credit Card Processing 82 Figure 66 - Empty Dynamics/eEnterprise Invoice Entry screen Figure 67 - Dynamics/eEnterprise Invoices and Returns screen with target Invoice selected 8. Position to the line for your target Invoice and double-click it to bring up the document detail on the Dynamics/eEnterprise Invoice Entry screen (see Figure 68, on next page) and the associated CCP Authorized Transactions screen (see Figure 69, on next page).

83 Credit Card Processing 83 Figure 68 - Dynamics/eEnterprise Invoice Entry screen with unposted Invoice recalled from parking lot batch Figure 69 - Authorized Transactions screen accompanying selected unposted Invoice indicating it has had a PreAuthorization transaction verified for it You can bring up the Credit Card Processing Entry screen at this point in one of two ways: 1. Use the hot-key combination CTRL-S. 2. Use the Extras menu. When CCP is installed and the Invoice Entry screen is up, an Extras item appears on the Dynamics/eEnterprise menu bar between the Options and Windows items. Follow the Extras Sale or Return Transaction path to open the Credit Card Processing Entry window. In these particular circumstances when the Invoice displayed on the Dynamics/eEnterprise Invoice Entry screen has a PreAuthorization confirmed for it the Credit Card Processing Entry screen is preceded by a message screen (see Figure 70, on next page) just in case the appearance of the Authorized Transactions screen wasn t enough of a hint for you. Click OK on this message screen to

84 Credit Card Processing 84 bring up the Credit Card Processing Entry screen (see Figure 71, below) with Transaction Type defaulted to Sale and all relevant data from the displayed Invoice defaulted in as well. Figure 70 - Message screen to make sure you are thoroughly aware that a PreAuthorization transaction was previously Confirmed for the displayed Invoice Figure 71 - Credit Card Processing Entry screen materialized for issuance of Sale transaction for currently displayed Invoice with prior Confirmed PreAuthorization

85 Credit Card Processing 85 All you need do now to issue the Sale transaction is click the Process button on the Credit Card Processing Entry screen, for real-time verification, or the Batch button for later attention. Our example assumes you choose to Process immediately. If your Customer has not loaded up his credit card since passing PreAuthorization muster previously, you will next see a Confirmation Window screen for the Sale transaction (see Figure 72, below). Clicking OK on the Confirmation Window screen will close it and pop up a Dynamics/eEnterprise Invoice Payment Entry screen showing a Credit Card payment for your Invoice (see Figure 73, below). Figure 72 - Confirmation Window screen for a Confirmed Sale transaction Figure 73 - Dynamics/eEnterprise Invoice Payment Entry screen showing Credit Card payment for Invoice having previous PreAuthorization

86 Credit Card Processing 86 To finish things up, you can now remove the Batch ID from the Dynamics/eEnterprise Invoice Entry screen and post your Invoice. Multiple Payments per Invoice Method The Dynamics/eEnterprise Invoice Entry screen allows you to define an Invoice document and then to enter multiple payments of dissimilar kinds against it cash, checks, credit cards - using a subsidiary Dynamics/eEnterprise screen entitled Invoice Payment Entry. You can associate some or all of these multiple payments with credit card Sale transactions. The following instructions tell you how you can navigate the various screens involved in recording multiple payments for an Invoice document. As with an Invoice that you expect to get payment for from a single credit card Sale transaction, you start by entering an Invoice on the Dynamics/eEnterprise Invoice Entry screen (see Figure 74, below). Figure 74 - Dynamics/eEnterprise Invoice Entry screen with Invoice document selected Entering an Invoice for which you intend to enter more than one payment, you will first depart from your practices for a single-payment Invoice here. The Total field of the Dynamics/eEnterprise Invoice Entry screen contains a bottom line amount for the Invoice you are working on that has been computed from the extended values of the line items on your Invoice, plus any applicable extras such as Tax, Freight and Miscellaneous charges, and minus any Trade Discount. The Total field is in the lower right corner of the Dynamics/eEnterprise Invoice Entry screen (see Figure 74, above). Copy this amount into the Amount Received field on the right side of the Dynamics/eEnterprise Invoice Entry screen (see Figure 74, above). Exit the Amount Received field by using the Tab key. This causes the Dynamics/eEnterprise Invoice Payment Entry screen to appear (see Figure 75, on next page).

87 Credit Card Processing 87 The Amount Received field of your Dynamics/eEnterprise Invoice Payment Entry screen has an amount in it that represents what you just typed into the Amount Received field on your Dynamics/eEnterprise Invoice Entry screen, minus any applicable Terms Discount Taken from that same screen. In the example shown (see Figure 75, below), the Payment Terms in effect for the example Customer include no discount, so nothing is subtracted. The Amount Received value on the Dynamics/eEnterprise Invoice Payment Entry screen has come across unmodified from the Dynamics/eEnterprise Invoice Entry screen (see Figure 75, below). NOTE: You wouldn t normally do this, but you can quickly confirm the changes to the Dynamics/eEnterprise Invoice Entry screen at this point by clicking on it, causing it to switch positions with your Dynamics/eEnterprise Invoice Payment Entry screen. Note the Terms Discount Taken and On Account values on our example screen (see Figure 76, on next page). Both are now zero, having been calculated and recalculated, respectively, and redisplayed when the Amount Received field was exited using the Tab key. Figure 75 - Dynamics/eEnterprise Invoice Payment Entry screen

88 Credit Card Processing 88 Figure 76 - Dynamics/eEnterprise Invoice Entry screen after Tab exit from Amount Received field and materialization of Dynamics/eEnterprise Invoice Payment Entry screen With the Dynamics/eEnterprise Invoice Payment Entry screen showing, you can now enter the first of two or more payments for your Invoice. You can enter Cash or Check payments by selecting the corresponding Payment Type from the pick list (see Figure 77, on next page) and proceeding as normal for Dynamics/eEnterprise.

89 Credit Card Processing 89 Figure 77 - Dynamics/eEnterprise Invoice Payment Entry screen showing Payment Type choices To enter a credit card payment for which you want CCP to process the corresponding credit card transaction, you must bring up the Credit Card Processing Entry screen. You do this by selecting Credit Card from the Payment Type pick list on the Dynamics/eEnterprise Invoice Payment Entry screen, then either: 1. Pressing the Tab key to exit the Payment Type field. Doing this opens the Credit Card Processing Entry screen if this is the first credit card payment you are entering for your current Invoice. 2. Using the CTRL-S hot key combination or the Extras Sale or Return Transaction path from the Dynamics/eEnterprise menu bar. You must do one or the other of these if you have already entered at least one credit card payment for your current Invoice. Once you have the Credit Card Processing Entry screen displayed, you can edit the Card Amount field to any value consistent with the Invoice you are entering payments for (see Figure 78, on next page). The Transaction Type field will default to Sale when the Credit Card Processing Entry screen initially appears, but you can change this also, if necessary. You can specify any of these four Transaction Type choices: 1. Sale 2. Credit 3. Force 4. PreAuthorization (covered in an upcoming manual section)

90 Credit Card Processing 90 Figure 78 - Credit Card Processing Entry screen for partial payment of Invoice The example Credit Card Processing Entry screen (see Figure 78, above) shows a Card Amount that is less than the Amount Received from the original Dynamics/eEnterprise Invoice Entry screen because we are assuming, for purposes of example, that you have previously entered a Payment Type of Check in the amount of $2, for the example Invoice and are now entering the balance of the Invoice amount as a credit card Sale transaction. Finish filling in items on your Credit Card Processing Entry screen that need attention, if there are any such (see The Credit Card Processing Entry Screen starting on page 51 for details). Now, click either the Process button or the Batch button to immediately process or save for later, respectively, the Sale transaction that corresponds to the payment you have just entered.

91 Credit Card Processing 91 If you choose to Process your Sale transaction immediately, CCP will generate a new payment record for your Invoice as soon as your Sale transaction is confirmed. You need not click the Insert>> button on the Dynamics/eEnterprise Invoice Payment Entry screen in order to materialize the credit card payment line. After entering these two payment transactions, in the manner described, your Dynamics/eEnterprise Invoice Payment Entry screen for this Invoice shows the two payments as separate lines (see Figure 79, below). Figure 79 - Dynamics/eEnterprise Invoice Payment Entry screen showing Check and Credit Card payment lines

92 Credit Card Processing 92 Dynamics/eEnterprise Sales Transaction Entry (SOP) Screen To enter a credit card transaction from the Dynamics/eEnterprise Sales Transaction Entry screen, you begin by entering a complete Order (or Quote, Invoice, Back Order, or Return) with its associated line items (see Figure 80, on next page). As with the Dynamics/eEnterprise Invoice Entry screen, you have two basic paths you can follow in entering and processing credit card payments. Which you chose will depend upon whether you intend to enter a single credit card payment covering the entire amount of your SOP document or stitch together multiple payment types to do the job. Again, as in the case of the Dynamics/eEnterprise Invoice Entry and Dynamics/eEnterprise Invoice Payment Entry screens, the Dynamics/eEnterprise Sales Transaction Entry screen has a subordinate Dynamics/eEnterprise Sales Payment Entry screen that allows you to enter multiple payments against the SOP document you have created. As you will probably process most Orders and Invoices by entering only a single payment, however, CCP provides for a direct path from the Dynamics/eEnterprise Sales Transaction Entry screen to the Credit Card Processing Entry screen when the single payment you intend to enter involves a credit card. This cuts out any use of the Dynamics/eEnterprise Sales Payment Entry screen when entering your typical transaction. Exactly as in the previously covered instance of the direct transition from the Dynamics/eEnterprise Invoice Entry screen to the Credit Card Processing Entry screen, avoiding use of the Dynamics/eEnterprise Sales Payment Entry screen speeds your data entry and eliminates risk of transcription errors. Dynamics/eEnterprise Sales Order Processing is a richer environment than Dynamics/eEnterprise Invoicing. On the Dynamics/eEnterprise side, there are more document types supported. On the CCP side, there are more transaction types that can be used. Even for Dynamics/eEnterprise Invoicing, this manual makes no pretense of showing you absolutely every possible combination of possibilities. This is even further removed from possibility in the case of Dynamics/eEnterprise SOP. What we will do here, is show you SOP examples of single and multiple payment scenarios based on credit card Sale transactions for an Invoice equivalent to the one that was used in the previous sections on Dynamics/eEnterprise Invoicing. Following this, we will separately cover transaction types PreAuthorization, Book and Ship that you will use primarily or exclusively with SOP Order documents.

93 Credit Card Processing 93 Figure 80 - Dynamics/eEnterprise Sales Payment Entry screen with an Invoice entered Single Payment Entry per SOP Order/Invoice If your Order or Invoice includes only a credit card payment, you can make that payment directly from the Dynamics/eEnterprise Sales Transaction Entry screen (see Figure 80, above) by selecting Sale or Credit Transaction from the Extras item that CCP places in the Dynamics/eEnterprise menu bar between the Utilities and Windows items. This opens the Credit Card Processing Entry screen (see Figure 81, on next page). Finish filling in any fields not already filled with default entries for you (see The Credit Card Processing Entry Screen on page 51). Finish by clicking either the Process button or the Batch button. Your choice depends upon whether you want to submit your Sale transaction for verification immediately, or save it up with others to be processed later, respectively. If you verify your transaction in real time, CCP enters a corresponding payment record for your SOP document automatically, just as though you typed it yourself on the Dynamics/eEnterprise Sales Payment Entry screen. If you save your credit card transaction to a batch, CCP won t generate such a payment record until you later send the batch containing your transaction to IC VERIFY for confirmation. If your transaction is confirmed, CCP will generate the payment record you need at that time. If your transaction is, for any reason, denied, CCP will not generate a payment record.

94 Credit Card Processing 94 Figure 81 - Credit Card Processing Entry screen for a single payment SOP Invoice The example just provided (see Figure 81, above) shows the default CCP Transaction Type of Sale on the Credit Card Processing Entry screen. A single Sale transaction entered to cover an Invoice may well be your most common combination of SOP document and CCP Transaction Type. Alternatively, your usual practice might be to employ a CCP Book transaction against each SOP Order followed by a matching Ship transaction when you transfer your Order to an Invoice (coverage of Book and Ship procedures are in an upcoming section of this manual). One or the other of these two SOP document and CCP transaction combinations is typically the default pattern in most organizations. Which you choose to employ will probably be determined by constraints of your organization s business practices. You should be aware, however, that Sale and Book are not the only CCP Transaction Type choices you have. For full coverage of a SOP document by a single CCP Transaction Type, you may choose: 1. Sale 2. Credit 3. Force 4. PreAuthorization (covered in an upcoming manual section) 5. Book (covered in an upcoming manual section)

95 Credit Card Processing 95 Multiple Payments per SOP Order/Invoice Dynamics/eEnterprise Sales Order Processing allows you to enter any combination of cash, check and credit card payments against your SOP document. For SOP Orders or Invoices for which you have to enter more than a single payment perhaps even more than one credit card payment you must still start with the Dynamics/eEnterprise Sales Transaction Entry screen (see Figure 82, below). Figure 82 - Dynamics/eEnterprise Sales Transaction Entry screen with Invoice document selected Entering a SOP Order or Invoice for which you intend to enter more than one payment, you will first depart from your practices for a single-payment SOP document here. The Total field of the Dynamics/eEnterprise Sales Transaction Entry screen contains a bottom line amount for the SOP document you are working on that has been computed from the extended values of the line items, plus any applicable extras such as Tax, Freight and Miscellaneous charges, and minus any Trade Discount. The Total field is in the lower right corner of the Dynamics/eEnterprise Sales Transaction Entry screen (see Figure 82, above). Copy this amount into the Amount Received field on the right side of the Dynamics/eEnterprise Sales Transaction Entry screen (see Figure 82, above). Exit the Amount Received field by using the Tab key. This causes the Dynamics/eEnterprise Sales Payment Entry screen to appear (see Figure 83, on next page).

96 Credit Card Processing 96 Figure 83 - Dynamics/eEnterprise Sales Payment Entry screen The Amount Received field of your Dynamics/eEnterprise Sales Payment Entry screen has an amount in it that represents what you just typed into the Amount Received field on your Dynamics/eEnterprise Sales Transaction Entry screen, minus any applicable Terms Discount Taken from that same screen. In the example shown (see Figure 83, above), the Payment Terms in effect for the example Customer include no discount, so nothing is subtracted. The Amount Received value on the Dynamics/eEnterprise Sales Payment Entry screen has come across unmodified from the Dynamics/eEnterprise Sales Transaction Entry screen (see Figure 83, above). NOTE: You wouldn t normally do this, but you can quickly confirm the changes to the Dynamics/eEnterprise Sales Transaction Entry screen at this point by clicking on it, causing it to switch positions with your Dynamics/eEnterprise Sales Payment Entry screen. Note the Terms Discount Taken and On Account values on our example screen (see Figure 84, on next page). Both are now zero, having been calculated and recalculated, respectively, and redisplayed when the Amount Received field was exited using the Tab key.

97 Credit Card Processing 97 Figure 84 - Dynamics/eEnterprise Sales Transaction Entry screen after exit from Amount Received field and materialization of Dynamics/eEnterprise Sales Payment Entry screen With the Dynamics/eEnterprise Sales Payment Entry screen showing, you can now enter the first of two or more payments for your SOP document. You can enter Cash or Check payments by selecting the corresponding Payment Type from the pick list (see Figure 85, on next page) and proceeding as normal for Dynamics/eEnterprise. To enter a credit card payment for which you want CCP to process the corresponding credit card transaction, you must bring up the Credit Card Processing Entry screen. You do this by selecting Credit Card from the Payment Type pick list on the Dynamics/eEnterprise Sales Payment Entry screen, then either: 1. Pressing the Tab key to exit the Payment Type field. Doing this opens the Credit Card Processing Entry screen if this is the first credit card payment you are entering for your current SOP document. 2. Using the CTRL-C hot key combination or following the Extras Credit Card Entry path from the Dynamics/eEnterprise menu bar. You must do one or the other of these if you have already entered at least one credit card payment for your current SOP document.

98 Credit Card Processing 98 Figure 85 - Dynamics/eEnterprise Sales Payment Entry screen showing Payment Type choices Once you have the Credit Card Processing Entry screen displayed, you can edit the Card Amount field to any value consistent with the SOP document you are entering payments for (see Figure 86, on next page). The example just provided (see Figure 86, on next page) shows the default CCP Transaction Type of Sale on the Credit Card Processing Entry screen. One or more Sale transactions entered as full or partial coverage for an Invoice may well be your most common combination of SOP document and CCP Transaction Type when multiple payments are involved. Alternatively, your usual multi-payment practice might be to employ CCP Book transactions against a SOP Order followed by matching Ship transactions when you transfer your Order to an Invoice (coverage of Book and Ship procedures is in upcoming sections of this manual). One or the other of these two general SOP document and CCP transaction combinations Book-Order or Sale-Invoice - is typically the default pattern in most organizations. Which you choose to employ will probably be determined by constraints of your organization s business practices. You should be aware, however, that Sale and Book are not the only CCP Transaction Type choices you have. For partial coverage of a SOP document by a single CCP Transaction Type, you may choose: 1. Sale 2. Credit 3. Force 4. PreAuthorization (covered in an upcoming manual section) 5. Book (covered in an upcoming manual section)

99 Credit Card Processing 99 Figure 86 - Credit Card Processing Entry screen for partial payment of Invoice The example Credit Card Processing Entry screen (see Figure 86, above) shows a Card Amount that is less than the Amount Received from the original Dynamics/eEnterprise Sales Transaction Entry screen because we are assuming, for purposes of example, that you have previously entered a Payment Type of Check in the amount of $2, for the example Invoice and are now entering the balance of the Invoice amount as a credit card Sale transaction. The Dynamics/eEnterprise Sales Payment Entry screen allows you to enter multiple payments of varying types for a given SOP document. You can mix cash payments with checks and credit cards in any combination. CCP fully supports this. Finish filling in items on your Credit Card Processing Entry screen that need attention, if there are any such (see The Credit Card Processing Entry Screen starting on page 51 for details). Now, click either the Process button or the Batch button to immediately process or save for later, respectively, the Sale transaction that corresponds to the payment you have just entered. If you choose to Process your Sale transaction immediately, CCP will generate a new payment record for your SOP document as soon as your Sale transaction is confirmed. You need not click the Insert>> button on the Dynamics/eEnterprise Sales Payment Entry screen in order to materialize the credit card payment line. After entering these two payment transactions, in the manner described, your

100 Credit Card Processing 100 Dynamics/eEnterprise Sales Payment Entry screen for this Invoice would show the two payments as separate lines (see Figure 87, below). Figure 87 - Dynamics/eEnterprise Sales Payment Entry screen showing Check and Credit Card payment lines Book and Ship Review To briefly review, Book and Ship credit card transaction types work together. You use a Book transaction to confirm that the balance available on a given credit card will cover some amount and reserve that amount for later use by a Ship transaction. The reservation you acquire to a part of your Customer s credit card available balance with a Book transaction has a time limit set on its validity, after which it expires, if you do not first send a Ship transaction to draw upon this reserve. A Book transaction does not transfer money to your account until you send the corresponding Ship transaction to your credit card processing service provider and it comes back Confirmed. After you send a Ship transaction, the unneeded chunk of your Customer s credit card available balance reserved by the Book transaction is released and the specified amount of your Ship transaction is accepted as the amount to be received by your organization. This amount is usually less than the amount of your original Book transaction. If your Ship transaction amount exceeds the Book amount, it is possible your Ship transaction will be Denied. This would

101 Credit Card Processing 101 happen if your Customer s credit card available balance is not large enough to cover the difference between your Book and Ship transaction amounts.

102 Credit Card Processing 102 Book and Ship for Sales Order Processing Before getting into a Book and Ship scenario, proper, recall that you have the ability to specify amounts or percentages of the base amount by which Book transactions are increased to allow for incidental charges. You do this using the Credit Card Processing Setup screen (see Figure 92, below). Figure 88 - Credit Card Processing Setup screen with Freight Auto Add Percent of 5% The procedure you use for issuing a Book transaction for an Order and, eventually, a Ship transaction for an Invoice, is quite similar to the procedure described earlier in this manual for issuing a PreAuthorization transaction, and then, eventually, a Sale transaction, against an Invoice. You begin by entering your Order as shown (see Figure 93, on next page). Note that you need to provide a Batch ID on the Dynamics/eEnterprise Sales Transaction Entry screen when you intend to issue a Book transaction for the Order you enter there (see Figure 93, on next page). Your Order documents, with their corresponding Book transactions, need a quiet place to wait until they are transferred to Invoice documents and you issue their Ship transactions, then post them.

103 Credit Card Processing 103 Figure 89 - Dynamics/eEnterprise Sales Transaction Entry screen with Order entered and Batch ID filled in You can bring up the Credit Card Processing Entry screen at this point in one of two ways: 1. Use the hot-key combination CTRL-B. 2. Use the Extras menu. When CCP is installed and the Sales Transaction Entry screen is up, an Extras item appears on the Dynamics/eEnterprise menu bar between the Options and Windows items. Follow the Extras Book Transaction path to open the Credit Card Processing Entry screen. The Credit Card Processing Entry screen will appear with a default Card Amount value equal to the Total field value from the Dynamics/eEnterprise Sales Transaction Entry screen, and a non-modifiable default Transaction Type entry of Book (see Figure 94, on next page). Notice that the Card Amount field of the Credit Card Processing Entry screen is more than the Total amount from the Dynamics/eEnterprise Sales Transaction Entry screen. The Card Amount is larger than the original Order Total by 5%. This is the percentage of the base Book amount that you previously saw specified to be added to each Book transaction amount as a buffer against Freight charges using the Auto Add Percentage feature for Freight on the Credit Card Processing Setup screen (see Figure 94, on next page).

104 Credit Card Processing 104 Figure 90 - Credit Card Processing Entry screen with Card Amount automatically boosted by 5% You now have the usual choice of immediately submitting your Book transaction for real-time verification by IC VERIFY or saving it to a batch for later processing. In order to illustrate a Bookrelated feature of CCP more directly, our example now assumes that you choose the Process button to immediately submit your Book transaction for real-time verification. If all goes well, you next see a Confirmation Window screen telling you that your Book transaction has been Confirmed (see Figure 95, on next page).

105 Credit Card Processing 105 Figure 91 - Confirmation Window screen showing Book transaction Confirmed Simultaneously, you also see a new Authorized Transactions screen appear (see Figure 96, below). This screen stands for your Book transaction and will follow your Order document from now, through the point at which you transfer it to an Invoice, until you get paid for it with a subsequent Sale transaction and post it. To complete initial entry of your Book-ed Order, click the Save button on the Dynamics/eEnterprise Sales Transaction Entry screen and stash it in the batch whose Batch ID you have already specified. Figure 92 - Authorized Transactions screen for the Order just Book-ed You recall your saved Order from its parking lot batch when the time arrives for you to transfer it to an Invoice, issue a Ship transaction and get paid. 1. Bring up the Dynamics/eEnterprise Sales Order Processing Document Inquiry screen by following the Inquiry Sales Sales Documents path from the Dynamics/eEnterprise menu bar (see Figure 97, on next page). 2. Make sure the Include radio button labeled Unposted is selected. 3. Change the Documents setting from the default by Document No. to by Customer ID using the pick list. 4. Click the From radio button, then enter the ID for your Customer in the From field, using the magnifying glass lookup icon if necessary. The To field will default to the same value, which is what you want.

106 Credit Card Processing Click the Redisplay button to display just the Unposted Order documents for your Customer. Depending upon the nature of your business, there may be only one or there may be several. Figure 93 - Dynamics/eEnterprise Sales Order Processing Document Inquiry screen with Order documents displayed by Customer ID 6. Bring up the Dynamics/eEnterprise Sales Transaction Entry screen, empty (see Figure 98, on next page). 7. Click on the magnifying glass icon for the Document No. field to bring up the Dynamics/eEnterprise Sales Document Numbers screen with its entries in Document No. order (see Figure 99, on next page).

107 Credit Card Processing 107 Figure 94 - Empty Dynamics/eEnterprise Sales Transaction Entry screen Figure 95 - Dynamics/eEnterprise Sales Document Numbers screen with target Order selected

108 Credit Card Processing Position to the line for your target Order and double-click it to bring up the document detail on the Dynamics/eEnterprise Sales Transaction Entry screen (see Figure 100, below) and the associated CCP Authorized Transactions screen (see Figure 101, below). Figure 96 - Dynamics/eEnterprise Sales Transaction Entry screen with Book-ed Order recalled from "parking lot" batch Figure 97 - Authorized Transactions screen accompanying selected saved Book-ed Order It is now time to Transfer your Book-ed Order to an Invoice by clicking the Transfer button on the Dynamics/eEnterprise Sales Transaction Entry screen (see Figure 100, above). The Dynamics/eEnterprise Sales Transfer Documents screen now appears (see Figure 102, on next page). Notice that much of the Dynamics/eEnterprise Sales Transfer Documents screen is grayed out. Only the quadrant labeled Orders is open to you. Click a checkmark into the Transfer to Invoice checkbox, then click the Transfer button.

109 Credit Card Processing 109 Your Dynamics/eEnterprise Sales Transaction Entry screen is now transformed in the fashion shown, with an Invoice where the Order used to be (see Figure 103, on next page). Note that the Authorized Transactions screen that accompanied your Order has changed along with the Dynamics/eEnterprise Sales Transaction Entry screen. The Authorized Transactions screen still indicates that you did a Book transaction previously, but it now identifies the object of that Book as an Invoice, rather than an Order (see Figure 104, on next page). Figure 98 - Dynamics/eEnterprise Sales Transfer Documents screen just before Transfer of Order to Invoice

110 Credit Card Processing 110 Figure 99 - Dynamics/eEnterprise Sales Transaction Entry screen showing Invoice created from original Order Figure Authorized Transactions screen after Transfer of original Order to Invoice You now add any needed finishing touches to your newly minted Invoice, such as the actual Freight charge to be assessed, on the Dynamics/eEnterprise Sales Transaction Entry screen (see Figure 105, on next page).

111 Credit Card Processing 111 Figure Dynamics/eEnterprise Sales Transaction Entry screen after adding Freight charge to Invoice Moving next to the Authorized Transactions screen, you change the Type from Book Transaction to Ship Transaction using the pick list, and exit the Type field with the Tab key. This updates the Document Amount value and slugs the same value, as a default, into the Amount to Ship field where you could still change it by hand, if necessary (see Figure 106, below). Figure Authorized Transactions screen after changing Type to Ship Transaction One other thing has changed on the Authorized Transactions screen. The Process button in the lower right corner has been enabled (see Figure 106, above). The Credit Card Processing Entry screen, which up to this point has appeared every time you have had a credit card transaction to issue, is missing in action when it comes time for you to submit a Ship transaction. Instead, you do so by clicking the Process button on the Authorized Transactions screen.

112 Credit Card Processing 112 Doing so brings up the Authorizations screen, a kind of junior substitute for both the Credit Card Processing Entry screen and the Confirmation Window screen, which you have also seen much of previously (see Figure 107, below). The message lines at the bottom of the Authorizations screen go through the same successive changes as do those on the Credit Card Processing Entry screen when a real-time credit card transaction verification is done. When your Ship transaction is successfully Confirmed as should almost always be the case the Confirmation Number (Confirm #) appears on the Authorizations screen too (see Figure 107, below). Figure Authorizations screen showing Ship transaction Confirmed Clicking OK on the Authorizations screen after your Ship transaction has successfully completed, brings up the Dynamics/eEnterprise Sales Payment Entry screen showing a single Credit Card payment line corresponding to the Ship transaction you just issued (see Figure 108, on next page). Click OK on the Dynamics/eEnterprise Sales Payment Entry screen to approve the payment.

113 Credit Card Processing 113 Figure Dynamics/eEnterprise Sales Payment Entry screen showing Credit Card payment for Order/Invoice processed through full Book and Ship cycle Complete your Book and Ship credit card processing cycle for a single SOP Order/Invoice by deleting the Batch ID for your Invoice on the Dynamics/eEnterprise Sales Transaction Entry screen, then clicking the Post button (see Figure 109, on next page).

114 Credit Card Processing 114 Figure Dynamics/eEnterprise Sales Transaction Entry screen with blanked Batch ID for Post-ing Batch Book and Ship Procedure Perform these steps to process SOP documents using batch Book and Ship transactions: 1. Enter a SOP Order, including a Batch ID, on the Dynamics/eEnterprise Sales Transaction Entry screen (see Figure 110, on next page). Once more, be sure to enter a valid Batch ID. 2. Bring up the Credit Card Processing Entry screen for a Book transaction by either using the CTRL-B hot-key combination or following the Extras Book Transaction path from the Dynamics/eEnterprise menu bar (see Figure 111, on page after next).

115 Credit Card Processing Enter your Customer s credit card and address information if it is not already defaulted in (see The Credit Card Processing Entry Screen on page 51). Observe that the Card Amount field value on the Credit Card Processing Entry screen (see Figure 111, on next page) is 5% higher than the Total field value from the Dynamics/eEnterprise Sales Transaction Entry screen (see Figure 110, below). Recall that way back at setup time, you specified an automatic add of 5% to all Book transactions to compensate for anticipated Freight charges in the Advanced Processing section of the Credit Card Processing Setup screen (see Advanced Processing (Book and Ship) Setup for CCP on page 31). You are now ready to save the Book transaction for your Order to a batch. Figure Dynamics/eEnterprise Sales Transaction Entry screen with an Order and Batch ID

116 Credit Card Processing 116 Figure Credit Card Processing Entry screen for batch Book 4. Click the Batch button on the Credit Card Processing Entry screen. The Credit Card Processing Entry screen will transform itself slightly and stick around solely to let you know if your Book transaction was saved (see Figure 112, on next page). Only under extraordinary circumstances such as major data table damage - would you ever not see this screen and message after clicking the Batch button. On the reconfigured Credit Card Processing Entry screen, the Batch button has gone away and only an OK button is left. Click OK to complete the saving of your Book transaction. 5. Repeat steps 1 4 for each Order you intend to accompany with a Book transaction saved in a batch.

117 Credit Card Processing 117 Figure Credit Card Processing Entry screen with batch Book save status message and OK button 6. Do batch verification of your Book transactions. Bring up the CCP Batch Verification screen by following the Transactions Sales Process Credit Cards Batch Verify path from the Dynamics/eEnterprise menu bar (see Figure 113, on next page). 7. The CCP Batch Verification screen has one line per batch of credit card transactions. Click a checkmark into the open checkbox labeled Available at the right end of the line for your batch of Book transactions (DAILY). The label on the checkbox changes to Marked after the checkmark is clicked in (see Figure 113, on next page). 8. Submit your Marked batch of Book transactions for verification processing by clicking the Process button on the CCP Batch Verification screen. You will see a number of progress/status messages rapidly flash by on the message line at the bottom of the CCP Batch Verification screen. When all of the transactions in your batch have been verified successfully, the CCP Batch Verification screen comes to rest displaying the summary data shown (see Figure 114, on next page).

118 Credit Card Processing 118 Figure CCP Batch Verification screen with batch of Book transactions selected Figure CCP Batch Verification screen after successful verification of all Book transactions in Marked batch

119 Credit Card Processing A standard Dynamics/eEnterprise Report Destination screen, generated by CCP, appears for a report named ME_Batch_Booked_Transactions (see Figure 115, below). Display it to the screen and it appears as shown (see Figure 116, below). Figure Dynamics/eEnterprise Report Destination screen for report ME_Batch_Booked_Transactions Figure 112 CCP report ME_Batch_Booked_Transactions

120 Credit Card Processing Prepare to do a batch Transfer of Orders to Invoices. Bring up the Dynamics/eEnterprise Sales Batch Entry screen by following the Transactions Sales Sales Batches path from the Dynamics/eEnterprise menu bar. Use the magnifying glass lookup icon on the Batch ID field of the Dynamics/eEnterprise Sales Batch Entry screen to bring up your batch of Order documents (DAILY) for which you have just verified Book transactions (see Figure 117, below). 11. Click the Transfer button on the Dynamics/eEnterprise Sales Batch Entry screen to bring up the Dynamics/eEnterprise Sales Transfer Documents screen. Click checkmarks into the checkboxes labeled Transfer to Invoice and Include Totals and Deposits in the lower left quadrant of the Dynamics/eEnterprise Sales Transfer Documents screen labeled Orders (see Figure 118, on next page). Figure Dynamics/eEnterprise Sales Batch Entry screen with batch of Order documents just Book-ed selected

121 Credit Card Processing Two reports are available for your inspection after the Transfer process is complete. Both reports announce themselves with Dynamics/eEnterprise standard Report Destination screens like that shown previously (see Figure 115, on previous page). The first of these reports is generated by CCP and is named ME_SOP_Transfer_Log (see Figure 119, on next page). The second report is a Dynamics/eEnterprise item named SOP Transfer Log (see Figure 120, on next page). Figure Dynamics/eEnterprise Sales Transfer Documents screen with boxes checked to Transfer Order batch to Invoice batch

122 Credit Card Processing 122 Figure CCP report ME_SOP_Transfer_Log Figure Dynamics/eEnterprise report SOP Transfer Log 13. Your Book transactions will automatically travel with their transferred Invoice documents. All SOP Invoice documents associated with previously verified Book transactions will be available when you to launch batch Ship processing from the CCP Batch Verification screen. Bring up the CCP Batch Verification screen by following the Transactions Sales Process Credit Cards Batch Verify path from the Dynamics/eEnterprise menu bar (see Figure 121, on next page).

123 Credit Card Processing 123 Figure CCP Batch Verification screen with selection checkbox for batch of Ship transactions Marked 14. Select the batch (DAILY) of transactions that were converted from Book to Ship status, when you transferred their corresponding Order documents to Invoice documents, by clicking its checkbox to Marked status (see Figure 121, above). You can batch Ship only SOP Invoice documents. Any Order in your selected batch (DAILY) that did not successfully Transfer to an Invoice will not have an associated Ship transaction in the batch. 15. Click the Process button on the CCP Batch Verification screen to submit your selected batch (DAILY) of Ship transactions to IC VERIFY. If your original Book amounts exceed the billed amounts on the Invoice documents at Ship time, the excess Book amounts are released back to your Customers credit card available balances. 16. Another Dynamics/eEnterprise standard Report Destination screen this one put up by CCP for a report named ME_Batch_Records_Processed appears after all Ship transactions in your batch (DAILY) are verified. The associated report is shown (see Figure 122, on next page). 17. After viewing the ME_Batch_Records_Processed report, you will be able to see the CCP Batch Verification screen in the state it finished up in following the verification of your batch (DAILY) of Ship transactions (see Figure 123, on next page).

124 Credit Card Processing 124 Figure CCP report ME_Batch_Records_Processed Figure CCP Batch Verification screen after successful verification of all Ship transactions in Marked batch

125 Credit Card Processing Prepare to do a batch Post of Invoices. Bring up the Dynamics/eEnterprise Sales Batch Entry screen by following the Transactions Sales Sales Batches path from the Dynamics/eEnterprise menu bar. Use the magnifying glass lookup icon on the Batch ID field of the Dynamics/eEnterprise Sales Batch Entry screen to bring up your batch of Invoice documents (DAILY) for which you have just verified Ship transactions (see Figure 124, below). 19. Click the Post button on the Dynamics/eEnterprise Sales Batch Entry screen to complete your batch Book and Ship processing of an entire batch of SOP documents. Figure Dynamics/eEnterprise Sales Batch Entry screen with batch of Invoice documents just Ship-ed selected NOTE: Using batch Book and Ship processing, you never need to open the Dynamics/eEnterprise Sales Payment Entry screen. All of the accounting is taken care of for you when Ship transactions are verified. If you have previously issued a Book for the appropriate amount, (see Advanced Processing (Book and Ship) Settings for CCP on page 31) you should never have a denied Ship transaction.

126 Credit Card Processing 126 Sales Order Processing Transfers The central feature of CCP is that it keeps the books balanced in Dynamics/eEnterprise terms and in terms of the credit card processing service provider at the same time. The heart of this capability is what CCP does to keep things reconciled when following SOP documents through the sometimes complex evolutions they undergo. The key function provided by Dynamics/eEnterprise Sales Order Processing is its ability to intelligently Transfer one kind of document into another at appropriate places in your business processes. The key function of CCP is to keep up with SOP when it is shape-shifting and splitting and merging its various supported document and transaction types. Every SOP Transfer operation has some logical equivalent in terms of associated payment or other credit card transaction activity. CCP s objective is to make SOP Transfer operations as sensible in credit card transaction terms as they already are in business workflow and accountancy terms. The following tables, and other figures, explain what CCP does in credit card terms and why for each type of Transfer provided for in Dynamics/eEnterprise SOP. SOP Transfers and Confirmed Sale/Force/Credit (Return) Transactions Credit card transactions you have already submitted to IC VERIFY and Confirmed, individually in real-time or as part of a batch, are stored in the credit card transaction history table. When you Transfer any SOP document for which you have previously Confirmed one or more Sale, Force or Credit transactions, the document that you Transfer to must remain associated with the existing credit card transaction(s). CCP takes care of this for you as you Transfer SOP documents in any way you need to. A table of SOP document Transfer scenarios and results for confirmed Sale/Force/Credit (Return) transactions follows (see Figure 125, on next page):

127 Credit Card Processing 127 Transfer From Transfer To Credit Card Transaction Effect Quote Order Document No. of Quote is replaced by Document No. of Order in existing Sale/Force/Credit transactions. Quote Invoice Document No. of Quote is replaced by Document No. of Invoice in existing Sale/Force/Credit transactions. Order Invoice Document No. of Order is replaced by Document No. of Invoice in existing Sale/Force/Credit transactions. Order Invoice + Back Order Can occur if Transfer specifies Back Order Balance to deal with shortage and inventory is insufficient to cover entire original Order at Transfer time. Single Sale/Force/Credit transaction becomes pair of fraternal twins. Original Sale/Force/Credit transaction has Document No. of Order replaced by Document No. of Invoice. Original document amount and transaction amount remain same. Second Sale/Force/Credit transaction record created to allow crediting back Customer, if needed, with Document No. of new Back Order. Document amount and transaction amount based on back-ordered portion of original Sale/Force/Credit transaction. Order Back Order Document No. of Order is replaced by Document No. of Back Order in existing Sale/Force/Credit transactions. Invoice Back Order Document No. of Invoice is replaced by Document No. of Back Order in existing Sale/Force/Credit transactions. Back Order Order Document No. of Back Order is replaced by Document No. of Order in existing Sale/Force/Credit transactions. Back Order Invoice Document No. of Back Order is replaced by Document No. of Invoice in existing Sale/Force/Credit transactions. Figure Effects of SOP document Transfers on Confirmed Sale/Force/Credit transactions SOP Transfers for Confirmed Book and PreAuthorization Transactions Book and PreAuthorization transactions you have already submitted to IC VERIFY and Confirmed, individually in real-time or as part of a batch, are stored in the PreAuthorization table. Here, they keep the Batch ID s given to the original SOP documents for which you entered them. This is true even of Book and PreAuthorization transactions you originally submitted and Confirmed in real-time. CCP will not let you submit real-time Book or PreAuthorization transactions unless you enter a Batch ID on each associated SOP document. When you Transfer any SOP document for which you have previously Confirmed, in real-time, one or more Book or Preauthorization transactions, the document that you Transfer to must remain associated with these existing Confirmed credit card transaction(s). CCP takes care of this for you as you Transfer SOP documents in any way you need to. A table of SOP document Transfer scenarios and results for Confirmed Book and PreAuthorization transactions follows (see Figure 126, on next page):

128 Credit Card Processing 128 Transfer From Transfer To Credit Card Transaction Effect Quote Order Document No. of Quote is replaced by Document No. of Order in existing Book or Preauthorization transactions. Quote Invoice Document No. of Quote is replaced by Document No. of Invoice in existing Book or Preauthorization transactions. Order Invoice Document No. of Order is replaced by Document No. of Invoice in existing Book or Preauthorization transactions. Order Invoice + Back Order Occurs if Transfer specifies Back Order Balance to deal with shortage and inventory is insufficient to cover entire original Order at Transfer time. Single Book transaction becomes pair of fraternal twins. Original Book transaction has Document No. of Order replaced by Document No. of Invoice. Original document amount and transaction amount remain same. When Ship transaction for original Book transaction is submitted for verification, new value of Invoice is used. Unused balance of original Book amount is released to Customer credit card available balance. Second Book transaction record is created for new Back Order. Is used for re-book of Back Order amount. Back Order document amount and transaction amount based on back-ordered portion of original Book transaction. Order Back Order Document No. of Order is replaced by Document No. of Back Order in existing Book or Preauthorization transactions. Invoice Back Order Document No. of Invoice is replaced by Document No. of Back Order in existing Book or Preauthorization transactions. Back Order Order Document No. of Back Order is replaced by Document No. of Order in existing Book or Preauthorization transactions. Back Order Invoice Document No. of Back Order is replaced by Document No. of Invoice in existing Book or Preauthorization transactions. Figure Effects of SOP document Transfers on Confirmed Book or PreAuthorization transactions SOP Transfers and Pending Batch Transactions Batch Book and PreAuthorization transactions are stored in the Batch Transactions table. When you Transfer any SOP document for which you have previously saved one or more yet-to-be-processed Book or PreAuthorization transactions to a batch, the document that you Transfer to must remain associated with its batched credit card transaction(s). CCP takes care of this for you as you Transfer SOP documents in any way you require. A table of SOP document Transfer scenarios and results for pending batch Book and PreAuthorization transactions follows (see Figure 127, on next page):

129 Credit Card Processing 129 Transfer From Transfer To Credit Card Transaction Effect Quote Order Document No. of Quote is replaced by Document No. of Order in existing batch Book or Preauthorization transactions. Quote Invoice Document No. of Quote is replaced by Document No. of Invoice in existing batch Book or Preauthorization transactions. Order Invoice Document No. of Order is replaced by Document No. of Invoice in existing batch Book or Preauthorization transactions. Order Invoice + Back Order Can occur if Transfer specifies Back Order Balance to deal with shortage and inventory is insufficient to cover entire original Order at Transfer time. Single credit card transaction becomes pair of fraternal twins. Batch credit card transaction record is updated with new Invoice number, document amount and original transaction amount. Second batch transaction record is created associated with newly created Back Order. If transaction is Sale/Force/Credit, second credit card transaction record may be used to support any later credit back operation. If transaction is PreAuthorization, second record is used for later Sale transaction. If transaction is Book, second record rebooks amount of Back Order. Order Back Order Document No. of Order is replaced by Document No. of Back Order in existing batch Book or Preauthorization transactions. Invoice Back Order Document No. of Invoice is replaced by Document No. of Back Order in existing batch Book or Preauthorization transactions. Back Order Order Document No. of Back Order is replaced by Document No. of Order in existing batch Book or Preauthorization transactions. Back Order Invoice Document No. of Back Order is replaced by Document No. of Invoice in existing batch Book or Preauthorization transactions. Figure Effects of SOP document Transfers on pending batch transactions

130 Credit Card Processing 130 CCP Batch Transaction Verification You submit batches of previously entered credit card transactions for verification from the CCP Batch Verification screen (Transactions Sales Process Credit Cards Batch Verify). The CCP Batch Verification screen allows you to select some or all of the credit card transactions you have previously entered in batches for submission to the IC VERIFY Multi-User Request File Processor and, thence, to your credit card processing service provider (see Figure 128, below). Figure CCP Batch Verification screen You can only do Batch Verification from a PC workstation that is properly set up. Key requirements include: 1. You have installed CCP and set it up properly on the PC workstation or the Citrix/Terminal server from which you are working (see Installing CCP Using the CCP60_Bxx.EXE Module on page 25). 2. The IC VERIFY Multi-User Request File Processor is running (see Figure 27 IC VERIFY Multi-User Request File Processor in normal operation mode on page 45). 3. You have access to the IC VERIFY Multi-User Request File Processor via the Request/Answer directory from the PC workstation at which you are working (see CCP and IC VERIFY Setup What Can, And Can t, Go Where on page 13). 4. Your PC workstation is set up as an IC VERIFY Assigned or Virtual Workstation, and that Workstation is set to Activate (see Defining IC VERIFY Workstations on page 34).

131 Credit Card Processing 131 Verifying Credit Card Transactions in Batches From a PC workstation that meets the conditions just listed, Batch Verification is straightforward. To process one or more batches of credit card transactions, follow these steps: 1. Open the CCP Batch Verification screen by following the Transactions Sales Process Credit Cards Batch Verify path from the Dynamics/eEnterprise menu bar (see Figure 128, on preceding page). 2. Identify the batch(es) you wish to submit for verification by checking the Available checkbox(es) for those batch(es) in the Status column. The labels alongside checkbox(es) you select will change from Available to Marked as soon as you do this (see Figure 129, below). NOTE: All batches you mark for batch verification on the CCP Batch Verification screen are combined and presented to IC VERIFY as one large batch. Some credit card processing service providers impose limits on how large any single batch of submitted transactions can be. If the total number of transactions in all of the batches you have marked exceeds this number, your credit card processing service provider may reject all or part of what it receives through IC VERIFY or even drop the modem connection. Find out from your credit card processing service provider what size limit, if any, it imposes on batches of submitted transactions. Stay below this limit when marking batches on the CCP Batch Verification screen. The number of transactions (# of trx) in each batch is shown on each line of the CCP Batch Verification screen. Figure CCP Batch Verification screen with one batch selected 3. Click the Process button at the top of the CCP Batch Verification screen.

132 Credit Card Processing 132 CCP Batch Verification Screen Verification processing starts when you click the Process button. You will be notified on the message line at the bottom of the CCP Batch Verification screen of any problems contacting your credit card processing service provider using the configured modem connection. If no showstopper problems occur, the message line at the bottom of the CCP Batch Verification screen changes as the batch(es) you selected are submitted to the IC VERIFY Multi-User Request File Processor and confirmations or denials are received for each submitted transaction in each Marked batch. At the end of a Batch Verification run, the CCP Batch Verification screen looks as shown (see Figure 130, on next page). Figure CCP Batch Verification screen after processing is complete In our example, not all of the transactions submitted got Confirmed. One of the five was Declined. Notice that an auxiliary message informs you of the name of the batch in which the Declined transaction was placed. Both the note and the Denied Transactions Batch ID are displayed as links, which you can use to bring up the CCP Denied Transactions screen (see Figure 133, on page after next) when you are ready to work on fixing if possible your Declined transactions. Batch Verification Reports A report listing all transactions processed, whether Confirmed or Denied, is always available to you after a Batch Verification run (see Figure 131, on next page). If any transactions are Declined, the word DENIED is shown instead of a Confirm #. A second report, listing these Declined/DENIED transactions only, is also available (see Figure 132, on next page).

133 Credit Card Processing 133 Figure Batch Records Processed report available following Batch Verification Figure Denied Transactions Report available, if indicated, following Batch Verification All credit card transactions are saved to the Request History table. Declined credit card transactions are also saved to a separate Denied Transactions batch. A new Denied Transactions batch is created each day by combining the prefix you specified on the Credit Card Processing Setup screen (see CCP Company Setup on page 28) with the current day s date (see Figure 130, on preceding page). The Dynamics/eEnterprise Sales documents that correspond to each Declined credit card transaction have their Batch ID s changed to this Denied Batch Name. This effectively separates all Dynamics/eEnterprise transactions having payments that were Declined, from their former batch-mates that were Confirmed and which you may now post. Denied transactions should be processed immediately.

134 Credit Card Processing 134 All the Denied/Declined Transactions Where do They All Come From? Credit card transactions can be Declined by your credit card processing service provider for a variety of reasons. The main such reasons you will find yourself dealing with on a regular basis, and what you must do, in general, to repair Declined transactions, follow: 1. Credit limit is exceeded. You must either get information for a new, usable credit card from your Customer or delete the transaction and the Dynamics/eEnterprise Sales document or transaction it represents. You will cancel your sale. 2. Credit card is expired. Once again, you must either get information for a new, usable credit card from your Customer or delete the transaction and the Dynamics/eEnterprise Sales document or transaction it represents. You will cancel your sale. 3. Data entry errors were made. You may have to confer with your Customer in order to determine if any transcription error occurred while his credit card information was being entered, but this type of Declined transaction can be resubmitted, once it is repaired, and your sale can be completed. Resubmitting Denied/Declined Transactions in SOP, Invoicing and Receivables Open the CCP Denied Transactions screen. Either use the links on the CCP Batch Verification screen or follow the Transactions Sales Process Credit Cards Denied Transactions path from the Dynamics/eEnterprise menu bar (see Figure 133, below). Figure CCP Denied Transactions screen

135 Credit Card Processing 135 Each Denied transaction is listed on a separate line that denotes: the Dynamics/eEnterprise Sales module in which the transaction was generated (Source), its Denied Transactions Batch ID (Batch Number), its Dynamics/eEnterprise Document Number and a checkbox to indicate if the transaction has been Corrected. Denied transactions are listed by Batch Number (see Figure 133, on preceding page). If you passed up the chance to print a Denied Transactions Report at the time you processed your original batch through the CCP Batch Verification screen, you have a second chance to print one now by using the Report button at the top of the CCP Denied Transactions screen (see Figure 133, on preceding page). You can bring up whichever Dynamics/eEnterprise data entry screen was originally used to enter your Denied transaction by either double-clicking on its line or single-clicking the line to select it, then using the Select button at the top of the CCP Denied Transactions screen. In the case of our example, the screen that comes up is the Dynamics/eEnterprise Cash Receipts Entry screen (see Figure 134, below). Figure Dynamics/eEnterprise Cash Receipts Entry screen popped up from CCP Denied Transactions screen Notice that the Batch ID field now holds the invented name of today s CCP Denied Transactions Batch in place of whatever batch name (MIXEDNUTS) this payment transaction was originally entered with (see Figure 134, above). Our example assumes a data entry error in the amount entered. When processing real transactions, you would not get a Declined status back for such a reason. IC VERIFY, though, when operating in test mode, confirms everything except transactions with amounts ending in 1, 3, 7 or 9. Changing the last digit of the Amount from a 7 to an 8 will fix things so far as IC VERIFY is concerned. We will let this test mode-only fix stand in for any kind of data entry error that would cause a Declined status in real life, such as a wrong credit card number, etc (see Figure 135, on next page).

136 Credit Card Processing 136 Figure Dynamics/eEnterprise Cash Receipts Entry screen with corrected data entry error Figure Credit Card Processing Entry screen ready to resubmit repaired Declined transaction

137 Credit Card Processing 137 In this case, since we changed the contents of the Amount field, we can Tab out of the Amount field on the Dynamics/eEnterprise Cash Receipts Entry screen (see Figure 135, on preceding page) and pop up the Credit Card Processing Entry screen with the new Card Amount and all of the other original data for our Declined transaction already filled in. In real life, you would be more likely to get this screen up by following the Extras Credit Card Entry path from the Dynamics/eEnterprise menu bar (see Figure 136, on preceding page). You can wait and process all of your Declined transaction fixes in a batch, but it s easier for you just to re-try them as you go by clicking the Process button on the Credit Card Processing Entry screen when you reach that point for each transaction you can repair. If your real-time verification of the repaired Declined transaction comes back Confirmed this time, you can save the Dynamics/eEnterprise document or transaction and then clean up your CCP Denied Transactions screen by doing as follows: 1. Select the line for your formerly-declined, just-confirmed credit card transaction on the CCP Denied Transactions screen (see Figure 137, below). Figure CCP Denied Transactions screen with transaction line selected 2. Click the NOT CORRECTED checkbox at the top of the CCP Denied Transactions screen. Doing so changes the label on this checkbox to CORRECTED and also puts a check in the checkbox in the Corrected column on the selected transaction line and changes its label from NO to YES (see Figure 138, on next page).

138 Credit Card Processing 138 Figure CCP Denied Transactions screen after marking selected transaction CORRECTED 3. Click the Redisplay button at the top of the CCP Denied Transactions screen and the line for your now-repaired transaction disappears (see Figure 139, on next page).

139 Credit Card Processing 139 Figure CCP Denied Transactions screen after Redisplay Repeat these steps for each Declined transaction listed on the CCP Denied Transactions screen. It is good if you can repair, resubmit and get Confirmed status for any formerly Declined transaction. If a transaction is not repairable, however, you will have to Delete the Dynamics/eEnterprise document or transaction that is associated with your Declined credit card transaction (see next section in this manual). Either way, mark the line for that transaction on the CCP Denied Transactions screen as CORRECTED so that the original batch in which the Declined transaction was first submitted can be cleared from the CCP Batch Verification screen.

140 Credit Card Processing 140 Our example comprised just one Declined transaction. Having marked it CORRECTED, and having clicked Redisplay on the CCP Denied Transactions screen, you next close that screen, go to the CCP Batch Verification screen, which should still be up, and click the Redisplay button there as well. If you have now marked all transactions in the Denied Transactions Batch as CORRECTED and you have - then the batch(es) that were the original source(s) of the Declined transactions (batch MIXEDNUTS, in the case of our example) will disappear from the CCP Batch Verification screen (see Figure 140, below). Figure CCP Batch Verification screen after Redisplay

141 Credit Card Processing 141 Deleting and Voiding Dynamics/eEnterprise Sales Transactions/Documents If you delete a Dynamics/eEnterprise Sales document or transaction that has any batch credit card transactions associated with it that you have not yet submitted for verification, these are simply deleted too. However, it is critical to understand how CCP handles deleting/voiding of Dynamics/eEnterprise Sales documents or transactions that are associated with Confirmed credit card transactions. Depending upon what type of Confirmed credit card transaction you have previously associated with the Dynamics/eEnterprise document or transaction you are now deleting, CCP will generate a countervailing Void or Credit transaction to reverse its effects. In most cases, you should direct CCP to process this generated reversal transaction for you in realtime. Following, are examples of what you see when you choose to Delete documents or transactions from the four Sales data entry screens. Receivables The Sales transaction pictured was entered through the Dynamics/eEnterprise Receivables Transaction Entry screen. A Sale credit card transaction was submitted for the full amount shown, and Confirmed (see Figure 141, below). Figure Dynamics/eEnterprise Receivables Transaction Entry screen before Delete

142 Credit Card Processing 142 If you click the Delete button at this point, you are presented with the first of a series of three screens that appear whenever you command a Delete or Void against any document or transaction in any of the four transaction entry screens in the various Dynamics/eEnterprise Sales modules. This screen simply informs you that there is at least one verified credit card transaction associated with the item you are deleting and that you should make sure the reversal transaction, now being generated, is also submitted and verified (see Figure 142, below). Figure First of three message screens always seen when Dynamics/eEnterprise Delete or Void is done The second of these three screens is just a reconfirmation checkpoint. If you clicked the Delete or Void button by mistake, you have an opportunity to gracefully reverse course (see Figure 143, below). Figure Second of three message screens always seen when Dynamics/eEnterprise Delete or Void is done The third member of our screen triumvirate offers you the all-important choice of Batch processing later versus real-time verification right now (Process) of the reversal (Credit or Void) credit card transaction being generated as a consequence of your Dynamics/eEnterprise Delete or Void operation. In every case where it is possible to do so, you should choose the Process button and balance the credit card books right now (see Figure 144, on next page).

143 Credit Card Processing 143 Figure Third of three message screens always seen when Dynamics/eEnterprise Delete or Void is done which offers the Real-Time (Process) or Batch choices Following The Three Wise Men, the next screen you see is the CCP Transaction Reversals screen. The Void or Credit Document Number shows you what kind of Dynamics/eEnterprise document or transaction you Delete-d or Void-ed. If the real-time verification of your reversal credit card transaction was successful, you also see the Confirmation Number from your credit card processing service provider (see Figure 145, below). Figure CCP Transaction Reversals screen showing Dynamics/eEnterprise Sales transaction number and Confirmation Number, if reversal is Confirmed Cash Receipts In a fashion similar to our first example, the credit card payment shown was entered through the Dynamics/eEnterprise Cash Receipts Entry screen, then a credit card Sale transaction was submitted for the full Amount shown, then Confirmed (see Figure 146, on next page).

144 Credit Card Processing 144 Figure Dynamics/eEnterprise Cash Receipts Entry screen before Delete Following the screens we call The Three Wise Men, (see Figures 142, 143 and 144, on previous pages) the next screen you see is the CCP Transaction Reversals screen. The Void or Credit Document Number shows you what kind of Dynamics/eEnterprise document or transaction you Deleted or Void-ed. If the real-time verification of your reversal credit card transaction was successful, you also see the Confirmation Number from your credit card processing service provider (see Figure 147, below). Figure CCP Transaction Reversals screen showing Dynamics/eEnterprise Cash Receipt transaction number and Confirmation Number, if reversal is Confirmed Invoicing In a fashion similar to our first two examples, the credit card payment shown was entered through the Dynamics/eEnterprise Invoice Entry screen, then a credit card Sale transaction was submitted for the full Amount Received shown, then Confirmed (see Figure 148, on next page).

145 Credit Card Processing 145 Figure Dynamics/eEnterprise Invoice Entry screen before Delete Following the screens we call The Three Wise Men, (see Figures 142, 143 and 144, on previous pages) the next screen you see is the CCP Transaction Reversals screen. The Void or Credit Document Number shows you what kind of Dynamics/eEnterprise document or transaction you Deleted or Void-ed. If the real-time verification of your reversal credit card transaction was successful, you also see the Confirmation Number from your credit card processing service provider (see Figure 149, below). Figure CCP Transaction Reversals screen showing Dynamics/eEnterprise Invoice document number and Confirmation Number, if reversal is Confirmed

146 Credit Card Processing 146 Sales Order Processing In a fashion similar to our previous examples, the credit card payment shown was entered through the Dynamics/eEnterprise Sales Transaction Entry screen, then a credit card Sale transaction was submitted for the full Amount Received shown, then Confirmed (see Figure 150, below). Figure Dynamics/eEnterprise Sales Transaction Entry screen before Delete Following the screens we call The Three Wise Men, (see Figures 142, 143 and 144, on previous pages) the next screen you see is the CCP Transaction Reversals screen. The Void or Credit Document Number shows you what kind of Dynamics/eEnterprise document or transaction you Deleted or Void-ed. If the real-time verification of your reversal credit card transaction was successful, you also see the Confirmation Number from your credit card processing service provider (see Figure 151, on next page).

147 Credit Card Processing 147 Figure CCP Transaction Reversals screen showing Dynamics/eEnterprise SOP Invoice document number and Confirmation Number, if reversal is Confirmed Where do DELETED TRX Batches Come From? If you command a Delete or a Void against a Dynamics/eEnterprise Sales transaction or document and your PC workstation has been configured for batch transaction entry only, or if the IC VERIFY Assigned or Virtual Workstation configured for your PC workstation is in Deactivate status, you want CCP to generate the necessary Void or Credit transaction as a batch credit card transaction. CCP, in fact, allows you to save such generated reversal transactions to a batch at any time, but you should not do so except under extraordinary circumstances such as those we just named. When CCP generates a credit card reversal (Void or Credit) transaction into a batch, it first creates the batch for this purpose if the batch does not already exist. This batch is named DELETED TRX. CCP creates the DELETED TRX batch or adds a batch credit card transaction to it a Void or a Credit transaction - any time: 1. You delete a Dynamics/eEnterprise Sales document or transaction that has one or more previously Confirmed credit card transactions associated with it. 2. You cannot obtain real-time verification of the Void or Credit transaction created. Example: 1. You enter an Invoice and take a payment. 2. Your Customer pays with a credit card. You submit a Sale transaction on his credit card for realtime verification and it is Confirmed. 3. At some point before you Post the Invoice, your Customer changes his mind and you must Delete his Invoice. 4. When you Delete the Invoice, CCP warns you that one or more verified credit card transactions exist. 5. If you choose not to process the Void or Credit transaction in real-time (or cannot), CCP creates a batch Void or Credit transaction in a batch named DELETED TRX. CCP puts up a message screen to remind you of this fact (see Figure 152, on next page).

148 Credit Card Processing 148 Figure Message screen reminding you to process the batch reversal transaction just created The DELETED TRX batch appears just like any other when you open the CCP Batch Verification screen by following the Transactions Sales Process Credit Cards Batch Verify path from the Dynamics/eEnterprise menu bar (see Figure 153, below). Figure CCP Batch Verification screen showing DELETED TRX batch NOTE: You must submit batch DELETED TRX for processing, using the CCP Batch Verification screen, before you perform a Settlement with your credit card processing service provider at the end of your business day. THIS IS CRITICAL!!! If you neglect this step, your Customers will be charged

149 Credit Card Processing 149 for sales that did not take place! Customers are not amused about being charged for non-existent purchases. Mark the DELETED TRX batch for processing by putting a check in the Available checkbox on the line for the DELETED TRX batch and changing it to a Marked line (see Figure 154, below). Then, click the Process button to submit the DELETED TRX batch to IC VERIFY for verification. When CCP Batch Verification has finished processing your DELETED TRX batch, a Batch Records Processed report is available (see Figure 155, on next page). Figure CCP Batch Verification screen showing DELETED TRX batch Marked

150 Credit Card Processing 150 Figure Batch Records Processed report for DELETED TRX batch Complete your batch processing of the DELETED TRX batch by clicking the Redisplay button on the CCP Batch Verification screen to remove the line for the DELETED TRX batch from the screen (see Figure 156, below). Figure CCP Batch Verification screen after removing DELETED TRX line with Redisplay

151 Credit Card Processing 151 Settlement Settlement is the process by which your organization closes out a business day with your credit card processing service provider and gets paid. Settlement sums up the net value of Confirmed transactions you have submitted to your credit card processing service provider since the previous settlement payments minus credits - and puts that money into your account. This, in effect, clears these transactions. Pinching Your Pennies CCP uses the date and time of the most recent settlement to determine whether a reversing transaction, which it generates any time you Delete or Void a Dynamics/eEnterprise document or transaction (see Deleting and Voiding Dynamics/eEnterprise Sales Transactions/Documents on page 149), should be a credit card Void or Credit transaction. If the credit card transaction(s) you have verified for such a Dynamics/eEnterprise document or transaction have occurred since the most recent settlement, CCP issues credit card Void transactions. Your credit card processing service provider matches a Void to the original payment transaction and leaves the latter out of the next settlement. This is preferable, because no money changes hands and you are charged no fees. If such a reversal must be done for a previous transaction that is already settled, then CCP has no choice but to issue a Credit transaction to do the job. You get charged for these as a Credit transaction takes money from you and puts it back onto your Customer s credit card available balance. Settlement Methods You can arrange things so that settlement is either done automatically by your credit card processing service provider at a certain time each day (Automatic Settlement) or done only when you explicitly command that it be done (Manual Settlement). Choosing your settlement method is a required part of the setup process you must do for both IC VERIFY and CCP. When you set up CCP, you choose whether you will be Auto-Settling with your credit card processing service provider or whether you must manually settle (see Automatic Settlement on page 22 and IC VERIFY-Related Settings for CCP on page 29). Automatic Settlement If your credit card processing service provider supports this feature, you can arrange for settlement to be done automatically each day at a specified time. This means that your credit card processing service provider will automatically close your credit card transactions for the day - typically at approximately 2:00 AM and deposit the money, net of credits and fees, into your cash account. If you have configured CCP for Automatic Settlement, in IC VERIFY and on the Credit Card Processing Setup screen, we recommend that you run the settlement reports which will be covered in the next section of this manual. Manual Settlement Manual Settlement is the more commonly employed method of settlement. Often, this is because of user preference. Sometimes it is because a given credit card processing service provider does not offer Automatic Settlement as an option. If you go the Manual Settlement route, once a day you must submit a settlement command to your credit card processing service provider. You do this by logging into the

152 Credit Card Processing 152 Dynamics/eEnterprise company you want to settle and following the Transactions Sales Process Credit Cards Settlement path from the Dynamics/eEnterprise menu bar to bring up the Credit Card Processing Settlement screen (see Figure 157, below). Click the Settlement button on the Credit Card Processing Settlement screen to initiate Manual Settlement. The example shown represents the appearance of the Credit Card Processing Settlement screen before your first-ever Manual Settlement is run. Last Settlement Date and Last Settlement Time fields are both blank. After doing your first Manual Settlement, both of these fields will never again lack for contents (see Figure 157, below). Figure Credit Card Processing Settlement screen before first-ever Manual Settlement If you have saved any credit card transactions in batches, but haven t yet submitted those batches to IC VERIFY, you will be so advised by a warning screen as soon as you click the Settlement item on the Credit Card Proc. palette - before the Credit Card Processing Settlement screen ever appears (see Figure 158, on next page).

153 Credit Card Processing 153 Figure Message screen warning of pending batch credit card transactions Clicking OK on this message screen brings up the Credit Card Processing Settlement screen. You can close this and process the pending batch transactions if you wish, or you can proceed with Manual Settlement. Be sure the IC VERIFY Multi-User Request File Processor is up and running on its appropriate machine and that the PC workstation you are using has an IC VERIFY Assigned or Virtual Workstation configured for it and that this Workstation is in Activate status. Click the Settlement button on the Credit Card Processing Settlement screen. A confirmation screen now appears. Click the Settle button on this screen if you are sure you want to complete a Manual Settlement right now (see Figure 159, below). Figure Manual Settlement confirmation screen Another warning screen appears cautioning you to make sure no one else is attempting to process credit card transactions anywhere on your system. If you have already shut down all other users of your system, you have no worries on this score. Click the OK button and proceed (see Figure 160, on next page).

154 Credit Card Processing 154 Figure Manual Settlement user activity reminder screen The message line at the bottom of the Credit Card Processing Settlement screen will now put up a number of messages in quick succession as your settlement request is transmitted to your credit card processing service provider and your provider settles your account and replies. When your Manual Settlement is complete, the Credit Card Processing Settlement screen will look as shown (see Figure 161, below). Figure Credit Card Processing Settlement screen after Manual Settlement completes Do as the Credit Card Processing Settlement screen s message line says and click the Report button. A Settlement Transactions Report will print. These transactions should cross reference with the settlement report that your credit card processing service provider should also be sending you each day. The example shown is only partial due to size. As you can see, the Settlement Transactions Report is organized by credit card type (see Figure 162, on next page).

155 Credit Card Processing 155 Figure Settlement Transactions Report

156 Credit Card Processing 156 Settlement - Additional Reports If you follow the Transactions Sales Process Credit Cards Reports path from the Dynamics/eEnterprise menu bar, you bring up the Credit Card Processing Reports screen. From this screen, you can select and print any or all of three reports (see Figure 163, below). You are not restricted to running these reports only at settlement time, but they are probably most useful at that point. Run any of them by selecting your Report Choice from the pick list, then clicking the Report button in the lower right corner of the screen. Figure Credit Card Processing Reports screen showing pick list Available reports include: 1. Daily Credit Card Summary This report allows you to enter a date range and also to limit your report to transactions made using a selected range of credit card types. The default date range is one day from yesterday to today. The default card type range is all card types. The report lists all credit card transactions, excluding Book and PreAuthorization transactions, Confirmed during the chosen date range. The transactions listed are grouped by card type (see Figure 164, on next page).

157 Credit Card Processing 157 Figure Daily Credit Card Summary report 2. Booked Transactions This report allows you to enter a date range and also to limit your report to Book transactions made for a selected range of Customers. The default date range is one day from yesterday to today. The default Customer range is all Customers. The transactions are organized by Customer ID, then by Batch ID (see Figure 165, on next page).

158 Credit Card Processing 158 Figure Booked Transactions report 3. Expiring Booked Transactions This report allows you to enter a date. The default date is yesterday. No other restrictive options are allowed. The Book transactions expiring on the selected date are organized by Customer ID, then by Batch ID. The report example shown is complete because no expiring Book transactions exist. This is the preferred outcome for this report (see Figure 166, on next page).

159 Credit Card Processing 159 Figure Expiring Booked Transactions report 4. Transfer Log This report allows you to enter a date range. The default date range is one day from yesterday to today. No other restrictive options are allowed. The Transfer Log report shows the type of credit card transactions for SOP document Transfer operations performed during the date range you specify (see Figure 167, below). Figure Credit Card Processing Sales Order Processing Transfer Log report

160 Credit Card Processing 160 Customer Inquiry A CCP Customer Inquiry screen has been provided to facilitate your Customer credit card payment inquiries. You access this screen from the Credit Card Proc. palette by following the path: Transactions Sales Process Credit Cards Customer Inquiry from the Dynamics/eEnterprise menu bar (see Figure 168, below). CCP Customer Inquiry Screen The CCP Customer Inquiry screen has separate scrollable areas in which you can view, respectively, the Sale, Force, Credit and Ship transactions that have already been processed whether Confirmed or Denied - and the Book and PreAuthorization transactions not yet completed by corresponding Ship and Sale transactions all generated by the business your Customer has done with your organization. Figure CCP Customer Inquiry screen

161 Credit Card Processing 161 CCP Customer Inquiry Screen Upper Scrolling Area Select a Customer Number using the magnifying glass lookup icon to view that Customer s credit card payment history. Double-click any individual line in either scroll box to view all of the associated credit card transaction information (see Figure 169, below). Figure Credit Card Processing Entry screen popped up as transaction history from CCP Customer Inquiry screen You can also zoom to posted Sales documents when you first select one of the line items in the upper scrolling area on the CCP Customer Inquiry screen, then click the Document Number link above the upper scrolling area (See Figure 170, on next page).

162 Credit Card Processing 162 Figure CCP Customer Inquiry screen with Cash Receipt selected for display In this case, your selected transaction is associated with a Cash Receipt and the Cash Receipts Entry screen pops up with the details of the Cash Receipt filled in (see Figure 171, on next page).

163 Credit Card Processing 163 Figure Dynamics/eEnterprise Cash Receipts Entry screen with payment details When, as in our example, your selected transaction is associated with a Cash Receipt, CCP prompts you at the same time to use the Extras Credit Card Entry path from the Dynamics/eEnterprise menu bar to bring up transaction detail (see Figure 172, below). Doing as the reminder message suggests, gets you a read-only Credit Card Processing Entry screen with all details of the credit card transaction filled in (see Figure 173, on next page). Figure Extras menu reminder message

164 Credit Card Processing 164 Figure Credit Card Processing Entry screen with credit card transaction for Cash Receipt You will see other Dynamics/eEnterprise screens appear if you select different types of Sales transactions or documents to display. The particular screen displayed will be one of the same four that you use to enter Dynamics/eEnterprise Sales data, and to which you attach your credit card transactions using CCP. These are: 1. Dynamics/eEnterprise Receivables Transaction Entry 2. Dynamics/eEnterprise Cash Receipts Entry 3. Dynamics/eEnterprise Invoice Entry 4. Dynamics/eEnterprise Sales Transaction Entry To see the details of the associated credit card transactions, you can always use the Extras item that CCP inserts in the Dynamics/eEnterprise menu bar between the Options and Windows entries whenever one of the four screens just listed is displayed.

165 Credit Card Processing 165 CCP Customer Inquiry Screen Lower Scrolling Area The lower scrolling area of the CCP Customer Inquiry screen is similar in behavior to the upper scrolling area. You can select a line item, click on the Document Number link (see Figure 174, below) and pop up both the Dynamics/eEnterprise Sales Transaction Entry screen, with the details of your SOP document on display (see Figure 175, on next page) and the Authorized Transactions screen, with details of the Book or PreAuthorization transaction filled in (see Figure 176, on next page). Figure CCP Customer Inquiry screen with Book-ed Order selected

166 Credit Card Processing 166 Figure Dynamics/eEnterprise Sales Transaction Entry screen with zoomed Order Figure Authorized Transactions screen for zoomed Book transaction accompanying Order One departure from commonality between the upper scrolling area and the lower scrolling area of the CCP Customer Inquiry screen is that you cannot double-click a line item in the lower scrolling area and pop up a read-only Credit Card Processing Entry screen with all the details of the credit card transaction - Book or PreAuthorization that accompanies the SOP document you have zoomed into the Dynamics/eEnterprise Sales Transaction Entry screen. This capability is going to be added to CCP in a future build. Customer Inquiry Reports In addition to the various Zoom displays, you can print two different reports from the CCP Customer Inquiry screen. Unsurprisingly, each of these reports concerns itself with matters in one of the two scrolling areas of the CCP Customer Inquiry screen.

167 Credit Card Processing 167 Customer Credit Card Activity History Report The report, which provides you with a formatted and summed list of the Sales transactions and documents listed in the upper scrolling area of the CCP Customer Inquiry screen, is entitled Customer Credit Card Activity History (see Figure 177, below). Figure Customer Credit Card Activity History report The Customer Cash Total at the bottom of the Customer Credit Card Activity History report is the net of Sale and Ship transactions, minus Credit and Void transactions. The lone PreAuthorization transaction does not enter into this total, plus or minus, as it does not represent money due you. You can print this report any time the CCP Customer Inquiry screen is displayed by clicking the report icon located just above the upper right corner of the upper scrolling area, then clicking the first menu item that appears Customer Credit Card Transactions - (see Figure 178, on next page).

168 Credit Card Processing 168 Figure CCP Customer Inquiry screen - note report icon and menu Booked Transactions Report The second report available to you lists and separately sums the Book and PreAuthorization transactions associated with the SOP documents listed in the lower scrolling area of the CCP Customer Inquiry screen. This report is entitled Booked Transactions Report (see Figure 179, on next page).

169 Credit Card Processing 169 Figure Booked Transactions Report You can print this report any time the CCP Customer Inquiry screen is displayed by clicking the report icon located just above the upper right corner of the upper scrolling area, then clicking the second menu item that appears Current Booked Transactions - (see Figure 178, on preceding page).

170 Credit Card Processing 170 CC Transaction History Remover When you are ready to purge credit card transactions from the CCP module, you can use CCP History Remover. This tool allows you to remove all the transactions that reside in ME table (Request and History). Once the transactions have been removed, it cannot be restored. Be sure to settle before removing any transactions. Figure 176 CC Transaction History Remover To purge the credit card transactions, input the starting and the ending date. Once you have inputted the date range, click on Remove button to remove the transactions. Batch Verification Deleting a batch If you need to delete a batch, you can easily do so by clicking the delete button. However, once the batches have been deleted, you cannot undo the process.

171 Credit Card Processing 171 Figure 177 Batch Verification: Delete To delete a batch, select a batch and click the Delete button.

172 Credit Card Processing 172 Appendix A: Files/Tables Created by Credit Card Processing The following data files/tables are created and maintained by the Credit Card Processing subsystem: In the Dynamics SYSTEM folder or SYSTEM database: ME * ME_Credit_Card_Processing_Registration CCP Registration data ME * ME CCP Setup Workstations One record for each IC VERIFY workstation license ME * ME_CC_Error_Messages Translation table for PAYLINX error codes (no data is placed in this table for an IC VERIFY installation of CCP) ME * ME_Sy_CCP_Companies One record for each IC VERIFY Merchant (company) defined In each company s SALES folder or company database: ME * ME_CC_Batches_For_Request One record for each credit card transaction waiting in a batch to be verified ME * ME CC Request History One record for each credit card transaction verified or denied back to specified cut-off of retained history ME * ME Credit Card Processing Setup One record containing CCP and Book/Ship setup data for each Dynamics/eEnterprise company using CCP ME * ME Denied Transactions One record for each denied credit card transaction processed through CCP Batch Verification that has yet to be corrected ME * ME_CC_Settlement_Summary One history record for every settlement operation performed ME * ME_CC_PreAuthorizations On record for every Preauthorization or Book transaction for which a Sale or Ship is still pending ME * ME_SOP_Transfer_Log One record for each SOP Order that was Preauthorized or Booked, then transferred to an Invoice ME * ME_Paylinx_Card_Types One record for each card type usable with a PAYLINX verification server (no data is placed in this table for an IC VERIFY installation of CCP)

173 Credit Card Processing 173 ME * ME_CCP_Processing_Error_Log One record for each denial of an attempted credit card transaction verification, Real- Time or Batch

174 Credit Card Processing 174 Appendix B: Credit Card Processing IC VERIFY Edition Main Installation Checklist Please follow this checklist to install your Mekorma Credit Card Processing module. Before we assist you with technical support, we may ask you to fax us this checklist. To get CCP up and running this checklist must be followed in order: 1. Install IC VERIFY using the instructions found in the IC VERIFY Setup Guide. Install only on the single machine that contains the modem to be used for connecting to your credit card processing service provider. Do not install any IC VERIFY software on any other machine. In particular, pay no attention to instructions for setting up PC workstations as IC VERIFY substations. If this is not a from scratch install, because you are already an IC VERIFY user, disable any IC VERIFY substation software that is installed on any PC workstation from which you intend to process credit card transactions using CCP. 2. Be sure to inform your credit card processing service provider and IC VERIFY Registration/Tech Support of how you are intending to process. It is particularly vital that you do so if you are going to use the Book and Ship method of processing Orders. You should be aware that some credit card processing service providers do not support this feature. 3. Be sure to tell IC VERIFY Registration/Tech Support that you are using a 3 rd -party integration with your installation and that you will be using the Multi-User Request File Processor as the verification source. 4. Configure IC VERIFY. Write down the following settings and data: a. The number of Merchants you are going to configure for IC VERIFY. This will usually be but does not have to be the same as the number of Dynamics/eEnterprise companies in your database for which you intend to process credit card transactions (see IC VERIFY Merchants on page 17 for notes on IC VERIFY Merchants vs. Dynamics/eEnterprise companies). b. The 4-digit identifier for each IC VERIFY Merchant (see IC VERIFY Merchant Identifiers on page 19 for a discussion of Merchant Identifiers). c. The number of Workstation seat licenses you have purchased for IC VERIFY. d. For each Merchant, on the Merchant Information tab: 1. Auto-Settle - ( 00 means manual settle), or enter a time of time day you want IC VERIFY to call and settle for you (hour of day entered in military notation: 01 thru 24 to denote the hours 1:00 AM thru Midnight, respectively). 2. Type of Business which must be R or M or H if you intend to use Book and Ship transactions. 3. Address VERIFY? set to Y or N depending upon whether or not you will use address verification when processing credit cards (NOTE: if not using address verification you must choose Evaluate Response setting B ).

175 Credit Card Processing Evaluate Rsp Evaluate Response setting must be either Y or B. We strongly encourage the use of the B format. e. For each Merchant, on the Options tab: 1. Match 1 st, 2 nd Flds? must be set to N. 2. Settle All Merchants? must be set to N. NOTE: our settlement process does not support a Y setting here. f. For each Merchant, on the Credit Card and Debit Card tabs, make sure the correct phone number(s) are in place for dial-up access to your credit card processing service provider. If you elect to acquire pre-configured SET files for each Merchant from IC VERIFY Registration/Tech Support, they will see to it that suitable numbers for your selected credit card processing service provider are included. 5. Create the Request/Answer directory for IC VERIFY on a network server drive that can be made accessible to the IC VERIFY Multi-User Request File Processor and to all PC workstations that run CCP. 6. Start up the IC VERIFY Multi-User Request File Processor. Make sure that it runs in live mode by leaving the Initialization String field on its user interface screen blank. 7. Test the ability of IC VERIFY to use its modem to contact your credit card processing service provider by running the ICVERIFY.EXE program and attempting a real-time Sale transaction using a valid credit card. a. NOTE: ONCE MORE, BE SURE THERE IS ONLY ONE COPY OF THE IC VERIFY MULTI-USER REQUEST FILE PROCESSOR INSTALLED AND RUNNING ANYWHERE ON YOUR NETWORK. b. NOTE: ONCE MORE, BE SURE THAT YOU HAVE NOT INSTALLED ICVERIFY.EXE ON ANY PC WORKSTATIONS OR THAT YOU HAVE DEACTIVATED ANY PRE- EXISTING IC VERIFY SUBSTATION INSTALLATIONS ON YOUR PC WORKSTATIONS. 8. Shut down the IC VERIFY Multi-User Request File Processor and the ICVERIFY.EXE program. 9. Establish access to the Request/Answer directory and all relevant Merchant directories for the IC VERIFY Multi-User Request File Processor and for all network users who will be using CCP: a. Make sure that all relevant User ID s have both Read and Write privileges to the Request/Answer directory. b. Make sure that all relevant User ID s have been given Read and Write access to the directories of any IC VERIFY Merchants that correspond to the Dynamics/eEnterprise company or companies for which they will be submitting credit card transactions (see IC VERIFY Merchant Data Directories on page 18 for a discussion of Merchant directories). If a given user will always be logging into just one Dynamics/eEnterprise company, then that user only needs Read and Write access to the particular IC VERIFY Merchant directory that corresponds to that company. Alternatively, you may wish to provide for maximum flexibility by granting Read and Write access for all IC VERIFY Merchant directories to all users. (NOTE: If you don t grant suitable access to the necessary Merchant directory or directories, your user will receive an error message reading Transaction Not Found when

176 Credit Card Processing 176 attempting to submit a credit card transaction for the corresponding Dynamics/eEnterprise company) 10. Install CCP on your first PC workstation, and register CCP for this and all other workstations, by following the installation instructions provided in earlier sections of this manual (see Configuring the CCP Registration Screen on page 26 and the sections that follow). 11. For each Dynamics/eEnterprise company for which you intend to process credit card transactions (including The World Online, Inc. for testing): a. Open the Credit Card Processing Setup screen (Transactions Sales Process Credit Cards CCP Setup). b. Fill in the Merchant Identifier field by using the file lookup icon to locate the IC VERIFY SET file that you intend to use for processing the credit card transactions for the current Dynamics/eEnterprise company. Choosing this file will automatically fill in the Merchant Identifier field with the last four characters of this file s filename. c. Fill in the ICV Evaluate Response field with a value that matches whatever Evaluate Rsp setting you specified in the IC VERIFY SET file you just selected in the previous step. NOTE: Evaluate Response settings on the Credit Card Processing Setup screen and in the corresponding IC VERIFY SET file must always match. Any two Dynamics/eEnterprise companies may have different Evaluate Response settings if their corresponding IC VERIFY SET files also have differing values, but the CCP setup for a company and the Merchant setup in a SET file must always match. d. Click the supplied checkbox labeled Address Confirmation if you intend to use address verification when processing credit card transactions (see IC VERIFY-Related Settings for CCP on page 29 for a discussion of address verification). e. Enter the Default Address ID that will, for each cardholder, be used to get the address needed for address verification if you have previously checked the Address Confirmation checkbox (see Other Settings for CCP on page 30 for a discussion of this field) f. Click the supplied checkbox labeled Automatic Settlement if you have configured the corresponding IC VERIFY SET file for Auto-Settle (see item 5. on page 30 for a discussion of Auto-Settle). g. If this is the first Dynamics/eEnterprise company being set up, create Workstation definitions for CCP to use in communicating with IC VERIFY: 1. Click the Workstations button at the bottom of the Credit Card Processing Setup screen to bring up the Workstation Path Setup screen. 2. IF you intend to define Virtual Workstations for use by some or all of your CCP users, enter the pathname of the Request/Answer directory you previously created into the Virtual Workstation Path field. Virtual Workstations are shared among all physical Dynamics/eEnterprise workstations that are set up to use them. Assigned (non-virtual) Workstations are tied to a specific physical machine (see Defining IC VERIFY Workstations on page 34 for a discussion of Virtual Workstations). 3. Enter the number of Workstation seat licenses you have purchased for IC VERIFY in the Registered Workstations field.

177 Credit Card Processing Enter the number of Virtual Workstations you wish to define into the Number of Virtual Stations field. This number can be zero or it can be any value up to, but not exceeding, the value you entered previously in the Register Workstations field. NOTE: These Workstation definitions Virtual or not - are shared by all Dynamics/eEnterprise companies. You do not need to redefine them when configuring CCP for use by additional companies. h. Configure CCP on the rest of your PC workstations. Follow the Workstation Activation Checklist in Appendix C to set up each workstation. Print a copy of Appendix C for each PC workstation and follow the checklist (see Deploying CCP/IC VERIFY Assigned/Virtual Workstations to PC workstations on page 40 for a discussion of what is required to complete the fitting out of PC workstations for use by CCP). 12. Put IC VERIFY in test mode: a. Start the IC VERIFY Multi-User Request File Processor. b. Enter /dd in the Initialization String field. c. Use the Browse button to enter the IC VERIFY Request/Answer directory location for your installation. d. Click the Initialize button. You can now test to insure that the connection and all of the coordinated settings you have set up between IC VERIFY and CCP are working correctly without actually dialing up your credit card processing service provider or running any real transactions on real credit cards. 13. Test credit card transactions within Dynamics/eEnterprise using The World Online Inc. Create transactions that specify Credit Card as the means of payment in each of the Dynamics/eEnterprise Sales modules you will be using: a. Be sure that you have remembered to correctly fill in the Credit Card Processing Setup screen s entries for The World Online, Inc. TWOI must use an IC VERIFY SET file just as your real company or companies do. b. Use credit card number for all of your test transactions. This number is always recognized as valid by IC VERIFY when running in test mode. c. IC VERIFY, when in test mode, will return a response of Confirmed for any transactions having amounts whose last (cents) digit is 5 or is an even number. Test mode will return a response of Denied for any transaction amount that ends in an odd number other than 5. d. Submit a Sale transaction for a Dynamics/eEnterprise Sales document such as an Invoice. e. Delete the Dynamics/eEnterprise Sales document associated with this transaction and process the resulting Void transaction in real time. 14. Process in a real Dynamics/eEnterprise company in test mode: a. Submit a Sale transaction for a Dynamics/eEnterprise Sales document such as an Invoice. b. Delete the Dynamics/eEnterprise Sales document associated with this transaction and process the resulting Void transaction in real time. 15. TAKE IC VERIFY OUT OF TEST MODE! In the most recent versions of IC VERIFY, test mode will confirm transactions entered using credit cards with numbers other than the magic

178 Credit Card Processing 178 number Unfortunately, this has sometimes resulted in users assuming they were processing real credit cards transactions when IC VERIFY was only playing. To take IC VERIFY out of test mode: a. Close the Multi-User Request File Processor. b. Restart the Multi-User Request File Processor. c. Clear the Initialization String field to all blanks. d. Click the Initialize button. 16. Send a $2.50 Sale transaction on a real credit card in a Dynamics/eEnterprise Sales module. Confirm that the modem dials out and verifies in real-time mode. 17. Delete that Sale transaction and process the Void transaction in real-time mode. Confirm that the modem dials out or maintains the previous connection and verifies in real-time mode Congratulations you are now set up to process credit cards!

179 Credit Card Processing 179 Appendix C: Credit Card Processing IC VERIFY Edition Workstation Activation Checklist Please follow this checklist to install Mekorma Credit Card Processing on your PC workstations. Before we assist you with technical support, we may ask you to fax us this checklist. To get CCP up and running on each PC workstation, this checklist must be followed in order: 1. Go to the physical workstation location. 2. Be sure CCP is installed. If you are not sure whether CCP is installed: a. Click Help on the Dynamics/eEnterprise menu bar. b. Choose About Great Plains Dynamics/eEnterprise from the Help menu. c. A new item Extras is now inserted between Utilities and Windows on the Dynamics/eEnterprise menu bar. Click Extras. d. If Credit Card Proc. is not among the items on the menu that appears, you need to install and configure CCP on the workstation by following the instructions in previous sections of this User s Guide (see Installing CCP Using the CCP60_Bxx.EXE Module on page 25 for instructions on PC workstation installation of CCP). 3. Open the Credit Card Proc. palette (Transactions Sales Process Credit Cards). 4. Choose Workstation Activate to bring up the CCP Workstations screen. 5. Click the magnifying glass icon for the Workstation field. Choose an available Workstation of the type desired, either Virtual or Numbered. 6. If you choose to assign a Virtual Workstation to the PC workstation machine at your current location, click the Activate button to update or create the CCP_wkst.ini file in your local Dynamics/eEnterprise directory and close the window (Virtual Workstations are logical entities shared by all physical PC workstations for which you select Virtual Workstation). 7. If you are assigning a fixed Workstation number to the current physical PC workstation: a. Give the Workstation a name or phrase to identify it in the Description field. b. Enter the location of the IC VERIFY Request/Answer directory into the Request Path field. Your life will be easier and less error-prone if you use the file folder icon to launch a browse screen, then navigate your way to the Request/Answer directory to avoid typos. Make sure the word Pathname remains in the File Name field near the bottom of the browse screen. c. The Answer Path field will default automatically to the same pathname chosen for the Request Path and cannot be edited. NOTE: This location is critical for the operation of credit card verification. Your CCP module will not function if these paths are incorrect. These paths are workstation-specific. d. Click the Activate button. IC VERIFY logical Workstations Assigned or Virtual - are shared by all Dynamics companies.

180 Credit Card Processing 180 The number of such Workstations CANNOT exceed the number of registered Workstation seat licenses for IC VERIFY, including the Workstations designated as Virtual Workstations.

181 Credit Card Processing 181 Appendix D Technical Support If you have any questions about this program, you should first consult this User s Guide. If you are still experiencing difficulty, there are a couple of support options. Contact the Great Plains Partner firm from whom this software was purchased. Mekorma Software Solutions provides support on a cost-per-call basis, or through a purchased support plan. To find out more, you can contact Mekorma Software Solutions, directly: Through Web Site Address/Numbers [email protected] Telephone (310) Fax (310) Mail Mekorma Software Solutions 3000 S. Robertson Blvd., Suite 290 Los Angeles, CA 90034