How To Set Up An Aut Debit On A Verifne Credit Card On A Pc Or Macbook (For A Credit Card) On A Macbook Or Macromusa (For An Installment Billing) On An Iphone Or Ipad

Transcription

1 Tpic Dc - ARMY Aut-Debit Setup Using MX830 Updated July 2012 SYSTEM SETUP CHECKLIST: (See details belw) 1. Upgrade t 10.1s r Greater and Lad Patch Files sa0445x and sa Obtain Lcal/Regin Cmmand Apprval 3. Cntact FMWRC/IMCOM G-9 fr MOTO (Mail Order/Telephne Order) Accunt 4. Create a Verifne Credit Card Device 5. Link the Verifne Credit Card Device t yur Installment Billing User(s) 6. Create a CC-Redirect Device 7. Link CC-Redirect t all MX830 Wrkstatins 8. Verify the ACH Device 9. Establish a Central Prcessing Lcatin(s) PROCESSING AUTO DEBIT TRANSACTIONS: 10. Setting Up a Patrn fr Credit Card Aut-Debit 11. Checking fr Expired Credit Cards (Befre Yu Run Billing) 12. Running Aut-debit Installment Billing 13. What t Mnitr Installment Billing Lg / Transactin Histry 14. Updating Patrn Credit Card Infrmatin 15. Cancelling Patrn Credit Card Aut-Debit 16. FAQs Tpic Dc Aut Debit Setup (July 2012) Page 1 f 20

2 SYSTEM SETUP CHECKLIST 1. Upgrade t 10.1s r Greater. Lad Additinal Patch Files (sa0445x and sa0399) Fr credit card aut-debit t wrk prperly, yu must be n versin 10.1s r greater AND have 2 additinal patch files sa0445x and sa0399 (bth frm versin 10.1t) laded nt every wrkstatin. After the client is laded, lg all the way ut f RecTrac/CYMS (nt just Lgin as New User) and relgin. Cnfirm yur server, alng with ALL client wrkstatins, are upgraded accrdingly. 2. Obtain Lcal / Regin Cmmand Apprval Befre yu can start the aut debit prcess, yu must first seek permissin frm yur cmmand (garrisn and regin). A garrisn team effrt is required t make this initiative a success. We recmmend making this service available t RecTrac and CYMS peratins at the same time. Identify lcal prgrams where this service wuld be applicable (child care fees, rental fees, ther recurring MWR charges, etc.). Establish an implementatin team that includes key players frm yur ISO, Financial Management, Recreatin Divisin and CYSS staff t be part f yur implementatin team. 3. Cntact FMWRC/IMCOM G-9 fr MOTO Accunt Once apprval frm yur Cmmand has been granted and yur lcal implementatin team established, yu must btain a special merchant accunt called a MOTO (Mail Order/Telephne Order). The MOTO accunt is necessary t perfrm recurring billing transactins n patrn s accunts. Cntact Patty Rye at IMCOM G-9 via (patricia.g.rye.naf@mail.mil) t request (r cnfirm) creatin f a MOTO accunt fr yur Garrisn. Please cc Linda Shiles (linda.j.shiles.naf@mail.mil) at this same time. 4. Create a Verifne Credit Card Device 1. G t Files System Device maintenance Printer/Device Maintenance Tpic Dc Aut Debit Setup (July 2012) Page 2 f 20

3 2. Click n the title bar t srt the devices by sub-type. 3. Press V n yur keybard, this will bring up yur Verifne type credit card devices. 4. Highlight ne f yur current, valid Verifne credit card devices and press Clne at the bttm f the screen. Select N t Is this a sequence number clne? Enter IBILL as yur new Device ID and press Clne 5. Once the new device has been created, highlight it and click Change at the bttm f the screen. Edit the Descriptin t describe the new device ID: Installment Bill Aut-Debit Change the Accunt Type t MOTO Tpic Dc Aut Debit Setup (July 2012) Page 3 f 20

4 Enter the new accunt inf fr Client ID, User ID and Passwrd (this is infrmatin that yu shuld have received frm Patty Rye in Step 3 abve). The rest will remain the same. 6. Click Next t g t the Other Settings screen 7. Cnfirm that all f the credit card types yur base will accept are added t the Cards Accepted list 8. Tggle t Use SSL Cnnectin with PAYWare Prducts. 9. Click Dne 5. Link the Verifne Credit Card Device (IBILL) t Installment Billing User(s) Each garrisn shuld have a dedicated Installment Billing User ID fr bth RecTrac and CYMS alng with several back up ID s. (As an example, CYMS databases generally have user ID s 995, 996,997 and 998 reserved as the billing ID s with 995 as the primary.) These ID s shuld nly be used fr prcessing installment billing/credit card aut-debit. They shuld never be used t take a nrmal cash, check r credit card transactin. T link the Verifne credit card device t yur installment billing users: 1. G t Files System Device Maintenance Device Assignments 2. Expand User ID s 3. Highlight yur dedicated Installment Billing User ID. Tpic Dc Aut Debit Setup (July 2012) Page 4 f 20

5 4. Under Device Type select Credit Card 5. Under Device t Add select the newly created installment billing credit card device (IBILL) 6. Click Add t Linked Devices 7. Repeat these steps fr each backup installment billing ID. 6. Create a CC-Redirect Device A CC-Redirect Device must be created and linked t all wrkstatins attached t an MX830 credit card machine. The CC-Redirect device allws nrmal credit card sales t prcess thrugh yur nrmal retail merchant accunt while redirecting aut-debit setup t the MOTO (Mail Order/Telephne Order) merchant accunt. 1. G t Files System Device Maintenance Printer/Device Maintenance 2. Click Add Tpic Dc Aut Debit Setup (July 2012) Page 5 f 20

6 Frm the Type list, chse CC-Redirect Enter an ID f AUTODBT Frm the Subtype list, chse RDInstBill 3. Click Next Fr Desc, type in Aut Debit In the Primary IB Device field, chse the new installment billing credit card device (IBILL) yu created in the previus step 4. Click Dne 7. Link CC-Redirect Device t ALL MX830 Wrkstatins The CC-Redirect device must be linked t ALL wrkstatins attached t an MX830 credit card machine. NOTE: Yu shuld nt remve the existing credit card device, but rather link the CC-Redirect in additin t what is already there. 1. G t Files System Device Maintenance Device Assignments 2. Expand Wrkstatins 3. Link the CC-Redirect device t ALL POS wrkstatins that have an MX830 attached. D nt remve the existing credit card device. The CC-Redirect device will be in additin t the credit card device that is already there. 8. Verify the ACH Device Yu must verify 4 things n yur ACH device: 1. G t Files System Device Maintenance Device Assignments 2. Find the ACH device linked t yur Installment Billing User(s). Remember yur ACH device culd be at any level f the device hierarchy (nt necessarily at the User level). Tpic Dc Aut Debit Setup (July 2012) Page 6 f 20

7 Verify the Pay Cdes listed in the CC Pay Cde List are valid Credit Card Pay Cdes. If yu nly allw aut debit with Visa and MasterCard make sure nly thse Pay Cdes are selected here. Hld dwn yur CTRL key t multi-select. Please Nte: D nt include yur Web Credit Card Pay Cdes here. Verify the Pay Drawer is valid Typically this shuld match yur Installment Bill User s Drawer. Verify the Charge New Fees tggle is turned ON. Verify the Apply Cred Bal t Aut-Debit is turned OFF. 9. Establish Centralized Aut-Debit Prcessing Lcatin(s) 1. Custmers wishing t initiate Aut Debit must cmplete a detailed Credit Card Agreement giving the lcal MWR activity permissin t prcess the recurring charges. This frmal Agreement is a standard Army frmat (apprved by IMCOM Legal) that will be used at all garrisns. NOTE: Lcal changes/adaptatins/additins t this Agreement are nt authrized. Because this frm cntains sensitive infrmatin such as card hlder name, card number and expiratin dates, it must be handled in an extremely sensitive manner. It cannt be ed, faxed r shtgunned within the lcal system by any f ur staff It cannt be left unsecured in general ffice lcatins. 2. Fr this reasn, MWR general prgram lcatins WILL be allwed t hand ut the blank frms t interested custmers, but WILL NOT be allwed t cllect, transprt, stre r prcess them. 3. Each garrisn must identify a central cllectin lcatin (r lcatins) where patrns can persnally return r mail their cmpleted Agreements. Staff at these lcatins must be trained in handling sensitive material and in setting up the actual recurring bills in CYMS/RecTrac (see Sectin 10 belw). Tpic Dc Aut Debit Setup (July 2012) Page 7 f 20

8 Pssible lcatins include: Financial Management Office Central Prcessing Office Parent Central Services Sme ther centrally lcated/easily accessible destinatin with persnnel fully trained in Aut-Debit Prcessing. 4. Please carefully select where yu will allw this sensitive infrmatin t be cllected and prcessed n yur garrisn. Crdinate this selectin with yur lcal Financial Management Office t ensure all PII and Banking safeguards are in place. PROCESSING AUTO DEBIT TRANSACTIONS 10. Setting Up a Patrn fr Credit Card Aut-Debit Persnnel at yur designated cllectin lcatin(s) fr patrn Credit Card Agreements will be respnsible fr inputting the Aut Debit infrmatin int CYMS and/r RecTrac. 1. Frm a wrkstatin that is cnnected t an MX830 and can successfully prcess a credit card transactin, g t Files Glbal HH Installment Billing Update. Lk up the husehld accunt yu wish t update and select it. 2. Highlight the Class/Item yu wuld like t set up fr credit card aut-debit and click the Change Bill buttn at the bttm f the screen. Tpic Dc Aut Debit Setup (July 2012) Page 8 f 20

9 3. The fllwing screen will appear: 4. Click n Click Here T Set Up Aut-Debiting and the next screen will appear: 5. In the tp blck, change the Aut-Debit Payment Methd t Credit Card. 6. In the middle right hand blck, select Get/Add Credit Card Inf 7. Yu will be presented with the Stred Credit Card Inf table. Tpic Dc Aut Debit Setup (July 2012) Page 9 f 20

10 If yu see the card number already listed in the brwser, d nt select it. There is n way t knw if the card that is listed in the brwser was added using a credit card device linked t a MOTO accunt. Instead yu must, click Add t add the card. 8. At this pint, the MX830 will be activated and the patrn r clerk shuld manually enter their credit card infrmatin int the MX830 yu cannt swipe the card here. 9. Once the credit card number has been manually entered, press the Green Enter key n the MX830. The MX830 will then ask fr the Card Expiratin. Enter the card expiratin and press the Green Enter key. Tpic Dc Aut Debit Setup (July 2012) Page 10 f 20

11 Yu will be returned t the Aut Debit Setup screen with the masked credit card infrmatin filled in. NOTE: The Pin Pad device has a TIME OUT SETTING. If yu take t lng entering the card and/r expiratin, the MX830 will take yu t a Please Swipe Yur Card Screen. Eventually that screen will time ut and yur CYMS sessin will shw a Decline message N Card Data is Present Please Swipe Card. REMEMBER: D NOT Swipe the Card! Instead, click Cancel. This will return yu t the Aut Debit Setup screen. Then click Get/Add Credit Card Inf and Add again. Fllw the steps in Step 9 abve being careful nt t time ut. If yu can t seem t get the card infrmatin in befre the MX830 times ut, yu shuld prbably bump the Time Out Setting n the Pin Pad device by 20 secnds r s. 10. Click OK and then Exit, yu have nw cmpleted the aut-debit setup. 11. Repeat the abve steps fr any ther enrllments r rentals r bills the patrn wishes t set up fr aut debit. In the case f summer camp (and assuming weekly billing), yu wuld need t d this prcess multiple times nce fr each week f camp. Tpic Dc Aut Debit Setup (July 2012) Page 11 f 20

12 11. Checking Fr Expired Credit Cards (Befre Yu Run Billing) Befre yu run billing, yu shuld run the Installment Billing Reprt (at least nce a mnth) t practively find custmers whse credit card is abut t expire. Fr instance, in January yu might want t see cards that are set t expire in February. This gives yu time t cntact the custmer, and update their aut debit infrmatin. Nte: Fr this reprt t wrk, the persn running this reprt must have the View Credit Card Infrmatin tggle turned n in their user ID prfile under security maintenance (Files System User/Menus Maintenance Security Maintenance). These users will nt be able t see full credit card infrmatin. Only a mask is stred in the database. T run the Installment Billing Reprt: 1. G t Files Glbal Glbal Financial Reprts Installment Billing Reprts Installment Billing Reprt Tpic Dc Aut Debit Setup (July 2012) Page 12 f 20

13 Select nly Include Credit Card Billings Select which Mdules t include: Activity, Pass, Rental and/r Lcker 2. Click Details Tpic Dc Aut Debit Setup (July 2012) Page 13 f 20

14 3. In the bttm left blck, check Only Include C Cards Expiring On/Befre and enter a Mnth and Year fr CC expiratin date. (Fr example in January 2011 yu might want t see whse card is expiring in Feb 2011), 4. Als check Print Credit Card Inf 5. Use the ther filters as necessary 12. Running Credit Card Aut-Debit Installment Billing In rder t prcess credit card aut-debit, yu must run billing frm a cmputer with a wrking MX830 installed. Wrking meaning yu can successfully prcess a credit card transactin. The nly difference between running yur nrmal installment bills and credit card aut-debits is the additin f ne tggle. Yu shuld run billing nce with bth Prcess Installment Bills and Debit Credit Cards tggled. Please refer t the CYMS Training Guide (CTG-20) fr further details n Installment Billing. The screens fr CYMS and RecTrac lk slightly different: RecTrac Installment Billing Screen Tpic Dc Aut Debit Setup (July 2012) Page 14 f 20

15 CYMS Installment Billing Screen 13. Hw t Mnitr IB Lg and Transactin Histry Belw are sme examples f what the credit card aut-debit will lk like n the Installment Billing Lg as well as in a patrn s Transactin Histry. Installment Billing Lg Tpic Dc Aut Debit Setup (July 2012) Page 15 f 20

16 Each credit card aut-debit will shw with a Type f CC. Regular installment bills will cntinue t shw as type Bill. Yu will find a Ttal Credit Card Aut-Debit sectin in the summary at the bttm t tell yu hw much in credit cards yu have prcessed. Als pay special attentin t the Credit Card Declines sectin. This will alert yu f any credit cards that declined whether it is a result f an expired card r insufficient funds. If a credit card des decline, CYMS/RecTrac will prcess the bill as a regular installment bill and assess the fee t the husehld as an utstanding balance due. Patrns shwing up in this sectin shuld be IMMEDIATELY ntified that their card was declined. Please establish lcal prcedures fr wh will d this prcess (hw phne, , ther; when-nlt XX hurs/days after billing). Transactin Histry Transactin histry will display a billed item fllwed by a credit card payment ntice it is the same Receipt #. Yu can match the payment with the item it paid using the Transactin Number that is assigned t it. Tpic Dc Aut Debit Setup (July 2012) Page 16 f 20

17 14. Updating Credit Card Infrmatin The steps belw in CYMS and/r RecTrac cannt be dne at the facility/prgram level. The full card number is required even thugh yu are nly updating the expiratin date s the steps belw must be dne by persnnel at the central cllectin lcatin. SAME CARD NEW EXPIRATION DATE. If a patrn s credit card has simply expired and they wish t update CYMS r RecTrac with the new expiratin date: A new Credit Card Agreement frm is nt required; hwever, We d recmmend that the initial frm is updated with the new expiratin date and initialed by the patrn. DIFFERENT CARD. If a patrn wishes t change the actual card number their aut debit is linked t: A new Credit Card Agreement is required. This frm will cntain sensitive infrmatin such as card hlder name, card number and expiratin. Because f this, the cllectin lcatin will be respnsible fr updating the aut debit infrmatin in CYMS and/r RecTrac. Facilities/prgrams will nly be allwed t hand ut the frms, nt cllect them. T update credit card infrmatin: (See Sectin 10 abve fr additinal screen shts) 1. Frm a wrkstatin that is cnnected t an MX830, g t Files Glbal HH Installment Billing Update. Lk up the husehld accunt yu wish t update and select it. 2. Highlight the Class/Item yu wuld like t set up fr credit card aut-debit and click the Change Bill buttn at the bttm f the screen. 3. Click n Click Here T Set Up Aut-Debiting and the next screen will appear. In the tp blck, change the Aut-Debit Payment Methd t Credit Card. In the middle right hand blck, select Get/Add Credit Card Inf 4. Yu will be presented with the stred credit card infrmatin screen with the current card displayed. Tpic Dc Aut Debit Setup (July 2012) Page 17 f 20

18 Yu may see multiple entries fr the same credit card number (maybe this family has anther child at anther center). Frm this screen yu are unable t determine which card is linked t which billing recrd. If there is a card linked with an ld expiratin date yu shuld highlight and remve it. If there is a card linked with a valid expiratin date DO NOT REMOVE IT. Yu shuld never remve valid credit card infrmatin because yu d nt knw what billing recrd it is linked 5. Instead, f remving a card with a valid expiratin date, yu shuld click Add t add the new card infrmatin. 6. This will again trigger the MX830 fr the new card infrmatin t be input. Infrmatin must be manually entered by the clerk r patrn yu MUST NOT SWIPE THE CARD here. 7. Once the credit card infrmatin has been entered yu will be returned t the Aut Debit Setup screen with the masked credit card infrmatin filled in 8. Click OK and Exit, yu have nw cmpleted the aut-debit setup. 9. Repeat the abve steps fr any ther enrllments r rentals r bills that need updating. In the case f summer camp (and assuming weekly billing), yu wuld need t d multiple times nce fr each week f camp. Tpic Dc Aut Debit Setup (July 2012) Page 18 f 20

19 15. Cancelling Credit Card Aut-Debit There are tw situatins where yu may cancel credit card aut-debit. 1. PATRON IS LEAVING THE PROGRAM OR RETURNING A RENTAL ITEM. If a patrn is leaving a prgram r returning an item, the act f cancelling them frm an activity, transferring them t histry r returning a rental item will autmatically cancel their billing. N extra steps are required. 2. PATRON IS STAYING IN PROGRAM / KEEPING RENTAL ITEM, BUT WANTS TO STOP AUTO DEBIT. If the patrn n lnger wishes t have their credit card aut-debited and wuld like t g back t regular installment bills and manual payments, the fllwing steps must be dne t cancel their Aut-Debit. 1. G t Files Glbal HH Installment Billing Update. Lk up the husehld file and select it. 2. Highlight the bill yu wish t update and click Change 3. Click n Click Here t Setup Aut-Debiting 4. Change the Aut-Debit Payment Methd back t N Aut-Debit-Installment Billing Only. This will remve the card infrmatin. 5. Click OK and Exit. Tpic Dc Aut Debit Setup (July 2012) Page 19 f 20

20 16. FAQs Questin 1: What happens if my nrmal semi-mnthly amunt is $200 and I am set up fr a $40 aut pay discunt in CYMS and I am set up fr Aut Debit - hw much will my credit card get charged? Answer 1: In the example abve the patrn s credit card will be charged $160. We will always charge the discunted bill amunt. Questin 2: What happens if my nrmal semi-mnthly amunt is $200 and I am set up fr a $40 aut pay discunt in CYMS and I am set up fr Aut Debit and I qualify fr anther aut pay discunt (like a vacatin credit - $80) hw can I ensure that I get credit fr my nrmal discunt and the vacatin credit? Answer 2: As yu knw in 10.1 yu can nly set up aut pay fr ne discunt. In the past, if smene qualified fr a secnd discunt yu waited fr the billing t run and simply paid it. Hwever, if the patrn qualifies fr a secnd discunt and they are als set up fr aut debit there wn t be a balance n the husehld t pay. In this situatin VSI recmmends that yu d the fllwing: After billing has been run, smene will need t perfrm 2 transactins (3 separate actins). Whever des these transactins must run their wn End f Day prcesses r be included n smene else s batch. G t Glbal Cancel/Change: Using Update Charges, increase the fees n the apprpriate prgram equal t the amunt f the secnd discunt in ur example, $80. This creates a balance n the husehld. When yu get t the payment screen, make a payment using the apprpriate discunt pay cde in ur example vacatin credit. Return t Glbal Cancel/Change: Use Update Charges and decrease the fees n the apprpriate prgram equal t the amunt f the secnd discunt ($80). This shuld re-create the credit n the husehld. Questin 3: What happens if I have tw children in the same husehld being charged the same amunt n the same credit card? Will these transactins be prcessed prperly r will the secnd transactin be declined as a duplicate transactin? Answer 3: Bth transactins will get prcessed prperly. Questin 4: What happens if I have tw children in the same husehld in a Full Day prgram and anther child in Befre and After schl all set up fr aut debit and all linked t the same card. Hw many times will the parent s credit card get hit? Answer 4: The card will get hit 1 time fr the ttal amunt f the bills. Mre Questins/Cncerns? Cntact VSI supprt fr help at r supprt@vermntsystems.cm. Tpic Dc Aut Debit Setup (July 2012) Page 20 f 20