STX Beacon User Guide. Credit Card Processing Mobile Devices Mac & Windows OS

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1 STX Beacon User Guide Credit Card Processing Mobile Devices Mac & Windows OS

2 Table of Contents 3 Process Electronic Payments via Mobile Terminals - ipad, iphone, Android 3 Mobile Terminals: Activate PaymentMate 4 Mobile Terminals: Logging In & Out of PaymentMate 4 Mobile Terminals: Configure Card Reader with PaymentMate 5 Processing a Credit Card via Beacon & PaymentMate 10 Process Electronic Payments via Computer Browser 11 Processing a Credit Card via Beacon & Computer Browser 12 Electronic Payment Reporting 2

3 Process Electronic Payments via Mobile Terminals - ipad, iphone, Android Optional credit and debit card payment processing is managed via our integration with First Data. For information on the First Data credit card merchant gateway or on obtaining a new First Data merchant account, please contact STX Software. Beacon works in conjunction with the PaymentMate app on mobile devices for processing credit cards. You must first have a Company merchant account established with First Data in order to use the PaymentMate app. Your merchant account information must be entered into the Beacon system in order to process credit cards using the PaymentMate app. Optionally, you can add merchant accounts to each Worker profile. The PaymentMate app lets you accept credit card payments conveniently with your smart phone or other mobile device. To process a card payment, use an optional card reader device or type the card information into the app. The PaymentMate app runs on the iphone 5, iphone 5S, iphone 5C, iphone 4, or iphone 4S and may be downloaded and installed for free from the Apple App Store. The PaymentMate app also runs on devices with the Android mobile platform and may be downloaded and installed for free from the Google Play Store. Activate PaymentMate Launch the PaymentMate app after installing. For Android devices, read the App Permissions and Accept. An Activate screen will appear on all mobile devices. Type the following: Gateway ID in the Gateway ID box. Region ID in the Region ID box. Activation code in the Activation box. NOTE: To obtain the codes to activate the app, call the PaymentMate help desk at Select Activate. On the Security screen, type a 4-digit security PIN of your choice in both boxes and select Done. 3

4 Logging In & Out of PaymentMate Before you may use PaymentMate, you must log into the app. Launch the PaymentMate app. On the PaymentMate login screen, type your personal identification number in the PIN box and select Login. If you forget your security PIN number, select Forgot Password. Call the phone number that displays to obtain new codes to reactivate the PaymentMate app. Configure Card Reader The PaymentMate app supports several card reading devices. Contact STX Software for approved card reading devices. To configure PaymentMate to use a card reading device, launch the PaymentMate app. Select Configure Select Card Reader Choose the device you want to use Select Done Select Back Select Sign Out to log out of PaymentMate 4

5 Processing a Credit Card via Beacon & PaymentMate Launch the PaymentMate app on your mobile device. Enter the 4-digit PIN to log into the PaymentMate app. Do NOT click Sign Out after entering the PIN. Navigate to the Beacon app on your mobile device. In order to process payments electronically, you must have Company merchant account information entered in Beacon on the Setup: Tickets page, or have Worker merchant account information entered on the Worker Setup: Profile page. Be sure the merchant accounts are NOT checked as a Test account. You must also have at least one payment type set up for electronic processing in Setup: Company: Payment Types, and an image must be assigned. From the Payments tab on a ticket, click the Add Line button to add a form of payment. Edit the Amount Paid as appropriate for the Payment Type. T h i s i s e s p e c i a l l y necessary if the client is paying with more than one form of payment. From the Payment Type dropdown menu, select a payment type which is set up to process electronically. In this example, Visa will be selected for the first of Total ticket amount. 5

6 Select the appropriate Merchant Acct from the drop-down menu. Click the payment type icon to the right of the merchant account selected. The PaymentMate app will launch after clicking the payment type icon. On the credit card screen, the Amount is prepopulated based on the amount from the ticket in the Beacon system. If you have a card reader device connected to your mobile device, swipe a card through the device and PaymentMate will enter the card information on the credit card screen. If you do not have a card reader device connected to your mobile device, type the: Card number in the Card Number area. Expiration date of the credit card in the Expiration Date area. Card verification value (the 3 or 4-digit security code number displayed on either the front or back the card) in the CVV area. Zip code of the card holder in the AVS box (optional). NOTE: The AVS is usually optional, and the CVV is sometimes optional. However, you might receive a better interchange cost by providing both the AVS and CVV. 6

7 The Tran Ident and Cust Ident values are prepopulated by the system and should not be changed or deleted when processing from Beacon through PaymentMate. If you are processing a credit card outside of the Beacon system, the Tran Ident and Cust Ident values are optional. Enter the Card Name as it is displayed on the credit card, if possible. Click Process to process the credit card. Click Back to return to the login screen for PaymentMate. Click Clear to clear the information entered into the credit card screen. Confirm the amount is correct. Click Yes to continue with processing the credit card. Click Edit if you find it necessary to change the amount, and return to the ticket in Beacon. Note: If it is necessary to edit the amount, you will return to the ticket in Beacon, remove the payment type line item, click Add Line to re-add the payment type. Edit the amount before selecting the payment type and clicking the payment type icon again. 7

8 Have the card holder sign inside the Signature box (with their finger or a mobile device stylus) and select Accept. NOTE: If the card holder does not like the signature, they may select Clear to remove the signature from the Signature box. PaymentMate displays a message letting you know if the credit card authorization was approved or declined. If declined, request an alternate form of payment from the card holder. If approved, click to send an receipt to the card holder if one is requested by the card holder. Click Done if you will not be ing a receipt. PaymentMate will return to the login page. Enter your 4-digit PIN and immediately navigate back to the Beacon system. 8

9 Type the card holder s address in the To box. Confirm/change your own in the CC/Bcc, From: box, and Send the . Click OK. The ed receipt includes a card holder agreement, as well as the card holder s signature. Card Holder Agreement included in ed receipt: I agree to pay the indicated amount and to be bound by the terms of the card member agreement. Click Done after ing the receipt. PaymentMate will return to the login page. Enter your 4-digit PIN and immediately navigate back to the Beacon system. 9

10 Navigate back to the Beacon system to: Add other forms of payment Book Appt before Save Rebook Appt before Save Save without booking Cancel changes Clicking Cancel after an electronic payment has been processed will preserve the payment, but discard any other changes made to the ticket. For additional information regarding the functionality with PaymentMate outside of the Beacon system, please refer to the following document. Process Electronic Payments via Computer Browser Optional credit and debit card payment processing is managed via our integration with First Data. For information on the First Data credit card merchant gateway or on obtaining a new First Data merchant account, please contact STX Software. In order to process payments electronically, you must have Company merchant account information entered in Beacon on the Setup: Tickets page, or have Worker merchant account information entered on the Worker Setup: Profile page. Be sure the merchant account is NOT checked as a Test account. You must also have at least one payment type set up for electronic processing in Setup: Company: Payment Types, and an image must be assigned. To process a card payment, use a MagTek card reader device. 10

11 Processing a Credit Card via Beacon & Computer Browser From the Payments tab on a ticket, click the Add Line button to add a form of payment. Edit the Amount Paid as appropriate for the Payment Type. This is especially necessary if the client is paying with more than one form of payment. From the Payment Type drop-down menu, select a payment type which is set up to process electronically. In this example, MasterCard will be selected. Select the appropriate Merchant Acct from the drop-down menu. Enter a note in the Notes field if desired before swiping the credit card. Swipe the credit card when ready. 11

12 W h e n t h e p a y m e n t h a s processed without fail, the Success notice appears. No changes can be made to the electronic payment type once it has been approved. Continue with completing the ticket: Add other forms of payment Book Appt before Save Rebook Appt before Save Save without booking Cancel changes Clicking Cancel after an electronic payment has been processed will preserve the payment, but discard any other changes made to the ticket. Electronic Payment Reporting Go to Main Menu: Reports, and click the Electronic Payment Details report. Electronic Payment Details - Table including the payment details of credit cards processed electronically via First Data merchant accounts. Details include the following information during specified date range: Payment Date and Time - Date and time when the payment was processed. Reference Number - Number provided to the system during the processing of client s credit card. Ticket # - Ticket number where credit card was processed for the client. Card Number - Client s credit card with only last 4 digits visible for security. Payment Amount - Amount processed on the client s credit card. Auth. Code - Authorization code returned to the system after processing the client s credit card. 12