Set Up Mercury Payment Processing in the Tigerpaw Business Suite

Transcription

1 Set Up Mercury Payment Processing Set Up Mercury Payment Processing in the Tigerpaw Business Suite Introduction This document contains information from the "Setup Information for Automated Payment Processing" topic in Online Help, with setup instructions for automated invoicing as well as payment processing. Payment processing requires Tigerpaw 14 R1 or newer, an active Livebridge agreement and a merchant account with Mercury Payment Systems or BNG Holdings. In addition, the Timer Service must be running to process payments. Below is a high level process flow to set up this feature: 1. Establish a merchant account with BNG Holdings or Mercury Payment Systems. 2. BNG or Mercury sends you credentials to log into your merchant account. Your merchant account login information is completely unrelated to your Tigerpaw Business Suite user name and password. 3. Complete record setup in Tigerpaw Business Suite. 4. Process a charge for $0.01 to test the interface. 5. Set new and existing contracts/agreements to automate invoicing and payment processing. Print just the checklist, pages 3-6. Keep the PDF document open during setup so you can follow the step-by-step instructions in related topics. Establish a Merchant Account Contact Tigerpaw's payment processors for fees, instructions to establish a merchant account and additional information about their services: Processor BNG Holdings Mercury Payment Systems Processing Services Credit cards Bank accounts (ACH/EFT) Credit cards Contact/Notes or BNG serves the United States and many international markets, including Canada, Mexico, Australia and Europe. Mercury serves the United States and Canada. We strongly recommend you contact both payment processors and determine the best one for your organization. Once credit card data is transmitted to a processor's vault, it is both difficult and costly to transfer the information to a different processor. Set Up Mercury Payment Processing Page 1 of 13 Last modified 07/27/15

2 Mercury Setup Overview The Mercury payment processing system consists of these components: Component Description Password Source HostedCheckout web service MercuryView web portal The HostedCheckout page is embedded in the Tigerpaw Payment Methods window for entering customer credit card information directly into Mercury's vault. NOTE: Mercury recommends you change the HostedCheckout password every 90 days. When you change the password, you must also update the Configure Accounting window. Update your account, process payments, generate strong passwords for HostedCheckout and generate reports on batches/deposits. User-generated in the MercuryView portal. Merchant welcome letter from Mercury. Below is the general process flow for Mercury setup, from requesting information through processing live payments. 1. Tigerpaw submits your contact information to Mercury. 2. A Mercury representative calls you to discuss features and pricing and then sends an electronic application form. If you currently utilize a payment processor, Mercury will match or beat your current rates. Mercury also offers rates based on your average ticket size and annual credit card volume. 3. Complete the application, enter an electronic signature and attach a scanned, voided check. 4. Mercury enrolls you within 24 hours of receiving your application. 5. For security purposes, you will receive 4 separate s: Mercury dealer welcome letter. You will need the merchant number and web service password while following the setup checklist. Ignore everything else in the letter; it is technical information you do not need. Mercury merchant welcome letter containing your MercuryView web portal user ID, login instructions and other important information. Set Up Mercury Payment Processing Page 2 of 13 Last modified 07/27/15

3 MercuryView portal password. You will need the user ID and password during setup. Tigerpaw welcome letter, including a link to step-by-step instructions for setting up the Mercury integration with the Tigerpaw Business Suite. 6. Follow the setup instructions. 7. Start processing live credit card payments, both manually and automatically. Mercury Setup Checklist Once you receive login credentials from Mercury, follow this checklist to set up Tigerpaw Business Suite for processing payments through Mercury Payment Systems. Your database ships with numerous predefined master table records to reduce data setup time. The "Related Subtopic" entries refer to subheadings within this topic, which provide detailed instructions to complete certain steps. Steps Initials 1. Log into the MercuryView portal and create a Mercury HostedCheckout password. You will need this password on the Configure Accounting window. Skip this step if BNG is your payment processor. Related Subtopic: Generate a Mercury HostedCheckout Password 2. Configure accounting settings. Set up payment processing and other parameters on the Configure Accounting window. Related Subtopic: Configure Accounting 3. ACH/Credit Card Migration wizard. If your database currently stores credit card or bank numbers, entering login credentials on Configure Accounting auto displays the ACH/Credit Card Migration Wizard. This wizard ensures your database is PCI compliant. Online Help Topic: ACH/Credit Card Migration Wizard 4. Security permissions. Verify rep access to the following security permissions in the Accounting category. Open Security: Menu bar > Tools > Options > Security > Enter password > Permissions tab > Category > Accounting Online Help Topic: Maintain Security Settings NOTE: The 'Can View Credit Card Data' permission is unrelated to (and has no impact on) payment processing. Can Create Payment Methods Enter new payment methods on Accounting Information and windows/views with a Payment method field, such as the Quote view. Can Enter A/R Receipts Enter payments received from your customers. Can Make Payments Apply customer receipts. Set Up Mercury Payment Processing Page 3 of 13 Last modified 07/27/15

4 Steps Initials Can Update Payment Methods Modify payment methods for customers. 5. Existing templates. Review the subject and message text of these templates and enter changes as needed. Open Template: Menu bar > Edit > Master Tables > > Templates > (New) WARNING: If you modify a predefined template, you MUST remove "TSI APEX - " from the name to prevent your changes from being overwritten when you install the next release of the Tigerpaw Business Suite. TSI APEX - Customer payment method is about to expire - External Notice TSI APEX - Customer payment method is about to expire - Internal Notice TSI APEX - Payment overdue - External Notice TSI APEX - Payment overdue - Internal Notice TSI APEX - Payment was declined by the processor - External Notice TSI APEX - Payment was declined by the processor - Internal Notice 6. New templates. If installing Tigerpaw 14 R1, create the following templates in the Accounting category, to be used by the Timer Service when auto ing auto created invoices. These templates are predefined in 15 R1 and newer. Related Subtopic: Templates Used by the Timer Service Invoice Attached - Automatic CC Payment Notify customers their credit card is scheduled to be charged for the attached invoice. Invoice Attached - Payment Due (not auto paid) Notify customers the attached invoice has been generated and payment is due. NOTE: This situation should be rare. We strongly recommend you use auto payment processing for all contracts and agreements to achieve maximum benefit from the automation features. 7. Existing workflows. Review these workflow event definitions and select additional recipients, if applicable. Open Workflow Event Definition: Menu bar > Edit > Master Tables > Workflow > Workflow Event Definitions Online Help Topic: Workflow Event Definitions WARNING: If you modify a predefined workflow event definition, you MUST remove "TSI APEX - " from the name to ensure your changes are not overwritten when you install the next release of Tigerpaw Business Suite. TSI APEX - Customer Disputed Payment Through Portal, if you accept payments through the Tigerpaw Customer Web Portal TSI APEX - Payment Method Expiring TSI APEX - Payment Method Updated in Tigerpaw Set Up Mercury Payment Processing Page 4 of 13 Last modified 07/27/15

5 Steps Initials TSI APEX - Payment Method Updated Through Portal TSI APEX - Payment Overdue Auto notify the customer, account rep and Accounting group when a customer's payment is overdue. TSI APEX - Processor Declined CC Payment 8. New workflow. Set up a workflow event definition for this workflow event. (Optional) Payment made through Timer Service Notify customer/internal recipients that an automated credit card payment processed successfully. Assign the "TSI APEX - Payment Made Through Timer Service" template. 9. Invoice report files. Complete these steps to make the invoice document forms available to the Timer Service. Related Subtopic: Set Up Invoice Report Files for the Timer Service WARNING: The invoice report files must be in the same server directory as the Timer Service. The Timer Service cannot find these files on another server. COPY (rather than move) the invoice report (.RPT) files to a Reports subfolder of the Timer Service directory on the server, e.g. Timer Service\Reports. The Timer Service requires these.rpt files to auto create invoices. Open the Timer Service Configuration tool and assign the copied.rpt files. 10. Service order templates. If you accept credit card payments through the Customer Web Portal and a customer submits an invoice dispute, the Timer Service uses the SO template name on Configure Accounting to auto create a service order for researching the dispute. Update the system-defined "Customer Disputed Invoice via the Portal" template or create a new template to spell out the steps you require for researching disputes and other default information to manage the research process. Defining a detailed service order template can help you standardize your approach to invoice issues so you can resolve them quickly and completely. Menu bar > Edit > Master Tables > Service > Service Order Templates 11. Contact profiles. For each account to receive auto created/ ed invoices, verify at least one contact is assigned the Contact profile set on Configure Accounting. You can assign multiple profiles to a contact and multiple contacts to a profile. Open Assign Contact Profiles: Account view > Contacts tab > Select a contact > Right-click Contact Profiles > Add Profile Online Help Topic: Groups, Profiles and Industry Codes for Accounts and Contacts 12. G/L accounts. Set up payment-related G/L accounts. (Optional) Skip this setup if you do not link the Tigerpaw Business Suite to your accounting software or you want to use existing G/L accounts to process credit card payments. Related Subtopic: Set Up Payment-Related G/L Accounts Set Up Mercury Payment Processing Page 5 of 13 Last modified 07/27/15

6 Steps Initials 13. Payment types. Verify that payment types exist in your database, such as MasterCard and VISA. Payment types are required for payment methods, which store customer payment information. Open Payment Type: Menu bar > Edit > Master Tables > Billing/Shipping > Payment Types Online Help Topic: Setup Information for Billing/Shipping 14. Payment methods. Create a payment method record for each customer credit card. If you defined payment-related GL accounts, enter the appropriate account in the A/R acct Dept/Class/Segment field. Credit card numbers are stored in the payment processor's vault, not Tigerpaw. Open Payment Method: Account-related view > (Accounting information) > Payment Information tab > (New) Online Help Topic: Payment Methods for an Account 15. Customer web portal. Set up the Tigerpaw Customer Web Portal to accept customer payments over the web. (Optional) Related Document: Web Portal Setup and Administration Guide Refer to the "Customer Portal Setup for Credit Card/Electronic Payments" topic. 16. Test the system. Complete the following steps to verify automated payment processing is set up correctly. Create a payment method for a valid credit card you are authorized to use for testing, such as a personal or company credit card. Open the Invoice Receipt window for the account: Account view > Explorer bar > Invoices > Invoice Receipts for Account > (New) Enter an unapplied payment for $0.01 and click (Process payment). Log into the MercuryView portal to verify the payment processed. 17. Contracts and agreements. Set new and existing contracts and agreements to automate invoicing and payment processing. Set up automated invoicing/payments for contracts (left) and agreements (right). Online Document: Automated Billing and Payments Instructions to enter automated billing settings on contracts and agreements. Set Up Mercury Payment Processing Page 6 of 13 Last modified 07/27/15

7 Generate a Mercury HostedCheckout Password When you are ready to set up payment processing on the Configure Accounting window, follow these steps to generate a password for the HostedCheckout web page. You will paste this value on the Automatic Invoicing and Payment Processing tab of Configure Accounting. IMPORTANT: : Mercury recommends you change the HostedCheckout password every 90 days. When you change the password, you must also update the Configure Accounting window. Related Subtopic: Configure Accounting 1. Browse to 2. Enter your web portal User name from the merchant welcome letter, which should be your address. 3. Enter the web portal Password you received in a separate from Mercury. 4. Click. 5. Click ACCOUNT SETTINGS in the top right corner. 6. Click" Manage Mercury HostedCheckout Password". Skip this step if you are a portal administrator. These fields display on the Account Settings page for portal administrators. 7. In the HostedCheckout Password Management section, click to display your merchant name and account number. Set Up Mercury Payment Processing Page 7 of 13 Last modified 07/27/15

8 8. Click. Mercury recommends you change your HostedCheckout password every 90 days. 9. Click. 10. IMPORTANT: Copy and paste the password to the HostedCheckout Password field on the Configure Accounting window. 11. Click to save the new password in HostedCheckout. NOTE: If payment processing generates an "Authenticate failed" error message titled InitializePayment Failure, verify your Mercury merchant ID, web service password and the Hosted Checkout password generated on the Mercury portal are correct in Tigerpaw. generated on the Mercury portal are correct in Tigerpaw. Configure Accounting Complete this setup to activate automated invoicing and payment processing. Open Configure Accounting: Menu bar > Tools > Options > Configure Accounting Online Help Topic: Configure Accounting These settings are required for automated payment processing: Set Up Mercury Payment Processing Page 8 of 13 Last modified 07/27/15

9 General Information Tab Field Description SO template name The Timer Service uses this service order template to create a service order when a customer disputes and invoice through your Tigerpaw Customer Web Service. The system-defined "Customer Disputed Invoice via the Portal" service order template defaults. Contact profile Select the profile you assign to the targeted recipients of auto ed invoices, typically contacts with the "Billing" profile. NOTE: If no contact on the account is assigned this profile or the matching contacts have no address, Tigerpaw s the invoice to the account primary contact. If the primary contact has no address, no invoice is sent. Automatic Invoicing and Payment Processing Tab Complete all fields on this tab, including the Agreements and Contracts settings (if applicable). NOTE: If you copy/paste a value, make sure you do not copy the blank space at the end, which will cause the processor's website to reject the value. BNG Fields Field Name API Key User name Password Description Enter the API key BNG provided when you set up your merchant account with BNG. This field is required to access BNG's vault. Enter the user name BNG gave you to access your merchant account. Enter the password BNG gave you to access your merchant account. Mercury Fields Field Name Merchant number (14 R1: User name) Description Enter the merchant number Mercury gave you to access your merchant account. Copy the highlighted information from the dealer welcome letter you received from Mercury Payment Systems. Set Up Mercury Payment Processing Page 9 of 13 Last modified 07/27/15

10 Field Name Web service password (14 R1: Vault password) HostedCheckout password (14 R1: Web service password) Description Enter the web service password provided by Mercury. Enter the HostedCheckout password you generated on the MercuryView web portal. Templates Used by the Timer Service The following templates in the Accounting category are predefined in Tigerpaw 15 R1 and newer. You will assign these templates on the Configure Accounting window for the Timer Service to use when auto ing auto created invoices. Modify the templates or create new templates to meet your business requirements. If installing Tigerpaw 14 R1, create the templates. Online Help Topic: Messages and Templates Invoice to be auto paid with credit card Field Name Category Subject Message Copy This Text Invoice Attached - Automatic CC Payment - External Notice Accounting Invoice #[token]tvw_tokendata_invoices.invoicenumber[/token] for [token]tvw_tokendata_companyinfo.companyname[/token] [token]tvw_tokendata_invoices.contactfirstname[/token], Attached is Invoice #[token]tvw_tokendata_invoices.invoicenumber[/token] dated [token]tvw_tokendata_invoices.invoicedate[/token]. Do not pay the invoice. Your credit card is scheduled to be charged [token]tvw_tokendata_invoices.totalamountdue[/token], per terms of the contractual agreement. Thank you for your business. [token]tvw_tokendata_companyinfo.companyname[/token] [token]tvw_tokendata_companyinfo.companyaddress1[/token] [token]tvw_tokendata_companyinfo.companyaddress2[/token] [token]tvw_tokendata_companyinfo.companycity[/token], [token]tvw_tokendata_companyinfo.companystate[/token] [token]tvw_tokendata_companyinfo.companypostalcode[/token] [token]tvw_tokendata_companyinfo.companyphone[/token] Invoice payment due (not auto paid) Field Template name Category Copy This Text Invoice Attached - Payment Due (not auto paid) - External Notice Accounting Set Up Mercury Payment Processing Page 10 of 13 Last modified 07/27/15

11 Subject Field Message Copy This Text Invoice #[token]tvw_tokendata_invoices.invoicenumber[/token] for [token]tvw_tokendata_companyinfo.companyname[/token] [token]tvw_tokendata_invoices.contactfirstname[/token], Attached is Invoice #[token]tvw_tokendata_invoices.invoicenumber[/token] dated [token]tvw_tokendata_invoices.invoicedate[/token]. Please pay [token]tvw_tokendata_invoices.totalamountdue[/token] by [token]tvw_tokendata_invoices.duedate[/token]. Thank you for your business. [token]tvw_tokendata_companyinfo.companyname[/token] [token]tvw_tokendata_companyinfo.companyaddress1[/token] [token]tvw_tokendata_companyinfo.companyaddress2[/token] [token]tvw_tokendata_companyinfo.companycity[/token], [token]tvw_tokendata_companyinfo.companystate[/token] [token]tvw_tokendata_companyinfo.companypostalcode[/token] [token]tvw_tokendata_companyinfo.companyphone[/token] Set Up Invoice Report Files for the Timer Service Copy (rather than move) Tigerpaw invoice report files to a Reports subfolder of the Timer Service directory on the server, e.g. Timer Service\Reports. WARNING: The invoice report files must be on the same server and in the same directory as the Timer Service. The Timer Service cannot find these files on another server. Set Up Mercury Payment Processing Page 11 of 13 Last modified 07/27/15

12 Open the Timer Service Configuration tool to assign the invoice report files used for creating automated contract and agreement invoices. In this example, the Timer Service resides in C:\Program Files\Tigerpaw Software\Tigerpaw Timer Service, and the report files exist in the \Reports subfolder on the same server. For each invoice type, click (Browse) and navigate to the correct file. Online Document: Timer Service User Guide Detailed instructions to use the configurator. You can view these settings on the Configure Accounting window in Tigerpaw Business Suite (Menu bar > Tools > Options > Configure Accounting > Automatic Invoicing and Payment Processing tab). Set Up Payment-Related G/L Accounts Payment-specific G/L accounts can simplify researching and reconciling the merchant account against your monthly processing statement. Skip this setup if you do not link the Tigerpaw Business Suite to your accounting software or you want to use existing G/L accounts to process credit card payments. Online Help Topics: Master Tables Instructions to work with master tables. Setup Information for the Accounting Interface Instructions to create G/L account types and accounts. Complete this setup to define special G/L accounts for payment processing. Set Up Mercury Payment Processing Page 12 of 13 Last modified 07/27/15

13 Record Type G/L account types Setup Information Create G/L account types to group credit card payments for accounting purposes. Open Account Type: Menu bar > Edit Master Tables > Accounting > G/L Account Types IMPORTANT: A G/L account type in Tigerpaw Business Suite should exactly match the value defined in your accounting software. G/L accounts Set up G/L accounts for each payment method, such as AMEX, MasterCard, VISA, Discover, ACH. Configure the Customer Portal Open General Ledger Chart of Accounts: Menu bar > Edit Master Tables > Accounting > G/L Accounts If you plan to accept customer payments over the web, complete this setup: Install the Tigerpaw Customer Web Portal (version 11.5 or higher) on your web server. Acquire a secure socket layer (SSL) certificate from a trusted provider. A self-signed certificate is not valid for this purpose. The portal includes an option to dispute an invoice. the Timer Service uses the SO template name on Configure Accounting to auto create a service order for researching the dispute. Update the system-defined "Customer Disputed Invoice via the Portal" template or create a new template to spell out the steps you require for researching disputes and other default information to manage the research process. Defining a detailed service order template can help you standardize your approach to invoice issues so you can resolve them quickly and completely. Open Service Order Template: Explorer bar > Service > SO Templates > (Create) Online Help Topic: Service Order Templates Instructions to create this template. On the Configure Accounting window, enter the service order template you just created in the SO template name field. Online Help Topic: Configure Accounting Instructions to update these fields. Set Up Mercury Payment Processing Page 13 of 13 Last modified 07/27/15