How To Use A Credit Card Ativo With A Creditcard At Apla

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1 Macola Progression Credit Card Integration User Guide Version 3.8 Contacting The Attivo Group You can contact The Attivo Group via mail, phone, , or the Attivo Customer Portal: Address: The Attivo Group Sky Park Circle, Suite 260 Irvine, CA USA Phone: (949) Website: Contact Support Prepared by The Attivo Group 1 Last Revised June 9, 2015

2 Table of Contents Overview... 3 Prerequisites for accepting credit cards... 4 Credit card integration application updates and internet installation... 5 Setting up Credit Card as a Terms Code... 7 Setting up a Customer to default to Credit Card Terms... 8 Entering, updating, and saving credit cards... 9 Order Entry O type Orders Charging the credit card for a single invoice Order Entry I type Orders Order Entry C type Orders (Credit Memo): Refunding Credit Card payment Outstanding Accounts Receivable Paying invoices with Credit Card payment Prepared by The Attivo Group 2 Last Revised June 9, 2015

3 Overview Objective The objective of the Attivo Credit Card Integration application is to enable a company to process payments by credit card for goods and services sold within the Macola ERP system. Specifically, those payments may be collected within the Order Entry and Accounts Receivable modules of the Macola ERP system. This application will allow a company to remain within PCI Compliant guidelines, which means that no credit card information is maintained within the Macola database or any other company database. All credit card information is encrypted and stored remotely within the credit card services provider Century Business Solutions (CBS) system. Snapshot Details Macola has been integrated (utilizing Exact Flexibility) with a state-of-the-art.net credit card processing application at several points within the system. These points of integration are as follows: 1. Order Entry 1.1. Enter an Order, O type orders Credit Card Authorization (full sale amount or $1.00) 1.2. Enter an Order, I type orders Credit Card Sale 1.3. Enter an Order, C type orders Credit Card Refund 1.4. Confirm Ship Capture an Authorization if possible, Credit Card Sale if not 1.5. Confirm Pick Capture an Authorization if possible, Credit Card Sale if not 1.6. Select for Billing Capture an Authorization if possible, Credit Card Sale if not 2. Accounts Receivable, specifically Cash Flow Credit Card Sale (multiple orders) The credit card transaction types this application is currently capable of running are: Pre-Authorizations Pre-Authorization Capture Sale Credit Prepared by The Attivo Group 3 Last Revised June 9, 2015

4 Prerequisites for accepting credit cards 1. Before orders can be processed and paid for with credit cards, the following setup and tables must be in place: o o o A merchant account with the Century Business Solutions (CBS) credit card processor Merchant Table Accounts Receivable terms code for credit cards (CC) Attivo will guide you through the processes of setting up your merchant account with CBS and your Merchant Table in Exact Macola. 2. When setting up your merchant account with Century Business Solutions (CBS), it s important to request a live account and a sandbox account. The sandbox account is for testing purposes. Attivo will help with the setup of your merchant account at CBS. For reference, the CBS contact information is as follows: Century Business Solutions 20 Pacifica, Suite 1450 Irvine, California Phone: Toll Free: Fax: Sales: [email protected] The CBS account can usually be setup within in a few days. 3. The Merchant Table is critical to the process of charging credit cards. The information stored on this table is unique to your company, and is essential to the communication between your company and the credit card processor. Attivo will guide your company through the process of obtaining and entering the information required in the Merchant Table. This information includes but isn t limited to the merchant security token, hash type, hash seed, hash value and pin as well as the OE Cash Account. 4. System Requirements are as follows: Windows XP SP3 Windows Server 2003 SP2 Windows 7 Windows Server 2008 R2 Windows 7 SP1 Windows Server 2008 R2 SP1 5..NET 4.0 Framework installed on the application server on which Macola is installed. Prepared by The Attivo Group 4 Last Revised June 9, 2015

5 Credit card integration application updates and internet installation 1. When the credit card integration application is updated at Attivo, an Update Available message box will appear. 2. Click OK to run the update. In most cases, it will take less than a minute for the update to run. 3. If you want to run the update later, click Skip. The Update Available message box will re-appear in one week. a. If the message box appears again in less than one week, it is because Attivo made an additional update during that week, prompting the message. 4. You can also install the application via the internet. First, you need to add this address to your Trusted Sites in your internet options. Note: you must use the Internet Explorer browser to successfully install and update. Prepared by The Attivo Group 5 Last Revised June 9, 2015

6 5. If you have not added the address to your Trusted Sites, the website will look like this Note: you must use the Internet Explorer browser to successfully install and update. This prerequisite info means you need to first add this site to your Trusted Sites. 6. As one of your trusted sites, the webpage will appear like this: 7. Click Install. The Credit Card Integration will install on your computer. Prepared by The Attivo Group 6 Last Revised June 9, 2015

7 Setting up Credit Card as a Terms Code 1. To setup Credit Card as an option in your Terms, go to Accounts Receivable, Maintain, Terms Codes. 2. Double-click Terms Code. The A/R Terms Code Maintenance screen will open. 3. Enter CC in Terms Code. Then enter Credit Card in Description. You do not need to check the Credit Card Verification? box. 4. Click the save button. 5. Click the close button. Prepared by The Attivo Group 7 Last Revised June 9, 2015

8 Setting up a Customer to default to Credit Card Terms 1. If a customer will pay with a credit card most of the time, you can set that customer s terms up to default to credit card payment (CC) during Order Entry. (Alternatively, the terms code may be changed to CC during Order Entry.) 2. Go to Accounts Receivable, Maintain, Customers. 3. Double-click Customers. The Customer Maintenance screen will open. 4. Enter or search for the specific customer number. 5. When in the customer record, change the Terms field to CC. (Alternatively, the terms code may be changed to CC during Order Entry.) 6. Click the save button. 7. Click the close button. Prepared by The Attivo Group 8 Last Revised June 9, 2015

9 Entering, updating, and saving credit cards If a customer wants to put a credit card on file, or just update the card information, credit cards can be added to the customer s file at any time - even if that customer has no open orders and no open Accounts Receivable. 1. To update a credit card for a customer, start by clicking the icon on your desktop for the credit card integration software. The Utilities screen will open. 2. Click Update/Add Cards. Then, click the binoculars to lookup the customer information. 3. Double-click to select the customer number. Click Go on the Utilities screen. 4. The Credit Card Selection screen will open. Prepared by The Attivo Group 9 Last Revised June 9, 2015

10 5. To update an existing card, click the row with that card and then click Update\Add Card. The fields with that credit card s information will enable and allow you to enter your changes. When complete, Click Update\Add Card. 6. To add a new card, click Add New Credit Card. The fields where you will enter the card information will enable, and allow you to type in the information. At the top, you ll enter: o Contact first and last name o Card Number o Card expiration month and year o The CVV2 code from the card At the bottom, you ll enter: o Cardholder address o Cardholder ZIP code Prepared by The Attivo Group 10 Last Revised June 9, 2015

11 7. When the fields are all entered, click Update\Add Card. The card will appear in the customer s list of cards. 8. Click Cancel to leave the screen. Note: Some customers want to use a credit card for a transaction, but not save it to their file. This can be done during any transaction. Instructions for adding a card and not saving it to the customer s file can be found in the O-type, I-type, C-type and AR payments sections of this document. Prepared by The Attivo Group 11 Last Revised June 9, 2015

12 Order Entry O type Orders An O type order is an order that will be required to go through separate order entry and billing processes. 1. To enter an order that will use a credit card payment, follow your regular Order Entry procedures, and make sure the type is O and the Terms Code is CC. 2. When you complete and exit the order and billing selection screen, the Credit Card Selection Entry screen will open. Prepared by The Attivo Group 12 Last Revised June 9, 2015

13 If your customer doesn t want to save their card number to the file, simply uncheck this box. The next steps are to pre-authorize the card only. You will still have the chance to add freight and other miscellaneous charges before actually charging the credit card. 3. Select a previously used card, or enter a new card s information by first clicking Add a New Credit Card. A Credit Card Selection screen will allow you to enter the new credit card information. 4. If you have a card reader hooked up to the work station, click Card Number field first, and then slide the card through the reader. Sliding the card will also automatically enter the Expiration Month and Year, and the CVV2 code will not be required. 5. To process the card manually, enter the credit card number with no spaces or dashes. Also enter the Expiration Month and Year, and the CVV2 code off the credit card. 6. The customer may want to use a credit card once, and not save it to their file. To use a card for just this transaction, but not save it for later use, uncheck the Save Card/Customer? checkbox. Prepared by The Attivo Group 13 Last Revised June 9, 2015

14 7. After entering all of the information, click Submit. 8. Upon submitting valid credit card information, the Processing CC Transaction screen will open. 9. If you know there will be charges such as freight or miscellaneous costs, but you don t have the exact dollar amount, slightly over-estimate. Your goal is to actually charge the same as what you pre-authorized, or to charge a little less than what you pre-authorized. a. Note: your estimate must be 1) not too high, as to possibly hit your customers limits, but 2) sufficiently high to actually cover the costs that will be charged. 10. Enter the estimated or actual freight or other miscellaneous charges in the fields Freight Amount and Misc Charges. You can also enter a description in the field Misc. Desc. 11. For orders where you ve physically seen the card, check Card Physically present and verified. For phone orders, or others orders where you did not see the card, check Phone Order. 12. If you are only verifying the validity of the card, as opposed to ensuring that the card has enough credit, select Authorize $1.00 and then click Pre-Authorize Now. 13. Once all the information has been entered, click Pre-Authorize Now. 14. Once you click Pre-Authorize Now, the card will either be accepted or declined. A message box will appear. Click OK to close the message box. Prepared by The Attivo Group 14 Last Revised June 9, 2015

15 Charging the credit card for a single invoice Follow your regular Confirm Shipping process or Billing Entry procedures, depending on which your company uses. Depending on the kind of order you entered, you may have already pre-authorized this sale. The process for billing the credit card will be the same either way. 1. After entering all of the information in Confirm Shipping or Billing Entry, a Billing Information screen will open. 2. Enter the actual charges that will go on the credit card for this invoice. Follow your regular procedures to enter the rest of the information for billing. 3. Verify the information on the screen and click Save. Charging the credit card, authorizing the sale 4. Once you ve completed these steps, if the card you re using was successfully pre-authorized, Process Prior Authorization? will appear. 5. If you hadn t already pre-authorized a card, a Process as a Sale? message box will appear. 6. Click Yes and follow the steps from the I-type order section of this training guide, to choose or enter a credit card, and charge that credit card. Prepared by The Attivo Group 15 Last Revised June 9, 2015

16 5. Verify that this is the card that you ll be charging, and click OK. The Process CC Transaction screen will open. 6. Verify the information on the Process CC Transaction screen, and if nothing needs to be corrected, click Process this Sale Now. 7. Credit Card Approval will appear indicating whether or not the transaction was approved. Prepared by The Attivo Group 16 Last Revised June 9, 2015

17 8. Click OK. If you received the approval after processing, you have completed charging the credit card for this order. Note that you have charged the credit card, but you do still need to follow your regular invoicing and cash receipt procedures in order to complete the billing process of the Macola order. Prepared by The Attivo Group 17 Last Revised June 9, 2015

18 Order Entry I type Orders An I type order combines Order Entry and Invoicing into a single process. When choosing an I type order, you will bypass the process of pre-authorizing the credit card. Only O type orders will go through the credit card preauthorization process. 1. To change your order to an I type order, click the drop-down box next to Type and select I = Invoice. Make sure the terms code is CC. 2. Follow your regular order entry procedures. When you complete and exit the order, the Credit Card Selection Entry screen will open. Prepared by The Attivo Group 18 Last Revised June 9, 2015

19 If your customer doesn t want to save their card number to the file, simply uncheck this box. An I type order will not require a pre-authorization. 3. Select a previously used card, or enter a new card s information by first clicking Add a New Credit Card. A Credit Card Selection screen will allow you to enter the new credit card information. 4. If you have a card reader hooked up to the work station, click Card Number field first, and then slide the card through the reader. Sliding the card will also automatically enter the Expiration Month and Year, and the CVV2 code will not be required. 5. To process the card manually, enter the credit card number with no spaces or dashes. Also enter the Expiration Month and Year, and the CVV2 code off the credit card. 6. The customer may want to use a credit card once, and not save it to their file. To use a card for just this transaction, but not save it for later use, uncheck the Save Card/Customer? checkbox. Prepared by The Attivo Group 19 Last Revised June 9, 2015

20 7. After entering all of the information, click Submit. The Process CC Transaction screen will open. 8. Verify the information on the Process CC Transaction screen, and if nothing needs to be corrected, click Process this Sale Now. Credit Card Approval will appear indicating whether or not the transaction was approved. 9. Click OK. If you received the approval after processing, you have completed charging the credit card for this order. Note that you have charged the credit card, but you do still need to follow your regular invoicing and cash receipt procedures in order to complete the billing process of the Macola order. Prepared by The Attivo Group 20 Last Revised June 9, 2015

21 Order Entry C type Orders (Credit Memo): Refunding Credit Card payment A C type order is a Credit Memo. The result of a Credit Memo will be a refund to the customer. 1. To change your order to an C type order, click the drop-down box next to Type and select C = Credit Memo. To refund the charges to a credit card, make sure the terms code is CC. 2. For a credit memo, you will also choose which invoice to apply the credit to, in the Apply to field. Follow your normal credit memo procedures, which are almost exactly like entering an order, except that your entries are referring to what is being returned. 3. When you complete and exit the order, the Credit Card Selection Entry screen will open. Prepared by The Attivo Group 21 Last Revised June 9, 2015

22 If your customer doesn t want to save their card number to the file, simply uncheck this box. Note: A C type order will not require a pre-authorization. 4. Select the previously used card, or enter a new card s information by first clicking Add a New Credit Card. A Credit Card Selection screen will allow you to enter the new credit card information. 5. If you have a card reader hooked up to the work station, click Card Number field first, and then slide the card through the reader. Sliding the card will also automatically enter the Expiration Month and Year, and the CVV2 code will not be required. 6. To process the card manually, enter the credit card number with no spaces or dashes. Also enter the Expiration Month and Year, and the CVV2 code off the credit card. 7. The customer may want to use a credit card once, and not save it to their file. To use a card for just this transaction, but not save it for later use, uncheck the Save Card/Customer? checkbox. Prepared by The Attivo Group 22 Last Revised June 9, 2015

23 8. After entering all of the information, click Submit. The Process CC Transaction screen will open. 9. Verify the information on the Process CC Transaction screen, and if nothing needs to be corrected, click Refund this Sale Now. 10. A Credit Card Approval message box will open indicating whether or not the refund was successful. 11. Click OK. If you received the message that the refund was successful, you have completed refunding the credit card charge. Note that you have sent a refund to the credit card, but you do still need to apply the refunded credit card payment to the Macola credit memo. Prepared by The Attivo Group 23 Last Revised June 9, 2015

24 Outstanding Accounts Receivable Paying invoices with Credit Card payment This functionality gives a company the ability to accept a credit card as payment in full, or as a partial payment against one or more outstanding invoices. 1. Click the icon on your desktop for the credit card integration software. The Utilities screen will open. 2. Leave the button on AR Cash. Click the binoculars to lookup the customer information. 3. Double-click to select the customer number. Click Go on the Utilities screen. 4. The Process Open A/R screen will show the customer you selected, and that customer s open invoices. Prepared by The Attivo Group 24 Last Revised June 9, 2015

25 5. Click in the Amt to Apply field, next to the invoice(s) you want to apply the payment to, and enter the amount(s) that will be paid in this credit card transaction. 6. The total of what you ve entered is summed up at the bottom middle in the field Total Amount Selected. Verify this number is correct and click Submit. The Credit Card Selection screen will open. Prepared by The Attivo Group 25 Last Revised June 9, 2015

26 If your customer doesn t want to save their card number to the file, simply uncheck this box. 7. Select the card that the customer is paying with. If you need to add a new card, click Add New Credit Card. 8. The customer may want to use a credit card once, and not save it to their file. To use a card for just this transaction, but not save it for later use, uncheck the Save Card/Customer? checkbox. Prepared by The Attivo Group 26 Last Revised June 9, 2015

27 If your customer doesn t want to save their card number to the file, simply uncheck this box. 9. Once you ve selected the card, click Submit. The Process CC Transaction screen will open. Prepared by The Attivo Group 27 Last Revised June 9, 2015

28 Note: If at any time you wish to go back and select a different card, click Input/Retrieve Credit Card at the top of the screen. If you d like to cancel the transaction altogether, click Cancel this Transaction. 10. If you want to proceed with the sale on this credit card, click Process This Sale Now. If the transaction goes through, you will see the Credit Card Approval message box. Click OK. A Macola Success! screen will appear. 11. Click OK. You have charged the card. Note that while you have charged the credit card, you do still need to apply the credit card payments to the Macola invoices. Prepared by The Attivo Group 28 Last Revised June 9, 2015