IMPORTANT Credit Card Set-up Instructions

Transcription

1 IMPORTANT Credit Card Set-up Instructions Document # /9/04

2 WARNING! INSTRUCTIONS MUST BE FOLLOWED SPECIFICALLY TO ACCOMPLISH SUCCESSFUL INSTALLATION AND PROPER OPERATION. VARIANCE FROM THESE INSTRUCTIONS WILL RESULT IN INSTALLATION DELAYS. It is very important to note that VITAL is the only Credit Processing house supported for use with the Hamilton CRC. This information must be relayed to your Bank or Credit Processing Company since not every institution offers VITAL as an option. CRC: The following requirements are needed to operate a Hamilton CRC: A Hamilton Autocashier or Changer equipped with Credit Card Reader hardware and software. Download: Merchant Account Information: Dedicated Phone Line: Merchant Account Information is installed into the CRC utilizing a download from Hamilton via modem. A Bank or Credit Processing Company must be contacted. This should be done at the time you place the order since these institutions may take as long as 2-4 weeks to get your information. A DEDICATED PHONE LINE, run through a separate conduit, must be installed to each machine. Details of the Set-Up Process: A. DEFINITION OF TERMS: Bank or Credit Service Provider: Credit Processor: Merchant Account: VITAL : A company or association that arranges and services an account for a customer. The Credit Service Provider is a middleman between the customer and the Credit Processor (see below.) A company whose business is strictly handling Credit Card Verification and electronic transfer of funds. An account where customers funds are deposited upon settlement. One of the major Credit Processors in the country. Vital is the only credit card processor supported for use with the Hamilton CRC. Document # /9/04

3 B. Set up a MERCHANT ACCOUNT as soon as possible since it can take 2-4 weeks to make the arrangements. Contact a Bank or Credit Service Provider who uses VITAL for credit processing to accept the desired credit cards. They will provide important information. Record this information carefully on the attached MERCHANT SET-UP SHEET and forward a copy to Hamilton. A Hamilton representative will contact you once this information is verified with VITAL. Once Hamilton Mfg. has downloaded the merchant information into the machine and it is accepting credit cards, any change in the merchant information (including changing the merchant account) will result in a $100 reprogramming fee per machine. Below is a list of topics to discuss with the Bank or Credit Service Provider: VITAL is the only Credit Processing house supported for use with the Hamilton CRC. However, VITAL is one of the most commonly used Processors and most Banks and Credit Service Providers do offer VITAL as one of their options. Bank or Credit Service Provider charges for VITAL accounts will vary. Visa and MasterCard regulations require you to inform the Bank or Credit Processing Service that you are requesting this account for a self-service limited amount terminal. A separate Merchant Set-up Sheet must be completed for each terminal. Also, each terminal must have it s own Terminal ID number. Some of the Credit Service Providers offer additional reporting features. Some Service Providers offer a help desk. Some Service Providers do not accept all four major cards through one account (Visa, MC, AMEX, Discover ). * Service Providers deposit the day s transactions gross (the entire value) or net (less the service fees) to your account each settlement. Are they willing to work directly with Hamilton to expedite the set-up? *If adding AMEX and/or Discover at a later time, please keep the following in mind: Your Bank or Credit Service Provider must send the necessary information to VITAL. When AMEX and/or Discover have been activated by VITAL, it is your responsibility to inform Hamilton Mfg. Hamilton Mfg. will then enable the software to accept AMEX and/or Discover cards. C. Install the CRC and the telephone line. The CRC is to be installed per the instructions in the ACW or Changer Manual with the exception that EACH MACHINE MUST HAVE IT S OWN DEDICATED PHONE LINE, RUN IN IT S OWN CONDUIT. If any other wiring is run with the telephone cable, Document # /9/04

4 there may be communication problems and installation delays. Using line splitters may also cause communication problems. Some phone companies will install the line directly to the CRC. At least 5 days before bringing the CRC system on-line, you are required to FAX the merchant banking information to Hamilton. (See the Merchant Set-Up Sheet for FAX number.) It will take 1-5 days to verify the set-up information and put it into the proper format for downloading. At this time, you will be contacted by Hamilton to set up an appointment to download the software. D. Test the credit card operation by completing the following steps: 1. Verify that the Autocashier is functioning by testing with cash. 2. Verify that the telephone line is active. To do this, take a phone out to the Autocashier or Changer and plug the phone line inside the machine into the telephone. Pick up the handset to make sure there is a dial tone, then make a phone call to ensure there is no static on the line. When finished, remove the phone line from the telephone and plug it into the CRC computer located under the coin-dispensing device. 3. Verify that the Autocashier or Changer serial number matches the CRC computer ID. The serial number can be found on a sticker on the left inside wall of the machine. If the machine is an Autocashier, the serial number will be a 5-digit number starting with an A (for example, A12345). If it is a Changer, the number will begin with an S, R or D, depending on the model. The CRC Computer ID can be displayed using the hand-held terminal and pressing ESC when the hand-held is at the main menu. MAIN MENU F1 Reports F2 Credit Menu F3 Setup Last Post [None] Press ESC HCS System vx.x Hamilton Mfg. Serial # :00 06/18/ With the CRC Hand-held Display still plugged in, press F3 (Setup), the right arrow, F3 (Test Com Link). The display should then show: F1 Y F2 N F4 EXIT Document # /9/04

5 5. Go to the CRC Changer or Autocashier and swipe a card as indicated on the front panel. If the machine is an ACW style unit, the display will read CARD SWIPE DETECTED PLEASE MAKE SELECTION. Press a wash selection, the display will read CHECK- ING CREDIT. If the machine is a Token Dispenser with the optional display, the message will immediately go to Checking Credit. 6. Check the display of the Hand-held Terminal connected to the CRC Controller. It should display how much information was received as well as some of the information from the credit card that was swiped. Card # EXP MMYY Price in Cents F1 Y F2 N F4 EXIT Press the F1 key to simulate an approval signal from the bank. The CRC will indicate THANK YOU PLEASE DRIVE AHEAD, and the car wash will start up. If it took longer than 4 minutes to perform steps 5 through 7, the CRC will have timed-out waiting for a response and will not reflect any credit acceptance. It will eventually go back to the Welcome Prompt. If the machine times out, contact the Hamilton Credit Card Department. 8. Repeat Steps 5 and 6, then press F2 to simulate a denial signal from the bank. The CRC display will read CARD UNREADABLE, PLEASE USE CASH. 9. Your are now ready to call the Hamilton Help Desk to have your information downloaded to your machine. You will be contacted in advance to set up an appointment for the day and time to call. (This is done after Hamilton has received and verified your set-up information.) The downloading process is done over the phone and takes approximately minutes to complete. When calling, please have the following ready: A dedicated phone line, run through a separate conduit, for each machine The CRC Hand-held Remote A valid credit card for testing purposes Please call from a telephone that is not connected to the machine phone line (for example, a cellular phone or a cordless phone connected to another line). You must be near the machine during the installation. Document # /9/04

6 DATA-LOSS DISCLAIMER When a credit card user initiates a credit card transaction, the Credit Processor (VITAL ) verifies funds are available for the transaction. This function is referred to as authorization. Funds are not transferred as a part of, or during this function. Funds are transferred as a batch of all transactions performed within a specified period of time. This function is referred to as settling or posting. Hamilton Manufacturing Corp. does not authorize or approve credit cards or the transactions initiated by credit card users. The equipment provided by Hamilton Manufacturing Corp. transfers the file packet located on the credit card to the Credit Processor which returns the authorization to complete the transaction. During the period of time between authorization and settling, the accumulated transaction data is stored electronically and is subject to loss. If lost, this data may be unrecoverable. Hamilton Manufacturing Corp. shall not be liable or responsible for such losses and hereby specifically disclaims all liability including, but not limed to, actual or consequential damages of any kind. The sole remedy for such losses shall be limited to repair or replacement of the equipment as more fully set forth in the Hamilton Manufacturing Corp. limited warranty. In order minimize the risk of Lost Unrecoverable Data, Hamilton Manufacturing Corp. recommends settling the batch of transactions a minimum of one (1) time in each twenty-four (24) hour period. Manual settlement can be initiated at any time utilizing the provided hand-held terminal. Automatic daily settlement may also be accomplished by using the Hamilton Manufacturing Corp. Credit Card Software. In order to function properly, the automatic settlement equipment must be installed and programmed correctly. The main power source to said equipment must be ON and uninterrupted during the settlement time which is programmed by the equipment owner. Additionally, a dedicated noise-free phone line connection is required for proper operation. Failure to properly install, program, utilize or maintain said equipment increases the risk of Lost Unrecoverable Data for which Hamilton Manufacturing Corp. shall not be held liable or responsible. Document # /9/04

7 MERCHANT SETUP TERMINOLOGY The terminology on the Merchant Set-Up Sheet is used by VITAL. The following definitions have been included to provide assistance. BIN Number: Merchant Number: Node Phone #: Settlement Phone #: Terminal Number: Terminal ID: The Bank Identification Number. The account # assigned to the Merchant by VITAL. The phone # the machine calls to get authorization for a credit card. The phone # the machine calls to settle all accounts and to transfer funds. Sometimes more than one machine is used at a location. To differentiate between the machines, they must be numbered, starting with The Terminal ID is also referred to as the V#. Each machine will have it s own Terminal ID. Document # /9/04

8 MERCHANT SET UP SHEET NOTE: Complete one set up sheet for each machine in use. Also, each machine must have it s own Terminal ID number. Merchant Information (Please fill in the contact name and phone number, along with the location name and address) Contact Name Company Name LOCATION Street Address City State Zip Code Contact Phone Number MAILING Street Address City State Zip Code Banking Information(To be filled in by your bank or credit service provider) NOTE: This information is being provided for a self-service terminal. BIN Number* (6 # s) Merchant Number* (12 # s) Terminal Number* (4 # s) Country Code* (3 # s) Store Number* (4 # s) Category SIC / MCC Code* (4 # s) Zip code* Time Zone Differential* (3 # s) Agent Number* (6 # s) Chain Number* (6 # s) Location* (5 # s) Terminal ID* (8 # s should begin with a V or 7) Novus (Discover) SE Number* ACW / Changer Phone # American Express SE Number* Machine Model and Serial # * *Complete and accurate information is needed to avoid installation delays. If you have any questions, please call Hamilton at When completed, please FAX to (419) or to advancedsystems@hamiltonmfg.com Please note, once Hamilton has downloaded the merchant information into the machine and it is accepting credit cards, any change in the merchant information (including changing the merchant account) will result in a $100 reprogramming fee per machine. Document # /9/04