Cornerstone 7.6 Designated Staff and Management Training and Setup Guide Addendum

Transcription

1 IDEXX Cornerstone Practice Management Software Cornerstone 7.6 Designated Staff and Management Training and Setup Guide Addendum Powered by SmartLink Technology

2 IDEXX Cornerstone 7.6 Designated Staff and Management Training and Setup Guide Addendum

3 Proprietary Rights Notice IDEXX Laboratories, Inc. All rights reserved. Information in this document is subject to change without notice. Practice names, doctors, staff, patients, clinics, companies and data used in examples are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic, mechanical or otherwise, for any purpose, without the express written permission of IDEXX Laboratories. IDEXX Laboratories retains all rights, title and interest in this document, and any copies thereof, and in all patent or trademark, copyright, trade secret and/or other intellectual or industrial property rights covering this document or subject matter in this document. The furnishing of this document does not give a license to these property rights except as expressly provided in any written license agreement from IDEXX Laboratories. Your use of this document and the software that is the subject of this document shall be in accordance with the express terms and conditions of that license agreement. Your possession of this document does not alter or affect the terms of that license agreement in any way. Cornerstone, Patient Clipboard and SmartLink are trademarks or registered trademarks of IDEXX Laboratories, Inc. in the United States and/or other countries. All other product and company names and logos are trademarks of their respective holders. Published by IDEXX Laboratories, Inc. IDEXX Computer Systems 2536 Alpine Road Eau Claire, Wisconsin 54703, USA (715) Printed in the United States of America.

4 Designated Staff & Management Training & Setup Guide Addendum Introduction to the Designated Staff and Management Training and Setup Guide Addendum Purpose This training addendum is for Cornerstone 7.6 management topics. The purpose of this tool is to provide the learner with valuable new product updates that occurred after the production of the current training guides in client circulation. Training Tool Features This training tool is presented in a chapter and lesson format. The following key learning features are included in this addendum: Procedural Step Summaries Example Images Tips Notes Throughout this training, there are references to icons for easy identification. They are: This icon refers to tips that are provided to enhance the basic information covered in the lessons. This icon indicates a read only topic and is not accompanied by a demonstration. p.111 Use this icon as the page number reference to the corresponding lesson in the Cornerstone 7.5 Designated Staff and Management Training and Setup Guide. Cornerstone 7.5 Designated Staff and Management Training and Setup Guide and Cornerstone 7.6 Designated Staff and Management Training and Setup Guide Addendum Map This map will correlate the lessons in the Cornerstone 7.6 Designated Staff and Management Training and Setup Guide Addendum to the lessons in the Cornerstone 7.5 Designated Staff and Management Training and Setup Guide. This will allow you to quickly and easily see changes and/or additions made. (See next page) Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 4

5 Cornerstone 7.6 Cornerstone 7.5 Designated Staff and Management Training and Setup Guide and Cornerstone 7.6 Designated Staff and Management Training and Setup Guide Addendum Map Topic Cornerstone 7.5 Designated Staff and Management Training and Setup Guide Section 1: Defaults & Security Cornerstone 7.6 Defaults IDEXX Cornerstone Default Setting Guide 7.5 Cornerstone 7.6 Defaults Cornerstone 7.6 Designated Staff and Management Training and Setup Guide Addendum Cornerstone 7.6 Security Settings 7.5 Cornerstone Security Settings Cornerstone 7.6 Security Settings Section 3: Designated Staff & Management; Chapter 2: End of Period Activities and Monthly Statements Display Warning if Shutting Down EOD/EOM Workstation Unattended End of Period Overview Display Warning if Shutting Down EOD/EOM Workstation Omit Voided Invoices on Monthly Statements Monthly Statements Omit Voided Invoices on Monthly Statements Section 3: Designated Staff & Management; Chapter 4: Invoice Item Setup Added Flexibility for Using Dispensing Items Creating Dispensing Items Added Flexibility for Using Dispensing Items Section 3: Designated Staff & Management; Chapter 5: Creating Client Correspondence New Patient ID Cards Client Correspondence Uses New Patient ID Cards Change ID and Merge Clients/Patients Function does not Require Exclusive Use Apply for a QuickBooks Merchant Service Account Configure the Quickbooks Merchant Service Payment Type in Cornerstone Configure Security Setting by Staff ID Set Up the Card Reader Configure Receipt Printing Preferences Troubleshooting: If a connection to Quick Book Merchant Service cannot be established Generate a report to review daily credit card payments Section 3: Designated Staff & Management; Chapter 8: Tools Changing IDs & Merging Clients/Patients Change ID and Merge Clients/Patients Function does not Require Exclusive Use Section 3: Designated Staff & Management; Chapter 18: Credit Card Payment Processing Setup No existing Chapter/Lesson in Cornerstone 7.5 Designated Staff & Management Training & Setup Guide Apply for a QuickBooks Merchant Service Account Configure the Quickbooks Merchant Service Payment Type in Cornerstone Configure Security Setting by Staff ID Set Up the Card Reader Configure Receipt Printing Preferences Troubleshooting: If a connection to Quick Book Merchant Service cannot be established Generate a report to review daily credit card payments Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 5

6 Designated Staff & Management Training & Setup Guide Addendum Cornerstone 7.6 Designated Staff and Management Training and Setup Guide Addendum Table of Contents Section 1: Defaults and Security Cornerstone 7.6 Defaults...7 Cornerstone 7.6 Security Settings...9 Section 3: Designated Staff and Management Chapter 2: End of Period Activities and Monthly Statements Display Warning if Shutting Down EOD/EOM Workstation...10 Omit Voided Invoices on Monthly Statements...10 Chapter 4: Invoice Item Setup Added Flexibility for Using Dispensing Items...11 Chapter 5: Creating Client Correspondence New Patient ID Cards...14 Chapter 8: Tools Change ID and Merge Clients/Patients Function does not Require Exclusive Use...15 Chapter 18: Credit Card Payment Processing Setup Apply for a QuickBooks Merchant Service Account...16 Configure the QuickBooks Merchant Service Payment Type in Cornerstone...17 Configure Security Setting by Staff ID...18 Set Up the Card Reader...19 Configure Receipt Printing Preferences...19 Troubleshooting: If a Connection to Quick Book Merchant Service Cannot Be Established...20 Generate a Report to Review Daily Credit Card Payments...21 Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 6

7 Cornerstone 7.6 Section 1: Defaults and Security This section covers the new enhancements for Cornerstone 7.6 that correlates to the Cornerstone 7.5 Designated Staff & Management Training and Setup Guide s Section 1: Defaults and Security. p.10 Cornerstone 7.6 Defaults This lesson includes additional default settings that are included for Cornerstone 7.6. Use this information in conjunction with the Cornerstone 7.5 Default Setting Guide found in your Cornerstone 7.5 Designated Staff and Management Training and Setup Guide. Sel = Select; Set = Setup; Ver = Verify Menu Access Default Description and Examples VPM BC Non FS FI Provides manipulation for address on invoices Controls > Defaults > Address Alignment > Invoices Invoice Address Alignment Set Set Set Set Set Provides manipulation for address on statements Controls > Defaults > Address Alignment > Invoices Statement Address Alignment Set Set Set Set Set Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 7

8 Designated Staff & Management Training & Setup Guide Addendum Sel = Select; Set = Setup; Ver = Verify Menu Access Default Description and Examples VPM BC Non FS FI Controls > Payment Types > select QBMS Card Service > Update Require security code check box Require security code to be entered when using QBMS Card Service as the payment type Sel Sel Sel Sel Sel Controls > Defaults > Practice > Client tab Omit voided invoices and payments on statements check box The Omit voided invoices and payments on statements check box allows you to omit voided invoices when printing monthly statements and invoices Sel Sel Sel Sel Sel Controls > Defaults > Practice > Patient tab Print serial number check box If one exists, the NDC/DIN Code will print on the prescription label instead of printing the serial number on the label as in previous versions. Sel Sel Sel Sel Sel Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 8

9 Cornerstone 7.6 p.59 Cornerstone 7.6 Security Settings This lesson includes additional security settings that are included for Cornerstone 7.6. Use this list in conjunction with the Cornerstone 7.5 Security Settings Guide found in your Designated Staff and Management Training and Setup Guide or you can find a complete listing of all Cornerstone 7.6 Security Settings in the security packet. ICS Education Department Foundation Dialog Security Statement Print Options Access Suggestions GEN REC DA TECH OM Lab Item Price Update Error Report X X Path to Locate CONFIDENTIAL INFORMATION REMOVED - [This option has been replaced with Address Alignment - Invoices and Address Alignment - Statements] Automatically generated when lab prices are updated via End of Day. Imaging Invoice Item Maintenance X Activities > Imaging > Maintain Imaging Invoice Items Address Alignment - Invoices X Controls > Defaults > Address Alignment > Invoices Address Alignment - Statements X Controls > Defaults > Address Alignment > Statements Credit Card Service Payment - Charge X X X Controls > Payment Types > select QBMS Card Service > click Update Credit Card Sercice Payment - Refund X Activities > Client Account > Payment button Invoice Void Credit Card Service Payment X Activities > Client Account > double click payment to void LabREXX - Lab Item Price Update X X Activities > Lab Work > Update lab Item Prices Payment - Delete Credit Card Service Payment X Payment window > QBMS Card Device payment type Reports Security Access Suggestions GEN REC DA TECH OM Credit Card Service Receipt X X X X X Path to Locate [Done at time of invoicing using the QBMS Card Service Payment Type] EOD - Daily Payment Register - QBMS Transactions X X X Reports > End of Period > End of Day This document contains ICS Education Department s suggested security settings for General Login (GEN), Receptionists (REC), Doctor Associates (DA), Technicians (TECH), and Office Managers (OM). However, it is ultimately the practice s decision-maker that decides who has access to certain areas within Cornerstone, and IDEXX shall not be liable for any actions arising from those security decisions. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 9

10 Designated Staff & Management Training & Setup Guide Addendum Section 3: Designated Staff and Management This section covers the new enhancements for Cornerstone 7.6 that correlates to the Cornerstone 7.5 Designated Staff & Management Training and Setup Guide s Section 3: Designated Staff and Management. p.111 Chapter 2: End of Period Activities and Monthly Statements This chapter includes additional information on the following topics: viewing the display warning if shutting down the End of Day/End of Month workstation as well as the ability to omit voided invoices on monthly statements. Display Warning if Shutting Down EOD/EOM Workstation In Cornerstone 7.6, if you attempt to shut down a workstation that is designated as the End of Period workstation, a message displays to warn the user before continuing with this operation. This message only displays if the Run End of Day check box is selected. To make changes to this option select: Select Controls > Unattended End of Period > Unattended EOD Preferences Select Controls > Unattended End of Period > Unattended EOM Preferences p.113 Omit Voided Invoices on Monthly Statements As you create and print monthly statements notice the Omit voided invoices and payments on statements check box allows you to omit voided invoices when printing monthly statements and invoices. This option can be specified in your default settings by going to Controls > Defaults > Practice > Client tab > click the Omit voided invoices and payments on statements check box located at the bottom of the tab. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 10

11 Cornerstone 7.6 If necessary, the practice default setting can be overwritten at statement time. To access this setting: 1. On the Reports menu, select End of Period > End of Month. 2. Select the applicable monthly time period and then select the Monthly Invoices and Statements report. 3. Click Preview or Print to display the Statements and Monthly Invoices window. Note: If this option is selected, note that a voided invoice will be omitted only if the original invoice is also part of the current statement. If the original invoice was included in a prior Month- End period that is not selected, the voided invoice will be included in the current statement (regardless of the Omit voided invoices setting). Chapter 4: Invoice Item Setup This chapter includes additional information on utilizing the dispensing item feature. p.150 Added Flexibility for Using Dispensing Items It is important to properly set up your dispensing items prior to using them within Cornerstone. This lesson will assist you in utilizing the dispensing features more fully and to set up and assign dispensing items to invoice items. Dispensing Item List descriptions are now in alphabetical order New Allow All option for Dispensing Item setup New Allow All option for Dispensing Item Mass Markup Dispensing items are useful for dispensing items in different ways. For example, there are drugs/medications that you administer in the practice and you also prescribe them and clients take them home and administer them. Dispensing items offer the ability to charge an additional dispensing fee. Dispensing items may be used singularly or in combination with items that have a dispensing fee. Dispensing Items now in Alphabetical Order The Dispensing Items List now lists the dispensing item descriptions in alphabetical order. This makes it easier to locate and select a specific dispensing item. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 11

12 Designated Staff & Management Training & Setup Guide Addendum Allow All Selection for Dispensing Items A new Allow All check box has been added to the Dispensing Information window. Select this check box when selecting Dispensing Items for an Inventory Item if you want all active Dispense Items to appear on the selection list when billing this item. Set up the inventory item at Lists > Invoice Item > Update or create a New item > Invoice Item Information for [item name] window > Information tab > Dispensing button. Select the Allow All check box to enable all Dispensing Items to be on the list. Note: If the Allow All check box is selected, two or more dispensing items must be designated to appear in the selection list that displays at billing time. Show All Dispensing Items at Billing Time When the Allow All check box is selected from the Dispensing Information window during invoice item setup, the Show All check box will be available on the Select Dispensing Item window at billing time. If the Show All option is selected, all active dispensing items will appear in the list. This allows staff to select any dispensing item at billing time. With the Show All option available, staff no longer needs to look through the entire list unless necessary. lists only those dispensing items selected during invoice item setup; only items on the list may be selected when billing an item lists all active dispensing items; once selected, any Dispense Item on the list may be selected when billing an item Allow All For Mass Markups Set all dispensing items to be available on the Dispensing Items List for multiple invoice items at once, using the Mass Markup feature (Tools > Mass Markup > Dispensing tab). Similar to the invoice item setup, when the Allow All option is selected in Mass Markup then the Show All option will be available on the Select Dispensing Item window at billing time, allowing staff to select any dispensing item when billing any of the selected invoice items. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 12

13 Cornerstone 7.6 Note: Two or more dispensing items must be designated for the inventory item in order to select the Allow All option. In addition to the enhancements listed above, the following improvements were made to the Select Dispensing Item window to reduce key strokes and make it even easier to locate a specific dispensing item: A new Description field allows you to quick-search by typing just the first part of the description. As you type, the list automatically advances. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 13

14 Designated Staff & Management Training & Setup Guide Addendum Chapter 5: Creating Client Correspondence This chapter includes additional information on using the patient ID cards. p.164 New Patient ID Cards Cornerstone 7.6 includes three new ID Card samples that you can print from Client Correspondence (Activities > Client Correspondence > Sample documents category > Sample ID Card - Two Sided, Sample ID Card - Pet Info Only, Sample ID Card - Clinic Info Only). These wallet-sized cards can be easily printed and provided to clients when they bring in a new patient. Then at the next visit, with the cursor in the Patient ID field on the Patient Clipboard, the staff member would simply need to scan the barcode on the card and Cornerstone will automatically display the patient s information. Notes: This feature requires the Zebra P110i ID printer. To edit these documents select: Lists > Documents > Document. The image below displays the three sample documents. The Doc ID number will vary for each practice. Choose from three new ID card samples included in Cornerstone 7.6: Sample ID Card Two Sided: Print both front and back sides Sample ID Card Pet Info Only: Print only the back side with clinic name/address on top Sample ID Card Clinic Info Only: Print only the front side with clinic information Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 14

15 Cornerstone 7.6 Sample ID Card: Front of card Back of card All fields and information included on both sides of the card can be customized using bookmarks in Client Correspondence. Note: To print the two-sided Pet ID card, load a single card into the feeder, then reinsert it so that page 2 prints on the opposite side. p.206 Chapter 8: Tools This chapter includes additional/revised information on the change ID and merge clients/patient feature in Cornerstone. Change ID and Merge Clients/Patients Function does not Require Exclusive Use It is now possible to change client or patient IDs and merge clients/patients while others in the practice are using Cornerstone (exclusive use is no longer required to complete these functions). To utilize these features select: Tools > Change IDs and/or Tools > Merge Clients/Patients. When accessing the Change IDs feature a message will display encouraging you to Change IDs during a time of low system use. Selecting Yes will take you to the Change IDs window. Selecting No will close the message box and take you to whatever Cornerstone window you were previously in. When accessing the Merge Client/Patients feature a message will display encouraging you to merge during a time of low system use. Selecting Yes will take you to the Merge Clients/Patients window. Selecting No will close the message box and take you to a blank Cornerstone window (all windows must be closed to utilize this feature). Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 15

16 Designated Staff & Management Training & Setup Guide Addendum Chapter 18: Credit Card Payment Processing Setup You can now enjoy the convenience of having integrated credit card processing directly within IDEXX Cornerstone practice management software using Intuit QuickBooks Merchant Service and associated Web services. Payments can be made by swiping a credit card through a USBconnected card reader or by manually typing the card number in Cornerstone. All major credit cards are accepted, including Visa, MasterCard, American Express and Discover Network. Note: For Quick Book Merchant Service credit card processing within Cornerstone 7.6, the following limitations apply: At this time, credit card transactions can be processed in credit mode only (vs. credit OR debit mode). Both credit and debit cards can be used, but they will be charged as credit (no option to enter a PIN number). Currently supported for use in U.S. practices/locations only. (QuickBooks Merchant Service does not support credit card services outside the U.S.) In order to use the credit card processing features in Cornerstone, you must first configure the system by completing several one-time setup steps. Apply for a QuickBooks Merchant Service Account With Cornerstone 7.6, practices can set up a QuickBooks Merchant Service account to integrate the processing of credit card payments inside the Cornerstone payments screen. Use the following steps to get up and running with QuickBooks Merchant Service and allow your clients to swipe cards in your credit card readers (optional) using a debit or credit card as a credit card. 1. Apply for, or upgrade your merchant account number. Call QuickBooks Merchant Service at and ask for Jude DiClemente 9am - 4pm EDT (current National Sales Executive responsible for Cornerstone Quick Book Merchant Service enrollments). It is very important to identify yourself as an IDEXX Customer. You will also need to have the following information available: Business checking account information, federal tax ID number, 3 months of credit card statements, and American Express Merchant Number (only if you already accept AMEX). Currently this is the only way to enroll Notes: Using a debit or credit card as a credit card means there is no PIN # entry. Also note that specific step details are covered in the next section. Make a decision on whether you will use a card reader with Quick Book Merchant Service. If so, order a card reader from IDEXX Computer Supply Sales at , option 2. Make a decision on whether you will use receipt printer (Epson TM-T88IV). If so, order the receipt printer from IDEXX Computer Supply Sales at , option 2. Configure the Quick Book Merchant Service payment type in Cornerstone and copy/paste your connection ticket. Set up your card reader in Cornerstone. Set up your receipt printer in Cornerstone. Ensure that the workstation(s), where End of Day will be run, have Internet connections to submit credit card batches to QuickBooks Merchant Service. For each staff member who will accept credit card payments, change their security to allow them to process credit card payments in Cornerstone payment windows. Add Intuit Web Addresses to Allowed List if using a Proxy Server If your clinic has set up extra hardware to route Web requests via a proxy server, this may block communications necessary for credit card processing. If your clinic uses a proxy server, your server administrator must add the and addresses to the proxy server s list of allowed addresses. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 16

17 Cornerstone 7.6 Configure the QuickBooks Merchant Service Payment Type in Cornerstone For Quick Book Merchant Service credit card processing within Cornerstone 7.6, the following limitations apply: At this time, credit card transactions can be processed in credit mode only (vs. credit OR debit mode). Both credit and debit cards can be used, but they will be charged as credit (no option to enter a PIN number). At this time, Intuit supports credit card services for use in U.S. practices/locations only. In order to use the credit card processing features in Cornerstone, you must first configure the system by completing several one-time setup steps. Payment Type Setup for Quick Book Merchant Service Card Service Notes: Settings for the Information, Type and Service charge sections will be set automatically for the Quick Book Merchant Service payment type. The numbers in the image correspond to the step numbers in the lesson. 1. On the Controls menu, select Payment Types. The Payment Types window displays. 2. Select the Quick Book Merchant Service Card Service payment type and click Update. 3. A Payment Type Setup window may display. Click OK at the Changing this Payment information may lead to some meaningless payment information. 4. Click the Activate QuickBooks Merchant Service check box to enable the settings for the Quick Book Merchant Service Card Service payment type. 5. Click Get Connection Ticket to launch the Merchant Service Manager Web page where you can obtain (copy) a Connection Ticket to be pasted back into Cornerstone. Note: You must first set up a valid Merchant Service account for your clinic before attempting to acquire a Connection Ticket. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 17

18 Designated Staff & Management Training & Setup Guide Addendum 6. Click Paste Connection Ticket to paste the previously copied ticket into the Connection ticket text box. 7. If you want to modify the standard Quick Book Merchant Service fraud protection settings, click the Authorization Settings button to access these settings on the Quick Book Merchant Service Merchant Center Web page. Note: Fraud prevention settings are controlled by the Merchant Service system, not the Cornerstone application. 8. To require staff to enter the 3-4 digit Card Security Code (located on the back of the credit card) at the time of the transaction, click the Require security code check box. (This option is turned off by default.) 9. In the Defaults section, set the following options: Merchant ID: Type the Merchant ID assigned to you by Quick Book Merchant Service when you applied for your Quick Book Merchant Service account. # of receipt copies: Specify the number of receipt copies to print automatically with each transaction (can print 1 5 copies; default is 2). Note: It is recommended to set up the system to print at least two copies of the transaction receipt to allow one copy for the client to sign and give back to you and one copy for the client to keep. Default amt from invoice: Specify the default payment amount to be used if you access the Payment window via an invoice. If you want the default payment amount to come from an open invoice, select Invoice Amount from the list. Default amt from Client Account: Specify the default payment amount to be used if you access the Payment window via a client account. If you want the default payment amount to come from the client s account balance, select Client Balance from the list. 10. If your practice uses the General Ledger (GL) interface for exporting financial data to a file, you can select one of the following options for exporting the Quick Book Merchant Service payment data: In the GL Account field (in the Information section near the top left), type an account name to use for exporting Quick Book Merchant Service payment data all Quick Book Merchant Service payments will be listed together under this one account name. In the GL Account Names section (near the bottom middle), click the Breakout Quick Book Merchant Service GL totals check box and then in each of the corresponding fields (Credit, Debit, Amex), type the account name to use for each card type when exporting the Quick Book Merchant Service payment data. 11. In the Select credit codes for Quick Book Merchant Service section, select one or more Cornerstone credit codes to which the Quick Book Merchant Service payment type will be associated. 12. Click OK to close the Payment Type Setup window. 13. Click Close to close the Payment Types window. Configure Security Setting by Staff ID Before your staff can begin to accept credit card payments within Cornerstone, an Administrator must first ensure that all necessary security permissions are given to applicable staff members. Security settings must be modified for each staff member to allow access to credit card transactions. To view new security for this feature see Section 1: Defaults and Security; Lesson: Cornerstone 7.6 Security Settings. You can access the security settings by selecting File > Security Setup. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 18

19 Cornerstone 7.6 Set Up the Card Reader Use of a card reader is optional; you may key-enter credit card numbers if you choose. However, your transactions can qualify for better discount rates from Quick Book Merchant Service if you swipe cards instead of key-entering them. To take advantage of lower, card-swiped rates, you can purchase the optional card reader from Quick Book Merchant Service for a one-time fee. Quick Book Merchant Service uses a standard USBconnection card reader. To set up and test the card reader: 1. Open Notepad. Select Start > Programs > Accessories > Notepad. 2. Place the cursor in the empty text area and then swipe the card through the reader. 3. Verify that a string of information is written into Notepad. This string indicates that the card reader is functioning correctly. If the card reader is not producing a string, please contact IDEXX Cornerstone Support at for assistance. Configure Receipt Printing Preferences The Quick Book Merchant Service transaction receipt (small receipt) prints automatically to the assigned printer (File > Printer Assignment) upon successful completion of a payment, refund or void transaction. The transaction receipt includes a line for the cardholder signature near the bottom. Note: This feature requires the Epson TM-T88IV receipt printer. A large receipt (the Cornerstone Payment On Account report extended to show Quick Book Merchant Service transaction details) is also available for printing when the staff member clicks OK to close the Payment window. Note: The number of receipts to print automatically with each transaction is set in the Payment Type Setup window. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 19

20 Designated Staff & Management Training & Setup Guide Addendum Troubleshooting: If a Connection to Quick Book Merchant Service Cannot Be Established In the event that a connection to Quick Book Merchant Service cannot be established (i.e., if the Internet connection is not working) or if a Quick Book Merchant Service transaction error occurs, you will need to capture the card information, authorization code and signature from the cardholder immediately, and then later when the connection is working you can proceed to process the transaction using the Voice Authorization option. To process a credit card transaction using Voice Authorization: 1. On traditional carbon copy credit card receipt paper (or if not available, you can use standard paper), write down the transaction date, card number, card expiration date and if applicable, the 3-4 digit security code on the back side of the card. 2. Obtain a voice authorization code by calling one of the following numbers: Visa or MasterCard American Express Discover An automated system will guide you through the remaining steps. Before you call, have the following information on hand: Your merchant number. If you do not know your merchant number, please call Quick Book Merchant Service customer service at The credit card number and expiration date. When prompted to enter the credit card expiration date, enter the month and year: Example: July 2005 = The dollar amount. When asked for the dollar amount, enter the information as follows: Example: $ = Wait for the authorization approval code. (If the card is declined, you must obtain another form of payment.) 5. Write the authorization approval code on the piece of paper/receipt paper containing the card information. 6. Ask the cardholder to sign the piece of paper/receipt paper and provide the cardholder with a copy of the transaction information. To process the credit card transaction at a later time using Voice Authorization: 1. Once the Internet connection is working again, on the Credit Card Payment window, in the Transaction type field, select Voice Authorization. The Voice Auth Code field appears. 2. For the Amount, use the list to select a client balance or invoice amount, or click in the field and enter a different charge amount. 3. In the Voice Auth Code field, type the approval code obtained via phone. 4. Continue to enter information for the remaining fields as you would for a standard charge transaction. 5. Click Submit. If the transaction is successful, a copy or copies of the transaction receipt will print to the default printer. On the Payment window, the transaction information displays in the Payments area with the Status field indicating if the transaction was approved. Upon successful completion of the transaction, the payment amount will be posted to the invoice and/or the client account. It is good business practice to mail the cardholder a copy of the receipt once the actual transaction has been processed. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 20

21 Cornerstone 7.6 Generate a Report to Review Daily Credit Card Payments To generate a daily report in Cornerstone: 1. On the Reports menu, select End of Period > End of Day. 2. On the Daily Reports window, select the Daily QuickBooks Merchant Service Transactions report. 3. Select a date range and the transaction types (payments, refunds or voids) to include in the report. Notes: The Intuit QuickBooks Merchant Service report also prints as a trailer to all of the EOD Payment Registry reports. This report only prints if the Quick Book Merchant Service payment type is active. Before doing EOD, if using Quick Book Merchant Service, must be connected to the Internet on the EOD workstation in order for Quick Book Merchant Service to close the batch. To generate a Quick Book Merchant Service report from the QuickBooks Merchant Service Web site: 1. On the Web Links menu, select Intuit QuickBooks Merchant Service to link directly to the QuickBooks Merchant Service Center page. 2. Once you log in to the site, you can use the Merchant Service tools to generate a variety of transaction reports. Cornerstone 7.6 Designated Staff & Management Training & Setup Guide Addendum Page 21

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