Transaction Processing Manual

Transaction Processing Manual

Table of Contents I. Product Codes...1-2 II. Transaction Procecure...2 III. Transaction Processing Methods a. Ingenico Elite 712...2-4 b. VeriFone 3740/3750...5-6 c. Tranz 380...7 d. POS/Pay at the Pump...8 e. Voice Authorization, Calling Fleet One Customer Care...8 f. Touch-tone Authorization...9 IV. Error Messages and Troubleshooting a. Message Descriptions...9-10 b. Error Messages For Tranz 380 Equipment...10 c. Balance Inquiry...11 V. Marketing Materials...11 VI. Phone Numbers...12

I. Product Codes Description Code Fuel Regular 002 Premium 003 Plus 004 Diesel 005 E - 85 006 Ultra Low Sulfur #2 053 Ultr a Low Sulfur Diesel Off - Road 065 Additives and Miscellaneous Car Wash 220 Gas Antifreeze 900 Groceries 123 Kerosene 032 Oil / 1 Qrt 819 Oi l / 4 Qrts 822 Gas Antifreeze 823 Misc 900 Sales Tax 099 Description Code Air Conditioning & Heating 300 Accessories & Optional Equipment 203 Brakes 350 Cooling System 400 Diagnostic/Discovery Services 806 Engine 500 Exhaust System 650 Filter s 811 Fuel System 550 Glass Service 950 Hazardous Waste/Disposal Fee 812 Labor* 909 Lighting & Gauges 813 Oil Change 200 continued on next page 1

Product Codes cont. Description Code Miscellaneous* 907 Powertrain/Emissions/Ignition Systems 824 Relays & Modules 814 Restraint Systems 815 Sales Tax** 099 Shop Supplies 816 Starting & Charging System/Electrical 450 State Inspections 821 Steering & Suspension 110 Transmission 700 Tires 891 Towing Service 810 Tune-Up 250 Windshield Wiper 880 II. Transaction Procedure *Miscellaneous category of fleet card ** Tax category of fleet card 1. The Driver and the card must be present during the authorization process. 2. If Driver s card is not present, you must call 1-800-359-7587 to verify if the card is on lost status before proceeding further. III. Transaction Processing Methods III (a). Ingenico Elite 712 Fuel and Maintenance Transactions Main Menu For All Fleet One transactions, Press F3 to access the main menu. Note: For all transactions other then Voice Authorizations, clerks must swipe the card. MAIN MENU 1. PURCHASE 2. PRE AUTH 3. AUTH COMP 4. VOICE AUTH 5. PLUSCHEK 6. VOID 7. REPORTS 8. REPRINT X Purchase 1. Press 1 for a regular Purchase / Sale transaction. 2. Swipe / key card. 3. Enter the product being sold, enter the quantity, enter the product purchase amount. 4. If no other products purchased, press Enter and then follow remaining prompts. 5. Hand to driver to enter PIN & odometer. 6. Once the Fleet One host approves the transaction, the terminal will automatically print (2) receipts 1 for the customer and 1 for the merchant. 2

Void 1. Press 6 to void a transaction. 2. The required data elements are card number, authorization number, and amount. Follow the prompts to enter correct information. Voice Authorization Entry ( Voice Auth.) 1. Press 4 to enter a Voice Authorization. This allows the clerk to enter a Fleet One Voice-approved transaction into the terminal for shift and daily reports. This function does NOT dial out for an approval. 2. Once you select this option, the terminal will prompt for the Fleet One authorized approval number, then prompt for the product purchase information. 3. When complete, a receipt will print. Pre-Auth 1. Press 2 to pre-authorize a card. 2. After pressing 2, follow the prompts (including the driver information) to receive the pre-auth approval number. Authorization Completion 1. Press 3 to complete the previously Pre-Auth approved transaction. 2. When you press 3 the terminal will prompt to swipe the card. 3. The terminal will find the approval number and prompt the clerk to enter the product(s) being purchased. 4. Once this information has been entered, the terminal dials to send the information to the Fleet One host and prints the receipts. Reports Menu Press F3 and then 7 to access the Reports Menu. Note: The Reports Menu is where the shift change and day close functions are performed. REPORTS MENU X 1. PRODUCTS CD 2. SHIFT TOTALS 3. DAILY TOTALS Product Code List Press 1 to print a list of all products and their associated prices. This is designed to be a quick reference to the clerks to verify product codes and costs for the different grades of fuel. Shift Totals 1. Press 2 to access. 2. Within Shift Totals, there are two options: Print Only This will print a report of the shift transactions up to that moment. This will not change the shift. Change Shift - This will prompt the clerk for the new shift number and give the option to print the shift reports. The terminal allows for 4 shift changes per day. 3

Daily Totals 1. Press 3 to access the Daily Reports and Day Close options. 2. Within Daily Totals, there are 2 options: 1) Read Only and 2) Day Close. Choosing Option 1) will print an up-to-the-moment day report by shift. This option DOES NOT close the day. Choosing Option 2) will close the day, and print the daily report by shift. If the Day Close function is not performed, the terminal, by default, will store the last three day s transaction totals. After the third day, the oldest day s stored totals will be erased in order to show the current day report. Common Questions Q: How do I change the price of a product stored in my terminal? A: Just follow these steps on your Ingenico Terminal: 1. Select Admin 2. Enter Password (default is 3533801 or Store Number) 3. Select Product 4. Select Setup Local 5. Select Edit Price a. You will be prompted to enter a Product Code. See Product Code list in this manual. Enter 3 digits (example: 002). b. The Product Price Screen will display the current price set in the terminal. You then have the option to select EDIT (F1) to change the price, or select NEXT (F3) to enter a different product code instead. If you select EDIT (F1), you will be prompted to enter the new price per gallon. If you select NEXT (F3), you will be prompted to enter a different product code. c. Once the product price(s) have been modified, press CANCEL to return to the main menu. Q: How do I print out the product prices stored in my terminal? A: Just follow these steps on your Ingenico terminal. 1. Select F3 for Menu 2. Select 7, Reports 3. Select Products CD Q: How do I set my date and time? A: Just follow these steps on your Ingenico Terminal: 1. Select Admin 2. Enter Password (default is 3533801 or Store Number) 3. Select Date/Time a. Now type in the date in MM/DD/YY format and press the GREEN Enter Key. b. Now enter the time in Military Format and press the GREEN Enter Key. (i.e. if it is 1:00 pm, you will key in 13:00) 4

III(b). VeriFone 3740/3750/VX510/VX570 Fuel and Maintenance Transactions In Main Menu and Reports Menu, see Figures 1 and 2 for reference. Main Menu Notes: For all transactions other than Voice Authorizations, clerks must swipe the card. See Figure 1 for all main menu options. *Applicable if external Pin Pad is not available. If external Pin Pad is present, follow applicable prompts. Figure 1 Main Menu FLEET ONE PURCHASE PRE - AUTH AUTH COMP VOICE AUTH PLUSCHEK VOID REPORTS REPRINT ADMIN Figure 2 Purchase 1. Press F 2 for a regular purchase/sale transaction. Slide or swipe card through the terminal. 2. On Fleet Purchase screen, using the F keys, select appropriate product (Ex. Reg, Prem, Mid-Grade, F 1 F 4 keys D Diesel, etc.). 3. After selection, enter Qty then press the green Enter key on the bottom right (D). 4. Enter $ amount of sale. Enter next product if any. 5. *Then follow the remaining prompts. If no other products, press green arrow key. The terminal will then prompt you to hand the terminal to the driver for Driver ID and press the Enter key (D). 6. *Customer will then enter odometer and Enter key (D). Terminal will prompt customer to return terminal to clerk for completion of transaction. 7. Once the Fleet One host approves the transaction, the terminal will automatically print 2 receipts (1 for the customer and 1 for the merchant). Pre-Auth 1. Press F 3 from main menu, swipe customer card through the terminal. 2. Terminal will then prompt you to hand the terminal to the driver for Driver ID and press the green arrow key. 3. Customer will then enter odometer and press the green arrow key. 4. Terminal will then instruct customer to hand pad or terminal to clerk while attempting to authorize the transaction. (NOTE: See Authorization Completion to authorize a Pre-Auth ). A B C Authorization Completion To authorize the Pre-Auth, press F from main menu, swipe card and follow prompts. 4 5

Reports Menu Note: The Reports Menu is where the shif t change and day close functions are performed. Menu Option Reports Instructions From main menu, arrow down ( A ) to scroll through other options on main menu and then Press F 4 for Reports. Press F Products 2 for a print out of all produc ts stored in Omni 3740/3750. Shift Totals Press F 3 to select Shift Totals menu options. Print Only Change Shift Daily Totals Press F 2 to print totals for that shift up to that point in time. Press F 3 for Change Shift. Terminal will prompt to Print Shift Report. Select ( A ) for Yes or ( C ) for No. Enter new shift #: 1, 2, or 3. Press the green Enter key on the bottom right ( D ). Press F 4 for options of Read Only or Day Close. Additional Features Reprint 1. Press top far left key (A) twice. 2. Press F 1 to reprint. 3. Press F to Reprint Last Transaction. 2 Date and Time 1. Press top far left key (A) twice. 2. Press F 2 ( Admin ) and enter site number or default password 3533801 then the green Enter key (D). 3. Press F 2 for Date/Time. 4. Press key in top row, second key from left (B) to edit date and time. Enter date and time (Use MMDDYYYY format) and press green Enter key (D). 5. Press the top row, last button on right (C) for Next. 6. Press Edit (C) and enter the time (Use HHMM format) and then press green Enter key (D). Set Fuel Prices 1. Arrow down (A) twice, F 2for Admin. 2. Enter password, press green Enter key (D). 3. Press F 4 for Product. 4. Press F 2 for Setup Local. 5. Press F 4 for Edit Price. 6. Enter product code and press green Enter key (D). 7. Press top far left key to Edit (A). 8. Enter new fuel price, and then follow prompts to complete all fuel product code updates. Note: This step must be completed each time you change fuel prices. For Customer Care, please call 800.359.7587. 6

III(c). Tranz 380 Authorization Procedures Main Menu Note: For all transactions other than Voice Authorizations, clerks must swipe the card. Update Prices Used to update the price/gallon for fuel products. 1. Press Enter. 2. Press 4 and follow the prompts. Purchase 1. From PIN Pad Ready prompt customer swipes card and follows prompts to enter PIN & odometer. 2. Clerk enters product code, quantity and product amount. 3. Enter next product to be purchased or if no other products are purchased, hit Enter & follow prompts. 4. Once Fleet One host approves, a receipt will print. Shift Summary Used to print a summary of Fleet One Local transactions for a specific shift. 1. Press 5. 2. Press 1 and follow the prompts. Daily Summary Used to print a daily summary of Fleet One Local transactions. 1. Press 5. 2. Press 2. Change Shift/Set Number Used to print the Fleet One Local product code list or verify pricing. 1. Press 5. 2. Press 3 and follow the prompts. Void Used to void a transaction processed that day. 1. Press 4. 2. Press 2 and follow the prompts. Reprint Receipt Used to reprint the last receipt. 1. Press Enter. 2. Press 2 and follow the prompts. 7

III(d). POS/Pay at the Pump Where pay at the pump is available, follow these instructions: 1. Insert Fleet One card into card reader. 2. Possible prompts and entries needed: Possible Prompts One of the following: PIN Vehicle ID Driver ID or # Odometer One of the following: PO Reference # Enter the Following 4- digit driver ID and then press Enter Current odometer reading and then press Enter The appropriate number and then press Enter 3. Fuel vehicle. 4. Turn off pump and replace nozzle when finished. III(e). Voice Authorization, Calling Fleet One Customer Care Contact an operator (customer care) at 1.800.359.7587 for a Voice Authorization. A. The driver and his card must be present and nearby in case additional information is needed. B. Have purchase and driver information ready. C. Write the authorization number on the invoice. D. You may use any invoice or those supplied/purchased from Fleet One. E. Please obtain an imprint of the card on the receipt. F. Ask driver to present a valid drivers license at point of sale. G. Have the driver sign the invoice(s). H. The driver should receive 2 copies of the invoice. I. The merchant should obtain the copy of the signed invoice. (Invoices should be retained as stipulated in the merchant services agreement.) J. Please do not mail invoices to Fleet One unless requested to do so by Fleet One. 8

III(f). Touch-tone Authorization Touch-Tone Authorization Instructions* TIPS Press 0 to speak to an operator. Press 9 to end the call. 1. Dial 1.800.497.7587 2. From the main menu, Press Number 1 for Card Authorization, then: (For the following, all entries need to be followed by the # key.) 1. Enter your 6 digit Merchant ID/Station Code. 2. Enter the driver s 19 digit card number. 3. Enter the driver s 4 digit driver ID number. NOTE: Drivers may wish to key in PIN Number themselves for security purposes 4. Enter the odometer reading. 5. Enter the product code. 6. Enter the product quantity using the star (*) key as a decimal. 7. Enter the product amount ($) using the star (*) key as a decimal. 8. Are there any other purchases? Press 9 for Yes and 6 for No. a. If Yes, repeat steps 5, 6 and 7. b. If No, enter the invoice total ($), using the star (*) key as a decimal. Your Authorization Number is (Please write this down for your records) IV. Error Messages and Troubleshooting IV(a). Message Descriptions Error Message (Code) Error Definition Account In Use (65) Account is currently in use. Retry Advance Limit (48) Exceeded Cash Advance Limit Amount Too High (15) Invoice total is greater than $9,999.99 Authorization OK (9) Response to TEST Transaction Call Error 50 (50) Please call Fleet One Immediately Call Fleet One (7) Call 1.800.359.7587 Call For Authorization (21) Call 1.800.359.7587 Can Not Void CK (44) The check # and amount can't be voided, call Fleet One Cash Limit Exceeded (4) Driver # Error (41) Driver needs to call dispatch and have money put on the card Driver needs to call dispatch and check security information Driver Call Company (1) Duplicate Amount (55) Duplicate Entry Error (40,42) Duplicate Invoice (53) Enter Error (10) Error In Card (13) Error Retry (16) Fuel Limit Exceeded (3) Fuel Price Error (19) Fuel Type Error (62) Gasoline Not Allowed (68) Driver needs to contact dispatch Possible duplicate transaction. Call Fleet One Possible duplicate transaction. Call Fleet One This invoice has been previously used for an authorization Retry Retry Retry Driver needs to call dispatch to have more money put on card Check fuel price and retry transaction Driver purchased fuel grade/type not allowed by his/her company Driver purchased fuel grade/type not allowed by his/her company 9

Have Driver Call Co (69) Call Dispatch Hub Required (45) Driver is required to enter Hub reading Invalid Merchant ID (78) Invalid Merchant ID Invalid Odometer (79) Hub reading is greater than 999,999 or less than 1 Invalid Range (51) Invalid Totals (71) Unit or Driver number not in range Card records show recent transaction for same amount Misc. Limit Exceeded (8) No Cash Allowed (43) Not On File (25) Oil Not Allowed (29) Old Check (54) Over Fuel Limit (2) Prod Not Allowed (63) Prod Price Error (67) Purch Order Req (57) Purchase Max (49) Totals Incorrect (5) Trans Code Error (6, 14) Trip Error (11) Unauthorized Stop (52) Unit Number Error (12) Driver needs to call dispatch and have more money put on card Driver is not allowed to get cash Call Fleet One Driver is not allowed to purchase oil Check number has expired Driver needs to call dispatch to have more money put on card Product not allowed by company Product price error Driver must enter a Purchase Order number Driver needs to call dispatch to have more money put on card Wrong or incorrect price or total, retry Used wrong product code Driver s Company requires trip number to match Driver is on Limited Network. Contact dispatch to be released Driver to call dispatch, check security information IV(b). Error Messages For Tranz 380 Equipment 10

IV(c). Balance Inquiry This feature will allow you and the driver to check on available category balances on a particular card. Instructions: 1. Call 1.800.497.7587 2. Press 6 for the Fleet One Touch-tone System 3. Press 2 to check a card balance 4. Enter the 19 digit card number 5. Enter the PIN # (Driver ID) ** 6. Remaining balances will automatically be announced for: Repair and Maintenance Fuel Additives Miscellaneous **PIN #: Drivers may prefer to key in PIN There is no charge for use of this feature. number themselves for security purposes. V. Marketing Materials Fleet One makes available to its merchants certain marketing and transaction processing supplies. Such as: Take One Brochures Pump Decals Door and Window Stickers Equipment Decal Voice Authorization Pad Product and Error Code Cards Pole Signs Metal and Coroplast Availability is subject to change without notice. Refer to your merchant agreement or contact Fleet One for the specifics regarding your locations(s). 11

VI. Phone Numbers Fleet One Merchant Support 1.800.359.7587, Option 2 Fleet One Touch-Tone 1.800.497.7587 Fleet One Voice Authorization 1.800.359.7587, Option 2, then Option 1 Trendar 1.800.755.5540 Store Help Desk Desk: (Insert your corporate help desk phone number) 12

613 Bakertown Road Antich, Tennessee 37013 www.fleetone.com 1.800.359.7587 LTRANSM1113