ACTIVANT B2B SELLER B2B SELLER NEW FEATURES GUIDE VERSION 5.8
This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2010, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc. 7683 Southfront Road Livermore, CA 94551 Version 5.8 Publication Date: 7/22/2010-2 -
Revision History Revision History Date Description of Update Page 7/21/2010 General Release - 3 -
Table of Contents The features in this manual are backend specific. Some features will display on B2B web sites for all backend applications, while others are only available for Prophet 21 customers. Please review the feature header to determine if applicable backend versioning applies. Revision History 3 Element Credit Card Integration for B2B Seller 5 Administrative Options 5 Paying An Accounts Receivable Balance 9-4 -
Element Credit Card Integration for B2B Seller Audience: Administrators B2B Seller Minimum Level: B2B/B2C Enterprise Systems: Prophet 21 only with Element Credit Card Integration (version 12.3 or higher) Enabled by Default: No The option to use Element as a credit card processing option has been added to B2B Seller, when you have added Element Integration to Prophet 21. Just as with ProtoBase integration, shoppers have the ability to use the credit card to either pay balances through My Accounts Payable or to pay for orders in the shopping cart. Changes from a shoppers point of view with Element Integration are minimal. If a shopper already has a card on file with you, he may not even notice a difference in the way credit card charges are processed. If a shopper enters a new card, the only difference will be that the card number information is entered on a slightly different interface-- one that is part of your Element integration. Administrative Options When you set Prophet 21 to use Element credit card processing in System Settings, your B2B Seller Web site recognizes this as your credit card processor if you have set up a credit card payment profile to include all locations and either Web Only or All Orders as shown below. When Setting Up the Transaction Processor in Prophet 21 When setting up your Credit Card Transaction Profile in Prophet 21, be sure you have set at least one profile for All Locations in the Sales Locations ID field and either Web Only or All Orders for the Source Type for each of your companies on the Order Entry and/or Cash Receipts tabs (depending on which you accept credit card payments for in B2B Seller) in Transaction Processor Maintenance. - 5 -
If you do not have at least one profile set up in this manner, B2B Seller will not accept credit cards for payment. If you have more than one credit card processor profile set up, the system will first try to use the one with a payment type of All CC Payment Types. If this is not found, the system will choose the one with a payment type of Default. If this is not found (because you do not have one set up as shown above), the system will choose the most recent one that you set up. B2B Seller uses this choice to initiate the interaction with Element. When you are ready to authorize the card for payment, because you have the payment token from Element that includes the payment type, B2B Seller looks for the processor based on the following hierarchy: 1. Profiles for Web Only and payment types specified by Element 2. Profiles for Web Only and payment types of All CC Payment Types 3. Profiles for All Orders and payment typed specified by Element 4. Profiles for All Orders and payment types of All CC Payment Types If the processor isn't found, the Web site will display an error that they credit card processor isn't set up for this card type. The Web site administrator is notified by email of this error. Note: For more information on Transaction Processor Maintenance and Payment Type IDs, consult the Prophet 21 Help files and the Element Integration Guide. When setting up Element Integration in Transaction Processor Maintenance in Prophet 21, credit cards are assigned a payment type ID that determines the General Ledger account that the payment is posted to. If you choose to accept multiple credit cards of the same card type (i.e, multiple flavors of Visa, MasterCard, etc.) on your Web site, it is a good practice to avoid multiple payment type IDs for the same card type (i.e., VISA) especially if you assign each payment type to a different General Ledger account. If you have cards of the same type with more than one payment ID assigned, shoppers are asked to choose the credit card type when entering a new credit card. Also note that the text of the description of the Payment Type ID is used by B2B Seller in a specific way. It is important to include the name of the credit card (i.e., VISA, MasterCard, Discover, Diners Club, American Express) in the text of the description. - 6 -
Feature Enablement In B2B Seller, the following options on the Feature Enablement page allow administrators to control whether authorizations are necessary for credit card transactions by shoppers, either when entering order or paying receivables balances (or both). Navigation Path: Admin > Feature Enablement Field: Element Credit Card Authorization for Orders Element Credit Card Authorization for Accounts Receivable Payments Description: Determines if you require an authorization when a credit card is used to pay for an order (on the shopping card page). On - You require authorization at the time of the order. Off - An authorization is not required. Determines if you require an authorization when a credit card is used to pay on account when they are in My Accounts > Open Payables (your accounts receivables). On - You require authorization at the time of the payment. Off - An authorization is not required. Credit Card List Page Although there are no changes to the Credit Card page (accessed from Admin > System Settings > Credit Card) you will want to take note of how this page is used to filter the credit cards you use on the Web site, to determine if you need to make any changes as a result of the integration with Element. The Credit Card List page allows you to configure the credit cards and credit card types for use on your B2B Seller Web site. For example, you may want to accept MasterCard and Visa as a credit - 7 -
card type, but exclude American Express. When you click the Credit Card link, a list of your active (and possibly inactive) credit cards displays. You can see the name of the credit card and whether it is currently active, that is, if you customer can use it to shop on your Web site. The View/Edit button allows you to configure whether the card is Active or not, i.e., used on the Web site. During the process of integrating Element with your B2B Seller Web site, review this list to determine if it accurately reflects the cards you want to accept on your Web site, and edit those that you do not so they are not active. - 8 -
Paying An Accounts Receivable Balance The process of paying an accounts receivable balance with a credit card begins when shoppers log in to My Accounts > Open Payables, enter the amount they want to pay and apply the amount to the applicable invoices. When they click the Make Payment link, a page displays where they can choose a credit card that they have previously set up or a new card. - 9 -
If shoppers choose a card you have previously set up (i.e., for which you have set up account information entered during or after Element Integration in Prophet 21 in Customer or Contact Maintenance), name and address information is automatically entered. For a new card, they enter the name and address information. Either way, they click Submit. If this is a new card an Element window displays that allows them to enter the credit card number and expiration date. - 10 -
Note: With Element integration, this information is not stored in Prophet 21 or on your Web server. An Element-provided token representing the credit card detail is stored. This token allows the system to access the information when it is needed for display. For example, if an order is suspended temporarily in the shopping cart, the Web site will use the token for a limited period of time so the shopper does not have to re-enter their credit card information. This actual credit card information is not stored. When shoppers click the Process Transaction button, that information is captured by Element. Depending on your configuration in Feature Enablement (described above), an authorization may be made to the transaction processor authorize the amount on the transaction. Note: The billing information that the shopper enters here is transmitted to Element. It must match the credit card file information. The shopper is automatically returned back to your Web site and a confirmation page displays: Paying for an Order by Credit Card During Checkout The process of paying for an order during checkout in the shopping cart is very similar to the process just described. When checking out, the lower portion of the screen contains payment information. - 11 -
The shopper enters the payment type and card type, enters name and address information, and accepts the Terms and Conditions. When the shopper submits the order, the Element transaction processing screen displays if credit card information is necessary. When the shopper enters the information and clicks the Process Transaction button. Again, depending on your configuration in Feature Enablement (described above), an authorization may be made to the transaction processor authorize the amount on the transaction. Note: The billing information that the shopper enters here is transmitted to Element. It must match the credit card file information. The Web site displays the Order Summary and Order Confirmation pages as usual with checkout. - 12 -