A Guide for Processing Transactions with Envision's Credit Card Module
I Table of Contents Part I Credit Card Processing Setup 1 Part II Credit Card Processing 2 1 Entering Tips... 3 2 Processing the Credit Card... 4 Part III Credit Card Preauthorization 7 Part IV Recalling a Ticket 8 Part V Voiding (Refunding) a Ticket 10 Part VI Removing (deleting) a Ticket 12 Part VII How to View the Batch Report 13 Part VIII Helpful Credit Card Processing Tips 14
Credit Card Processing Setup 1 Credit Card Processing Setup 1. In Envision, click on Company on the Menu Bar and select Setup Program Preferences from the drop down menu. You will see the following screen: 2. Select "Credit Card Software Terminal (Credit & Debit Transactions)" as the Credit Card Processor Selection. 3. Enter your Merchant Account information under the "Credit Card Terminal Software Setup" tab in the middle of this screen. 4. Click the Save button in the upper right hand corner to save this information. 5. Open the Sales Register screen in Envision and create a test sales transaction. You will need to change the price of the item selected to a dollar or a very small amount of money. Testing Credit Card and Debit/Check Card Transactions: You will need to test this with a real credit or debit card. This is why it is important to change the price of the item selected in the sales transaction.
2 Credit Card Processing 1. Create a sales transaction in the Point of Sale and click the Sale / Cash Out button. 2. When the Payment Panel appears, click the "Print Ticket" button to print a receipt so that the client may fill in tip information. 3. After the client enters the desired tip amount, click on the "Tips" button to enter the tip.
Credit Card Processing Entering Tips The following screen will appear when you click on the "Enter Tips" button from the Payment Screen. This screen is where you will select an employee and enter the amount of the tip. You can have the tip split between multiple employees at the client's direction. 4. Click the "Add Blank Line" button at the bottom of this screen and the Employee Search window will open. You can also click in the field labeled "Click here to add a new row". This will provide a drop down arrow so that you may select the employee from the drop down list. Select an employee to receive the tip. Adding Employees: If you need to select more than one employee, click the "Add All Employees" button to add all of the employees on the ticket, or click the "Add Blank Line" button again to select an additional employee. 5. Enter the amount of the tip in the "Tip Amount" field to the right of the employee's name. Entering Tips for Multiple Employees: If there are multiple employees, you may enter a specific amount for each employee in the "Tip Amt" field to the right of their Employee Id, or you may enter a "Total Tip Amount" in the field on the right. Use the "Total Tip Amount" field or "Total % Amount" field if you would like to have the program assign a tip amount to each selected employee. The "Total Tip Amount" is the total amount that the client gives to you for more than one employee. You may also enter a "Tip % Amount". Click either "Split By Pct of Service Done" or "Split Evenly". "Split By Pct of Service Done" will split the "Total Tip Amount" or the "Total % Amount" according to the percent of service that was done by each employee. The employee that performed a more expensive, time consuming or difficult service (depending on the price of the service) will receive the larger tip. "Split Evenly" will split the "Total Tip Amount" or "Tip % Amount" evenly for each employee. 6. Click the "OK" button when finished. The Total Tip amount will automatically be added to the Payment 1 Type that is highlighted. 3
4 Processing the Credit Card 7. Select the type of credit card the client will be using or select the "Debit" payment type if the client would like to use their debit/check card with a pin number. 8. After entering the tip and selecting the type of payment, click the credit card processing button to process the card. 9. Swipe the card. When the transaction has finished processing, a "Credit Card Approved" or "Credit Card Declined" message will pop up.
Credit Card Processing Pin-based Debit/Check Card Transactions: After swiping the debit card, the following window will open. Wait for the client to enter their pin on the Pin Pad. If they change their mind, you can click the "Cancel" button to cancel the debit transaction and start the transaction over as a credit card transaction. Debit/Check Card Cash Back: If the client would like to use a Debit/Check Card, you can also give cash back to the client for Debit/Check Card transactions. Enter the amount of cash in the "Debit Cash Back" field. After entering this amount, swipe the card with your Magstripe Reader. You must swipe a Debit/Check Card. Manual Card Entry cannot be used for Pin-Based Debit/Check Card transactions. Pin-Based Debit/Check Card Transactions vs. Signature-Based Debit/Check Card Transactions: A Pin-based Debit/Check Card transaction can only be completed if you have an External Pin Pad. You can still process a Debit/Check Card in Envision WITHOUT a Pin pad. To complete a Signature-based Debit/ Check Card transaction, select the type of Credit Card that the Debit/Check Card is (IE. Visa, Mastercard, etc.) and process the card normally. The card will still be processed with a lower discount percentage processing rate. 10. A message will appear stating whether the transaction has been declined or approved and the Authorization Number will be automatically entered in the "Authorize No." field. Processing a Second Time: You DO NOT need to click the credit card button to process the transaction again unless you receive the "Credit Card Declined" message. If the card is swiped and processed a second time, the client will be charged a second time if the transaction has already been approved. 11. Click the "Cash Out" button to complete the sale. 5
6 12. A prompt will appear for printing a receipt. Click "Yes" if you would like two receipts printed with the Signature line. Merchant/Customer Copy Receipts: For a Merchant and Customer copy of the receipt, the correct Receipt Print Style must be selected in the Station Configuration. To open the Station Configuration, click on "Company" on the top menu and select "Station Configuration". Open the station that is using the receipt printer by double left clicking on top of it in the list. The Receipt Print Style is located on the "Printer" tab in the lower left hand corner. Select "Single Ply Paper - Merchant/Customer Copies".
Credit Card Processing Credit Card Preauthorization An option that some businesses prefer is to enter the tips after the transaction. The Envision program allows for this with the pre-authorization option in the program preferences. Once this option is selected, a pop-up window will occur at the Sales Register upon a credit card swipe. Tips may be entered right then by entering the employee ID and tip amount, selecting "Process Tip Now" to immediately process the tip. Another option is to select "Process Tip Later", allowing entry after the client has left. 7
8 When this option is selected, you will need to input the tip amount and process the card. To access the screen to do this, click on "Accounting" in the toolbar and select "Credit Card Preauthorization" from the drop down. When all tips have been input, select the "Process" button to process the cards. Recalling a Ticket Choose this option if you need to make changes to a transaction that has already been cashed out (completed). You may change any of the employees that are associated with any of the items in the ticket, change the price of the items or discount, and edit tips that have been entered as well as the payment types. The changes that you make to the ticket will not affect the current drawer (Z-Out Drawer), only the drawer that the ticket is in. You must click the "Sale/Cash Out" button and then the "Cash Out" button on the Payment Panel to save your changes. This option does require the Manager Override Password. Adding Items to a Ticket: If you need to add items to this ticket and the client is paying with a credit/debit card for the additional item, DO NOT RECALL the ticket! You will need to create a brand new ticket (transaction) for this. For example: If a client is purchasing a bottle of shampoo and this item was not included in the original transaction, you should NOT recall the ticket and add the item to the original transaction. If they are paying for everything with a credit card and you process the card again on the recalled ticket, the client will be charged twice! Just create a new separate transaction for the shampoo. You will need to swipe/process the card a second time, however you will only be charging the client for the shampoo. 1. In the Point of Sale, click the Actions button and select the Recall Ticket option. 2. A prompt will appear for the Manager Override Password.
Recalling a Ticket 3. Enter the password and click the OK button. A ticket (transaction) window will appear. 4. Select the ticket (transaction) from the list and click the OK button. 5. The ticket will be opened in the Point of Sale so that you can make changes to it. Make any changes necessary and click the "Sale/Cash Out" button. 6. When the Payment Panel appears, click the "Cash Out" button to save your changes. 9
10 Processing a Second Time and Changing The Payment Type: You DO NOT need to click the credit card button to process the transaction again. If the card is swiped and processed a second time, the client will be charged a second time. DO NOT change the payment types unless the Payment Type is incorrect and you need to change it! If the Payment Type has been changed, the transaction will show up in reports under a different Payment Type than the type that was originally selected. Voiding (Refunding) a Ticket Voiding a ticket will make the total amount due a negative amount. History of this ticket will remain in the program. This is an option that you may choose if you would like to void (refund) the transaction and credit the total transaction amount back to a client's credit card account. You must enter the Manager Override Password for this selection as well. 1. In the Point of Sale, click the Actions button and select the Void Ticket option. 2. A prompt will appear for the Manager Override Password. 3. Enter the password and click the OK button. A ticket (transaction) window will appear.
Voiding (Refunding) a Ticket 4. Select the ticket (transaction) from the list and click the OK button. 5. The following prompt will appear: 6. After clicking OK, the transaction will appear in the Point of Sale with negative amounts for all of the items in the transaction. 7. Click the Sale / Cash Out button. 8. The Payment Panel will appear with a negative payment amount. Click the Credit Card Processing button (hand holding card). 11
12 8. Swipe the Credit Card. 9. A message will appear stating whether the transaction has been declined or approved. 10.Click the "Cash Out" button. Removing (deleting) a Ticket Removing a ticket will delete the transaction from the history. There will be no trace of the selected transaction. WARNING: Be very careful with this feature. If a ticket has been removed, you will not be able to retrieve the transaction. You will also be required to enter the Manager Override Password. 1. In the Point of Sale, click the Actions button and select the Remove Ticket option. 2. A prompt will appear for the Manager Override Password.
Removing (deleting) a Ticket 3. Enter the password and click the OK button. A ticket (transaction) window will appear. 4. Select the ticket (transaction) from the list and click the OK button. 5. Click "OK" when the following prompt appears. The ticket (transaction) will be deleted immediately. How to View the Batch Report 1. Click on "Accounting" on the Menu Bar. 2. Select "Print Credit Card Batch Report" from the drop down menu. 13
14 3. The following option screen will appear: 4. Select your date range and options and click the "Preview" or "Print" button. Helpful Credit Card Processing Tips 1. Processing "Tips"
Helpful Credit Card Processing Tips 15 Use the "Print Ticket" button in the Point of Sale of Envision to print out a pre-receipt for the transaction. Provide this receipt to the customer to fill in tip amount, total and signature. Ensure the tip has been entered before swiping the card. Swiping the card is the last step. If the tip amount is entered after the card is processed, it will appear in Envision as if the tip was paid, but on the batch report the tip amount will not be included in the transaction total and will not be included in your batch deposit. 2. Voiding/Refunding a Ticket Once a transaction has been processed and an authorization/approval code has been provided, you can not simply void the transaction. The card must be swiped or manually entered (hand keyed) again to process a void/refund of the transaction. The customer will see both a positive transaction and a refund on their credit card statement. When looking at their Credit Card Statement online, authorizations post immediately and refunds usually take 3-5 business days to post. When processing a refund, the Envision software will provide an "Approved" message but there will be no approval code. 3. Question if a transaction went through? (Reporting) If a transaction is swiped/processed but you are not sure if it went through or not, rather than simply swiping the card a second time, go to the Accounting menu in Envision, select "Print Credit Card Batch Report" and enter the current date. You may view all transactions in real time to see if the transaction has been approved. This will avoid transactions being processed twice. 4. Customers Would Like to Purchase Additional Products In a scenario where a person pays for a service and the transaction has already been completed (approval code received), then decides to purchase some additional products, there are a few options available. To avoid any issues, the easiest option is to simply create an entirely new ticket and process as normal. 5. Credit Card Processing Information and Documents It is very important to ensure that anyone that is processing credit card transactions in Envision has access to the Guide. This guide provides step by step instructions with screen shots of how to process transactions correctly. Also, please share these helpful hints with anyone processing credit card transactions.