Electronic Payment Processing Software Setup Guide and User's Manual Copyright October 2005, VeriFone Inc.
Notice Copyright October 2005, VeriFone Inc. All rights reserved. active-Charge, active-Charge SDK, PCCharge Payment Server, PCCharge Pro, PCCharge DevKit, Virtual-Charge, IPCharge are trademarks and PC-Charge is a registered trademark of VeriFone Inc. Microsoft is a registered trademark and Windows is a trademark of Microsoft Corporation. Other brands and their products are trademarks or registered trademarks of their respective holders and should be noted as such. © VeriFone Inc.
Software License IMPORTANT CAREFULLY REVIEW THIS AGREEMENT BEFORE CONTINUING THE INSTALLATION OR USE OF THE VERIFONE, INC. ("VERIFONE") SOFTWARE ("SOFTWARE"). THIS END-USER LICENSE AGREEMENT ("AGREEMENT") IS A LEGAL AGREEMENT BETWEEN YOU (EITHER AN INDIVIDUAL OR A SINGLE ENTITY) ("YOU") AND VERIFONE. IF YOU DO NOT AGREE TO THE TERMS OF THIS AGREEMENT, TERMINATE THIS INSTALLATION AND PROMPTLY RETURN ALL SOFTWARE AND DOCUMENTATION, IF APPLICABLE, TO THE PLACE YOU OBTAINED THE SOFTWARE FOR A FULL REFUND.
5. LIMITED WARRANTY/REFUND/SUPPORT. VERIFONE warrants that the magnetic media on which the Software is contained shall be free from defects in materials and workmanship under normal use for a period of (60) days after the purchase date. If you discover physical defects in the media on which the Software is distributed, VERIFONE will replace the media within that warranty period.
10. THIRD PARTY BENEFICIARIES. You are hereby notified that persons and entities that have licensed software to VERIFONE for inclusion in the Software are third party beneficiaries to this Agreement as it applies to their respective software product(s) included in the Software. 11. MISCELLANEOUS.
Table of Contents Notice ...................................................................................2 Software License ................................................................3 Introduction .......................................................................10 Important Security Notice ................................................11 System Requirements ......................................................14 SSL Requirements .............................................................
Gift Card Company Extended Data Fields .................................................................. 64 Company Information Setup ....................................................................................... 65 Address Verification Setup.......................................................................................... 66 Card Verification Setup ............................................................................................... 69 End of Merchant Setup Wizard ..............
All about Gift Card Transactions ............................................................................... 157 Processing Gift Card Transactions -- A Typical Day................................................. 158 Offline Processing and Import Files..............................159 Offline Processing ............................................................................................................. 160 How to Process Offline Transactions ....................................................
Check Detail ...................................................................................................................... 212 EBT Summary ................................................................................................................... 213 Batch Pre-Settle ................................................................................................................ 214 Batch Post-Settle ............................................................................................
Introduction Congratulations on the purchase of PCCharge Payment Server--the most advanced solution in the industry for processing credit cards on your PC. This software provides you with a fast, reliable way to process a variety of transaction types in an easy to use Windows environment. This manual prepares you with the detailed information that you will need to configure your new software and use it to its fullest extent.
Important Security Notice Simple Explanation: In June 2001, Visa mandated its Cardholder Information Security Program (CISP). This program is a standard for securing cardholder data, wherever it is located. Visa states that CISP compliance is required of all entities that store, process, or transmit Visa cardholder data. This includes merchants who use PCCharge to process transactions. The information given in this section explains how CISP may affect your business.
Data Protection Guidelines Although the following information will help you to comply with the Cardholder Information Security Program (CISP), it is important to Visa’s website (http://www.visa.com/cisp) and review the most up-to-date information available. PCCharge, when implemented according to CISP guidelines (and when implemented into a secure environment), will not keep a merchant from being CISP compliant. 1.
Why Comply with CISP? The following information was taken directly from Visa’s website (http://www.visa.com/cisp): The CISP requirements help Visa members, merchants, and service providers protect their information assets and meet the obligations to the Visa payment structure. Other benefits include: • Consumer confidence: Reports of hacker attacks, stolen credit card numbers, and identity theft have left consumers demanding absolute assurance that their account data and other personal information is safe.
System Requirements YOU MUST HAVE THE FOLLOWING: • • • • • • • • • • PC with Windows 98, XP, NT, 2000, or 2003 64 MB minimum of RAM, 256 MB preferred 30 MB of available hard-disk space, 100 MB preferred An Internet connection OR a Hayes compatible modem (capable of 1200 baud or less) and an analog phone line CD-ROM drive 400 MHz or higher processor Latest Microsoft service pack updates installed Merchant Account with a PCCharge-certified processor SSL updates if required (see SSL Requirements below) Latest
/ Technical Details: Some payment processing companies are beginning to process transactions via SSL2 (a highly secure Internet protocol). In order to be able to process via SSL2, users of Windows 98 and Windows NT must install certain upgrades. The following instructions help explain how to obtain and install these system upgrades/enhancements. It is necessary that you install DCOM and DSCLIENT prior to running the SChannel Registry Updater. After completing these instructions, restart your system.
3. Double-click the file named SChannelRegEdit.exe. 4. The utility will update your system as necessary. The Windows 98 SSL Upgrade Instructions are complete. You may now continue on to the section Upgrade Preparation (see page 18). Windows NT SSL Upgrade Instructions INSTALLING DCOM 1. It is necessary that someone with System Administrator access to your operating system make the following changes. 2. Shut down all active programs (PCCharge, word processors, media players, etc.). 3.
SCHANNEL REGISTRY UPDATER 1. It is necessary that someone with System Administrator access to your operating system make the following changes. 2. Shut down all active programs (PCCharge, word processors, media players, etc.). 3. Open your Windows Explorer (click Start, then Programs, then Accessories, then Windows Explorer). Look on your PCCharge CD in the directory: SSL Files\. 4. Double-click the file named SChannelRegEdit.exe. 5. The utility will update your system as necessary.
Upgrade Preparation ( Note: The following section pertains only to those users who are upgrading their existing copy of PCCharge. If you are installing PCCharge for the first time, you can skip ahead to the section Installation (see page 21). The following instructions must be followed PRIOR to upgrading your existing version of PCCharge Payment Server. We recommend that you work with whoever generally uses or originally installed PCCharge. Make a check next to each step after its completion.
__ 6. Click Utilities on the PCCharge menu bar. Click Repair. Depending on the size of your database, it may take a few minutes for PCCharge to complete this procedure. Click OK when you see the message "Process Complete". __ 7. Click Utilities on the PCCharge menu bar. Click Compact. Depending on the size of your database, it may take a few minutes for PCCharge to complete this procedure. Click OK when you see the message "Process Complete". __ 8. Click Utilities on the PCCharge menu bar.
Upgrading PCCharge ( Note: The following section pertains only to those users who are upgrading their existing copy of PCCharge. If you are installing PCCharge for the first time, you can skip ahead to the section Installation (see page 21). The following instructions may be followed AFTER completing the steps in the previous section, Upgrade Preparation. We recommend that you work with whoever generally uses or originally installed PCCharge. Make a check next to each step after its completion.
Installation Insert the PCCharge Payment Server CD into CD-ROM drive of your computer. The installation process should begin automatically. If the installation process does not start manually, your copy of Windows may be set up to not allow auto-run of CD-ROMs. If so, you'll need to manually begin the installation process. You can do so by clicking your Windows Start button, then Run.... Click the Browse button. Click the drop-down list to the right of the Look In: field. Select your CDROM drive.
Welcome! Click Next > to proceed to the next step in the installation process.
License Agreement Select I accept the terms of the license agreement and click Next > to proceed to the next step in the installation process.
Setup Type Simple Explanation: Most users should simply select Complete and click Next > to proceed to the next step in the installation process. You may then skip ahead to the section Ready To Install (see page Error! Bookmark not defined.). You may select either Complete setup or Custom setup. Select Complete setup if you want to install all PCCharge program files and features.
Choose Destination Location Simple Explanation: If you selected Complete as your setup type, you may skip this section. This window allows you to specify where on your local hard drive you'd like to install PCCharge Payment Server. If you're upgrading PCCharge, use the Browse… button to specify the location of your existing installation directory. Most users should click Next > to proceed to the next step in the installation process.
Select Features Simple Explanation: If you selected Complete as your setup type, you may skip this section. This window allows you to specify which PCCharge features you'd like to install. You can uncheck a feature if you do not want that feature to be installed. Most users should click Next > to proceed to the next step in the installation process.
Ready to Install! You are now ready to install PCCharge Payment Server. Click Next > to proceed to the next step in the installation process.
Installing PCCharge is now being installed to your system. This process should only take a few minutes.
Installation Completed! The installation process is complete. You may now remove the PCCharge Installation CD from your computer. Click Finish to proceed to The Setup Process.
The Setup Process During the first use of PCCharge, you are automatically taken through a setup process. If you need to make changes to the following settings at any time after the initial software setup, you can access all of the setup parameters from the Setup menu.
Starting PCCharge Payment Server 1. 2. 3. 4. 5. Click the Windows Start button (its default location is the bottom-left of your screen). Click Programs (or Program Files). Click VeriFone. Click PCCharge Payment Server.
Accessing the User Interface Simple Explanation: The PCCharge Payment Server user interface does not appear by default, except during the installation of PCCharge. After PCCharge has been completely set up and closed, the user interface will not appear when the program is executed. This is because most users will use the Payment Server in conjunction with some other software and will not need to access the PCCharge interface.
Do you have a Configuration Disk? When PCCharge Payment Server is initially started, you will be asked if you have a Configuration Disk. Did you get a companion disk (3½ inch floppy disk or CD) with the installation CD? It may be labeled Configuration Disk or License Disk. 1. If you did NOT receive a companion floppy disk with your copy of PCCharge, click the No button and proceed to the section Entering Your Serial Number (see page 34). 2.
Entering your Serial Number The serial number is a sixteen-digit number in the format: ####-####-######-## WARNING: PCCharge will not operate without a valid serial number. Locating your Serial Number • Look for the serial number on the back of the installation CD jewel case, on the documentation provided with PCCharge, or on the software's packaging. • If you can't find the serial number, contact the company that sold you PCCharge. Entering your Serial Number 1.
Preferences Simple Explanation: This Preferences window allows you to set up and configure your copy of PCCharge. Many users will want to use the default settings. However, we HIGHLY recommend that you review the descriptions of the different options and settings listed below. Click the OK button to exit the Preferences window. This will save any changes you have made. If you've left the Password for the ‘system' user ID blank, PCCharge will notify you of this.
( Note: The password is case sensitive. Letters entered in upper or lower case must be re-entered in that same case whenever accessing a password protected function. Last Valid Year -- (Default = 12) -- This allows you to set a maximum year for acceptable expiration dates. You must make a business decision on what will be the latest expiration date you will accept for credit cards. By default, PCCharge will only accept credit cards within the expiration date range of the present year through 2012.
Credit Card Company 0000 0000 0000 0000 1234 GOOD THRU 09/09 John Q Smith ( Note: MSV protects you from fraud related to credit cards with forged magnetic strip information. If the information encrypted on the magnetic strip does not match the last four digits of the raised credit card number on the front of the card, PCCharge will not allow the transaction to be processed (if MSV is enabled).
Prompt for Visa Bill Payment -- (Default = Checked) -- If this option is checked and the active processor is either NPC or Vital (VISA), PCCharge will display a prompt during a transaction asking if it is a bill payment transaction. For more information on bill payment, consult the Notes for these processors in the PCCharge Appendices. Cards Accepted (VISA, MasterCard, AMEX, Discover, and Private Label Cards are checked by default.
Advanced Configuration Setup Simple Explanation: This Advanced Configuration Setup window allows you to fine-tune your copy of PCCharge. You may access this window by clicking the Advanced button on the Preferences window (described in the previous section). Most users will want to use the default settings. Click the OK button to exit the Advanced Configuration Setup window (this will save any changes you have made). Next, click the OK button in the Preferences window.
Multi-Trans Wait: -- (Default = Unchecked) -- If this option is unchecked, PCCharge will hang up after every transaction when authorizing a group of transactions. Checking this option allows PCCharge to attempt to keep the connection open when authorizing a group of transactions. PCCharge can only keep the connection open if the credit card processing company allows the connection to be kept open. Check with your payment processing company to determine if they support this feature.
Merchant Setup Wizard Simple Explanation: The Merchant Setup Wizard makes it easy to enter all of your credit card processing company information. Just follow the simple on-screen instructions and refer to this manual for further explanation of each section. All of the windows in the Wizard are accessible at any time after initial setup. Click OK and continue on to the next section, Credit Card Processing Company Setup.
Credit Card Processing Company Setup Simple Explanation: This window allows you to set up your merchant account in PCCharge. This is the information that identifies your payment processing account. You should have received these numbers from your bank or your merchant service provider. Different payment processing companies may refer to these numbers by different names, but PCCharge refers to them all as Credit Card Company Numbers. Setting Up Your Credit Card Processing Account 1.
Register New Merchant License 1. Before you enter your credit card company number into this window, refer to your PCCharge Appendices. As you go through the following steps, you'll need to review the section of Appendix A that gives detailed information on your credit card processing company. We HIGHLY recommend that you print out and store that section of the PCCharge Appendices.
Credit Card Processing Company Extended Data Fields ( 1. As you can see, there isn't a picture of your Credit Card Processing Company Extended Data Fields window shown on this page. This is because each credit card processing company has its own set of Extended Data Fields. Enter the extended information as required by your credit card processing company. This information and other important information about your credit card processing company are described in the PCCharge Appendices.
Split Dial/Settle Setup Simple Explanation: Split dial is the ability to dial directly to American Express for authorizations on AMEX cards. Split settle is the ability to connect directly to American Express to settle AMEX card transactions. Both split dial and split settle will typically get lower per-transaction rates on American Express transactions. If you need split dial/settle, consult the following instructions. Otherwise, skip ahead to the section Debit Card Company Setup (see page 53).
American Express Split Dial Setup ( Note: The American Express Split Dial setup window allows you to enter your business's American Express processing information. American Express will authorize your AMEX transactions directly. Your VISA/MasterCard processing company will still settle the transactions--unless you enable AMEX settle (as described in the next section, AMEX Settle Setup). If you do not need to set up split dial, skip ahead to the section Debit Card Company Setup (see page 53). 1.
• If you've selected Restaurant as your Business Type, enter the "authorization expansion factor" you have set up with the credit card processing company. Usually this is 120%. This would allow 20% of the transaction amount without the tip (the other 100%) to be authorized, even if the actual gratuity amount is not known. • If you've selected Restaurant as your Business Type, you have the ability to require that your employees enter a 2-digit identification code when entering the tip for a transaction.
8. 9. Enter the Account Information for your American Express account. • Service ID/PCID: -- (Default = Empty) (6 alpha-numeric characters) -- This information will be supplied to you by AMEX or your merchant service provider. AMEX may refer to this as Name or Process Control ID. The value of this field is the same as the value of the field User Name (PCID):, but is different from your dial-up AMEX FTP user name.
• System Port: -- (Default = 5000) -- This is the port through which AMEX transactions are sent. This value can be set to 5000 or 21. • Request Timeout: -- (Default = 20) -- Set this value to the number of seconds you want PCCharge to wait for TCP/IP settlement from the processing company before timing out. 12. Your AMEX account information has now been set up in PCCharge. You may now continue on to the following section, Amex Settle Setup.
AMEX Settle Setup ( Note: PCCharge's AMEX Settle feature will transfer (to American Express) all AMEX transactions for the active merchant account, whether they were processed using split dial OR through your VISA/MasterCard processing company. The section Settle in the Batch Function chapter of this manual will provide you with general batch settlement information (see page 183). Wait until you complete the Continuing Setup section before reviewing Settle.
Windows XP 1. Click Start Î All Programs Î Accessories Î Communications Î Network Connections. 2. Double-click the Make New Connection icon. Click Next. 3. Make sure Connect to the Internet is selected. Click Next. 4. Make sure Set up my connection manually is selected. Click Next. 5. Name the connection AMEX (using all uppercase letters). The connection MUST be named AMEX or PCCharge will not be able to locate it. Click Next. 6. Enter the FTP dial-up number you received from AMEX. Click Next.
7. You have now created a connection to AMEX that can be used by PCCharge. Return to the main PCCharge window. You may now perform a test transaction using the AMEX number as described in the section Performing Test Transactions (see page 81). After performing the test transaction, continue on to the section Debit Card Company Setup (see page 53). Windows 2000/NT 1. Click Start Î Programs Î Accessories Î Communications Î Network and Dialup Connections. 2. Double-click the Make New Connection icon.
Debit Card Company Setup Simple Explanation: This window allows you to set up your debit card processing account number in PCCharge. If you don't need this ability, click the Next button and skip ahead to the section Check Services Company Setup (see page 56). This is the information that identifies your payment processing account. You should have received these numbers from your bank or your merchant service provider.
3. Review the PCCharge Appendices' Debit Notes for your processing company. • If your account is DUKPT, enter the Working Key for your debit card processing account here. This number is the main number that identifies your account. You should have received this number from your bank or your merchant service provider. • If your account is Master Session, enter the Terminal ID for your debit card processing account. This number is the main number that identifies your account.
Debit Card Company Extended Data Fields Simple Explanation: ( Note: As you can see, there isn't a picture of your Debit Card Processing Company Extended Data Fields window shown on this page. This is because each debit card processing company has its own set of Extended Data Fields. 1. The following Debit Card Company Extended Data Fields information is for those users who are setting up the ability to process debit cards using PCCharge.
Check Services Company Setup Simple Explanation: This window allows you to set up your check processing account number in PCCharge. If you don't need this ability, click the Next button and skip ahead to the section EBT Processing Company Setup (see page 59). This is the information that identifies your payment processing account. You should have received these numbers from your bank or your merchant service provider.
4. The default phone numbers for your processing company will automatically appear in the Primary Phone and Secondary Phone fields. If you're connecting to your processing company via a dial-up (modem) connection, these are the phone numbers that PCCharge will use. If your merchant service provider has supplied with alternate "authorization" phone numbers, enter the new alternate phone numbers into the Primary Phone and Secondary Phone fields. 5.
Check Services Company Extended Data Fields The following Check Services Company Extended Data Fields information is for those users who are setting up the ability to process checks using PCCharge. If you don't need this ability, click the Next button and skip ahead to the section EBT Processing Company Setup (see page 59). ( Note: 1. Simple Explanation: As you can see, there isn't a picture of your Check Services Company Extended Data Fields window shown on this page.
EBT Processing Company Setup Simple Explanation: This EBT Card Setup window allows you to set up your EBT card processing account number in PCCharge. If you don't need this ability, click the Next button and skip ahead to the section Gift Card Processing Company Setup (see page 62). This is the information that identifies your payment processing account. You should have received these numbers from your bank or your merchant service provider.
3. Enter the Terminal ID for your EBT card processing account here. This number is the main number that identifies your account. You should have received this number from your bank or your merchant service provider. You may leave the Working Key blank. 4. The default phone numbers for your processing company will automatically appear in the Primary Phone and Secondary Phone fields.
EBT Company Extended Data Fields Simple Explanation: The following EBT Card Company Extended Data ( Note: 1. Fields information is for those users who are setting up the ability to process EBT cards using PCCharge. If you don't need this ability, click the Next button and skip ahead to the section Gift Card Processing Company Setup (see page 62). As you can see, there isn't a picture of your EBT Card Processing Company Extended Data Fields window shown on this page.
Gift Card Processing Company Setup Simple Explanation: This Gift Card Setup window allows you to set up your gift card processing account number in PCCharge. If you don't need this ability, click the Next button and skip ahead to the section Company Information Setup (see page 65). This is the information that identifies your payment processing account. You should have received these numbers from your bank or your merchant service provider.
4. Enter the Terminal ID for your gift card processing account here. This number is the main number that identifies your account. You should have received this number from your bank or your merchant service provider. 5. The default phone numbers for your processing company will automatically appear in the Primary Phone and Secondary Phone fields. If you're connecting to your processing company via a dial-up (modem) connection, these are the phone numbers that PCCharge will use.
Gift Card Company Extended Data Fields Simple Explanation: The following Gift Card Company Extended Data ( Note: As you can see, there isn't a picture of your Gift Card Processing Company Extended Data Fields window shown on this page. This is because each gift card processing company has its own set of Extended Data Fields. 1. Fields information is for those users who are setting up the ability to process gift cards using PCCharge.
Company Information Setup ( Note: The company information that you enter into this Company Setup window should match the information that your credit card processing company has on file for your merchant account. If you are unsure of this information, check with your merchant service provider (MSP). Your MSP is the group or individual who sold your merchant account to you. 1. Make sure that you enter exactly the same information into this window that your credit card processing company has on file.
Address Verification Setup Simple Explanation: The Address Verification Setup window allows you to set up AVS (address verification service) filtering for your credit card processing account. If you manually enter a credit card's information, AVS helps to reduce fraudulent transactions by comparing that information to what is on record for that credit card. Most users will want to use the default settings.
What is AVS? Address Verification Service (AVS) is a fraud prevention service for card-not-present environments or non-swiped transactions. During a transaction, AVS compares the address information that the cardholder gives you to what is on record for that credit card number. PCCharge receives the AVS response and displays it after the transaction is processed.
4. Because the AVS Response indicated an error, you can either re-attempt the transaction (which would "set aside" an additional $10), or you can refuse to accept the customer's card altogether. AVS Usage Scenario #2 1. In this example, all the options in the Address Verification Setup window HAVE been checked. 2. You manually enter (not using a card reader) a $10 credit card sale transaction into PCCharge, including the incorrect Zip Code and Street information. 3.
Card Verification Setup Simple Explanation: The Card Verification Setup window allows you to set up CVV2, CVC2, and CID filtering for your credit card processing account. Card verification is typically used in card-not-present situations (like Mail Order/Telephone Order and eCommerce) to help to verify that the customer actually has the card in hand (even though you do not). Most users will want to use the default settings.
What is CVV2/CVC2/CID? CVV2 (Visa's Card Validation Value), CVC2 (MasterCard's Card Verification Code), and CID (American Express' and Discover's Card Identification) are fraud prevention services for card-not-present environments or non-swiped transactions. During a transaction, the 3or 4-digit security code that you manually enter into PCCharge is compared to what is on record for that credit card. PCCharge receives the CVV2/CVC2/CID response and displays it after the transaction is processed.
3. PCCharge connects to your processing company and receives a Result of NOT CAPTURED and a CVV Response of CVV2 No Match. 4. WARNING: Even though the PCCharge Result is CVV2 No Match, the card's "limit-to-buy" has been reduced. This means that the customer's credit limit has been temporarily reduced by $10 (in this case), even though the transaction funds will not actually be transferred from the customer's account to your account.
End of Merchant Setup Wizard Your merchant account has now been set up. There are a few more steps necessary to make sure that PCCharge Payment Server will operate at its maximum potential.
Update Configuration Disk Simple Explanation: PCCharge's Update Configuration Disk feature allows you to create a backup disk (a 3½" floppy disk) that contains your merchant configuration information--essentially, everything you've set up to this point. • If your copy of PCCharge was shipped with a Configuration Disk or License Disk on a 3½" floppy disk, you already have this backup disk and only need to update it.
4. A status bar will display the progress of your configuration disk. PCCharge will notify you when your configuration disk has been created or updated. Click OK. 5. Remove your configuration disk. Label it PCCharge Configuration Disk and date it. Continue on to the next section, Simple Modem Setup. ( Note: If your software should ever be deleted due to a hard drive crash or some other hardware failure, you'll be able to restore from your configuration disk.
Simple Modem Setup Simple Explanation: PCCharge can communicate with payment processing companies via dial-up modem, TCP/IP Internet, TCP/IP lease line, etc. (depending on how that company is certified with PCCharge). If you'll be connecting to payment processing company via dial-up modem, complete the instructions given below.
Manual Modem Setup Simple Explanation: The following Manual Modem Setup information is for those users whose modem does not process or settle transactions when set up through the Simple Modem Setup window. If your modem has already been successfully set up, skip this section. ( Note: If you are running any other communication software (Fax program, Internet Browser, etc.), you will not be able to correctly configure your modem. Shut these programs down. Locating Your Modem 1.
• If the Initialization String is something more than just AT, perform a test transaction as described in the section Performing Test Transactions (see page 81). If the test transaction results in a communications error, return to this section and continue with step 7. • If the Initialization String is only AT, you will need to contact PCCharge Technical Support at (877) 659-8981. 7.
Tested Modems We test PCCharge with a wide range of hardware in a variety of conditions. If you have hardware not shown on this list and are able use it successfully with your copy of PCCharge, please contact us at feedback@pccharge.com and inform us of your results. Manufacturer 3com AT&T Product 56K v.
Advanced Modem Setup Simple Explanation: The Advanced Modem Setup window allows you to fine-tune your PCCharge modem settings. Almost all of these functions are for use in PCCharge troubleshooting with the assistance of a Technical Support Representative. Most users will want to use the default settings. Click the OK button to exit the Advanced Modem Setup window (this will save any changes you have made).
Create Log File -- (Default = Unchecked) -- Instructs PCCharge to create a modem log file to be used for troubleshooting purposes. Backup Log File -- (Default = Unchecked) -- Check this box to have PCCharge maintain seven days' worth of backup log files. These names of these backup files will include an abbreviation of the day the file was created. Example: logfile_fri.pcc. This option is not accessible unless Create Log File is checked.
Performing Test Transactions Simple Explanation: These test transactions will help you to confirm that your modem is set up properly and working with your payment processing company. Since these test transactions will be performed using a live credit card number, actual funds will be transferred to and from your account. If you get an appropriate response from these transactions (as described below), you'll be ready to begin processing "live" transactions using PCCharge. 1.
4. Click in the white space next to the words Card Member and type in the cardholder name exactly as show on the credit card. Look at the Card Issuer field. It should now display the type of card being processed (VISA, MC, DISC, etc.). If UnKn is displayed, it means that the card number you've entered is incorrect and that you'll need to reenter it. After you've re-entered it, click in the white space next to the words Card Member. PCCharge should display the correct card type in the Card Issuer field. 5.
• 9. If you received some other error message, you will need to contact PCCharge Technical Support at (877) 659-8981. Since you've received a Result of CAPTURED, you know that PCCharge can successfully "authorize" this card type. Click OK on the Result window. ( Note: This means that $1.00 from the credit card has been reserved or "put on hold". This step in transaction processing is called "authorization". The next step in transaction processing is called "settlement".
13. Now that you've successfully processed a test transaction, you may begin processing live transactions. Before you do, continue on to the next section, Basic Setup Complete, to make sure you don't need to complete any other steps. ( Note: If you think that your account is set up to process other credit card types (American Express, Discover, MasterCard, etc.), you may also perform test transactions using those credit card types.
Basic Setup Complete For many users, this completes the process of setting up PCCharge. Your credit card processing account has been set up along with the means of communicating with your processing company. The next chapter, Continuing Setup, has to do with device setup and some of the extended capabilities of PCCharge.
Continuing Setup Simple Explanation: The features described in this section of the PCCharge manual are not essential for basic credit card processing, but they do provide users with a powerful array of tools to use in payment processing. We HIGHLY recommend that you at least review the PCCharge features described in Continuing Setup.
Devices Setup Simple Explanation: Review this section if you plan to use a card reader, check reader, PIN pad, touch screen, report printer, or receipt printer with PCCharge. If you do not plan to use one of these devices with PCCharge, you may skip ahead to the section Cashier Privileges Setup (see page 104).
Card Reader Setup Simple Explanation: ( Note: If you are processing debit card transactions, you'll need to have a card reader and PIN Pad connected to your computer. This window allows you to set up a card reader to "swipe" cards--that is, to read the data stored on the card's magnetic strip by manually passing it through the card reader.
• 4. Click OK to save these settings and return to the main PCCharge window. You may now perform a test transaction using your device (see page 81), or you may proceed to the next section, Check Reader Setup (see page 91). If you've selected Serial Reader, Review the Tested Card Readers table (at the end of this Card Reader Setup section) to determine if there are any special settings recommended for your card reader.
Manufacturer Product 98 2000 XP 2003 Notes X X X X Set up in PCCharge as Serial Reader. • Baud = 9600 • Parity = Even • Data Bits = 7 X X X X Set up in PCCharge as Keyboard Wedge. eN-Check 2500 X X X X Set up in PCCharge as Ingenico 2500. See note at end of this table. MagTek Mini Micr X X X X Check and card swipe device. Set up in PCCharge as Keyboard Wedge. SEMTEK Model 9272USB X X X X Set up in PCCharge as Keyboard Wedge.
Check Reader Setup Simple Explanation: This window allows you to set up a check reader to scan check information. If you do not have a check reader installed on your machine, leave this window set to its default setting (as shown below, with NONE selected) and skip ahead to the section PIN Pad Setup (see page 93). 1. Click Setup on the menu bar. Click the Hardware Setup option. Click the Devices option. Click the Check Reader option. 2.
• 5. Select the data bits setting appropriate for your check reader (the default setting is 7). This information should be provided by your device's documentation. Click OK to save these settings and return to the main PCCharge window. You may now perform a test transaction using your device (see page 81), or you may skip ahead to the section PIN Pad Setup (see page 93). Tested Check Readers We test PCCharge with a wide range of hardware in a variety of conditions.
PIN Pad Setup Simple Explanation: This window allows you to set up a PIN Pad for accepting debit transactions. If you do not have a PIN Pad installed on your machine, leave this window set to its default setting (as shown below, with NONE selected) and skip ahead to the next section, Touch Screen Setup (see page 96). ( Note: If you plan to process debit card transactions, you'll need to have a card reader and PIN Pad connected to your computer. 1. Click Setup on the menu bar.
4. • Select the parity that the PIN pad uses (the default setting is Even). This information should be provided by your device's documentation. • Select the data bits setting appropriate for your PIN pad (the default setting is 7). This information should be provided by your device's documentation. • If you've selected the VeriFone SC 5000 (MAC) as your PinPad, click the Key Change button that appears under the Cancel button.
Manufacturer VeriFone VeriFone VeriFone VeriFone VeriFone VeriFone Product 1000 SE 2000 Everest Everest Plus SC 5000 (MAC) SC 5000 (DUKPT) 98 2000 XP 2003 Notes X X X X X X X X X X X X 95 X X X X X X X Set up in PCCharge as VeriFone 101/1000. • Baud = 1200 • Parity = Even • Data Bits = 7 • Time Out = 4 X Set up in PCCharge as VeriFone 2000. • Baud = 1200 • Parity = Even • Data Bits = 7 • Time Out = 4 X Set up in PCCharge as VeriFone Everest.
Touch Screen Setup Simple Explanation: This window allows you to set up a touch screen device. If you do not have a touch screen installed on your machine, leave this window set to its default setting (as shown below, with NONE selected) and skip ahead to the next section, Report Printer Setup (see page 98). This window allows you to set up a touch screen device. If you do not have a touch screen, the None option (in the TouchScreen drop-down list) should be selected.
5. • Select the data bits setting appropriate for your touch screen (the default setting is 7). This information should be provided by your device's documentation. • Click the Download Forms button to have PCCharge transfer form information to the touch screen device. It should only be necessary to use this button during initial touch screen setup. Should the forms in the touch screen interface ever become corrupted, return to this setup window and click this button to restore the device's forms.
Report Printer Setup Simple Explanation: This window allows you to set up a standard Windows-compatible printer to print PCCharge reports and contracts. If you do not have a printer or you simply do not want to print reports, leave this window set to its default setting (as shown below) and skip ahead to the next section, Receipt Printer Setup (see page 99). 1. Click Setup on the menu bar. Click the Printer option. Click the Report option. 2.
Receipt Printer Setup Simple Explanation: This window allows you to set up a standard Windows-compatible printer or a receipt printer to print PCCharge receipts. If you do not have a printer or you simply do not want to print receipts, leave this window set to its default settings (as shown below) and skip ahead to the section Cashier Privileges Setup (see page 104). 1. Click Setup on the menu bar. Click the Printer option. Click the Receipt Printer option. 2.
4. Depending on the kind of printer you have, select either Standard Printer or Roll Printer. A standard printer is a typical 8½" x 11" desktop printer. A roll printer is a type of printer specifically designed to print out small format receipts (like those commonly received at most stores and businesses). 5. In the section labeled Receipt Options, specify the # of Copies you want to print. 6. You now have the option to uncheck the box labeled Print Receipts for PreAuths/Books.
• 8. 9. Click the OK button to return to the Receipt Printer Setup window. If you selected Standard Printer for your Printer Type, configure the following settings: • Select the Orientation that you want for your printed receipts. You may select a Portrait or Landscape orientation. • Set your Margins. The values for the margins are displayed in twips. There are 1440 twips in an inch, so the default setting of 720 twips is equal to one-half of an inch.
Manufacturer Product 98 2000 XP 2003 Notes Citizen CBM 1000 X X X X Manual tear-off. Drivers available online. Set up in PCCharge as Roll Printer. Set the Column Width to 40. Citizen iDP 3550 X X X X Drivers available online. Set up in PCCharge as Roll Printer. Set the Column Width to 40. Citizen Star CPM 10 (without card reader) SP2000 X X X X X Thermal printer. Drivers available online. Set up in PCCharge as Roll Printer. Set the Column Width to 40. X X Manual tear-off.
Example Receipt With Comments ( Note: In this view, the Secure Receipts option is enabled. My Company 112 Ocean Avenue Anytown, NY 11708 Date: 10/09/74 Time: 12:00:00 Sale Result: CAPTURED Auth No: ABC123 Sequence #: 4901 TroutD: 4901 Ticket No: 21 Account No: XXXXXXXXXXXX1015 Magnetic Card Present Card Issuer: MC Card Member: Tanaka Flicknetty Exp Date: XXXX Amount: $1.
Cashier Privileges Setup Simple Explanation: PCCharge Payment Server has the ability to support several "cashiers" accessing PCCharge, each with a configurable level of access. If you think you'll be running PCCharge on a single computer with multiple users accessing that computer, and you want to support different levels of access, we recommend that you review this section. Otherwise, proceed to the next section, Remove TID Number (see page 112).
3. Click the Add Cashier button. 4. Enter a Cashier Name (20 characters maximum). Enter a Password (10 characters maximum, case-sensitive), and re-enter the password in the field labeled Confirm Password). 5. Put a check next to the functions that you want to allow to this cashier. • • • • • • • • • • • Refund Functions -- Allows a cashier to perform a credit card Credit transaction (see page 119). Void Functions -- Allows a cashier to perform a credit card Void transaction (see page 119).
Some of the following gift card transaction types are not supported by all gift card processing companies. Refer to the PCCharge Appendices to determine which gift card transaction types are available to your gift card processing company. You may also refer to the section Gift Card Transaction Processing to learn about gift card processing in general (see page 155). • • • • • • • • • • 6. Increment -- Allows a cashier to perform a gift card Increment transaction.
Deleting a Cashier's Account ( Note: You cannot delete the System user. To disable this user, delete the password from the Preferences window (see page 35). Note that deleting the System user will disable cashier permissions for all cashiers. 1. Click Setup on the menu bar. Click the Cashier Privileges option. 2. Look at the Del? column at the far left of the User Permissions window. Click the word Save in the Del? column to the left of the cashier you want to delete. 3.
Users Setup Simple Explanation: PCCharge Payment Server has the ability to support several "users" from separate computers connecting to the central PCCharge Payment Server installation, using either PCCharge Client or some third party software integrated with PCCharge. Most users do not need to access this window. If you are in such a situation and need to set up PCCharge user licenses, follow the instructions given in this section.
Deleting a User WARNING: The default user is User1. You should not delete or rename this user unless directed to do so by Technical Support. Deleting or renaming this user may result in PCCharge not being able to process transactions. 1. Click Setup on the menu bar. Click the Users option. 2. Select the user you want to delete. Click the Remove button. 3. PCCharge will prompt you to insert your configuration disk into your floppy drive. Do so and click OK.
Private Label Card Setup Simple Explanation: The Private Label Card Setup window allows you to activate and configure PCCharge's ability to handle process label card transactions. Private label cards are credit cards that are not issued by major issuers like VISA, MasterCard, American Express, Discover, etc. Private label cards are typically issued by department stores, large chain stores, and specialty chain stores.
1. To access the Private Label Card Setup window, click Setup on the menu bar. Click the Merchant Setup option. Click the Private Label option. 2. Put a check next to the box labeled Authorize. This will activate PCCharge's ability to handle private label card transactions. 3. Click the small drop-down arrow button (to the right of the Processor: field). Select the processor that will handle your Private Label Cards. 4. Enter the Merchant Number you'll use to process the private label cards. 5.
Remove TID Number Simple Explanation: The Remove TID Number window allows you to remove a merchant account number from your software. If you DO NOT need to remove a merchant number from PCCharge, skip ahead to the section Numbers Setup (see page 113). WARNING: Do not perform this operation unless you are absolutely sure you wish to do so. Your merchant number will be permanently removed from PCCharge. 1. To access the Remove TID Number window, click Setup on the menu bar.
Numbers Setup Simple Explanation: The Sequence Numbers window allows you to resynchronize certain internal PCCharge database values. Most users will never need to use this window. Skip ahead to the section User's Guide (see page 114). WARNING: Changing these two fields can cause numerous errors in normal software operation. You should not make any changes to the Sequence Numbers window unless directed by a Technical Support Representative.
User's Guide This section describes how to process single transactions, view reports, and use other options accessible in PCCharge Payment Server.
Main Window The main window is the focal point of PCCharge. It is the window you will first see when PCCharge is started. You can access any function of PCCharge from the main window. Menu Bar -- (Top of the main window) -- The menu bar is a generic Windows-based menu system. The menu bar allows you to access every feature of PCCharge. Icon Bar -- (Top of the main window) -- The Icon Bar allows you to access PCCharge's main feature.
Active Company Display -- (Bottom-middle of the main window) -- This drop-down box displays the currently selected merchant account number and the company name associated with that account. Whatever account is shown here will be used to process all credit card transactions performed from the Credit Card Transactions window. Click the drop-down arrow on the right of the Active Company Display to select a different account.
Icon Bar Credit -- Click this button to access the Credit Card Processing window (see page 119). Debit -- Click this button to access the Debit Card Processing window (see page 133). Check -- Click this button to access the Check Processing window (see page 141). EBT -- Click this button to access the EBT Card Processing window (see page 147). Gift Card -- Click button to access the Gift Card Processing window (see page 155). Import -- Click this button to access the Import File window (see page 162).
Menu System The menu bar allows you to select every possible operation that can be performed by PCCharge Payment Server. Those menu options not mentioned here are covered in other sections of this manual. File Menu The File menu allows you to access the Import File functions of PCCharge (see page 162). The File menu also allows you to exit PCCharge. To access the File menu options, click File on the menu bar.
Credit Card Processing To access the Credit Card Transactions window, click Transactions on the menu bar. Click the Credit Card option. Or, click the Credit button on the Icon Bar. Action Buttons The action tabs allow you to select the desired Action: Sale, Credit, etc. Not all Action Tabs or fields will be available to every credit card processing company for every transaction type. Credit Card Number: -- Enter the cardholder's credit card number here.
Exp. Date (MMYY): -- Enter the cardholder's credit card account expiration date here. A slash or space is not required. (Example: For 01/05, enter 0105) Amount $: -- Enter the dollar amount of the transaction here. The dollar sign need not be entered. (Example: For $25.25, enter 25.25) Ticket Number: -- Enter your sales or invoice number in the Ticket field. This is a number that you designate. It can be any internal reference number.
All about Credit Card Transactions Background Processing credit card transactions is a two-step process. When you perform a sale transaction, the credit card's limit to buy is reduced. The processing company authorizes the transfer of that amount of funds from the cardholder's account to your account. However, the funds are not actually moved to your bank account at that time. Any transactions you've processed throughout the day need to be re-transmitted to the processing company as a batch.
Credit -- This action increases the cardholder's limit to buy. It authorizes a transfer of funds from your account to the cardholder's account. Void Sale -- This action removes a sale transaction. No funds will be received from this transaction. Use the Void Sale action to correct mistakes and on same-day returns. This action can only be performed before batch settlement/close. With a host based auto-close system, the action has to be performed on the same day.
Using Credit Card Transaction Processing Credit card transaction processing is the most commonly used function of PCCharge, and is also the easiest to use. To process a Sale transaction, all that is generally required is that you complete the following simple steps: 1. 2. 3. 4. 5. 6. Start PCCharge. Click the Credit icon. Enter all the information requested by PCCharge (or swipe the card through your card reader). Click the Process button. PCCharge will contact your processing company.
Process or View List After selecting the tab of the transaction type you want to process, you'll need to fill out the fields shown on that screen (just as you would during a Sale transaction). Different transaction types and different processing companies may display different fields. You may see that the normal Process button becomes a Process or View List button on certain credit card transaction screens.
4. Choose the transaction you want to void by clicking its row. 5. Click the Select button. 6. PCCharge will return to the Credit Card Transactions window and automatically fill out that screen with the necessary details of the original Sale transaction. Click Process or View List once more. PCCharge will contact the processing company and attempt to process the transaction.
Example: A customer gives you her receipt and asks for her money back for a transaction made earlier in the day. You decide to perform a Void Sale transaction. Rather than using the Select Transactions window, you can just enter the TroutD from the receipt (since you know exactly which transaction you want to void). Click the Process or View List button and PCCharge will void the transaction. Action -- This field displays the type of transaction processed.
Credit Card Processing -- A Typical Day A typical day of processing credit card transactions generally consists of 7 simple steps. You can print out or copy this page for use as a daily checklist. 1. Open a new batch by processing your first credit card transaction of the day. 2. Process whatever transactions you have for that particular day. 3. After you have completed processing transactions for the day, it is time to prepare for closure/settlement of your batch.
All about Restaurant Transaction Processing PCCharge has the ability to process restaurant-based transactions in a way specifically suited for that type of business. Using PCCharge and a processing company that is certified for restaurant transaction processing with PCCharge, the user can add a gratuity to the total transaction amount.
Using Restaurant Transaction Processing Restaurant transaction processing is handled in much the same way as normal processing. The major difference is that there is a second step for some types of restaurant-based transactions: establishing the actual gratuity amount. This second step ensures that the correct gratuity amount is transferred from the customer's account to your account.
• A Gratuity adjustment -- This transaction allows you to change a gratuity amount after one has already been established. Example: You've processed a $30 Sale transaction with a $5 Estimated Gratuity Amount. After the customer receives the total, he decides to give a $10 tip. So, you perform a Gratuity transaction for $10 and the customer leaves. Five minutes later, the customer returns to the business because he wants to leave more of a tip (an additional $5).
All about Commercial Card Processing Commercial cards (also known as corporate cards or purchasing cards) are special credit cards that are given to employees of businesses, governments, etc., for company purchases. Commercial card transactions record a customer code and a tax amount. The customer code is the code that is assigned to that cardholder (by his/her company), and is typically used for accounting within the cardholder's company.
Using Commercial Card Processing PCCharge has the ability to process transactions involving commercial cards. Commercial cards are processed in almost the same way as normal credit cards. Using PCCharge and a processing company that is certified for commercial card processing with PCCharge, the user can specify that a portion of the total amount be recorded as the tax amount. The user can also include a customer code with the transaction information sent to the credit card processing company.
All about Voice Auth Processing A Voice Auth transaction typically begins when you would like to process a Sale transaction, but either cannot access PCCharge (or cannot contact the processing company through PCCharge). To avoid losing the sale, you could call the processing company to get an authorization code verbally--a Voice Auth. When you can once again access PCCharge, you need to enter the Voice Auth into PCCharge.
Using Voice Auth Processing Complete the following instructions to record a Voice Auth in PCCharge. 1. Select the desired merchant account from the Active Company Display at the bottom of the PCCharge window. 2. Access the Credit Card Transactions window by clicking the Credit icon. 3. Click the Post-Auth tab. 4. Fill out the transaction fields with the transaction information received from the customer and enter the authorization code received from the processing company. 5.
8. An easy way to process the second Post-Auth is to go to the Post-Auth tab and click the Process or View List button. PCCharge will display the original transaction in the Select Transaction table. Select that transaction by double-clicking it. 9. Click the Process or View List button. After the transaction is successfully processed, it is ready for settlement. You may now continue with normal transaction processing. Follow-up transactions (Void, Gratuity, etc.
Debit Card Processing To access the Debit Card transactions window, click Transactions on the menu bar. Click the Debit Card option. Or, click the Debit button on the Icon Bar (see page 117). Action Buttons The action buttons allow you to select the desired Action: Sale, Return, etc. Not all Action Buttons or fields will be available to every debit card processing company for every transaction type.
Exp. Date (MMYY): Enter the cardholder's credit card account expiration date here. A slash or space is not required. (Example: For 01/05, enter 0105) Ticket Number: Enter your sales or invoice number in the Ticket field. This is a number that you designate. It can be any internal reference number. Amount $: Enter the dollar amount of the transaction here. The dollar sign need not be entered. (Example: For $25.25, enter 25.25) Cash Back: Allows you to enter the cash back amount.
All about Debit Card Transactions Processing debit transactions is fairly straightforward. There are three important points to remember: 1. Debit transactions can only be performed in a Retail or "face to face" environment. If you are a Mail Order type business, you cannot perform online debit transactions. 2. There are two types of debit cards: Online -- Online debit refers to debit card processing that requires you to enter a PIN when processing a transaction.
5. Sale Recovery -- This action removes a Void Sale transaction. The original sale will be processed as if the sale was never voided. This action can only be performed before batch settlement/close. With a host based auto-close system, the action has to be performed on the same day. 6. Credit (Return) Recovery -- This action removes a Void Credit (Return) transaction. The original credit will be processed as if the credit was never voided. This action can only be performed before batch settlement/close.
Debit Card Processing -- A Typical Day In this section we will discuss a typical day of processing debit cards transactions. Processing debit card transactions consists of 7 steps: 1. You open a batch simply by performing your first debit card transaction of the day. 2. Process whatever transactions you have for that particular day. 3. After you have completed processing transactions for the day, it is time to prepare for settlement. • Look at the Debit Summary report (see page 211) for the day.
Check Processing Check Verification verifies that the check writer has an account that does not have any “negative flags” for that method of check verification (drivers license, MICR, etc.). Check Guarantee guarantees that the check amount will be paid to you regardless of the funds available in the customer's checking account. To access the Check Services window, click Transactions on the menu bar. Click the Check Services option. Or, click the Check button on the Icon Bar.
( Note: Some of the following fields may not appear in your Check Services window. This is because each check services company offers different options. Transit Number -- Allows you to enter your customer's transit number. Phone Number -- Allows you to enter your customer's phone number. Zip Code -- Allows you to enter your customer's zip code. Check Number -- Allows you to enter your customer's check number. Account Number -- Allows you to enter your customer's checking account number.
All about Check Transactions You should contact your merchant services provider for a description of the type of check service that you are using. PCCharge supports check verification/guarantee and check truncation/conversion.
All about Check Verification/Guarantee In verifying/guaranteeing a check, funds are not being moved. Check Verification/Guarantee is only a one step process. There is no need for re-transmission (batch settle/close). 1. Check Verification -- Verification allows you to verify that the check writer has an account that does not have any “negative flags” for that method of check verification (driver's license, MICR, etc.). 2.
All about Check Conversion/Truncation Check Conversion/Truncation is one of the newer developments in electronic payment processing. It is a process by which a checking account is immediately debited electronically. Processing a check conversion is a two-step process: 1. Process whatever check Sale transactions you have for that particular day. 2. As with credit cards, there is secondary transmission of information needed to complete a transaction. This is called Truncation Close.
All about ECC Check Transactions Some check services companies provide you with the ability to transmit scanned check images to their servers. These images allow those processors to convert your customers' checks into an electronic transaction. To determine if this ability is available to you, check the section of the PCCharge Appendices related to your check services company. By storing check images, you can: • reduce the amount of paper at the point of sale.
EBT (Electronic Benefits Transfer) Processing To access the Electronic Benefits Transactions window, click Transactions on the menu bar. Click the Electronic Benefits option. Or, click the EBT button on the Icon Bar (see page 117). Action Buttons The action buttons allow you to select the desired Action: Withdrawal, Void, etc. Not all Action Buttons or fields will be available to every EBT card processing company for every transaction type.
Exp. Date (MMYY): Enter the cardholder's credit card account expiration date here. A slash or space is not required. (Example: For 01/00, enter 0100)\ Ticket Number: Enter your sales or invoice number in the Ticket field. This is a number that you designate. It can be any internal reference number. Amount $: Enter the dollar amount of the transaction here. The dollar sign need not be entered. (Example: For $25.25, enter 25.25) Cash Back: Allows you to enter the cash back amount.
All about EBT Card Transactions Electronic Benefits Transfer (EBT) is a way of issuing and processing certain benefits electronically. The government issues Food Stamps and aid to families with dependant children on EBT cards that resemble credit or debit cards. By the year 2002, the government will be able to issue Social Security payments, Disability payments, and many other government issued payments on these EBT cards. With EBT processing, you can process these payments as you would a debit card.
Cash EBT Transactions All transactions that are not food stamp transactions are processed as Cash EBT transactions. These Cash EBT transactions are very similar to debit transactions because customers can receive cash back from transactions. As with credit card processing, gift card processing is a two-step process. As with every Host-based System, you may have the ability to be set up for either Auto (Time Initiated) Close or Manual Close.
Food Stamp EBT Transactions When you are performing a transaction using food stamp benefits, you will need to use Food Stamp EBT Transactions. 1. Purchase/Sale -- This action decreases the cardholder's limit to buy. It authorizes a transfer of funds from the EBT cardholder's account to your account. 2. Post -- This action makes an approved Voice Authorization transaction available for re-transmission. 3. Void -- This action removes a withdrawal transaction from the re-transmission information.
Food Stamp Credit EBT Transactions When you are performing a return transaction using food stamp benefits, you will need to use Food Stamp Credit EBT Transactions. 1. Credit -- This action increases the cardholder's limit to buy. It authorizes a transfer of funds from your account to the EBT cardholder's account. 2. Post -- This action makes an approved voice authorization transaction available for retransmission. 3.
Account Inquiry EBT Transaction This transaction type is relatively simple. It is intended only as a maintenance function. The Account Inquiry function allows you to verify that there is a certain amount in a customer's EBT account. Simply enter the card number and expiration date. Click process to perform the account inquiry.
Processing EBT Transactions -- A Typical Day In this section of the transaction primer, we will discuss an average day of processing EBT transactions. Processing EBT transactions is an 8-step process. 1. You open a batch simply by performing your first debit card transaction of the day. 2. Process whatever transactions you have for that particular day. 3. After you have completed processing transactions for the day, it is time to prepare for close.
Gift Card Transaction Processing To access the Gift Card Transactions window, click Transactions on the menu bar. Click the Gift Card option. Or, click the Gift Card button on the Operational Toolbar. Action Tabs: The action tabs allow you to select the desired Action: Validate, Register, etc. Not all Action Tabs or fields will be available to every gift card processing company for every transaction type. Certificate Number: Enter the cardholder's gift card/certificate number here.
Validation Code: Validation Code is another name for the card's expiration date. Enter the cardholder's gift card account expiration date here. A slash or space is not required. (Example: For 01/00, enter 0100) Ticket Number: Enter your sales or invoice number in the Ticket field. This is a number that you designate. It can be any internal reference number. Amount $: Enter the dollar amount of the transaction here. The dollar sign need not be entered. (Example: For $25.25, enter 25.
All about Gift Card Transactions PCCharge has the ability to process gift cards or gift certificates, either through a swiped transaction or by manually entering the Certificate Number. The account number on a gift card is considered a Certificate Number in PCCharge. Like credit card processors, gift card processors can be host-based or terminal-Based. Unlike credit card transactions, however, most gift card companies do not require transactions to be settled/closed.
Processing Gift Card Transactions -- A Typical Day We recommend that you follow these instructions each day that you process gift card transactions. 1. Process your transactions as described in the section Gift Card Transaction Processing (see page 155). 2. After you have completed processing transactions for the day, we recommend that you review the day's transactions. Look at the Gift Card report (see page 219) for the day.
Offline Processing and Import Files Simple Explanation: WARNING: PCCharge Payment Server can load files created using its Offline Processing feature. These files contain credit card transaction information. This section describes how to create and load these files. Transactions processed via offline processing have a higher per-transaction rate than swiped transactions.
Offline Processing Simple Explanation: Offline processing allows you to enter all the necessary data for each of your transactions without having to connect to the processing company for each transaction immediately. The card information is saved into a new or existing Super DAT (SDT) file and is held there until the credit card processing company is actually contacted.
4. Process any transactions that you want included in the offline batch of transactions. Clicking the Process button saves that transaction to your SDT file, and PCCharge will update the transaction count at the bottom of the Credit Card Transactions window. 5. When you're done entering transactions, click the Process Offline button to close the file and save all the transactions you've just entered. 6.
File Import Simple Explanation: PCCharge allows you to import files containing transaction information (created using PCCharge's offline processing feature). If you don't think you'll need this ability, skip ahead to the section Utilities Menu (see page 164). WARNING: Transactions processed via offline processing have a higher per-transaction rate than swiped transactions.
• • • Count -- The Count is the total number of all transactions included within the import file. Pre-Authed Total -- The Pre-Authed Total is the total dollar value of all pre-auth transactions included within the import file. Grand Total -- The Grand Total is the total dollar value of all transactions included within the import file that are not pre-auths. 5. PCCharge will display the number of transactions in the file (the Count) and the balance of the transactions in the file (the Balance).
Utilities Menu Simple Explanation: The Utilities menu provides you with some powerful tools that can be used to improve the functionality, stability, and usability of your PCCharge environment. Many users will not need to use these tools on a regular basis (except for the Backup/Restore and Repair/Compact functions, which should be used regularly). We highly recommend that all users review this section of the manual to understand these tools.
Configuration Disk Simple Explanation: ( Note: The difference between the configuration disk and the backup/restore functions is that the backup/restore functions use ZIP compression and also save PCCharge's database. The Configuration Disk Maintenance window allows you to create or restore from a backup configuration disk. The configuration disk described here is just like the one described in the section Update Configuration Disk (see page 73). Updating/Creating a Configuration Disk 1.
Backup/Restore Simple Explanation: PCCharge provides users with the ability to back up and restore critical user information and transaction records. We HIGHLY recommend that you regularly use this feature in order to help secure your payment processing data (in case of system failure, accidental deletion, etc.). PCCharge's backup files (restoration information) contain your merchant account information and your PCCharge database.
Backing Up Your PCCharge Files 1. Click Utilities on the PCCharge menu bar. Click Repair Database. Depending on the size of your database, it may take a few minutes for PCCharge to complete this procedure. Click OK when you see the message "Process Complete". 2. Click Utilities on the PCCharge menu bar. Click Compact Database. Depending on the size of your database, it may take a few minutes for PCCharge to complete this procedure. Click OK when you see the message "Process Complete". 3.
5. Browse to the location of the backup file you wish to use (named BACKUP.ZIP by default). Click the Open button to initiate the restoration process. PCCharge will begin to unpack your restoration information into the PCCharge installation directory. You may be prompted to insert additional disks (if the original backup spanned several disks). Once the restoration process has completed, shut down and restart PCCharge. You may now proceed with processing transactions.
Transaction Database Archiving ( Simple Explanation: During daily use, PCCharge automatically stores in its database records of your transaction processing. This database will obviously increase in size over time, and may decrease operational efficiency, slow down transaction processing, and increase the likelihood of database corruption.
3. If it the PCCharge database exceeds the Size Limit specified in this window, PCCharge will ask you during program startup if you want to archive the database. The default value is 20 megabytes. We recommend that you leave the Size Limit at its default value unless you expect to process a very high volume of transactions on a daily basis. • 4. The Archive button in the Transaction Archive window performs the same database checking and will prompt you if necessary.
• PCCharge versions 5.6 and later record the “status” of a transaction in the PCCharge database. For example, successfully settled Sale transactions are recorded as “settled”, and declined transactions are recorded as being “declined”. • Versions of PCCharge earlier than 5.6 did not record the status of a transaction. Newer versions of PCCharge cannot determine the status of these older transactions, and therefore cannot determine whether these transactions are ready for archiving.
1. If Enable Archive Prompt is checked in the Transaction Archive window, PCCharge will examine its database during startup. If the size of the PCCharge database exceeds the Size Limit specified in this window, PCCharge will ask you if you want to archive the PCCharge database. 2. We recommend that most users click Yes to increase operational efficiency, speed up transaction processing, and decrease the likelihood of database corruption.
Transaction Database Purging Simple Explanation: ( Note: In response to the recent CISP requirements from Visa, PCCharge now allows users to purge (delete) transactions from their PCCharge databases that are older than a configurable amount. This is different from the archive feature because the archive feature simply backs up transactions to a database. The purge feature will actually delete transactions from the applicable databases (pccw.mdb and pccwhist.mdb).
Using Transaction Database Purging ( 1. Note: No matter what you select in the Transaction Archive window, PCCharge does not automatically archive the database. Instead, PCCharge will warn you during startup if the conditions you specify in this window are met. You can also click the Archive button in the Transaction Archive window to have PCCharge archive the database.
2. If PCCharge finds applicable transactions, it will ask you if you want to continue with the purge process. 3. If you click Yes, PCCharge will delete the transactions from its databases. WARNING: Purging is permanent. Once deleted, transactions cannot be recovered. Manual Transaction Database Purging 1. If you click the Manually Purge button in the Transaction Archive window, a new window will pop up allowing you to specify which transactions you want to purge from the databases.
Repair/Compact Database Simple Explanation: The Repair/Compact database functions allow you to clean and repair your database. These two functions should be used together. Always perform a Repair Database first, followed by a Compact Database. We HIGHLY recommend that you regularly use these features in order to help keep your database structured and compact. You should also use these features after you perform a Void Sale transaction. ( Note: These two functions should be used together.
Retrieve Account Number Simple Explanation: ( Note: PCCharge masks your customers' account numbers and expiration dates from view in its reports. This is a safety measure to help prevent unauthorized access to sensitive customer data. However, this means that you can't use the reports to look up a customer's account number or expiration date. As a result of this, we've developed the Retrieve Account Number feature.
Batch Functions Simple Explanation: When PCCharge processes transactions throughout your business day, it's obtaining authorizations for transactions. This means that the amounts have been authorized for eventual transfer from your customers' accounts to your account. At the end of the day, your batch must be closed or settled. This initiates the transfer of funds from your customers' accounts to your account. Depending on your processing company, this may happen automatically.
Close Simple Explanation: The End-of-Day Batch Management window allows you to re-transmit your transaction information to your payment processing company. Host based re-transmission is called closing. If your processing company is terminal based, skip ahead to the section Settle (see page 183). Closing initiates the transfer of funds from the customers' accounts to your account. We recommend that most merchants close their batches once per business day.
3. Click the Credit tab (currently, no gift card processing companies require that you manually close your batch). 4. Make sure that the desired merchant account number is selected. Click the OK button. The End-of-Day Batch Management window will appear and display your batch information. 5. Check that batch information fields correctly reflect the transactions you've processed for this merchant account.
Inquire Simple Explanation: One of the advantages of host-based systems is that they provide you with the ability to perform an inquiry. The End-of-Day Batch Management window allows you to connect to your payment processing company and get a summarized report of all the transactions they've recorded as being in your currently open batch. If your processing company is terminal based, skip ahead to the section Settle (see page 183).
3. Click the Inquire option. PCCharge will contact your processing company and obtain the status of the batch specified. 4. After a few seconds, PCCharge will display the batch information in the End-of-Day Batch Management window. 5. You may now click the Close Form button to exit the Open Batch Inquiry window and resume normal transaction processing.
Settle Simple Explanation: The End-of-Day Batch Management window allows you to re-transmit your transaction information to your terminal-based payment processing company. Terminal-based re-transmission is called settlement. Settlement initiates the transfer of funds from the customers' accounts to your account. We recommend that most merchants settle their batches once per business day. If your processing company is host based, skip ahead to the section Batch Management (see page 186).
3. Depending on the account you want to settle, click either the Credit or the Gift tab. 4. Make sure that the desired merchant account number is selected. Click the OK button. The Settle Batch window will appear and display your batch information. ( 5. 6. Note: If you've selected the Credit tab and you process credit card transactions directly through American Express, any AMEX transactions you have waiting to be settled will also appear in this window.
7. 8. At the completion of settlement, a message of completion or error status will be displayed. If you get an error message: • Check the response for that account displayed under the Response column. If the response received for that settlement attempt begins with the letters QD or RB, click that response. PCCharge will display a window describing the probable cause(s) of the settlement error and some potential solutions.
Batch Management Simple Explanation: ( Note: PCCharge has new batch management tools that allow you to easily deal with batches that were not settled due to transaction errors or other similar difficulties. With these tools, you can repair batches to reattempt settlement, manually update a batch's status in the PCCharge database, and view a detailed history of open, settled, and indeterminate (unsettled due to error) batches.
Usage of Batch Management Utility The usage of these tools is described in the following two typical usage scenarios: a QD (Quit Duplicating) Error and an RB (Rejected Batch) Error. Note that the tools in the Batch Management Utility are not limited to dealing with just these two scenarios; they are flexible tools and can be used to correct a wide range of batch settlement issues.
RB (Rejected Batch) Error 1. During settlement, PCCharge may receive and report an RB error from the processing company. An RB (rejected batch) error usually means that the batch has been rejected because of a specific transaction within the batch. Example: RB 12345678 (the actual numbers that follow RB will vary) 2. Shut down PCCharge and start up the Batch Management Utility. Click the button Indeterminate. PCCharge will display any indeterminate batches in the Batch Files section of this utility. 3.
2. Select the Batch File for the batch that you want to edit. You can differentiate between Batch Files by looking at the Batch Details (bottom right of the window) that appear when you select a file. When the correct Batch File is selected, click the button Display. 3. PCCharge will display the Batch File Details window. To void a transaction, you must first select the row(s) containing the transaction(s) you want to void. 4.
Indeterminate Batch Simple Explanation: This tool displays the indeterminate batch (if one exists) for the merchant account you specify. This window can also give you a detailed list of the transactions in an indeterminate batch. Additionally, you may update the database to make PCCharge consider as settled a batch whose status you have resolved. Finally, this tool will allow you to view a standard PCCharge report for any of the batches it displays. 1. Start up the Batch Management Utility.
Batch History Simple Explanation: WARNING: ( Note: This tool allows you to view a detailed list of all settled batches recorded in the PCCharge database. You may delete any of the batches displayed by the open Batch History tool. If you delete a batch here, it's permanently removed from this table. Information regarding settled batches still can be obtained from the Batch Settled report, but that report does not contain a record of indeterminate batches.
( • • • • • • • • Note: Only a portion of the batch table is displayed at one time. To view the entire table, use the horizontal and vertical scroll bars found at the bottom and right of the table (when applicable). Number -- This field displays the transaction's PCCharge sequence number. Date -- This field displays the date the transaction was processed. Time -- This field displays the time the transaction was processed. Card Number -- This field displays card number processed during the transaction.
Amex Batch Management Simple Explanation: PCCharge has new American Express batch management tools that allow you to easily deal with Amex batches that were not settled due to communication problems, transaction errors, or other similar difficulties. These tools can edit open Amex batches, view archived Amex batches, and view a detailed history of Amex batches. If you won't be settling transactions directly through American Express, you may skip ahead to the section Auto-Settle Utility (see page 193).
The sections Open Amex Batch Editor, Amex Batch Archive, and Settle Amex Batch give descriptions of each of the batch management tools (see pages 194, 196, and 197). Void Amex Transactions 1. Shut down PCCharge and start up the Batch Management Utility. Click the AMEX Files button. Select the merchant account whose open Amex batch you wish to edit and click OK. When the Settle Batch window appears, click the button Authorized Batch Report in the Amex section. 2.
Void -- Click this button to have PCCharge attempt to void any selected transactions. Close -- Click this button to close the Open Amex Batch Editor window. Batch Table Simple Explanation: Only a portion of the batch table is displayed at one time. To view the entire table, use the horizontal and vertical scroll bars found at the bottom and right of the table (when applicable). Sequence Number -- This field displays the transaction's PCCharge sequence number.
Amex Batch Archive Simple Explanation: The American Express Batch Archive window contains a list of all archived settlement files. PCCharge records the date they were archived and the processor under which they were settled. ( Note: You should not use this feature unless directed by a Technical Support Representative. To access the American Express Batch Archive window, click Batch on the menu bar. Click the Batch Management option. Click the American Express Batch Archive option.
Settle Amex Batch Simple Explanation: This feature will settle all AMEX transactions for the active merchant account, whether they were processed using split dial OR through your VISA/MasterCard processing company. Consult the section Settle for more general batch settlement information (see page 183). To access the Indeterminate Batch window, click Batch on the menu bar. Click the Amex Batch Management option. Click the Settle Amex Batch option.
Balance: -- Displays the balance of the transactions that will be settled. Settle Amex: -- Click this button to process the settlement. Cancel: -- Click this button to abort batch settlement. Authorized Batch Report: -- Click this button to view the Authorized Batch Report, which contains a list of those Amex transactions ready to be settled. • Check that the Count and Balance fields are correct. • Click the Settle Amex button.
Auto-Settle Utility Simple Explanation: PCCharge includes a utility that allows you to have your terminal-based credit card merchant account settle automatically. Previously, PCCharge required that you manually settle your terminal-based account's batch. The new PCCharge Auto-Settle utility allows you to have your batch close automatically at a specified time--just like a host-based account's batch (if set to auto close).
( Note: It may be convenient to create a shortcut to this file on your desktop. Consult your Windows help file for instructions on creating a shortcut (instructions vary among the versions of Windows). 7. On your first execution of the program, you'll be prompted to specify the location of the PCCharge directory. 8. Browse to the directory of your PCCharge executable. 9. Select the file named tid.pcc. Click the Open button. The Auto-Settle main window will appear. 10.
12. Select the Enable Settlement option to enable automatic settlement of your batch. As a safety precaution, the Auto-Settle utility is not enabled when it starts. To make it so that settlement is enabled every time this utility starts, you'll need to edit the program shortcut's properties. If you want settlement to be enabled every time this utility starts: • Right-click on the program's shortcut. • Left-click Properties. • Add /e to the end of the address shown in the Target:.
Upload Check Images Simple Explanation: If you've selected the RDM EC5002i or eN-Check 2600 as your check reader, PCCharge can transmit check images to your check services company (if this ability is supported for your check services company). To determine if this ability is available to you, check the section of the PCCharge Appendices related to your check services company.
3. PCCharge copies the Owner Code, FTP User, FTP Password, FTP Address, and connection information from your check processing company's Extended Data Fields window. Consult the section Check Services Company Setup for more information on accessing your check processing company's Extended Data Fields window (see page 56). 4. When you're ready to transmit your scanned check images to your check services company, click the Transmit button.
Reports Simple Explanation: This section explains how to access each report and find out what transaction information each report presents. You will also learn how to configure your report's data. The Reports menu has many sub-menus. The reports are categorized by the type of data they display: credit card Transactions, Batches, Check transactions, Debit transactions, etc.
Report Type Each Reports menu item will display a different report type in the Report Type: field. You can select a different report type from this list by clicking on the small arrow to the right of the Report Type: field. Print To Window -- (Default = Selected) -- Select this option if you want to view the report from within PCCharge. After the report is shown on window, you may print it out by clicking the Print button.
Card Type: -- (Default = All) -- Select a card type. All transactions processed with the selected card type will be used to generate the report. If All is selected as the Card Type:, then all transactions processed with all card types will be used to generate the report. Status: -- (Default = Approved) -- Select the result of a transaction: Approved or Declined. All transactions processed with the selected status will be used to generate the report.
Viewing a Report ( Note: Some reports are larger than your viewable window. Use the scroll bars (located on the right hand side and bottom of the window). Report Window Buttons Icon Description Print -- Click this button to print the report. Copy -- Click this button to copy this report to system memory as an image. You may then paste the image into a graphics editing application. Find -- Click this button to find a text string within the report.
Report Window Buttons -- continued Icon Description Single Page -- Click this button to view a single report page at a time. Multiple Pages -- Click this button to view multiple report pages at once. You may specify how many pages you wish to view simultaneously. Zoom Out -- Click this button to decrease the current magnification level. Zoom In -- Click this button to increase the current magnification level. Previous Page -- Click this button to view the previous page in the report.
Daily Transaction Summary The Daily Transaction Summary is a summary of the transactions that you have processed today. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Daily Transaction Summary from the Report Type: drop-down list. You may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window.
Credit Card Detail The Credit Card Detail report is a line-by-line view of your credit card transaction history. The Credit Card Report is very similar to the Transaction Summary report. However, there five extra filtering functions not offered in the Transaction Summary window. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Credit Card Detail from the Report Type: drop-down list.
Debit Summary The Debit Summary is a line-by-line view of your debit card transaction history. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Debit Summary from the Report Type: drop-down list. You may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window. ( Note: This report is only available in a debit-processing environment.
Check Detail The Check Detail report gives a summary of check transactions. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Check Detail from the Report Type: drop-down list. You may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window. ( Note: This report is only available in a check-processing environment.
EBT Summary The EBT Summary is a summary of your EBT transaction history. To access this window, click Reports on the menu bar. Click the Report Filter option. Select EBT Summary from the Report Type: drop-down list. You may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window. ( Note: This report is only available in an EBT-processing environment.
Batch Pre-Settle The Batch Pre-Settle report lets you view transactions that are waiting to be settled. As soon as you settle the transactions, this report will be empty. There will be no transactions to view until you process more transactions. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Batch Pre-Settle from the Report Type: drop-down list. You may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window.
Batch Post-Settle The Batch Post-Settle report allows you to view transactions that have already been settled. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Batch Post-Settle from the Report Type: drop-down list. You may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window. ( Note: The Batch Post-Settle report is only accessible if the active merchant account is on a terminal based system.
Cashier Audit The Cashier Audit report allows you to view actions performed by your cashiers. It shows attempted logons, functions accessed, etc. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Cashier Audit from the Report Type: drop-down list. You may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window. In the Report Filters area you can select the Start: & End: date, the Cashier Name:, the Super.
Restaurant Pre-Settle This report shows a line-by-line report of transactions and gratuity amounts for those transactions. The transactions are grouped by Server ID if one is specified. This report shows those gratuity transactions waiting to be finalized or completed. Note: This report is only available when the business type of your processing company's account is set to Restaurant. To access this window, click Reports on the menu bar. Click the Report Filter option.
Restaurant Detail This report shows a line-by-line report of transactions and gratuity amounts for those transactions. The transactions are grouped by Server ID if one is specified. This report allows filtering by server ID, card, and other information. Note: This report is only available when the business type of your processing company's account is set to Restaurant. To access this window, click Reports on the menu bar. Click the Report Filter option.
Gift Card The Gift Card report shows transactions that were performed using the Gift Card Transaction window. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Gift Card from the Report Type: drop-down list. You may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window.
