Addsum PcAuthorize Credit Card Authorization Interface
Contents
1. ddsum Addsum PcAuthorize Credit Card Authorization Interface for Advanced Accounting Version 5 1 2000 2004 Addsum Business Software Inc Addsum PcAuthorize Credit Card Authorization Interface 2000 2004 Addsum Business Software Inc All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed January 2004 in Salt Lake City Utah Contents l Table of Contents Part I a WN Part Il 1 2 3 4 5 Part Ill ce N Oa T WON Part IV Introduction 2 lp ncm 2 Printing help topics u noie rennen enr2. Credit Card Authorization Interface E Ef xl Account Number B Cardholder Name Expiration Date s Invoice Number Address lis alo Customer Code Y Zip Code J Cashier Code a Amounts Amount Descriptions Amount soo e J Amount 2 s000 ww Amount 3 s JF Amount so Po Type of Transaction Tax 0 00 Sae j Freight 0 00 Total 0 00 Authorize Cancel Enter the Credit Card Account Number When authorizing from this program the program will not know which invoice number nor the descriptions You can proceed to edit as desired before clicking on Authorize Note that when authorizing via SO A or SO J or POS A the program will be able to default the information slightly differently because it will have more information After clicking on authorize wait for a reply See authorization response for further information 2000 2004 Addsum Business Software Inc 10 Addsum PcAuthorize Credit Card Authorization Interface 3 3 Authorizing from SO A To initiate a credit card authorization while entering a sales orders first complete and save the sales order Upon saving you will see a new option after Print Invoice entitled Authorize Credit Card When selecting authorize card you will be asked if you to proceed with credit card authorization Upon answering Y es you will be guided thru a process similar to that described in authorizing from AR C in that
3. e Rune RE RE REDE XR NRRRRRE ER EE XXNRRRRU REDE EEOE XR A RENE RE EE OE XR aaan 2 OVerVIeW iii RR RRRRERRIRIRRIRA NE NARERRRRRRRNRARMARERKRRMRARRREKRARERKRRASERRRRERERNRARPATRERR ER RAXKRARSANEERNRERRRRRARRMAS 2 Requiremenlts unu ete dr Ur e ER EUR en unc etna na Sees ERR RR ERR KR Dec etn ERAS els lan deena SERE aaa aa 3 Copyrights trademarks UU cerner cene nennen enean tnum wawawan in ha aun ka nad Im wawawa pou dana En euR 3 Set up 4 Initial installation cerner aaea a aE ENRRINRERN NER ERE Ea a RUNE EE aTa 4 PCAuthorize workstation nn Ee bn cnenvennsenecechexchdenndentonckcavssntnetanchenshdemidnntonckeaveagene 4 Other networked PQ S IU UI aaas SEE CXRRRR RARE RE aS CXRRRRR ERE RE SEER XN RRRRRRE RES IE XR AR RR RES 5 Adding NETDDE to Windows startup U U U nennen nnne nn nennt nn nnn nnne 6 Adding PCAuthorize to Windows startup U U u uuu u 7 Authorizing credit cards 7 Before trying to authorize an cicccceccccintiecerenesasctnneveceeeensesctnneinddenesstucunneneceeuessesethatunddewesstienhoeweceenesseaes 7 Authorizing from AR C 5 eroe RI REED Rude rix ine ERREUR Ree Dee ERR Ree 7 Authorizing from SQ A U u uuu uu u 10 Authorizing from SO J LIL iiec AAA ANARE 10 Authorizing from POS A sii ic ccciiicscessec ccceee ic ccacieececueed in edeees REAA scaden sa ecnned sa adaets s eeusas sa eeaciesaeeesci is 10 Authoriz
4. relates to the PC where PcAuthorize is actually installed This PC would be the PC with a modem and access to an outside phone Whether standalone or network configuration these same initial steps apply it assumed that the individual installing has system administrative access 1 Run the PCauthadvsetup exe you will find this program in same location where you installed this interface i e your Advanced Accounting path a Select the option PCAuthorize is installed on and accessed from this PC only b Accept the timing delay default of 10 000 this can be adjusted later if needed c Click on Save You will receive a message indicating that the registry will be changed Although not required and normally not necessary you may optionally want to make a back up of your registry d You will receive an message indicating that the registry has been updated modified Click on OK to complete 2 Run the PCAuthadmin exe program to establish settings preferences you will find this program in same location where you installed this interface i e your Advanced Accounting path These include a Whether to allow a user to print receipts or not when authorizing credit cards if a user is 2000 2004 Addsum Business Software Inc Set up 5 allowed to print receipts then there are various options relating to the format 3 vs 8 5 of the receipt and what appears on it Company name address merchant whet
5. select New then Shortcut PCAuthorize normally installs in CATELLAN and the target executable is PCAUTH EXE Use the Browse button to locate it and click on Open Click on Next and accept the default shortcut name or type a description and click on Finish You should now see PCAUTH EXE in the list of programs that startup 3 Authorizing credit cards 3 1 Before trying to authorize The PCAuthorize software must be running on the PC where it is installed before trying to authorize credit cards On the PC where it is installed you may therefore wish to specify it in the Windows startup i e so that it loads each time See Adding PCAuthorize to Windows startup for more information Also NETDDE must be configured see Adding NETDDE to Windows startup 3 2 Authorizing from AR C To initiate a credit card authorization from accounts receivable option C record payments input the customer code as usual payment date amount and description and then in response to Authorize CC indicate Y es as in this example 2000 2004 Addsum Business Software Inc Addsum PcAuthorize Credit Card Authorization Interface ADDSUM BUSINESS SOFTWARE Enter A R Payment Information Customer Code Customer Name Address 4252516112 NOUR CUSTOMER NAME o hervbrook Lane Telephone Kent ng S032 he asua Outstandin Credits Outstanding Invoices Last Sale Last Payment 85 58 16 31 62 00 00 08 Payment Date Check Amount Authorize Check Number Mi i
6. account if not take appropriate action until they do and provide an explanation for any discrepancies Once balanced use program the Transfer Bank Account Funds option in Advanced Accounting GL L to transfer the full balance from the temporary account to your actual bank account In addition to reconciling the two systems this will also make bank reconciliation easier Troubleshooting reference Registry back up This is a reference step in the event you wish to back up your registry 1 Run REGEDIT click on START then RUN and type REGEDIT and click on OK 2 Export by the registry click on Registry and the appropriate export option and when prompted select an appropriate directory to place the export Setup temporary files EXE s This section is simply for reference and for troubleshooting purposes Various temporary or INI files are used by the software Windows directory below means the C WINDOWS or C WINNT or equivalent directory Application directory means the Advanced Accounting directory e g FAADV51 Setup temporary data files DDEFLT INI Windows directory contains settings important to DDE communications between each PC AUTHFILE INI Windows directory temporary file used to hold certain values relating to the last transaction authorized created by the AUTHADV EXE CONFIG TPS application directory contains configuration settings related to the PCAUTHADMIN EXE Executables all must be in the app
7. ation responses 11 Settling transactions isc eite qa we nce AAT noii or cease Deb xu e E eas D 13 Reconciling PCAuthorize payments to Adv I U U U U u uu u 13 Troubleshooting reference 14 RREGIStIY rig Aaaa ES 14 setup temporary files EXE s eee etitm ete xxu a una sa e EDAX u uu 14 Network communication errors U nnns nh niter nnne sans sn nnne 15 2000 2004 Addsum Business Software Inc 2 Addsum PcAuthorize Credit Card Authorization Interface 1 Introduction 1 1 Purpose This guide is the user manual for the Addsum PcAuthorize Credit Card Authorization Interface for Advanced Accounting 5 1 Last documentation update January 6 2004 How to get help Support 801 277 9240 Sales non support inquiries 888 923 3786 or 800 648 6258 Fax 801 277 4220 Web http Awww addsuminc com Email support addsuminc com 1 2 Printing help topics If you are viewing this guide via the on line help HLP file distribution it is not recommended that you print directly from the HLP file Instead there is a PDF equivalent which will work much better for printing purposes and which can also be used for searching The name of this file is AdvPcAuth pdf 1 3 Overview The Addsum PcAuthorize Credit Card Authorizati
8. c Number 11 21 82 250 00 cc D Paument credit card fint Remaining to be applied After you press enter you will asked if you in fact wish to proceed with credit card authorization Answer Y es and you will be next presented with the list of available credit cards in Advanced Accounting that exist for this customer If no credit cards exist nothing may show in this list as follows If one or more credit card records already exist if the card you wish to use already exists in the list simply highlight that card if only one card in the list it will already be highlighted otherwise scroll to the appropriate card and press ENTER If you instead wish to enter a new card to be used for this credit card authorization press your INSERT key If there are no credit credits simply press your ENTER key or INSERT and proceed to add the new card If adding a new credit card you will be taken to the enter modify credit card screen Enter Modify this Credit Card cct Num Exp Date Crd Name Hldr Add Hldr Zip 2000 2004 Addsum Business Software Inc Authorizing credit cards 9 Complete the information and after completing all fields you will be taken to the main authorization Screen Unlike the blank screen sample below all of the account number expiration date address information customer code cardholder name amount etc information will be completed Addsum PCAuthorize
9. elay default of 10 000 this can be adjusted later if needed c Click on Save You will also want to add NetDDE to your Windows startup 2000 2004 Addsum Business Software Inc 6 Addsum PcAuthorize Credit Card Authorization Interface 2 4 Adding NETDDE to Windows startup If authorizing transactions across the network you will want to add NETDDE EXE a program that comes with all versions of Microsoft Windows to each PC s startup including the PC on which PCAuthorize is installed running because NETDDE EXE must be running How you do this can very slightly depending on the version of Windows you are running WIN98 Right click on Start and choose Explore Under Windows Click on Start Menu then Programs and then StartUp On the right hand window you should now see a list of programs that are loaded upon start up In that window without any existing item highlighted right click and select New then Shortcut NETDDE EXE should be in your C WINDOWS folder so you can either type C WINDOWS NETDDE EXE or use the Browse button to locate it Click on Next and accept the default shortcut name and click on Finish You should now see NETDDE EXE in the list of programs that startup Restart your PC Windows 2000 XP NETDDE runs as a service in 2000 XP Under Settings then Control Panel then Administrative Tools then Component Services Services local then see the two Network DDE settings Network DDE DSDM and Netw
10. f you elect to print a receipt you will then have a standard Windows choose printer dialog box Once you have printed the receipt or simply clicked on OK you will then be returned to the point where you were at in Advanced Accounting when initiating the credit card authorization request Record payments accounts receivable option C If you were processing from here upon successful authorization you will be returned to the AR C screen and the check number field will be filled in with the authorization number Example 2000 2004 Addsum Business Software Inc 12 Addsum PcAuthorize Credit Card Authorization Interface AWINNT ku M exe adv I l D x Customer Code Customer Name YOUR CUSTOMER NAME HERE 0 ding Credits Outstanding I EE 77 Sal a iz a utstan in redits u andin nvoices as a e as aumen Payment E Check THs Authorize Check K A De TIU Pan 11 21 02 250 00 CC s fint Remaining to be applied Note that the authorization number 035888 from the authorization complete screen now appears in the Check Number field simply to cross reference this transaction SO A and SO J From these program options the credit card authorization information is actually written out to two messages lines that includes the authorization number masked out credit card information authorization date etc POS A From the program the user is guided thru the entry of the normal account tracking
11. fields used in processing POS payments 2000 2004 Addsum Business Software Inc Authorizing credit cards 13 3 7 3 8 Settling transactions Even though transactions are authorized they are not settled until the user administration settles them on PC where PCAuthorize is installed network users cannot settle transactions Until settled your transactions have not been deposited so this is an extremely vital step Someone in your office should be specifically assigned the responsibility of daily or more frequently as desired of settling any all transactions in PCAuthorize and verifying that transactions have been properly posted recorded to the customer s account and to the bank in Advanced Accounting To settle transactions this is done in PcAuthorize only 1 Close out click on the X in the upper right hand corner any blank credit card window that PCAuthorize may have initiated for the next transaction 2 At this point you should be viewing a list of the authorized but not yet settled transactions Click on the Settle tool bar button 3 Review any transactions that do not have an OK in the far left hand column non approved authorized transactions will need to be re tried or deleted 4 The Settle batch window will appear Click on the Settle button in the lower right hand corner The PCAuthorize software will now attempt to communicate the settlement information 5 If the softwa
12. her to include a signature block or not and whether to ask for a printer or to print automatically it is recommended that you enable this option b Whether to require a cardholder address and zip you should enable this option if you are processing credit cards without inspecting the actual card for example via mail order over the phone via a web site etc c What options users have with respect to credit card processing transaction types Sale Authorize Only Return Credit typically you will select the Sale option If you will be only authorizing transactions on the PC where PCAuthorize is installed standalone configuration then this completes the set up If you will be authorizing transactions potentially from networked PC s then you will need to be running NetDDE on this PC Your can run NETDDE EXE manually however it is highly recommended that you add NetDDE to your Windows startup 2 3 Other networked PC s If authorizations will be made across a network on each every PC where transactions will be authorized 1 Run the PCauthadvsetup exe you will find this program in same location where you installed this interface i e your Advanced Accounting path a Select the option PCAuthorize is installed on another PC whose computer name is and indicate the exact name of the computer where PCAuthorize is installed you can find that under Network Identification under My Computer on that PC b Accept the timing d
13. lication path 2000 2004 Addsum Business Software Inc Troubleshooting reference 15 AUTHADV EXE main executable called by various Advanced Accounting programs to perform the credit card authorization print the receipt etc PCAUTHADMIN EXE used to set up certain receipt and authorization options PCAUTHADVSETUP EXE PC set up programs to allow for DDE communication PCAUTHREG EXE Not to be run directly called by the PCAUTHADVSETUP EXE to set up the registry imports PCAUTHADV REG 4 3 Network communication errors Authorization Error x N ERROR DDE transaction timed out This could occur 1 If NETDDE EXE is not running on the PC where PCAuthorize is installed or on one of the network workstations Verify that NETDDE EXE is running on each PC one way to do that is by pressing CTRL ALT DEL if 2000 XP click on Task Manager and then Processes 2 PCAuthorize is not up and running on the PC where it is installed In order for information to be exchanged the PCAuthorize software must actually be up and running it can of course be minimized in the task bar on the PC where it is installed 2000 2004 Addsum Business Software Inc 16 Addsum PcAuthorize Credit Card Authorization Interface Notes 2000 2004 Addsum Business Software Inc
14. on Interface for Advanced Accounting allows Advanced Accounting users to authorize credit cards from with Advanced Accounting on either a single PC or from a PC on a network from within certain program options 2000 2004 Addsum Business Software Inc Introduction 3 1 Sales order entry SO A when saving the sales order 2 Recording a payment AR C in the process of recording a payment 3 Point of sale POS A when processing a payment transaction 4 Recurring sales orders SO J when generating recurring sales orders PcAuthorize must be running on at least one PC and payments are still settled within the PcAuthorize software 1 4 Requirements Advanced Accounting requires that the latest updates for Advanced Accounting 5 1 have been installed at least thru 5 12d PcAuthorize requires only the single user version even if using multiple PC s across a network assumes separate purchase and installation of PcAuthorize and accordingly the requirements of PcAuthorize must be met the PC on which PcAuthorize is installed must be able to access dial an outside line DDE single user or NetDDE network multiple users must be setup and configured these components are included with Windows 1 5 Copyrights trademarks The Addsum PcAuthorize Credit Card Authorization Interface for Advanced Accounting is owned and published by Addsum Business Software Inc Copyright 2000 2004 Advanced Accoun
15. ork DDE and change the Manual setting to Automatic and click on Apply Under XP you can also run MSCONFIG to inspect the startup settings for Network DDE If you plan to start authorizing transactions immediately you will need to restart your PC after applying the automatic setting You can determine if this is working by doing a CTRL ALT DEL and go to Task Bar then Processes and you should see NETDDE EXE running If you receive a timeout error with your settings as automatic try stopping each of the network DDE settings above and without rebooting re try the authorization In the case of any Microsoft operating system if NETDDE is not running as a service or in your startup you can still start it manually by clicking on Start then Run and then type NETDDE and click on OK 2000 2004 Addsum Business Software Inc Set up 7 2 5 Adding PCAuthorize to Windows startup If you will be authorizing transactions across a network PCAuthorize has to be up and running and have access to an outside line on the PC where it is installed To ensure PCAuthorize is always running minimized on the PC where it is installed add PCAuthorize to your Windows startup folder by right clicking on Start and choose Explore Click on your Start Menu and then click on StartUp On the right hand window you should now see a list of programs that are loaded upon start up In that window without any existing item highlighted right click and
16. re was able to grab an outside line and complete communications normally then a Settlement complete message should appear Click on OK 6 At this point all transactions have been settled and banked If it is the end of the day and you are closing down turning off your PC s a recommended nightly practice exit the PCAuthorize software and any other running programs and shut down the PC 7 Transactions settled should be reconciled to payments entered in Advanced Accounting This can be done in several different ways Reconciling PCAuthorize payments to Adv Payments that are settled in PCAuthorize should be matched to recorded payments within Advanced Accounting It is important to note that payments authorized via sales order A or thru recurring transactions do not create a payment record in Advanced Accounting whereas authorizations recorded via POS A or AR option C do So AR C used in the normal way may need to be used to record some payments that are settled 2000 2004 Addsum Business Software Inc 14 Addsum PcAuthorize Credit Card Authorization Interface 4 4 1 4 2 Our recommendation is to set up at least one dummy or temporary checking account with Advanced Accounting and to apply all recorded payments via AR C to that temporary checking account during a business day Then when settling transactions that total of the settled transactions should exactly match what is in the temporary
17. s orders program set the selection field to CCA standing for Credit Card Authorization Then when using this program option when any recurring sales order is found that has a selection field of CCA the program will pause and continue in exactly the same manner as authorizing from SO A As in SO A the authorization information will be stored into two message line fields if successful 3 5 Authorizing from POS A When choosing a payment type of credit with account approval you will then be asked if you want to enter an authorization and if so you will be lead thru the exact same process as if authorizing thru SO A or SO J NOTE POS payment types are automatically posted so unlike SO A or SO J authorization the 2000 2004 Addsum Business Software Inc Authorizing credit cards 11 POS payment will be automatically be posted when posting your POS tickets 3 6 Authorization response If authorization is successful you will receive a message like the following Authorization Complete E x Response EXACT MATCH Account 9999999999999999 Expire 0203 Authorization 035888 Amount Total 250 00 Batchit 90 Print Receipt In place of the whited out account number above you will instead see the credit card that you just successfully processed a charge against To print a receipt simply click on Print Receipt If instead you do not want to print a receipt simply click on OK I
18. ting is published by Addsum Business Software Inc and is owned by Addsum Business Software Inc Copyright 1997 2003 and by MGM Holdings Copyright 1985 2003 MGM Holdings All rights reserved Btrieve and Pervasive are trademarks of Pervasive Software Inc Addsum is a trademark and registered service mark of Addsum Business Software Inc PcAuthorize is a trademark of ICVerify 2000 2004 Addsum Business Software Inc 4 Addsum PcAuthorize Credit Card Authorization Interface 2 Set up 2 1 Initial installation It is assumed that PcAuthorize has already been installed and is working Refer to the PcAuthorize installation and other documentation Insert the CD and run the AdvPcAuthSetup exe It does not matter for this step whether the installation occurs on the PC where Advanced Accounting or PcAuthorize is installed or not When prompted change the installation path to your installed Advanced Accounting path If you do not know what that path is right click on the desktop icon that you use to launch Advanced Accounting and inspects its properties On a standalone system or from the server the path might be C ADV51 or C ADV50 From a network PC it might be F ADV51 or some other drive letter If installed to a potentially correct path you will receive a message to that effect Initial installation will not change alter your Advanced Accounting data in any way 2 2 PCAuthorize workstation This installation
19. you will be able to select from existing credit cards for this customer or add a new one on the fly and then you will be taken to the same authorization screen to confirm your entries make any desired adjustments and then click on authorize From that point see Authorization response If the authorization response is successful the authorization information will be written to the sales order as two message lines as a permanent record and which will then print on future sales orders invoices related to the order The order entry program will not however prevent someone from authorizing again for the same or different amount IMPORTANT NOTE unlike authorizing in AR C or POS successful authorization at the point of entering a sales order will NOT automatically create a payment record on the customers account nor can it be applied to the invoice immediately because this is a sales order that has not necessarily been even posted Therefore in order to record the actual payment a user will still have to go into AR C and enter it answering N o to the authorize CC question since it has already been authorized The point of authorizing here is to allow for credit card verification right at the point of sales order entry while for example still on the phone with a customer 3 4 Authorizing from SO J To be able to initiate more or less automatic credit card authorization transactions for recurring orders first in the SO I enter recurring sale
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