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PCCharge Express Manual 1st Edition

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1. cccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseaeesaeeees 138 Debit Card Processing A Typical Day 140 Check Processing e seceeceeseeeeeeeeteeereeneeaee we 141 All about Check Transactions cccccccceccceeeeeeeeeeeeeeeeceeeeeaeesaeeeeeeeseeseeeeeeeseaeeseeees 143 All about Check Verification Guarantee eeeeceeseeeeeeeeeeeeeeeeeeeeaeteeeeaeeeeeeeeeaeeaeees 144 All about Check Conversion Truncation we 145 All about ECC Check Transactions w 146 EBT Electronic Benefits Transfer Processing All about EBT Card Transactions Cash EBT Transactions 150 Food Stamp EBT Transactions 151 Food Stamp Credit EBT Transactions w 152 Account Inquiry EBT Transaction we 153 Processing EBT Transactions A Typical Day we 154 Gift Card Transaction Processing e ceeeseeeeeee we 155 All about Gift Card Transactions s e wee 157 Processing Gift Card Transactions A Typical Day we 158 Frequently Asked Question ccsssseecesseseeeeesseneeees 159 Offline Processing and Import FileS eeeeee 162 Offline Processing escceccesesseeeeeeneeeeeeaeeeeceaeceeceeesaeeeeeaeeeeseaesaeeeaesaeseeesaeseeseaeeeseaeeneeeeees 163 How to Process Offline Transactions we 163 File IMPOMt sneis ts Processing ann Import File ecssscscsesesesesesesnesseesssecossesesesesseseeecseecsseesssnseseeeseee
2. eo Note If your payment processing company supports some communications method other than dial up modem like TCP IP Internet or TCP IP lease line and you want to use that instead you may skip ahead to the section Performing Test Transactions see page 79 However your processing company may have the ability to accept a modem connection if your primary connection fails check the PCCharge Appendices to find out If your processing company has this ability you ll want to set up your modem using the instructions given below Click Setup on the PCCharge menu bar above the icons Click Modem If this is the first time you ve set up a modem in PCCharge the Simple Modem Setup window will appear If the Manual Modem Setup window appears click the Use Simple Modem Setup button n Simple Modem Setup x Modem Initialization x Modem x Cancel Baud fed Use Windows Modem Settings Use Manual Modem Setup PCCharge should display your modem in the Modem text box If you have more than one modem installed click the drop down arrow next to the Modem text box and select the modem you want to use with PCCharge PCCharge should display your modem in the Baud text box Click the drop down arrow next to the Baud text box and select 1200 Click OK You ll be returned to PCCharge s main window Depending on your system s configuration you may not need to refer to the other subsections in this M
3. 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 60 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 Electronic Benefits Company Numbers PCCharge Payment Server Merchant Setup Wizard E The next step is to specify which company if any you will be using to process Electronic Benefit transactions EBT Processing Company x EBT Company Number Terminal ID Working Key m Phone Numbers Primary Phone Secondary Phone Help Cancel lt Back I i Finish 1 Review the section of the PCCharge Appendices specific to your debit card processing company there may be special information or instructions specific to your processing company 2 Click the small drop down arrow button to the right of the Electronic Benefits Company field Select the check services company that your business will be using e Note Not all EBT card companies will be available for selection The credit card company you selected in the Credit Card Setup windo
4. 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 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 Click Utilities on the PCCharge menu bar Click Backup Restore Files A window titled Backup Restore will appear e The option labeled Span Disks in the Back Up Options section allows you to use multiple disks for example if you ll be using floppy disks for back up Check this option if you think your restoration information will take up more than one disk WARNING If you check the option labeled Span Disks the option Erase Disks Before Writing becomes accessible and is checked by default If this option is checked any removable disk you insert to use as backup media will be completely erased prior to the back up process This does not apply to hard disks Click the BackUp button A window titled Back Up Data Files to will appear ee Note The PCCharge backup function defaults to saving the information to floppy disk s Make sure the disk s you use do not contain important information or are already formatted If you are back up your information to removable m
5. RAS Setup Utility For American Express Split Dial users see page 46 Click PCCharge Payment Server to start PCCharge Payment Server g Note At startup PCCharge will check to see if you re upgrading from a version of PCCharge older than 5 7 If you are a window will appear that briefly describes our database purging feature For detailed information on this feature and its usage consult the section Transaction Database Purging see page 176 Technical Details if you chose to not have PCCharge added to the Windows Start Menu you ll need to manually start PCCharge You can do so by browsing to the PCCharge installation directory via Windows Explorer The default location of the PCCharge executable is C Program Files Active Charge Active Charge exe 29 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 If you re going to use Payment Server directly then you ll want to enable the user interface to show up all the time To enable the user interface to always appear onscreen you ll have to manually edit the PCCharge
6. The PCCharge Batch Management Utility must be used on the computer on which PCCharge is located To install the Batch Management Utility double click the file Setup exe found within the BatchManager directory on the PCCharge installation CD Follow the on screen installation instructions to install the Batch Management Utility We recommend that you shut PCCharge down before using the Batch Management Utility Once you ve installed and started the Batch Management Utility click File then Change Specify or browse to the main PCCharge directory By default this is C Program Files Active Charge Restart the Batch Management Utility The tool is now ready for use 190 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 The sections following these usage scenarios Batch File Details Indeterminate Batch and Batch History give full descriptions for each of the batch management tools see pages 192 194 and 195 QD Quit Duplicating Error T During settlement PCCharge may receive and report a QD error from the processing company A QD quit duplicating error usually means that the processing comp
7. included in the Software MISCELLANEOUS The Agreement and any attached Exhibits constitutes the entire agreement between VERIFONE and You and it supersedes all prior or contemporaneous communications and proposals whether electronic oral or written that relate to its subject matter This Agreement will be governed by the laws of the State of Georgia without regard to its conflict of law provisions Each party consents to the exclusive jurisdiction and venue of the appropriate courts in Chatham County Georgia for all disputes arising out of or relating to this Agreement The prevailing party in any action or proceeding to enforce its rights hereunder shall be entitled to recover reasonable attorneys fees and other reasonable costs incurred in the action or proceedings The failure of a party to exercise or enforce any right or provision of this Agreement will not constitute a waiver of such right or provision This Agreement is between independent contractors and no joint venture partnership or employment relationship exists between the parties as a result of this Agreement and neither party has the authority to make representations on behalf of or legally bind the other Neither party may assign this Agreement in whole or in part without the other party s written consent which consent shall not be unreasonably withheld If any provision of this Agreement is found by a court of competent jurisdiction to be invalid the parties nevertheless a
8. 100 Setting this value to 000 will de activate the feature Setting this value at gt 100 will automatically calculate the estimated gratuity amount for each transaction and will attempt to authorize the sale amount the calculated gratuity For example if the authorization expansion factor is set to 117 and a Sale or Pre Auth amount of 10 00 is sent to PCCharge PCCharge will attempt authorization of 11 70 To temporarily override the expansion factor simply manually enter the estimated gratuity amount at the time of transaction 130 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 The tax amount is the portion of the total amount that is attributed to tax It is also kept separate for accounting purposes Note The tax amount you enter will not be added to the transaction amount you enter Rather the tax amount specified is merely recorded as being that part of the total amount Example You enter an Amount of 1 00 and a Tax of 05 Only 1 00 is charged to that card The 05 is recorded as being the tax portion of the total amount
9. 131 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 Note The tax amount you enter will not be added to the transaction amount you enter Rather the tax amount specified is merely recorded as being that part of the total amount Example You enter an Amount of 1 00 and a Tax of 05 Only 1 00 is charged to that card The 05 is merely recorded as being the tax portion of the total amount To check to make sure that your credit card processing company can process commercial cards access that company s Extended Data Fields consult your on disk Appendices PCCharge automatically recognizes commercial cards so no special steps need to be taken to process commercial cards except for inputting the customer code and tax amount at the time of the sale PCCharge recognizes commercial cards by checking the credit card number entered against the commercial card BIN ranges programmed into the software Previous versions of PCCharge allowed users to edit the BIN ranges as needed but we have since de
10. Check Image option ee Note The actual image is stored at a higher resolution than what is displayed on screen in this window The print out of the image will be rendered at the actual scan resolution ixi OTN RDM EASY READ CHECK fe ca E pa kang AP Vay locas a Fa l 2 Orderu gt A I AEF ec Los Meadiud 9 Fig Clarke American Nueg Ame fous Dees Fur e r ee P Print Image Click the Print Image button to print a copy of the image PCCharge will print to the default Windows printer 229 Maitre D Plug in Simple Explanation Some users will utilize PCCharge Payment Server in conjunction with Maitre D a restaurant specific point of sale software package This section pertains to those users If you do not have the Maitre D software package you may safely ignore this section of the manual PCCharge must be installed prior to installing the PCCharge Maitre D Plug in If you have not yet installed PCCharge please do so before continuing with these instructions see page 19 Insert the PCCharge Installation CD into your CD ROM drive If the automatic PCCharge Installation Menu appears click the Exit button to exit it The PCCharge Maitre D Plug in must be manually installed Prior to beginning the installation process please complete the following steps to access the PCCharge Maitre D Plug in Setup Guide e Click your Windows Start button and then click the
11. Configure PinPad Information PinPad Com Port loj x 2a X Port Comi Cancel Baud Parity Time Out C 300 C 2400 C None E Sec C 600 4800 C Odd Data Bite f 1200 9600 Even G7 08 Click Setup on the menu bar Click the Devices option Click the Pin Pad option Review the Tested PIN Pads table at the end of this PIN Pad Setup section to determine if there are any special settings recommended for your PIN pad Click the small drop down arrow button to the right of the PIN Pad field Select the PIN Pad that you ll use with PCCharge Depending on the PIN Pad selected you may not need to set up all or any of the following fields Click the small drop down arrow button to the right of the Com Port field Select the COM port of the PIN pad that you ll use with PCCharge Most users can select Port Com1 but some users may have plugged the device into port 2 and should select Port Com2 Select the baud appropriate for your PIN pad the default value is 1200 This information should be provided by your device s documentation Notice the default Time Out value 4 seconds This value determines how long PCCharge waits for input from the PIN pad You should not change the default value unless you are experiencing difficulties with your device 92 Select the parity that the PIN pad uses the default setting is Even This information should be provided by your device s docume
12. POS make sure that the version is compatible with the version of PCCharge that you are upgrading to Consult the sections System Requirements Upgrade Preparation and Upgrading PCCharge see pages 14 15 and 17 What PCCharge reports should I use on a daily basis The most commonly used reports in PCCharge are Credit Card Detail This report shows you the results of all transactions processed on the specified day Batch Pre Settle This report is used before settling a batch It shows you all the transactions that are waiting to be settled View this report before settling your batch to confirm that everything in your batch is correct Batch Post Settle This report is used after settlement has occurred This report is primarily used to retrieve transaction history 160 13 14 How do I find my PCCharge serial number Click Help on the PCCharge menu bar near the top right hand corner of PCCharge window Click About PCCharge will display your 16 digit serial number I m trying to view a report What does Runtime Error 91 mean This error can often be corrected by using the Repair and Compact procedures as described in the section Repair Compact see page 179 How do add a merchant number to PCCharge Visit us online at http www pccharge com support for the latest information on adding PCCharge merchant numbers 161 Offline Processing and Import Files using its Offline Processing fe
13. the merchant are responsible for re transmission If you are set up for manual close you will need to perform a close to complete your debit transactions If you are processing credit card transactions as well as debit transactions the debit transactions will be closed at the time you settle your credit card transactions There are two main types of debit card transactions Sales and Credits Other debit card transactions Void Sale Void Credit etc are variations on these The different types of transactions are also known as actions Here is a list with general descriptions 1 Sale This action decreases the cardholder s limit to buy It authorizes a transfer of funds from the cardholder s account to your account 2 Credit Return This action increases the cardholder s limit to buy It authorizes a transfer of funds from your account to the cardholder s account 3 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 4 Void Credit Return This action removes a Credit transaction 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 If you want to void a credit and t
14. Account number TroutD OK 1 To access the Retrieve Account Number window click Utilities on the menu bar Click the Retrieve Account Number option 2 Enter the TroutD transaction routing ID number assigned to the transaction by PCCharge You can find out what TroutD is associated with a transaction by looking on the transaction s receipt or by viewing the reports 3 After you enter the desired transaction s TroutD click OK PCCharge will display the customer s Account Number and Expiration Date 180 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 Check with your processing company bank or merchant service provider or whoever set up your account to find out if your account is set to auto close Note Not all of the functions shown in this section are available for each processing company Host based systems use batch close and terminal based systems used batch settle To determine if your payment processing company is terminal or host based consult the section of the PCCh
15. Amex Results give descriptions of each of the batch management tools see pages 198 199 and 200 Void Amex Transactions 1 The Amex Batch Management tools provide an easy way of voiding multiple transactions through a point and click interface First determine which transactions need to be voided You can review the Amex transactions in your open Amex batch by viewing the AMEX Batch Authorized report To access the AMEX Batch Authorized report in PCCharge click Batch gt Amex Batch Management gt Settle Amex Batch 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 Review those transactions listed on the Authorized Batch Report Use this report to clearly identify those transactions you want to Void Once you ve identified the transaction s you want to Void close the Indeterminate Batch report window To access the Open Amex Batch Editor click Batch gt Amex Batch Management gt Open Amex Batch Editor Select the merchant account whose open Amex batch you wish to edit and click OK 197 5 You should now select the transaction s you want to Void You can select multiple transactions by holding down the Ctrl key on your keyboard while clicking on the transactions you wish to select To select a range of transactions click the first transaction you want to select Next hold down the Shift key on you
16. Batch sis Ticket C Amount a Merchant J Com In the Report Filters area you can select the Start amp End date the Card the Card Type the User ID that processed the transactions the Result of the transactions processed and the Amount Click the OK button to view print save the report 224 Reprint Receipts The Reprint Receipts function allows you to reprint a receipt The Report Filter section of this window is similar to the other report filter windows However here you must specify a single transaction or a range of transactions for which you wish to reprint receipts To access the Reprint Receipts report filter click Reports on the menu bar Click the Reprint Receipts option You may also click the Reports icon on the Icon Bar see page 115 and then select Reprint Receipts from the Report Type drop down list Bioixi Report Type Reprint Receipts Print To Screen Printer C File Receipt Options Secure Merchant Customer Query Troutd Report Filters L End Y 5 7217 2003 12 00 00 AM 5 721 2003 11 59 00 PM Start Number O Card Type fA v End Number Result Card Number ss Batch ss Ticket O Amount siz Merchant A pprove d Enter the number of the first receipt in the Start Number field e Enter the number of the last receipt in the End Number field e Click the OK button to repri
17. Council or visit their website http www pcisecuritystandards org to learn more about PCI requirements and compliance Merchant Responsibility WARNING Although VeriFone Inc has designed PCCharge to properly secure credit card cardholder information according to PCI guidelines it is ultimately the merchant s responsibility to secure the system on which PCCharge resides and the environment in which it is used The following guidelines should be implemented in your payment processing environment This information will help you to protect all areas the network individual PCs laptops servers databases backup data logs etc that store or transmit cardholder data Data Protection Guidelines Although the following information will help you to comply with PCI Security Standards PCI it is important to visit the organization s website http www pcisecuritystandards org to review the most up to date information available PCCharge when implemented according to PCI guidelines and when implemented into a secure environment will not keep a merchant from being PCI compliant 1 PCCharge does NOT store credit card magnetic stripe data track I II data so this is not an issue that would endanger a merchant s PCI compliancy PCCharge does NOT store credit card CVV2 CVC2 CID data the verification number that appears on the front or back of the credit card so this is not an issue that would endanger a merchant
18. 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 Please direct any comments or suggestions regarding your PCCharge documentation to pcecharge_manuals verifone com Please note that this address should not be considered as a source for technical support Any such requests should be directed to the normal support channels Using This Manual As you use this manual you ll come across the following text boxes These are meant to draw your attention to certain concepts and are easily identifiable by their icons Simple Explanation The simple explanations found in the PCCharge manual will provide you with an easy to digest summary of the information in that section If you want to get through the manual as quickly and easily as possible pay special attention to the simple explanations Note A note is important information that either helps to explain a concept or draws attention to ideas that should be kept in mind We recommend that you carefully review the notes you encounter JE WARNING We HIGHLY recommend that you read ALL warnings in the secti
19. Mini Micr Set up in PCCharge as Keyboard Wedge Set up in PCCharge as SEMTEK Model 9272USB Keyboard Wedge Uniform Je i Set up in PCCharge as Industrial 33AUBN Keyboard Wedge Set up in PCCharge as Keyboard Wedge This device is a combined PIN pad card reader and receipt printer You must set up the PIN pad VeriFone Seta functionality of this device prior to setting up any other functionality Consult the documentation included with this device to determine how to set it up Set up in PCCharge as Keyboard Wedge This device PCCharge is a combined PIN pad and VeriFone Performer card reader You must set up SC 5000 the PIN pad functionality of this MAC or DUKPT device prior to setting up any other functionality Smart card functionality not supported 88 Note The following example text shows the correct format of a swiped transaction after a Cherry keyboard device has been properly configured You can use Microsoft s Notepad to view a swiped transaction B6011000998980019 DISCOVERY JD 0412123456 7 6011000998980019 0412123456 Additionally Cherry Electronics has created a page on their website that details the setup of the Cherry Keyboard MY 7000 8000 http support cherry de english new_fagkb asp faqkbid 237 Note Every Ingenico 2500 was manufactured in one of two possible configurations as a standalone check reader or as a check reader with an integrated card reader If you have an Ingenico 2500 ca
20. Response 4 Since you received a Result of CAPTURED the transaction is ready to be settled along with any other transactions at the end of the day 69 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 PCCharge Payment Server Merchant Setup Wizard Your electronic payment processing software has now been set up You are ready to start processing transactions Help Cancel lt Back Next gt Finish e Note if you plan to use PCCharge in combination with the PCCharge Maitre D Plug in note that the plug in should be installed after completing the standard PCCharge installation process After PCCharge has been installed and set up you may refer to the section Maitre D Plug in see page 230 70 Update Configuration Disk Simple Explanation PCCharge s Update Configuration Disk feature allows you to create a backup disk a 3 floppy disk that contains your merchant configuration information essentially everything you ve set up to this point e f your copy of PCCharge was shipped with a Configuration Disk or License Disk on a 31 floppy disk you already have this backup disk and only need to update it e f your copy of PCCharge was shipped with a Configuration Disk or License Disk on a CD you may create a separate backup dis
21. VeriFone PCCharge Performer SC 5000 MAC Set up in PCCharge as VeriFone SC 5000 MAC Canadian debit processing only e Baud 9600 e Parity None e Data Bits 8 e Time Out 4 VeriFone PCCharge Performer SC 5000 DUKPT Set up in PCCharge as VeriFone SC 5000 American debit processing only e Baud 1200 e Parity Even e Data Bits 7 e Time Out 4 Touch Screen Setup Simple Explanation Touch screens are no longer supported by PCCharge 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 96 i Configure TouchScreen Information z PAA 95 Report Printer Setup 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 97 zix i Simple Explanation This window allows you to set up a standard Report Printer 1 Click Setup on the menu bar Click the Printer option Click the Report option 2 Click the small drop down arrow button to the right of the Report Printer field Select the printer that PCCharge will use to print reports and contracts 3 Click the Configure Printer button PCCharge w
22. authorizes a transfer of funds from the cardholder s account to your account 119 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 Pre Auth This action reduces a cardholder s account s limit to buy for a predetermined amount of time A Pre Auth is the first half of a sale A Pre Auth specifies that amount to be set aside for a potential transfer of funds The funds are not transferred at batch settlement close unless a Post Auth is performed using the Pre Auth s approval code As previously mentioned there is a time limit on a Pre Auth s usability The processor determines the time limit which is usually 7 10 days You should contact your merchant service provider credit card processing company for the exact time Post Auth This action makes an approved Pre Auth or voice authorized transaction available for batch settlement close This action is the second half of a sale This transaction is also known as a Completion Void Credit This action removes a Credit transaction This action can only be performed before settlement
23. companies support AVS If this window is not displayed but you know your account is set up for address verification it likely means that your credit card processing company is host based and handles AVS filtering on their end An easy way to find out if your processor is terminal based is to check the section describing that processor s extended data information in Appendix A PCCharge Payment Server Merchant Setup Wizard The next step is to enter when you want your AYS transactions captured By leaving all the boxes checked you will capture all transactions regardless of how well the entered address matches the cardholder s billing address Accept Transaction When JV Address and 5 Digit Match JV Exact Address and 9 Digit Match JV Address Match No Zip Match JV 5 Digit Zip Match No Address Match JV 9 Digit Zip Match No Address Match JV No Match JV Address Information Not Available JV Retry System Unavailable JV Service Not Available Help Cancel lt Back Finish 64 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 You can either make business decisions on individual tra
24. digits of the credit card number User ID Use this field if you want to generate a report that shows only those transactions processed by a specific user ID This report applies only to multi user version of PCCharge Enter the exact user ID used to process the original transaction s Ticket Use this field if you want to generate a report that shows the transaction associated with a particular ticket number Enter the exact ticket number used in the original transaction Merchant Default All Select a merchant number All transactions processed with the selected merchant number will be used to generate the report If All is selected as the Merchant then all transactions processed with all merchant numbers registered with PCCharge will be used to generate the report 209 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 If All is selected as the Status then all transactions processed regardless of status will be used to generate the report Batch Enter a batch number All transactions processed with
25. following section Amex Settle Setup 49 AMEX Settle Setup e Note The dial up version of PCCharge s AMEX Settle feature is not available in this version of PCCharge Settlement is still available via TCP IP Internet as described in the previous section American Express Split Dial Setup 50 Debit Card Company Setup 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 54 Simple Explanation This window allows you to set up your debit card 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 Debit Card Company Numbers PCCharge Payment Server Merchant Setup Wizard E The next step is to specify which company if any you will be using to process debit card transactions m Debit Card Processing Company x m Debit Card Company Number Terminal ID Working Key m Phone Numbers Primary Phone Secondary Phone Help Cancel lt Back g i Finish 1 Review the section of the PCCharge Appendices specific to your debit card processing company there may be special information or instructions specific to y
26. gives instructions on to use Transaction Database Archiving Using Transaction Database Archiving e 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 If At startup 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 Preferred maximum database size specified in this window PCCharge will ask you if you want to archive the PCCharge database We recommend that most users click Yes to increase operational efficiency speed up transaction processing and decrease the likelihood of database corruption old the transactions in its database are It will then consult the value of the Archive transactions that are still active field in the Transaction Archive window Transactions that are younger than Archive transactions that are still active will not be included in the archive Transactions that are applicable to archiving and that are older than Archive transactions that are still active will be moved out of the current database and into the archived database 9 Technical Details If you click Yes PCCharge will first check to se
27. greater than Pre Auth I Diner s Club 7 Carte Blanche J_ Prompt to Add Customer to Database I Use Default Processor J Enroute J JCB I Display Transaction Elapsed Time FleetOne J FuelMan Tl Display Total Elapsed Time J Enable TCP IP Client Reversals veers tein Eases F Mask Card Numbers on Customer Database Screen I Japanese Airlines JAL V Prompt for Visa Bill Payment a i JV Private Label Cards Additional Configuration Options Advanced System Log Duplicate Checking 33 Configure System Options Password for the system user ID Default Empty minimum 7 alpha numeric characters You may leave this blank unless you intend to use PCCharge in a multi user environment and would like to provide different levels of access If you fill it out PCCharge will occasionally prompt you to enter a User Name and Password The Password that you enter in this Preferences window will be associated with the User Name System Consult the section Cashier Privileges Setup for more information on this subject see page 102 e Note The password is case sensitive and must be complex Letters entered in upper or lower case must be re entered in that same case whenever accessing a password protected function The password must contain at least 7 characters and must have at least one upper case character one numeric character and one special character e g etc Last Va
28. inquiry regardless of the type of benefit In the next four sections we will break down each transaction type and describe each action available 149 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 Consult your merchant services provider to see what method is available and what method best suits your needs There are four types of cash transactions 1 Withdrawal This action decreases the cardholder s limit to buy It authorizes a transfer of funds from the EBT cardholder s account to your account allowing you to then disperse cash to the cardholder 2 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 3 Post This action makes an approved Voice Authorization transaction available for re transmission 4 Void This action removes a withdrawal transaction from the re transmission information It deletes that transaction The funds from this transaction will then not be transferred into your account Use the Void action to correct mi
29. installations you should be logged into Windows as a user with administrator access in order to install PCCharge If you do not have administrator access to Windows or are not sure of what that means contact one of the following e Whoever maintains your business computer systems e The technical support department of your computer s manufacturer e Note If you plan to use PCCharge in combination with the PCCharge Maitre D Plug in note that the plug in should be installed after completing the standard PCCharge installation process After PCCharge has been installed and set up you may refer to the section Maitre D Plug in see page 230 Insert the PCCharge CD into the CD ROM drive of your computer The PCCharge Installation Menu should automatically appear This menu allows you to install PCCharge view PCCharge support information and access the PCCharge documentation You can explore this menu at any time prior to or following PCCharge installation For now just click the PCCharge Payment Server button Next click the Install Payment Server button to begin the PCCharge installation process e Note If the PCCharge Installation Menu does not automatically appear your copy of Windows may be set up to not allow auto run of CD ROMs If so you ll need to manually access the PCCharge Installation Menu Click your Windows Start button and then click Run Click the Browse button Click the drop down list
30. is expressly prohibited by applicable law You may not sublicense lend lease donate sell load pledge transfer or distribute on a temporary or permanent basis the Software You may not use the Software for commercial time sharing rental or service bureau use 4 U S GOVERNMENT RESTRICTED RIGHTS The Software is provided with RESTRICTED RIGHTS Use duplication or disclosure by the Government is subject to restrictions as set forth in subparagraph c 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the Commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable Contractor manufacturer is VeriFone Inc 8001 Chatham Center Drive Suite 500 Savannah GA 31405 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 If You are not completely satisfied with the Software you may return it to the reseller or other place of purchase Reseller for a refund provided that you do so within thirty 30 days of installation and provided that in no event shall You return the Software later than one 1 year after VERIFONE provided
31. or instructions specific to your processing company 2 Click the small drop down arrow button to the right of the Check Services Company field Select the check services company that your business will be using e Note Not all check services companies will be available for selection The credit card company you selected in the Credit Card Setup window determines which check services companies are available as selections 3 Enter the Site ID or account number associated with your Check Services Company This number is the main number that identifies your account You should have received this number from your bank or your merchant service provider 54 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 Select the Check Service that your account has been set up to handle Not all check services companies offer the same check services e MICR Select this option if your account has been set up to verify MICR data Magnetic Ink Character Recognition is a character recognition system that uses special ink and characters This service
32. processing company make sure that Financial Settlement Service is checked Note that you can use AMEX s Financial Settlement Service through PCCharge whether or not you authorize transactions directly through American Express Select your company s business type The business type that you select should match the information that American Express has on file for your account If you are unsure of this information check with whoever set you up to authorizer and or settle AMEX transactions e Note Restaurant is not accessible as a AMEX settle Business Type unless the parent processor s credit card processing account is also set to Restaurant Enter your American Express Terminal ID 8 digits long and Merchant SE 10 digits long numbers This number should have been provided to you by whoever set you up to authorize and or settle AMEX transactions If you want to allow split tender using other payment types in addition to balance on the card make sure that the Allow Split Tender box is checked The default authorization phone numbers appear in the Primary Phone and Secondary Phone fields 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 If you DID NOT put a check next to Financial Settlement Service you are finished setting up AMEX split dial Click OK to save this information and retur
33. required by your gift card processing company This information and other important information about your gift card processing company are described in the PCCharge Appendices WARNING This step is vitally important Failure to complete the required extended information in this section may prevent you from processing transactions 2 After you ve entered all data required including any advanced or extended data click the OK button to exit the Extended Data Fields window 3 PCCharge will display the Gift Card Setup window Click Next to exit the Gift Card Setup window 4 This completes the setup of your gift card processing company Continue on to the next section Company Information Setup 62 Company Information Setup e 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 Type it in just as it appears on the paperwork you received from your bank or your merchant service provider This information may be case sensitive so use uppercase or lowercase as necessary 2 Enter your compan
34. services provider for a description of the type of check service that you are using PCCharge supports check verification guarantee and check truncation conversion 143 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 Check Guarantee Guarantee first performs a Check Verification and then guarantees that the funds are available regardless of how much money is actually in the check writer s account 144 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 ee Note The important thing to remember is that without re transmission of the check information you will not receive your money Every day that you perform truncation
35. skip ahead to the section Gift Card Processing Company Setup see page 60 e Note As you can see there isn t a picture of your EBT Card Processing Company Extended Data Fields window shown on this page This is because each EBT card processing company has its own set of Extended Data Fields 1 Enter the extended information as required by your EBT card processing company This information and other important information about your EBT card processing company are described in the PCCharge Appendices WARNING This step is vitally important Failure to complete the required extended information in this section may prevent you from processing transactions After you ve entered all data required including any advanced or extended data click the OK button to exit the Extended Data Fields window PCCharge will display the EBT Card Setup window Click Next to exit the EBT Card Setup window This completes the setup of your EBT card processing company Continue on to the next section Gift Card Processing Company Setup 59 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 63 This is the information that identifies your payment processing account You sho
36. take up to 4 hours Finalize Transactions Click this button to mark transactions as settled Reverse Click this button to submit a reversal of an archived file Created Displays the date that the selected batch was created Settled Displays the date that the selected batch was settled Count Displays the number of transactions to be settled in the selected batch Total Displays the total dollar value of the transactions to be settled in the selected batch 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 187 200 To access the Indeterminate Batch window click Batch on the menu bar Click the Amex Batch Management option Click the Settle Amex Batch option Select the merchant account whose open Amex batch you wish to edit and click OK e Make sure that the correct Credit Card Processing Company is selected Click OK Settle Batch Amex RRKK Count f Settle Amex EAR f Process Balance fre Cancel Batches f Cancel ee Balance pao Error Record Batch Amt The top left section of the Settle Batch window displays information about the AMEX batch associated with the currently selected credit card processing company s accoun
37. the Software to the Reseller Contractual Standard telephone support is available during the hours of 8 a m to 8 p m Eastern Time Monday through Friday excluding holidays these hours are subject to change NO OTHER WARRANTIES EXCEPT FOR THE WARRANTIES PROVIDED HEREIN THE SOFTWARE IS PROVIDED AS IS AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW VERIFONE DISCLAIMS ALL OTHER WARRANTIES REGARDING THE SOFTWARE EXPRESSED OR IMPLIED AND INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHER RIGHTS THAT VARY FROM JURISDICTION TO JURISDICTION NO LIABILITY FOR CONSEQUENTIAL DAMAGES VERIFONE AND ALL PARTIES INVOLVED IN THE CREATION OR DELIVERY OF THE SOFTWARE TO YOU SHALL HAVE NO LIABILITY TO YOU OR ANY THIRD PARTY FOR SPECIAL INCIDENTAL INDIRECT EXEMPLARY AND CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS GOODWILL OR SAVINGS DOWNTIME DAMAGE TO OR REPLACEMENT OF SOFTWARE AND DATA ARISING FROM CLAIMS BASED IN WARRANTY CONTRACT TORT OR OTHERWISE RELATING IN ANY MANNER TO THE SOFTWARE EVEN IF VERIFONE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH CLAIM OR DAMAGE IN ANY CASE VERIFONE S ENTIRE LIABILITY RELATING IN ANY MANNER TO THE SOFTWARE REGARDLESS OF THE FORM OR NATURE OF THE CLAIM SHALL BE LIMITED TO THE AMOUNT ACTUALLY PAID BY YOU FOR THE SOFTWARE ANY WRITTEN OR ORAL
38. the appropriate time your business may no longer be CISP compliant and may be liable to fines imposed by various financial agencies If the PCCharge database exceeds the aged days or more value specified in this window PCCharge will ask you during program startup if you want to purge the database The default value is 2556 days 7 years Most users should accept this default but you may specify a different directory by typing it in or by using the Browse Location button Note that this does not set an absolute date like October 9 1974 it only is a reference for selecting a relative date like 3650 days PCCharge s Transaction Database Purging functionality is now set up The following section gives instructions on to use Transaction Database Purging 176 fa Transaction Archive E xj r Transaction Archive Configuration OK JV At startup enable archive prompt J Archive Pre 5 6 Transactions Archive transactions that are still active after 30 days Archive Location C Program Files PCCW backups Browse Preferred maximum database size 20 MB Megabytes Archive Archive transactions dated prior to 10 09 2006 Select Date Transactions more than 90 days old will be archived Cancel iil Archive Progress Transaction Purge Configuration IV At startup prompt to purge stored transactions aged 2556 days or more NOTE Warming message s will appear before transactions are p
39. the report 214 AVS The AVS report shows your transaction history with the AVS response for each transaction To access the AVS report filter click Reports on the menu bar Click the Transactions option Click the AVS Report option You may also click the Reports icon on the Icon Bar see page 115 and then select AVS from the Report Type drop down list Pers Report Type avs v Print To Screen Printer File Report Filters Start 572172003 12 00 00 AM x End 572172003 11 59 00 PM gt Member ls Card Type ja Card Result Approved User ID a Batch r Tikt Amity Merchant faj In the Report Filters area you can select the Start amp End date the card Member the Card the User ID that processed the transactions the Ticket the Card Type the Status of the transactions processed the Batch the Amount and the Merchant Click the OK button to view print save the report 215 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 115 and then selec
40. to the right of the Com Port field Select the COM port of the check reader that you ll use with PCCharge Most users can select Port Com1 but some users may have plugged the device into port 2 and should select Port Com2 Select the baud appropriate for your check reader the default value is 1200 This information should be provided by your device s documentation Notice the default Time Out value 4 seconds This value determines how long PCCharge waits for input from the check reader You should not change the default value unless you are experiencing difficulties with your device Select the parity that the check reader uses the default setting is Even This information should be provided by your device s documentation 90 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 5 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 79 or you may skip ahead to the section PIN Pad Setup see page 92 Tested Check Readers 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 Set up each device as specified in the Notes column If no addi
41. to the right of the Look In field Select your CD ROM drive Double click the file cD_Start exe The PCCharge Installation Menu will appear Welcome Click Next gt to proceed to the next step in the installation process PCCharge Payment Server InstallShield Wizard x Welcome to the InstallShield Wizard for PCCharge Payment Server ard will install PCCharge Payment Server on your computer To continue Cancel 20 License Agreement Select accept the terms of the license agreement and click Next gt to proceed to the next step in the installation process ge Payment Server InstallShield Wizard License Agreement Plee ad the folle c greement carefully IMPORTANT CAREFULLY REVIEW THIS AGREEMENT BEFORE CONTINUING THE a 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 THE SOFTWARE INCLUDES COMPUTER SOFTWARE THE ASSOCIATED MEDIA ANY PRINTED MATERIALS AND ANY ONLINE OR ELECTRONIC DOCUMENTATION BY DOWNLOADING THE SOFTWARE AND OR OPENING THE SOFTWARE PACKET S AND OR USING THE SOFTWARE YOU ACKNOWLEDGE THAT YOU HAVE READ THIS AG
42. to the section Remove TID Number see page 110 WARNING Most users should not make any changes to this window rx Private Label Card Setup loj x m Card Services OK JV Authorize x r Processor Information Processor Main Processor Main x Merchant Number le Primary Phone Secondary Phone oe Cancel Extended rm Card Details Type Description BIN Range Min Max PLB1 Private Label 1 j aa Check Digit Multiplier None None ba 108 10 11 12 To access the Private Label Card Setup window click Setup on the menu bar Click the Merchant Setup option Click the Private Label option Put a check next to the box labeled Authorize This will activate PCCharge s ability to handle private label card transactions Click the small drop down arrow button to the right of the Processor field Select the processor that will handle your Private Label Cards Enter the Merchant Number you ll use to process the private label cards Enter the Primary Phone and Secondary Phone numbers that will be dialed during an attempted transaction This information is available from your merchant service provider or your processing company Click the small drop down arrow button to the right of the Type field Select the type of Private Label Card you ll be using This information is available from your merchant service provider or your processing company Enter a De
43. transaction For American Express credit cards look on the front of the card The four digit number above the account number is what you would type into PCCharge during a transaction CID 1234 CVVICVC CVV2 CVC2 CID Response Descriptions e Match CVV2 CVC2 CID match No Match CVV2 CVC2 CID mismatch Not Processed Either the expiration date was not provided or the card does not have a CVV2 CVC2 CID value e Not Present on Card Issuer indicates that the CVV2 CVC2 CID data should be present on the card but the merchant has indicated that the CVV2 CVC2 CID data is not present on the card e Issuer Not Certified Issuer has not certified for CVV2 CVC2 CID or issuer has not provided Visa MasterCard with the CVV2 CVC2 CID encryption keys e Server Did Not Respond System is unavailable or timed out CVV2 CVC2 CID Usage Scenarios The following usage scenarios will give you examples that you can use as a basis when configuring your own Card Verification Setup window CVV2 CVC2 CID Usage Scenario 1 1 In this example all the options in the Card Verification Setup window HAVE NOT been checked 2 You manually enter not using a card reader a 10 credit card sale transaction into PCCharge including the incorrect Card Verification Value 68 3 PCCharge connects to your processing company and receives a Result of NOT CAPTURED and a CVV Response of CvV2 No Match WARNING Even though th
44. transaction was processed Card This field displays the credit card number used to process the transaction 125 ExpDate This field displays the expiration date of the credit card used to process the transaction Member This field displays the name of the cardholder of the credit card used to process the transaction 126 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 2 Open a new batch by processing your first credit card transaction of the day Process whatever transactions you have for that particular day WARNING You should not attempt to access any other PCCharge functions reports batch settlement closure while you are processing a transaction or are waiting for a response from your processing company Doing so may negatively affect your transaction results After you have completed processing transactions for the day it is time to prepare for closure settlement of your batch Using PCCharge view or print out your Credit Card Detail report for the day Set the Result to Approved Make sure that you look at the report for the appropriate Merchant the one you used to process the transactions to be closed settled Consult the section Credit Card Detail for instructions on how to view use this report see page 214 Now examine the re
45. which PCCharge merchant number was used to process the transaction see pages 41 51 and 57 Ticket Number the ticket number of the transaction see page 117 136 and 147 Amount the amount of the transaction see page 117 136 and 147 37 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 Continue on to the next section Merchant Setup Wizard see page 40 se Advanced Configuration Setup IOl x m Timer Setup OK Queue Timer Interval 00 50 Seconds x Multi trans Wait E Eed m TCP IP Communications Use TCP IP Connection Local Port Number jo Provy Server Information M Use Proxy Server P Address C Eneryption Information Private Key Timer Setup Queue Timer Interval Default 00 50 For initial set up we recommend using the default value This value sets how often PCCharge checks for communication via inx files from other software At its default PCCharge checks every half second for communications Do not lower the va
46. word Run Click the Browse button Click the drop down arrow to the right of the Files of Type field near the bottom of this window Select All Files e Click the drop down arrow to the right of the Look In field near the top of this window Select your CD ROM drive Look for the folder POS_PLUGINS Double click it to open it Double click the file Maitre D_Plug in_Instructions pdf e This will open the Adobe Acrobat version of the PCCharge Maitre D Plug in Setup Guide Please refer to this document as you go through the PCCharge Maitre D Plug in installation process You may either print out this document or you may keep a copy of it open on your Windows desktop You may complete the following steps to access the PCCharge Maitre D Plug in installation program e Click your Windows Start button and then click the word Run e Click the Browse button e Click the drop down arrow to the right of the Look In field near the top of this window e Select your CD ROM drive e Look for the folder POS_PLUGINS Double click it to open it Double click the file Maitre D_Plug in_Setup exe The PCCharge Maitre D Plug in installation program will appear Complete all the directions provided and remember to refer to the PCCharge Maitre D Plug in Setup Guide as you go through the PCCharge Maitre D Plug in installation process 230
47. 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 gt to proceed to the next step in the installation process PCCharge Payment Server InstallShield Wizard Select Features the features setup will install t the featu Core Files Charge Payment Server Application Documentation Data Exporter jAuto Settle Utility MIRAS Configuration Utility Batch Manager InstallShield 24 Ready to Install You are now ready to install PCCharge Payment Server Click Next gt to proceed to the next step in the installation process PCCharge Payment Server InstallShield Wizard x Ready to Install the Program The td is ready to begin installation o begin the installation ant to review or change any of your installatio ck Back Click Cancel to exit the Cancel 25 Installing PCCharge is now being installed to your system This process should only take a few minutes PCCharge Payment Server InstallShield Wizard xi Setup Status PCCharge Payment Server is configuring your new software installation 26 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 PCCharge Payment Server InstallShield Wizard InstallShield Wizard Complete The 5 aS SU ly installed PCCharge Payment Server Click
48. Batch Information Total Balance mn Item Count pe Sales Amount rl Sales Count ay Returns Amount Returns Count ss Voids Amount m Voids Count a Debit Batch Information SalesAmount Sales Count Retums Amount RetumsCount oO EBT Batch Information SalesAmount Sales Count 0 Returns Amount 7 Returns Count paee 3 Click the Inquire option PCCharge will contact your processing company and obtain the status of the batch specified T e Note Depending on which processing company you use PCCharge may ask if you wish to update your extended data You should generally click Yes as this will help to make sure that you have the most up to date indexing information for your batch Please consult the section of the PCCharge Appendices specific to your processing company for more information 4 After a few seconds PCCharge will display the batch information in the Open Batch Inquiry window 5 You may now click the Close Form button to exit the Open Batch Inquiry window and resume normal transaction processing 186 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 you
49. Charge will display any open batches in the Batch Files section of this utility 192 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 is Open Batch Editor xj Date i Card Number Exp Date Approval Amount A Void 05 21 03 4000000000000000 TESTVI 05 21 03 4000000000000000 TESTVI Lose 05 21 03 4000000000000000 TESTVI 05 21 03 4000000000000000 TESTVI 05 21 03 4000000000000000 TESTVI EA 05 22 03 4000000000000000 TESTVI Date 05 22 03 _ Time 16 29 33 _ Count 6 Total fi05 00 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 e You can select multiple transactions by holding down the Ctrl key on your keyboard while clicking on the transactions you wish to select e To select a range of transactions click the first transaction you want to select Next hold down the Shift key on your keyboard while clicking on the last transaction you wish to select can be above or below the first transaction After you ve selected the transaction s you want to void click the button Void The selected transactions will be removed from your batch and so will not settle e Note Only a portion of the batch t
50. DOO O Amount A Cancel Ticket OO Cash Back Ee Process 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 check processing company for every transaction type e 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 141 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 Driver s License Allows you to enter your customer s driver s license number Birth Date Allows you to enter your customer s birth date from his or her driver s license State Code Allows you to enter your customer s state code Amount Allows you to enter the amount of the transaction Ticket Allows you to enter an internal invoice number om Note If you perform check truncation conversion you ll need to close your batch at the end of the day It is necessary to perform this procedure to have funds transferred from the customers accounts to yours 142 All about Check Transactions You should contact your merchant
51. Enter the card s four digit expiration date into the Exp Date MMYY field without using spaces or dashes Enter the number 1 into the Amount field without a dollar sign or a decimal point PCCharge will automatically recognize 1 as one dollar Click the Process button PCCharge may ask if the customer s card is present Click Yes You may be asked if you want to enter a ticket number Click No Finally PCCharge may ask if you want to enter CPS qualifiers AVS information Click No determine if you can provide the CVV2 CVC2 number shown on the back of the card see page 67 which would help you to obtain better per transaction rates You would normally provide the ticket number and CPS qualifiers AVS information during a live transaction to obtain better per transaction rates see pages 117 and 64 9 Technical Details PCCharge is asking if the card is present to Watch the status window near the bottom left of the PCCharge main window This will display the status of the transaction being processed PCCharge will make two attempts to contact the processing company and make a transaction request Once you ve received a Result for the transaction compare it to the four possible scenarios listed below e f the processing company is contacted and the transaction is authorized PCCharge will display a Result of CAPTURED and some other information related to that transaction If you receive a Result of CAPTURED proceed
52. Finish to exi the Cancel 27 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 e Note If you plan to use PCCharge in combination with the PCCharge Maitre D Plug in note that the plug in should be installed after completing the standard PCCharge installation process After PCCharge has been installed and set up you may refer to the section Maitre D Plug in see page 230 28 Starting PCCharge Payment Server OT WOND gt 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 The following shortcuts are available e PCCharge Payment Server Help File Also available within PCCharge PCCharge Payment Server Manual PDF version of the PCCharge manual e PCCharge Payment Server Appendices PDF version of PCCharge Appendices e PCCharge Payment Server Read Me The PCCharge Readme file e PCCharge Payment Server The PCCharge executable If you installed the Complete setup of PCCharge you will also see e Auto Settle Utility Explained in the section Auto Settle Utility see page 203 Batch Utility Explained in the section Batch Management see page 190
53. INFORMATION OR ADVICE GIVEN BY VERIFONE S DEALERS DISTRIBUTORS AGENTS OR EMPLOYEES WILL IN NO WAY INCREASE THE SCOPE OF THIS WARRANTY BECAUSE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES OR LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES THE ABOVE LIMITATION MAY NOT APPLY TO YOU TERMINATION Either party may terminate this Agreement at any time as a result of a material breach by the other party by giving written notice of termination to the other party Unless otherwise agreed to by the parties in writing upon the expiration or termination of this Agreement You shall immediately remove from your Computer all copies of the Software EXPORT LAWS You shall fully comply with all laws and regulations of the United States and other countries relating to the export import and use of the Software You will defend indemnify and hold harmless VERIFONE from and against any and all claims proceedings losses damages liabilities fines penalties costs and fees including reasonable attorneys fees arising in connection with any violation of any regulation of any United States or other governmental authority relating to the use of the Software by You or your agents 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
54. PCCharge Payment Server Electronic Payment Processing Software Setup Guide and User s Manual Para VeriFone HE wW AY TO R Copyright 2007 VeriFone Inc PCC 5 7 1i SP9 Notice Copyright 2007 VeriFone Inc All rights reserved active Charge active Charge SDK PCCharge Payment Server PCCharge Pro PCCharge Devkit Virtual Charge IP Charge 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 8001 Chatham Center Drive Suite 500 Savannah Georgia 31405 General Fax 912 527 4596 Technical Support 877 659 8981 Technical Support Fax 727 953 4110 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 THE SOFTWARE INCLUDES COMPUTER SOFTWARE THE ASSOCIATED MEDIA ANY PRINTED MATERIALS AND ANY ONLINE OR ELECTRONIC DOCUMENTA
55. PCCharge installation directory Do not delete this file as certain PCCharge files can be recovered from this file in case of data loss __ 10 You may now shut down PCCharge Click File on the menu bar Click Exit You may now proceed to the following section Upgrading PCCharge Upgrading PCCharge Note The following section pertains only to those users who are upgrading oe their existing copy of PCCharge If you are installing PCCharge for the first time you can skip ahead to the section Installation see page 19 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 of data and or program functionality WARNING Failure to observe proper upgrade procedure may result in loss 1 Review the section System Requirements to make sure that your system meets the requirements of PCCharge see page 14 The system requirements may have changed since you last installed PCCharge 2 Review the PCCharge Appendices to find out if your payment processing company has changed its merchant account settings and or requirements Your payment processing company may have changed the way it does business since you last installed PCCharge e To access the PCCharge Appendices before you have installed PCCharge you ll need t
56. PCCharge will display the Credit Card Transactions window It will look similar to the window displayed below but will may vary slightly from what you see in your copy of PCCharge since different credit card processing companies offer different abilities Credit Card Transactions 5 xj Sale Credit Void Sale Pre Auth Post Auth Void Credit Book Ship Credit Card Number Card Issuer Card Member Cancel Process Exp Date MMYY Amount Ticket Number Clear Zip Code Street Process Offline Card Verification Value 3 You ll need a credit card with an active account use one that has adequate funds for testing purposes We suggest that you use your own credit card since you ll be transferring funds from that card s account to your business merchant account Enter the credit card s number into the Credit Card Number field Make sure that you enter the number without spaces or dashes 79 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 re enter 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
57. Payment Server shortcut Enabling the User Interface 1 Click the Windows Start button Click Programs or All Programs Click VeriFone Click PCCharge Payment Server 2 Right click the PCCharge Payment Server shortcut A menu will appear listing several options Left click Properties 3 PCCharge Payment Server Properties will appear onscreen and the Shortcut tab should be shown as selected 4 Add ui to the end of the program location shown in the Target tab There must be a space between ui and the last quote Example C Program Files Active Charge Active Charge exe ui 5 Click OK PCCharge Payment Server will now start up with its user interface displayed 30 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 3 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 32 2 If you did receive a companion disk with your copy of PCCharge insert it and click the Yes button 3 Click OK on the next message box after you have inserted the configuration disk e If your configuration disk is on CD it should be automatically detected If it is not PCCharge will try to browse to your CD ROM dri
58. REEMENT UNDERSTAND IT AND AGREE TO BE BOUND BY ITS TERMS 1 GRANT OF LICENSE Subject to the terms and conditions of this Agreement and your payment of the applicable license fees VeriFone grants You a limited nontransferable nonexclusive license to use the Software solely i in object executable code form ii on a single computer the Computer and iii for your internal use and without any further rights You understand that You must comply with VeriFone s Software registration policies and the failure to comply with those policies may result in the disablement of the Software The Software is in use on a computer when it is loaded into temporary memory i e RAM or 1O O eO OON NOL M accept the terms of the licens O do not accept the terms of the lic Sabit chok i ten 2g cence 21 Setup Type click Next gt to proceed to the next step in the installation process You may Simple Explanation Most users should simply select Complete and then skip ahead to the section Ready To Install see page 25 You may select either Complete setup or Custom setup Select Complete setup if you want to install all PCCharge program files and features If you select Custom setup you will be able to e Specify the PCCharge installation directory e Specify which PCCharge utilities are installed After you ve selected a setup type click Next gt to proceed to the next step in the installation proce
59. Server Appendices extended information in this section may prevent you from processing transactions WARNING This step is vitally important Failure to complete the required 2 After you ve entered all data required including any advanced or extended data click the OK button to exit the Extended Data Fields window You may now proceed to the following section Split Dial Settle Setup 44 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 51 There are some potential issues to keep in mind when processing via split dial Since PCCharge is connecting to two different processing companies there is a greater chance of modem problems due to the fact that the two companies have different modem configurations Processing times could be longer depending on your method of processing 45 American Express Split Dial Setup e Note The American Express Split Dial setup window allows you to enter your business s American Express processing informatio
60. TION BY DOWNLOADING THE SOFTWARE AND OR OPENING THE SOFTWARE PACKET S AND OR USING THE SOFTWARE YOU ACKNOWLEDGE THAT YOU HAVE READ THIS AGREEMENT UNDERSTAND IT AND AGREE TO BE BOUND BY ITS TERMS 1 GRANT OF LICENSE Subject to the terms and conditions of this Agreement and your payment of the applicable license fees VERIFONE grants You a limited nontransferable nonexclusive license to use the Software solely i in object executable code form ii on a single computer the Computer and iii for your internal use and without any further rights You understand that You must comply with VERIFONE s Software registration policies and the failure to comply with those policies may result in the disablement of the Software The Software is in use on a computer when it is loaded into temporary memory i e RAM or installed into permanent memory e g hard disk CD ROM or other storage device of a computer 2 COPYRIGHT The Software and all copies provided to you are licensed and not sold All title to the Software resides and remains in VERIFONE and its suppliers The Software is protected by U S copyright laws and international copyright treaties You may make one copy of the Software solely for backup or archival purposes You may not copy any documentation accompanying the Software 3 OTHER RESTRICTIONS You may not decompile disassemble or otherwise reverse engineer the Software except to the extent that the foregoing restriction
61. 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 If you do not have a configuration disk you may click Cancel 4 Click the OK button to exit the Users window eo Note After removing a user your maximum number of users will remain the same You can add a new user to take the place of the one you just removed 107 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 If you need to accept private label cards first check with your merchant service provider or processing company to make sure your account is configured to accept private label cards Next follow the instructions given below If you DO NOT need to accept private label cards skip ahead
62. a transaction after the Merchant Copy is printed would be Copy 1 and the second would be Copy 2 e If you don t want the receipts to display the customer s card number or expiration date put checks in the boxes labeled Suppress Card Number and Suppress Expiration Date If you want a certain item of information displayed uncheck the box next to the appropriate option 98 e Click the OK button to return to the Receipt Printer Setup window 8 You now have the option to uncheck the box labeled Print Receipts for Gratuities Gratuity tip transactions are used when the actual gratuity amount is known after the original corresponding sale transaction including an estimated gratuity amount has been processed Unchecking this box makes PCCharge not print out receipts for this transaction type 9 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 e 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 The margin settings allow you to place the receipt information in different areas of the page to permit the use of preprinted invoices We recommend that you leave these settings at their default values You should wait until you see your printed receipts before you modify th
63. aaa Eea 95 Report Printer Setup asise mnia rar a a A a a aS 96 Receipt Printer Setup oo sececeesceseeeseeeeceseeeceeesseceeeaesaeeaesaeeeesaesenesaeseeeaeeaeeeaeeatens 97 Example Receipt With Comments we 101 Cashier Privileges Setup 102 Users Setup 0 eeeeeeeeeees 106 Private Label Card Setup ccceccceceeceeseeseeesceeceeeeaeeeeeeeesaeeeeeeaeeeeseaeeaeseeeseseaesaeseeseaeeneeaes 108 Remove TID Number cceccceeeseeceeeneeeeeneeeeeeeeeeeaaeeeceaaeeeeaaeeeseaaeeseaaeeseeaeeeeeeeeseeaeeeteaaes 110 Numbers Setup mekess n den e ee aaeeea aa Sena dieta a aataavenees 111 BETTE o e a A EA TTET TTT 112 M in Wind OW i sie cevcsveesccccenescseeysocseneaneesese ca tenscedeeed E E aAA EAEE aiaa ae E Saia 113 ICON Bafi aisne tiyanan a tava itda aTr e esia A Aada a deda veok didide deed 115 Menu System nsee 116 Credit Card Processing seee wee VAT All about Credit Card Transactions vw 119 Using Credit Card Transaction Processing we 122 Credit Card Processing A Typical Day 127 All about Restaurant Transaction Processing wa 128 Using Restaurant Transaction Processing wa 129 All about Commercial Card Processing we 131 Using Commercial Card Processing w 132 All about Voice Auth Processing we 133 Using Voice Auth Processing we 134 Debit Card Processingii 2hsuierueastaecied data a A abies dt died alanis 136 All about Debit Card Transactions
64. able 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 Exp Date This field displays expiration date of the card number processed during the transaction Approval This field displays the approval code received for the transaction if applicable Amount This field displays the dollar amount of the transaction Action This field displays the transaction type Batch Details Date This field displays the date the currently displayed batch was created Time This field displays the time the currently displayed batch was created Count This field displays the number of transactions in the currently displayed batch Total This field displays the total dollar amount of the currently displayed batch sales minus credits 193 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 PCCharg
65. al efficiency slow down transaction processing and increase the likelihood of database corruption Our Transaction Database Archive helps you to prevent such issues by providing you with an efficient and simple means of moving older transactions from your working database to a separate archive database Note The Transaction Database Archive is currently only intended for use with terminal based processing companies Host based companies store transaction information on their systems so PCCharge can t know if individual transactions are active or inactive To determine if your credit card processing company is terminal or host based consult the section of the PCCharge Appendices that relates to your credit card processing company Only transactions that are complete will be archived by the Transaction Database Archive This includes the following types of transactions Successfully settled closed Sale transactions Successfully settled closed Post Auth transactions Successfully settled closed Void transactions Follow on transactions associated with successfully settled closed Post Auth amp Sale transactions e Declined transactions Transactions that are never archived include e Active transactions those transactions that have not been settled closed Open Pre Auth transactions those without a successfully settled close Post Auth Setting Up Transaction Database Archiving Simpl
66. alue displayed in the Estimated Gratuity Amount field This transaction should be followed by a Gratuity transaction A Sale including a known gratuity amount This transaction should be used when both the actual gratuity amount and the total sale amount are known at the time of transaction PCCharge automatically calculates the Actual Gratuity Amount This amount is based on the Authorization Expansion Factor set in the processor s extended data fields This Actual Gratuity Amount can be overridden simply by typing over the value displayed in the Estimated Gratuity Amount field A Pre auth including an estimated gratuity amount This transaction should be used when the actual gratuity amount is not yet known but the total pre auth amount is known at the time of transaction PCCharge automatically calculates the Estimated Gratuity Amount This amount is based on the Authorization Expansion Factor set in the processor s extended data fields This Estimated Gratuity Amount can be overridden simply by typing over the value displayed in the Estimated Gratuity Amount field This transaction type differs from a Sale including an estimated gratuity amount in that a Pre Auth sets money aside in anticipation of a Post Auth including a known gratuity amount A Post Auth can be for less than the original Pre Auth A Pre Auth must be followed by a Post Auth in order for the funds to be transferred from a customer s account to your account A Po
67. ansaction if applicable e Amount This field displays the dollar amount of the transaction e Action This field displays the transaction type 196 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 197 WARNING The Amex Batch Management tools are powerful tools We recommend that you do not use them unless you are comfortable with editing your batch Failure to use these tools properly may result in loss of transaction data We recommend that you use these tools under the direction of technical support until you become comfortable with their use Usage of Amex Batch Management Tools Simple Explanation This section gives a typical usage scenario for the AMEX batch management tools Note that the batch management tools are not limited to dealing with just this scenario they are flexible tools and can be used to correct a wide range of batch settlement issues The sections Open Amex Batch Editor Amex Batch Archive Settle Amex Batch and View
68. any you may want to refer to your PCCharge Appendices If you are using a terminal based processing company PCCharge will display the Settle Batch window This window will show the number of transactions in your batch and the balance of the batch Click OK to have PCCharge request batch settlement Continue on to step 12 If you are using a host based processing company set up for manual batch closure PCCharge will display the Batch Close window This window will show the number of transactions you have processed and the totals for each transaction type Click OK to have PCCharge request batch closure Continue on to step 12 If you are using a host based processing company set up for automatic batch closure PCCharge will notify you of this This means that your payment processing company will automatically close your batch at regular intervals usually at midnight Click OK Skip ahead to step 13 PCCharge will first transmit your batch to the processing company and then display the result of the settlement closure attempt If you receive a Result of Settlement Accepted or Batch Accepted you batch has been successfully settled closed Continue on to step 13 81 e If you receive a Result of Settlement Rejected or Batch Rejected refer to the section Manual Modem Setup see page 74 and then return to step 10 to re attempt batch settlement closure If adjusting your modem doesn t work you will need to contact PCCharge Technical Sup
69. any is stating that they ve already settled a batch of transactions with same batch number as the batch that you re attempting to send to them Example oD 12345678 the actual numbers that follow QD will vary 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 Select the Batch File for the batch that had the QD error 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 Batch Report Contact your processing company and find out if the transactions listed on the batch report have already been settled If those transactions HAVE been settled close the batch report window This should return you to the Batch Management Utility Click the button Update Database PCCharge will ask you to confirm click Yes You have now completely resolved your indeterminate batch and may continue with normal transaction processing e Note In rare instances you may want to settle the same transactions two days in a row If this is the case simply increase the Batch in your processing company s Extended Data Fields by five and settle the batch If those transactions HAVE NOT been settled close the batch report window Complete the following steps e Shut dow
70. ard swipe to be completed You should not change the default value unless you are experiencing difficulties with your device 86 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 79 or you may proceed to the next section Check Reader Setup see page 90 4 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 Next complete the following steps Select the baud appropriate for your serial card reader the default value is 9600 This information should be provided by your device s documentation Select the parity that the serial card reader uses This information should be provided by your device s documentation Click the small drop down arrow button to the right of the Com Port field Select the COM port of the serial card reader that you ll use with PCCharge Most users can select Port Com1 but some users may have plugged the device into port 2 and should select Port Com2 Select the data bits setting appropriate for your serial card reader the default value is 8 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 79 or you may proceed to
71. arge Appendices that relates to your payment processing company Further there are other differences between individual processing companies within those two groups WARNING Batch settlement closure is a necessary part of host based payment processing regardless of whether your batch is manually or automatically settled closed If your batch is not settled closed your payment processing company will not initiate the transfer of funds from your customers accounts to your account and vice versa Double check with your processing company to make sure of how your account is set up 181 Open Simple Explanation The Open function allows you to open a new batch In ordinary use of PCCharge this function is not necessary If there is no current batch a new batch is automatically opened when you perform a transaction Most users will never need to use this window er Note You should not perform this operation unless directed by a Technical Support Representative 182 Close Simple Explanation The Batch Close 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 187 Closing initiates the transfer of funds from the customers accounts to your account We recommend that most merchants close their ba
72. arge as PCCharge Partner This device is a combined PIN pad card reader and receipt printer You must set up the PIN pad functionality of this device prior to setting up any other functionality Consult the documentation included with this device to determine how to set it up 100 Example Receipt With Comments e 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 Signature X I Agree to Pay Above Total Amount According to Card Issuer Agreement Merchant Agreement if Credit Voucher Thank you for choosing this business We hope that you will return again Customer Copy 101 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 110 Before you can decide which functions you want to
73. arly We highly recommend that all users review this section of the manual to understand these tools The Utilities menu allows you to access the following functions Configuration Disk Backup Restore Files Transaction Archive Purge Repair Database Compact Database Retrieve Account Number To access the Utilities menu options click Utilities on the menu bar 167 Configuration Disk Simple Explanation 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 71 om 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 Updating Creating a Configuration Disk P To access the Configuration Disk Maintenance window click Utilities on the menu bar Click the Configuration Disk option Select the option Update Create Config Disk and press OK PCCharge will warn you that your existing configuration disk will be overwritten This is referring to the merchant information you have on your existing configuration disk if you re using a pre existing disk If you re using a blank disk this warning does not apply Click OK if you wish to continue and overwrite any existing information PCCharge will prompt y
74. ation is automatically incremented by PCCharge during normal batch operation Do not alter these values unless directed by a Technical Support Representative Enter the Amex Host Information for American Express account Submitter ID up to 16 alphanumeric characters This information will be supplied to you by AMEX or your merchant service provider It is a unique number assigned to the merchant for settlement File Name up to 16 alphanumeric characters This information will be supplied to you by AMEX or your merchant service provider This is a unique identifier uses to name the settlement file that will be transmitted to AMEX s servers User Name up to 16 alphanumeric 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 Password up to 16 alphanumeric characters This information will be supplied to you by AMEX or your merchant service provider AMEX may refer to this as Password or NAPID 48 e System Address Default fsgateway aexp com This information will be supplied to you by AMEX or your merchant service provider AMEX may refer to this as IP Address or FTP Address Be sure to use the exact information provided to you by AMEX do not add any HTTP or FTP header to the address you are given 13 Your AMEX account information has now been set up in PCCharge You may now continue on to the
75. ature These files contain credit card transaction information This section describes how to create and load these files Simple Explanation PCCharge Payment Server can load files created WARNING Transactions processed via offline processing have a higher per transaction rate than swiped transactions However you can often achieve better rates by providing the greatest amount of information available for each transaction Zip address etc Check with your payment processing company for details on per transaction rates 162 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 Offline processing saves time because the credit card processing company is not contacted for transaction authorization until after the user has finished inputting all transactions and is ready to process them all as one batch group It can also be used should you temporarily lose your connection to the credit card processing company If you don t think you ll need this ability skip ahead to the section Utilities Menu see page 167 WARNING Transactions processed via offline processing have a higher per tra
76. ayment Server version of PCCharge Prompt for Visa Bill Payment Default Checked If this option is checked and the active processor is either NPC or TSYS Acquiring Solutions VISA PCCharge will display 35 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 and Private Label Cards are checked by default All other options are unchecked by default Some credit card processing companies will authorize a credit card transaction even if your company s account is not set up to process that type of credit card However transactions for that card type will not be settled If your company s account is not set up to process transactions for a particular type of credit card and you want to avoid any accidental authorizations of that card type uncheck the option that applies to that card type Example Your company s credit card processing account is not set up to process American Express cards but your credit card processing company authorizes them anyway If you check the option AMEX American Express transactions will be authorized even though your company s credit card processing account can t settle those transactions If you uncheck the option AMEX PCCharge will prevent American Express transactions from accidentally being authorized Private Label Cards Default Ch
77. ccount to your account by including the transaction in your settlement file click the Process or View List button This scenario would be recommended for situations in which you normally process Sale transactions and are only performing a Voice Auth because you can t access PCCharge or the processing company e You may want PCCharge to treat the transaction as a Pre Auth That is you want to have the customer s account s limit to buy reduced but you re not ready to initiate the transfer of the funds from the customer s account to your account If this describes your situation click the Store Voice Auth button This scenario would be recommended for example in MOTO or e Commerce environments in which the transfer of funds cannot be initiated until the merchandise is shipped The Store Voice Auth feature is currently supported by the following credit card processing companies TSYS Acquiring Solutions VISA 2 First Horizon FTMS id RBS Lynk Systems Inc LYNK Global Payments East NDC restaurant only Chase Paymentech Solutions LLC GSAR restaurant only Q Heartland Payment Systems HPTS If you clicked Process or View List you have successfully recorded the Voice Auth in PCCharge The transaction is ready for closure settlement and you may continue with normal transaction processing Follow up transactions Void Gratuity etc may be performed on the transaction you ve recorded during these steps If you cl
78. ceives 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 To accommodate this perform another Gratuity transaction for 15 not 5 You perform the 15 Gratuity the first 10 plus the additional 5 to replace the previously performed 10 Gratuity transaction not to append to it Server ID The Server ID entered during a restaurant based transaction can be two characters in length The Server ID entered is then associated with that transaction and can be referenced from the Restaurant Detail or Restaurant Pre Settle reports see pages 223 and 222 This feature can be disabled by accessing the processing company s Extended Data Fields consult your on disk Appendices and unchecking the box labeled Require Server ID Authorization Expansion Factor A property called Authorization Expansion Factor appears in the Extended Data Fields of PCCharge s restaurant certified processors consult your on disk Appendices Once Restaurant is selected as the business type this property will be accessible When active this feature causes PCCharge to automatically calculate the authorization amount that can be sent to processor instead of requiring the server to manually enter an estimated gratuity amount The Restaurant Authorization Expansion factor may be set to 000 or gt
79. cess a transaction What does Error 17 mean This error will sometimes occur after clicking the Process button To correct this problem perform the Repair and Compact procedures as described in the section Repair Compact see page 179 Re attempt the transaction If the error occurs again reboot your computer and re attempt the transaction This error may also occur if you are using any non alphanumeric characters in the card member name such as an ampersand amp or apostrophe 3 I m trying to process a transaction What does Error 18 mean This may be due to a modem setup problem Change your modem settings by using the Manual Modem Setup window see page 74 4 I m trying to settle my batch I m getting RB errors that end with the letters AMEX or DISC This is likely because your merchant account is not set up to process a card type included in the batch If the end of the message is AMEX or DISC try voiding out transactions of that type Then perform the Repair and Compact procedures as described in the section Repair Compact see page 179 Try settling the batch again If the batch settles try re entering the transactions you d voided as Post Auths Post Authorizations Next try to settle your batch If you get the same type of RB error contact your payment processing company or merchant service provider to set up your account to accept AMEX and Discover cards 5 Why do black fields show up in PCCharge while I m pro
80. cessing a transaction Shut down PCCharge Open your Windows Control Panel by clicking Start Settings Control Panel Double click the Display Settings icon and click the Appearance tab Under Scheme select Windows Standard Click Apply and then click OK Restart PCCharge The fields should now be readable 6 Why are buttons missing from the PCCharge interface Sometimes certain buttons Sale Credit Void may seem inaccessible or chopped in half This may be because your monitor s resolution is too low To check this shut down PCCharge Click Start Settings Control Panel Double click the Display Settings icon and click the Settings tab Now increase your screen resolution Restart PCCharge The issue should now be resolved 159 How do transfer PCCharge to a new computer Consult the sub section Transferring PCCharge to a Different Computer in the section Backup Restore What ports do need to open on my firewall in order to process Internet transactions If you are using TSYS Acquiring Solutions VISA open port 5003 If you are using Nova open port 8100 If you are using any other processor via TCP IP Internet you will need to open port 443 Why won t my modem work Most financial institutions require that transactions be processed via modem communication at 1200 baud with no data compression 7 even 1 Software modems typically cannot step down to 1200 baud for the transactions to be completed Software mode
81. ch device as specified in the Notes column If no additional information is given other than the device to be selected from the drop down list in PCCharge use the default settings listed above E Note Windows generic text printer drivers were used for all printers that were tested on Windows 2003 99 Manufacturer Product 2000 XP 2003 Vista Notes Citizen CBM 1000 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 Drivers available online Set up in PCCharge as Roll Printer Set the Column Width to 40 Citizen Star CPM 10 without card reader SP2000 Thermal printer Drivers available online Set up in PCCharge as Roll Printer Set the Column Width to 40 Manual tear off Drivers available online Set up in PCCharge as Roll Printer Set the Column Width to 40 Star Micronics SP700 Automatically cut off Thermal printer Drivers available online Set up in PCCharge as Roll Printer Set the Column Width to 40 Epson M129C TM T88lIIP Drivers available online Set up in PCCharge as Roll Printer Set the Column Width to 39 Epson TM T90 Set up in PCCharge as Roll Printer Set the Column Width to 39 Epson TMU220B Set up in PCCharge as Roll Printer Set the Column Width to 45 VeriFone PCCharge Partner Set up in PCCh
82. cided to hard code the latest BIN tables into PCCharge This will help prevent outdated BIN ranges from interfering with your efforts to process commercial cards 132 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 Note If you do not enter the Voice Auth into PCCharge you will not be able to collect the funds authorized by the voice authorization code 133 Using Voice Auth Processing Complete the following instructions to record a Voice Auth in PCCharge i Select the desired merchant account from the Active Company Display at the bottom of the PCCharge window Access the Credit Card Transactions window by clicking the Credit icon Click the Post Auth tab Fill out the transaction fields with the transaction information received from the customer and enter the authorization code received from the processing company You now have two options The option you should choose depends on your particular scenario Read each of the following options to determine which is best for you e f you re ready to initiate the transfer of the funds from the customer s a
83. close 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 Void Auth This action removes a Post Auth transaction This action can only be performed before re transmission With a host based system the action has to be performed on the same day Void Auths are not available for all processing companies If you want to void a Post Auth and the action is not available use the Void action er Note There is no action to void a Pre Auth This is because you cannot void a Pre Auth To remove a Pre Auth you can have the processing company remove the transaction if your processing company is host based they can probably do it Or you could follow up the Pre Auth with a Post Auth and do a Void Sale The only other option is to simply wait for the authorization to expire The following two tabs are available only when using a processing company that offers restaurant certification with PCCharge Gratuity This action allows you to complete a gratuity transaction entered in the Sale window The Actual Gratuity Amount is entered in this window Sale w Gratuity This action allows you to process a sale with a gratuity when the Actual Gratuity Amount is known The following two tabs are available only when your account is set up to process transactions as MOTO or e commerce using PCCharge Book This action is essentially the same as a Pr
84. ctsansacteucavasswneunueieucunitsmenvedeaeuctedeneusunuduauas 10 Important Security Notice cccccceeeseeeseeeeeeeeeeeeeeeees 11 System Requirements ccccccceesssseeeeeeeeeeeeeeneeseeeeeeeeeeees 14 Upgrade Preparation ssssseeeeeeeeeeeseseeeeeeeeeeeeeeeeeennees 15 Upgrading PCChHarge sscsssseeeeeeeeeeeeeeeeeeeneneeeeeeeeeeeeeeees 17 INS TAMA ON sesiicccs iccscdrdceacacatacastecanencteuscewsinesmenenaucnnwencwaunuciaues 19 aoa sera aA Cae aA ATOE ai tahoe ONEA ES AIE aa A aaa aN a Ta A aaea aeae ROIT a EAE Taaa 20 Setup Type niian na Choose Destination Location Select Features Ready to Install THE Setup ProCeSS ie viiswccisinsneciesiendnmsesieniendemmansenneds Starting PCCharge Payment Server Accessing the User Interface Do you have a Configuration Disk Entering your Serial Number Preferences s s s Advanced Configuration Setup Merchant Setup Wizard Credit Card Processing Company Setup My ae Register New Merchant License 0 0 ee ee ee eee cee eee eceeeeeeeeseeeseeeeeaeenaeees Changing your Credit Card Company and Credit Card Company Number Credit Card Processing Company Extended Data Fields Split Dial Settle Setup 0 0 ee American Express Split Dial Setup AMEX Settle Setup 0 0 ee eeeeeeeeees m Debit Card Company Setup sseeeereeee Debit Card Company Extended Data Fields Check Services Company S
85. d The next step is to enter when you want your Card Verification transactions captured By leaving all the boxes checked you will capture all transactions requardless of how well the entered card verification value matches the value provided by the issuer Accept Transactions When JV CVV2 Match J C V 2 No Match J CV 2 Not Processed J CV 2 Not Present on Card JV CV 2 Issuer Not Certified JV CVV2 Server Did Not Respond Help Cancel lt Back f 3 Finish 67 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 3 or 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 You can either make business decisions for individual transactions or you can use the Card Verification Setup window and configure PCCharge to automatically filter out those transactions whose CVV2 CVC2 CID responses are unacceptable to you For Visa MasterCard and Discover credit cards look on the back of the card The last three digits of the string of numbers below the magnetic strip are the numbers you would type into PCCharge during a
86. d can be thought of as the initial handshake response Most users should leave this field at the default value The Auto Settle Utility is now set up Leave it and PCCharge running and your batch will be automatically settled at the specified Settle Time In addition to scheduling a Settle Time you may also use this utility to initiate settlement manually by clicking the Settle Now button 205 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 If you do not process checks did not select the RDM EC5002i or eN Check 2600 or your check services company does not support image uploading you may skip ahead to the section Reports see page 208 Note Check uploading is often required for those merchants that are performing ECC Electronic Check Conversion transactions By uploading the check images at the end of each business day you re avoiding having to manually deliver the physical checks to your bank and or check services company Contact your check services company to determine how often you will be expected to upload the scanned images How to Upload Check Images 1 Make su
87. d you re only using offline processing to speed up transaction processing you can interrupt offline processing and return to normal processing at any time by clicking the Process Offline button again to deactivate it 163 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 Eicredit Card Transactions 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 To actually have your credit card company process the transactions you ll need to import your SDT file The following section File Import explains how to do this 164 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 167 WARNING Transactions processed via offline processing have a higher per transaction rate than swiped transactions However you can often achieve better rates by providing the greatest amount of information available for each transaction Zip address etc Check with your payment processing company for details on
88. do not have a card reader installed on your machine leave this window set to its default setting as shown below with Keyboard Wedge selected and skip ahead to the next section Check Reader Setup see page 90 e Note If you are processing debit card transactions you ll need to have a card reader and PIN Pad connected to your computer ax r Card Reader Com Part Port Comt z OK Cancel Parity Time Out Baud Lrt C 300 C 2400 C None 4 Sec C 600 C 4600 Odd Data Bits 1200 e 3600 Even C7 Cg 1 Click Setup on the menu bar Click the Devices option Click the Card Reader option Click the small drop down arrow button to the right of the Card Reader field Select the type of card reader that you ll use with PCCharge Serial Reader A serial card reader is connected to your computer s COM port by a cord that ends in a 9 pin plug Keyboard Wedge A keyboard wedge reader is usually a card swipe device that connects in between your keyboard and your computer However the setting Keyboard Wedge also refers to keyboards with built in card readers Ingenico 2500 The Ingenico 2500 is a unique card reader that operates differently than a standard serial reader or keyboard wedge device If you ve selected Keyboard Wedge complete the following steps Notice the default Time Out value 4 seconds This value determines how long PCCharge waits for a c
89. do so Your merchant number will be permanently removed from PCCharge aax m Program Disk OK C Dive C DriveB Local Cancel Merchant Numbers Processor Merchant TID 1 To access the Remove TID Number window click Setup on the menu bar Click the Credit Card Company option Click the Remove button 2 Select a Program Disk location Most users should select Local since PCCharge is usually run from a computer s hard drive If you received PCCharge on 31 or 51 4 floppy disks insert the main program disk and select Drive A or Drive B the drive now containing the program disk 3 Verify that the Merchant Number you wish to remove is shown here Again do not perform this operation unless you are absolutely sure you wish to do so Your merchant number will be permanently removed from PCCharge 4 Click OK to permanently remove your Merchant Number 110 Numbers Setup Simple Explanation The Sequence Numbers window allows you to re synchronize certain internal PCCharge database values Most users will never need to use this window Skip ahead to the section User s Guide see page 112 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 x m Last Number Last Transaction hoz ttt Last Customer hooo ooo S
90. e 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 Click Configuration Disk e Select the option Update Create Config Disk PCCharge may display a warning message If so disregard this message and click Yes Insert a blank 31 2 floppy disk into your computer s disk drive Click OK e The Copy Configuration Files To window will appear Click Open e It may take a few minutes for PCCharge to complete this procedure Click OK when you see the message Your Configuration Disk has been updated Remove the 3 floppy disk from your computer s disk drive Label it PCCharge Config Disk and store it Certain PCCharge files can be recovered from this disk in case of data loss 9 Click Utilities on the menu bar Click Backup Files e Click BackUp The Backup Data Files To window will appear Click Open e It may take a few moments for PCCharge to complete this procedure Click OK when you see the message Backup was Successful e PCCharge has created a file named BACKUPID zZIP and placed it the
91. e The Batch Post Settle report is only accessible if the active merchant account is on a terminal based system In the Report Filters area you can select the Start amp End date the card Member the Card the User ID that processed the transactions the Ticket the Card Type the Amount and the Merchant Click the OK button to view print save the report 217 Check Summary The Check Summary report gives a summary of check transactions ee Note This report is only available in a check processing environment To access the Check Summary report filter click Reports on the menu bar Click the Check option Click the Summary Report option You may also click the Reports icon on the Icon Bar see page 115 and then select Check Summary from the Report Type drop down list 15 x Report Type Check Summary Print To Screen Printer C File Report Filters Start 572172003 12 00 00 4M x End 5 72172003 11 59 00 PM Member EE Card Type fA 7 Card ss Result Approved User ID O Batch nese Tikt Amounts Merchant In the Report Filter area you can select the Start and End dates the Ticket the Amount and the Status of transactions processed Click the OK button to view print save the report 218 Check Detail The Check Detail report gives a summary of check transactions To access this window click Reports on the
92. e Appendix Zip Code Enter the cardholder s zip code here Street Enter the cardholder s street address here The Street field is sometimes limited to a specific number of characters depending on your processing company Enter however many characters will fit Credit Card Verification Value The Credit Card Verification Value can be found on the back of the customer s Visa card The last three digits of the string of numbers below the magnetic strip are the numbers you would type into the CVV2 field on the transaction window Consult the section Credit Card Verification Setup for more information see page 67 TroutD The TroutD is the transaction routing ID assigned to a transaction or a series of transactions by PCCharge For example every Sale Credit and Pre Auth transaction is assigned a unique TroutD If a follow up transaction such as a Void Sale Void Credit or Post Auth is performed on the original transaction that follow up transaction s TroutD will match the original transaction s TroutD Example Sale TroutD 1234 gt Gratuity TroutD 1234 gt Void Sale TroutD 1234 If you void the original transaction in a TroutD series all transactions in between the original transaction and the Void transaction will no longer be pertinent You can proceed with normal processing as if those intermediate transaction had never taken place WARNING You should not attempt to access any other PCCharge functions r
93. e Auth it reduces a cardholder s account s limit to buy for a predetermined amount of time However a Book transaction is used with the Ship transaction to make for an efficient and easy to use solution for MOTO and e Commerce retailers A Book transaction is made when the customer places an order and is followed by a Ship transaction when the order is shipped Ship This action is essentially the same as a Post Auth it makes an approved Book transaction available for batch settlement close A Book transaction is made when the customer places an order and is followed by a Ship transaction when the order is shipped 120 The following two tabs are available only when your account is set up to process prepaid cards using PCCharge Balance Inquiry This action is used to determine the balance on a prepaid card Partial Auth Reversal This action is used to fully reverse a prepaid sale transaction In a host environment this can only be performed if it is the next transaction after the transaction being reversed 121 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 Start PCCharge 2 Click the Credit icon 3 Enter all the information requested by PCCharge or swipe the card through your card reader 4 C
94. e Explanation PCCharge scans its program directory during startup If its database exceeds the Size Limit specified in the Transaction Archive window PCCharge will ask if you want to archive the database If you decide to archive the database those transactions that are applicable to archiving and that are older than the Keep Transaction value will be archived 1 To access the Transaction Archive window click Utilities on the menu bar Click the Transaction Archive Purge option 2 By default the box labeled At startup enable archive prompt is checked We HIGHLY recommend that most users leave this checked since this means that Transaction Database Archiving is turned on If you do expect to process a very high volume of transactions on a daily basis you may choose to uncheck this box click OK and skip ahead to the section Transaction Database Purging see page 176 172 fa Transaction Archive E xj r Transaction Archive Configuration OK JV At startup enable archive prompt J Archive Pre 5 6 Transactions Archive transactions that are still active after 30 days Archive Location C Program Files PCCW backups Browse Preferred maximum database size 20 MB Megabytes Archive Archive transactions dated prior to 10 09 2006 Select Date Transactions more than 90 days old will be archived Cancel iil Archive Progress Transaction Purge Configuration IV At startup
95. e 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 This scenario should illustrate the care that should be taken in unchecking options in the Card Verification Setup window You must make a business decision on whether or not it is beneficial for you to uncheck some or all of these options 4 Because the CVV 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 CVV2 CVC2 CID Usage Scenario 2 ak In this example all the options in the Card Verification Setup window HAVE been checked You manually enter not using a card reader a 10 credit card sale transaction into PCCharge including the incorrect Card Verification Value PCCharge connects to your processing company and receives a Result of CAPTURED and a CVV Response of No Match e Note Because all the options in the Card Verification Setup window were checked including No Match the transaction was approved This is why it is generally recommended that users leave all the options checked in the Card Verification Setup window This way you can simply void a transaction if you aren t comfortable with the CVV
96. e caused the RB error close the batch report This should return you to the Batch Management Utility Click the Display button You should now select the transaction s you think may have caused the RB error You can select multiple transactions by holding down the Ctrl key on your keyboard while clicking on the transactions you wish to select To select a range of transactions click the first transaction you want to select Next hold down the Shift key on your keyboard while clicking on the last transaction you wish to select can be above or below the first transaction After you ve selected all the transaction s click the Void button PCCharge will ask you to confirm click Yes Finally Shut down the Batch Management Utility and start up PCCharge Re attempt batch settlement If you ve removed the transactions causing the error your batch should settle successfully Otherwise you may need to contact technical support and or your processing company to find out which transactions you should remove You have now completely resolved your indeterminate batch and may continue with normal transaction processing Batch File Details Simple Explanation This tool allows you to view a detailed list of those transactions for a particular merchant number that PCCharge has not yet attempted to settle You may void any of the transactions displayed by the Batch File Details tool 1 Start up the Batch Management Utility PC
97. e 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 Click the button Indeterminate PCCharge will display any indeterminate batches in the Batch Files section of this utility i Indeterminate Batches x Select a batch Display Records Update Database Batch Report Date 05 05 03 09 12 36 2 Select the Batch File whose open batch you wish 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 There are several functions available in this section of the Batch Management Utility You may view the contents of a batch file by selecting it and clicking the Display Records button If you click the Update Database button PCCharge will treat the indeterminate batch that you have selected as if it had been settled by your processing company You would use this function if your processing company has told you that they ve actually settled the batch even though PCCharge didn t receive settlement confirmation You may view the full report for a batch file by selecting it and clicking the Batch Report button 3 You may use these tools to examine the contents of an indeterminate batch or to void out transactions in an indeterminate batch However we highly recommend that
98. e how PCCharge will consult the value of the Archive Location in the Transaction Archive window to determine where it should put the archived database You can configure this location in the Transaction Archive window If you ve previously archived the database PCCharge will append any newly archived transactions to that existing database unless you specify a different Archive Location After PCCharge has completed the archive process perform a Repair Compact e Click Utilities on the menu bar Click the Repair option PCCharge will take a few moments to repair your database depending on its size e PCCharge will notify you when the process is complete Click the OK Button e Click Utilities on the menu bar Click the Compact option PCCharge will take a few moments to compact your database depending on its size e PCCharge will notify you when the process is complete Click the OK Button You database has now been archived repaired and compacted You should follow these steps whenever PCCharge asks you if you want to archive the PCCharge database 175 Transaction Database Purging Simple Explanation 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 pu
99. e 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 e Add e to the end of the address shown in the Target Example c Program Files AutoBatch AutoBatch exe e Click OK The shortcut will now cause the utility to start with settlement enabled Enter the Account Name that PCCharge will use to settle your batch This field refers to an active PCCharge user If you have multiple users registered in PCCharge you may select one of those to use instead of User1 Otherwise leave this field at the default value Use the Settlement TimeOut field to specify the number of seconds that the PCCharge Auto Settle utility will wait for a batch to settle before displaying an error message You will very likely need to adjust this value to accommodate the size of your batch the average settlement speed of your processor whether you re using a TCP IP or dial up connection The exact time needed will have to be determined through trial and error It s suggested that you time a normal manually settled batch before entering a value into this field Use the Response TimeOut field to specify the number of seconds that the PCCharge Auto Settle utility will wait for any response from PCCharge This response comes before actual settlement is attempted an
100. ecked If you check this box private label cards will be accepted Uncheck this option if you only want to process transactions using major credit cards Consult the section Private Label Card Setup for more information see page 108 Advanced Click the Advanced button if you want to access the Advanced Configuration Setup window see page 38 The Advanced Configuration Setup window includes some of the more advanced options of PCCharge Most users should click OK and skip ahead to the section Merchant Setup Wizard see page 40 System Log e Note Modifying these settings may cause slowdowns to normal software operation and will consume available hard drive space on your system You should not make any changes to the System Log Settings window unless directed by a Technical Support Representative Click the System Log button to access the System Log Settings window This window allows activate PCCharge s input output logging function which will create a log file for use by Technical Support You may choose to have PCCharge maintain a backup of this file and you may also limit the size of these files w System Log Settings lol x lO0Debug Log Settings F Backup Gebug Log File Log File Purge Size 36 Duplicate Checking e Note This button is not accessible unless the Require Duplicate Transactions to be Forced option in the Preferences section of the Preferences window is chec
101. ection All of the windows in the Wizard are accessible at any time after initial setup To access the Wizard click Setup and then click Merchant Setup Wizard Alternatively you may click one of the options in the Setup menu to directly access that feature Click OK and continue on to the next section Credit Card Processing Company Setup 40 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 PCCharge Payment Server Merchant Setup Wizard The first step is to specify which electronic payment processing company you will be using to process credit card transactions Credit Card Processing Company z m Credit Card Company Numbers Change You can only change settings for one merchant account at a time m Phone Numbers If you switch X TER accounts in the rimary Phone middle of running F the wizard any Secondary Phone changes to that Use Default Phone Numbers rata will be Remove i Help Cancel lt Back L u gt Finish Setting Up Your Credit Card Processing Accou
102. ection Installation see page 19 You do not need to start set up or configure PCCharge at this time 5 Return to the old computer Create a backup of your PCCharge files using the procedure described in the sub section Backing Up Your PCCharge Files found earlier in this Backup Restore section Make sure that whatever media you use to back up your PCCharge files can be accessed by the new computer 6 Return to the new computer Start PCCharge e Click No when asked if you have a configuration disk e Enter your PCCharge serial number e Click Cancel when the Configure Setup or Preferences window appears Click OK when PCCharge warns that your credit card company is not set up 7 Restore your PCCharge files from the old computer using the procedure described in the sub section Restoring PCCharge Backup Files found earlier in this Backup Restore section 8 You may now begin processing transactions using your new computer We recommend that you wait at least one month before uninstalling PCCharge from your old computer or that you back up your entire PCCharge directory from that computer to removable archive media CD R or some other comparably sized media 171 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 operation
103. ed Industry Good security neighbors encouraged Consumer Information is safeguarded Identity theft prevention PCI CISP compliance penalties Failure to comply with PCI CISP standards or to rectify a security issue may result in Fines e Restrictions on the merchant or Permanent prohibition of the merchant or service provider s participation in Visa programs More Information g Note VeriFone Inc highly recommends that you contact whoever set up your ability to process transactions and find out exactly what they mandate and or recommend Doing so may help merchants protect themselves from fines and fraud For more information related to security visit http www pcisecuritystandards org http www visa com cisp http Awww sans org resources http www microsoft com security default asp https sdp mastercardintl com 13 System Requirements YOU MUST HAVE THE FOLLOWING PC with Windows Vista Business Edition 32 bit Windows XP Professional Edition Windows 2003 Enterprise Edition or Windows 2000 e 256 MB minimum of RAM 512 MB preferred e 50 MB of available hard disk space 100 MB recommended An Internet connection OR a Hayes compatible modem capable of 1200 baud or less and an analog phone line CD ROM drive 600 MHz or higher processor Latest Microsoft service pack updates installed Merchant Account with a PCCharge certified processor Latest version of Microsof
104. edia floppy disks Zip disks etc PCCharge WILL ERASE the contents of the volume s If you are backing up to a hard drive PCCharge WILL NOT ERASE the contents of the selected volume Browse to the location of the backup media you wish to use Click the Open button to initiate the backup process PCCharge will begin to pack your restoration information into a file named BACKUPID ZIP by default You may be prompted to insert additional disks to contain any data that will not fit on the previous volume Once the backup process has completed store your restoration information in a safe place Restoring PCCharge Backup Files Ne Click Utilities on the PCCharge menu bar Click Backup Restore Files A window titled Backup Restore will appear The option labeled Span Disks in the Restore Options section allows you to retrieve your restoration information from multiple disks if the data was originally spanned across multiple disks Most users should leave this option checked If you uncheck the option labeled Prompt to Overwrite Files PCCharge will overwrite any files in your PCCharge directory with whatever is contained within your restoration information Click the Restore button A window titled Restore Data Files from will appear 170 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 un
105. en the actual gratuity amount is known after the original corresponding Sale including an estimated gratuity amount transaction has been processed A Gratuity adjustment This transaction allows you to change a gratuity amount after one has already been established PCCharge can also be configured to require that a two character Server ID be entered at the time the transaction is processed The Server ID entered is then associated with that transaction and can be referenced from the Restaurant Detail or Restaurant Pre Settle reports see pages 223 and 222 128 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 The different types of restaurant transactions are explained in detail below A Sale including an estimated gratuity amount This transaction should be used when the actual gratuity amount is not yet known but the total sale amount is known at the time of transaction PCCharge can automatically calculate the Estimated Gratuity Amount if the Authorization Expansion Factor is set in the processor s extended data fields This Estimated Gratuity Amount can be overridden simply by typing over the v
106. encryption key any information you have encrypted with the old key will no longer be accessible We HIGHLY recommend that you not change your encryption key while PCCharge is recording a log file Confirm Key Default Empty 16 alpha numeric characters If you have checked Encrypt Log File re enter the sixteen character alphanumeric encryption key you entered in Key This option is not accessible unless Create Log File is checked Log File Purge Size Default 51200 Allows you to specify in kilobytes a maximum file size for the current log file PCCharge will purge old information from your log file to maintain the file size represented here This option is not accessible unless Create Log File is checked 78 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 Click the Credit Card Transactions button This button is at the far left of the PCCharge icon bar near the top of PCCharge s main window PEA OSCPOE Credit Debit S EBT Gift Import Reports Log 0 Help Minimize 2
107. eports batch settlement closure while you are processing a transaction or are waiting for a response from your processing company Doing so may negatively affect your transaction results Process Offline This button allows you to enable offline processing When this feature is enabled you create or open a file that is used to record your transactions Consult the section Offline Processing and Import Files for more information on this subject see page 162 118 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 Depending on whether your processing company is terminal based or host based this re transmission process is called settlement or closure Terminal based systems have batches that are settled and host based systems have batches that are closed e Settlement On a terminal based system the information needed for re transmission is stored on your computer system You manually settle your batch usually at the end of each business day e Closure With a host based
108. er is on the barcode sticker located on the software packaging Please enter that serial number now or contact your software vendor for assistance 1 Type in your serial number in the serial number input boxes It is not necessary to type in the dashes 2 Click the OK button to proceed to the next step of The Setup Process 32 Preferences 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 i Simple Explanation This Preferences window allows you to set up and 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 Click OK and continue on to the next section Advanced Configuration Setup see page 38 x ATTENTION Any client applications using these settings must be re started in order for changes to take effect Configure System Options Password for the System user ID Last Valid Year fi2 YY Cancel rite Help m Preferences MCards Accepted _ JV Require Duplicate Transactions to be Forced I All Card Types J Prompt for CPS 2000 Qualifiers J Notify When Contract Transactions are Due on Startup go v Ico I Magnetic Strip Verification sm Iv AMEX IV Discover T Do not process Post Auth if amount
109. ery Debit Cad Number Card Member inne ExpDate MMYY 0 Ticket Number Cancel Amount al Cash Back Total l Process 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 Debit Card Number After the debit card is swiped through the card reader the debit card number appears here Card Member Enter the customer s name This information is not transmitted to the debit card processing company It is stored in PCCharge s database and can be viewed from the Reports 136 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 The cash back is an amount over the amount of purchase This amount is to be given to the customer Cash back is a service that debit transactions allow you to offer to your customers Total This field shows the total amount of the transaction It is calculated by adding the Amount
110. es The section Upload Check Images gives instructions on how to transmit check images to your check services provider at the end of the business day see page 206 146 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 115 Electronic Benefits Transactions x Cash Benefits EoodStamp Cash Benefits Void FoodStamp Void Account Inquiry EBT Card Number Process Withdrawal Card Member Exp Date MMYY Ticket Number Cancel Purchase Amount Cash Back Clear Total 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 EBT Card Number After the EBT card is swiped through the card reader the EBT card number appears here Card Member This information is not transmitted to the debit card processing company It is stored in PCCharge s database and can be viewed from the Reports 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 147 Ticket Number Enter your sales or invoice number in the Ticket field This is a number that you des
111. ese values e The Configure Contract button configures contracts printed for PCCharge s recurring billing functionality It does not apply to standard report printer setup so you may safely ignore it for now This feature is described in a later section Recurring and Installment Billing Skip ahead to step 10 10 If you selected Roll Printer for your Printer Type configure the following settings e Set this value to the column width appropriate for your roll printer The default value 40 characters will be acceptable for most users You should wait until you see your printed receipts before you modify this value 11 Click the Comments button PCCharge will display the Receipt Comment Setup window This feature allows you to include a customized message at the end of your receipt The comment section can be up to five 5 lines long with each line being no longer than forty 40 characters Click OK to save your comments 12 Click the OK button to return to the main PCCharge window You may now print out a test receipt by completing a test transaction see page 79 or you may proceed to the next section Example Receipt With Comments see page 101 Tested Receipt Printers 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 Set up ea
112. et Number Clear Zip Code Street Process Offline Card Verification Yalue 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 In a card present environment retail restaurant etc the credit card may be swiped through a card reader If the card cannot be swiped type in the Credit Card Number Card Issuer This field will show the issuing bank after PCCharge recognizes the card format UnKn refers to an unknown card issuer or a mistyped credit card number 117 Card Member You may enter the cardholder s name here This information is not transmitted to the credit card processing company It is stored in PCCharge s database and can be viewed from the Reports 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 This field is required for some processing companies check your processor s information in the PCCharg
113. etermine which PIN pads are available for you to use Manufacturer Product 2000 XP 2003 Vista Notes pos Signature capture device Set PenWare 3100 X X X up in PCCharge as pos PenWare 3100 Ingenico Set up in PCCharge as one x x Ingenico 3010 Ingenico Set up in PCCharge as eN eN Crypt 2100 X X xX Crypt 2100 VeriFone Set up in PCCharge as VeriFone 101 1000 e Baud 1200 e Parity Even e Data Bits 7 e Time Out 4 1000 X X X X VeriFone Set up in PCCharge as VeriFone 101 1000 e Baud 1200 e Parity Even e Data Bits 7 e Time Out 4 1000 SE X X X X 93 Manufacturer Product 2000 XP 2003 Vista Notes VeriFone 2000 Set up in PCCharge as VeriFone 2000 e Baud 1200 e Parity Even e Data Bits 7 e Time Out 4 VeriFone VeriFone Everest Everest Plus Set up in PCCharge as VeriFone Everest Device must be on COM port 1 Requires device drivers from VeriFone Set up in PCCharge as VeriFone Everest Device must be on COM port 1 Requires device drivers from VeriFone VeriFone PCCharge Partner Set up in PCCharge as PCCharge Partner This device is a combined PIN pad card reader and receipt printer You must set up the PIN pad functionality of this device prior to setting up any other functionality Consult the documentation included with this device to determine how to set it up
114. etup s Check Services Company Extended Data Fields EBT Processing Company Setup c ceeeeeeeees EBT Company Extended Data Fields Gift Card Processing Company Setup Gift Card Company Extended Data Fields ns AF Company Information Setup ceeeceeeeeeeeteeeeeeeeeeeeeesaeseeeeeeeaeeeseeaeeeeesaeeeeseaeseeeeeeaees Address Verification SCtup ececeeceecceseseeceeeeneeeseseeeeeeeaeeeeeeaesaeeeaesaeeeeeeaeeneeeateneeeaeeaes 64 Gard Verification Setups aea hehe hae eee aed dae ete es 67 End of Merchant Setup Wizard cccccceceeseeeeeeceeeeeeeeeeeeeeeeeeaeeceeesaeeeaeeeeeeeeeeeeeeeeee 70 Simple Modem Setup riia eee rannan R a SEEE AREAS EA EVL DAT ASEENA 73 Man al M dem Setups isese ge ina A aN a dt daad kaea aeania aa 74 Advanced Modem S t ps iiinn aea a asea doie ane a aada a udarena 77 Performing Test Transactions vcicccsccctinvesccecsccsticevsancenedecesestecsresectevssacuvcovercuareoveebestenvesveanes 79 Basic Setup Complete ecceceeceeseeeeeeeeeeeseeeeeeseeeeneesaeseeeeaeseseeesaeeneesaeseeesaeseeesaeeaeeeeeeatees 83 Continuing Setup iccasccneieseseetwecanscasinaseraweannendseranietecnientweries 84 Devices Setup eee E EEA EEAS EEE sipian 85 Card Reader Setup 86 Ch k Reader Setup senere oaa aieiaiei aeee anaa eiee neiaa aena En 90 PIN PadiSetuip EEE EERE PETET EAA TRTA 92 Touch S re rn Setups a ee eaae iiae e aa aae a E
115. formation It deletes that transaction The funds from this transaction will then not be transferred into your account Use the Void action to correct mistakes and on same day returns This action has to be performed on the same day 152 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 153 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 Look at the EBT Summary report see page 221 for the day Make sure that you look at the report for the proper Terminal ID or Merchant Number e Does the report look correct Do the totals look correct e Does the number of transactions look correct If the report does not check out view the EBT Summary report see page 221 for both approved and unapproved transactions 4 You may need to investigate the discre
116. ge will remind you to enter the missing information Depending on which processor you use entering this information may qualify you for lower rates per transaction e Note The CPS 2000 information must be entered for all non swiped transactions to meet CPS Qualifications for Visa MasterCard transactions Notify When Contract Transactions are Due on Startup Default Unchecked Not available in Payment Server version of PCCharge Magnetic Strip Verification sm Default Unchecked This function is intended for face to face swiped transactions Checking this option enables PCCharge to prompt you for the last four digits of the raised account number on the customer s credit card You ll be prompted for this number after a card is swiped into PCCharge and Process is clicked 34 Credit Card Company 0000 0000 0000 0000 1234 GOOD THRU 09 09 John Q Smith e 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 Do not process Post Auth if amount greater than Pre Auth Default Unchecked When this option is checked PCCharge will not allow a Post Authorization transaction to be processed if that amount is greater t
117. gree that the court should endeavor to give the maximum effect to the parties intentions as reflected in the provision and that the other provisions of the Agreement shall remain in full force and effect Neither party shall use the name or marks refer to or identify the other party in advertising or publicity releases promotional or marketing correspondence to others without first securing the written consent of such other party Each party agrees that it will not unduly delay in responding to such a request In addition to those obligations that have accrued prior to termination Sections 3 4 and 6 through 11 shall survive any termination of this Agreement All notices demands or consents required or permitted hereunder shall be in writing and shall be delivered in person or sent via overnight delivery or certified mail to the respective parties at the addresses set forth herein or at such other address as shall have been given to the other party in writing Such notices shall be deemed effective upon the earliest to occur of i actual delivery or ii three days after mailing addressed and postage prepaid return receipt requested All notices to VERIFONE shall be sent to the attention of VERIFONE s Executive Vice President Table of Contents NOUCG vicisssiccciecccecetesiensasesidecedadsvesndasesesecewdvaderesdeenndaanadduaduwndas 2 Software License wv ciaiscasssaseraeedenseavsnmnansgavenavieavevanstenentuenatend 3 ITO GUCH OI a cicdi ccs
118. h or type in any information on the original transaction Example You re ready to process a Void Sale transaction on a Sale that you performed earlier that day You could look through your reports and type in all the information related to the original Sale but you can save time by following a few simple steps 123 1 Click the Credit icon 2 Select the Void Sale tab 3 Click the Process or View List button The Select Transaction window will appear w Select Transaction x 7653 OK3815 CAPTUREL 1 00 5 1 2003 7654 OK3817 CAPTUREL 1 00 5 1 2003 7655 OK3818 CAPTUREL 1 00 5 1 2003 7656 OK3819 CAPTUREL 1 00 5 1 2003 7674 OK6376 CAPTUREL 1 00 User50 5 2 2003 7693 OK4950 CAPTUREL 1 00 User50 5 5 2003 7694 OK4954 CAPTUREL 1 00 User50 5 5 2003 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 e Note The Select Transaction window can be used with any credit card processing company whether host based or terminal based However PCCharge cannot know if individual transactions have been closed when using host based processing companies since closure happens at the host Therefore all host based c
119. han the corresponding Pre Authorization transaction amount Prompt to Add Customer to Database Default Unchecked Not available in Payment Server version of PCCharge Use Default Processor Default Unchecked This feature is utilized by third party integrated software Leave this option unchecked unless otherwise instructed by the developers of your integrated software or a PCCharge Technical Support Representative Display Transaction Elapsed Time Default Unchecked If this option is checked the PCCharge transaction result message box will also display the amount of time elapsed in between connecting to the processing company and receiving a result for the transaction s This is a diagnostic benchmarking feature Display Total Elapsed Time Default Unchecked If this option is checked the PCCharge transaction result message box will also display the amount of time elapsed in between a transaction or batch of transactions entering the PCCharge queue and receiving a result for the transaction s This is a diagnostic benchmarking feature Enable TCP IP Client Reversals Default Unchecked This feature is utilized by third party integrated software Leave this option unchecked unless otherwise instructed by the developers of your integrated software or a PCCharge Technical Support Representative Mask Card Numbers on Customer Database Screen Default Unchecked Not available in P
120. hat the desired merchant account number is selected Click the OK button The Batch Close window will appear and display your batch information aici M XXXX Batch Information Batch Number Batch Date r Credit Batch Information Total Balance Item Count i Sales Amount Sales Count gt Retums Amount Returns Count Voids Amount a Voids Count D m Debit Batch Information SalesAmount Sales Cout Retums Amout Retums Cout EBT Batch Information Sales Amout S Sales Count pooo Returns Amount Returns Count C j Cancel 5 Check that the batch information fields correctly reflect the transactions you ve processed for this merchant account You may want to refer to your PCCharge reports prior to continuing with this process see page 208 Note that different processing companies will have different batch information and transaction types listed on this window 6 Click the OK button PCCharge will connect to your processing company and initiate batch closure 7 At the completion of closure a message of completion or error status will be displayed If you get an error message you may need to contact your payment processing or PCCharge technical support Visit our online knowledgebase in the support section of www pccharge com for some possible solutions 8 Closure is now complete and you may resume normal
121. hat were not settled due to transaction errors or other similar difficulties With these tools you can repair batches to re attempt 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 ee Note The tools in the Batch Management Utility are only available for terminal based processors Host based processors keep batch information on their system so these tools are not needed If your credit card processing company is host based refer to the PCCharge Appendices skip ahead to the section Auto Settle Utility see page 197 e Note If you encounter indeterminate Amex batches while using the Amex financial settlement service you ll need to use the Amex Batch Management Utility The following section Amex Batch Management provides information on using those tools see page 197 WARNING The Batch Management Utility is a powerful tool We recommend that you do not use them unless you are comfortable with editing your batch Failure to use these tools properly may result in loss of transaction data We recommend that you use these tools under the direction of technical support until you become comfortable with their use Installation of Batch Management Utility 1 Since the PCCharge Batch Management Utility is so powerful it s not included in the standard PCCharge installation
122. he action is not available use the Void action 138 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 With a host based auto close system the action has to be performed on the same day The following tab is available only when your account is set up to process prepaid debit cards using PCCharge Balance Inquiry This action is used to determine the balance on a prepaid debit card 139 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 2 You open a batch simply by performing your first debit card transaction of the day Process whatever transactions you have for that particular day After you have completed processing transactions for the day it is time to prepare for settlement Look at the Debit Summary report see page 220 for the day Set the Result to Approved Make sure that you look at the report for the appropriate Me
123. icked Store Voice Auth PCCharge has merely recorded the transaction in its database The original voice authorization that you received from the processing company reduced the customer s account s limit to buy but it didn t initiate settlement of the transaction When you re ready to actually initiate the transfer of the funds from the customer s account to your account you must process a second Post Auth transaction on the original transaction which PCCharge treats as a Pre Auth Note The authorization code issued to you by the processing company has a lifespan of approximately one week varies by processing company 134 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 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 may be performed on the transaction you ve recorded during these steps 135 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 115 ii Debit Card lol x Sale Betum Void Sale Void Return Sale Recovery Return Recov
124. ignate 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 The cash back is an amount over the amount of purchase This amount is to be given to the customer Cash back is a service that EBT transactions allow you to offer to your customers Total This field shows the total amount of the transaction It is calculated by adding the Amount to the Cash Back field 148 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 More and more state governments and the federal government will be moving to this form of payment processing to reduce paper work and control fraud With EBT transactions you should keep these two simple rules in mind 1 EBT transactions can only be performed in a Retail or face to face environment If you are a Mail Order type business you cannot perform EBT transactions 2 EBT transactions re
125. igurable amount The default value is 2556 days 7 years You should change this value according to your business s requirements Some possible variables that would affect this value include e Your merchant service provider s regulations Your accountant s advice e Your local laws PCI Implementation Documentation In addition to the Data Protection Guidelines it is important that merchants review the information that is on http Awww pcisecuritystandards org and or contact the organization directly for more information regarding PCI CISP compliance Why Comply with PCI Data Standard If a merchant or service provider refuses to participate in CISP Visa may impose a fine on the responsible Visa Member Ultimately merchants and their service providers must meet the CISP requirements to continue to accept Visa Payment products The following information was taken from Visa s website http www visa com cisp on October 23 2006 By complying with the PCI Data Security Standard Visa members merchants and service providers not only meet their obligations to the payment system but also build a culture of security that benefits everyone Benefits of compliance Everyone Limited risk More confidence in the payment industry Member Protected reputation Merchant and Service Competitive edge gained Provider Increased revenue and improved bottom line Positive image maintained Customers are protect
126. ill cause Windows to display the configuration window for the printer selected in the Report Printer field 4 Review the configuration window and make sure the correct settings have been configured for your printer You may want to refer to your printer s documentation Click the Print button when you re done to return to the Report Printer Setup window 5 The Configure Contract button configures contracts printed for PCCharge s recurring billing functionality It does not apply to standard report printer setup so you may safely ignore it for now This feature is described in a later section Recurring and Installment Billing 6 Click the OK button to return to the main PCCharge window You may now print out a test report using the instructions given in the section Reports see page 208 or you may proceed to the next section Receipt Printer Setup see page 97 96 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 102 MiReceipt Printer Setup z ix Printer z Portrait Landscape z Cancel m Printer Type Standard Printer Roll Printer Comments m Orientatio
127. ill display the number of transactions in the file the Count and the balance of the transactions in the file the Balance Click OK to start processing the transactions After your import file has been processed PCCharge will ask if you want to delete the original import file Most users will want to delete the file to help keep customers account information secure You must make a business decision on whether or not it is beneficial for you to keep import files PCCharge generates an ASCII text file after processing an import file This file contains the transaction responses from the credit card processing company The file s name will be the same as the original import file and the file s extension will be SRP Example MYFILE SDT MYFILE SRP You may use a standard text editor like Microsoft s Notepad to view SRP files and get the results for your transactions or you may use the PCCharge reports to view the detailed transaction history for transactions processed via import files Consult the section Reports for more information on PCCharge s reporting capabilities see page 208 166 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 regul
128. in the selected batch will be used to generate the report Enter the exact batch number used for the original transaction s Amount Enter an amount All transactions processed for the selected amount will be used to generate the report Enter the exact amount used in the original transaction s 210 Viewing a Report ActiveCharge arepTransDetailed ActiveReport iS pn e O 8 Page Width apa ECAS ee Re Se er oe ee a PeerGrrebreeParses 8 TR Re F Credit Card Detail Report Wednesday Mey 2 2008 IIS H FM a we e ene s nee a a m ao Terb ter lorchene G90000096 isie Cwe Vows Pree Prnterh Tameriel Sole wab Tet thee Dats report wes penered od wing the following filters Wetu edgy May 21 2003 120000 AM Wedhe sdgy May 21 2003 11 5900PM a AL Kynd Denil Danzcaom Repot IHME 02 02 15 PM g 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 pz 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 ith Find Click this button to find a text string within the report 211 Report Window Buttons continued Icon Description Single Page Click this button to view a s
129. ine knowledgebase in the support section of www pccharge com for some possible solutions Settlement is now complete and you may resume normal transaction processing It may take forty eight hours or more for the funds to actually transfer from the customer s account to your account The table in the lower section of this window displays information about the batch or batches being settled PCCharge and or your processing company may specify that a batch of transactions exceeding a certain size be broken up into smaller multiple batches If that is the case PCCharge displays the following information for each batch Batch Fields in this column contain the sequence number of a batch within the total number of batches to be settled Result Fields in this column contain the settlement result of a batch or batches This will vary by processor but will usually be similar to SETTLED or OK Response Fields in this column contain the settlement result of a batch or batches This will vary by processor but will usually be similar to SETTLED or OK Error Record Fields in this column contain the record number of the transaction if any that caused an error resulting in the termination of that batch s settlement Batch Amt Fields in this column contain the amount settled for a batch or batches 189 Batch Management Simple Explanation PCCharge has new batch management tools that allow you to easily deal with batches t
130. ingle 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 Next Page Click this button to view the next page in the report Move Backward Click this button to move backward in your page view history Move Forward Click this button to move forward in your page view history QO Ols 2 9 OHO 212 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 Transactions option Click the Daily Transactions option You may also click the Reports icon on the Icon Bar see page 115 and then select Daily Transaction Summary from the Report Type drop down list 15 xl Report Type Daily Transaction Summary Print To Screen Printer C File m Report Filters Start 6 4 2003 12 00 00 AM End 6 4 2003 11 59 00 PM Member O Card Type I y Card Result Approved User ID ss Batch sis Ticket hh Amount rT sisY Merchant faj v In the Report Filters area you can se
131. isplayed batch Total This field displays the total dollar amount of the currently displayed batch sales minus credits 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 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 Select the merchant account whose open batch you wish to edit and click OK 199 EJ american Express Batch Archive x Select a previously settled batch Amex for AMEX 0 07 32 Get Result Einalize Transactions Reverse Resubmit Batch Report Close Batch Details Created Settled Count Tota To re transmit a settlement file to American Express simply select it and click the button labeled Resubmit Again archived files should not be re transmitted to American Express unless directed by a Technical Support Representative Get Result First select the merchant account whose confirmation files you wish to retrieve Then click the Get Result button to have PCCharge contact AMEX and download any confirmation acknowledge files for the selected merchant Note that after settling the acknowledgement file could take up to 30 minutes and the confirmation file could
132. k that can be edited unlike a read only CD You can create update this disk during installation or you can wait until a later time However we HIGHLY recommend that you create this disk soon after you install and configure PCCharge Note Configuration disks can be created using almost any removable media that can be modified You may even store your configuration data on a separate computer accessed via a network The important thing is to store your backup data away from the computer on which PCCharge is installed To use some other media just substitute it for the 312 floppy referred to in the following instructions In step 3 browse to the media to be used PCCharge Payment Server xi It is recommended that you update your configuration disk Would you like to do this now 1 Click Yes The Configuration Disk Maintenance window will appear You ll see that Update Create Config Disk is already selected Click OK 2 PCCharge will warn you that your existing configuration information will be overwritten If you re creating a configuration disk for the first time this warning doesn t apply to you Click Yes PCCharge will prompt you for the configuration disk Insert a BLANK 372 floppy disk Make sure it s blank because everything on the disk will be overwritten Click OK and proceed to step 3 If you already have a configuration disk you can either overwrite that disk or create a new one using a blank disk C
133. ke sure that there are no open Pre Auths awaiting a Post Auth Settle close any open batches You may then proceed with archiving pre 5 6 transactions By default PCCharge deposits database archives into the backup directory in the main PCCharge directory as displayed in the field Archive Location Most users should accept this default but you may specify a different directory by typing it in or by using the Browse button PCCharge will not archive transactions that are older than the date in the box labeled Archive transactions dated prior to By default this amounts to 90 days Most users should accept this default but you may specify a different length of time by entering a cutoff date in the box labeled Archive transactions dated prior to You may also select a date by using the Select Date button e Note Although you are indicating a specific date PCCharge does not use this date as a fixed or absolute value The date you select is only a reference for selecting a relative time period from today e Note Even if you select today s date in the box labeled Archive transactions dated prior to PCCharge will not archive those transactions that are awaiting settlement 8 You may safely ignore the lower half of this window Transaction Purge Configuration for now since it is explained later in this manual 174 PCCharge s Transaction Database Archive functionality is now set up The following section
134. ked see page 34 A Duplicate Checking Requirements Dj x Duplicate Checking Time Frame Select the time frame that PCCharge should check for duplicate Ok transactions Cancel oo Dayfs Joo Hours oo Minutes oo Seconds r Duplicate Checking Options Check for transactions with the same following information Credit Card _ Debit Card EBT Card J Card Number J Card Number J Card Number JV Exp Date JV Exp Date I User User M User IV Merchant Number IV Merchant Number J Merchant Number J Ticket Number J Ticket Number I Ticket Number JV Amount JV Amount IV Amount Click the Duplicate Checking button to access the Duplicate Checking window This window allows you wish to fine tune how PCCharge handles duplicate transaction checking You may specify How long PCCharge remembers a transaction before allowing a duplicate transaction to be processed without requiring it to be forced What transaction information PCCharge considers when it evaluates whether a transaction is a duplicate O Card Number the credit card debit card or EBT card account number used to process the transaction see page 117 136 and 147 Exp Date the expiration date of the credit card debit card or EBT card used to process the transaction see page 117 136 and 147 User which PCCharge user processed the transaction see page 106 Merchant Number
135. kip ahead to the section EBT Processing Company Setup see page 57 55 Check Services Company Extended Data Fields Simple Explanation 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 57 e Note As you can see there isn t a picture of your Check Services Company Extended Data Fields window shown on this page This is because each check services company has its own set of Extended Data Fields 1 Enter the extended information as required by your check services company This information and other important information about your check services company are described in the PCCharge Appendices WARNING This step is vitally important Failure to complete the required extended information in this section may prevent you from processing transactions After you ve entered all data required including any advanced or extended data click the OK button to exit the Extended Data Fields window PCCharge will display the Check Services Setup window Click Next to exit the Check Services Setup window This completes the setup of your check services company Continue on to the next section EBT Processing Company Setup 56 EBT Processing Company Setup
136. lay Default 0 2 Used for troubleshooting purposes Do not adjust this value unless directed to do so by a Technical Support Representative Reinitialize on Redial Default Unchecked Checking this option will force your modem to reinitialize each time it dials Log Options PCCharge s log file feature is a diagnostic tool primarily intended for use in troubleshooting modem issues We HIGHLY recommend that you do not use the following tools and options unless directed to do so by a Technical Support Representative 77 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 Encrypt Log File Default Unchecked Check this box to have PCCharge encrypt the log files using the encryption key you specify in Key and Confirm Key This option is not accessible unless Create Log File is checked Key Default Empty 16 alpha numeric characters If you have checked Encrypt Log File enter a sixteen character alphanumeric encryption key This option is not accessible unless Create Log File is checked WARNING If you change your
137. le Details Indeterminate Batch Batch History Amex Batch Management Usage of Amex Batch Management Tools Open Amex Batch Editor ceeeees Amex Batch Archive Settle Amex Batch be View Amex Results cccccceeesceeeeeneeeeeneeeeeeeeeeesaeeeeeaaeeseaeeeesaaeeeeeaaeeessaeeeeenaeeeeeaeeess Auto Settle Utility is nira aae a Aad i eda E Installing and Using the Auto Settle Utility Upload Check IMages cecseceeceseeeeseeeeteenees vate How to Upload Check IMages ceccesceseeceeseeereeeeeneeeeeeaeeeeesaeeeeeeeesaeeeeeeaeeneeeaeeeeeeaes FREDONUS secsveuacecns A A T A T 208 Viewing a Report su nivisbycnesusuiecrsecuecsstasevasaeeseulsecsaeaa ETATE 211 Daily Transaction Summary fone Credit Card Details i satri ea aeaaea Ea erae a EAEE a Eea EAEE E Eaa 214 Batch Pre Settle Batch Post Settle 217 Check Summary 218 Check Detail 219 Debit Summary 220 EBT SUMMalyis a aaa ate eed needa i nen ed died 221 Restaurant Pre Settle ccccccccccceceeeceeeeceeeeeeeeeeeceeeeeseeseaeeeaeesaeseaeeseaeeseeseeesseesneeesaeesaes 222 Restaurant Detail Gift Card wid Reprint ROCGIPIS dieere e eenia een an E a eA a wra AEAEE EN APASAREA ATS Cashier Audities a a Gaara a A A e Ea Check Wage se aad iaaa Ver a aa ara ai ERa radi daa e Aaaa aie Maitre D PIU QI iicisccisisisccdncucacssntvancncacuaecuiaccaneudnanaccuencuince 230
138. lect the Start amp End date the User ID that processed the transactions Result of the transactions processed and the Merchant Click the OK button to view print save the report Note Because this is a Daily Transaction Summary the Start and End dates default to today s date 213 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 Transactions option Click the Credit Card Detail option You may also click the Reports icon on the Icon Bar see page 115 and then select Credit Card Detail from the Report Type drop down list 2 0 xi Report Type Credit Card Detail Print To Screen Printer C File Report Filters Start 6 4 2003 12 00 00 AM End 6 4 72003 11 59 00 PM M Membe O o CadType jars Card e Result Approved gt User ID O Batch sz Tikt 0 Ammtaits Merchant faj Doe In the Report Filters area you can select the Start amp End date the card Member the Card the User ID that processed the transactions the Ticket the Card Type the Result of the transactions processed the Amount and the Merchant Click the OK button to view print save
139. lick Yes when ready Insert your configuration disk OR a blank 31 2 floppy disk Click OK and proceed to step 3 3 PCCharge will display a window titled Copy Configuration Files To Click the Open button and PCCharge will create or update your configuration disk 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 71 5 Remove your configuration disk Label it PCCharge Configuration Disk and date it Continue on to the next section Simple Modem Setup oe 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 This would restore your account settings to their state at the time of the configuration disk update creation However it does not save your database That functionality is described in the section Backup Restore see page 169 You should refer to that section when you think you re ready to start keeping a backup record of the transactions you ve been processing 72 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
140. lick the Process button 5 _PCCharge will contact your processing company 6 The processing company should authorize your transaction and notify PCCharge that the transaction was successful Again the above steps are all that is generally required to process a transaction PCCharge is a highly flexible payment processing solution Depending on how you plan to use PCCharge you may need to follow some additional or alternate steps Some of these procedures are outlined below Other sections of the PCCharge manual contain more detailed information on program use Selecting a Merchant Account Your copy of PCCharge may be configured to use multiple merchant accounts This is often the case when PCCharge is to be used to process transactions for multiple business or sections of a business The easiest way to select which merchant account you ll use to process transactions is to click the arrow next to the drop down box at the bottom of your PCCharge window All merchant accounts currently set up with PCCharge will then be displayed and you can select the one you want by clicking it z This display bar shows the active 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 unless another account is selected Non Sale Transaction Types The Credit Card Transactions window defaults to the Sale screen If you want to process some other t
141. lick 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 115 and then select Cashier Audit from the Report Type drop down list Report Type Cashier Audit Print To o x Screen Printer File Report Filters Start 6 4 2003 12 00 00 AM End 6 4 2003 11 59 00 PM Cashier Name Card Type All Y Super Name Result User ID Ticket amp p p lOve d Batch Amount Merchant All 7 core In the Report Filters area you can select the Start amp End date the Cashier Name the Super Name the User ID that processed the transactions and the Batch Click the OK button to view print save the report Cashier Name If you specify a Cashier Name then the audit report will only show the actions performed by that specific cashier 227 Supervisor Name If you specify a Supervisor Name then the audit report will only show the actions authorized by that specific supervisor s override A supervisor is a cashier or the system user that has access to a function and grants access to that function to a cashier that does not have access 228 Check Image The Check Image window shows images that were captured in PCCharge using a RDM EC5002i or eN Check 2600 check scanner To access the Check Image window click Reports on the menu bar Click the View
142. lid 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 Enter only the last two digits of the maximum year Periodically the Last Valid Year for credit cards will need to be advanced You are responsible for updating the Last Valid Year in the future WARNING PCCharge is preprogrammed with an initial Last Valid Year Preferences Require Duplicate Transactions to be Forced Default Checked This option is a safety feature When checked only one transaction for a certain amount can be processed on a particular credit card number per day This does not mean that you can t process other transactions It just prevents accidental duplicate transactions If this option is enabled you can still charge a card for an amount already charged to that card on the same day simply put an F in front of the credit card number to force the transaction Consult the section Duplicate Checking see page 37 if you wish to fine tune how PCCharge handles duplicate transaction checking Prompt for CPS 2000 Qualifiers Default Checked Checking this option turns on a reminder if you forget to enter a Ticket Number Address or Zip Code when performing a transaction PCChar
143. llowed by a Force is equivalent to a Sale 145 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 e relieve the merchant from having to physically transport checks provide an exact copy of the check in case of a dispute Check with your check service company to determine when or how often you should be scanning check images Different check services companies have different regulations regarding check image scanning and uploading Saving Check Images PCCharge gives you the option to capture the check image after the physical check is scanned through the RDM EC5002i device When PCCharge displays the scanned image you may click OK to save the image Delete to delete the image does not cancel the transaction or Print to print the image via whatever report printer you ve set up see page 96 If you click Print you still have the ability to click OK or Delete About Stored Check Images All check images are stored in subdirectories of the PCCharge installation directory usually C Program Files PCCw Uploading Check Imag
144. lue of the interval Checking more often would consume too much of the system s resources The default setting is generally the optimum value for the interval 38 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 TCP IP Communications Use TCP IP Connection Default Unchecked Enable this option if you have an interfaced program that will communicate with PCCharge Payment Server via sockets Local Port Number Default 31419 This is the port number socket number used for the TCP IP connection Proxy Server Information Use Proxy Server Default Unchecked Not yet implemented IP Address Default Empty Not yet implemented Encryption Information Private Key Default Empty Not yet implemented 39 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 s
145. make available to cashiers you ll need to understand how to use PCCharge We recommend that you return to this section after you ve reviewed the section User s Guide see page 112 In the meantime you can look over the functions and abilities listed in this section Adding a Cashier 1 Click Setup on the menu bar Click the Configure System option If you ve already created a password for the System user PCCharge will prompt you to enter a User Name and Password Use System for the User Name and enter whatever Password you entered during PCCharge installation Click OK PCCharge will display the Preferences window You ll see asterisks in the field labeled Password for the system user ID The System user can create cashiers and edit their passwords Click the OK button to save your password and return to the main PCCharge window Proceed to step 2 If you haven t already created a password for the System user do so now The System user can create cashiers and edit their passwords This password is case sensitiveand must be complex The password must contain at least 7 characters and must have at least one upper case character one numeric character and one special character e g etc Enter this password into the field labeled Password for the system user ID Click the OK button to save your password and return to the main PCCharge window 2 Click Setup on the menu bar Click the Cashier Privileges option fj User Permis
146. med from the Credit Card Transactions window Click the drop down arrow on the right of the Active Company Display to select a different account z Processing Status Bar Bottom left of the main window The Processing Status Bar allows you to see the status of PCCharge and the status of a transaction being processed System Ready 114 Icon Bar Credit Click this button to access the Credit Card Processing window see page 117 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 End of Day Click this button to access the End of Day Management window see page 181 Import Click this button to access the Import File window see page 165 Reports Click this button to access the Reports window see page 208 Log On Off Click this button to access the Log On Off window see page 102 SIO 5 Help Click this button to access the Help window Minimize Click this button to send PCCharge Payment Server to your Windows Task Bar usually found at the bottom of your screen gii i t 115 Menu System The menu bar allows you to select every possible operatio
147. menu bar Click the Check option Click the Detail Summary option You may also click the Reports icon on the Icon Bar see page 115 and then select Check Detail from the Report Type drop down list T ee Note This report is only available in a check processing environment ioj xj Report Type Check Detail Print To Screen Printer File Report Filters Start 6 4 2003 12 00 00 AM 7 End 6 4 72003 11 59 00 PM Member E Card Type aooo Card Result Approved User ID O Batch siz Tikt Amounts Merchant v In the Report Filter area you can select the Start and End dates the User ID that processed the transactions the Ticket the Amount and the Result of transactions processed Click the OK button to view print save the report 219 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 Debit option You may also click the Reports icon on the Icon Bar see page 115 and then select Debit Summary from the Report Type drop down list T ee Note This report is only available in a debit processing environment 5 x Report Type Debit Summary Print To Screen Printer File Report Filters Start 6 4 2003 12 00 00 AM 7 End 6 4 72003 11 59 00 PM Member E Card Type aooo Card Result Appr
148. mex Results Alternatively you may visit AMEX s website to view your settlement results The following information supplied to VeriFone by AMEX illustrates this concept For questions regarding your American Express merchant account American Express offers a free Internet service Online Merchant Services which supports online account management specific to payments customer disputes and more For information on how to enroll in Online Merchant Services please contact your account representative or visit http www americanexpress com merchant For merchants that are not enrolled in the online account management tool paper statements are issued for general account maintenance For general customer service please call 800 528 5200 To review those transactions that were sent to American Express view the Credit Card Detail report using the Card Type Start and End filters to specify AMEX and the date of the transactions to be viewed Consult the Credit Card Detail section for more information on this subject see page 214 View Amex Results Simple Explanation This feature will allow you to view a list of the confirmation and acknowledgement files that have been obtained from AMEX regarding the settlement To access the AMEX Settlement Result File window click Batch on the menu bar Click the Amex Batch Management option Click the View Amex Results option Select the file you wish to display and click Di
149. ms use the Windows operating system and the computer s processor to handle data transfer This data transfer is usually compressed by the modem driver software and thus cannot be passed back and forth between our software and the processor This is not a fault of the PCCharge software but a lack of ability for the modem to pass the transaction information in the required format of the processor Hardware modems rely on the actual modem to handle the data transfer between the software and the processor This hardware handling of the data by the modem does not require the software compression associated with Win Soft modems Thus the data can be sent uncompressed in the proper format What information do I need to enter for a regular transaction The only information required to process a credit card transaction is the card number expiration date and the amount However this will get you the worst per transaction rate possible If your merchant account is set up as Retail you should use a card swipe device If your merchant account is set up as Mail Order E Commerce or some other card not present business you should supply as much information as possible street address zip code ticket number CVV etc Check with your payment processing company to find out how to obtain the best per transaction rates available for your business type I just received an upgrade for PCCharge How should I upgrade If you are using any sort of Point of Sale
150. n Select Restaurant Detail from the Report Type drop down list You may also click the Reports icon on the Icon Bar see page 115 and then select Restaurant Detail from the Report Type drop down list ioj xi Report Type Restaurant Detail M Print To Screen Printer C File Report Filters Start 6 4 2003 12 00 00 AM End 6 4 2003 11 59 00 PM Server ID e Card Type ja Card ss Result Approved gt UserID lt Bahe Ticket Amounts Merchant faj In the Report Filters area you can select the Start amp End date the Server ID the Card the User ID that processed the transactions the Ticket the Card Type the Result the Amount and the Merchant Click the OK button to view print save the report 223 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 115 and then select Gift Card from the Report Type drop down list ioj xi Report Type Gift Card 7 Print To Screen Printer C File Report Filters Start 6 4 2003 12 00 00 AM End 6 4 2003 11 59 00 PM Cashier Name O Card Type jars Card E Result Approved gt User ID ss
151. n 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 51 g Note The dial up version of PCCharge s AMEX Settle feature is not available in this version of PCCharge Settlement is still available via TCP IP Internet as described below Authorizations still must be performed via dial up connection A To access the American Express Split Dial Setup window click Setup on the menu bar Click the Split Dial option then the American Express option E amex Split Dial Setup Cancel 2 5 x aia Express x erea I Financial Settlement Service Advanced Business Type Retail Mail Order Restaurant Merchant Information Merchant SE Terminal ID fi 5 M Allow Split Tender Authorization Phone Numbers Primary Phone fi 800 874 0421 Secondary Phone fi 800 228 1082 46 10 If you want to authorize AMEX transactions directly through American Express instead of your Visa MasterCard processing company make sure that Authorize American Express Direct is checked If you want to settle AMEX transactions directly through American Express instead of your Visa MasterCard
152. n Receipt Options iite Print jo of Copies Configure JV Print Receipts for Pre Auths Books V Secure Receipts V Print Receipts for Gratuities Customer Database Receipt Setup Advanced Receipt Uptions Margins Left Top 720 Bottom 720 Right Hall Printer Configuration Column Width 49 1 Click Setup on the menu bar Click the Printer option Click the Receipt Printer option 2 Review the Tested Receipt Printers table at the end of this Receipt Printer Setup section to determine if there are any special settings recommended for your receipt printer 97 Click the small drop down arrow button to the right of the Printer field Select the printer that PCCharge will use to print receipts Depending on the kind of printer you have select either Standard Printer or Roll Printer A standard printer is a typical 82 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 In the section labeled Receipt Options specify the of Copies you want to print You now have the option to uncheck the box labeled Print Receipts for Pre Auths Books Pre auth and book transactions set money aside on a customer s credit card without actually initiating the transfer of funds from the customer s account to your account These transaction types are often used whe
153. n 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 Increment Amount Enter the dollar amount to be added to the card or certificate s balance here The dollar sign need not be entered Example For 25 25 enter 25 25 Units Enter the total number of items or some calculated unit value defined by the user This field is used in conjunction with a points program Points This field is used when tracking points for a program 156 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 There are several different types of gift card transactions Many are specific to the gift card processing company used Refer to the PCCharge Appendices for more information on the transactions available through your gift card p
154. n 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 165 The File menu also allows you to exit PCCharge To access the File menu options click File on the menu bar ee Note An import file allows you to make a list of transactions to be processed at a later time Consult the section Offline Processing and Import Files for more information on this subject see page 165 Selecting the Exit option in the file menu will shut down PCCharge Payment Server Setup Menu The Setup Menu options are discussed in the sections The Setup Process see page 28 and Continuing Setup see page 84 To access the Setup menu options click Setup on the menu bar Help Menu The Help Menu allows you to access the help files and other pertinent information about PCCharge Payment Server To access the Help menu options click Help on the menu bar 116 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 i x S Credit Card Transactions Sale Credit Void Sale Preuth PostAuth Void Credit Book Ship Credit Card Number z Process Card Issuer Card Member Exp Date MMY Y Cancel Amount Tick
155. n the Batch Management Utility and start up PCCharge Access your processing company s Extended Data Fields by clicking Setup gt Credit Card Company gt Extended e Increment the Batch by one e Settle the batch e You have now completely resolved your indeterminate batch and may continue with normal transaction processing 191 RB Rejected Batch Error ak 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 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 Select the Batch File for the batch that had the RB error 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 Batch Report Review the transactions listed on the batch report Look for anything odd or out of place Look for any card types processed that your account is not set up to process Example AMEX DISC etc The RB error itself may give some indication as to which transaction caused the error Once you ve identified the transaction s you think may hav
156. n the PCCharge menu bar above the icons Click Modem If the Manual Modem Setup window appears continue on to step 3 If the Simple Modem Setup window appears click the Use Manual Modem Setup button and then continue on to step 3 Select 1200 in the Baud section of the Manual Modem Setup window Select your modem s COM port from the Port drop down list Click the Detect Modem Settings button PCCharge will prompt you to specify which modem it should detect Select your modem and click OK PCCharge will attempt to automatically configure your modem settings Once PCCharge is done check to see if the Initialization String is something more than just AT 74 If the Initialization String is something more than just AT perform a test transaction as described in the section Performing Test Transactions see page 79 If the test transaction results in a communications error return to this section and continue with step 7 e if the Initialization String is only AT you will need to contact PCCharge Technical Support at 877 659 8981 If you ve attempted a test transaction after setting up your modem using the Detect Modem Settings button and it didn t work try the following steps First return to the Manual Modem Setup window as described in steps 1 and 2 Select wH1 from the Modem drop down list in the Modem Initialization section of the Manual Modem Setup window Click the Validate button PCCharge will attempt to validate
157. n the exact final amount of the transaction is not known Unchecking this box makes PCCharge not print out receipts for these two transaction types You may choose to uncheck the box labeled Secure Receipts Simple Explanation if you want the credit card number on all receipts to be masked covered with X s leave this checked and skip ahead to step 8 If you want a masked customer receipt and an unmasked merchant receipt read the rest of this step Configure Receipt JV Label Receipts Cancel oT m Customer 1st receipt Merchant 2nd receipt V Suppress Card Number Suppress Card Numer V Suppress Expiration Date Suppress Expiration Date Unchecking this box turns off the PCCharge feature that masks the credit card number on receipts but it also allows you access to another PCCharge feature the ability to have a masked customer receipt and an unmasked merchant receipt e After you uncheck the box labeled Secure Receipts click the Advanced Receipt Options button Put a check in the box labeled Label Receipts if you want to have a label printed at the bottom of your receipts If this box is checked the first receipt will be labeled Customer Copy The second receipt will be labeled Merchant Copy Any subsequent receipts for the same transaction will be labeled Copy with representing the order of its printing Example of Copies was set to 3 The first receipt printed for
158. n to exit the Extended Data Fields window PCCharge will display the Debit Card Setup window Click Next to exit the Debit Card Setup window This completes the setup of your debit card processing company Continue on to the next section Check Services Company Setup 53 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 57 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 Check Company Site IDs PCCharge Payment Server Merchant Setup Wizard a The next step is to specify which company if any you will be using to process check services transactions m Check Services Company z m Check Services Site ID Check Service Site ID MICR C Checks on Delivery m Phone Numbers Primary Phone Double ID Secondary Phone Driver s License Help Cancel lt Back Ig Finish 1 Review the section of the PCCharge Appendices specific to your check services processing company there may be special information
159. n 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 79 After performing the test transaction continue on to the section Debit Card Company Setup see page 51 If you DID put a check next to Financial Settlement Service click the Advanced button to enter the Settlement Advanced Setup window Enter the Account Information for your American Express account e File Sequence Default 1 This value is automatically incremented by the software during normal batch operation Do not alter this value unless directed by a Technical Support Representative Enable Item Descriptions Default Unchecked Check this box if your company s account is set up to enable item descriptions e Enable Commercial Card Fields Default Unchecked Check this box if your company s account is set up to accept commercial cards 47 11 12 a Settlement Advanced Setup xj ccount Information File Sequence fi I Enable Item Descriptions Enable Commercial Card Fields Cancel Current Batch Information Batch Number fi Count Sequence Number B Totals 1 ie o oS oS Amex Host Information Use DialUp Modem Use TCP IP Submitter ID ae File Name a User Name eii Password oOo System ddress fsgateway aexp com Send to Test System The Current Batch Inform
160. nction of PCCharge click Utilities on the menu bar Click the Repair Database option PCCharge will take a few moments to repair your database depending on its size 2 PCCharge will notify you when the process is complete Click the OK Button 3 To access the Compact Database function of PCCharge click Utilities on the menu bar Click the Compact Database option PCCharge will take a few moments to compact your database depending on its size 4 _PCCharge will notify you when the process is complete Click the OK Button Your database has now been repaired and compacted Again we HIGHLY recommend that you regularly use these features in order to help keep your database structured and compact 179 Retrieve Account Number Simple Explanation 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 This feature allows you to retrieve a customer s account number or expiration date from the PCCharge database Note Access to this powerful feature can be restricted by setting up cashier privileges Consult the section Cashier Privileges Setup for more information on this subject see page 102 retrieve
161. nerally recommended that users leave all the options checked in the Address Verification Setup window This way you can simply void a transaction if you aren t comfortable with the AVS Response 4 Since you received a Result of CAPTURED the transaction is ready to be settled along with any other transactions at the end of the day 66 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 If you anticipate processing a high number of manually entered transactions hand keyed not swiped we recommend that you review this section Otherwise you may proceed to the next section End of Merchant Setup Wizard see page 70 T e Note This window may or may not be accessible depending on which credit card processing company you use Most terminal based processing companies support CVV2 CVC2 CID If this window is not displayed but you know your account is set up for address verification it likely means that your credit card processing company is host based and handles CVV2 CVC2 CID filtering on their end PCCharge Payment Server Merchant Setup Wizar
162. nformation 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 When selected each Reports menu item brings up a window similar to the following CIT iclxi Report Type v Print To Screen Printer File m Report Filters Start 7 End Member e Card Type H Card ay Result g User ID o Batch n Ticket E Amount S Merchant e Note Not all Reports windows selectable from the Reports menu will have the same options and fields accessible For example in the Today s Summary Report you wouldn t be able to change the Member and Ticket fields Further not all processing companies will have access to the same reports An account using a host based system would of course not be able to access the Settled Batch report host based systems close their batches terminal based systems settle their batches 208 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
163. nsaction rate than swiped transactions However you can often achieve better rates by providing the greatest amount of information available for each transaction Zip address etc Check with your payment processing company for details on per transaction rates How to Process Offline Transactions 1 To enable Offline Processing click Transactions on the menu bar Click the Credit Card option PCCharge will display the Credit Card Transactions window Click the Process Offline button PCCharge will display a New Edit Existing window allowing you to create a new SDT file or open an existing one to add transactions This Super DAT SDT file will contain your offline transactions If you re creating a new SDT file enter a filename into the box labeled File name Click the Open button to create your file or click the arrow to the right of the Look In drop down box to browse to a different save location If you re opening an existing SDT file select the file you wish to open you may need to change the Look In location to find your file Click the Open button to open the file Click OK to create or load your file PCCharge will return to the Credit Card Transactions window Notice that the Process Offline button is activated This indicates that any transactions processed will be recorded in the file displayed at the bottom of this window e Note If your connection to the processing company is still available an
164. nsactions or you can use the Address Verification Setup window and configure PCCharge to automatically filter out those transactions whose AVS responses are unacceptable to you AVS Response Descriptions e Address and 5 Digit Match Street address and 5 digit ZIP code both match e Exact Address and 9 Digit Match Street address and 9 digit ZIP code both match e Address Match No Zip Match Street address matches but both 5 digit and 9 digit ZIP Code do not match e 5 Digit Zip Match No Address Match Street address does not match but 5 digit ZIP code matches e 9 Digit Zip Match No Address Match Street address does not match but 9 digit ZIP code matches No Match Street address 5 digit ZIP code and 9 digit ZIP code all do not match e Address Information Not Available Address information is unavailable AVS error or non US card issuer does not support AVS Retry System Unavailable Retry system is unavailable or timed out e Service Not Available Card type does not support AVS AVS Usage Scenarios The following usage scenarios will give you examples that you can use as a basis when configuring your own Address Verification Setup window AVS Usage Scenario 1 1 In this example all the options in the Address Verification Setup window HAVE NOT 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 S
165. nse from your processing company Doing so may negatively affect your transaction results 9 Since you ve received a Result of CAPTURED you know that PCCharge can successfully authorize this card type Click OK on the Result window er 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 Settlement is when your payment processing company instructs your business bank and the cardholder s bank to initiate the transfer of authorized transaction funds For some processing companies this happens automatically For others it must be manually initiated In either case settlement is a HIGHLY IMPORTANT step in payment processing During live processing you will not receive your funds unless your authorizations are settled The following steps will take you through settlement of your test transaction 10 Click the End of Day Management button the clock icon If you only have one credit card merchant account set up in PCCharge proceed to step 11 If you have more than one payment processing account set up in PCCharge select the merchant number whose accounts you wish to settle and click OK Depending on your payment processing company and how it is set up one of the following scenarios will occur Since this step is specific to your payment processing comp
166. nt 1 Click the small drop down arrow button to the right of the Credit Card Company field Select the Credit Card Company that your business will be using If you don t know which to select check with your processing company bank or merchant service provider or whoever set up your account 2 Check to see if your account number already appears in the Credit Card Company Numbers section of this window If your account number isn t shown in the Credit Card Company Numbers section of this window click the Add button Proceed to the next section Register New Merchant License If it does your account has already been set up for you Click your Credit Card Company Number to select it Click the Next button and proceed to the section Credit Card Processing Company Extended Data Fields see page 44 41 Register New Merchant License A Register New Merchant License 15 x rm Serial Number E E OK Cancel Program Disk C Drive A C DriveB Local m Merchant Numbers Processor bd Merchant TID 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 e To access the PCCharge A
167. nt the receipt s 225 The number of each transaction can be found by viewing the Detailed Summary report Alternatively you can use the Query TroutD button explained below Report Options Secure Default Selected Select this option to reprint the specified receipt s in secure format Account No Exp Date not displayed Merchant Default Unselected Select this option to reprint the specified receipt s in merchant format Account No Exp Date displayed and Merchant Copy printed at bottom of receipt Customer Default Unselected Select this option to reprint the specified receipt s in customer format Account No Exp Date not displayed and Customer Copy printed at bottom of receipt Query TroutD Click this button to view the TroutD Selection window This window will allow you to easily select a previously processed transaction in order to reprint that transaction s receipt To select a transaction click anywhere on that transaction s row and then click the Select button TroutD Selection 1 00 TESTVI 4005 0019 1 00 TEST I 4005 0019 1 00 TEST I 4005 0019 1 00 TEST I 4005 0019 1 00 TEST I 4005 0019 100 00 TESTVI 4005 0019 226 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 C
168. ntation 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 select the appropriate debit card processor and then click the Key Change button that appears under the Cancel button PCCharge will contact your processing company and synchronize your PIN pad s key with what your processing company has set up for your debit account Your Canadian debit account must be the active merchant number at the time of the Key Change request 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 79 or you may proceed to the next section Touch Screen Setup see page 95 Tested PIN Pads 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 Set up each device as specified in the Notes column If no additional information is given other than the device to be selected from the drop down list in PCCharge use the default settings listed above e Note Some PIN pads will only work with certain payment processing companies Check with your processing company and or merchant service provider to d
169. o 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 Look in Gy AutoBatch al anie History a Desktop My Documents Sas My Covet e ooo ee Files of type tid pec tid pec 7 Cancel 4 My Network P I Open as read only 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 Auto Settle Yersion 2 3 Server Path MUERA Timer Account Name User petma foo foo oo aata Settlement TimeOut 240 Current Time 15 55 12 HH MM 55 Fleeponse TimeOut po SOSCSC S J Enable Settlement Settle Now m 10 The Server Path is the directory path of the PCCharge executable Should it ever become necessary to modify this path you may enter the new path manually or use the folder button to the right of this field 204 11 16 Enter the desired Settle Time in military format Ex 15 00 00 3 00 00 p m The Auto Settle utility will instruct PCCharge to attempt to settle the batch 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 mak
170. o look on the PCCharge installation CD o Insert the PCCharge installation CD into your computer o The PCCharge installer should automatically appear If it does click Cancel and then click Exit Setup o Click the Windows Start button and then click Run Enter the letter of your CDROM drive followed by a colon Most users should input D and click the OK button o Look for the file named Payment Server Appendices Double click it to view the PCCharge Appendices in Adobe PDF format 3 If you are upgrading using a PCCharge Payment Server CD ROM you ll use the standard installation process described in the next section Be sure to use the program directory of your existing PCCharge Payment Server when asked to select a destination directory Skip step 4 and proceed to the next section Installation 4 If you are upgrading using a PCCharge Payment Server installation file received via the Internet complete the following steps e The file received from VeriFone Inc will almost always be named Setup exe e Locate Setup exe It will be in whatever directory you specified when you downloaded the file You may need to detach the file if it was sent via e mail e Double click Setup exe You may now follow the steps in the next section Installation beginning with the step Welcome Be sure to specify the program directory of your existing PCCharge Pro when asked to select a destination directory WARNING Depending on which version
171. ocessing Company Setup see page 41 When you ve set up all of your credit card processing companies you may review the PCCharge features described in Continuing Setup and then skip ahead to the User s Guide see page 112 e f you need to set up an external device to work with PCCharge refer to one the following sections Card Reader Setup see page 86 Check Reader Setup see page 90 PIN Pad Setup see page 92 Touch Screen Setup see page 95 Report Printer Setup see page 96 Receipt Printer Setup see page 97 000000 83 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 84 Devices Setup Simple Explanation Review this section if you plan to use a card reader check reader PIN pad 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 102 85 Card Reader Setup Simple Explanation 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 If you
172. odem section To find out if these additional steps will be necessary skip ahead to the section Processing Test Transactions see page 79 e Note You will get the best results if you are using the most current modem drivers provided by the manufacturer of your modem 73 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 e 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 il Before setting up your modem you ll need to collect some information about it Click the Windows Start button Click Settings Click Control Panel Double click Phone and Modem Options Click the Modems tab Windows will display the modems installed on your computer Make a note of the name of modem that you intend to use with PCCharge shown in the Modem column Also make a note of its COM port number shown in the Attached To column Modem Name e COM Port Click OK to close the Phone and Modem Options Close the Windows Control Panel window Proceed to Setting Up Your Modem Setting Up Your Modem 1 2 Click Setup o
173. of PCCharge you are upgrading and the version to which you are upgrading certain payment processing companies may no longer be accessible for use in PCCharge This is usually because the parent companies of those payment processing companies are phasing out that payment platform PCCharge will allow you to remove any existing accounts for unsupported processors during your first use of an upgraded PCCharge If removing an unsupported processor is unacceptable to you for any reason please contact Technical Support to discuss your options WARNING As of PCCharge 5 7 1i SP8b strong passwords are required The use of passwords is optional PCCharge requirements for strong password o Must be minimum 7 alpha numeric characters in length Must be case sensitive Must contain at least one upper case character Must contain at least one numeric character Must contain at least one special character e g etc 0 000 If you have an existing password and it is not strong you will be required to change it on first login If you have existing strong passwords meeting the requirements for a complex password as outlined above you will not see a difference at login If a password becomes corrupt as if someone tried to tamper with the system it may be necessary to call Tech Support to get a file as PCCharge will lock itself Installation e Note As with most other software
174. of security standards for account data protection PCI offers a single approach to safeguarding sensitive data for all card brands The information given in this section explains how PCI CISP may affect your business PCI Requirements In order for you to protect yourself you must comply with the twelve basic PCI requirements listed below These are the most current requirements as of the printing of this manual but we recommend that you contact the PCI Security Standards Council or visit their website http www pcisecuritystandards org for the most up to date requirements Install and maintain a working firewall to protect data 2 Keep security patches up to date and do not use vendor supplied defaults for system passwords and other security parameters 3 Protect stored data 4 Encrypt data sent across public networks 5 Use and regularly update anti virus software 6 Develop and maintain secure systems and applications 7 Restrict access to cardholder data by business need to know 8 Assign a unique ID to each person with computer access 9 Restrict physical access to cardholder data 10 Track and monitor all access to network resources and cardholder data 11 Regularly test security systems and processes 12 Maintain a policy that addresses information security In addition to these requirements PCI also provides sub requirements to which merchants must adhere We recommend that you contact the PCI Security Standards
175. ommend that you check your Settled Batch Report after using the utility with multiple accounts Installing and Using the Auto Settle Utility 1 To install the utility insert your PCCharge installation CD into your computer and reinitiate the installation process as described in the section Installation see page 19 Once you ve begun the PCCharge installation process you ll see new options instead of the standard installation options Select the Modify option and click the Next button Leave a check next to the Auto Settle Utility option but remove all other checks since you only need to install the Auto Settle Utility Click the Next button and PCCharge will install the utility The PCCharge Auto Settle utility can be used on the computer on which PCCharge is located or a computer with read write access full permissions to the PCCharge installation directory Start PCCharge PCCharge MUST be running while you re using the Auto Settle Utility e Note Do not click any icons or access any PCCharge features PCCharge must remain at its main window in order for the Auto Settle Utility to work correctly 5 Click your Windows Start button Click Programs or Program Files Click Accessories Click Windows Explorer 203 6 To use the Auto Settle utility browse to the directory where it was installed using Windows Explorer Double click the file AutoBatch exe ee Note It may be convenient t
176. ons of the manual that you read These warnings will help to prevent serious issues from occurring explanations of concepts described in this manual These extra bits of 9 Technical Details These technical details give more in depth information are often useful but are not necessarily pertinent to all users PCCharge Appendices PCCharge includes some extra documentation that isn t found in this manual This documentation the PCCharge Appendices contains specific information on the various payment processing companies You ll need to refer to this information as you use the PCCharge manual We recommend that you print out those sections related to your payment processing company To access the PCCharge Appendices click the Windows Start button then Programs or All Programs then VeriFone then PCCharge Payment Server then PCCharge Payment Server Appendices 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 Payment Card Industry PCI Security Standards Council is an open global forum for the ongoing development enhancement storage dissemination and implementation
177. or voided Post Auths host based transactions and connection failures are examples of completed transactions Follow up transactions cannot be performed on completed transactions I In Settle This denotes a transaction in the process of being settled Follow up transactions cannot be performed on in settle transactions P Post Auth This denotes a stored Voice Auth Follow up transactions cannot be performed on stored Voice Auth transactions R Reversed This denotes a reversed transaction Follow up transactions cannot be performed on reversed transactions s Settle This denotes a settled transaction Follow up transactions cannot be performed on settled transactions e v Void This denotes a voided transaction Follow up transactions cannot be performed on voided transactions Number This field displays the transaction s PCCharge sequence number Auth This field displays the transaction s authorization code received from the processing company Result This field displays the result of the transaction received from the processing company Amount This field displays the dollar amount of the transaction Gratuity This field displays the gratuity dollar amount processed on the transaction Station This field displays the name of the user that processed the transaction Date This field displays the date the transaction was processed Time This field displays the time of day the
178. ou to insert your configuration disk You may insert the floppy configuration disk that you received with PCCharge a more recent configuration disk that you personally created using PCCharge or a blank floppy disk Click OK when ready and PCCharge will prompt to specify a save location Click Open and PCCharge will save your current PCCharge merchant account information to that disk Restoring from a Configuration Disk 1 To access the Configuration Disk Maintenance window click Utilities on the menu bar Click the Configuration Disk option Select the option Restore From Config Disk and press OK PCCharge will warn you that your existing merchant information will be overwritten This is referring to the merchant numbers you have set up in PCCharge The PCCharge database and your history of transactions will not be overwritten Click OK if you wish to continue PCCharge will prompt you to insert your configuration disk You may insert the CD or floppy configuration disk that you received with PCCharge or you may insert a more recent configuration disk that you personally created using PCCharge Click OK when ready and PCCharge will restore your merchant account information from that disk 168 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 yo
179. our processing company 2 Click the small drop down arrow button to the right of the Debit Card Company field Select the debit card processing company that your business will be using e Note Not all debit card companies will be available for selection The credit card company you selected in the Credit Card Setup window determines which debit card companies are available as selections 51 5 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 You should have received this number from your bank or your merchant service provider 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 Examine the Extended button at the
180. oved User ID O Batch siz Tikt Amounts Merchant v In the Report Filters area you can select the Start and End dates the User ID that processed the transactions the Result of transactions processed the Ticket and the Amount Click the OK button to view print save the report 220 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 EBT option You may also click the Reports icon on the Icon Bar see page 115 and then select EBT Summary from the Report Type drop down list T ee Note This report is only available in an EBT processing environment 15 xi Report Type EBT Summary Print To Screen Printer File Report Filters Start 6 4 2003 12 00 00 AM 7 End 6 4 72003 11 59 00 PM Member E Card Type aooo Card Result Approved User ID O Batch siz Tikt Amounts Merchant v In the Report Filters area you can select the Start and End dates the User ID that processed the transactions the Result of transactions processed the Ticket and the Amount Click the OK button to view print save the report 221 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 grat
181. pack 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 Transferring PCCharge to a Different Computer ee Note This procedure will not allow you to use PCCharge on two different computers This procedure only allows you to transfer your installation of PCCharge from one computer to a different one 1 Start your copy of PCCharge on the old computer 2 The person who normally settles closes batches should complete this step Settle or close any batches you may have that are open To do so click Transactions on the PCCharge menu bar near the top of the PCCharge main screen Click End of Day Proceed with normal batch settle close steps You must settle close ALL open batches for ALL accounts before transferring otherwise data may be lost and money may not be transferred to your account s If your account is host based and set to auto close it is recommended that you transfer PCCharge after the auto close has taken place and before any new transactions are processed 3 Review the section System Requirements to make sure that the new computer meets those requirements see page 14 4 Install PCCharge on the new computer Follow the standard installation procedure as described in the s
182. page 208 Trans Archive Purge Allows a cashier to access the Transaction Archive window see pages 172 and 176 Batch Functions Allows a cashier to close settle batches and perform batch inquiries see page 181 Import Functions Allows a cashier to import transactions using the Import File function see page 165 User Information Not available in Payment Server version of PCCharge Hardware Configuration Allows a cashier to set up devices see page 85 Account Information Allows a cashier to access the Retrieve Account Number window see page 180 103 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 Increment Allows a cashier to perform a gift card Increment transaction Cancel Void Allows a cashier to perform a gift card Cancel or Void transaction Activate Allows a cashier to perform a gift card Activate transaction Register Allows a cashier to perform a gift card Register transaction Points Allows a cashier to perform a gift card points based transaction Balance Merge Allows a cashier to perform a gift card Balance Merge transaction Balance Adjustment Allows a cashier
183. pancies 5 Do you have to settle close manually Are your transactions automatically closed for you 6 If settlement closure will occur automatically you are finished 7 If you must settle close manually start that process now Typically you should repeat these seven steps each day of processing EBT card transactions 154 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 a Gift Card x Redemption Register Increment Activate Cancel Balance Adjustment Points Gift Card Number o Process Amount oOo il Units Cancel Clear I Points 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 In a retail environment the gift card may be swiped through a card reader If the card cannot be swiped type in the Certificate Number Exp Date MMYY Enter the cardholder s gift card account expiration date here A slash or space is not required Example For 01 00 enter 0100 155 Validation Code Validation Code is another name for the card s expiration date Enter the cardholder s gift card account expiratio
184. per transaction rates Processing an Import File 1 To access the Import File window click File on the menu bar Click the Import option You may also click the Import File icon on the Icon Bar 2 If you have multiple merchant numbers you will be prompted with the Select Merchant Number window Select the merchant number and company that you want to use to process the transaction and click OK 3 PCCharge will display an Open window Click the drop down arrow next to the field labeled Files of Type and select the spT file type PCCharge will then allow you to select your SDT file e Note The default directory displayed is the PCCharge directory If your files were saved to a different location click the drop down arrow next to the field labeled Look in near the top of this window in order to browse to that location 4 Select your import file and click the Open button PCCharge will display the Import File window OO m Totals Transaction Count P Pre Auths Total pbo Cancel Grand Tota M00 02 C m 165 Count The Count is the total number of all transactions included within the import file Pre Auths Total The Pre Auths 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 PCCharge w
185. port Does the report look correct Do the totals look correct Does the number of transactions look correct If the report does not check out set the Result of the Credit Card Detail to All transactions and view or print out a new copy of the report You should try to resolve any discrepancies you find before attempting to close settle your batch Once you ve resolved any discrepancies you may have found you are ready for batch closure settlement Is your account set to close settle your transactions automatically or do you need to manually close settle your transactions If closure will occur automatically you are finished If you re not sure contact your merchant service provider to find out If you need to close settle manually start that process now by clicking the End of Day icon on your PCCharge toolbar PCCharge will display the Close or Settle screen depending on your processor Check the totals displayed on this screen and make sure you re ready to close settle Click Ok or Process PCCharge will contact your processing company and attempt to close settle your batch Consult the section Close or Settle for more instructions on how to close or settle your batch see page 183 or 187 If you get back a successful response like Closed Success Or Processed your batch has been closed settled and your day of processing credit card transactions is done If you get back an error message you ll need to contact Technical Support and or
186. port at 877 659 8981 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 e 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 To test a different credit card type just repeat steps 1 13 using the new card type 82 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 You may skip ahead to the User s Guide to learn about processing transactions see page 112 but we HIGHLY recommend that you at least review the PCCharge features described in Continuing Setup If you re only setting up one credit card processing account and you only need to process credit card transactions setup is complete As stated above you may review the PCCharge features described in Continuing Setup and then skip ahead to the User s Guide see page 112 If you need to set up another credit card processing account return to the section Credit Card Pr
187. ppendices click the Windows Start button then Programs or All Programs then VeriFone then PCCharge Payment Server then PCCharge Payment Server Appendices 2 The PCCharge Appendices will describe how your credit card company number should look how long it should be etc 3 Enter your credit card company number into the box labeled Merchant TID Type it in just as it appears on the paperwork you received from your processing company bank or merchant service provider or whoever set up your account This information may be case sensitive so use uppercase or lowercase as necessary 4 Click OK PCCharge will present you with a System Code and will ask you to type in a Security Code You can get your Security Code online by visiting register pccharge com This is typically the fastest way to get a Security Code 5 After entering your Security Code click OK PCCharge will return to the previous window You may now proceed to the following section Credit Card Processing Company Extended Data Fields 42 Changing your Credit Card Company and Credit Card Company Number Simple Explanation if you should ever need to switch to a different credit card processing company or if you are keeping your existing processor but need to change your merchant number this feature will allow you to update your information in PCCharge without having to contact Technical Support 1 Click Setup on the menu bar Click the Credi
188. prompt to purge stored transactions aged 2556 days or more NOTE Warming message s will appear before transactions are purged Browse Calendar Manually Purge NOTE Warming message s will appear before transactions are purged 3 Most users should not place a check in the checkbook labeled Archive transactions that are still active after days This feature was included mainly for those businesses that process a high volume of transactions daily at least one hundred Technical Details if you activate this feature PCCharge can help to save available disk space assuming your archive is on a separate system This is accomplished by archiving active transactions that are likely no longer valid For example the time limit on the usability of a Pre Auth transaction is about 7 10 days If you were to set activate this feature and set it to 15 days PCCharge would archive any Pre Auths that are still active have not been Post Authed after 15 days thus removing them from your database 4 Ifthe PCCharge database exceeds the Preferred maximum database size 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 this size limit at its default value unless you expect to process a very high volume of transactions on a daily basis 173 5 e The Archive button in the Transaction Archive
189. quire you to have a card reader and PIN pad attached to your computer As with debit card processing EBT processing is a two step process EBT processors are typically Host Based As with every Host based System you may have the ability to be set up for either Auto Time Initiated Close or Manual Close Consult your merchant services provider to see what method is available and what method best suits your needs There are four types of EBT card transactions The types are based on the kind of benefit being processed For instance if you are processing a transaction with food stamps you will want to use the transaction type called Food Stamps The reason for the different types of transactions is that there are different rules governing each type of benefit 1 Cash Use this transaction type if you are processing a transaction with an EBT card that was issued for a social security payment 2 Food Stamp Use this transaction type if you are processing a food stamp transaction and want to take money from the EBT cardholder s account 3 Food Stamp Credit Use this transaction type if you are processing a food stamp transaction and want to deposit money into the EBT cardholder s account 4 Account Inquiry This transaction allows you to inquire into a customer s account You are able to dial into the EBT processing company and view a customer s account This transaction is not specific to a benefit type You will be able to perform an
190. r 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 190 Note Currently the Settle Batch window can be used to settle batches for applicable credit card and gift card processing companies The Select Merchant Number window allows you to specify which merchant account you want to settle WARNING Settlement is a necessary part of terminal based payment processing If you do not settle your batch your payment processing company will not initiate the transfer of funds from your customers accounts to your account and vice versa Settling Your Batch 1 Click Batch on the menu bar Click the Settle option 2 The Select Merchant Number window will appear Make sure that the desired merchant account number is selected Click the OK button f Select Merchant Number loj xj e Merchant 1234567890 1234567890 1234567890 1234567890 Cancel 187 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 e Note if you ve selected the Credit tab and you process credit card transactions directly through American Express any AMEX transaction
191. r false To edit a password simply press the Enter key and type in the password you want to use 3 Click the Close button to exit the User Permissions window 104 Deleting a Cashier s Account ee Note You cannot delete the System user To disable this user delete the password from the Preferences window see page 33 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 After the word Save is selected next to the cashier you want to delete type the letter D on your keyboard The word Save will change to the word DELETE If you want to change it back to Save select the word DELETE and type the letter s on your keyboard 4 If you re ready to delete those cashiers with the word DELETE in their Del column click either the Refresh List or Close buttons e If you click the Refresh List button PCCharge will warn you that cashiers scheduled for deletion will be removed Click Yes to delete the cashiers PCCharge will return to the User Permissions window e If you click the Close button PCCharge will warn you that cashiers scheduled for deletion will be removed Click Yes to delete the cashiers PCCharge will exit the User Permissions window and ret
192. r keyboard while clicking on the last transaction you wish to select can be above or below the first transaction 6 After you ve selected all the transaction s click the Void button PCCharge will ask you to confirm click Yes 7 Finally click the Settle button The Settle Batch window will appear click Process and PCCharge will contact your processing company Amex should settle the batch successfully unless you have some batch issues to address Open Amex Batch Editor transactions for a particular merchant number that PCCharge has not yet attempted to settle You may void any of the transactions displayed by the Open Amex Batch Editor tool Simple Explanation This tool allows you to view a detailed list of those To void a transaction you must first select the row s containing the transaction s you want to void You can select multiple transactions by holding down the Ctrl key on your keyboard while clicking on the transactions you wish to select To select a range of transactions click the first transaction you want to select Next hold down the Shift key on your keyboard while clicking on the last transaction you wish to select can be above or below the first transaction After you ve selected the transaction s you want to void click the button Void To access the Open Amex Batch Editor window click Batch on the menu bar Click the Batch Management option Click the Open Amex Batch Editor option Selec
193. rchant Does the report look correct e Dothe totals look correct e Does the number of transactions look correct If the report does not check out view the Debit Summary report see page 220 for both approved and unapproved transactions You may need to investigate the discrepancies Do you have to settle close manually Are your transactions automatically closed for you If closure will occur automatically you are finished If you must settle close manually start that process now Typically you should repeat these 7 steps each day of processing debit card transactions 140 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 A check swipe is available for processing checks You can contact your merchant service provider for more information e Note Your Check Services window may look slightly different depending on which check services company you are using S Check Services oj xj Verify Sale Void Transit Number a Account Number isi Check Number
194. rd check reader and want to use the card reader component of that device select the option Ingenico 2500 You are not required to use the integrated Ingenico card reader you may use a separate card reader 89 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 92 Configure CheckReader Information 5 m CheckReader Com Port lol xi OK X Port Comt Cancel Baud Parity Time Out C 300 2400 C None E Sec C 600 4800 C Odd Data Bits C 1200 9600 Even G7 8 1 Click Setup on the menu bar Click the Devices option Click the Check Reader option 2 Click the small drop down arrow button to the right of the Check Reader field Select the check reader that you ll use with PCCharge 3 Review the Tested Check Readers table at the end of this Check Reader Setup section to determine if there are any special settings recommended for your check reader 4 Complete the following steps Depending on the check reader you select some or all of the described fields in the following steps may not be available You only need to complete those that are accessible to you Click the small drop down arrow button
195. re that you ve selected the correct check processing company account You can check this by accessing your account information that you ve already set up in the Check Services Company Setup window see page 54 Click Batch on the PCCharge menu bar near the top of the PCCharge window The Upload Scanned Images window will appear E Scanned Images 5 x Owner Code Transmit FTP User FTP Password Close FTP Address e C Modem Connection TCP IP connection Upload Progress i 206 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 54 When you re ready to transmit your scanned check images to your check services company click the Transmit button PCCharge will connect to your check processing company via the method you ve specified and will transmit the scanned check images After the images have fully transmitted click Close to exit the Upload Scanned Images window e Note Consult the section All about ECC Check Transactions for information on ECC Electronic Check Conversion transactions see page 146 207 Reports Simple Explanation This section explains how to access each report and find out what transaction i
196. re that your system meets the requirements of PCCharge see page 14 The system requirements may have changed since you last installed PCCharge Start your copy of PCCharge Payment Server if it isn t already running To open PCCharge Payment Server e Click the Windows Start button at the bottom left of your screen Click Programs Click VeriFone Click PCCharge Payment Server Click the PCCharge Payment Server icon The person who normally settles closes batches should complete this step Settle or close any batches you may have that are open To do so click Batch on the PCCharge menu bar near the top of the PCCharge Payment Server main screen Click Settle or Close varies by processing company Proceed with normal batch settle close steps You must settle close ALL open batches for ALL accounts before upgrading otherwise data may be lost and money may not be transferred to your account s If your account is host based and set to auto close it is recommended that you upgrade after the auto close has taken place and before any new transactions are processed Click Setup on the PCCharge menu bar Click Configure System The Preferences window will appear Uncheck the option Mask Card Numbers on Customer Database Screen if it isn t already unchecked and if it is accessible in your version of PCCharge Click OK Depending on the size of your database it may take a few minutes for PCCharge to complete this procedur
197. redit card transactions present in the database will be shown here whether or not the host has closed them Select Transaction Column Headings The following descriptions are given for those column headings present in the table in the Select Transaction window 124 TroutD This field displays the TroutD transaction routing ID number assigned to the transaction by PCCharge Individual Sales are each assigned their own TroutD Any follow up transaction performed on the original Sale is assigned the same TroutD as the original Sale Entering the TroutD in a follow up transaction s window is another way of referring to the original 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 Status This field displays the status of the transaction e A Active This denotes an active transaction Follow up transactions Void Sale Post Auth etc can be performed on active transactions c Complete This denotes a completed transaction Completed transactions are not meant to be settled but aren t reversed
198. rge feature will actually delete transactions from the applicable databases pccw mdb and pccwhist mdb ee Note You can get the most current information regarding CISP by visiting http Awww visa com The following information was taken from that site In April 2000 Visa announced the launch of its Cardholder Information Security Program CISP Approved in October 1999 and mandated June 2001 CISP defines a standard of due care for securing Visa cardholder data wherever it is located CISP compliance has been required of all entities storing processing or transmitting Visa cardholder data Members must comply with CISP and are responsible for ensuring the compliance of their merchants and Agents whether they support Issuing or Acquiring activity for all payment channels including retail brick and mortar mail telephone order and e commerce recovered WARNING Purging is permanent Once deleted transactions cannot be Setting Up Transaction Database Purging 1 You may safely ignore the upper half of this window Transaction Archive Configuration for now since it was explained in the previous section By default the checkbox in the Transaction Purge Configuration section of this window is checked We HIGHLY recommend that most users leave this checked since this means that PCCharge will automatically prompt you to purge your database If you uncheck this box and forget to purge your database at
199. right of the Debit Card Setup window If you can access the Extended button click it and proceed to the following section Debit Card Company Extended Data Fields If you cannot access the Extended button no extended information is necessary for your debit card processing account Click Next Skip ahead to the section Check Services Company Setup see page 54 52 Debit Card Company Extended Data Fields Simple Explanation 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 If you don t need this ability click the Next button and skip ahead to the section Check Services Company Setup see page 54 e 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 Enter the extended information as required by your debit card processing company This information and other important information about your debit card processing company are described in the PCCharge Appendices WARNING This step is vitally important Failure to complete the required extended information in this section may prevent you from processing transactions After you ve entered all data required including any advanced or extended data click the OK butto
200. rocessing company 157 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 224 for the day e View the report associated with your gift card Terminal ID or Merchant Number Does the report look correct Do the totals look correct Does the number of transactions look correct 3 You may need to investigate any discrepancies that occur 4 Do you have to manually settle close your transactions or are your transactions automatically closed for you 5 If closure will occur automatically you are finished If you must manually settle close start that process now 158 Frequently Asked Questions 1 I m trying to process a transaction What does Serv Not Allowed mean If you re using 3rd party POS software or some other interface to PCCharge you may encounter this problem if you re using a card swipe device and the merchant account in PCCharge is set up as some card not present business type Additionally this problem may occur if you try to process a debit or EBT transaction when your merchant isn t set up to process debit cards or EBT cards 2 I m trying to pro
201. s 165 Utilities MON cece cccececewecccect re ccttnewewcceetweceteweneuscevtneueteweweueden 167 Configuration Disk Updating Creating a Configuration DiSk ceeceseeceeeeeeeseeeeeeeeeeereeeeeaeeneeeneeaeeeees 168 Restoring from a Configuration DiSk eceeeeeeseeseeeeeeeeeeeeneeeeeeeesaeeeeeeaeeeeeaeeaeeeees 168 Backup Restore eceeeeeeeeseeseeeteeeees z Backing Up Your PCCharge Files os Restoring PCCharge Backup Files cceceeeeseeseeneeeeeeeeeeeeeaeeaeeeeetaeeeeeaeeaeeeaeeaeeaees 170 Transferring PCCharge to a Different Computer eceeeeceeseeeseeeeeeeeereeeeeeeeeeeeaeee 171 Transaction Database Archiving ceceeeeeeeeee eee vated f2 Setting Up Transaction Database Archiving wa 172 Using Transaction Database Archiving we 175 Transaction Database Purging ceee 176 Setting Up Transaction Database Purging 176 Using Transaction Database Purging wi 177 Repair Compact Database eceeeceeeeseeteeteeeeeneeeeeneeees we 179 Repairing and Compacting the PCCharge Database 179 Retrieve Account Number ccccceeesceeteceeeeeeeeeeesaeeeteaaeeeeaaeeeeeaaeeseaeeeseaaeeeseeeesseaeeeeeaaes 180 Settling Yo r Batoh sieme etri roeas a sedeesi caseiassceescevusdes ebieetevsenssbestivin e Batch Management seseseeseereerrerrerrerrnrreees Installation of Batch Management Utility Usage of Batch Management Utility Batch Fi
202. s PCI compliancy PCCharge stores credit card numbers Primary Account Number and expiration dates However this data is encrypted per a PCI accepted method Therefore this is not an issue that would endanger a merchant s PCI compliancy If the computer running PCCharge is on a network that has any kind of an Internet connection a firewall must used on that network Even if a firewall is already in place ensure that all patches have been installed Industry standards should be followed for strengthening the firewall prior to processing financial transactions Perimeter scans and intrusion detection are recommended Printed material documenting sensitive merchant information Merchant ID Terminal ID etc should be safeguarded Keep software up to date including but not limited to operating systems e mail programs and Internet browsers For example Microsoft security updates and patches can be downloaded by visiting http www microsoft com Use appropriate facility entry controls to limit physical access to systems that store or process cardholder data Visa recommends the use of complex passwords to facilitate a secure environment Complex passwords are longer than 6 characters and use a combination of alphanumeric and non alphanumeric characters PCCharge provides users with the ability to use usernames and passwords PCCharge allows users to purge delete transactions from their PCCharge databases that are older than a conf
203. s you have waiting to be settled will also appear in this window Consult the section Settle Amex Batch for more information on settling AMEX transactions see page 200 This set of instructions does not apply to direct AMEX batch settlement Settle Batch Paym ent Processing Company 99 Count OC Process Batches Cancel Response Error Record Batch Amt 5 Check that the Count Batches and Balance fields are correct for your merchant account You may want to refer to your PCCharge reports prior to continuing with this process see page 208 e Count Displays the number of transactions that will be settled e Batches Displays the total number of batches that will be settled e Balance Displays the balance of the transactions that will be settled 6 Click the Process button The Processing Status Bar will show progress from left to right as the settlement is being processed 188 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 OD or RB click that response PCCharge will display a window describing the probable cause s of the settlement error and some potential solutions e You may need to contact your payment processing company or PCCharge technical support Visit our onl
204. s you should perform a truncation close after all transactions are complete Check Conversion Up Close Check Conversion takes verifying one step further The first step is to verify guarantee the check The second step is to have the funds electronically moved from your customer s checking account to yours There are a few different types of check truncation conversion transactions We often refer to the different types of transactions as actions Here is a list of actions with general descriptions 1 Verify This action allows you to verify that a checking account exists for your customer and guarantees that the amount of the transaction is available This action also allows you to perform the first half of a sale transaction This action does not make information available for re transmission 2 Sale This action reduces the balance of your customer s checking account A sale actually performs two functions First a sale will Guarantee a check Second it will make the transaction available for re transmission 3 Void This action removes a Sale or Forced transaction from the re transmission information You will be deleting the transaction You will not get the funds from this transaction Use the Void Sale action to correct mistakes and on same day returns This action can only be performed before re transmission 4 Force This action makes a verified check transaction available for re transmission A Verify fo
205. scription for the private label card Enter a starting and ending BIN Range that will encompass the numerical range of private label cards that you will accept This information is available from your merchant service provider or your processing company Enter the Min minimum and maximum Max number of digits in the private label card This information is available from your merchant service provider or your processing company Specify the Check Digit routine that is used to verify that the private label card is a valid credit card This information is available from your merchant service provider or your processing company e f you ve specified a Check Digit enter the Multiplier to be used in the check digit routine Depending on the Processor you selected the Extended button may be accessible If it is click it Fill out the Extended Data Fields that appear using information available from your merchant service provider or your processing company PCCharge has now been set up with the ability to process label card transactions Click OK to return to the PCCharge main window 109 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 111 WARNING Do not perform this operation unless you are absolutely sure you wish to
206. sions loj xi System 95E244F50CCF2DE True Add Cashier Refresh List 102 3 Click the Add Cashier button zix rm Select Functions to be Allowed Gift Card Refund Functions I Batch Functions J Increment J Balance Merge J Void Functions J Import Functions J Cancel Void Balance Adjustment I Merchant Setup I User Information Activate J Balance Transfer J System Configuration J Hardware Configuration J Register J Report Lost Stolen l Reports I Account Information Points Cash Out I Trans Archive Purge Cashier Name OK Password Cancel Confirm Password 4 Enter a Cashier Name 20 characters maximum Enter a Password case sensitive and must be complex minimum 7 characters must have at least one upper case character one numeric character and one special character e g etc and re enter the password in the field labeled Confirm Password 5 Puta 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 117 Void Functions Allows a cashier to perform a credit card Void transaction see page 117 Merchant Setup Allows a cashier to access the Merchant Setup Wizard see page 40 System Configuration Allows a cashier to access the Preferences window see page 33 Reports Allows a cashier to view and print out reports see
207. splay Print Click this button to have PCCharge print the file to your report printer Close Click this button to close the AMEX Settlement Result File window Save As Allows you to store your results as a separate text file 202 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 If your account is host based or if you have no interest in using this feature you may skip ahead to the section Upload Check Images see page 206 settlements in plain text format and store it in the PCCharge installation directory The file named Settle 1log will contain the settlement response from the processor and the time date of the settlement 9 Technical Details The PCCharge Auto Settle utility will create a log of Note The Auto Settle utility is primarily intended for use with one account When used with multiple accounts PCCharge will attempt to settle the batches in the order that their respective accounts appear in the software If a settlement attempt fails the Auto Settle utility will not continue on to the next account We HIGHLY rec
208. ss If you have selected Complete setup you may then skip ahead to the section Ready To Install see page 25 Otherwise continue on to the next section PCCharge Payment Server InstallShield Wizard x Setup Type Select the setup type to install Please select a setup type which program features you want installed Recommended for advanced Cancel 22 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 gt to proceed to the next step in the installation process WARNING If you change the destination directory it is vitally important that you install to your computer s local hard drive You should not install PCCharge across a network to another computer s local hard drive PCCharge uses system files that must be on the local computer s hard drive PCCharge Payment Server InstallShield Wizard Choose Destination Location Select folder wt tup will install files Cancel 23 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
209. st auth including a known gratuity amount This transaction should be used when the actual gratuity amount is known after the original corresponding Pre Auth transaction has been processed PCCharge can automatically calculate the Actual Gratuity Amount if the Authorization Expansion Factor is set in the processor s extended data fields This Actual Gratuity Amount can be overridden simply by typing over the value displayed in the Actual Gratuity Amount field A Post Auth and or Actual Gratuity Amount can be for less than the original Pre Auth and or Estimated Gratuity Amount A Pre Auth must be followed by a Post Auth in order for the funds to be transferred from a customer s account to your account A Gratuity after a Sale including an estimated gratuity amount This transaction should be used when the actual gratuity amount is known after the original corresponding Sale including an estimated gratuity amount transaction has been processed A Gratuity can be less than or greater than the original Estimated Gratuity Amount A Sale including an estimated gratuity amount must be followed by a Gratuity in order for the amount of the gratuity to be transferred from a customer s account to your account 129 e 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 re
210. stakes and on same day returns This action has to be performed on the same day 150 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 You will be deleting the transaction You will not get the funds from this transaction Use the void sale action to correct mistakes and on same day returns This action has to be performed on the same day 4 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 151 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 re transmission 3 Void This action removes a withdrawal transaction from the re transmission in
211. system the information needed for re transmission is stored on your processing company s computer system With a host based system you can be set up in one of two ways 1 You can be set up for Auto Time Initiated Close At a certain time during the day varies by processing company host based systems looks for any transactions you may have transmitted to them If you have transactions waiting for batch closure they will automatically be closed 2 You can be set up for Manual Close This setup is basically equivalent to being Terminal Based You the merchant are responsible for closing your batch Essentially individual transactions are authorized you plan to transfer the funds but batches are settled closed you actually initiate the transfer of the funds company does it for you you will not receive your money We recommend that you settle or close your batch daily WARNING Unless you settle or close your batch or your processing e Note Even after settlement your money will not immediately be transferred to your account The transfer process will often take one to three business days depending on your bank and processor Transaction Types There are several types of credit card transactions The different types of transactions are also known as actions Here is a list of the various transaction types with general descriptions Sale This action decreases the cardholder s limit to buy It
212. t To set up in PCCharge click the 14400 FAX Detect Modem Settings button Modem EXT found on the Manual Modem US Robotics Model CJE Setup window described in the 0265 following Modem sections Also try using WH1 from the Modem drop down list To set up in PCCharge click the Detect Modem Settings button v 90 USB found on the Manual Modem Zoom Model 3090 A Setup window described in the following Modem sections Also try using WH1 from the Modem drop down list 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 sc Advanced Modem Setup I loj xj Dial Prefix OK Resp Delay 0 2 Cancel I Reinitialize on Redial m Log Options I Create Log File V Backup Log File J Encrypt Log File Key po Confirm Key Ss Log File Purge Size 51200 KB Dial Prefix Allows you to add a dial prefix to be dialed before dialing the number to your processing company If your business has to dial a nine or some other number to get an outside line this is where you would enter it Add a comma after the number for a brief pause Resp De
213. t The top right section of the Settle Batch window displays information about the non AMEX batch associated with the currently selected credit card processing company s account During AMEX settlement the non AMEX batch is not transmitted to your credit card processing company Non AMEX settlement must be performed separately from AMEX settlement The table in the lower section of this window displays information about the non AMEX batch or batches being settled It does not pertain to AMEX settlement Amex Count Displays the number of transactions that will be settled 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 201 Check that the Count and Balance fields are correct Click the Settle Amex button eo Note Alternatively you may click the Load Archive button to re settle a previously submitted batch do not use this function unless directed by a Technical Support Representative At the completion of settlement file transfer a message of completion or error status will be displayed Once the transactions have successfully been transferred to AMEX you may view the results as described in the following section View A
214. t Batch Pre Settle from the Report Type drop down list lo xi Report Type Batch Pre Settle M Print To Screen Printer File Report Filters 6 74 2003 12 00 00 4M Member e Card Type fall y Card eee Result User ID Batch e i Ticket Amount Merchant fal v End ee Note The Batch Pre Settle report is only accessible if the active merchant account is on a terminal based system In the Report Filters area you can select the User ID that processed the transactions the Merchant and the Batch The date range is not pertinent to this report Click the OK button to view print save the report 216 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 115 and then select Batch Post Settle from the Report Type drop down list lol xi Report Type Batch Post Settle Print To Screen Printer C File Report Filters Start 6 4 2003 12 00 00 AM End 6 4 72003 11 59 00 PM M Member e Card Type jars Card e Result User ID O Batch ne Tikt S Aamot Merchant faj Approved cose ee Not
215. t Card Company option 2 Click to select the Credit Card Company Number that you wish to change and click the Change button 3 PCCharge will display the Register New Merchant License window 4 If you need to switch to a different credit card processing company click the small drop down arrow button to the right of the Credit Card Company field Select the Credit Card Company that your business will be using 5 Enter your new Credit Card Company Number into the box labeled Merchant TID If your credit card company tells you to use the same number as before enter that existing credit card company number into the box labeled Merchant TID 6 Click OK to return to the Credit Card Setup screen 43 Credit Card Processing Company Extended Data Fields e Note 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 1 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 You may want to print out that section of the PCCharge Appendices e To access the PCCharge Appendices click the Windows Start button then Programs or All Programs then VeriFone then PCCharge Payment Server then PCCharge Payment
216. t s Internet Explorer version 6 or later Microsoft s Internet Explorer no matter how you connect to your processor Some processors require Internet Explorer version 6 or later to be installed in order to process transactions Internet Explorer is more than just an Internet browser it actually upgrades your operating system 9 Technical Details We require that you install the latest version of THE FOLLOWING ARE OPTIONAL Track amp Il reader Check Reader Scanner Debit Card PIN pad Windows compatible receipt printer Upgrade Preparation e 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 19 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 of data and or program functionality WARNING Failure to observe proper upgrade procedure may result in loss If you are using any sort of point of sale POS software in combination with PCCharge check with that software s manufacturer to make sure it s compatible with the version of PCCharge to which you are upgrading Review the section System Requirements to make su
217. t the merchant account whose open batch you wish to edit and click OK Amex Batch Editor xj 7892 05 22 03 370000000000000 1203 7894 05 22 03 370000000000000 1203 Batch Details gt 05709703 po 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 198 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 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 Expiration Date This field displays expiration date of the card number processed during the transaction Approval Code This field displays the approval code received for the transaction if applicable Amount This field displays the dollar amount of the transaction Batch Details Date This field displays the date the currently displayed batch was created Time This field displays the time the currently displayed batch was created Count This field displays the number of transactions in the currently d
218. tches once per business day If your account is set up to automatic time initiated close you don t need to worry about closing your batch Your payment processing company takes care of that for you Double check with your processing company to make sure of how your account is set up Note With a host based system the Close button may be grayed out This may be because your account is set up for automatically closure by your payment processing company Double check with your processing company to make sure of how your account is set up WARNING Closure is a necessary part of host based payment processing regardless of whether your batch is manually or automatically closed If your batch is not closed your payment processing company will not initiate the transfer of funds from your customers accounts to your account and vice versa Double check with your processing company to make sure of how your account is set up Closing Your Batch 1 Click Transactions on the menu bar Click the End of Day option 2 The Select Merchant Number window will appear Make sure that the desired merchant account number is selected Click the OK button f Select Merchant Number lol x Git Merchant 1234567890 1234567890 1234567890 OK Cancel 183 3 Click the Credit tab currently no gift card processing companies require that you manually close your batch 4 Make sure t
219. the next section Check Reader Setup see page 90 Tested Card Readers 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 Set up each device as specified in the Notes column If no additional information is given other than the device to be selected from the drop down list in PCCharge use the default settings listed above Manufacturer Product 2000 XP 2003 Vista Notes Cherry Set up in PCCharge as Keyboard Wedge Review the Note at the end of this table Cherry Keyboard xX X and refer to your Cherry MY 7000 manual to determine how to configure the following settings e Enable Header for track 1 Cherry and set to e Enable Terminator for track 1 and set to X e Enable Header for track 2 and set to e Enable Terminator for track 2 and set to Cherry Keyboard MY 8000 87 Manufacturer Product 2000 XP 2003 Vista Notes Set up in PCCharge as Serial Reader Serial Model _ IDTech WCR3321 12 Baud 9600 e Parity Even e Data Bits 7 IDTech USB Model Set up in PCCharge as IDT3331 12U Keyboard Wedge Set up in PCCharge as Ingenico eN Check 2500 Ingenico 2500 See note at end of this table Check and card swipe device MagTek
220. the settings you ve chosen Click the OK button Perform a test transaction as described in the section Performing Test Transactions see page 79 If the test transaction results in a communications error return to this section and continue with step 10 Repeat step 8 but use GS Special instead of WH1 from the Modem drop down list Perform a test transaction as described in the section Performing Test Transactions see page 79 If the test transaction still results in a communications error contact PCCharge Technical Support at 877 659 8981 9 Technical Details Most modems are Hayes compatible This means that they recognize the original Hayes command set However many of the newer and faster modems use compression techniques to achieve their high speeds While these modems will work fine on most bulletin board systems and dial up networks designed to operate at these speeds most financial service networks credit card processing companies do not operate at these speeds or use these techniques Consequently if you have a new modem that operates at 33 6 baud or 56 7 baud it is very likely you will need to modify the modem s initialization string to force it to connect at 1200 baud disable data compression and disable error correction This information can normally be found in the modem s manual or by contacting the modem manufacturer Although we try to provide modem settings for as many modems as possible new products come o
221. tional information is given other than the device to be selected from the drop down list in PCCharge use the default settings listed above Manufacturer Product 2000 XP 2003 Vista Notes Check and card swipe device Ingenico eN Check 2500 X X xX Set up in PCCharge as Ingenico eN Check 2500 Set up in PCCharge as RDM EC5002i e Parity None e Data Bits 8 eN Check 2600 Check the section on your Ingenico must be in RDM X X X processing company in emulation mode Appendix C for information on check scanning Also review the section Upload Check Images see page 206 Check and card swipe device MagTek Mini Micr X X X X Setup in PCCharge as Keyboard Wedge Set up in PCCharge as RDM EC5002i e Parity None e Data Bits 8 Check the section on your RDM EC5002i X X X processing company in Appendix C for information on check scanning Also review the section Upload Check Images see page 206 91 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 95 e Note If you plan to process debit card transactions you ll need to have a card reader and PIN Pad connected to your computer
222. tiple batches by holding down the Ctrl key on your keyboard while clicking on the batches you wish to select To select a range of batches click the first batch you want to select Next hold down the Shift key on your keyboard while clicking on the last batch you wish to select can be above or below the first batch e Note You can sort the batch table by a specific column To do so click the column heading by which you want to sort the table Example The batch table is by default sorted by Number If you want to sort the batch table by Status simply click the column heading Status 5 After you ve selected the batch es you want to delete click the button Delete The selected batches will be removed from your PCCharge batch history 195 Note Only a portion of the batch table is displayed at one time To view the oe 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 Exp Date This field displays expiration date of the card number processed during the transaction Approval This field displays the approval code received for the tr
223. to perform a gift card Balance Adjustment transaction Balance Transfer Allows a cashier to perform a gift card Balance Transfer transaction Report Lost Stolen Allows a cashier to perform a gift card Report Lost Stolen transaction Cash Out Allows a cashier to perform a gift card Cash Out transaction 6 Click the OK button to save the newly created cashier Click the Close button to exit the Users Permissions window Logging in and Out of a Cashier s Account After you ve activated at least one account even if it s only the System account you will be prompted to enter a Username and Password whenever PCCharge is started You may also log in and out of an account by clicking the Log On Off button on the Icon Bar This icon is immediately to the left of the help icon e Note If a cashier tries to access a function and has not been granted access to that function PCCharge will not allow that cashier to access that function Another cashier with access or the System user can override that protection without actually logging on In the situation the first cashier is temporarily granted access to that function Editing a Cashier s Account 1 Click Setup on the menu bar Click the Cashier Privileges option 2 You can change cashiers privileges or passwords Click the value you want to edit To allow or disallow a cashier to access a function click the value you want to edit Type T for true or F fo
224. to step 9 If the processing company is contacted and the transaction is not authorized PCCharge will display a Result of NOT CAPTURED and a Response indicating the reason for the transaction was not captured This error message may vary but some of the likely possibilities are shown below These indicate that you ve successfully processed a test transaction even though the response shows that the transaction was not authorized If you receive a Result of NOT CAPTURED and one of these responses proceed to step 13 Example Responses Declined Lost Card Stolen Card Hold Call Call for Auth Pick Up Card If neither attempt at contacting the processing is successful PCCharge will display Result of NOT CAPTURED and a communications related error message for a Response This error message may vary but some of the likely possibilities are shown below If you receive a communications related error message for a Response refer to the section Manual Modem Setup see page 74 and then return to step 1 to re attempt to authorize the transaction Example Responses Port Access Error No Carrier No Dial Tone No Answer Connect Failure Com Error 80 If you received some other error message you will need to contact PCCharge Technical Support at 877 659 8981 WARNING You should not attempt to access any other PCCharge functions reports batch settlement closure while you are processing a transaction or are waiting for a respo
225. to the Cash Back field 137 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 Offline Offline debit refers to a check card that has a Visa or MasterCard logo on the card Offline Debit cards can be processed as credit cards 3 Online debit transactions require you to have a card reader and PIN pad attached to your computer As with credit card processing debit processing is a two step process Debit processing requires re transmission of information referred to as Closing Typically debit card processing companies are host based That means the information to be re transmitted is stored on the host computer systems or the processor s computer system You can be set up one of two different ways You can be set up for Auto Time Initiated Close At a certain time during the day the host based system will scan their computer system If you have transactions waiting for retransmission they will automatically process the information You can be set up for Manual Close This setup is similar to being terminal based You
226. transaction processing It may take forty eight hours or more for the funds to actually transfer from the customer s account to your account 184 Inquire Simple Explanation One of the advantages of host based systems is that they provide you with the ability to perform an inquiry The Open Batch Inquiry 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 187 Performing a Batch Inquiry e Note The window shown here is only one of several possible Open Batch Inquiry windows Each host based processing company has different options available for inquiries 1 2 Click Transactions on the menu bar Click the End of Day option The Select Merchant Number window will appear Make sure that the desired merchant account number is selected Click the OK button f Select Merchant Number q e x Merchant 1234567890 1234567890 1234567890 1234567890 Cancel Note Currently no gift card processing companies require that you manually close your batch so no inquiry function is necessary for gift card processing companies 185 BJopensatchingury o M XXXX Batch Information Batch Number Batch Date r Credit
227. treet information 3 PCCharge connects to your processing company and receives a Result of NOT CAPTURED and an AVS Response of No Match WARNING Even though the PCCharge Result is NOT CAPTURED 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 This scenario should illustrate the care that should be taken in unchecking options in the Address Verification Setup window You must make a business decision on whether or not it is beneficial for you to uncheck some or all of these options 65 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 _PCCharge connects to your processing company and receives a Result of CAPTURED and an AVS Response of No Match oe Note Because all the options in the Address Verification Setup window were checked including No Match the transaction was approved This is why it is ge
228. uity 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 Select Restaurant Pre Settle from the Report Type drop down list You may also click the Reports icon on the Icon Bar see page 115 and then select Restaurant Pre Settle from the Report Type drop down list iojxi Report Type Restaurant Pre Settle gt Print To Screen Printer File Report Filters 6 4 2003 12 00 004M vY End 6 4 2003 11 59 00PM v Server ID D Card Type f ll Card eE Result User ID Doe Batch mo Tikt p Amount Merchant faj Gore In the Report Filters area you can select the Server ID the Card Card the User ID that processed the transactions the Ticket and the Merchant Click the OK button to view print save the report 222 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 optio
229. uld 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 Gift Card Company Numbers PCCharge Payment Server Merchant Setup Wizard yg i The next step is to specify which company if any you will be using to process Gift Card transactions m Gift Card Company z Gift Card Company Number Terminal ID m Phone Numbers Primary Phone Secondary Phone Help Cancel lt Back Finish 1 Click Setup on the menu bar Click the Gift Card Company option 2 Review the section of the PCCharge Appendices specific to your gift card processing company there may be special information or instructions specific to your processing company 3 Click the small drop down arrow button to the right of the Gift Card Company field Select the gift card company that your business will be using e Note Not all gift card companies will be available for selection The credit card company you selected in the Credit Card Setup window determines which gift card companies are available as selections 60 6 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 The defa
230. ult 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 Examine the Extended button at the right of the Gift Card Setup window e f you can access the Extended button click it and proceed to the following section Gift Card Company Extended Data Fields e f you cannot access the Extended button no extended information is necessary for your gift card processing account Click Next Skip ahead to the section Company Information Setup see page 63 61 Gift Card Company Extended Data Fields Simple Explanation The following Gift Card Company Extended Data Fields information is for those users who are setting up the ability to process gift cards using PCCharge If you don t need this ability click the Next button and skip ahead to the section Company Information Setup see page 63 Note As you can see there isn t a picture of your Gift Card Processing e 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 Enter the extended information as
231. ur 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 If you regularly maintain your restoration information all you would have to do in the event of catastrophic data loss would be to reinstall PCCharge and use this feature to retrieve your restoration information Additionally you can use this feature of PCCharge should you ever need to move your copy of PCCharge from one computer to another computer The sub section Transferring PCCharge to a Different Computer found later in this Backup Restore section gives instructions on this procedure E Note We HIGHLY recommend that you not back up to your own hard drive as this defeats the purpose of a backup in the event of system failure You can use almost any standard spacious gt 50mb removable media to back up your PCCharge data Example USB drive Zip drive CD RW etc Your restoration information can be saved across your network to another computer s hard drive You can even use multiple 3 inch floppy disks However the PCCharge restoration information will likely require over a dozen 3 2 inch floppy disks a Backup Restore q x Back Up Options Restore Options T Span Disks V Span Disks Erase Before wr V Prompt to Overwrite Files 169 Backing Up Your PCCharge Files 1 4 5
232. urged Browse Calendar Manually Purge NOTE Warming message s will appear before transactions are purged Using Transaction Database Purging ee 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 1 If the checkbox in the Transaction Purge Configuration section of the Transaction Archive window is checked in the Transaction Archive window PCCharge will check its databases during startup to see how old the transactions are Transactions that are older than the value shown in the Transaction Archive window will be purged from the databases Transactions that are younger than this value will not be purged 2 If PCCharge finds applicable transactions it will ask you if you want to continue with the purge process 177 PCCharge xj i 4 total of 1 transaction s found aged 1 days or more Continue the purge process at this time 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 ne
233. urn to the main PCCharge window 105 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 Otherwise proceed to the next section Private Label Card Setup see page 108 users ST Maximum Users 1 m User Information Userl Cancel Remove tekt User M Show at Startup e Note When Show at Startup option is checked the User that is highlighted in the User Information box will be used as the default user this PCCharge location Adding a User 1 Click Setup on the menu bar Click the Users option Type in a unique user name in the box labeled User Click the Add button 2 If you don t already have user licenses registered for this copy of PCCharge you ll be warned that the maximum number of users has been exceeded If you receive this warning click Yes PCCharge will prompt you to enter a security code This number is available from whoever sold you PCCharge Contact that company s technical support department 3 Click the OK button to exit the Users window 106 Deleting
234. uses the check writer s bank routing and account numbers written in MICR to verify that the check is authentic e Checks on Delivery Select this option if your account has been set up for the checks on delivery service This service allows merchants to get check authorizations by supplying the customer s personal information or check information The merchandise is then delivered and the physical check is presented upon delivery e Driver s License Select this option if your account has been set up for the driver s license verification service This service helps merchants to confirm that check authorizations are legitimate by verifying the customer s driver s license information and comparing it to what s on record for that customer Double ID Select this option if your account has been set up for the double identification verification service This service helps merchants to confirm that check authorizations are legitimate by verifying the customer s driver s license information and the MICR data from the check This information is then compared to what s on record for that customer Examine the Extended button at the right of the Check Services Setup window If you can access the Extended button click it and proceed to the following section Check Services Company Extended Data Fields If you cannot access the Extended button no extended information is necessary for your check services processing account Click Next S
235. ut constantly You may need to call your modem manufacturer and ask them How do get my modem to act like a plain 1200 baud Hayes modem In general if the built in Windows communications program HyperTerminal cannot access the modem then PCCharge will not work either If this is the case this problem will need to be resolved before PCCharge will function properly 75 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 Product 2000 XP 2003 Vista Notes To set up in PCCharge click the 56K v 90 mini Detect Modem Settings button 38com PCI Modem for found on the Manual Modem laptops Setup window described in the following Modem sections To set up in PCCharge click the Detect Modem Settings button sence found on the Manual Modem xpress Part S 3715 A1 etup window described in the AT amp T 201GVC following Modem sections Also Model try the following initialization F 1114V R6 string AT amp FS0 0 amp D2E0V1 C0 NO To set up in PCCharge click the Detect Modem Settings button 56K PNP EXT found on the Manual Modem US Robotics Model Setup window described in the 00568602 following Modem sections Also try using WH1 from the Modem drop down lis
236. ve 4 PCCharge will display a Copy Configuration Files From window see figure below If your configuration disk is on CD you may need to select your CD drive Click the drop down arrow next to the field labeled Look in near the top of this window in order to change to your CD drive 5 Click the file named Tid pcc located on your companion disk to select it The file s name will become highlighted AA ax Look in fer Desktop a e a History Desktop My Documents E t TA Files of type Configuration Files Cancel My Network P J Open as read only Z 6 Click the Open button You will be taken to a later step of the setup process the exact step depends on what information has been installed on your companion disk Skip ahead to that step 31 Entering your Serial Number The serial number is a sixteen digit number in the format HHHH HHHH HAHA AE 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 Enter Serial Number x m Serial Number OK a ee Cancel You must enter a serial number to register this software The serial numb
237. w window will pop up allowing you to specify which transactions you want to purge from the databases Editing this value will not affect the aged days or more value configured in the Transaction Archive window i Manual Purge x Purge transactions aged days or more Purge 2 If you click Purge PCCharge will first check to see how old the transactions in its databases are It will then consult the value of the aged days or more value in the Transaction Archive window Transactions that are older than the aged days or more value will be purged from the databases Transactions that are younger than the aged days or more value will not be purged WARNING Purging is permanent Once deleted transactions cannot be recovered 178 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 e Note These two functions should be used together Always perform a Repair Database first followed by a Compact Database Repairing and Compacting the PCCharge Database 1 To access the Repair Database fu
238. w determines which EBT card companies are available as selections 57 5 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 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 Examine the Extended button at the right of the EBT Card Setup window e If you can access the Extended button click it and proceed to the following section EBT Card Company Extended Data Fields e If you cannot access the Extended button no extended information is necessary for your EBT card processing account Click Next Skip ahead to the section Gift Card Processing Company Setup see page 60 58 EBT Company Extended Data Fields Simple Explanation The following EBT Card Company Extended Data 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
239. window performs the same database checking and will prompt you if necessary The difference is that if the box labeled At startup enable archive prompt is checked PCCharge will automatically prompt you to archive your database If this is your first installation of PCCharge not an upgrade leave the box labeled Archive Pre 5 6 Transactions unchecked and skip ahead to step 6 If you upgraded to this version of PCCharge from version 5 6 or earlier review the following information 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 e 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 e f you DO NOT check this box PCCharge will only archive those transactions that are post 5 6 and that are older than the date found in the box labeled Archive transactions dated prior to If you DO check the box labeled Archive Pre 5 6 Transactions PCCharge will archive pre 5 6 transactions even though it cannot determine their status If you decide to check this box we HIGHLY recommend that first you back up your PCCharge directory Secondly use the reports and ma
240. within PCCharge After the report is shown on window you may print it out by clicking the Print button Printer Default Unselected Select this option if you want to send the report to the printer selected in the Report Printer Setup window see page 96 If this option is selected two additional options become available Portrait and Landscape Select the page orientation you wish to use File Default Unselected Select this option if you want to send the report to your hard drive as an ASCII text file After this option is enabled and you click OK you ll need to specify the desired file name and location of the text file Report Filters Start Click the small drop down arrow button to the right of the Start field Select the start date for report range you wish to view End Click the small drop down arrow button to the right of the End field Select the end date for report range you wish to view Member Use this field if you want to generate a report that shows only those transactions processed for a specific card member Enter the exact card member name used in the original transaction s Card Use this field if you want to generate a report that shows only those transactions processed for a specific credit card number Enter the exact credit card number used in the original transaction s eo Note Enter the first four digits of the credit card number eight periods and then the last four
241. y s name in the Company field 3 Enter your company s street address in the Street field 4 Enter your company s city in the City field 5 Enter your company s state abbreviation in the State field 6 Enter your company s 5 digit zip code in the Zip field 7 Click the Next button PCCharge Payment Server Merchant Setup Wizard The next step is to enter your company information This information will be used to easily identify which merchant account you are working with and this information will be printed on your receipts Company Information Company JC Street City Ti State Zip z Finish 63 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 If you anticipate processing a high number of manually entered transactions hand keyed not swiped we recommend that you review this section Otherwise you may proceed to the next section Card Verification Setup see page 68 e Note This window may or may not appear depending on which credit card processing company you use Most terminal based processing
242. ynchronize on startup I Synchronize Cancel if File Version 1 00 111 User s Guide This section describes how to process single transactions view reports and use other options accessible in PCCharge Payment Server 112 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 P PCCharge Payment Server For Windows 8 x File Transactions Batch Reports Utilities Setup Help ZN P E SHdsoaxgn7 sa Sram A Se Credit Debit Check EBT Gift Import Reports Log Off Help Minimize System Ready Anonymous 14 17 10 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 File Transactions Reports Utilities Setup Help Icon Bar Top of the main window The Icon Bar allows you to access PCCharge s main feature From the Icon Bar you can select to perform a credit debit check EBT or gift card transaction etc EZsVda Oa G Credit Debit Check EBT A EOD Import Reports Log Off a mD 113 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 perfor
243. you first work with Technical Support to become comfortable in using this tool 194 Batch History Simple Explanation 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 WARNING 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 We recommend that you not delete any batches from this Batch History window unless you have a specific reason for doing so e Note If you ve archived your PCCharge database you won t see those older archived batches here 1 Start up the Batch Management Utility PCCharge will display any open batches in the Batch Files section of this utility Click the Batch History button iq Batch History a x Number Processor ooo00NR000000000000000 5 2 2003 14 34 56 Error 000000000000 5 27 2003 12 12 31 20030502347 O000000000000000000000 5 2 2003 14 37 28 Error Error 0000000000000000000000 5 2 2003 14 50 54 0305020001 000000000000 5 5 2003 54 20030505348 O000000000000000000000 5 5 2003 0305050001 2 PCCharge will display the Batch History window To delete a batch you must first select the row s containing the batch es you want to delete You can select mul
244. your credit card processing company to resolve the issue Typically you should repeat these seven steps each day of processing credit card transactions 127 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 PCCharge can process the following types of restaurant transactions A Sale including an estimated gratuity amount This transaction should be used when the actual gratuity amount is not yet known but the total sale amount is known at the time of transaction A Sale with Gratuity including a known gratuity amount This transaction should be used when both the actual gratuity amount and the total sale amount are known at the time of transaction A Pre auth including an estimated gratuity amount This transaction should be used when the actual gratuity amount is not yet known but the total pre auth amount is known at the time of transaction A Post auth including a known gratuity amount This transaction should be used when the actual gratuity amount is known after the original corresponding Pre Auth transaction has been processed A Gratuity after a Sale including an estimated gratuity amount This transaction should be used wh
245. ype of transaction select the tab of the transaction type you want to process The following image shows some of the tabs available within PCCharge Note that your processing company may not offer all of the tabs shown below EA credit Card Transactions loj x Sale Credit Void Sale PreAuth PostAuth Void Credit 122 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 This button will appear on those screens associated with follow up transactions that is transactions that are based on a previously existing transaction An example of a follow up transaction would be a Void Sale performed on a pre existing Sale EA Credit Card Transactions lol x Sale Credit Void Sale Pre Auth PostAuth Void Credit Book Ship Credit Card Number A Card Issuer View List Cad Membe ExpDate MMYy Cancel Amount Ticket Number him Clear Zip Code ET ttf 8 8 Process Offline Card Verification Value TroutD The Process or View List button provides you with an easy way of performing follow up transactions without having to researc

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