Virtual Terminal User Manual for Direct Users
Contents
1. Core Reporting Grants access to Core Reporting To edit or change sub user records access the Sub User Management window and locate the desired user record in the grid If there are many records you may perform a Search by entering information in the header fields and choosing Search The rows in the grid contain the Username or login along with the required fields and the user privileges The row also contains 2 check boxes indicating if the record is Active or currently used and whether the record is Locked If a record is Locked a check will appear inside the box These are indicators only and must be modified from within the record Select or left click View to modify the record 3 0 4 Sub User Management Screen Home Virtual Terminal Reporting My Account Session History Y Sub Users Sub User Management My Account gt Sub Users Add Sub User Search Username Active Only M Name Locked Only D Email Address Search Username Name Email Privilege s i View m16576227 rbishop Rick Bishop rbishop epicor com Core Reporting 2 6 2012 Virtual Terminal Page 8 EPICOR Payment Exchange The sub user record displays allowing you to perform 3 functions Choose Reset Password to generate a new temporary password for the user An e mail will be sent to the user s e mail address with the new temporary password Choose Unlock to reset a user that2. Virtual Terminal Reporting Session History Y Run Transaction Credit and Debit Virtual Terminal gt Run Transaction gt Force Sale Authorization Only Authorization with Device To run a forced sale transaction fill in the required information and click Submit AVS Onl a ti Transaction Information Force Sale Sale Subtotal Sale with Device Card Information Name on Card Card Number Expiration Month Year Submit Denotes a required field 12 Sale Transaction As cited several times earlier Sale transactions should not be used outside of your Point of Sale system except in special circumstances You should be familiar with the impact on your inventory and accounting applications and you should know how to enter the appropriate adjustments for sales posted using Virtual Terminal A Sale transaction is quite similar to using Authorization Only except that in addition to obtaining an approval the customer s bank card is charged If a transaction is then posted to point of sale for the same amount and using the same approval code you may double charge the bank card Notice that the Sale screen shown below is quite similar to the Authorization Only screen If you use Virtual Terminal to post sales you may also wish to enter values in the following fields to help lower interchange rates Page 23 EPICOR Payment Exchange Ticket Number may be any 6 character alpha numeric value
3. Address Information Show Address To enter an address click on Show Address above Denotes a required field When you click Submit and the Sale transaction is approved the Transaction Details provides buttons that allow you to Page 24 EPICOR Payment Exchange Void the transaction Void is possible prior to settlement and it means that the transaction will not be visible on the cardholder s statement However the authorization code remains valid should you wish to use it to recreate the transaction Credit the transaction allows you to return or refund all or part of the amount charged to the customer This action will be reflected on the cardholder s statement Reverse will not only refund amp undo the amount charged it will restore the customer s line of credit that was set aside for the transaction This button like the Void button is only available until settlement occurs The Credit button must be used to refund the customer after settlement 12 0 2 Sale Transaction Details screen selection buttons ee CVV Response Code M Match Expiration 01 13 1827 74th Billing Address i Following the use of any of these 3 buttons you must confirm the action you are taking by clicking Submit at the confirmation screen 12 0 3 Reversal confirmation window Virtual Terminal Run Transaction gt Sale gt Transaction 704284201 To Reverse the following transaction click the Submit butto T
4. The value does not have to be unique and simply entering a 1 in this field will reduce your interchange rate Show Address is a link that expands the screen allowing the entry of address information Your Virtual Terminal can validate the house number and zip code against the address on file for the bankcard Providing this information can reduce your interchange rates for a Sale transaction You should also consider using the following optional fields for posting Sale transactions Name on Card is not a required field but it is strongly recommended that you enter the name exactly as it appears on the bank card presented by the customer Tax is optional and not necessarily recommended when simply obtaining an authorization However if you plan to use Virtual Terminal for Sales and provide a printed receipt to your customer from the View Receipt button you may wish to list the tax amount separate from the sub total 12 0 1 Sale screen Home Virtual Terminal Reporting My Account Session History Y i i Run Transaction Credit and Debit Virtual Terminal gt Run Transaction gt Sale Authorization Only Authorization with Device To run a credit card transaction fill in the required information and click Submit AVS Onl d Transaction Information Force Sale Sale Subtotal Reference Number Sale with Device Card Information Name on Card Card Number Expiration Month Year
5. 148 Credit ard redit 703134234 i Visa M n 14 DebitCandSale Tia 1D 703 130625 Wis t CratitCantCratit Tv 1D 7031298269 Fis hi CredipCendSale Ti 1D 703128711 Vis APPROVED Approved Cred pCandSredit CredipCendSale Date 2012 07 31 521045 SS Page 30 EPICOR Payment Exchange The Amount column in the detail view shown above should be not be totaled since it may contain mixed transaction types For a declined authorization the amount will still display even though the transaction never went through Finally you can create a csv file and bring your data into an excel spreadsheet or use it in another application 14 2 5 CSV File screen TransactionStatus E F G K N 5 I U 1 TransactionID CWWVRespi ApprovalN AVSRes Approved ExpressResponseMe ReferenceNgCardNumberMasked CardLogo CardType 651869278 a3 1 06 Approved 121520116 xxxx xxxx xxxx 3291 Visa Credit 051869068 33 2 12 Approved 12152011C fJXXXX XXXX XXXX 3291 Vis Credit 649697886 MI Declined 12162011D xXxxx xXxXX XXXX 7828 Visa Credit 649634522 034277 Success LIXXMX XXXKM XXXX 3291 Vis Credit 649632995 03111C Success 121620116 xxxx xxxx xxxx 3291 Visa Credit 649631023 M 03111C 29 38 Approved 121620116 xxxx xxxx xXxXxXxX 3291 Vis Credit 649630729 P INVALID CARD INFO 12162011B xxxx xxxx xxxx 0040 Mastercar Credit 649561299 03269C Success 12162011A fXXXX XXXX XXXX 3291 WVis Credit 649560947 M 03269C Approved 12162011A XXxx XXxXX XX
6. Terminal tab select Run Transaction and then click the Authorization Only link Card numbers must be keyed Complete all the required fields those with asterisks and as many of the optional fields as you wish Enter the subtotal and a tax amount only if you wish to break out tax to be displayed separately This is typically handled through your POS system and is not needed for an approval Reference Number is not a required field It can be used to insert an invoice or transaction number but in offline POS you may not know this number so we recommend that you enter the POS terminal number employee number or any other alpha numeric string to identify where the approval is going to be used The Ticket Number is another optional field and is not required for approvals or the Authorization Only function To save time in obtaining an approval you may skip this field A Customer Code is rarely used but it is known and provided by corporate bankcard holders for the purpose of identifying individuals responsible for transactions or purchases on a corporate account Name on Card is an optional but strongly recommended field This field should contain the name printed on the front of the bankcard presented to the cashier The Card Number account number of course is mandatory and is entered without spaces or dashes The Expiration field is mandatory and has dropdowns for the month and year The v code or CVV2 field ha
7. XXXX XXXX XXXX 1248 13 APPROVED Approved 7 26 2012 1 50 PM CT 703161914 068302 068302 00 CreditCardCredit Approved fis XXXX XXXX XXXX 6860 1 AP Approved 7 26 2012 1 14 PM CT 703160980 000035 068301 06830 00 CreditCardCredit Approved 5 XOXXX XXXX XKXX 6860 12 AP Approved 7 26 2012 1 12 PM CT 703157681 08172C 999 i CreditCardReversal is XXXX XXXX XXKX 3291 13 REVERSED Success 7 26 2012 1 03 PM CT 703156150 08172C 996 00 CreditCardAuthorization Reversed fis XOXOKX XXXK XXXX 3291 01 13 AP Approved 7 26 2012 12 59 PM CT 703139636 09899G 00 CreditCardSale Approved fis XOXXX XXXX XXXX 6860 12 AP Approved 7 26 2012 12 13 PM CT A Printer Friendly format may be a good choice if you are viewing transactions from the current or previous day and wish to balance back to point of sale Select the print button on your browser to get a paper copy The printer friendly view provides an easy to read report format that contains your list of transactions as well as a summary table at the bottom This view serves as a handy pre settlement report that provides card totals by type and a detailed transaction list 14 2 4 Printer Friendly transaction view Transaction Report Tuesday July 31 2012 2 22 24 PM Transactions from 2072 07 07 to 2012 07 31 7731 2012 T7471 01 Mestencend Do TA 2012 703 17659 TR Visa DebitCandSale m 43 2 5 Tai 2012 703 154672 moomoo m 1
8. code Z for a zip code match but no address match A for a house number match but no zip code match and a Y if both fields match 10 0 2 AVS Transaction Results screen My Account Session History Y Run Trensacton Credit and Debit Virtus Terminsl gt Run Transaction gt AVS Orly Authorization Onty Authorization with Device Transaction completed To review transaction details click View Transaction Details below AVS Oniy Transaction Results Force Sale Transaction Result AP Success Transaction ID 708439260 AVS Response Code Y Yes Address and five digit zip code match Sale Sale with Device View Transaction Details Page 22 EPICOR Payment Exchange 11 Force Sale Force Sale should be used only in rare instances when a Sale transaction must be posted and there is no other means by which to do it This transaction type will unlike the Authorization Only will post a charge to the cardholder s account As shown below an Approval Number is required The approval number may be from a previous voided transaction that was not used on a sale or it may be a number obtained via voice authorization Unless special circumstances exist you should post all transactions through your point of sale system whenever possible If you have questions about Force Sale please contact your trainer or the Epicor Payment Exchange Advice Line representative 11 0 1 Force Sale screen
9. to validate phone orders or internet orders Yes This is a great tool to use if you only process a few MOTO transactions that is mail order telephone orders If your business does a large volume of these types of transactions you may wish to contact your sales representative and discuss ways that you can save on processing for MOTO Does Virtual Terminal allow me to process debit card sales Debit card transactions require specifically encrypted PIN pads allowing customers to securely enter their 4 digit personal identification number As we mentioned earlier we do not recommend that you post credit card sale transactions through Virtual Terminal unless absolutely necessary since inventory and accounting applications are not updated Will find my batch settlement information in Virtual Terminal s View transactions tab For comprehensive reporting you should access the Reporting tab in your Core Management System You can view the pre defined report labeled Today in order to view or print the transactions that will settle for the current day You will need the appropriate security for access Page 32 EPICOR Payment Exchange
10. 1 number e Passwords cannot contain the first name or last name of the user e The login or user ID may not be contained within the password e Passwords expire within 90 days e Passwords may not be repeated or changed to any of the last 4 passwords Page 4 EPICOR Payment Exchange As you log in the system allows 3 unsuccessful attempts before locking you out If you receive a user locked out message contact your system administrator If you forget your password enter your Username and Email and click submit In a few minutes you will receive an e mail with a temporary password 2 0 1 Login Screen Customer Login Forgot your password Username m1234567839 mwright Enter your Username and email address and your PI sseccessess password will be emailed to you Username m123456789 mwright SUBMIT Email mwright emal_net SUBMIT Enter Username amp Password click Submit For forgotten passwords enter Username amp Email click Submit Once logged in if Virtual Terminal sits idle for 15 minutes you will automatically be logged out When you have finished using Virtual Terminal it is a good idea to log out of the application Make sure to click the logout hyperlink in the upper right hand corner of your Virtual Terminal window 2 0 2 Logout Hyperlink Welcome Back Sear Coaout Y My Account Session History wY If your session expires you will see a message similar to th
11. Summary Detailed Printer Friendly Download to Excel CSV End Date 2 07 2 12 00 AM amp Currently viewing transactions from a Transaction Search TransactionID Date and Time Reference Status Type lt p 703259080 7 26 2012 5 22 PM CT TEST Approved CreditCardSale 703176699 7 26 2012 1 50 PM CT 068317 Approved DebitCardSale Page 27 EPICOR Payment Exchange The transaction details screen will display button selections based upon the transaction type and whether or not it has settled Notice that the Credit Card Sale shown below no longer displays the Void amp Reverse buttons that would have been visible prior to settlement 14 1 2 Transaction Details screen Home Virtual Terminal Reporting MyAccount Session History Y View Transactions Predefined Report Yesterday Today Transaction Details Last Seven Days This Month Last 30 Days Transaction Search Reference Date Time Sub Total Sales Tax Total Card Type CC Number Expiration Type Result Status Transaction ID Ticket Number Virtual Terminal gt View Transactions gt Transaction Search gt Transaction 703129869 Below are the transaction details If any further action is needed for this transaction you can click on one of the appropriate buttons below CreditCardSale AP Approved Approved 703129869 068264 068264 7 26 2012 11 45 AM Central Time 0 94 0 06 1 00 Visa XXXX XXX
12. Virtual Terminal User Manual for Direct __Users EPICOR Payment Exchange Table of Contents L NU OIC TOI ers steeterte ss E tsaeerteuna ensues E E E E 3 2 Logging In amp password MaINteN ai iC C wis scsiseccacasaveneccavvccecedecacstinuccteneestindadandaseeseseedesiuenoeensndendeadevacnevedess 4 MS 1810 677400 Migto 915 0 o 6c aia me anne Renan ont ce ee E ee eee 7 4 INV EO era A EA 10 5 yirwa Terminal Prole PagEcsorcnniionsi ns 12 6 Virtual Terminal Transaction Types OvervieW cccccccsssccccessccecsesececcesececeeesececeuseceseuaeceeseneceeseneeeeeas 14 7 Offline Point of Sale and Virtual Terminal essssssssenesesssssseersssssssrrrressssssereresssssserrrreesssssreresesssseene 15 8 Authorizations amp Reversal wssciss snccucusnnssinedatencnevvonevecactonscannanecealebonaviarezeshisenesdnauuveasbedseveshdvasnennesaenetuedes 16 9 A thorization with DEVICE siscssimseisei rein iA 21 10 AVS Only Address Verification Only sccccscssssccsosssscncsssscsccussectouesscnenssseneossestoussscuenssseneeusresse 22 11 FOE E poses E E E E E E E E E EE 23 12 Se S sateen E E E E T A A T A O 23 13 Sae WNA DEVICE een E E tue coas eu ecseetetenseen ston 26 14 Virtual Terminal View Transactions cccssssccccccccceeesseeeccceeesaeessseececeessaaeseeeceeeessueaseseeseeeessaagasses 26 AL TAa ON SOA aer E E E 27 14 2 Predefined Reports amp CSV EXPO T isrsirecinon niine EE NEEE E 28 15 Frequently As
13. X XXXK 6860 09 12 Return to Search Results Credit View Receipt Unless a transaction was posted through Virtual Terminal it should not be credited reversed or voided from this screen Remember that errors made in point of sale should be fixed through point of sale 14 2 Predefined Reports amp CSV Export To view amp balance your transactions to point of sale reports Virtual Terminal offers several oredefined formats or reports For each of the reports listed you can view a summary or view the details or both Print or export your data as needed The data shown below is the default view of the Transactions report for Last 30 Days Clicking on the individual transaction ID links allow you to view an individual transaction s details as illustrated above in 14 1 2 Transaction Details Screen In the following paragraphs we ll explore Additional Transaction Views including Summary Detailed Printer Friendly Download to Excel CSV Page 28 EPICOR Payment Exchange 14 2 1 Predefined Report Last 30 Days transactions screen Home Virtual Terminal Reporting My Account Session History Y View Transactions Predefined Report Virtual Terminal gt View Transactions gt Last 30 Days Yesterday Today Additional Transaction Views Summary Detailed Printer Friendly Download to Excel CSV This Week Last Seven Days Currently viewing transactions from the Last 30 Days is Mont Tran
14. XX 3291 Vis Credit 649560642 MI 03269C 1 Approved 121620114 xxxx xxxx xXXXxX 3291 Vis Credit 649424308 M 06130C 2 12 Approved 12152011C fXXXX XXXX XKXXX 3291 Vis Credit 649421490 M 033070 Approved 1215201186 fXXXX XXKX XKXX 3291 Vis Credit 649420406 M 053070 1 06 Approved 121520116 JKXXXX XXXX XXX X 3291 visa Credit B lw feo fon fon w r 15 Frequently Asked Questions FAQ s The following section includes a list of questions and answers that are often discussed during live training sessions What do do if have trouble logging in or accessing Virtual Terminal If you are the account owner or system administrator and you cannot login after carefully following the welcome e mail instructions you may contact Epicor Payment Exchange Support by phone 800 322 3077 or by e mail epxsupport epx epicor com Sub accounts or those not using the primary account login should consult with their system administrators If your account is locked out your administrator must unlock your account If you forget your password you may request a new one by entering your login and e mail address in the Forgot your Password section of the login screen described in Chapter 2 After requesting a new password received 2 e mails containing different passwords which one do use Always choose the password contained in the most recent e mail Due to network traffic or other system issues an e mail respons
15. ame used at point of sale It is purchased separately and contains specific encryption for Virtual Terminal AVS Only Provides verification of address only No approval code is provided Force Sale requires the input of a previously used approval code from a cancelled or voided transaction or an authorization code obtained outside of Virtual Terminal This feature is rarely used and could increase the risk of a chargeback Sale will allow you to obtain an authorization code and charge the cardholder s account by manually keying information As previously mentioned this process takes place outside of your point of sale and does not relieve inventory or impact your general ledger Sale with Device is the same as Sale as described above but requires an optional Pin pad see Authorization with Device Page 14 EPICOR Payment Exchange 6 0 1 Run Transaction tab Virtual Terminal Reporting Session History Y Run Transaction Virtual Terminal gt Ruin Transaction Authorization Only Authorization with Device Run Transaction options AVS Only Credit and Debit Select this option to run Credit and Debit trar Force Sale Sale Sale with Device 7 Offline Point of Sale and Virtual Terminal Your normally seamless payment card authorization system is not available when you are in offline point of sale Most often an offline situation occurs due to maintenance on your Eagle server High speed internet connecti
16. an select or left click on the Run Transaction tab or choose the Run Transaction hyperlink There are different transaction types that are available The left hand navigation pane displays links allowing you access to the various transactions Notice that the selections reference Credit and Debit transactions PIN Debit Sale transactions require a specially encrypted card reader and PIN pad device The encrypted card reader is also required for Authorization with Device and Sale with Device Sale transactions allow you to obtain approval and charge the customer s bankcard but keep in mind that this process is independent of your Eagle system and does not track or relieve your inventory and does not impact your general ledger If you process a bankcard sale through Virtual Terminal and also enter it into the Eagle as a bankcard transaction you will double charge your customer s card A detailed description and step by step instructions will be addressed in sections that follow but let s look at a brief description of each transaction type Authorization Only is used primarily for obtaining a valid authorization code when in offline point of sale It may also be used to validate a customer s credit worthiness when opening a house account and extending line of credit Authorization with Device same as Authorization Only except that an optional PIN pad is used to capture the card number and expiration The PIN pad is not the s
17. ction fill in the required information 4 ule Add Schedule Hyperlink a schedule to this transaction click on AGG ScmPecuie a Ticket Number is required by most Card Issuers to help qualify for the best interchange rate J Ticket Number Callout From time to time you may notice a Progress Window indicating that information is being processed in the Core Management System 4 0 5 Progress Window Virtual Terminal gt Run Transaction gt Authorization Only Your Transaction is processing Please do not STOP or REFRESH this page A 5 Virtual Terminal Profile Page When you choose Virtual Terminal you ll notice links to 4 distinct functions Run transactions View Transactions Profile and Help Before accessing the other capabilities let s take a look at the profile link and explore its contents 5 0 1 Profile Link on Virtual Terminal tab Virtual Terminal Reporting My Account Session History Y Virtual Terminal Virtual Terminal options Run Transaction Select this option to run transactions using virtual terminal View Transactions Select this option to view your virtual terminal transactions Get help with Virtual Terminal Page 12 EPICOR Payment Exchange From your primary store login you will see a screen similar to the one shown below 5 1 2 Sub users will notice less information on their Profile page the POS information section will not be displayed At th
18. e Detailed View link a new window will populate with the transaction details The details included are Transaction ID Approval Ticket Reference Amount Type Status Name Card Type Card Expiration Result Date and Time You can also print this view or download it to Excel as a csv file Page 29 EPICOR Payment Exchange 14 2 3 Detailed transaction view EPICOR Payment Exchange Close Window Virtual Terminal Reporting If you need further information regarding each transaction please click the Download to Excel CSV link to download a report with extended information Display Summary Download to Excel CSV Print TransactionID Approval TicketNumber Reference Amount Type Status Name CardType Card Expiration Result Date and Time 704374871 084300 695129 695129 36 34 CreditCardSale Approved Mastercard XOX XXXX XXXX 7 546 08 13 AP Approved 7 31 2012 10 06 AM CT 704372343 910033 695123 695123 21 86 reditCardSale Approved Visa XXXX XXXX XXXKX 5125 03 1 AP Approved 7 31 2012 9 59 AM CT 704369735 0 37 695114 695114 8 63 reditCardSale Approved isa XXXX XXXX XXXX 5429 02 1 AP Approved 7 31 2012 9 51 AM CT 704369029 570830 695119 695119 CreditCardSale Approved Mastercard XXXX XXxXx xxxx 5349 07 14 AP Approved 7 31 2012 9 49 AM CT 703259080 06425C 1 TEST 0 CreditCardSale Approved Sa YOXOKK XXXX XXKX 3291 13 AP Approved 7 26 2012 5 22 PM CT 703176699 068317 068317 93 43 DebitCardSale Approved isa
19. e Transaction Search link you can search by Transaction ID Reference Number Amount Terminal ID Status Type or for a date range You can use one field or a combination of fields to find a transaction Once you have entered your search criteria click the Search button Keep in mind that the Terminal ID field does not correspond to your Eagle terminal ID The Terminal ID referenced here is specifically for credit authorization and processing purposes Often it is the same through a specific store location If you are using a date range please notice that the time defaulting on the begin date and End Date fields is 12 00AM or midnight This is particularly relevant if you want to include the transactions for the End Date When the Search results screen displays you can simply view it print it or download it to an Excel Csv file You can also click on the Transaction ID links indicated by arrow below to view the transaction details screen 14 1 1 Transaction Search screen Home Virtual Terminal Reporting My Account Session History Y View Transactions Predefined Report Virtual Terminal gt View Transactions gt Transaction Search Yesterday Today This Week Last Seven Days Reference Number Select Type This Month Last 30 Days Transaction Search Transaction ID Select Status Amount Begin Date TerminallD Search Reset Additional Transaction Views
20. e e mail System generated passwords are composed of a rather lengthy string of mixed case characters Passwords are caps sensitive There is only one main account provided per business location Multi location businesses may wish to also establish a login which permits an owner or administrator access to all stores or merchant ID s Your trainer the Epicor Payment Exchange support desk or Payment Operations can assist with building a reporting user ID Each location may require that multiple users or individuals have access to Virtual Terminal and other Core Management System features Sharing passwords and logins should not be allowed since it is a violation of PCI data security standards and puts your business and its data security at risk For this reason the primary account holder business owner or system administrator may establish Sub users or other individual logins with passwords that have access to Virtual Terminal Once set up by the main account holder sub users will receive an e mail with login instructions and a temporary password When you login for the first time you will be prompted to change your password This applies to a main account or any sub user accounts Use good judgment in creating passwords and apply the following rules Passwords must be e 8 characters or more e Must have at least 1 upper case letter e Atleast 1 lower case letter is required e There must be at least
21. e may be delayed If a 2 reset request is made the password from the Original request becomes invalid Page 31 EPICOR Payment Exchange have multiple locations and would like to have access to each location without having to login each time want to view a different location If you have more than a single location using Epicor Payment Exchange we can create a Reporting User ID This login is for reporting purposes and is most applicable for Core Reporting allowing you to choose which store s reports or statements you wish to view To utilize Virtual Terminal you will need to select and login to the individual store in which you wish to process or view transactions Does an entry in the CVV2 field help reduce my rates amp fees While a matching entry does not impact bankcard rates or fees we strongly recommend that you use this field to help reduce the potential for chargebacks and fraud If enter matching address information in AVS does this help my rates Entering a house number and zip code that matches the bankcard record on file can help reduce interchange fees for Sale transactions posted in Virtual Terminal but it will serve only to validate an address for Authorizations Only the house number and zip code are used for comparison but we recommend capturing the entire address Taking this step can reduce the potential for chargebacks and fraud Can I use Virtual Terminal s AVS Only feature
22. e one displayed below with the screen in the background grayed out If you log back in you can return to the screen that you had previously viewed in most instances 2 0 3 Expired Session Message 2 Your session has expired please login to continue Username m16566666 rbishop suBmIT Password Page 5 EPICOR Payment Exchange The Account Settings sub tab is found on the My Account tab for both sub users and main account holders This allows all users to modify their passwords at their discretion For the main account only there will be a Sub User sub tab or selection under the My Account tab this is used to establish and maintain other users on the system providing access for others within your business 2 0 4 My Account Tab Virtual Termina Reporting My Account Session History Y My Account My Account options Account Settings Select this option to update your password Sub Users SubUsers selection will only be available on Select this option to add Sub Users to your account the main account login To change your password select Account Settings enter the old or existing password enter the new password and then enter the new password again to confirm it Your password is changed when you click Submit 2 0 5 Account Settings Screen Virtual Terminal Reporting MyAccount Session History Y My Account gt Recount settings Update Your Password Passwords m
23. e top you will find General Information about your business Simply verify that this information is correct There are 3 key pieces of POS information or credentials that you need to know about Those are the account token account ID and acceptor ID The account token consists of 72 characters and provides encryption and security for your data The account ID is assigned by Epicor Payment Exchange and the Acceptor ID is your Merchant ID or MID The Card Types Accepted section lists the types of cards that you can use Important phone numbers are shown at the bottom of your profile page Make sure to check your actual profile page for the correct phone numbers rather than using the ones displayed on illustration 5 0 2 5 0 2 Profile screen EE e Virtua Temini gt Proe General Information DBA Name Epicor Global Test 3 7683 Southiront Road Address Livemmore CA 3551 Phone 956721234 Fax Contact shay smith AcceptorID 16576227 i Generate New Account Token gt What s This Terminal ID Description 0001 Eagle Protobase 0 Virtual Terminal Terminals T3 Eagle Direct Card Types Accepted Wisa 165762277 MasterCard 16576227 Amex Discower 501109165762270 Dimers Phone Numbers Voice Authorization Help Desk 1 500 322 2077 EEB 550 2265 Page 13 EPICOR Payment Exchange 6 Virtual Terminal Transaction Types Overview From the Virtual Terminal tab you c
24. eflects Subtotal plus Tax Name on Card Richard A Bishop Card Information Card Number 4266123456783291 Expiration ad Access address amp complete information for validation against cardholder address on file Address Information Show Address To enter an address click on Sow Address above Denotes a required fed All you really need for address verification is a house number and a zip code Of course you should complete the other fields if you wish to capture that information Click Submit after all entries have been made 8 0 2 Show Address Address Information screen Address Information Hide Address Billing Address Shipping Address Same as billing Address Cz Ave Name Address 2 Address City Greeley Address 2 State CO City Zip 80634 State State y Phone Zip Email Address Phone Email Address In the Transaction Results screen an AP Approved message displays in green font if the transaction was approved You will also see an AVS Response Code and a CVV Response field if either were entered on the previous screens The Transaction ID is a unique number assigned by the processor and is not to be used as the approval code Page 1 7 EPICOR Payment Exchange There are multiple AVS Response codes that you may see e Y means that both zip code and house number matched e N indicates that neither t
25. eipt to find the authorization code Select the View Receipt button and the receipt image displays You can click the link at the top of the screen to print the receipt or Close the Window You can notate the 6 character approval code or you can use your cursor to copy the approval and then paste it into the Authorization Code field of your Offline Point of Sale totals screen Page 18 EPICOR Payment Exchange 8 0 5 View Receipt OPOS Totals amp Approval code placement Transaction Receipt Windo a ok J www coremanage e LR Print Receipt Close Window Transaction Receipt Epicor Global account Result AP Approved Approval O0578C Approval D057 Tan oo Reference 12152011A Type CreditCardAuthorzation Date 12 15 2011 Time 4 23 PM Sub Total 1 00 Sales Tax 0 06 Amount 1 06 Name Richard A Bishop Card Type Visa CC Number 2c0cx 000 00cx 3291 Expiration 20x Signature fa 100 Selecting the View Transaction Details button on the Transaction Results screen will display a summary of fields specifically related to the transaction The transaction time is always indicated in the central time zone You will notice several buttons displayed at the bottom of the screen The Capture button allows you to convert the approval only transaction to a sale transaction Remember if you do this you will lose visibilit
26. erminal View Transactions When you need to locate amp view transactions print reports or export data the View Transactions selection is a great place to start An approval code or sale transaction can be retrieved printed or viewed in Virtual Terminal up to 30 days after the transaction date There are a variety of Virtual Terminal reports you can run to help you balance to your point of sale system You can also maintain transactions from this area of Virtual Terminal but be careful Remember that a mistake made at point of sale should be fixed at point of sale Transactions posted through Point of Sale may not be displayed in the View Transactions screens for several minutes But at the end of the day you can generate a summary report to help make sure that your bankcard transactions balance to your point of sale activity We will describe the predefined reports export capability along with some of the other features in the sections that follow Page 26 EPICOR Payment Exchange 14 0 1 View Transactions tab i i View Transactions l Predefined Report View Transactions Yesterday Today Additional Transaction Views Summary Detail This Week Last Seven Days Currenth viewing transactions from Today This Month TransactionID Date and Time Last 30 Days 0495601299 12 16 2011 10 02 AM CT 649500947 12 16 2011 10 01 AM CT 649560642 12 16 2011 10 01 AM CT Transaction Search 14 1 Transaction Search After clicking th
27. has been locked out due to too many unsuccessful attempts to login Choose Edit to modify the record or its permissions 3 0 5 Sub User Record Screen Home Virtual Terminal Reporting My Account Session History Y Sub Users Sub User Management My Account gt Sub Users gt View m16576227 rbishop Add Sub User Search Sub User m16576227 rbishop Link will display if user has too SO many unsuccessful login g Beset Password gt Unlock lt 3 attempts Click to unlock Sends e mail to sub user with f i new system generated pasword ub User Overview Username m16576227 rbishop Name Rick Bishop Select to edit fields in user record name e mail address Email Address rbishop epicor com and permissions Phone 970 515 62681 Active v e Core Reporting e Virtual Terminal Privileges Selecting Edit will open the Edit Sub User screen as illustrated in 3 1 6 You may change the first name last name e mail and phone fields A user record may also be indicated as inactive by unchecking the Active box Sub user records once created may not be deleted When a sub user no longer has reason to access the Core Management System the Active box should be unchecked Sub User Privileges may be added by checking or taken away by unchecking available selections Click Save when you have completed your changes 3 0 6 Edit Sub User Screen Homer Virtual Termanal Rrporting Pty Account Scwwtoe His
28. he house number nor the zip code matched In which case it is at your discretion as to whether the sale remains or is reversed e A indicates that the house number matched but not the zip code e Z indicates a zip code match but not the house number The CVV response code field indicates M for match or N for no match 8 0 3 Authorization Transaction Results screen Credit and Debit Virtual Terminal gt Run Transaction gt Authorization Only Run Transaction Authorization Only Authorization with Device Transaction completed To review transaction details click View Transaction Details below AVS Only ae Transaction Results Force Sale Transaction Result AP Approved Transaction ID 649415948 Sale Sale with Device AVS Response Code Y Yes Address and five digit zip code matc CVV Response Code M Match View Transaction Details View Receipt If the transaction is declined a message as shown at the lower portion of the slide will display on the original entry screen 8 0 4 Authorization Error message banner An error occurred while sending the transaction Please review the following error message s cick Submit to retry the transaction DECLINE Declined The button View Transaction Details takes you to a screen that provides more information about the transaction and also provides additional options but you will need to view or print a rec
29. he lgenico iPP320 as shown below differs from your normal POS card readers in that it is specifically encrypted for the use of Virtual Terminal This device may result in increased speed and accuracy but your purchase decision should be based on your business practices and the frequency that you utilize offline point of sale 9 0 1 Ingenico iPP320 If you use the Ingenico device select Authorization with Device and the screen shown below displays Simply make sure that your cursor is within the designated block and then slide the bankcard s mag stripe on the reader The screen shown above in illustration 9 0 1 will display Complete the fields as instructed in section 8 Authorization Only 9 0 2 Authorization with Device Run Transaction Credit and Debit Virtual Terminal gt Run Transaction gt Authorization with Device Authorization Only nn h Deue To start this transaction verify your cursor is in the text box below and either swipe the card or enter the card number AVS Only manually on the pin pad Force Sale Sale Please verify your cursor is in this box Sale with Device ify y Manual card entry requries the use of a card reader with a pin pad Call 1 800 322 3077 for more information Swipe functionality requires the use of a secured card reader Call 1 800 322 3077 for more information Page 21 EPICOR Payment Exchange 10 AVS Only Address Verification Only The AVS Only transac
30. ked Questions FAQ S assssssnessssernsnssernesuseerennesernenssesditnri Pionsserneon 1T s n a 31 Page 2 EPICOR Payment Exchange 1 Introduction With Virtual Terminal you can e Authorize bankcard transactions via the internet when your server connection is lost Voice Authorizations and 3 party devices can be costly and unnecessary most of the time In those rare instances when you are using offline point of sale Virtual Terminal provides you with a cost effective PCI compliant way to obtain authorizations and valid approval codes protecting your sales and your bottom line Independently process sale transactions for bank cards Before using this capability you must make sure that you are familiar with the impact that it has on your accounting and inventory processes Use View Transactions to search view or print reports on bankcard transactions posted in your Point of Sale system This component of Virtual Terminal provides access to limited maintenance and extensive report for your bankcard activity Virtual Terminal is an application contained within the web based Core Management System and access is controlled by user security attached to your login The Core Management System also contains Core Reporting which allows you to access secure web based bank card reports and your electronic bankcard statements 1 0 1 Core Management Home Screen EPICOR Payment Exchange Home Virtual Termina
31. l Reporting Session History Home Welcome Back Rick Logout Welcome to CORE MANAGEMENT SYSTEM gff To get started please select from the available options below Core Management System Options Terminal destate of the art Web portal that allows you to authorize and perform credit card and debit card transactions ae nekis and run real time online reporting from any computer with an Internet connection Reporting Core Reporting provides you with constant and secure access to all of your payment transaction information with up to six months of data available online My Account View and update your account details Page 3 EPICOR Payment Exchange 2 Logging In amp password maintenance If you are the system owner or administrator you should have received an e mail with login instructions Please contact Epicor Payment Exchange by phone at 1 800 322 3077 or by e mail at epxsupport epx epcor com if you have not received this information or require additional instructions To login for the first time enter the login and temporary password as indicated on your e mail For the main account your login will be your 8 digit MID or Merchant ID number and your password will be your 9 digit Federal Tax ID If you are logging in as a sub user your e mail will indicate your user ID and temporary password If you are a sub user or have reset your password it is recommended that you copy and paste your password from th
32. minal transactions Profile View your virtual terminal profile Help Get help with Virtual Terminal When you click Run Transaction you will see a left hand navigation pane with links providing access to features and functions The left hand navigation pane displays selections that are dependent upon the specific tab or sub tab you have chosen A feature called bread crumbs displays the path you have taken and allows you to see at glance how you arrived at the particular screen you are viewing Any field name preceded with an asterisk is a required field and you must make an entry in order to proceed 4 0 3 Virtual Terminal Run Transactions tab showing navigation features Virtual Terminal Reporting MyAccount Session History Run Transaction Credit and Debit sniuanicrasriebi b Bread cumbs Authorization Only h f Authorization with Device authorization fill in the required information and click Submit Left hand navigation pane AVS Only mm J Force Sale Sale motor Reference Number Sale with Device Hyperlinks are displayed in blue Hyperlinks may lead you to other windows allowing you to enter or view additional information Hover your cursor over any blue underlined field to display a callout describing the field This is a great learn as you go tool Page 11 EPICOR Payment Exchange 4 0 4 Hyperlink amp Callout Illustration a credit card transa
33. ons are generally quite dependable in most areas and in these rare instances you can use Virtual Terminal to obtain a valid approval code You may copy the approval code and enter it on your Eagle s offline point of sale screen as illustrated in the following section Offline transactions as you know must be uploaded to the server from the point of sale terminal when connection is re established With option 5417 Upload offline bankcards set to Yes your credit card transactions and the approval codes that you obtain through Virtual Terminal are captured and stored for settlement along with any live point sale transactions After you have uploaded your offline transactions you must check the spooled report maintenance screen and view report MRGOPOS to validate that all transactions have uploaded You must also view report MRGPROT to make sure that your credit card transactions and information have uploaded Should you find yourself without a high speed internet connection obtain a Voice Authorization for ALL offline bankcard transactions While inconvenient and more time consuming than your normal high speed bankcard processing getting approvals protects both you and the legitimate bankcard holder Note PIN Debit transactions cannot be used for offline point of sale Process a debit card as a credit card transaction Page 15 EPICOR Payment Exchange 8 Authorizations amp Reversals From the Virtual
34. ransaction Information Transaction ID 704284201 Reference Number 552 Transaction amount 1 08 Page 25 EPICOR Payment Exchange 13 Sale with Device Like Authorization with Device described in section 9 a specially encrypted card reader is required Before swiping the card through the reader the cursor must be placed inside the box as illustrated below Follow the steps as indicated in section 12 to complete a Sale transaction PIN Debit transactions are possible with the Ingenico iPP320 device Before swiping the card select Debit and then ask customer to enter their 4 digit PIN on the device Remember that Sale transactions do not update your point of sale system 13 0 1 Sale with Device Home Virtual Terminal Reporting My Account Session History Y Run Transaction Credit and Debit Virtual Terminal gt Run Transaction gt Sale with Device Authorization Only Authorization with Device To start this transaction verify your cursor is in the text box below and either swipe the card or enter the card number AVS Only L manually on the pin pad Force Sale Sale i f f Please verify your cursor is in this box Sale with Device Manual card entry requries the use of a card reader with a pin pad Call 1 800 322 3077 for more information Swipe functionality requires the use of a secured card reader Call 1 800 322 3077 for more information 14 Virtual T
35. s a popup or callout that describes how to locate the code on the bankcard While this field does not necessarily reduce your bankcard rate completing it is strongly recommended We recommend that you select the Show Address link when you are obtaining an authorization to validate the customer s house number and zip code While the card is approved based only on the card number and expiration this feature will help you evaluate the legitimacy of the cardholder You may choose to use it on high dollar sales in order to expedited POS offline processing If you choose not to take advantage of Show Address or do not have the required information you can click Submit without completing the address information and the transaction results screen will display Page 16 EPICOR Payment Exchange 8 0 1 Authorization details screen Virtual Terminal Reporting Session History Y Run Transaction i Credit and Debit Virtual Terminal gt Run Transaction gt Authorization Only Identify transaction Authorization Only or temrinal Authorization with Device To submit this transaction for pre authorization fill in the required mation and click Submit AVS Only R i Transaction Information Force Sale Sale Subtotal 1 00 Reference Number 12152011A Sale with Device Se 06 0001 sae Optional field Enter tax separately or tal 06 combine in Subtotal field Total field r
36. sactionID Date and Time Reference Status Type Last 30 Days 704374871 7 31 2012 10 06 AM CT 695129 Approved CreditCardSale Transaction Search 704372343 7 31 2012 9 59 AM CT 695123 Approved CreditCardSale 704369735 7 31 2012 9 51 AM CT 695114 Approved CreditCardSale eee mee 704369029 7 31 2012 9 49 AM CT 695119 Approved CreditCardSale 703259080 7 26 2012 5 22 PM CT TEST Approved CreditCardSale 703176699 7 26 2012 1 50 PM CT 068317 Approved DebitCardSale 703161914 7 26 2012 1 14 PM CT 068302 Approved CreditCardCredit 703160980 7 26 2012 1 12 PM CT 068301 Approved CreditCardCredit 703157681 7 26 2012 1 03 PM CT 999 Success CreditCardReversal 703156150 7 26 2012 12 59 PM CT Reversed CreditCardAuthorization When you click the Summary view link a new window will populate with the Date Card type subtotals and Total fields displayed Click or select print to print the summary view or choose Download to Excel csv to load the fields into a spreadsheet 14 2 2 Summary transaction screen EPICOR Payment Exchange Close Window Virtual Terminal Reporting The report below is a summary of the valid summary transactions you selected by day Click on any link to view transactions related to the date and amount Download to Excel CSV gt Print Date Visa MasterCard Debit Total 2012 07 31 210 49 49 67 0 260 16 2012 07 26 55 02 0 00 159 45 94 44 Totals 145 47 49 67 159 46 354 60 If you select th
37. tab on the top allowing you access or you can select the Virtual Terminal link on the Home tab 4 0 1 Core Management System Home tab Home Virtual Terminal Reporting Session History Y Home Welcome to CORE MANAGEMENT SYSTEM To get started please select from the available options below Core Management System Options Virtual Terminali Virtual Terminal is a state of the art Web portal that allows you to authorize and perform credit card and debit card transactions process credits and run real time online reporting from any computer with an Internet connection Reporting Core Reporting provides you with constant and secure access to all of your payment transaction information with up to six months of data available online My Account View and update your account details On the Virtual Terminal tab you will find that you can navigate from the Navigation links in the body of the page or by clicking on a sub tab The selections include Run Transactions View Transactions Profile and Help Run Transactions and View Transactions are the most accessed and are described below Page 10 EPICOR Payment Exchange 4 0 2 Virtual Terminal tab Home Virtual Terminal Reporting Vir tual Terminal Virtual Terminal options Run Transaction Select this option to run transactions using virtual terminal k Navigation Links amp descriptions View Transactions 7 pi Select this option to view your virtual ter
38. tion Virtual Terminal gt Run Transaction gt Authorization Only gt Transaction 649415948 gt Run Action Authorization Only Aust i the following tr t c the tt elow Authorization with Device To Reverse the following transaction click the Submit button below AVS Only Transaction Information Force Sale Transaction ID 649415948 Sale Reference Number 12152011A Sale with Device Transaction amount 1 06 Amount to reverse 1 06 The Transaction results screen displays confirming that the transaction was reversed 8 0 8 Reversal Transaction Result screen Virtual Terminal Reporting My Account Session History Y i all f Run Transaction Virtual Terminal gt Run Transaction gt Authorization Only gt Transaction 649415948 gt Run Action Authorization Only The Transaction has completed To review complete transaction details and or take further action against the transaction click the Authorization with Device Transaction ID below AVS Onl y ransaction Results Force Sale 7 Transaction Result REVERSED Success Sale R Transaction ID 649419293 View Transaction Details View Receipt Sale with Device Page 20 EPICOR Payment Exchange 9 Authorization with Device As indicated in our overview in section 6 this selection requires the use of an encrypted card reader PIN pad that is available for purchase from your Epicor sales representative T
39. tion is primarily used to prevent fraud for internet and phone orders It s much the same as the Address Information component of a sale transaction except that it does not authorize a specific dollar amount and cannot be converted to a sale it is simply a validation procedure If you want to get an approval code for a sale you must begin as an Authorization transaction To access AVS only click on the link as described on this slide and complete the required fields Card number expiration date and remember that the address verification is based on the house number and zip 10 0 1 AVS Only screen Home VirtualTerminal Reporting My Account l Session History Run Transaction Credit and Debit Virtusi Termins gt Run Transaction gt AVS Only Autforizstion Only Authorization with Device To validate cardholder s address against issuer s records fill in the required information and click Submit gt A e paas Transaction Information Force Sale Sale Reference Number peatee Pa Card Information Name on Card Card Number Expiration Month e Year Address Information Billing Address Address 1 Address 2 City State State Zip Phone Email Address Denotes a required field When you click submit and look at the transaction results screen you ll simply see a Success message and the AVS Response code will indicate N for no match of the address or zip
40. tory Y Sub Users Sub User Management My Account gt Sub Users gt View m16S76227 rteshop gt Exit Sub User Add SO ee Seard Edit Sub User m16576227 rbshop Sub User Information Rick Bishop Ermat rbishop eprcor com Uncheck amp check Save to remova g access Sub User Priv eges F Virtuai Terminal Gra Core Reporting Grnts access t p Save cance Page 9 EPICOR Payment Exchange 4 Navigation If you are the primary user you should have access to all of the Core Management System s capabilities displayed on the illustration below 4 0 1 If you are not using the main account your access and the resulting view may be different Access will be determined by the privileges assigned in your sub user record by your manager or system administrator The Home tab displays links for up to 3 primary areas these areas are also displayed as tabs and may be accessed from there as well If you wish to process credit card authorizations you will select Virtual Terminal The Reporting link or tab leads to Core Reporting and allows you to access a variety of reports search tools and transaction summaries As you read in section 2 My Account allows you to change your password and if you are using the main account you can see and setup sub users and also provide them with security to access functions within virtual terminal Accessing Virtual Terminal is easy You will find its
41. ust meet the following requirements Is at least eight characters Has not been used in previous four passwords Does not contain your username firstname or lastname Contains at least one english uppercase character A through 7 Contains at least one english lowercase character a through z Contains at least one numeral 0 through 9 Old Password New Password Confirm Password Page 6 EPICOR Payment Exchange 3 Setting up Sub Users To provide access to Core Management System s capabilities including Virtual Terminal the main account holder will be able to establish Sub Users As stated earlier each Core Management System user should access the system with an individual login and a password known only to the user Sharing of logins and passwords are contrary to PCI data security standards From the main login access My Account and then select the Sub Users tab or hyperlink 3 0 1 Sub Users selection from My Account Tab EPICOR Payment Exchange Virtual Terminal Reporting Session History Y My Account My Account opt The Sub User Management window displays This window s grid may contain a list of sub users once they are created in your system But the first time you access the window the grid will be blank Choose the Add Sub User link as indicated below 3 0 2 Sub User Management screen Home Virtual Terminal Reporting Session Histor
42. y Y Sub Users Sub User Management My Account gt Sub Users Add Sub U Search Username Active Only IV Name Locked Only I Email Address Search Username Name mail Privilege s Active View m16576227 rbishop Rick Bishop rbishop epicor com Core Reporting 7 Virtual Terminal Page 1 Page Size 15 2 records matched search criteria Enter the user s First Name Last Name and Email address in the appropriate required fields on the Add Sub User screen Optionally you may also enter the user s telephone number The Active box will be checked for all new records but may be deselected for existing users Page 7 EPICOR Payment Exchange The Sub User Privileges section provides 2 check boxes for access to Virtual Terminal and Core Reporting Select one or both of these boxes as needed for access to these features Left click on the Save icon at the bottom of the screen after completing the fields and selecting the desired check boxes 3 0 3 Add Sub User screen Home Virtual Terminal Reporting My Account Session History Y Sub Users Sub User Management My Account gt Sub Users gt Add Sub User gt Add Sub User Search Add Sub User Required field Sub User Information First Name Miranda Last Name Wright ey Required Fields mwright email_net Sub User Privileges M Virtual Terminal Grants access to Virtual Terminal Credit Card processing
43. y of the sale in your Eagle and if you process a duplicate bankcard in your Eagle you will charge the customer twice We strongly advise you not to use this feature Choosing Reverse will allow you to undo the authorization and immediately restore the approved amount to customer s open to buy You should Reverse any approval that is not used at Point of Sale or offline point of sale There are misuse fees that may apply if an authorization is obtained and not used on a sale transaction Page 19 EPICOR Payment Exchange 8 0 6 Transaction Details screen Run transection Authonzaben Oniy Type Cedec Result APLApp Status Authored Transaction ID 0494153948 ticket Number 0001 Reference Capture may Date 12 15 2011 Time 4 73 ch a rge th e Response Code Sub Total 1 00 customer S Sales Tax 0 06 Totak 1 06 bankcard amp could Card Type Visa Reverse unused authorizations Name Richard A Bishop result in a double e ction lebaennabeananceal to avoid misuse fees cha rge Response ort x Expiration viij Rilling Address Reverse View Reoript When you select Reverse the Transaction Information window displays and you must then select Submit or Cancel clicking submit completes the reversal process 8 0 7 Reversal action confirmation screen Virtual Terminal Reporting MyAccount Session History Y Run Transac
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