Artisan POS Software User`s Manual 3.0
Contents
1. Enone nen E j OO U Name on Card igane Testeard r Card 05501 50315 Source Card File Commercial Card PUrchasing Card Response Class pprova L Approval Code a Ok Response Detail AVS Response CVV Processor Method EDEN PPEUPayHover Ref 2 m Transaction ID 48 179745 Base Tender 179745 Batch ID Eee 2h 49 Base Trans 179745 Bank Reference mE Raw Response _ Add Missing Sale will only be displayed for orphan tenders Selecting it will create a new sale in the Cash Register screen using the original Sales Slip with the already processed tender filled in and the Customer selected You will have to enter the remaining details of the sale primarily the line items Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 15 Payment Processing Batch Detail Report Payment Processing PP 12 2 Payment Processing Batch Detail Report This report lets you see a list of all Integrated Payment Processing transactions for a single day or a range of dates grouped and subtotalled by Payment Type This report has several options including Show Detail If you change this to No the report will only include subtotals by Payment Type and the Grand Total and not the lists of individual transactions Include Voids Set to Yes to include voided transactions too Include Declines Set to Yes to include tran2. DES You will usually be able to find a sticker on the device that mentions TDES 3DES or Triple DES By July 1 2010 PCI requires that all cardholder PINs be protected by end to end TDES encryption All PIN Pad devices must use TDES encryption If using Integrated Payment Processing with Artisan the only supported PIN Pad device is Verifone PP1000se using DUKPT key management PP 2 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing Using Artisan with Standalone PP 2 Using Artisan with Standalone Terminals If you re using a standalone terminal or other External Payment Processing make sure your station s Payment Processing Method is set to None This is the default for new stations In this case you ll get an error if you swipe a card in the Payments window to remind you to use the separate terminal You can still swipe the card in the main Cash Register screen to collect the Customer Name if you re willing to swipe the card twice See Section PP 9 Using Credit Cards for Customer Names Previous versions of Artisan allowed you to optionally collect credit card info even if you were actually processing externally with standalone terminals This is not DSS compliant and is no longer allowed However there is one new feature that can be turned on as a reminder and double check that the clerk actually runs the card on the standalone termi
3. cards but businesses can obtain credit cards for their employees in the company name These are called Commercial Cards and come in several flavors Table PP 2 Commercial Card Types Prompt for Card Type Typical Usage Customer Code Business Card A general use credit card with little or no restrictions on the types of No purchases Typically for smaller businesses Corporate Card Commonly used by organizations for employee travel and No entertainment T amp E expenses also referred to as a Travel Card Purchasing Card Purchasing Cards replace traditional Purchase Orders while allowing Yes the Accounting Department to cross check and control purchases Government A Purchasing Card issued by a Government Agency rather than a Yes Purchasing Card corporation Fleet Card Used by organizations to pay for fuel maintenance repair and No related expenses on company vehicles To get the best rates on commercial cards you need to send Level 2 data a k a Level II Artisan handles the sales tax part for you automatically If a Purchasing Card is used the clerk will also be prompted to enter the Customer Supplied Code or PO a k a Customer Code which is an accounting number that the customer may tell you to use This Customer Code gets sent to their company s accounting department along with the other Level 2 Data If they don t give you a code to use just leave it blank and Arti
4. other payment processing software components you will be using in conjunction with Artisan such as PCCharge Payment Server Artisan no longer stores any Sensitive Authentication Data or full PANs Primary Account Numbers that is credit card numbers in any database table or other disk file All PANs that are stored displayed or printed are permanently truncated masked with s to leave only at most the first 6 and last 4 digits Artisan data files are therefore out of scope of the DSS and not covered by its requirements But you should still exercise reasonable caution in allowing access to Artisan data files and backups as they may contain customers names and addresses and other personally identifiable information It is important that you do not store credit card numbers PANS or other sensitive data in Artisan general text fields such as Pop Up Notes and Memo fields They are not encrypted or protected If you want to keep credit cards on file for repeat or recurring billing you must use the Cards On File feature of the Advanced Billing Module to store the credit card details offsite on a secure DSS certified server Pre 3 5 versions of Artisan POS stored magnetic stripe data and card validation codes temporarily until each payment transaction was authorized This information is automatically wiped from your main data when it is upgraded to 3 5 but older backup files could include small amounts of such information for transa
5. processing sending the info to the credit card company or bank for authorization In PayLink you can also press the Enter key to begin processing In Artisan s own Credit Card Info pop up you can use Enter if the Process button is highlighted or key combination Alt P at any time If the transaction is declined or there is some other error during processing you ll get a message to that effect If there s no error but there s an AVS or CVV mismatch you ll see a message like this Credit Card Sale APPROVED OK AVS NO Match N CVV Match M if you re sure the Credit Card Billing Address and or Security Code CVV were entered correctly a failed match could indicate a possible fraud if you don t trust this charge you should VOID it OK AVS CVV matching is described in Section PP 4 2 Even if the AVS info or CVV do not match the transaction will usually still be approved and processed If you want to cancel a charge that had an AVS CVV mismatch you will have to void it explicitly See Voids and Returns on page PP 9 If the transaction was successfully approved with or without an AVS CVV mismatch Artisan will continue processing the sale If the exact amount due has been paid the sale will be saved and printed as if you had pressed the SAVE button otherwise the cursor will move to the next tender line PP 8 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing
6. t mis keyed or misread you may decide that you don t trust this customer and then void amp refuse the entire order Contact your credit card company if you think a fraud investigation is appropriate PP 4 2 2 AVS Address Verification Next are the Street Address and Zip Postal Code fields used for AVS Address Verification Service These should match the Statement Billing Address for this credit card which may differ from the billing address the customer has given you for their Artisan Customer Record If you have already selected a Customer Record for this sale these will default to values from the Customer Record s billing address Note that only the numeric part of the Street Address is checked You can leave off the street name If both AVS fields are blank no attempt to match them against the cardholder s records will be done The presence or absence of AVS info and whether it matches or not will not affect whether the transaction is Approved or Declined but will likely affect the rate of the transaction Note that this is essentially the reverse of the CVV case For best rates on a keyed transaction include the AVS info Street Number and Zip Postal Code For Card Present cases the Street Number doesn t usually affect the rates but a Zip Postal Code match is required for the best rates For Card Not Present you will usually get better rates as long as the full AVS info is present whether or not it matches The matc
7. until you delete them as a reminder that they need to be replaced but they won t appear in the menu for selecting a card to use on a sale PP 13 1 5 Expiring Credit Card Reports These reports list On File credit cards that are due to expire in the next month or so One of them lists All Cards On File including Automatic Billing The other lists Auto Billing Only These allow you to contact your customers for new card info before the current cards expire You can then replace them in the customers Card On File lists You can find these reports under Reports gt Payment Processing amp Auto Billing or from the Main Menu under Accounting gt Payment Processing amp ABT Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 19 Tips Gratuities Payment Processing PP 13 2 Tips Gratuities With the Advanced Billing module Artisan now optionally supports Cash Tips Gratuities If you also have the Secure Payment Processing module you can also put Tips on Credit Cards Note To turn on the Tips feature go to the More Info area of your Payment Processing Settings even if it s only for Cash Tips and set Allow Tips Gratuities to Y Artisan allows you to add a tip to a sale before you finalize it or add tips to an already finalized sale This allows for any of the following typical scenarios 1 The customer gives you a credit card for payment You run the card save the sale
8. 1 PCI DSS and Standalone Terminals If you only use External Payment Processing using Dial Up Standalone Terminals not connected to the Internet or any local computers then you won t have to worry about DSS except to fill in and submit the short form Self Assessment Questionairre B stating that s what you re doing You should contact your merchant account provider or DSS expert for assistance but this form is available at https Awww pcisecuritystandards org saq docs aoc_saq_b doc Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 3 Payment Processing Methods Payment Processing PP 3 Payment Processing Methods In order to use Integrated Payment Processing Artisan requires one of several third party payment processing programs or Internet gateways Artisan does not communicate directly with processing networks In your Payment Processing Settings for each station you must indicate which of these Processing Methods you re using and configure the corresponding settings presented on that screen Artisan 3 5 currently supports the following PA DSS validated third party Payment Processing Methods e PPI PayMover e T Gate PayLink e PCCharge Payment Server 5 9 1 or later by Verifone PayMover is a direct gateway solution which requires no additional software to be installed There is no charge for PayMover but you must use a merchant account from Payment Processing Inc PPI PayLink has two co
9. Cash along with the tip This simplifies the process by saving steps Finally whichever payment method you use the tip amount will be added to the sale as a TIP Item line combined with previous tips if any and added to the appropriate tender in the Payments window PP 20 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing Tips Gratuities If you are using Integrated Payment Processing you ll have to choose between Credit Card s and Cash Select Payment Method for Gratuity Tip 1 Visa 405501 0315 Tgate Testcard 2 Cash Tip 0 Cancel This menu includes a list of previous credit cards on this sale that haven t already been used for a tip Whichever one you select will have a tip added to it or you can select a Cash Tip If there aren t any useable credit cards on the sale already and there is a balance due you ll get a choice to add a new one instead to use for both the balance and the tip amount Select Payment Method for Gratuity Tip amp Remaining Balance 1 Credit Card 2 Cash 0 Cancel PP 13 2 1 Sales Slip Styles for Tips If you want customers to be able to add a tip amount when signing for a credit card payment you should use one of the new Credit Card Signature receipts with a Tip line that can be filled in Go to System Administration gt Configuration Settings gt Customizing Forms amp Sales Slips gt Sales Slip Styles With a S
10. File on page PP 18 For complete details on maintaining compliance with PCI DSS see the PA DSS Implementation Guide on page PP 23 PP 4 1 To Swipe or Not To Swipe There are two ways you can enter credit card info into a sale for processing After selecting a credit card type from the Payment Type menu in the Payments window you can manually type or key the cardholder s name card number and expiration date into the Credit Card Info pop up Or if you have a Magnetic Stripe Reader MSR a k a a Credit Card Reader or swiper you can swipe the card in the MSR and that info will be entered for you along with some hidden track data for extra security If you re using a No Touch Payment Processing Method like PayLink you can only swipe a card in the detailed card info pop up window otherwise you can swipe the card anywhere in the Payments or Credits window and Artisan will automatically select the appropriate Payment Type for you Payment Type In general if you explicitly pick TOTAL DUE one credit card Payment Type such TOTAL PAYMENTS 1 Cash as Visa and then put in a keyed or E 2 Check swiped card number that s for a Remaining Balance 3 MasterCard different card brand Artisan will 4 Visa automatically switch to the correct 5 American Express Payment Type This means you don t have to pay much attention to which credit card Payment Type you pick any one will do th
11. Point of Sale rtisan Software for Windows Guide to Credit Card Processing inArtisan POS 3 5 This document describes how Artisan POS Software works with credit cards debit cards and other payment types that can be submitted for authorization and electronic processing a k a Payment Processing with particular emphasis on the changes introduced in Version 3 5 Most of the information described here applies to Integrated Payment Processing but External Payment Processing typically using standalone credit card terminals is discussed briefly as well Integrated Payment Processing means that payment information is automatically sent from Artisan to third party software or a payment processing gateway on the Internet for processing With External Payment Processing on the other hand clerks must take the tender amounts from the Artisan payment screen and key them into a standalone terminal or separate software along with other payment details Integrated Payment Processing requires the Secure Payment Processing SPP module for Artisan and in some cases additional third party software The older pre 3 5 Credit Card Processing module is no longer supported Some advanced features Tips and Cards On File described below require the separate Advanced Billing Module and FSA HSA Healthcare Spending Card support requires an Inventory Information Approval System IIAS module Figure PP 1 Integrated Payment Processing Artisan Payment Pro
12. Voids and Returns PP 5 Voids and Returns If you want to cancel a sale or deposit entered in error or cancelled Artisan allows you to void it Cirl V in the Cash Register then select Void Entire Sale Unlike with older versions of Artisan voiding a sale now voids any credit card tenders on that sale It s no longer necessary to switch to PCCharge and process the void there In fact you should not do voids in PCCharge anymore Before voiding the whole sale Artisan sends a Void request for each tender that was previously processed and approved If all these Voids succeed then Artisan voids the sale if not the sale is left intact The most common reason for a Void failure is that the corresponding batch has already been settled closed you can only void payment transactions in the current open batch You can also void individual tenders in the Payments or Credits window by using key combination Ctrl V on the corresponding tender line or by using the Void button in the Ctrl I Tender Info box If you can t void a payment transaction you will have to refund it instead Start by creating a new sale in Artisan and enter a merchandise return corresponding to the original sale If Smart Returns are enabled using the Merchandise Return Mode setting in your Miscellaneous Program Options you ll be prompted to indicate which original sale the item s are being returned from Select which previously sold item T23 is bein
13. and print the receipt including a signature copy The customer adds a tip amount when they sign the signature copy so you go back in and add the tip to the previously saved sale The tip is charged to the same credit card even though you ve given it back to the customer 2 The customer hands you cash or even a credit card and tells you to include a certain amount as a tip or you ask them first You add the tip to the sale before you finalize it 3 The customer pays in cash receiving their receipt and change then hands you back a cash tip You add the cash tip to the previously saved sale just like in the credit card case In all of these cases you add a tip by using key combination Ctrl G for Gratuity in either the main Cash Register screen or the Payments window If you ve already started a sale or recalled a previously saved sale Ctrl G will take you to the Payments window and prompt for a tip amount Payments TOTAL DUE TOTAL PAYMENTS Enter Tip Amount To Add 0 00 If you use Ctrl G in a blank Cash Register screen it will first recall the last sale saved or printed on this station as with Ctrl Shift P then prompt for the tip amount You don t have to explicitly recall the sale If you are not using Integrated Payment Processing Artisan will add a Cash Tip to the sale for the entered amount If you use a Cash Tip in general and there s also still money due on the sale the balance due will also be paid in
14. cessing POS Software or Gateway Processing Company Credit Card Network Merchant s Customer s Bank Bank Warning Before version 3 5 you switched to PCCharge to do Voids amp Voice Authorizations Now you do these through Artisan and must NOT put any transactions into PCCharge directly Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 1 Credit Card Security amp PCI DSS Payment Processing PP 1 Credit Card Security amp PCI DSS The main motivation for the payment processing changes in 3 5 were the increasingly stringent credit card security regulations put out by Visa MasterCard and the other major credit card companies These companies have now formed the Payment Card Industry PCI Association and have published a set of Data Security Standards DSS for all businesses that handle credit card data From the beginning Artisan has used techniques like encryption of card data and password access controls to keep your credit card info secure while helping you reliably and efficiently process credit card payments However the PCI DSS requires specific techniques and policies for ensuring secure handling of credit cards and so the Secure Payment Processing SPP module was born a complete replacement for the older Integrated Credit Card Processing support in previous versions of Artisan PCI DSS refers to the requirements on the Merchant PA DSS refe
15. ctions that were put on hold or otherwise not yet finalized While this information was always encrypted when it was stored it does represent a small potential exposure and should be deleted Please note though that simply deleting a file in Windows even after emptying the Recycle Bin does not really wipe out the information a determined hacker could recover sensitive data from deleted files To ensure that this older data is securely deleted you should use a program such as File Shredder available for free from http www fileshredder org to shred any pre 3 5 backup files and any extra copies of Artisan data you may have and make sure to use the option to Shred Free Disk Space to wipe any previously deleted files on any disk drive or flash drive that ever held Artisan data or backup files However we recommend that you temporarily keep copies of a few pre 3 5 backup files especially one from just before the 3 5 upgrade for about 3 weeks while you make sure there are no unexpected issues with the upgrade Preferably you should keep these on a USB flash disk disconnected from the computer Also make a backup of the 3 5 data right away and on a regular basis going forward MORE TO COME Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 23 PA DSS Implementation Guide Payment Processing PP 24 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10
16. d fraud where the magnetic stripe is reprogrammed with a different card number If you get a mismatch after double checking the number you should call in for a Code 10 voice authorization to alert the credit card company of the possible fraud Note For T Gate PayLink this option is set in the separate PayLink Settings program Please contact Artisan tech support for help in changing this setting for PayLink PP 8 2 AVS Pre Check Option This option runs a separate transaction before each charge transaction if AVS and or CVV info are provided to check for AVS CVV matches without putting a large hold on a customer s account This extra transaction is processed as a Zero Dollar Authorization if supported otherwise it s done as a dollar authorization That way if you get a full or partial mismatch and decide to re enter the transaction after making corrections you won t have to Void an actual charge In most cases Voids do not release the hold on the customer s account See the next section for more on Zero Dollar Authorizations Note With PPI PayMover and an FDMS merchant account most Voids will release the hold on the customer s funds If so the Payment Processing Log will show Void amp Release instead of Void In that case the AVS Pre Check option isn t really necessary To turn on this option go to the More Info area of your Payment Processing Settings for each station and set C
17. ds may also help you recover your funds in Chargeback cases PP 4 2 1 CVV Security Code The first of these fields is the CVV card security code also known as CID CVV2 etc for most card types this is a 3 digit code on the back of the card printed on the signature strip either by itself or as the last group of digits For American Express it s a 4 digit code printed on the front of the card non embossed above the credit card number Type in NONE in the unusual case that there really is no security code on the card use if the code is there but is wholly or partly illegible unreadable If you don t fill in CVV at all no attempt to match it against the cardholder s records will be done The presence or absence of CVV and whether it matches or not does not usually affect the rate of the transaction but for some cards a missing or incorrect CVV code may result in a Declined transaction It s up to the bank or company that issued the card so you may get different results for different cards If the CVV code you enter does not match the expected code but the card is not declined you will get a CVV No Match message In this case the transaction has been authorized and the money will be transfered It is up to you whether to leave it that way or to void the transaction A CVV mismatch is a possible indication that the customer doesn t have the real card and is a fraud After verifying that it wasn
18. e trick 52 50 6 Debit Card 7 Gift Certificate 8 Store Credit 0 Net 30 A Room Charge B EBT Cash Benefits C EBT SNAP Food Stamps F7 Cards On File D FSA Healthcare Card Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 5 To Swipe or Not To Swipe Payment Processing If you have a brick and mortar store with a card present you should usually swipe the card not key it for better rates You should only use Card Present keyed if the swipe fails to read after several tries When you swipe the card Artisan will display the card info ready to Process by pressing Enter or the Process buton with nothing else to fill in unless you use the Verify Last 4 Digits option described in Section PP 8 1 on page PP 11 or the card is a Purchasing Card see Section PP 8 4 on page PP 12 Credit Card Info MasterCard Name Doe Jonn Card 512121 2124 at E Expiration Date _ Moms Card Info Source Meara Swiped Card Type _ Personal Card Process If you do manually key in the card info there are several other fields to fill in Some of these are described in Section PP 4 2 CVV amp AVS for Manually Keyed Cards below The other is Card Info Source which lets you tell Artisan and the credit card processor whether the Card is Present physically in hand is being read to you on a Phone Order or sent via Mail Order or Web Ord
19. earch by Slip Description type TIP You ll see all of the sales slip styles that have tip lines such as Credit Card Signature Copy w Tip 40 Column Pick the one you want and edit it with function key F4 Change the Default of Copies to one or two if you want a copy for the customer to keep Menu Order can be zero if you don t want to be able to print this slip individually It will print whenever a Main Receipt is printed Don t forget to disable the regular Credit Card Signature slip s by setting them to have Menu Order and of Copies zero Subtotal 43 00 5 Tax 2 15 Sale Total 45 15 Paid by 45 15 Amex EEEE ex x HHH Auth 0Kx TIP AMOUNT CHARGE TOTAL Jane Smith Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 21 Tips Gratuities Payment Processing PP 22 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing PA DSS Implementation Guide PP 14 PA DSS Implementation Guide The PA DSS Implementation Guide for Artisan POS is still in review A few key points are included below In order to be compliant with the PCI DSS Data Security Standards you must follow the guidelines in this section when using Artisan POS Software These guidelines apply to Artisan POS Version 3 5 earlier versions are not DSS compliant Make sure you also read and comply with the PA DSS Implementation Guides for any
20. er Credit Card Info Name Lou Damron Cord Expiration Date cvv _ Street Address _ 1996 Metropolitan A Zip Code _ _ 50594 Card Info Source _ Unknown Card Type __ _ _ P rSonal Card Note that some of the info is automatically filled in from the Customer Record if you have selected one before picking a credit card payment type If the name and address for the card differ from the corresponding Customer Record fields you can change the values here For details on the CVV and Address fields see Section PP 4 2 CVV amp AVS for Manually Keyed Cards on the next page PP 6 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing CVV amp AVS for Manually Keyed Cards PP 4 2 CVV amp AVS for Manually Keyed Cards When you manually key in credit card info there are three additional security fields you can fill in These are optional but recommended Your store may have specific policies about when to use them These fields are not used for Debit or EBT transactions just basic credit cards While they have some subtle impacts on the actual processing of the transaction as described below these fields are primarily intended for the benefit of you the Merchant to help you decide if you can trust a remote customer especially a new customer and help you to be aware of possible fraud Correct matches on these fiel
21. funds you must enter it into Artisan as described above PP 7 Partial Approvals If you attempt to charge a higher amount than is available on a payment card it may get declined or it may be approved for a lesser amount If it s approved for less than the original amount this is called a partial approval or partial authorization Partial approvals are most likely with prepaid debit cards card brand gift cards but whether you get a decline or a partial approval may vary from card to card and also depends on the processing method you re using PPI PayMover always declines rather than returning a partial approvals When Artisan receives a partial approval it will reduce the amount of the tender to match the approved amount and notify you that the amount has changed PP 10 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing Advanced Payment Processing Options PP 8 Advanced Payment Processing Options PP 8 1 Option to Verify Last 4 Digits For swiped cards there s an additional security option called Verify Last 4 Digits in the More Info area of your Payment Processing Settings for each station If set then whenever a card is swiped in the Payments window the clerk will be asked to type in the last 4 digits of the card number If they don t match the card number read from the magnetic stripe the card will not be processed This option helps catch a type of credit car
22. g returned 1 06 03 2010 Slip 842 1 4 00 0 Johnson Bill 2 06 03 2010 Slip 843 1 4 00 15 Nelson Rick 0 Other The easiest way to issue a credit card refund if your Payment Processing Method supports it is with a Dependent Credit so called because it s based on or depends on an original payment for its credit card info instead of re entering it You must use a Smart Return and the original payment must have been processed with Integrated Payment Processing As soon as you enter the Payments window to finalize the sale you ll be offered the choice to partially or wholly refund those original payments without having to enter the credit card details again Refund the following amount back to the original card 4 20 on Visa 405501 0315 Yes No This lets you issue a refund without having the card present and without knowing the full card number Note To enable Dependent Credits go to the More Info area of your Payment Processing Settings and turn on the option to Offer to Put Refunds on Original Payment Cards for Smart Returns If you don t use Smart Returns or Dependent Credits you can still issue a credit card refund by swiping the card or manually entering all of the credit card info This is called an Independent Credit which you enter just like a credit card payment except that it s in the Credits window for a negative sale Guide to Credit Card Processing i
23. heck AVS amp CVV First to Y This option is currently only supported for PPI PayMover PP 8 3 Zero Dollar Authorizations If you re putting Cards On File or using the Check AVS amp CVV First option Artisan submits an Authorization Only transaction which is never Captured so no money is actually charged For historical reasons this is normally done with an amount of one dollar 1 00 and called a One Dollar Authorization ODA This does however put a hold on the customer s account for this amount until it eventually expires after a week or more As aresult Visa now offers a Zero Dollar Authorization ZDA option which avoids the hold but some processing companies and gateways don t support it yet Also MasterCard still expects ODAs not ZDAs but this may change in the future Because of this Artisan uses only ODAs by default However there is a configuration setting in the More Info area of your Payment Processing Settings for each station to Use Zero Dollar Auth If you enable this option a ZDA will be used if the card type is Visa In all other cases an ODA will be used There may be additional fees involved with either ZDA or ODA transactions check with your Merchant Account Provider Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 11 Commercial Cards Level 2 Data Payment Processing PP 8 4 Commercial Cards Level 2 Data Most credit cards are individual Personal
24. hing for AVS is more complicated than for CVV since it can match one or both fields or neither and in some cases you can get a partial match on 5 digits of a 9 digit Zip Code Any partial or full match failure will be displayed with a successful transaction and you will have to decide on a corresponding level of trust Void and refuse the order if you don t trust it Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 7 Card Info Source Payment Processing PP 4 3 Card Info Source Artisan keeps track of the source of the card info for each payment This is filled in for you when the card is swiped but if you manually How did the customer give you their payment details key in the card info you ll have to select the Card Info Source from the pop up menu In some cases this information is also sent to the Payment Processor Selecting the wrong Card Info Source could impact your ability to 5 Card Present Manual Entry have chargebacks reversed 6 Phone Order Card Not Present 7 Mail Order or Fax Email SMS etc If f ing PayLink th d source JPU e USTE S Oan E oan 8 Web Order Internet eCommerce prompt will instead appear as a single Card Present check box When this is not checked it will be treated as Phone Order Card Not Present PP 4 4 Processing a Credit Card Transaction Once the credit card info is entered manually or by swiping click on the Process button to begin
25. le Optional Optional No PIN Debit EBT Yes Yes Yes FSA HSA No No Optional Check Verification No No Yes Check Conversion No No Yes Dependent Credits Yes Yes No AVS Pre Check Option Yes No Yes PP 4 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing Integrated Credit Card Processing PP4 Integrated Credit Card Processing Basics Artisan no longer stores any Sensitive Authentication Data or full PANs Primary Account Numbers that is credit card numbers in any database table or other disk file All PANs that are stored displayed or printed are permanently truncated masked with s to leave only at most the first 6 and last 4 digits Artisan data files are therefore out of scope of the DSS and not covered by its requirements However you should still exercise reasonable caution in allowing access to Artisan data files and backups as they may contain customers names and addresses and other personally identifiable information It is important that you do not store credit card numbers PANs or other sensitive data in Artisan general text fields such as Pop Up Notes and Memo fields They are not encrypted or protected If you want to keep credit cards on file for repeat or recurring billing you must use the Card On File feature of the Advanced Billing Module to store the credit card details offsite on a secure DSS certified server See Section PP 13 1 Cards On
26. le or in an Auto Billing Template use function key F7 or the Cards On File button from the Payments window Credit Cards on File for Testeard Tgate Select One to Charge 8 40 1 Visa 4012 0026 12 10 Tgate Testcard S Search Scroll Edit Full List If you want to force all credit cards to be put on file before they can be used you can enable the option to Put All Cards On File in the More Info area of your Payment Processing Settings With this setting selecting any credit card Payment Type will act as if you had pressed F7 PP 13 1 3 Using Credit Cards On File for Refunds If you re using Smart Returns and you re refunding a prior payment you can use a Dependent Credit as described in Section PP 5 Voids and Returns on page PP 9 whether or not the original payment was made with an On File Card Alternatively you can put an Independent Credit on an existing Card On File by using function key F7 in the Credits window just as you would for Payments described above However this is currently only supported with PPI PayMover For other Processing Methods if you can t use a Dependent Credit you ll have to obtain the customer s credit card info again and use a manually keyed credit card refund PP 13 1 4 Updating Cards On File At any time you can go back into a customer s Cards On File list as descibed in Section PP 13 1 1 and add or delete cards from the list Expired cards will stay on the list
27. merchandise the tender amount for the EBT SNAP card will be reduced to the eligible amount You will then have to select another Payment Type for the balance EBT SNAP transactions can be manually keyed if the swipe won t read but only if the card is present EBT SNAP uses a special form of Voice Authorization when you need to accept a payment while your system is down or unable to reach the Internet These are called Paper Vouchers and are handled just like normal Voice Authorizations as described in Section PP 6 on page PP 10 but in addition to an Approval Code you will receive a Voucher Number from the EBT Voice Authorization Center Artisan will recognize that the Voice Auth is for an EBT SNAP payment and prompt for the Voucher Number Cash Back amounts are not allowed for EBT SNAP cards PP 11 2 EBT Cash Benefits EBT Cash Benefits cards act like Debit Cards they must be swiped not manually keyed and the customer must enter their PIN using a secure PIN Pad As with Debit Cards you can optionally enter a Cash Back amount for an EBT Cash Benefits card There are no restrictions on the type of merchandise that can be purchased with EBT Cash Benefits Voice Authorizations and Refunds are not supported for EBT Cash Benefits If you want to refund an EBT Cash purchase you ll have to use Cash or Store Credit PP 14 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing Payment Processi
28. mponents a local No Touch interface that collects the credit card payment info and sends it out for processing without Artisan ever touching it and a generic gateway that can be used with your existing merchant account and just about any processing company You have to buy PayLink for each site as well as additional station licenses if you ll be processing cards on more than one station However PayLink is less expensive than PCCharge and there s no charge for upgrades or support PCCharge is a local server that runs on one PC in your store and communicates directly with just about any processing company and merchant account You have to buy PCCharge Payment Server for each site as well as additional user licenses if you ll be processing cards on more than one station Table PP 1 Comparison of Payment Processing Methods Note that Artisan now communicates even with PCCharge by secure SSL connections We no longer use the File Drop method This means you no longer need to share amp map the PCCharge program folder PayMover PayLink PCCharge 5 9 1 Local Software No Each Station One Station Charged per Station No Yes Yes Merchant Accounts PPI Only Any Any Secure Communications Yes SSL Yes SSL Yes SSL or Dial Up Communication Method Internet Only Internet Only Internet and or Dial Up No Touch No Yes No Encrypted MSR Optional Optional No Card On Fi
29. n Artisan POS Version 3 5 6 8 10 PP 9 Voice Authorizations Payment Processing PP 6 Voice Authorizations Occasionally your computer Internet access or payment processing software may be down when a customer wants to pay by credit card You can take an imprint of the card and get a signature then enter the card info later when the system is available again However to make sure the card is valid and has funds available while the customer is still present you must also obtain a Voice Authorization To get a Voice Authorization for a transaction call your Voice Authorization Center and give the card details and transaction information to the operator or automated system Your merchant account provider should have given you the phone number s and instructions You will get an Approval Code write this down along with the imprint Once your system and Internet access are working again enter or recall the original sale in Artisan press function key F10 to get into the Payments window then press F8 or click on the Voice Auth button Finally select the appropriate payment type Enter all of the credit card information as usual along with the Approval Code you received from the Voice Authorization TOTAL DUE TOTAL PAYMENTS Remaining Balance Save i Hold im Cancel F7 Cards On File F8 Voice Auth Warning A Voice Authorization only gives you an approval for the transaction In order to actually receive
30. n selected the name from the card will be used to select a Customer Record If you don t want a Customer Record for that sale press the Escape key to skip it and continue Using this setting allows you to collect payment and identify the Customer with a single swipe but unlike previous versions that swipe must be in the Payments window not the main Cash Register PP 12 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing Debit Cards and PIN Pads PP 10 Debit Cards and PIN Pads If your merchant account is set up to accept PIN Debit and you have a supported PIN Pad with a USB or serial cable you can process Debit Card payment transactions using Artisan s built in Debit Card payment type If not you can process most debit cards as regular credit cards though you would not then get the PIN Debit rate which is often lower than the processing fee for credit cards Note In order to use Debit Cards they must be enabled in your Payment Processing Settings Also the corresponding Payment Type must be turned on by giving it a non zero Menu Order You must also configure the PIN Pad in your Artisan Device Configuration Settings You must select the Debit Card payment type in the Artisan Payments window before swiping the card or it will be treated as a normal credit card Debit Cards must be swiped they can t be manually entered Swipe Debit Card now Cancel After you s
31. nal This can be set individually for each payment type in the corresponding Payment Type record in your Configuration Settings It s called Require Approval Code when NOT using Payment Processing When this is set selecting the corresponding payment type s will prompt for just the Approval Code and require a non blank entry before continuing If this option is off Artisan will not prompt for any credit card info when using External Payment Processing Credit Card Info Approval Code Even if you have Artisan collect the Approval Code when externally processing it doesn t print it on receipts since without the partial card number it doesn t qualify as an official credit card receipt and would be misleading The actual credit card receipt must come from the standalone terminal However the Approval Code if collected will be shown in the External Tenders section of the Payment Processing Batch Reconciliation Report see page PP 16 You can also view or change an individual Approval Code at any time by recalling the sale in the Cash Register pressing function key F10 to open the Payments window and then Ctrl I to see the Credit Card Info as above Note Unlike payments processed with Integrated Payment Processing externally processed payments can be voided or changed at any time Artisan doesn t know when or whether they ve actually been processed so it does whatever you tell it to PP 2
32. ng Reports PP 12 Payment Processing Reports There are several new reports in Artisan version 3 5 relating to Integrated Payment Processing These have been combined with the existing Automatic Billing reports into a new Reports gt Payment Processing amp Auto Billing menu These are also available from the Main Menu under Accounting gt Payment Processing amp ABT PP 12 1 Payment Processing Log This searchable report lists the details of ALL payment processing transactions including errors and declines The most recent is listed first In a multi store environment you ll be asked to pick a site to report on or to show all sites You can use function key F4 to see the details of any entry or you can use the Enter key to recall the corresponding sale in the Cash Register See the next section for an example of the F4 detail screen PP 12 1 1 Recovering Orphan Tenders In the rare case that Artisan crashes after processing a tender but before finalizing the sale then that tender will end up as an orphan tender w o a corrresponding sale If you leave it in this state the money will be transfered but it won t correspond to any sale in Artisan To fix this click on the Add Missing Sale button next to the Sales Slip in the Payment Processing Log F4 detail Date Time _ 0572472010 aa an Station Sales Slip Payment Type Wisa Action Status Sale CAPTURED Customer Name
33. rs to the requirements on Payment Applications such as Artisan A merchant can trust that if they use a PA DSS compliant application according to the instructions in its PA DSS Implementation Guide see page PP 23 for ours then the merchant will be PCI DSS compliant as long as they conform to other PCI DSS requirements relating to network amp physical security password policies etc Artisan 3 5 is fully PA DSS compliant Older versions are not unless used only with external payment processing and without putting any credit card numbers or CVV security codes into Artisan PP 1 1 Why Should I Care About PCI DSS By July 1 2010 PCI requires all businesses that process credit card transactions to use only PA DSS compliant payment applications Compliance with PCI standards is part of your contractual obligation with Visa and the other Payment Brands as covered by contracts you signed when you obtained your Merchant Account Starting with July 1 2010 merchant account providers are going to get more and more strict about enforcing compliance especially if you do have a breach You could be subject to fines of 10 000 or more plus the cost of replacing affected customers cards and you could lose your merchant account PP 1 2 PCI and PIN Pads Whether you re using Integrated Payment Processing or Standalone Terminals if you use a PIN Pad device it must use the newer Triple DES encryption rather than the older
34. sactions declined by the customer s bank but not processing errors PP 12 3 Payment Processing Batch Reconciliation This report is similar to the Batch Detail Report without the Voids amp Declines options but lists the processed payments side by side with the saved tenders for completed sales and highlights any that don t match up Normally this should not happen but it lets you catch and track down any discrepancies such as might happen if your computer crashes after processing a payment but before saving the sale This report has several options including Show Detail If you change this to No the report will only include subtotals by Payment Type and the Grand Total and not the lists of individual transactions Exceptions Only This only lists and or totals the exceptions that is the transactions that do not match If you have any check or credit card tenders that were externally processed including checks that are just entered without processing to be deposited later the Batch Reconciliation report will include a separate section at the end listing these External Tenders with their Approval Codes if any PP 16 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing Advanced Billing Module PP 13 Advanced Billing Module The separately purchased Advanced Billing Module includes some advanced Payment Processing features as well as some other advanced payment op
35. san will send the Sales Slip Either way you ll get the better rates If you don t expect to get many Commercial Cards and don t want your clerks to be bothered with these details you can disable the detection and prompting for Commercial Cards entirely This is controlled by the Commercial Card Data setting in your Payment Processing Settings Higher rates may apply PP 9 Using Credit Cards for Customer Names Whether or not you use Payment Processing if you have a Magnetic Stripe Reader MSR you can collect the customer s name from a credit card to use for a Customer Record In the main Cash Register screen or any Customer Record Search swiping a credit card takes the name from the card and starts a search for that customer name The search option is automatically switched to a search by Last Name If you swipe a credit card in the F4 detail of a Customer Record itself the First and Last Name fields will be replaced with the name from the card All other information from the credit card is discarded If you re using Integrated Payment Processing and swipe a card in the Payments window the name from the card is not used for a Customer Record unless you set the configuration setting Use Name from Credit Card Payment to Select Customer located in the Device Configuration for your Magnetic Card Reader MSR to Yes If set then whenever a credit card payment is processed successfully and no Customer has yet bee
36. tions e Automatic Billing recurring and or scheduled payments and invoices Described in the Artisan POS Plus 3 5 Upgrade Manual Third Party Billing charges on account where one customer buys items amp another is billed Described in the Accounting chapter of the main Artisan POS Plus User s Manual e Cards On File credit card info stored securely off site for later re use w o card present Tips Gratuities Note If credit cards are used with Automatic Billing they must now use Cards On File Cards On File and Tips Gratuities are described on the following pages Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 17 Cards On File Payment Processing PP 13 1 Cards On File This feature requires both the Secure Payment Processing and Advanced Billing modules If you take phone or mail orders from repeat customers or you want to use recurring billing for installment payments or periodic charges then you need to use Cards On File This lets you keep a customer s credit card details on file for later charges without storing any sensitive information locally Actual credit card details are stored offsite on a secure DSS certified server Keep multiple cards on file for each customer and add or remove them from the list at any time PP 13 1 1 Putting Credit Cards On File You can manage the list of Cards On File for each customer from either their Customer Record or the Paymen
37. ts window in the Cash Register In either case you use function key F7 or the Cards On File button to bring up the list of all cards for that customer The Payments window will prompt you for a Customer if you haven t already selected one In the Payments window you ll first get a menu of non expired cards to use for the current sale if any TOTAL DUE Credit Cards on File for Testcard Tgate Select One to Charge 8 40 1 Visa 4012 0026 12 10 Tgate Testcard S Search Scroll Edit Full List nodit Card i UAE eee Bh ed Credit Card Fi xpire Card Member 4012 0026 12 10 Tgate Testcard F3 Add A New Record F4 Edit This Record Press function key F3 to Add a New Record then swipe or type the credit card like usual When you select the Process button Artisan will process a Get Token transaction to put the card on file PP 18 Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 Payment Processing Cards On File Note If you add a Card On File from the Payments window via F7 then Artisan will assume you also want to use that card for the current sale and will immediately process a payment transaction as well You can Void the resulting tender if that wasn t intended but it s better to add the card via the Customer Record if you don t want to use it right away PP 13 1 2 Using Credit Cards On File for New Charges To use an On File Card as a payment for a new sa
38. ur merchant account supports them and you have a supported PIN Pad with a USB or serial cable EBT Cards can be used in the US for the Supplemental Nutritional Assistance Program SNAP formerly known as Food Stamps or other government issued Cash Benefits There are two separate payment types for EBT one for EBT Cash Benefits and one for EBT SNAP Food Stamps depending on the type of card used Your store might accept one or the other or both You must select the appropriate EBT payment type in the Artisan Payments window before swiping or manually entering the card number or it will be treated as a normal credit card Receipts for EBT payments show the Remaining Balance on the card as mandated by EBT regulations Note In order to use EBT Cards they must be enabled in your Payment Processing Settings Also the corresponding Payment Types must be turned on by giving them non zero Menu Orders You must also configure the PIN Pad in your Artisan Device Configuration Settings PP 11 1 EBT SNAP EBT SNAP can only be used to purchase non taxable food items including any associated bottle deposits This restriction is enforced by the Valid Categories setting in the More Info area of the corresponding Payment Type settings This is initially set to FOOD BOTTLE DEP but you can change it to match your Category names All subcategories of the listed categories are allowed as well If the sale includes other types of
39. wipe the card you may be prompted for a Cash Back Amount if so configured Debit Card Info Card 401200 0026 Expiration Date aAa DEE Card Info Source iamas Cash Back Amount 0 00 10 00 limit If you are using a No Touch processing method like PayLink these screens will look different If you enter a Cash Back amount it will be added to the total charge on the card and then taken out as a cash refund at the end of the sale as a reminder you will receive a Change Due prompt If you want to skip the Cash Back Amount press Tab or Enter or just click on Process Next the PIN Pad will show the total tender amount including Cash Back if any and prompt the customer to enter their PIN Once the PIN is entered processing will continue as for credit cards Note Voice Authorizations are not supported for Debit Cards since PIN Pad verification would not be available However you can process them as standard Credit Card Voice Authorizations The Cash Back Limit can be changed in the More Info area of your Payment Processing Settings unless you use PayLink If set to zero then the Cash Back prompt won t appear at all Guide to Credit Card Processing in Artisan POS Version 3 5 6 8 10 PP 13 EBT Food Stamps and Cash Benefits Payment Processing PP 11 EBT Food Stamps and Cash Benefits Artisan now lets you process Electronic Benefits Transactions EBT if yo
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