Cards Online Payment Service (COPS) User Guide and Manual
Contents
1. Back gt Q A A Gsearch ijFavorites media lt vaag Address a https cops melbcdf com aufasp reports_by_from_to asp lt lt lt Back Start date 01 06 2006 End Date 30 06 2006 Future Dated Transaction Reports Transaction Report Internal Reference Due Date 20 06 2006 DAMIEN 5 05 1 06 2006 DAMIAN 7 08 1 06 2006 SUSAN 2 07 30 6 GREGORY 70 3 10 1 0 6 100 00 FLEMING JAYNE 8 08 20 06 2006 00 00 GREEN JOHN 6 07 3 0 6 JONES J 4 09 OSULLIVAN BRIAN 6 06 Card Ad Expiry Date 8 07 First Name JANINE Surname BROWN CAIRNS CITIZEN Amount 50 00 50 00 100 00 100 00 300 00 Ev Ab 4037 110 450geno 8495 20 00 10 00 expires 04 09 25798 A db Internet al Done Credit Cards that have already expired or will expire in the current month are highlighted on the Future Dated Transaction Reports 12 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 IMPORTING A PAYMENTS FILE This option allows you to import a file created by a range of administration software directly into our COPS system Existing users of NEPS or VirtualPos would use this option Check with your software provider to find out whether your accounting system is capable of producing a payments file in a format that is compatible with the Credit Card Batch processing tool NEPS used by CardFAST for processing our credit card payments files A File Format Specification s2. 2005 CardFAST Interchange File Format Specification CardFAST uses structured ASCII text files to transfer transaction information to and from external Merchant applications This document describes the record format of the imported Import File Import File Format Notes e Field values are separated by commas or spaces and may optionally be enclosed with double quote characters e Alphanumeric fields containing spaces must be enclosed within double quote characters e Successive commas separated by zero spaces represent empty field values e Field 8 must always be included even when not used Example of Import File record JOHN B SMITH T0000123 999999 P 6995 455335564564366 0900 Record Format Field Field Field Max Field No Name Type Length Description 1 CardholderName Alphanumeric 20 Cardholder name TxReference Alphanumeric 20 Merchant supplied transaction reference number 3 MerchantID Alphanumeric 15 Electronic Merchant Number 4 TxType Alphanumeric 1 Transaction Type P Purchase R Refund 5 Amount Alphanumeric 8 Transaction amount in cents up to 999 999 99 e g 10000 100 00 6 CardNumber Numeric 20 Card number 7 ExpiryDate Alphanumeric 5 The card expiry Date in either mm yy or mmyy e g 01 99 or 0199 8 AuthID Alphanumeric 6 Reserved for future use COPS Agent User Manual 16 Catholic Development Fund 39 Wakefield Street Adelaide 50
3. Retry the transaction or pro
4. click on the Until Date field key in last payment date scroll down to the bottom of the screen then click on the Save button to save amendment A window with the message Transaction Updated appears Click on the OK button to return to the Payment Selection screen ETE Online Payment Service Microsoft Internet Explorer 3 12 EE 2 8 11 E Al lF x File Edit Yiew Favorites Tools Help r A Aal Q Search G Favorites OPreda D Sd a Address https cops melbcdf com aujasp modify payments asp Back gt z o Ea El St Veronica s Primary School Hopetown Modify Transaction Commencement date 20 10 2004 Key in date for Next Due Date dd mmnyyyy last payment Last Accessed 4 10 2004 Fortnightly S Monthly Quarterly Half Yearly Year Once Until Date ES a mrn yyyy Card Type Mastercard Visa amp Bankcard bere mre 561 0000000000001 Title First Name Initials Surname Name on Card SAFIYA TRUMAN h Year j Mo eng Expiry Date uilding our 2 N Catholic gt JW Amount Community Internal Reference al Tf A 89 Internet Frequency Click on Y to scroll to bottom of screen and then click on Save button If you have selected the wrong record to modify click on the Cancel button also located at the bottom of the screen or the Back button located towards the top left hand corner of your screen to take you back to the Payment Selection sc
5. displayed on the Transaction Selection screen then click on the Reinstate button When a window with the message Transaction Reinstated appears click on the Reinstate button to return to the Transaction Selection screen Step 3 From the Transaction Selection screen click on Return to Menu to take you back to the Payment Selection screen Step 4 From the Payment Selection screen select the record you have reinstated and modify as required COPS Agent User Manual 10 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 REPORTS Transaction Reports are available for a specific past date or future date arange of dates up to the current date for past payments due a range of dates from a date subsequent to current date for future payments due and for aparticular payer for past payments due only If either date is left blank the date range will default to low or high values From the Payments Selection screen click on the Reports button In the Transaction Reports screen that appears key in dates or select payer by name from the drop down box then click on the Go button Cards Online Payment Service Microsoft Internet Explorer Heg amp al a w el ay 18 x File Edit View Favorites Tools Help Ea Back gt amp 2 A seach GgFavorites Media 4 Ey S El Address fa https cops melbcdF com au asp reports asp z 06 uns Melbourn
6. 00 October 2005 DECLINED TRANSACTIONS For every credit card payment that is declined by the Cardholder s bank CDF will send you an e mail with details as in the sample below of the Card No Cardholder Name Expiry Date Amount and the Reason the payment was declined Name Addressl Address2 Address3 Re COPS with NEPS Merchant Facility COPS Login ID Variablel0 Rejection for Variable We advise that payment of the following transaction included in the above file has been declined Engin Dae arable If you require further clarification of the reason this transaction was declined please call CardF AST on 1300 139 439 and select Option 4 to speak to a customer service operator You will be asked for your Merchant Details please quote your EE Merchant No Vanabledy and Terminal ID Wanable9 A copy of the Bank s Response Codes is appended to this User Guide to help you to interpret the reason for a transaction being declined If you require further clarification of the reason for a declined transaction telephone CardFAST on 1300 139 439 and select Option 4 to make an enquiry You will be asked for your EB Merchant number and the Terminal ID both numbers are quoted on the declined transaction e mail COPS Agent User Manual 17 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 COPS with NEPS Merchant Facility Bank Response Codes The following response
7. CDF Catholic Development Fund you re in good hands Cards Online Payment Service COPS User Guide and Manual Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 TABLE OF CONTENTS VERO ON 3 Getting Started AA ts 4 How to Login amp Load New Transactions ooooooccconcccconcccnnccccnnos 5 Modifying Transactions ai 7 Deleting Transactions a 9 Reinstating Deleted Transactions oooocococoncccnnccccnnccconccrcnnnacons 9 A demecthananintaeh dreheseindtasusntec aula taie eslesi i slnteulenbies 10 Importing a Payments Pile uti sees 12 CardFAST Interchange File Format Specification 665 14 Declined Transactions cesos resis 15 Appendix Bank Response Codes occa i cessasdeedwrsnndsanniectcutwsansinasebecsaeesdsins i ii COPS Agent User Manual Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 INTRODUCTION The Cards Online Payment Service COPS is a secure e mail payments system which enables CDF to consolidate all credit card payments made to our customers herein after called Agencies who have a Merchant Account with the National Australia Bank into a single file to be sent in bulk to the NAB for collection COPS is particularly suitable for the collection of regular payments such as Thanksgiving pledges and or School Fees instalments Agencies log in to COPS via their current browser and internet connection and are able to load all their regu
8. PS Agent User Manual 4 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 HOW TO LOGIN amp LOAD NEW TRANSACTIONS Step 1 In Internet Explorer go to our COPS website https cops melbcdf com au which opens up to the Cards Online Payment Service Login screen Key in your Login ID and your Password in the relevant fields then click on the Enter button Cards Online Payment Service McrosoftInternet Explorer AE File Edit View Favorites Tools Help Back O A A Asearch Gyravorites Meda 4 Ely Y El Address E https cops melbcdf com aufdefault asp X Go Links Login Code Password Login ONO Password Password Password aoe ID and Password combination is invssrect un Please note that Password is case sensitive i d uilding our Catholic X Community a By 49 Internet Click on Enter Please note a If the Login ID or the password supplied is incorrect the following message will appear ID and Password combination is incorrect Please note that Password is case sensitive b If you have forgotten your Password click on the Forgotten Password button A message will appear advising that Your Password will be sent to your registered email address shortly c It is imperative that you change your Password each time there is a change in staff operator To do this click on the Change Password button and key in and confirm your new
9. Password COPS Agent User Manual 5 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 COPS Agent User Manual Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 HOW TO LOGIN LOAD NEW TRANSACTIONS continued Step 2 From the COPS Payment Selection screen which appears click on the Add New button OLDAR oxi Fie Edit View Favorites Tools Help a y a Back gt Q A A Reach yravorites meda D 3 Sl E Address amp https cops melbcdf com aufasp trans_selection asp 4 Cards Online Payment Service Microsoft Internet Explorer a 601 Click on BATMAN BRUCE 123456 Add New BLOGG FRED 1254 BLOW J SF BLOW BROWN JANINE jb CAIRNS DAMIEN 123 CLEMENT JAMES EVANS SUSAN EVANS GREGORY os i uilding our Ils Catholic Community i Reinstate NL g A D temet Step 3 Key the transaction details into the relevant fields on the Enter New Transaction screen that appears Use mouse or Tab key to proceed to subsequent fields Use mouse or arrows to move between options within the Frequency and Card Type fields Click on the Save button to save the new transaction details Use DDMMYY Date rds Online Payment Service Microsoft Internet Explorer ge S el 4 0 181 format in numerics File Edit Yiew Favorites Tools Help As Back gt O A A Bsearch Favorites Queda 3 B S SI Address ES https cops melbcdf com aujasp add_tr
10. ans asp Commencement Date must be subsequent to date of loading mi Haworth Santa Maria Primary School Click on Y to select Month and Year of Expiry Date from dropdown boxes If Until Date is not a valid anniversary date for nominated Frequency when you Save record a window will appear with the message Until date is Not a Weekly or Fortnightly etc Anniversary Enter New Transaction Commencement date t f dd n Y Fortnightly y 9 Quarterly Y Half Yearly Y Y Once Until Date mae dd mmn yyyy Card Type Mastercard 9 Bankcard Card Number Frequency Internal Reference A code or reference of up to 30 alpha numeric characters may be entered to identify payer Nota mandatory field Leave field blank if payment is to be on going i e until further notice Title First Name Initials Surname Name cn Card Month Year a 1 Expiry Date ST Internal Reference If Card Number is invalid when you Save record a window will Catholic Community Cancel Elo 5 TIE 8 meme appear with the message The credit card number Save New you entered could not be Transaction details validated Please check the number and try again Repeat Steps 2 and 3 to load subsequent new transactions COPS Agent User Manual 7 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 MODIFYING TRANSACTIONS Step 1 Login to COPS Refer to How
11. e Test Transaction Reports By Date From A To MN se mryyy Ea nS uilding our af Click on Y for Catholic drop down box Community E Done A 49 Internet to select payer Transaction Reports Display The display screen for Transaction Reports of past payments due has 2 sections The first section shows the Exception Report which lists all credit cards that are due to expire or have expired during the current month _Credit_ card transactions cannot be processed within 5 days of the Expiry Date of the card From the 1 to the 25 day of the month in which a card will expire the card details will appear on the Exception Report with the narration Credit Card going to expire at the end MM YY Contact Card owner From the 26 to last day of the month in which a card will expire the card details will appear on the Exception Report with the narration Cannot process transaction Credit card going to expire at the end MM YY Contact Card owner After the expiry date the card details will appear with the narration Credit card expired Contact Card owner COPS Agent User Manual 11 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 Exception Transaction COPS Agent User Manual REPORTS continued If there are no credit cards expiring the message No Exceptions will be displayed on the Exception Report The second section shows al
12. ffer which includes a page entitled Pricing Offer and an Acceptance form the Merchant Agreement General Terms and Conditions You will need to complete and sign the Acceptance form as indicated and return all 3 pages to the bank without delay Retain the duplicate copies for your records After the NAB has received your signed agreement to the letter of offer a Merchant Number and an Electronic Banking Number will be allocated for your Merchant Facility and CDF advised accordingly If you are currently a NAB NEPS Merchant upon receipt of the NAB NEPS with COPS application the NAB will send you under cover of a letter from CDF a letter confirming the new pricing of your NEPS with COPS facility Subsequently CDF will contact each applicant to confirm that your COPS with NEPS Merchant Facility is in place and ready for activation You will be advised of your Login Code and given a Password to access COPS This COPS operations manual is provided to guide you on how to proceed in the set up and administration of your COPS file If you require further assistance please contact CDF on 08 8210 8271 Tf an existing NEPS Merchant Facility is being replaced by a NEPS with COPS Merchant Facility please also complete an Authority Closure Form National Email Payment Service Your old NEPS Merchant Facility will be closed only on receipt of this form and then only after you have completely converted to COPS CO
13. g in card details on a terminal for Card non present transactions or sending daily files to the bank will be a thing of the past An Agency has only to load the Periodical Payments or once off payments on the system and or import a payments file into COPS and CDF will do the rest You will need to ensure that your browser version is up to date and apply any relevant security patches and virus definition files necessary To apply for the COPS system you will first need to establish a new NEPS Merchant Facility with the National Australia Bank You will be allocated a Merchant ID Number and an Electronic Banking Number and each month you will receive from the NAB a Statement of Account summarizing all your credit card batches and fees and charges for the month The following page details the process involved in setting you up for COPS COPS Agent User Manual 3 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 GETTING STARTED Even if you have an existing Merchant Facility with the NAB you will be required to complete a NAB NEPS with COPS application form and return it to CDF If you have an existing Merchant Facility record your Merchant Number in the relevant field and the name of the Bank your Merchant Facility is held with If you are not presently a NAB NEPS Merchant upon receipt of the NAB NEPS with COPS application the NAB will send you under cover of a letter from CDF a Letter of O
14. heet is included at the end of this section Step 1 In Internet Explorer go to our COPS website https cops melbcdf com au which opens up to the Cards Online Payment Service Login screen Key in your Login ID and your Password in the relevant fields then click on the Enter button A caras Online Payment Service Microsoft Interet Explorer A ANA Eile Edit View Favorites Tools Help Back gt O A A Asearch Gyravorites Queda 3 5 Y SI Address https cops melbcdf com au default asp z As ins Login Code Login ID E Password Password E Password Password ID and Password combination is inucrrect Please note that Password is case sensitive Click on Enter uilding our Catholic Community al A Internet Step 2 From the COPS Payment Selection screen which appears click on the Import File button COPS Agent User Manual 13 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 a Cards Online Payment Service Microsoft Internet Explorer File Edit View Favorites Tools Help Back Address https cops melbcdf com au asp trans_selection asp ATTARD BRIAN 405 BATMAN BRUCE 123456 BLOGG FRED 1254 BLOW J SFRBLOW BROWN JANINE jb CAIRNS DAMIEN 123 CLEMENT JAMES EVANS SUSAN EVANS GREGORY TG 101 FIDLAY WILHEMINAH 582 Catholic Community E E A 40 Internet N IMPORTING A PAYMENTS FILE continued Step 3 Click on I
15. k Code 39 Bank Text NO CREDIT ACCOUNT Explanation This card does not have a linked credit account Action Refer the cardholder to their bank or seek payment using another card 51 DECLINED Bank Code 51 Bank Text DECLINED Explanation The cardholder s bank card issuer has declined the transaction due to insufficient funds Action Refer the cardholder to their bank or seek payment using another card i COPS with NEPS Merchant Facility Bank Response Codes 54 EXPIRED CARD Bank Code 54 Bank Text EXPIRED CARD Explanation This card has expired Action Refer cardholder to their bank or seek payment using another card or 1f the expiry date has been entered incorrectly retry the transaction using the correct expiry date 60 PHONE FOR AUTH Bank Code Bank Text Explanation Action 60 PHONE FOR AUTH The cardholder s bank card issuer has declined the transaction Refer the cardholder to their bank or seek payment using another card 61 OVER CARD LIMIT Bank Code Bank Text Explanation Action 61 OVER CARD LIMIT The cardholder s bank card issuer has declined the transaction as it will exceed the card limit Refer the cardholder to their bank or seek payment using another card 91 NO BANK DO MANUAL Bank Code Bank Text Explanation Action 91 NO BANK DO MANUAL The cardholder s bank card issuer is unable to be contacted to authorise the transaction
16. l the transactions within the selected date range Transactions will be displayed in alphabetical sequence on Surname within date with a total for each date 2 8 2013 28 0 5716 lt _ 10 x a Cards Online Payment Service Microsoft Internet Explo rer File Edit View Favorites Tools Help J A A Asearch _ jFavorites Media 24 h amp J https cops melbcdf com aufaspfreports_by_from_to asp Back Go Links La lt lt lt Back Return to menu Exception Report Internal Reference Amount SF BLOW 60 00 Transaction Reports Surname FirstName Card BLOW J Exception Credit card expired Contact Card owner O 123 CAIRNS DAMIEN 50 00 Credit card going to expire at the end 5 05 Contact Card owner la 8 Transaction Report Internal Reference 601 Card Transaction Date 15 05 2005 First Name PATRICK Surname AMOS Amount 25 00 457 queer 857 SF JAMES 100 00 JAMES HENRY 561 passee NN 15 05 2005 Total 15 05 2005 125 00 amp l Done 21 Internet The display screen for Future Dated Transaction Reports shows all the transactions within the selected date range displayed in alphabetical sequence on Surname with a total for the selected date range At present reports cannot be exported to another application such as Excel etc Eea LSE 10 x E Cards Online Payment Service Microsoft Internet Explorer File Edit View Favorites Tools Help
17. lar credit card payments as Periodical Payments or import payment files directly from their accounting system CDF will download the data from the Agencies each day and payments due on that day will be automatically included in a bulk transaction file which CDF sends to the NAB for collection Proceeds collected will be automatically credited to a customer s nominated account usually overnight and you will be advised by e mail the following morning of any rejections COPS does not distinguish between business days and calendar days so payments are processed by COPS each amp every day of the year that payment dates fall due on Any payments due on say the 30 or 31 of a month where there are not 30 or 31 days in a given month will be processed on the last day of the month Any payment dates that fall due over a weekend public holiday etc will be processed by CDF as a separate payment file on the next business day So on a Monday you may receive upto three different payments if payment dates fell due over the weekend The main benefit of the system for our customers is twofold there is a cost savings in the monthly Merchant Facility Service fee by lodging bulk transaction files CDF is able to increase its bargaining power to negotiate better rates with the bank for the benefit of all our customers the administration work involved in accepting credit card payments is decreased preparing daily lists for banking tediously keyin
18. mport File From the Import Payments File screen that appears click on the Browse button select your Payments File from the Choose File window that appears and then click on the Open button Step 4 3 Cards Online Payment Service Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt Dl A Gsearch Favorites meda 4 D 4 SI E Address E https cops melbcdF com au asp import asp Go Links lt lt lt Sack Import Payments File Click here to Upload a file A L A a Internet Click on Browse The Import Payments File screen will re appear with the file name displayed in the text box Click on the words Click here to Upload a file COPS Agent User Manual Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 14 Cards Online Payment Service Microsoft Internet Explor mg a RA e 0j x File Edit View Favorites Tools Help e Back v J 2 A seach _dkjFavorites gPMeda 24 5Y Address https fcops melbcdf com aufasplimport asp Lis Import Payments File CACOPSFilesWFCWD5 Browse Click here to Upload a file Click on Click here to Upload a file uilding out Catholic gt Community A Internet a The message File was successfully loaded will appear confirming that your file was uploaded COPS Agent User Manual 15 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October
19. reen Select the correct record to be modified and proceed as before Please note Any amendments to a payer s Card Number amount of payment or payment dates must be duly authorised by the payer The card holder has the right to dispute any transaction and under the terms of your Merchant Agreement unless correct documentation payer s authority can be supplied the Merchant will be held liable for the transaction COPS Agent User Manual 9 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 DELETING TRANSACTIONS Step 1 From the list of your active transactions displayed on the Payment Selection screen select the transaction to be deleted and then click on the Delete button Step 2 A window appears with the message Are you sure you wish to delete Clicking on the OK button to delete the record brings up another window with the message Transaction Deleted Click on the OK button to take you back to the Payment Selection Click on the Cancel button if you have selected the wrong record for deletion REINSTATING DELETED TRANSACTIONS Deleted records will not be physically deleted but will remain in an inactive file for a period of 24 months During this time a deleted record may be reinstated Step 1 From the Payment Selection screen click on the Reinstate button Step 2 Select the record you wish to reinstate from the list of deleted payments
20. rejection codes and text are produced by the National or the acquiring bank and appear in the rejection advice e mails from CDF All bank response rejection codes are numeric For further explanation of any response code and text relating to a particular rejected payment telephone the Card FAST Help Desk on 1300 139 439 and select Option 4 Identify yourself and quote your EB Merchant Number and the 01 CONTACT BANK Bank Code 01 Bank Text CONTACT BANK Explanation The cardholder s bank card issuer has declined the transaction Action Refer the cardholder to their bank or seek payment using another card 04 CALL AUTH CENTRE Bank Code 04 Bank Text CALL AUTH CENTRE Explanation The cardholder s bank card issuer requires the merchant to call for authorisation Action Contact the appropriate Authorisation Centre 12 INVALID TRANSACTION Bank Code 12 Bank Text INVALID TRANSACTION Explanation This transaction appears to be invalid and may have been declined either by the National or by the cardholder s bank card issuer Action Refer the cardholder to their bank or seek payment using another card 31 INVALID CARD Bank Code 31 Bank Text INVALID CARD Explanation The bank that issued this card does not allow transactions originating through mail telephone fax e mail or Internet orders Action Refer the cardholder to their bank or seek payment using another card 39 NO CREDIT ACCOUNT Ban
21. to Login amp Load New Transactions 4 Cards Online Payment Service Microsoft Internet Explorer BHSE 2 3 S 9 1811 File Edit View Favorites Tools Help Bak gt O A A Qsearch Favorites media 4 B S El Address E https cops melbcdf com au y Go Links Login Code Password A A Password E Fi Chi ay Enter ES hw uilding our i Catholic Community E Done B M0 Internet Click on Enter Step 2 From the list of your active transactions displayed on the Payment Selection screen select the transaction to be modified then click on the Modify button F Cards Online Payment Service Microsoft Internet Explorer a S Ce EREI Aa 0 xj File Edit View Favorites Tools Help HBak gt Q A Bsearch Favorites Meda lt 4 E S a a Address https cops melbcdf com aufaspitrans_selection asp v Go Links Payment Selection PAYNE MARY 123 Payne ROSE T SFRROSE SMITH BRIAN TG 506 SMITH DONALD SMITH JOHN 509 TABAG ALIFER 4243 TABAG ALIFER 4243 Click on Modify Building our Catholic Community COPS Agent User Manual 8 Catholic Development Fund 39 Wakefield Street Adelaide 5000 October 2005 MODIFYING TRANSACTIONS continued Step 3 From the Modify Transaction screen that appears click on or Tab to the field you wish to amend E g If a payer has now advised you of a last payment date originally left open
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