Xipay POS User Guide

POS Credit Card

XiPay™ POS User Guide

POS Credit Card

XiPay™ POS User Guide

\XiPay POS User Guide v2.1 Page 14 of 14

8/2/2004

POS Credit Card

XiPay™ POS User Guide

Table of Contents

Processing a Credit Card 3

Processing an ATM Transaction (Debit Card) 4

Processing a Manual Transaction (Card will not Swipe) 5

Procedures for Voice Authorizations 6

Voice Authorization Phone Numbers Error! Bookmark not defined.

Forcing a Manual Transaction (When a Voice Authorization has been obtained) 6

Processing a Manual Transaction (Processor or Connection is Down) 6

Manual Sale (Re-Zon) 7

Issuing a Credit (Customer Refund) 7

Voiding an Invoice 8

Processing Fleet Cards 9

Processing Fleet Cards Manually 10

Adding and Maintaining Methods of Payment 11

To add or maintain a method of payment: 11

Assigning Rules for Methods of Payment 12

To assign a rule to a method of payment: 12

Reactivating an Inactive (Deleted) Method of Payment 13

To reactive a MOP: 13

To reactive an Assigned Rule: 14

Processing a Credit Card

This section will help guide you through processing a routine credit card transaction.

Choose the appropriate MOP for the current transaction by clicking on the corresponding card type after the Method of Payment (MOP) screen in “Cashier – RING OUT” is displayed, Figure 1.

Figure 1 - Cashier Method of Payment Screen

2.
Click on the credit card type, and then press the F3 button, the ‘Card Sale’ screen will display, Figure 2.

Figure 2 – Credit Card Sale Processing Screen

Button Descriptions:

· Spanish/English Radio Buttons – The default language is English. If a store has a large clientele of Spanish-speaking customers, checkmark the box to the left of “Allow Language Selection”, this will allow the credit card reader to display Spanish text. At the end of each transaction, the system will revert to English.

· Manual Button – Used to switch to manual mode, which allows a “forced” transaction or a voice approval to be processed to POS.

· Restart Transaction – Resets the machine so that a customer can begin again if the incorrect payment type was selected.

3. The cashier or the customer will need to select either Credit or ATM (Debit Card) transaction. Press the corresponding button on the Everest Credit Card Reader. If the customer does not reply within a certain amount of time, the POS screen will indicate that the customer did not respond and that the transaction was cancelled. If this happens, simply click Restart Transaction, as displayed on the POS screen. The cashier is aware of any activity on the VeriFone through the Cashier application.

4.
The customer will be prompted to “swipe card”. After the card has been swiped, the account information is received by the POS system and will communicate information to the processor, Figure 3.

Figure 3 – Card Information Verification Screen

5. The approval code will appear on the screen and the cashier will be prompted to print the invoice.

Processing an ATM Transaction (Debit Card)

1. Select the Debit Card MOP on the “Cashier -- RING OUT” MOP window, Figure 4.

2.

Click on ‘Debit Card’ MOP, press the F3 button, the ‘Card Sale’ screen will display, Figure 5.

Figure 4 - Cashier Method of Payment Screen Figure 5 - Credit Card Processing Screen

3. The VeriFone machine will now instruct the customer to press the appropriate method of payment. After pressing the ATM button, the credit card reader will display “swipe card”.

4. Next, the VeriFone machine will ask the customer if “$ Amount” is okay?

Note: The cashier will be notified of any activity on the VeriFone through the Cashier application messages. In any transaction type, if the customer does not reply within a certain amount of time, the POS screen will indicate that the customer did not respond and that the transaction was cancelled. If this happens, simply click Restart Transaction.

Figure 6 - Debit Card Amount Verification Screen Figure 7 – Card Sale – Manual

5. The VeriFone machine will then prompt the customer to verify the amount. The customer will need to press the button under “yes” or “no”, Figure 6.

Note: The customer is unable to change the amount.

6. The VeriFone will display the following instructions to the customer:

· “Swipe Card”

· “Enter PIN”

· Press ENTER

· The POS system will then communicate with the processor for transaction approval.

7. The approval code will appear on the screen and the cashier will be prompted to print the invoice.

Note: Do not issue credits to a Debit Card transaction if a PIN number was used. If a card is used as a credit card, a credit can be issued.

Processing a Manual Transaction (Card will not Swipe)

On occasion, a card will not read the swipe perhaps due to a corrupted magnetic strip or if the VeriFone is encountering problems and the Cashier will need to process the transaction manually.

Note: An ATM (Debit Card) transaction cannot be processed manually.

1. Begin the transaction as normal in Cashier.

2. In the “Cashier – RING OUT” window, click on the appropriate credit card type and press F3 for the exact amount.

3. The ‘Card Sale’ screen will display.

Note: The screen will indicate that the system is waiting for “swipe card”. If the system/VeriFone is unresponsive, the transaction will need to be processed manually.

4. Click on the Manual button and the “Card Sale – Manual“ screen will display, Figure 7.

5. The ‘Card Sale – Manual’ screen differs from the other card processing screens. The two major differences include: one, ‘Manual Mode’ is displayed at the bottom, and two, after the screen is opened, the MOP, Card Number, Expiration Date, and Customer name lines are white instead of being grayed out.

6. Click on the Method of Payment drop down box and select the correct card type.

7. Type in the credit card number.

8. Type in the expiration date (MM = month, YY = year).

9. Type in the customer’s name.

10. If a voice authorization has been obtained, place a checkmark in the box beside ‘Force’. This will allow you to type in the approval code.

11. Click Send. The POS system will then communicate with the processor for transaction approval.

Procedures for Voice Authorizations

If a credit card transaction is rejected with a message to “contact the processing center” or in the event that POS is unavailable, voice authorization must be obtained from the appropriate processor for each credit card transaction. If this procedure is not followed, the store risks not receiving payment for the transaction.

To obtain merchant information, from the Main POS screen, click Operations > Credit Card > Merchant Information for Voice Approvals. A box will open with all merchant account numbers and the corresponding phone numbers required to obtain a voice authorization. Print a copy of this report and post, in case the POS system is unavailable.

If a previously rejected transaction is approved via voice authorization, you must complete the ring out of the invoice by returning to the credit card screen and performing a Manual Force. The voice authorization approval code must be used with the Force transaction.

If POS is unavailable – after obtaining authorization, record the credit card type, credit card number, and authorization approval code on the written invoice. When POS is again available, enter the manual invoice and enter the credit card transaction as a Manual Force transaction. The voice authorization approval code must be used with the Force transaction.

Note: If WEX is the MOP, refer to section, “Processing Fleet Cards”, also the customer must sign the written invoice.

Forcing a Manual Transaction (When a Voice Authorization has been obtained)

For steps to Force a Transaction refer to section, “Processing a Manual Transaction (Card will not Swipe)”.

Note: If this process is not completed, payment will not be made.

Processing a Manual Transaction (Processor or Connection is Down)

Complete the following steps if the connection is down due to satellite, DSL or modem problems, or if the Paymetric/Paymentech processing center is down.

1.
Begin the transaction as normal in Cashier, select the correct MOP. (If you know the constant connection to Pennzoil-Quaker State Company network is down, click on Cancel button, Figure 8).

Figure 8– Manuel Screen Figure 9 – MOP Rule Screen

2. If any transaction returns: ‘Please call Authorization Center’ or any other similar message, call to get a voice approval. Have the store’s Merchant ID Numbers available. To obtain the information bring up the Main POS > Operations > Credit Card > Merchant Information for Voice Approvals. A box that lists all merchant account numbers and the corresponding phone numbers required to obtain a voice authorization will display.

3. Anytime the ‘XXX MOP Rules’ screen displays, (Figure 9) it indicates that the system is not sending a LIVE transaction. The transaction has NOT been transmitted to the processor and therefore, the store will NOT be paid for the transaction.

NOTE: After problems preventing transactions from processing normally are resolved, FOLLOW THE “MANUAL SALE (RE-ZON)” INSTRUCTIONS IN ORDER TO RECEIVE PAYMENT FOR THAT TRANSACTION. OBTAINING A VOICE AUTHORIZATION DOES NOT COLLECT PAYMENT FOR A TRANSACTION.

Manual Sale (Re-Zon)

This section guides you through the process to re-enter a credit card transaction in the event that the POS system was down or the transaction was never processed (formerly known as Re-Zon). There are several instances where this would be appropriate. One example, when the POS system has a record of the sale, however, the credit card company has not. It would then be necessary to re-enter that transaction into the VeriFone machine.

1. From the Main POS screen, click Operations > Credit Card > Sale. The “Credit Card Sale” screen will appear, Figure 10.

Figure 10 – Credit Card Sale

2. Enter the Invoice number & date, if there is not one assigned, press Enter to continue.

3. Type the correct information in the following fields: Amount, Reason (freeform typing), Original Invoice Date, Customer Name, Customer Address, and any other needed information.

4. Click Swipe. The card-processing screen will be displayed as in any transaction.

· If the customer is present, continue as normal, refer to section, “Processing a Credit Card”

· If the customer has left the store, type in the card number, expiration date and the authorization code manually into the VeriFone.

Note: If you do not enter this information, no payment will be made by the processor.

Issuing a Credit (Customer Refund)

Crediting a customer’s account after voiding an invoice or in the case where a customer was charged twice for the same transaction.

Note: Credits cannot be issued to a Debit Card if a PIN number was used. If the card was used as a credit card, a credit can be issued.

1. From main POS screen, click Operations > Credit Card > Credit. The “Credit Card Return/Credit” screen will be displayed, Figure 11. (It is very similar to the “Manual Sale” screen)

2. Enter the Invoice number & date, if there is not one assigned, press Enter to continue.

3.
Type the correct information in the following fields: Amount, Reason (freeform typing), Original Invoice Date, Customer Name, Customer Address, and any other needed information.

Figure 11 – Credit Card Return/Credit

4. Click Swipe. The card-processing screen will be displayed as in any transaction.

· If the customer is present, you would continue as normal, see “Processing a Credit Card”

· If the customer has left the store, you must key in the card number, expiration date and the authorization code manually into the VeriFone. If you do not enter this information, no credit will be issued the processor

Voiding an Invoice

Use this procedure to void an invoice after it has been rung out. For invoices voided on the current day, the payments are reversed and not included in any closing numbers. For additional information on Voids, see the POS User Guide, page 221-2.

Important: Voiding an invoice will not credit the customer’s credit card. To issue a credit refer to section, “Issuing a Credit (Customer Refund)”.

1. On the Main POS Menu Bar, select:

Operations > Other Invoicing Functions > Void

A password challenge screen displays. Enter your UserID and password. If you have sufficient authorizations, the Void Invoices window appears. Invoices are sorted by date and invoice number, with invoice number with the most recent date listed first. Invoices for a given date are sorted with the highest number listed first.

2. Locate the invoice you want to void.

3. Double-click the invoice you want to void. The Reason for Void window is displayed.

4. Type the reason for the void in the field provided and click OK. A dialog box appears with the message, “Do you want to restore the invoice for re-ring?” Do one of the following:

- If you click Yes, the Void window is redisplayed. The voided invoice no longer appears in the list. The voided invoice appears in the Completed portion of the Vehicle Status window where you can immediately make changes and ring it out again.

- If you click No, the Void window is redisplayed. The voided invoice no longer appears in the list.

5. Select Exit from the File menu to return to the Main menu.

Processing Fleet Cards

Processing a WEX or Voyager Fleet card. Paymentech does NOT support Fleet Visa or MasterCard transactions at this time.

1.
In the “Quick Sale – RING OUT” window, click on the appropriate credit card type and press F3 for the exact amount, Figure 12.