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Electronic Payment Processing Software Setup Guide and User's Manual Copyright October 2005, VeriFone Inc. PCC-5-7-1h.
Notice Copyright October 2005, VeriFone Inc. All ri ghts reserved. active-Charge, active-Charge SDK, PC Charge Payment Server, PC Charge Pro, PC Charge DevKit, Virtual-Charge, IP- Charge are trademarks and PC-Charge is a r egistered trademark of VeriFone Inc.
Sof tware License IMPORTANT CAREFULLY REVIEW THIS AGREEMENT BEFORE CONT INUING THE INSTALLATION OR USE OF THE VERIF ONE, INC. ("VERIFONE") SOFT WARE ("SOFTWARE"). THIS END-USER LICENSE AGREEMENT ("AGREEMENT") IS A LEGAL AGREEMENT BETWEEN YOU (EITHER AN INDIVIDUAL OR A SINGLE ENTITY) ("YOU") AND VERIFON E.
5. LIMITED WARRA NTY/REFUND/SUPPORT . VERIFONE warrants that the magnetic media on which the Software is contained s hall be free from defects in materials and workmanship under normal use for a period of (60) days after the purchase date.
10. THIRD PARTY BENEFICIA RIES . You are hereby notified that persons and entities that have licensed software to VERIFONE for in clusion in the Software are third party beneficiaries to this Agreement as it applie s to their respective software product(s) included in the Software.
Table of Contents Notice ...................................................................................2 Software License ................................................................3 Introducti on ............................................
Gift Card Company Extended Dat a Fields .................................................................. 64 Company Information Setup ....................................................................................... 65 Address Verification Setup .
All about Gift Card Transactions ............................................................................... 157 Processing Gift Card Transac tions -- A Typical Day ................................................. 158 Offline Processing and Import Files .
Check Detail ................................................................................................................... ... 212 EBT Summary ......................................................................................................
Introduction Congratulations on the purchase of PC Charge Payment Server--the most advanced solution in the industry for processing credit ca rds on your PC. This softw are provides you with a fast, reliable way to process a variet y of transaction types in an easy to use Windows environment.
Import ant Security Notice Simple Explanation: In June 2001, Visa mandated its Cardholder Information Security Program (CISP). This program is a standard for securing cardholder data, wherever it is located. Visa states that CISP compliance is required of all entities that store, proc ess, or transmit Visa cardholder data.
Data Protection Guidelines Although the following information will help you to comply with the Cardholder Information Security Program (CISP), it is important to Visa’s website ( http:// www.vis a.co m/ci sp ) and review the most up-to-date information available.
Why Comply with CISP? The following information was taken directly from Visa’s w ebsite ( http ://www.v isa. com/ cis p ): The CISP requirements help Visa mem bers, me rchants, and service prov iders protect their information assets and meet the obligations to the Visa payment structure.
System Requirement s YOU MUST HAVE THE FOLLOWING: • PC with Windows 98, XP, NT, 2000, or 2003 • 64 MB minimum of RAM, 256 MB preferred • 30 MB of available hard-disk space, 100 MB preferred • .
/ Technical Details: Some payment processing companies are beginning to process transactions via SSL2 (a highly se cure Internet protocol). In order to be able to process via SSL2, users of Windows 98 and Windows NT must install certain upgrades. The following inst ructions help explain how to obtain and install these system upgrades/enhancements.
3. Double-click the file named SChannelRegEdit.exe . 4. The utility will update y our system as necessary. The Window s 98 SSL Upgrade Instructions are complete. You may now continue on to the section Upgrade Preparation (see page 18). Windows NT SSL Upgrade Instructions INSTALLING DCOM 1.
SCHANNEL REGISTRY UPDATER 1. It is necessary that someone w ith System Administrator access to your operating system make the following changes. 2. Shut down all active programs ( PC Charge, word processors, media play ers, etc.). 3. Open y our Windows Explorer (click Start , then Programs , then A ccessories , then Window s Explorer ).
Upgrade Prep aration ( Note: The following section pertains only to those users who are upgrading their existing copy of PC Charge. If you are installing PC Charge for the first time, you can skip ahead to the section Installation (see page 21).
__ 6. Click Utilities on the PC Charge menu bar. Click Repair . Depending on the size of your database, it may take a few minutes for PC Charge to complete this procedure. Click OK when you see the message " Process Complete ". __ 7. Click Utilities on the PC Charge menu bar.
Upgrading PCCharge ( Note: The following section pertains only to those users who are upgrading their existing copy of PC Charge. If you are installing PC Charge for the first time, you can skip ahead to the section Installation (see page 21).
Inst allation Insert the PC Charge Payment Server CD into CD-RO M drive of y our computer. The installation process should begin automatically. If the installation process does not start manually, your copy of Windows may be set up to not allow auto-run of CD-ROMs.
Welcome! Click Next > to proceed to the next step in the installation process. 22.
License Agreement Select I accept the terms of the license agreement and click Next > to proceed to the next step in the installation process. 23.
Setup Type Simple Explanation: Most users should simply select Complete and click Next > to proceed to the next step in the installation process. You may then skip ahead to the section Ready To Install (see page Error! Bookmark not defined. ). You may select either Complete setup or Custom setup.
Choose Destination Location Simple Explanation: If you selected Complete as your setup ty pe, you may skip this section. This window allows you to specify where on your local hard drive you'd like to install PC Charge Payment Server.
Select Features Simple Explanation: If you selected Complete as your setup ty pe, you may skip this section. This window allows y ou to specify which PC Charge features you'd like to install. Y ou can uncheck a feature if you do not want that feat ure to be installed.
Ready to Install! You are now ready to install PC Charge Pay ment Server. Click Next > to proceed to the next step in the installation process. 27.
Installing PC Charge is now being installed to your sy st em. This process should only take a few minutes. 28.
Installation Completed! The installation process is complete. You may now remove the PC Charge Installation CD from your computer. Click Finish to proceed to The Setup Process .
The Setup Process During the first use of PC Charge, you are automatically taken through a setup process. If you need to make changes to the following settings at any time after the initial software setup, you can access all of the setup parameters from the Setup menu.
Starting PCCharge Payment Server 1. Click the Windows Start button (its default location is the bottom-left of your screen). 2. Click Programs (or Program Files ).
Accessing the User Interface Simple Explanation: The PC Charge Payment Server user interface does not appear by default, except during the installation of PC Charge. After PC Charge has been completely set up and closed, the user interface will not appear when the program is executed.
Do you have a Configuration Disk? When PC Charge Payment Server is initially started, you will be asked if y ou have a Configuration Disk. Did you get a companion disk (3½ inch floppy disk or CD) with the installation CD? It may be labeled Configuration Disk or License Disk .
Entering your Serial Number The serial number is a sixteen- digit number in the format: ####-####-######-## WARNING: PC Charge will not operate without a valid serial number.
Preferences Simple Explanation: This Preferences window allows you to set up and configure your copy of PC Charge. Many users will w ant to use the default settings. However, we HIGHLY recommend that you review the descriptions of the different options and settings listed below.
( Note: The password is case sensitive. Le tters entered in upper or lower case must be re-entered in that same case whenever accessing a password protected function. Last Valid Year -- (Default = 12) -- This allows you to set a maximum year for acceptable expiration dates.
Credit Card Company 0000 0000 0000 0000 1234 GOOD THRU 09/09 John Q Smith ( Note: MSV protects you from fraud related to credit cards with forged magnetic strip information.
Prompt for Visa Bill Payment -- (Default = Checked) -- If this option is checked and the active processor is either NPC or Vital (VISA), PC Charge will display a prompt during a transaction asking if it is a bill pay ment trans action. For more information on bill payment, consult the Notes for these processors in the PC Charge Appendices.
Advanced Configuration Setup Simple Explanation: This Advanced Configuration Setup window allows you to fine-tune your copy of PC Charge. Y ou may access this window by clicking the A dvanced button on the Preferences window (described in the previous section).
Multi-Trans Wait: -- (Default = Unchecked) -- If this option is unchecked, PC Charge will hang up after every transaction when authorizi ng a group of transactions. Checking this option allows PC Charge to attempt to keep the connection open when authorizing a group of transactions.
Merchant Setup Wizard Simple Explanation: The Merchant Setup Wizard makes it easy to enter all of your credit card processi ng company information. Just follow the simple on-screen instructions and refer to this manual for further explanation of each section.
Credit Card Processing Company Setup Simple Explanation: This window allows you to set up y our merchant account in PC Charge. This is the information that identifies your pay ment processing account. You should have received these numbers from your bank or your merchant service provider.
Register New Merchant License 1. Before you enter your credit card company number into this w indow, refer to y our PCCharge Appendices . As you go through the follow ing steps, you'll need to review the section of Appendix A that gives detailed information on your credit card processing company.
Credit Card Processing Company Extended Data Fields ( Note: As you can see, there isn't a picture of y our Credit Card Processing Company Extended Data Fields window shown on this page. This is because each credit card processing company has its own set of Extended Data Fields .
Split Dial/Settle Setup Simple Explanation: Split dial is the ability to dial directly to American Express for authorizations on AMEX cards. Split settle is the ability to connect directly to American Express to settle AMEX card transactions.
American Express Split Dial Setup ( Note: The American Express Split Dial setup w indow allows you to enter your business's American Express processing inform ation.
• If you've selected Restaurant as your Business Type , enter the "authorization expansion factor" you have set up with the credit card processing company . Usually this is 120%. This would allow 20% of the transaction amount without the tip (the other 100%) to be authorized, even if the actual gratuity amount is not known.
8. Enter the Account Information for y our American Express account. • Service ID/PCID: -- (Default = Empty ) (6 alpha- numeric characters) -- This information will be supplied to you by AM EX or your merchant service provider. AMEX may refer to this as Name or Process Control ID .
• System Port: -- (Default = 5000) -- This is the port through w hich AMEX transactions are sent. This va lue can be set to 5000 or 21. • Request Timeout: -- (Default = 20) -- Set this value to the number of seconds you want PC Charge to wait for TCP/IP settlement from the processing company before timing out.
AMEX Settle Setup ( Note: PC Charge's AMEX Settle feature w ill transfer (to American Express) all AMEX transactions for the active me rchant account, whether they were processed using split dial OR thr ough your VISA/MasterCard processing company.
Windows XP 1. Click Start Î A ll Programs Î Accessories Î Communications Î Netw ork Connections . 2. Double-click the Make New Connection icon. Click Next . 3. Make sure Connect to the Internet is selected. Click Next . 4. Make sure Set up my connection manually is selected.
7. You have now created a connection to AMEX that can be used by PC Charge. Return to the main PC Charge window. You may now perform a test transaction using the AMEX number as described in the section Performing Test Transactions (see page 81).
Debit Card Company Setup Simple Explanation: This window allows you to set up your debit card processing account number in PC Charge. If you don't need this ability, click the Next button and skip ahead to the section Check Services Company Setup (see page 56).
3. Review the PC Charge Appendices' Debit Notes for your processing company. • If your account is DUKPT, enter the Working Key for your debit card processing account here. This number is the main number that identifies your account. You should have received this number from your bank or your merchant service provider.
Debit Card Company Extended Data Fields Simple Explanation: The following Debit Card Company Extended Data Fields information is for those users who are setting up the ability to process debit cards using PC Charge.
Check Services Company Setup Simple Explanation: This window allows y ou to set up your check processing account number in PC Charge. If you don't need this ability, click the Next button and skip ahead to the section EBT Processing Company Setup (see page 59).
4. The default phone numbers for your processing company w ill automatically appear in the Primary Phone and Secondary Phone fields. If you're connecting to your processing company via a dial-up (modem ) connection, these are the phone numbers that PC Charge will use.
Check Services Company Extended Data Fields Simple Explanation: The following Check Services Company Extended Data Fields information is for those users who are setting up the ability to process checks using PC Charge.
EBT Processing Company Setup Simple Explanation: This EBT Card Setup window allows you to set up your EBT card processing account number in PC Charge. If you don't need this ability, click the Next button and skip ahead to the section Gift Card Processing Company Setup (see page 62).
3. Enter the Terminal ID for your EBT card processing account here. This number is the main number that identifies your account. You should have received this number from your bank or your merchant serv ice provider. Y ou may leave the Working Key blank.
EBT Company Extended Data Fields Simple Explanation: The following EBT Card Company Extended Data Fields information is for those users who are setting up the ability to process EBT cards using PC Charge. If you don't need this ability, click the Next button and skip ahead to the section Gift Card Processing Company Setup (see page 62).
Gift Card Processing Company Setup Simple Explanation: This Gift Card Setup window allows you to set up your gift card processing account number in PC Charge. If you don't need this ability, click the Next button and skip ahead to the section Company Information Setup (see page 65).
4. Enter the Terminal ID for your gift card processing account here. This number is the main number that identifies your account. You should have received this number from your bank or your merchant service provider. 5. The default phone numbers for your processing company w ill automatically appear in the Primary Phone and Secondary Phone fields.
Gift Card Company Extended Data Fields Simple Explanation: The following Gift Card Company Extended Data Fields information is for those users who are setting up the ability to process gift cards using PC Charge. If you don't need this ability, click the Next button and skip ahead to the section Company Information Setup (see page 65).
Company Information Setup ( Note: The company information that you enter into this Company Setup window should match the information that your credit card processing company has on file for your merchant account. If you are unsure of this information, check with your merchant service prov ider (MSP).
Address Verification Setup Simple Explanation: The Address Verification Setup window allow s you to set up AVS (address verification serv ice) filtering for your credit card processing account.
What is AVS? Address Verification Service (AVS) is a fr aud prevention service for card-not-present environments or non-swiped transactions. Duri ng a transaction, AVS compares the address information that the cardholder gives you to what is on record for that credit card number.
4. Because the AVS Response indicated an error, you can either re-attempt the transaction (which would "set aside" an additional $10), or you can refuse to accept the customer's card altogether. AVS Usage Scenario #2 1. In this example, all the options in the A ddress Verification Setup window HAVE been checked.
Card Verification Setup Simple Explanation: The Card Verification Setup window allows you to set up CVV2, CVC2, and CID filtering for your credit card processing account.
What is CVV2/CVC2/CID? CVV2 (Visa's Card Validation Value), CVC2 (MasterCard's Card Verification Code), and CID (American Express' and Discover's Card I dentification) are fraud prevention services for card-not-present environments or non-swi ped transactions.
3. PC Charge connects to your proc essing company and receives a Result of NOT CAPTURED and a CVV Response of CVV2 No Match . WARNING: Even though the PC Charge Result is CVV2 No Match , the card's "limit-to-buy" has been reduced.
End of Merchant Setup Wizard Your merchant account has now been set up. There are a few more steps necessary to make sure that PC Charge Payment Server will operate at its maximum potential.
Update Configuration Disk Simple Explanation: PC Charge's Update Configuration Disk feature allows you to create a backup disk (a 3½" floppy disk) that contains your merchant configuration information--essent ially, everything y ou've set up to this point.
4. A status bar will display the progress of y our configuration disk. PC Char ge will notify you when y our configuration disk has been created or updated. Click OK . 5. Remove your configuration disk. Label it PCCharge Configuration Disk and date it.
Simple Modem Setup Simple Explanation: PC Charge can communicate with payment processing companies via dial-up modem, TCP/IP Internet, TCP/IP lease line, etc. (depending on how that company is certified w ith PC Charge). If you'll be connecting to payment processing company via dial-up modem, complete the instructions given below.
Manual Modem Setup Simple Explanation: The following Manual Modem Setup information is for those users whose modem does not pr ocess or settle transactions when set up through the Simple Modem Setup window. If y our modem has already been successfully set up, skip this section.
• If the Initialization String is something more than just AT , perform a test transaction as described in the section Performing Test Transactions (see page 81). If the test transaction results in a communications error, return to this section and continue with step 7.
Tested Modems We test PC Charge with a wide range of hardware in a variety of conditions. If y ou have hardware not shown on this list and are able use it successfully with y our copy of PC Charge, please contact us at feedback@pccharge.com and inform us of your results.
Advanced Modem Setup Simple Explanation: The A dvanced Modem Setup w indow allows you to fine-tune your PC Charge modem settings. Almost all of these functions are for use in PC Charge troubleshooting with the assistance of a Technical Support Representative.
Create Log File -- (Default = Unchecked) -- Instructs PC Charge to create a modem log file to be used for troubleshooting purposes. Backup Log File -- (Default = Unchecked) -- Check this box to have PC Charge maintain seven days' worth of backup log files.
Performing Test Transactions Simple Explanation: These test transactions will help you to confirm that your modem is set up properly and w orking with your pay ment processing company. Since these test transactions will be performed using a live credit card number, actual funds will be transferred to and from your account.
4. Click in the white space next to the words Card Member and type in the cardholder name exactly as show on the credit card. Look at the Card Issuer field.
• If you received some other error message, y ou will need to contact PC Charge Technical Support at (877) 659-8981. 9. Since you've received a Result of CAPTURED , you know that PC Charge can successfully "authorize" this card ty pe.
13. Now that you've successfully processed a test transaction, you may begin processing live transactions. Before you do, continue on to the next section, Basic Setup Complete, to make sure you don't need to complete any other steps.
Basic Setup Complete For many users, this completes the process of setting up PC Charge. Your credit card processing account has been set up along with the means of communicating with your processing company. The next chapter, Continuing Setup , has to do with device setup and some of the extended capabilities of PC Charge.
Continuing Setup Simple Explanation: The features described in this section of the PC Charge manual are not essential for basic credit card processing, but they do provide users with a powerful array of tools to use in payment processing. We HIGHLY recommend that you at least review the PC Charge features described in Continuing Setup .
Devices Setup Simple Explanation: Review this section if you plan to use a card reader, check reader, PIN pad, touch screen, report printer, or receipt printer with PC Charge. If you do not plan to use one of these devices with PC Charge, you may skip ahead to the section Cashier Privileges Setup (see page 104).
Card Reader Setup Simple Explanation: This window allows you to set up a card reader to "swipe" cards--that is, to read the data stored on the card's magnetic strip by manually passing it through the card reader.
• Click OK to save these settings and return to the main PC Charge window. Y ou may now perform a test transaction usi ng your device (see page 81), or y ou may proceed to the next section, Check Reader Setup (see page 91).
Manufacturer Product 98 2000 XP 2003 Notes IDTech Serial Model # WCR3321-12 X X X X Set up in PC Charge as Serial Reader . • Baud = 9600 • Parity = Even • Data Bits = 7 IDTech USB Model # IDT3331-12U X X X X Set up in PC Charge as Keyboard Wedge .
Check Reader Setup Simple Explanation: This window allows you to set up a check reader to scan check information. If you do not have a check reader installed on y our machine, leave this window set to its default setting (as shown below, with NONE selected) and skip ahead to the section PIN Pad Setup (see page 93).
• Select the data bits setting appropriate for your check reader (the default setting is 7 ). This information should be provided by your device's documentation.
PIN Pad Setup Simple Explanation: This window allows you to set up a PIN Pad for accepting debit transactions. If you do not have a PIN Pad installed on your machine, leave this window set to its default setting (as shown below, with NONE selected) and skip ahead to the next section, Touch Screen Setup (see page 96).
• Select the parity that the PIN pad uses (the default setting is Ev en ). This information should be provided by your device's documentation. • Select the data bits setting appropriate for your PIN pad (the default setting is 7 ). This information should be provided by your device's documentation.
Manufacturer Product 98 2000 XP 2003 Notes VeriFone 1000 SE X X X X Set up in PC Charge as VeriFone 101/1000 . • Baud = 1200 • Parity = Even • Data Bits = 7 • Time Out = 4 VeriFone 2000 X X X X Set up in PC Charge as VeriFone 2000 .
Touch Screen Setup Simple Explanation: This window allows you to set up a touch screen device. If you do not have a touch screen in stalled on your machine, leave this window set to its default setting (as shown below , with NONE selected) and skip ahead to the next section, Report Printer Setup (see page 98).
• Select the data bits setting appropriate for your touch screen (the default setting is 7 ). This information should be provided by your device's documentation. • Click the Download Forms button to have PC Charge transfer form information to the touch screen device.
Report Printer Setup Simple Explanation: This window allows you to set up a standard Windows-compatible printer to print PC Charge reports and contracts.
Receipt Printer Setup Simple Explanation: This window allows you to set up a standard Windows-compatible printer or a receipt printer to print PC Charge receipts.
4. Depending on the kind of printer you have, select either Standard Printer or Roll Printer . A standard printer is a typical 8½" x 11" desktop printer. A roll printer is a type of printer specifically designed to print out small format receipts (like those commonly received at most stores and businesses).
• Click the OK button to return to the Receipt Printer Setup window. 8. If you selected Standard Printer for your Printer Type , configure the following settings: • Select the Orientation that you want for your printed receipts. Y ou may select a Portrait or Landscape orientation.
Manufacturer Product 98 2000 XP 2003 Notes Citizen CBM 1000 X X X X Manual tear-off. Drivers available online. Set up in PC Charge as Roll Printer . Set the Column Width to 40 . Citizen iDP 3550 X X X X Drivers available online. Set up in PC Charge as Roll Printer .
Example Receipt With Comments ( Note: In this view, the Secure Receipts option is enabled. My Company 112 Ocean Avenue Anytown, NY 11708 Date: 10/09/74 Time: 12:00:00 Sale Result: CAPTURED Auth No: AB.
Cashier Privileges Setup Simple Explanation: PC Charge Payment Server has the ability to support several "cashiers" accessing PC Charge, each with a configurable level of access.
3. Click the Add Cashier button. 4. Enter a Cashier Name (20 characters maximum). Enter a Password (10 characters maximum, case-sensitive), and re-enter the password in the field labeled Confirm Password ). 5. Put a check next to the functions that you want to allow to this cashier.
Some of the following gift card transaction types are not supported by all gift card processing companies. Refer to the PC Charge Appendices to determine which gift card transaction types are available to y our gift card processing company .
Deleting a Cashier's Account ( Note: You cannot delete the System user. To disable this user, delete the password from the Preferences window (see page 35). Note that deleting the System user w ill disable cashier permissions for all cashiers. 1.
Users Setup Simple Explanation: PC Charge Payment Server has the ability to support several "users" from separate computers connecting to the central PC Charge Payment Server installation, using either PC Charge Client or some third party software integrated with PC Charge.
Deleting a User WARNING: The default user is User1 . You should not delete or rename this user unless directed to do so by Technical Support. Deleting or renaming this user may result in PC Charge not being able to process transactions. 1. Click Setup on the menu bar.
Private Label Card Setup Simple Explanation: The Private Label Card Setup window allows you to activate and configure PC Charge's ability to handle process label card transactions. Private label cards are credi t cards that are not issued by major issuers like VISA, MasterCard, American Ex press, Discover, etc.
1. To access the Private Label Card Setup window , click Setup on the menu bar. Click the Merchant Setup option. Click the Private Label option. 2. Put a check next to the box labeled A uthorize . This will activate PC Charge's ability to handle private label card transactions.
Remove TID Number Simple Explanation: The Remove TID Number window allow s you to remove a merchant account number from your software. If you DO NOT need to remove a merchant number from PC Charge, skip ahead to the section Numbers Setup (see page 113).
Numbers Setup Simple Explanation: The Sequence Numbers window allows you to re- synchronize certain internal PC Charge database values. Most users will never need to use this window. Skip ahead to the section User's Guide (see page 114). WARNING: Changing these two fields can c ause numerous errors in normal software operation.
User's Guide This section describes how to process si ngle transactions, view reports, and use other options accessible in PC Charge Payment Server.
Main Window The main window is the focal point of PC Charge. It is the window you will first see when PC Charge is started. You can access any function of PC Charge from the main w indow. Menu Bar -- (Top of the main window) -- The menu bar is a generic Window s-based menu system.
Act ive Co mp a ny D is pl ay -- (Bottom-middle of the main window) -- This drop-down box displays the currently selected merchant account number and the company name associated with that account. Whatever acc ount is shown here will be used to process all credit card transactions performed from the Credit Card Transactions window.
Icon Bar Credit -- Click this button to access the Credit Card Processing window (see page 119). Debit -- Click this button to access the Debit Card Processing window (see page 133). Check -- Click this button to access the Check Processing window (see page 141).
Menu System The menu bar allows you to select every possible operation that can be performed by PC Charge Payment Server. Those menu options not mentioned here are covered in other sections of this manual. File Menu The File menu allows you to access the Import File functions of PC Charge (see page 162).
Credit Card Processing To access the Credit Card Transactions window, click Transactions on the menu bar. Click the Credit Card option. Or, click the Credit button on the Icon Bar . Action Buttons The action tabs allow you to select the desired Act i on : Sale , Credit , etc.
Exp. Date (MMYY): -- Enter the cardholder's credit card account expiration date here. A slash or space is not required. ( Example: For 01/05, enter 0105) Amount $: -- Enter the dollar amount of the transaction here. The dollar sign need not be entered.
All about Credit Card Transactions Background Processing credit card transactions is a tw o-step process. When you perform a sale transaction, the credit card's limit to buy is reduced. The processing company authorizes the transfer of that amount of funds from the cardholder's account to your account.
Credit -- This action increases the cardholder's limit to buy. It authorizes a transfer of funds from your account to the cardholder's account. Void Sale -- This action removes a sale transacti on. No funds will be received from this transaction.
Using Credit Card Transaction Processing Credit card transaction processing is the most commonly used function of PC Charge, and is also the easiest to use. To process a Sale transaction, all that is generally required is that you complete the following simple steps: 1.
Process or View List After selecting the tab of the transaction type you w ant to process, you'll need to fill out the fields shown on that screen (just as you would during a Sale transaction). Different transaction types and different processing co mpanies may display different fields.
4. Choose the transaction you want to void by clicking its row. 5. Click the Select button. 6. PC Charge will return to the Credit Card Transactions window and automatically fill out that screen with the necessary details of the original Sale transaction.
Example: A customer gives you her receipt and asks for her money back for a transaction made earlier in the day. You decide to perform a Void Sale transaction. Rather than using the Select Transactions window, you can just enter the TroutD from the receipt (since y ou know exactly which transaction y ou want to void).
Credit Card Processing -- A Typical Day A typical day of processing credit card transac tions generally consists of 7 simple steps. You can print out or copy this page for use as a daily checklist. 1. Open a new batch by processing y our first credit card transaction of the day.
All about Restaurant Transaction Processing PC Charge has the ability to process restaurant- based transactions in a way specifically suited for that type of business. Using PC Charge and a processing company that is certified for restaurant transaction processing with PC Charge, the user can add a gratuity to the total transaction amount.
Using Restaurant Transaction Processing Restaurant transaction processing is handled in much the same way as normal processing. The major difference is that there is a se cond step for some types of restaurant-based transactions: establishing the ac tual gratuity amount.
• A Gratuity adjustment -- This transaction allows you to change a gratuity amount after one has already been established. Example: You've processed a $30 Sale transaction with a $5 Estimated Gratuity Amount . After the customer receives the total, he decides to give a $10 tip.
All about Commercial Card Processing Commercial cards (also known as corporate cards or purchasing cards) are special credit cards that are given to employees of bus inesses, governments, etc., for company purchases. Commercial card tr ansactions record a customer code and a tax amount.
Using Commercial Card Processing PC Charge has the ability to process tr ansactions involving commercial cards. Commercial cards are processed in almost the sa me way as normal credit cards.
All about Voice Auth Processing A Voice Auth transaction ty pically begins w hen y ou would like to process a Sale transaction, but either cannot access PC Charge (or cannot contact the processing company through PC Charge). To avoid losing the sale, you could call the processing company to get an authorization code verbally--a Voice A uth .
Using Voice Auth Processing Complete the following instructions to record a Voice A uth in PC Charge. 1. Select the desired merchant account from the Acti ve C o m p a n y D i s p l a y at the bottom of the PC Charge window. 2. Access the Credit Card Transactions window by clicking the Credit icon.
8. An easy way to process the second Post-A uth is to go to the Post-A uth tab and click the Process or View List button. PC Charge will display the original transaction in the Select Transaction table. Select that transac tion by double-clicking it. 9.
Debit Card Processing To access the Debit Card transactions window, click Transactions on the menu bar. Click the Debit Card option. Or, click the Debit button on the Icon Bar (see page 117). Action Buttons The action buttons allow you to select the desired Act io n : Sale , Return , etc.
Exp. Date (MMYY): Enter the cardholder's credit card account ex piration date here. A slash or space is not required. ( Example: For 01/05, enter 0105) Ticket Number: Enter your sales or invoice number in the Ticket field. This is a number that you designate.
All about Debit Card Transactions Processing debit transactions is fa irly straightforward. There are three important points to remember: 1. Debit transactions can onl y be performed in a Retail or "face to face" environment. If you are a Mail Order type business, y ou cannot perform onli ne debit transactions.
5. Sale Recovery -- This action removes a Void Sale transaction. The original sale will be processed as if the sale was never voided. This action can only be performed before batch settlement/close. With a host based auto-close system, the action has to be performed on the same day.
Debit Card Processing -- A Typical Day In this section we will discuss a ty pical day of processing debit cards transactions. Processing debit card transacti ons consists of 7 steps: 1. You open a batch simply by performing y our first debit card transaction of the day.
Check Processing Check Verification verifies that the check writer has an account that does not have any “negative flags” for that method of check ve rification (drivers license, MICR, etc.). Check Guarantee guarantees that the check amount will be paid to you regardless of the funds available in the customer's checking account.
( Note: Some of the following fields may not appear in y our Check Services window. This is because each check servic es company offers different options. Transit Number -- Allows you to enter your customer's transit number. Phone Number -- Allows you to enter your customer's phone number.
All about Check Transactions You should contact your merchant services provider for a description of the type of check service that you are using. PC Charge supports check verification/guarantee and check truncation/conversion.
All about Check Verification/Guarantee In verifying/guaranteeing a check, funds are not being moved. Check Verification/Guarantee is only a one step proc ess.
All about Check Conversion/Truncation Check Conversion/Truncation is one of the newer developments in electronic payment processing. It is a process by which a checking account is immediately debited electronically. Processing a check conversion is a two-step process: 1.
All about ECC Check Transactions Some check services companies provide y ou with the ability to transmit scanned check images to their servers. These images allow t hose processors to convert your customers' checks into an electronic transaction.
EBT (Electronic Benefits Transfer) Processing To access the Electronic Benefits Transactions window, click Transactions on the menu bar. Click the Electronic Benefits option. Or, click the EBT button on the Icon Bar (see page 117). Action Buttons The action buttons allow you to select the desired Ac ti o n : Withdraw al , Void , etc.
Exp. Date (MMYY): Enter the cardholder's credit card account ex piration date here. A slash or space is not required. ( Example: For 01/00, enter 0100) Ticket Number: Enter your sales or invoice number in the Ticket field. This is a number that you designate.
All about EBT Card Transactions Electronic Benefits Transfer (EBT) is a wa y of issuing and processing certain benefits electronically. The government issues F ood Stamps and aid to families with dependant children on EBT cards that resemble credi t or debit cards.
Cash EBT Transactions All transactions that are not food st amp transactions ar e processed as Cash EBT transactions. These Cash EBT transactions are very similar to debit transactions because customers can receive cash back from transactions. As with credit card processing, gift card proc essing is a two-step process.
Food Stamp EBT Transactions When you are performing a transaction usi ng food stamp benefits, you will need to use Food Stamp EBT Transactions . 1. Purchase/Sale -- This action decreases the cardhol der's limit to buy. It authorizes a transfer of funds from the EBT car dholder's account to your account.
Food Stamp Credit EBT Transactions When you are performing a return transacti on using food stamp benefits, you will need to use Food Stamp Credit EBT Transactions . 1. Credit -- This action increases t he cardholder's limit to buy. It authorizes a transfer of funds from your account to the EBT cardholder's account.
Account Inquiry EBT Transaction This transaction type is relatively simple. It is intended only as a maintenance function. The Account Inquiry function allows you to verify that there is a certain amount in a customer's EBT account. Simply enter the card number and expiration date.
Processing EBT Transactions -- A Typical Day In this section of the transaction primer, we will discuss an average day of processing EBT transactions. Processing EBT trans actions is an 8-step process. 1. You open a batch simply by performing y our first debit card transaction of the day.
Gift Card Transaction Processing To access the Gift Card Transactions window , click Transactions on the menu bar. Click the Gift Card option. Or, click the Gift Card button on the Operational Toolbar . Action Tabs: The action tabs allow you to select the desired Acti o n : Validate , Register , etc.
Validation Code: Validation Code is another name for the card's expira tion date. Enter the cardholder's gift card account expiration date here. A slash or space is not required. ( Example: For 01/00, enter 0100) Ticket Number: Enter your sales or invoice number in the Ticket field.
All about Gift Card Transactions PC Charge has the ability to process gift cards or gift certificates, either through a swiped transaction or by manually entering the Certificate Number . The account number on a gift card is considered a Certificate Number in PC Charge.
Processing Gift Card Transactions -- A Typical Day We recommend that you follow these instructions each day that you process gift card transactions. 1. Process your transactions as described in the section Gift Card Transaction Processing (see page 155).
Offline Processing and Import Files Simple Explanation: PC Charge Payment Server can load files created using its Offline Processing feature. These files contain credit card transaction information. This section describes how to create and load these files.
Offline Processing Simple Explanation: Offline processing allows you to enter all the necessary data for each of your transac tions without having to connect to the processing company for each transaction immediately.
4. Process any transactions that you want included in the offline batch of transactions. Clicking the Process button saves that transaction to your SDT file, and PC Charge will update the transaction count at the bottom of the Credit Card Transactions window.
File Import Simple Explanation: PC Charge allows you to import files containing transaction information (created using PC Charge's offline processing feature). If you don't think you'll need this ability, skip ahead to the section Utilities Menu (see page 164).
• Count -- The Count is the total number of all transactions included within the import file. • Pre-Authed Total -- The Pre-Authed Total is the total dollar value of all pre-auth transactions included within the import file.
Utilities Menu Simple Explanation: The Utilities menu provides you with some powerful tools that can be used to improve the functionality, stability, and usability of your PC Charge environment.
Configuration Disk Simple Explanation: The Configuration Disk Maintenance window allows you to create or restore from a backup configuration disk. The configuration disk described here is just like the one described in the section Update Configuration Disk (see page 73).
Backup/Restore Simple Explanation: PC Charge provides users with the ability to back up and restore critical user inform ation and transaction records. We HIGHLY recommend that you regularly use this feature in order to help secure y our payment processing data (in case of system failure, accidental deletion, etc.
Backing Up Your PCCharge Files 1. Click Utilities on the PC Charge menu bar. Click Repair Database . Depending on the size of your database, it may take a few minutes for PC Charge to complete this procedure. Click OK when you see the message " Process Complete ".
5. Browse to the location of the backup file y ou wish to use (named BACKUP.ZIP by default). Click the Open button to initiate the restoration process. PC Charge will begin to unpack your restoration information into the PC Charge installation directory.
Transaction Database Archiving Simple Explanation: During daily use, PC Charge automatically stores in its database records of your transac tion processing. This database will obviously increase in size over time , and may decrease operational efficiency, slow down transaction processing, and increase the likelihood of database corruption.
3. If it the PC Charge database exceeds the Size Limit specified in this window, PC Charge will ask you during program startup if you want to archive the database. The default value is 20 megabytes. We recommend that you leave the Size Limit at its default value unless you expect to proce ss a very high volume of transactions on a daily basis.
• PC Charge versions 5.6 and later record t he “status” of a transaction in the PC Charge database. For example, successf ully settled Sale transactions are recorded as “settled”, and declined tr ansactions are recorded as being “declined”.
1. If Enable Archiv e Prompt is checked in the Transaction Archive window , PC Charge will examine its database during startup. If the size of the PC Charge database exceeds the Size Limit specified in this window, PC Charge will ask y ou if you want to archive the PC Charge database.
Transaction Database Purging Simple Explanation: In response to the recent CISP requirements from Visa, PC Charge now allows users to purge ( delete) transactions from their PC Charge databases that are older t han a configurable amount.
Using Transaction Database Purging ( Note: No matter what y ou select in the Transaction A rchive window, PC Charge does not automatically archive the database. Instead, PC Charge will warn you during startup if the conditions you specify in this window are met.
2. If PC Charge finds applicable transactions, it will ask you if you want to continue w ith the purge process. 3. If you click Yes , PC Charge will delete the transactions from its databases. WARNING: Purging is permanent. Once del eted, transactions cannot be recovered.
Repair/Compact Database Simple Explanation: The Repair/Compact database functions allow you to clean and repair your database. T hese two functions should be used together.
Retrieve Account Number Simple Explanation: PC Charge masks your customers' account numbers and expiration dates from view in its reports. This is a safety measure to help prevent unauthorized access to sens itive customer data.
Batch Functions Simple Explanation: When PC Charge processes transactions throughout your business day, it's obtai ning authorizations for transactions. This means that the amounts have been authorized for eventual transfer from your customers' accounts to your account.
Close Simple Explanation: The End-of-Day Batch Management window allows you to re-transmit your trans action information to your pay ment processing company. Host based re-trans mission is called closing. If your processing company is terminal based, skip ahead to the section Settle (see page 183).
3. Click the Credit tab (currently, no gift card proc essing companies require that you manually close your batch). 4. Make sure that the desired merchant account number is selected. Click the OK button. The End-of-Day Batch Management window will appear and display y our batch information.
Inquire Simple Explanation: One of the advantages of host-based systems is that they provide you with the ability to perform an inquiry. The End-of-Day Batch Management window allows you to connec.
3. Click the Inquire option. PC Charge will contact your processing company and obtain the status of the batch specified. 4. After a few seconds, PC Charge will display the batch information in the End-of-Day Batch Management window.
Settle Simple Explanation: The End-of-Day Batch Management window allows you to re-transmit your transac tion information to y our terminal-based payment processing company. Termi nal-based re-transmission is called settlement. Settlement initiates the trans fer of funds from the customers' accounts to your account.
3. Depending on the account you want to settle, click either the Credit or the Gift tab. 4. Make sure that the desired merchant account number is selected.
7. At the completion of settlement, a message of completion or error status will be displayed. If you get an error message: • Check the response for that account displayed under the Response column. If the response received for that settlem ent attempt begins with the letters QD or RB , click that response.
Batch Management Simple Explanation: PC Charge has new batch management tools that allow you to easily deal with batches that were not settled due to transaction errors or other similar difficulties.
Usage of Batch Management Utility The usage of these tools is described in the following two typical usage scenarios: a QD (Quit Duplicating) Error and an RB (Rejected Batch) Error .
RB (Rejected Batch) Error 1. During settlement, PC Charge may receive and report an RB error from the processing company. An RB (rejected batch) error usually means that the batch has been rejected because of a specific transaction within the batch. Example: RB 12345678 (the actual numbers that follow RB will vary ) 2.
2. Select the Batch File for the batch that you want to edit. You can differentiate between Batch Files by looking at the Batch Details (bottom right of the window) that appear when you select a file. When the correct Batch File is selected, click the button Display .
Indeterminate Batch Simple Explanation: This tool displays the indeterminate batch (if one exists) for the merchant account you spec ify. This w indow can also give you a detailed list of the transactions in an indeterminate batch.
Batch History Simple Explanation: This tool allows you to view a detailed list of all settled batches recorded in the PC Charge database. You may delete any of the batches displayed by the open Batch History tool. WARNING: If you delete a batch here, it's permanently removed from this table.
( Note: Only a portion of the batch table is displayed at one time. To view the entire table, use the horizontal and vertical scroll bars found at the bottom and right of the table (when applicable). • Number -- This field displays the transaction's PC Charge sequence number.
Amex Batch Management Simple Explanation: PC Charge has new American Express batch management tools that allow you to easily deal with Amex batches that were not settled due to communication problems, transaction errors, or other similar difficulties.
The sections Open Amex Batch Editor , Amex Batch A rchive , and Settle A mex Batch give descriptions of each of the batch management tools (see pages 194, 196, and 197). Void Amex Transactions 1. Shut down PC Charge and start up the Batch Management Utility.
Void -- Click this button to have PC Charge attempt to void any selected transactions. Close -- Click this button to close the Open Amex Batch Editor w indow. Batch Table Simple Explanation: Only a portion of the batch table is displayed at one time.
Amex Batch Archive Simple Explanation: The A merican Express Batch A rchive window contains a list of all archived settlement files. PC Charge records the date they were archived and the processor under which they w ere settled. ( Note: You should not use this feature unl ess directed by a Technical Support Representative.
Settle Amex Batch Simple Explanation: This feature will settle all AMEX transactions for the active merchant account, whether they were processed using split dial OR through your VISA/MasterCard processing company. Consult the section Settle for more general batch settlement information (see page 183).
Balance: -- Displays the balance of the transactions that will be settled. Settle Am ex: -- Click this button to process the settlement. Cancel: -- Click this button to abort batch settlement. Authorized Batch Report: -- Click this button to view the Authorized Batch Report , which contains a list of those Amex transactions ready to be settled.
Auto-Settle Utility Simple Explanation: PC Charge includes a utility that allows you to have your terminal-based credit card me rchant account settle automatically. Previously, PC Charge required that you manually settle y our terminal-based account's batch.
( Note: It may be convenient to create a shortcut to this file on your desktop. Consult your Windows help file for in structions on creating a shortcut (instructions vary among t he versions of Windows). 7. On your first execution of the program, y ou'll be prompted to specify the location of the PC Charge directory.
12. Select the Enable Settlement option to enable automatic settlement of your batch. As a safety precaution, the Auto-Settle utility is not enabled w hen it starts. To make it so that settlement is enabled every time this utility starts, y ou'll need to edit the program shortcut's properties.
Upload Check Images Simple Explanation: If you've selected the RDM EC5002i or eN-Check 2600 as your check reader, PC Charge can transmit check images to your check services company (if this ability is supported for y our check services company).
3. PC Charge copies the Owner Code , FTP User , FTP Passw ord , FTP A ddress , and connection information from your check processing company's Extended Data Fields window. Consult the section Check Serv ices Company Setup for more information on accessing your check processing company's Extended Data Fields w indow (see page 56).
Report s Simple Explanation: This section explains how to access each report and find out what transaction informati on each report presents. You will also learn how to configure your report's data.
Report Type Each Reports menu item will display a different report type in the Report Type: field. Y ou can select a different report type from this list by clicking on the small arrow to the right of the Report Type: field. Print To Window -- (Default = Selected) -- Select this option if you want to view the report from withi n PC Charge.
Card Type: -- (Default = All) -- Select a card ty pe. All transactions processed w ith the selected card type will be used to generate the report. If All is selected as the Card Type: , then all transactions processed with all ca rd types will be used to generate the report.
Viewing a Report ( Note: Some reports are larger than your viewable window. Use the scroll bars (located on the right hand side and bottom of the window). Report Window Buttons Icon Description Print -- Click this button to print the report. Copy -- Click this button to copy this report to system memory as an image.
Report Window Buttons -- continued Icon Description Single Page -- Click this button to view a single report page at a time. Multiple Pages -- Click this button to view multiple report pages at once. You may specify how many pages you w ish to view simultaneously.
Daily Transaction Summary The Daily Transaction Summary is a summary of the transactions that you have processed today. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Daily Transaction Summary from the Report Type: drop-down list.
Credit Card Detail The Credit Card Detail report is a line-by-line view of y our credit card transaction history. The Credit Card Report is very similar to the Transaction Summary report. However, there five extra filtering functions not offered in the Transaction Summary window.
Debit Summary The Debit Summary is a line-by -line view of your debit card transaction history. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Debit Summary from the Report Ty pe: drop-down list. You may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window.
Check Detail The Check Detail report gives a summary of check transactions. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Check Detail from the Report Type: drop-down list. Y ou may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window.
EBT Summary The EBT Summary is a summary of your EBT transaction history. To access this window, click Reports on the menu bar. Click the Report Filter option. Select EBT Summary from the Report Type: drop-dow n list. You may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window.
Batch Pre-Settle The Batch Pre-Settle report lets you view transactions that are waiting to be settled. As soon as you settle the transacti ons, this report will be empty . There will be no transactions to view until you process more transactions. To access this window, click Reports on the menu bar.
Batch Post-Settle The Batch Post-Settle report allows you to view tr ansactions that have already been settled. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Batch Post-Settle from the Report Type: drop-down list.
Cashier Audit The Cashier Audit report allows you to view actions performed by your cashiers. It shows attempted logons, functions accessed, etc. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Cashier A udit from the Report Type: drop-down list.
Restaurant Pre-Settle This report shows a line-by-line report of transactions and gratuity amounts for those transactions. The transac tions are grouped by Server ID if one is specified. This report shows those gratuity transactions waiting to be finalized or completed.
Restaurant Detail This report shows a line-by-line report of transactions and gratuity amounts for those transactions. The transac tions are grouped by Server ID if one is specified. This report allows filtering by server ID, card, and other information.
Gift Card The Gift Card report shows transactions that were performed using the Gift Card Transaction window. To access this window, click Reports on the menu bar. Click the Report Filter option. Select Gift Card from the Report Type: drop-down list. Y ou may also click the Reports icon on the Icon Bar (see page 117) to access the Reports window.
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