Version 6.0 USER MANUAL

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X-Charge

-Charge

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SER

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ANUAL

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X-Charge

Version 6.0

10/10/2005

User Manual

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©

This manual, as well as the software described in it, is furnished under license and may only be used or copied in accordance with the terms of such license. This manual may contain technical inaccuracies or typographical errors. Changes are periodically made to the information herein and are incorporated in new editions of the publication. The information in this manual is for informational use only, and is subject to change without notice.

Software referenced in this documentation includes Adobe®_Acrobat®_{Reader™, Microsoft}®_{Windows, and NDC}®

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C

ONTENTS

O

VERVIEW

... 7

S

ECTION

1 - S

ETUP

P

ROCEDURES

... 9

Setting Up the X-Charge Program ... 9

General Options ... 9

Credit Cards Options ... 11

Gift Cards Options ... 13

Setting Up the X-Charge Server Program ... 13

General Options ... 14

Credit Cards Options ... 16

Gift Cards Options ... 19

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ECTION

2 - T

RANSACTION

P

ROCESSING

... 2 3

Credit Card Transactions ... 23

Processing a Credit Card Purchase ... 23

Processing a Credit Card Return ... 24

Processing a Debit Purchase ... 25

Processing a Debit Return ... 26

Processing a Forced Transaction ... 26

Processing a Pre-Authorization ... 27

Processing a Credit Card Adjustment ... 28

Processing a Credit Card Void Transaction ... 29

Processing a Purchase with a Check ... 30

Gift Card Transactions ... 30

Issuing a Gift Card ... 30

Redeeming a Gift Card ... 31

Processing a Gift Card Return ... 31

Processing a Gift Card Adjustment ... 32

Processing a Gift Card Void Transaction ... 32

Gift Card Balance Inquiry ... 33

Replacing a Gift Card Account ... 34

Combining Gift Card Accounts ... 34

Issuing Multiple Gift Cards ... 35

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ECTION

3 - T

RANSACTION

S

ETTLEMENT

... 3 7

Credit Cards ... 37

Merchant Initiated Settlement ... 37

Host/Time Initiated Settlement ... 40

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6 CONTENTS

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ECTION

4 - R

EPORTING

... 4 3

Credit Cards ... 43

Transaction Detail Report ... 43

Transaction Totals Report ... 44

Credit Card Totals Report ... 45

CC Totals By Day ... 46

Gift Cards ... 46

Gift Transaction Detail ... 46

Gift Activity ... 47

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O

VERVIEW

X-Charge is used to process credit card, debit card, and check verifications, and to issue returns, adjustments, and voids against credit card and debit card transactions. In addition, it is used to issue and redeem gift cards and to perform re-turns, adjustments, voids, and other gift card maintenance transactions. The program also provides a variety of reports that include detail and summary level information for all transaction types as well as credit, debit, and gift card-specific detail. The transaction detail reporting allows for sorting by specific field names, and all reports can be displayed and/or printed by a date range.

When you process transactions, the detail is saved in batch files in your system and at NDC. You have the option to set-tle those batch files using the Merchant Initiated feature or the Host/Time Initiated feature. If you select the Merchant Initiated feature, you will be responsible for settling the current batch files; you can also close multiple files during the business day. If you select the Host/Time Initiated feature, NDC will automatically settle the current batch for you once a day based on the specific time that you set up.

X-Charge consists of two (2) programs: X-Charge (stand-alone module) and the X-Charge Server. The X-Charge Stand-Alone program processes all transactions, settles batch files, and produces reports. The X-Charge Server is used during communications to dial out and log each call and its results.

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T

his section discusses the Charge Program and X-Charge Server Program setup procedures that must be completed before you can process transactions.

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1 On your desktop, double-click on the X-Charge icon.

The X-Charge Main screen displays. Or

Click on the Windows Start button, select Programs, and then select X-Charge. Then select and click on X-Charge. The X-Charge Main screen displays.

2 Click on File on the toolbar, then select and click on

Setup. The X-Charge Setup screen displays. There are three Setup Categories listed along the left side of the screen: General Options, Credit Cards, and Gift Cards.

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ETUP

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ROCEDURES

General Options

Multi-User Tab

1 The MultiUser options default to Single User/Server -Use Modem or Internet connection on this computer.

This indicates that the modem connected to this com-puter will be used for dial-out credit card and check verification processing.

2 Click in the Close X-Charge Server when client closes

option box to select it if you want the X-Charge server to close automatically when you close the X-Charge pro-gram.

3 If the modem to be used for dial-out credit card and

check verification processing is connected to another computer, click in the Client - Use Modem or Internet

connection on another computer radio button. This

means that multiple users will process transactions at one central location. As a client user, you will not be able to

run the transaction Settlement process, Transaction Lookup, or Reports. Transactions will be processed by

the other computer when the X-Charge Server program polls the directory you specify in the Transaction Folder edit box. This folder holds answer/request files. The Transaction Folder defaults to C:\Program Files\X-Charge\Local Tran, but you can change the path by click-ing on the Browse (...) button at the end of the edit box and browsing for the folder from the window that dis-plays.

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Select-10

This tab is used to set up receipt information. When X-Charge is used as a stand-alone system, the Receipts screen is where you set up your receipt printer, define the number of transaction receipts to print, and enter the pol-icy information that you want printed on each receipt. When X-Charge is integrated with your POS software, receipts will print based on the receipt settings that were defined in that software. The printer that you select on the Receipts tab creates the interface between X-Charge and your POS receipt printer.

1 In the Receipt Printer combo box, click on the down

arrow button and select the receipt printer from the drop-down list that displays.

Note: If you need to install a printer, click on the Windows Start button, select Settings, and then select Printers. When the Printers window displays, click on the Add Printer icon and follow the instructions.

Note: Set the default printer in Windows to the printer selected here to avoid errors.

2 Enter the number of Receipt Copies you want printed

for each transaction. You can also use the up and down arrow buttons to set the number of copies.

3 Enter the name of the store you want printed on the

receipt in the Rcpt Store Name edit box. Continue enter-SECTION 1

1 The report style is defaulted to Print Standard 8.5 x 11 Windows reports. This means that the reports will be

for-matted to print on standard paper. If you would prefer to print the reports on a 40-column receipt printer, click in the Print 40 Column receipt printer reports radio button to select it.

2 Click in the Line Feed after each line option box if you

want the line to advance after each line prints.

3 Click in the Page Feed at end of receipt option box if

you want the page to advance at the end of the receipt.

4 Click in the Print using standard Windows printing

option box to print 40-column receipts/reports using standard Windows printing methods. Note: Many receipt or dot-matrix printers will not print correctly if this is se-lected.

5 In the Line Feeds after receipt combo box, enter the

number of lines to advance after printing the receipt, or click on the up and down arrow buttons to set the num-ber of lines.

6 Click on the Save button to save your entries. 7 Click on the Lists tab.

ing Client creates a request file in the designated transaction folder. The server program processes the request file and saves the results of the transaction in an answer file in the same directory. The client then retrieves the answer file and processes or displays the results. The transaction directory must be configured correct-ly; otherwise, the client will create request files that the server will not see.

4 Click on the Save button to save your entries. 5 Click on the Receipts tab.

Receipts Tab

ing the information you want to print on the receipt in the

Rcpt Address Line 1, Rcpt Address Line 2, Rcpt City, Rcpt State, and Rcpt Zip edit boxes.

4 In the Rcpt Policy Line 1, Rcpt Policy Line 2, and Rcpt Policy Line 3 edit boxes, enter policy information you

want printed at the bottom of the receipt.

5 Click on the Save button to save your entries. 6 Click on the Printing tab.

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This tab lets you customize the colors that display in the X-Charge program during credit card and gift card trans-actions. Selecting distinct colors will make it easier to quickly identify whether credit card or gift card transac-tions are active.

1 Under Credit Card Colors, click on the Color 1 and

Color 2 buttons to display windows that will allow you to set two colors that will display when Credit Card Trans-actions is active.

2 Under Gift Card Colors, click on the Color 1 and Color

2 buttons to display windows that will allow you to set two colors that will display when Gift Card Transactions is active.

1 This tab shows a Clerk List, which is a list of clerks

attached to transactions in the system, and a ZIP Code

List, a list of ZIP codes attached to transactions in the

system. Use the up and down arrows in the boxes to scroll through the lists if necessary.

2 Click on the Display tab.

Display Tab

1 Click in the option boxes to select or deselect the

Re-quired/Optional Fields as necessary:

•

Require ZIP Code if credit card number is manually entered - If selected, a ZIP code will be required for credit

card purchase and pre-authorization transactions when you manually enter the credit card number (Note: If you manually enter credit card numbers and do not enter a ZIP code, you will be charged a higher rate for the AVS transaction).

•

Require Address if credit card number is manually entered - If selected, an address will be required for credit

card purchase and pre-authorization transactions when you manually enter the credit card number.

•

Require CVV2/CVC2 # if credit card number is manu-ally entered - If selected, a CVV2/CVC2 number will be

required for credit card purchase and pre-authorization transactions when you manually enter the credit card number.

•

Require Receipt Number - If selected, a receipt number

will be required for credit card purchase, force, and pre-authorization transactions when you manually enter the credit card number.

•

Require Clerk ID - If selected, a clerk ID will be

re-quired for credit card purchase, return, debit purchase, debit return, force, pre-authorization, adjustment, void, and check transactions when you manually enter the credit card number.

2 Click on the Save button to save your entries. 3 Click on the Save button to save your entries.

When you are finished setting the General Options, click on the Credit Cards button under Setup Categories.

Credit Cards Options

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12 SECTION 1

3b No Device Configured is selected by default in the PIN Pad Device combo box. Click on the down arrow

button and select HHP TT3101 or HHP TT8810 if you are

1 If you will be processing check verifications, click in

the Enable Check Verification option box to select it. Selecting this option causes the <F10> Check option to display on the X-Charge Main screen.

2 In the Check Verification Service combo box, click on

the down arrow button and make a selection from the drop-down list that displays: None, Global Payments Check DL, or TeleCheck.

Note: If you are using check verification with Global process-ing and switch to Concord and then back to Global, you must manually reconfigure your check verification service for Glo-bal here and in the X-Charge Server setup. You must also verify that the check verification service in the X-Charge Server setup matches the one in the X-Charge Stand Alone setup.

3 If you are licensed to use Debit Cards, click in the En-able Debit Card Transactions option box to select it,

then follow these steps:

3a Click on the PIN Pad Device Setup... button. This

win-dow displays.

3 Click on the Transactions tab.

Transactions Tab

3c To use the slide show feature, click to select the En-able Slide Show option box. Enter the number of

sec-onds to wait to start the slide show, then enter the num-ber of seconds to pause between images. The Add and Delete buttons let you choose the images to include; they will be listed in the Images box. Select an image from the box and click the Display button to see it; click the Test Slide Show button to see how your slide show will appear. Click the OK button to close the Image Slide Show window.

Note: If you are using the HHP TT8810 device and you delete an image from the slide show, you must close and reopen the Image Slide Show window for the image list to redisplay cor-rectly.

If you select VeriFone PINPad 1000, these fields and button will activate:

•

COM Port - Enter the COM port number or click on the

down arrow button and select the number from the drop-down list.

using these devices, or select VeriFone PINPad 1000 if you are using this device.

Note: The PINPad 1000 is used for PIN entry only. The TT3101 and TT8810 are used for PIN entry, card swipe, and signature capture (in POS).

If you select HHP TT3101 or HHP TT8810, these fields and buttons will activate:

•

COM Port - Click on the down arrow button and select

the correct COM port to use.

•

Load Default Logo... - A dialog box opens for you to

select the default logo or another logo of your own (.bmp file) to display on the pin pad.

•

Edit Logo Template... - A dialog box opens for you to

select a logo to edit. Click on the Save button, and the logo opens in the Windows Paint program where you can edit it.

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Test... - Verifies the setup is correct; prompts you for a

keyboard test.

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Slide Show... - Lets you set up a series of images to

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The X-Charge Server program is used during communica-tions to dial out and log each call and its results. The server screen can be accessed from the X-Charge Main screen (select File>X-Charge Server from the menu bar)

1 Click in the option boxes to select or deselect the

Re-quired/Optional Fields as necessary:

•

Require Receipt Number - If selected, a receipt number

will be required for gift card issue, redeem, return, adjust-ment, replace account, combine accounts, and multiple issue transactions.

•

Require Clerk ID - If selected, a clerk ID will be

re-quired for gift card issue, redeem, return, adjustment, void, balance inquiry, replace account, combine ac-counts, and multiple issue transactions.

2 Click on the Save button to save your entries, then

click on the Exit button to close the Setup options.

•

Default Message - This is the message that will display

on the device for your customer to see. READY displays by default. You can change the message to another message of up to 16 alpha-numeric characters.

•

Test... - Verifies the setup is correct; prompts you for a

keyboard test.

3d Click on the OK button to save your settings, or click

on the Cancel button to close the window.

4 Click on the Save button to save your entries.

When you are finished setting the Credit Cards options, click on the Gift Cards button under Setup Categories.

Gift Cards Options

Note: Make sure to leave the X-Charge server machine on at night, and make sure the program is running by checking that the icon displays.

The detail displayed on the screen can be set to a low or high level. Within the Server program, you will set up the server, transactions, settlement, logging, credit card scan-ning, and connection criteria. You can also set up the reports to print automatically at a scheduled time. To set up the X-Charge Server program:

1 From the X-Charge Main screen, click on File on the

menu bar, then click on X-Charge Server. The X-Charge Server Main screen displays.

Or

Double-click on the X-Charge icon in the system tray. The X-Charge Server Main screen displays.

2 Click on File on the menu bar, then select Processor.

The X-Charge Processor dialog box displays.

The settings you specify here determine the Reports options that will be available. See Section 4 - Reporting for more information.

CAM/Global Payments is selected by default as the

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14 SECTION 1

Logging Detail Level = Low

The Logging tab is used to select the level of detail that displays on the Server screen and to specify whether to save that detail to a file. When the Logging Detail Level is set to Low, only the transactions that take place are displayed. When the level is set to High, detailed pro-cesses of the transactions are displayed.

As transactions are processed, the detail displays on the X-Charge Server screen and can be set to display at a low or high level of detail as shown in the following ex-amples:

1 The X-Charge server icon is defaulted to displaying in

the system tray each time you open X-Charge. If you want the server to automatically run each time you start up your system, click in the Run X-Charge Server at

startup option box to select it.

2 In the Transaction Folder edit box, accept the default

transaction folder, enter the correct folder information, or click on the Browse button (...) and select the correct folder. If you have multiple users, their transactions will be processed by polling the directory and folder shown here.

Click on the OK button to close the prompt, then close and restart X-Charge and the X-Charge client for the changes to the credit card and/or gift card processor to take effect.

4 Click on the Setup button. The X-Charge Server - Setup

screen displays. There are three Setup Categories listed along the left side of the screen: General Options, Credit Cards, and Gift Cards.

General Options

Server Tab

Credit Card Processor. Click in the CAM/Concord EFS radio button to select it, if applicable.

Note: If you process gift cards from POS and switch from Concord to Global for credit card processing, you will receive an error.

3 Click on the OK button to continue. This prompt

dis-plays:

3 Offline Processing is used to process transactions

without connecting to the processor for each transaction. When enabled, the X-Charge server will approve all transactions and save them to be processed at a later time. Click in the Enabled Offline Processing at startup option box to use this feature.

4 Click on the Logging tab.

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Logging Detail Level = High

The Security tab lets you set up individual security pa-rameters for up to six users. When enabled, this window will display when trying to access either the stand-alone or the server program:

1 In the Logging Detail Level combo box, accept the

de-fault of Low - Transaction List, or click on the down ar-row button and select High - All details.

2 Click in the Save Log Detail to File option box to select

it if you want to save the log detail as each transaction is processed.

3 If you select the Save Log Detail to File option, verify

that the Log File directory is correct. If they are not, enter the correct information, or click on the Browse (...) button and select the folder where you want to save the log detail.

4 Click on the Save button to save your entries. 5 Click on the Security tab.

Security Tab

When the assigned User Name and Password are cor-rectly entered and the OK button is clicked, the user will be able to access the options which have been enabled for him/her.

1 Click in the Enable User Security option box if you

want to activate the Security feature.

2 There are six users available. Each one can be enabled

or disabled individually. Select Manager, User 1, User 2, User 3, User 4, or User 5 from the User list.

3 Click in the Enable User option box to enable the

se-lected user.

4 Enter a User Name and Password for the user. The User Name and Password will be required to run X-Charge. 5 Under X-Charge Server Security, click in the option

boxes of the server options you want enabled for this user: Enable/Disable Offline Processing, Process Offline

Files, Processor, or Setup. You can also click on the All

button to enable all of the server options.

6 Under X-Charge Stand-alone Security, click in the

op-tion boxes of the stand-alone opop-tions you want enabled for this user: Reports, Settlement, Setup, Transaction

Lookup, Check For Updates, Credit Card - Purchase, Credit Card - Return, Credit Card - Debit Purchase, Credit Card - Debit Return, Credit Card - Force, Credit Card - Pre-Authorization, Credit Card - Adjustment, Credit Card - Void, Credit Card - Check Verification, Gift Card - Multi Issue, Gift Card - Multi Issue w/Value, Gift Card - Activate, Gift Card - Issue, Gift Card - Pur-chase, Gift Card - Balance, Gift Card - Adjustment, Gift Card - Return, Gift Card - Void, Gift Card - Replace Ac-count, Gift Card - Combine AcAc-count, or Display full CC# in GPN Item Detail rpt. You can also click on the All

but-ton to enable all of the stand-alone options except

Dis-play full CC# in GPN Item Detail rpt.

7 Repeat Steps 2 through 6 for each user you want to set

up.

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16 SECTION 1

1 Click in the Allow duplicate transactions option box to

select it if you want X-Charge to process duplicate trans-actions as override transtrans-actions. If this option box is not selected, a sale transaction will be declined if a transac-tion exists in the current batch with the same credit card number and amount.

2 In the Check Verification Service Type combo box,

click on the down arrow button and make a selection from the drop-down list that displays: None, Global Payments Check DL, or TeleCheck.

3 In the AVS and CVC\CVV2 support combo box, click

on the down arrow button and make a selection from the drop-down list that displays: None, AVS only, or AVS & CVC\CVV2.

Note: The AVS and CVV2 values do not determine whether trans-actions are approved or declined. If AVS & CVV\CVV2 is se-lected, transactions will be approved regardless of whether or not AVS\CVC\CVV2 data matches. You must manually void the trans-actions through X-Charge stand-alone if you do not want to accept the transactions after they have been approved if the AVS or CVV2 information is incorrect.

4 In the Default ZIP Code edit box, enter the default zip

code for transactions.

5 In the Maximum Purchase/Pre-Auth/Force amount

edit box, enter the maximum charge amount you want to allow.

6 Click on the Save button to save your entries. 7 Click on the Settlement tab.

Scheduled Reporting Tab

The Scheduled Reporting tab allows you to schedule report printing to take place at a time you specify.

1 Click in the Enable Scheduled Report Printing option

box if you want to use the Scheduled Reporting feature.

2 Enter the time you want the reports to begin running in

the Run Reports at combo box in this format: HH:MM:SS (hour:minutes:seconds), or use the up and down arrow buttons to set the time. To change from AM to PM, click on AM and use the up or down arrow button.

3 Click in the Print option box next to each report you

want printed.

4 The Number of Days on Report defaults to 1. If you

want to produce a report to include a different number of days, enter the number in the combo box next to the appropriate report name, or use the up and down arrow buttons to set the number of days. For example, to produce a report of the last 14 days’ transaction detail, click in the Number of Days on Report combo box next to Transaction Detail and enter 14.

5 All of the Days of Week option boxes are selected by

default. Click in the option box in front of any days of the week if you do not want reports to print on that day(s) to deselect them.

6 The current Printer displays. Click on the down arrow

button in the combo box and select another printer, if necessary.

When you are finished setting up the General Options, click on the Credit Cards button under Setup Categories.

Credit Cards Options

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When a credit card is swiped with a scanning device, default sentinel characters are used to read the card. NDC does not allow certain characters (% ? and ; ?) within their system; therefore, these characters will be removed from the credit card scanned track information that is transmitted to NDC.

If you have reason to believe that your scanning device uses characters other than the above, follow the direc-tions below; otherwise, click on the Merchant tab to con-tinue.

1 Click on the Auto detect... button. When this window

displays, scan a credit card: The Settlement tab is used to tell the system whether you

want to manually settle the stored transactions, or if you want NDC (the host) to automatically settle the stored transactions for you based on a predetermined time. If you choose to have the host settle the batch for you, you can also automatically run a settlement review at a predetermined time.

1 Click on the Merchant Initiated Settlement radio

but-ton if you want to settle the batch files yourself. You can close multiple batch files during the business day. The transaction file will be backed up when the settlement is completed.

Or

Click on the Host/Time Initiated Settlement radio button if you want NDC to settle your batch files once at the end of each day.

Note: If Merchant Initiated Settlement is selected and you switch from Global to Concord processing, the settlement type will automatically change to Host/Time Initiated Settlement. You will have to manually change it back to Merchant Initiated Settlement if you switch again to Global processing.

2 Click on the Save button to save your entries. 3 Click on the Scanning tab.

2 Click on the OK button. The default sentinel characters

used by your scanner will display in the Track 1 and

Track 2 fields.

3 Click on the Save button to save your entries. 4 Click on the Merchant tab.

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18 SECTION 1

2 Enter the Merchant ID to be used for all transaction

request files processed from the selected transaction folder.

3 Accept the Bank ID displayed, or click on the down

arrow button and select a bank ID from the drop-down list that displays. The bank ID you specify will be used for all transaction request files processed from the selected transaction folder.

4 In the Market Type combo box, accept the default of

Retail, or click on the down arrow button and select Mail Order/Telephone Order or ECommerce.

Note: The ECommerce type only supports keyed transactions, not swiped transactions.

5 The Gateway License automatically displays if it has

already been entered, if applicable.

6 Enter the Transaction Folder, or click on the Browse

(...) button to browse for and select the correct folder for transactions.

The Connection tab is used to set up modem communica-tion requirements, and NDC primary and secondary phone numbers.

Note: Do not attempt to run X-Charge and other applications off the same modem at the same time. It is recommended that X-Charge have its own dedicated line.

1 In the Connection Type option box, click on the down

arrow button and select IP/VPN, IP/VPN with Modem Backup, IP Gateway, IP Gateway with Modem Backup, or Modem.

2 Enter the Modem name, or click on the down arrow

button to make a selection from the drop-down list that displays.

3 Click on the Save button to save the modem settings. 4 Click on the Configure button to open the data

connec-tion preferences window. Set the port speed to 1200, set

the data bits to 7, set the parity to Even, and set the stop

The Merchant tab is used to set up your merchant ac-count information.

1 To add a merchant record, click on the Add button at

the bottom of the screen. This window displays.

Merchant Tab 7 Click on the Load Setup File... button, and a dialog box

will open for you to select a configuration file.

8 Click on the OK button to close the Multiple Merchant

ID Setup window and return to the Merchant tab.

9 Click on the Modify button to make changes to the

cur-rently highlighted merchant record.

10 Click on the Delete button to delete the currently

highlighted merchant record. When the prompt displays, click on the Yes button to delete or click on the No but-ton to cancel.

11 Click on the Save button to save your entries. 12 Click on the Connection tab.

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1 The Current Batch Number is automatically

increment-ed as each batch is closincrement-ed. The Current Batch Reference

Number is automatically incremented as each gift

trans-action is processed.

Click on the Modify button, and this prompt displays:

This prompt warns you that the gift card batch number and batch reference number should only be modified when the Current Batch Reference Number is zero. The current gift card batch should be settled before the num-bers are modified.

2 If necessary, click Yes to continue. The Current Batch Number and Current Batch Reference Number edit boxes

will activate to allow you to modify the numbers.

3 Click on the Save button to save your entries. 4 Click on the Batch Closeout tab.

bits to 1. These settings are used only by X-Charge;

other programs can still use the modem with the modem’s default settings.

Note: These settings do not affect the settings in Control Panel. If you close and reopen X-Charge Server or reboot the machine, then try to process, you will receive an error.

5 Enter the Hold Line Time (sec) in seconds, or click on

the up and down arrow buttons to set the hold line time.

6 Enter the Modem Speed, or click on the down arrow

button to make a selection from the drop-down list that displays.

7 Enter the number of Dial Attempts to make, or click on

the down arrow button to make a selection from the drop-down list that displays.

8 Enter the Primary Phone # for NDC. The number must

be entered exactly as it would be dialed, without spaces or hyphens between the numbers (e.g., 18001234567).

9 Enter the Secondary Phone # for NDC. The number

must be entered exactly as it would be dialed, without spaces or hyphens between the numbers (e.g.,

18001234567).

10 Enter the Primary URL. 11 Enter the Secondary URL. 12 Enter the IP/VPN Address. 13 Enter the IP/VPN Port.

When you are finished setting up the Credit Cards op-tions, click on the Gift Cards button under Setup Catego-ries.

Gift Cards Options

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20 SECTION 1

6 Click on the Advanced tab and verify the settings.

1 In the Connection Type option box, click on the down

arrow button and select IP Only, IP with Modem Backup, or Modem Only.

1 The Manual Batch Closeout radio button is selected

by default. This means that the merchant is responsible for closing the current batch of transactions each day. The gift card transaction file will be backed up when the batch closeout is complete.

2 If you want the batch to be automatically closed at a

specified time, click on the Automatic Batch Closeout radio button. The gift card transaction file will be backed up when the batch closeout is complete. Then enter the time in the Automatically close batch at combo box in this format: HH:MM:SS (hour:minute:seconds) or use the up and down arrow buttons to set the time. To change from AM to PM, click on AM or use the up or down arrow button.

3 Click on the Save button to save your entries. 4 Click on the Connection tab.

Connection Tab

Batch Closeout Tab 2 Enter the Modem name, or click on the down arrow

button and select it from the drop-down list.

3 Click on the Save button to save the modem settings. 4 Click on the Configure button. This prompt displays:

This prompt states that the port speed must be set to

1200 or 2400, the data bits must be set to 7, parity must be set to Even, and stop bits must be 1. These settings are

used only by X-Charge; other programs can still use the modem with the modem’s default settings.

5 Click OK at the prompt, and a Modem Connection

Pref-erences window will display. It is possible when

reopen-ing the Modem Connection Preferences window that pre-vious changes will not display, even though they were saved and will be used by X-Charge.

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7 Click on the OK button to close the window and return

to the Connection tab.

8 Enter the Modem Speed, or click on the down arrow

9 Enter the number of Dial Attempts to make, or click on

the down arrow button to select the number from the drop-down list.

10 Enter the Primary Phone # to dial. The number must

be entered exactly as it would be dialed, without spaces or hyphens between the numbers (e.g., 18001234567).

11 Enter the Secondary Phone # to dial. The number

must be entered exactly as it would be dialed, without spaces or hyphens between the numbers (e.g.,

18001234567). 12 Enter the Client ID.

13 Click on the Load Setup File button, and a dialog box

will open for you to select a configuration file.

14 Enter the Store Number. 15 Enter the IP Client ID. 16 Enter the IP User Name. 17 Enter the IP Password. 18 Enter the IP Session ID.

The X-Charge Program and X-Charge Server Program setup is now complete. Click on the Exit button on the toolbar to return to the X-Charge Server screen. Click on the Hide button on the toolbar to return to the X-Charge Main screen.

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T

his section discusses the various types of transac-tions that the X-Charge program allows you to process, including regular credit card purchases, credit card re-turns, purchases paid by check, force transactions, and void transactions.

To begin the transaction process:

1 On your desktop, double-click on the X-Charge icon.

The X-Charge Main screen displays. Or

Click on the Windows Start button, select Programs, and select X-Charge. Then select and click on X-Charge. The X-Charge Main screen displays.

As you select each transaction type from the left side of the screen, the available fields on the right side of the screen change based on your selection. You can clear the detail entered on the screen at any time by clicking on the Clear button on the toolbar.

Note: Program features are also available by clicking on Trans-action and Administration on the menu bar and making a se-lection. When the Receipt button on the toolbar is active, you can click on it to print the last receipt that you processed. On-line Documentation - Click on Help on the menu bar and then select and click on Charge Help to display the on-line X-Charge User Manual.

C

REDIT

C

ARD

T

RANSACTIONS

Processing a Credit Card Purchase

To process a credit card purchase:

1 Click on the Purchase button or press <F2>. 2 Enter the Amount of the purchase. If the entry is for

even dollars, simply enter the number of dollars (e.g., if the amount is $10.00, enter 10). If the amount includes dollars and cents, enter the amount with a decimal point. The cursor jumps to the Credit Card # field and you are prompted to swipe the credit card.

3 Swipe the credit card, or manually enter the credit card

number and press <Enter>.

Swiping the credit card:

When you swipe the credit card, the Credit Card # and

Expiration (MMYY) date automatically fill in and the

cursor displays in the ZIP Code combo box.

3a Enter a ZIP code, or click on the down arrow button

and make a selection from the drop-down list that dis-plays.

3b Enter the Address (optional).

3c Enter the CVV2/CVC2 (Card Verification Value/Card

Verification Code) (optional).

3d Enter a Receipt # (optional).

3e Enter a Clerk ID (optional) or click on the down arrow

button to select it from the drop-down list.

Manually entering the credit card number: 3a Enter the card number in the Credit Card # field.

Spaces may be entered (e.g., 9999 9999 9999 9999), or they may be omitted (e.g., 9999999999999999).

3b Enter the Expiration date (e.g., MMYY).

3c Enter a ZIP Code (optional) or click on the down arrow

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ECTION

2

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2 Enter the Amount to be credited to the credit card

ac-count. If the entry is for even dollars, simply enter the number of dollars (e.g., if the amount is $10.00, enter 10). Once the transaction is

approved and this message displays, press <Enter> or click on the OK button to complete the process and return to the X-Charge Main screen.

When a transaction is de-clined, this message dis-plays with a decline code number. Press <Enter> or click on the OK button to continue. Refer to Appen-dix A for a list of reason codes.

Processing a Credit Card Return

Processing a return will refund the electronic funds previ-ously obtained from the cardholder’s credit card account. A return is used, for example, when a customer returns merchandise or a purchase transaction is completed in error.

To process a return:

1 Click on the Return button or press <F3>. 3d Enter the Address (optional).

3e Enter the CVV2/CVC2 (Card Verification Value/Card

3f Enter a Receipt # (optional).

3g Enter a Clerk ID (optional) or click on the down arrow

4 Click on the Process button or press <F12>. While the

transaction is being processed, a screen similar to the following displays:

This message displays when the credit card expira-tion date entered is invalid. Press <Enter> or click on the OK button to continue. You can reenter the credit card expiration date and then process again, or click on the Clear button on the toolbar to clear the screen and begin the transaction again.

Note: If you enter an incorrect address or CVC, a message will display informing you of the discrepancy and asking whether this is acceptable. If you click on No, X-Charge dials out again and reverses the charges on the credit card. If you click on <F12> Tender again, X-Charge will force the transaction and you will receive an approval code for the purchase.

Note: Refer to Appendices A and B for further detail on autho-rization and settlement action codes. Refer to Appendix D for error codes relating to modem or other internal problems.

SECTION 2

This message displays when the credit card num-ber entered is invalid. Press <Enter> or click on the OK button to continue. You can reenter the credit card

num-ber and then process again, or click on the Clear button on the toolbar to clear the screen and begin the transac-tion again.

When the process is finished, the results display in a message box on your screen and the receipt prints. • If you are using X-Charge as a stand-alone system and the Receipt Copies field on the Receipts tab of the Gener-al Options in the X-Charge Setup was set to print multiple copies, you will be prompted to print each additional re-ceipt.

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If the amount includes dollars and cents, enter the amount with a decimal point. The cursor jumps to the

Credit Card # field and you are prompted to swipe the

credit card.

number and expiration date. When you swipe the credit card, the Credit Card # and Expiration (MMYY) date automatically fill in. Refer to Step 3 under Processing a Credit Card Purchase for additional information.

4 Enter a Receipt # (optional).

5 Enter a Clerk ID (optional) or click on the down arrow

When the process is finished, the results display in a message box on your screen and the receipt prints. Refer to Step 4 under Processing a Credit Card Purchase for examples of typical result messages that display.

• If you are using X-Charge as a stand-alone system and the Receipt Copies field on the Receipts tab in the X-Charge Setup was set to print multiple copies, you will be prompted to print each additional receipt.

• If X-Charge is integrated with your POS software, copies will print based on the criteria set up for POS.

Processing a Debit Purchase

Processing a debit purchase will obtain electronic funds from the cardholder’s debit card account.

To process a debit purchase:

1 Click on the Debit Purchase button or press <F4>.

2 Enter the Amount to be debited from the debit card

ac-count. If the entry is for even dollars, simply enter the number of dollars (e.g., if the amount is $10.00, enter 10). If the amount includes dollars and cents, enter the amount with a decimal point.

3 Enter the Cash Back Amount, if applicable.

4 Swipe the debit card, and the Debit Card Scan will

au-tomatically fill in.

7 Click on the Process button or press <F12>. A window

similar to the following displays:

When the process is finished, this prompt displays if the transaction is approved:

8 Enter the PIN number in the PIN pad device and press

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Processing a Debit Return

Processing a debit return will refund the electronic funds previously obtained from the cardholder’s debit card ac-count. A return is used, for example, when a customer returns merchandise or a purchase transaction is com-pleted in error.

To process a debit return:

1 Click on the Debit Return button or press <F5>.

Processing a Forced Transaction

A forced transaction is used to add a credit card transac-tion to the batch after-the-fact. Forces are generally used to insert previously authorized, but not captured, trans-actions into a batch. Possible circumstances for using a force include:

Timeout: If you are unable to perform an on-line,

real-time authorization to NDC eCOMMERCE because, for example, the POS device has malfunctioned or the phone service is unavailable, you can perform a voice authoriza-tion and receive an approval code. Then, before settle-ment, you can force the transaction into the batch using the approval code.

Referral: If you receive a referral message such as CALL

ND, CALL AE, etc. in response to an on-line, real-time authorization through NDC eCOMMERCE, call the ap-propriate entity for a voice authorization. If approved, you can then force the transaction into the batch using the approval code received during the voice authoriza-tion.

AL Responses: The AL response (approved with positive

ID) usually results when a person uses a credit card for the first time. Verify the identity of the card holder, then SECTION 2

2 Enter the Amount to be returned to the credit card

ac-count. If the entry is for even dollars, simply enter the number of dollars (e.g., if the amount is $10.00, enter 10). If the amount includes dollars and cents, enter the amount with a decimal point.

3 Swipe the debit card, and the Debit Card Scan will

au-tomatically fill in.

6 Click on the Process button or press <F12>. A window

similar to the following displays:

Press <Enter> or click on the OK button to complete the process and return to the X-Charge Main screen.

Note: The Welch Allyn signature capture device can only be used for PIN number entry, not for card swiping, with the debit purchase function.

7 Enter the PIN number in the PIN pad device and press

the <Enter> button on the device. While the transaction is being processed, a screen similar to the following dis-plays:

When the process is finished, this prompt displays if the transaction is approved:

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2 Enter the Amount to process. If the entry is for even

dollars, simply enter the number of dollars (e.g., if the amount is $10.00, enter 10). If the amount includes dollars and cents, enter the amount with a decimal point.

number and expiration date. When you swipe the credit card, the Credit Card # and Expiration (MMYY) date automatically fill in. Refer to Step 3 under Processing a Credit Card Purchase for further information.

4 Click in the Approval Code field and enter the NDC

approval code. You can also click on the Search button to display the Item Number Lookup window.

When the process is finished, the results display in a message box on your screen and the receipt prints. Refer to Step 4 under Processing a Credit Card Purchase for examples of typical result messages that display. • If you are using X-Charge as a stand-alone system and the Receipt Copies field on the Receipts tab in the X-Charge Setup was set to print multiple copies, you will be prompted to print each additional receipt.

• If X-Charge is integrated with your POS software, copies will print based on the criteria set up for POS.

Note: X-Charge is unable to override duplicates (AP-DUP er-rors) for forced transactions.

Note: Refer to Appendices A and B for further detail on autho-rization and settlement codes. Refer to Appendix D for error codes relating to modem or other internal problems.

accept or reject the transaction. AL responses are not automatically captured by the POS device or NDC eCOMMERCE. If you reject the transaction, no action is necessary. If you accept the transaction, it should be forced into the batch using the approval code received with the AL message.

To force a transaction:

1 Click on the Force button or press <F6>.

Locate the correct item in the grid, click to highlight it, then click on the OK button to place the Approval # in the Approval Code field. To find an item quickly, click on

the down arrow button in the Find combo box and make a selection form the drop-down list of fields to search, then enter the corresponding data in the edit box follow-ing the “=” sign.

5 Enter a receipt number in the Receipt # field, if

appli-cable.

Processing a Pre-Authorization

A preauthorization lets you run a credit card through the system before you determine the final amount of the bill. For example, you could preauthorize a credit card for 10% over the amount of the bill to allow for gratuity. Then, once the customer includes the tip and signs the bill, you can force the amount for a higher or lower amount than the preauthorized amount.

To process a preauthorization:

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28 SECTION 2

When the process is finished, this prompt will display:

Processing a Credit Card Adjustment

Note: This option is not available if you are using Concord as your processor.

An adjustment is used when an incorrect amount was charged on a credit card and you want to adjust the amount. For example, if $5.00 was charged but the actual amount of the sale was $4.50, you would enter the correct amount of $4.50.

To process an adjustment:

1 Click on the Adjustment button or press <F8>.

2 Click on the Search button, then click to highlight the

correct item in the Item Number Lookup window that dis-plays and click on the OK button.

2 Enter the Amount to preauthorize. If the entry is for

even dollars, simply enter the number of dollars (e.g., if the amount is $10.00, enter 10). If the amount includes dollars and cents, enter the amount with a decimal point.

number and expiration date. When you swipe the credit card, the Credit Card # and Expiration (MMYY) date automatically fill in. Refer to Step 3 under Processing a Credit Card Purchase for further information.

4 Enter a ZIP Code (optional), or click on the down arrow

5 Enter the Address (optional).

6 Enter the CVV2/CVC2 (Card Verification Value/Card

The Item Number, Credit Card #, and Expiration

(MMYY) fields will automatically fill in when the item is

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Processing a Credit Card Void Transaction

A void transaction is used to entirely back out or reverse a credit card purchase transaction. The transaction must be in the current open batch, and only the full dollar amount of the original transaction can be voided - you cannot enter a partial void.

Note: Voiding a credit card transaction in X-Charge has no effect in the POS software.

To void a transaction:

1 Click on the Void button or press <F9>.

3 Enter the Amount to adjust. If the entry is for even

dol-lars, simply enter the number of dollars (e.g., if the amount is $10.00, enter 10). If the amount includes dollars and cents, enter the amount with a decimal point.

The Item Number, Amount, Credit Card #, Expiration

(MMYY), and Clerk ID fields will automatically fill in

when the item is selected. To find an item quickly, click on the down arrow button in the Find combo box and make a selection from the drop-down list of fields to search, then enter the corresponding data in the edit box follow-ing the “=” sign.

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30 SECTION 2

G

IFT

C

ARD

T

RANSACTIONS

Click on the Gift Card Transactions button on the left side of the main menu to access these options.

Issuing a Gift Card

To issue a gift card:

1 Click on the Issue button or press <Alt+I>.

When the process is finished, the results display in a message box on your screen and the receipt prints. Refer to Step 4 under Processing a Credit Card Purchase for examples of typical result messages that display. • If you are using X-Charge as a stand-alone system and the receipt criteria was set to print multiple copies, you will be prompted to print each additional receipt. • If X-Charge is integrated with your POS software, cop-ies will print based on the criteria set up for POS.

Processing a Purchase with a Check

When you process a purchase with a check, you are us-ing a check guarantee company to authorize and guaran-tee payment on personal checks.

Note: Concord supports MICR check verification, but it does not support drivers license # check verification which is what POS uses.

To process a check verification:

1 Click on the Check button or press <F10>.

Note: Certain fields may or may not display depending on the Check Verification Service specified in Setup>Credit Cards> Transactions tab.

2 Enter the Amount to process. If the entry is for even

dollars, simply enter the number of dollars (e.g., if the amount is $10.00, enter 10). If the amount includes dollars and cents, enter the amount with a decimal point.

3 Enter the Drivers License #. 4 Enter the Check #.

5 Enter the two (2) digit state/province abbreviation or

• If you are using X-Charge as a stand-alone system and the receipt criteria was set to print multiple copies, you will be prompted to print each additional receipt. • If X-Charge is integrated with your POS software, cop-ies will print based on the criteria set up for POS.

Note: Refer to Appendices A and B for further detail on autho-rization and settlement action codes. Refer to Appendix D for error codes relating to modem or other internal problems. Note: After the batch is settled, items from the previous batch will remain in the Search window until a new batch is started.

State code, or click on the down arrow button and make a

selection from the drop-down list that displays. You can also press the <down> arrow key on your keyboard to scroll through the list.

Note: Refer to Appendix C for additional detail on state/province codes.

6 Accept the default Check Type of Personal, or click on

the down arrow button and select Business.

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Redeeming a Gift Card

Redeeming a gift card will remove the amount you enter in the Amount field here from the card. This transaction can be used when there is a remaining balance. The gift card account will remain active with a balance.

To redeem a gift card:

1 Click on the Redeem button or press <Alt+P>.

2 Enter the Amount of the gift card to redeem. 3 Enter the Account # or swipe the gift card. 4 Enter the Receipt # (optional).

2 Enter the Amount of the gift card to issue. 3 Enter the Account # or swipe the gift card. 4 Enter the Receipt # (optional).

5 Enter the Clerk ID (optional) or click on the down

arrow button to select it from the drop-down list.

Processing a Gift Card Return

To process a return on a gift card:

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32 SECTION 2

2 Enter the Amount of the gift card to adjust. 3 Enter the Account # or swipe the gift card. 4 Enter the Receipt # (optional).

2 Enter the Amount of the gift card to return. 3 Enter the Account # or swipe the gift card. 4 Enter the Receipt # (optional).

Processing a Gift Card Void Transaction

A void transaction is used to entirely back out or reverse a gift card purchase transaction. The transaction must be in the current open batch, and only the full dollar amount of the original transaction can be voided - you cannot enter a partial void. If there were no prior transactions on the gift card, voiding the issue will leave a zero balance on the card.

Processing a Gift Card Adjustment

A gift card account will remain active after an adjustment. To process a positive or negative adjustment on a gift card:

1 Click on the Adjustment button or press <Alt+D>.

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Note: Refer to Appendix E for error codes relating to modem or other internal problems.

Note: After the batch is settled, items from the previous batch will remain in the Search window until a new batch is started.

The Item #, Batch #, Batch Ref. No., Amount, and

Ac-count # fields will automatically fill in when the item

num-ber is selected. To find an item quickly, click on the down arrow button in the Find combo box and make a selection from the drop-down list of fields to search, then enter the corresponding data in the edit box following the “=” sign.

Note: A voided gift card transaction will not display with a strike-through since gift card data is associated to the actual gift card number rather than to a transaction number.

Note: Voiding a gift card transaction in X-Charge has no effect in the POS software.

Note: You cannot void a multiple issue transaction.

To process a void on a gift card:

1 Click on the Void button or press <Alt+V>.

Gift Card Balance Inquiry

To perform a balance inquiry:

1 Click on the Balance Inquiry button or press <Alt+B>.

2 Enter the Account # or swipe the gift card.

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34 SECTION 2

Replacing a Gift Card Account

Use this option if you have a gift card that is about to expire and you want to transfer the remaining balance to a new gift card account. This will remove the amount from the old gift card when the new card has a zero bal-ance. The old account becomes inactive and the new gift card account will be active.

To replace a gift card account:

1 Click on the Replace Account button or press <Alt+E>.

Combining Gift Card Accounts

Use this option if you have two or more gift cards with balances or credit on them and you want to combine them on one new gift card.

To combine gift card accounts:

1 Click on the Combine Accounts button or press

<Alt+C>.

2 Enter the Old Account # or swipe the gift card. 3 Enter the New Account # or swipe the gift card.

Note: The card must have already been issued.

4 Enter the Receipt # (optional).

Press <Enter> or click on the OK button to complete the process and return to the X-Charge Main screen. When the process is finished, this prompt will display:

2 Enter the Old Account # or swipe the gift card. 3 Enter the New Account # or swipe the gift card. 4 Enter the Receipt # (optional).

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Issuing Multiple Gift Cards

To issue multiple gift cards in one transaction:

1 Click on the Multiple Issue button or press <Alt+M>.

2 Accept the Multi Issue Type of List, or click on the

down arrow button and select Count or Range.

•

If List is selected, you can issue multiple gift cards with different amounts. Swipe or enter the gift cards’ Account numbers and enter the Amount of each card. Click on the Add button to add the card to the list, or click on the Delete button to remove it. The gift cards do not have to be in sequential order.

•

If Count is selected, you can issue multiple gift cards with one amount all in one transaction by entering an

Amount and then entering or swiping the gift card. Enter

the Start Account and # of Accounts. The gift cards must be in sequential order. For example, if you enter 001 as the starting account number and 3 as the number of accounts to issue, the gift cards issued will be numbers 001, 002, and 003.

•

If Range is selected, you can issue a range of gift cards with the same amount. Enter the Amount, swipe or enter the Start Account number, then swipe or enter the End

Account number. The gift cards must be in sequential

or-der (e.g., 001, 002, 003, 004, etc.).

3 Enter the Receipt # (optional).

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