Envision Credit Card Processing
Table of Contents
Part I Credit Card Processing Setup
1
Part II Credit Card Processing
2
... 3 1 Entering Tips
... 4 2 Processing the Credit Card
Part III Credit Card Preauthorization
7
Part IV Recalling a Ticket
8
Part V Voiding (Refunding) a Ticket
10
Part VI Removing (deleting) a Ticket
12
Part VII How to View the Batch Report
13
Credit Card Processing Setup
1. In Envision, click on “Company” on the Menu Bar and select “Setup Program Preferences” from the drop down menu. You will see the following screen:
2. Select "Credit Card Software Terminal (Credit & Debit Transactions)" as the Credit Card Processor Selection. 3. Enter your Merchant Account information under the "Credit Card Terminal Software Setup" tab in the middle of this screen.
4. Click the “Save” button in the upper right hand corner to save this information.
5. Open the Sales Register screen in Envision and create a test sales transaction. You will need to change the price of the item selected to a dollar or a very small amount of money.
Testing Credit Card and Debit/Check Card Transactions: You will need to test this with a real credit or debit
Credit Card Processing
1. Create a sales transaction in the Point of Sale and click the “Sale / Cash Out” button.
2. When the Payment Panel appears, click the "Print Ticket" button to print a receipt so that the client may fill in tip information.
Entering Tips
The following screen will appear when you click on the "Enter Tips" button from the Payment Screen.
This screen is where you will select an employee and enter the amount of the tip. You can have the tip split between multiple employees at the client's direction.
4. Click the "Add Blank Line" button at the bottom of this screen and the Employee Search window will open. You can also click in the field labeled "Click here to add a new row". This will provide a drop down arrow so that you may select the employee from the drop down list. Select an employee to receive the tip.
Adding Employees: If you need to select more than one employee, click the "Add All Employees" button to
add all of the employees on the ticket, or click the "Add Blank Line" button again to select an additional employee.
5. Enter the amount of the tip in the "Tip Amount" field to the right of the employee's name. Entering Tips for Multiple Employees:
If there are multiple employees, you may enter a specific amount for each employee in the "Tip Amt" field to the right of their Employee Id, or you may enter a "Total Tip Amount" in the field on the right.
Use the "Total Tip Amount" field or "Total % Amount" field if you would like to have the program assign a tip amount to each selected employee. The "Total Tip Amount" is the total amount that the client gives to you for more than one employee. You may also enter a "Tip % Amount". Click either "Split By Pct of Service Done" or "Split Evenly". "Split By Pct of Service Done" will split the "Total Tip Amount" or the "Total % Amount" according to the percent of service that was done by each employee. The employee that performed a more expensive, time consuming or difficult service (depending on the price of the service) will receive the larger tip. "Split Evenly" will split the "Total Tip Amount" or "Tip % Amount" evenly for each employee.
Processing the Credit Card
7. Select the type of credit card the client will be using or select the "Debit" payment type if the client would like to use their debit/check card with a pin number.
8. After entering the tip and selecting the type of payment, click the credit card processing button to process the card.
Pin-based Debit/Check Card Transactions:
After swiping the debit card, the following window will open. Wait for the client to enter their pin on the Pin Pad. If they change their mind, you can click the "Cancel" button to cancel the debit transaction and start the transaction over as a credit card transaction.
Debit/Check Card Cash Back:
If the client would like to use a Debit/Check Card, you can also give cash back to the client for Debit/Check Card transactions. Enter the amount of cash in the "Debit Cash Back" field. After entering this amount, swipe the card with your Magstripe Reader. You must swipe a Debit/Check Card. Manual Card Entry cannot be used for Pin-Based Debit/Check Card transactions.
Pin-Based Debit/Check Card Transactions vs. Signature-Based Debit/Check Card Transactions:
A Pin-based Debit/Check Card transaction can only be completed if you have an External Pin Pad. You can still process a Debit/Check Card in Envision WITHOUT a Pin pad. To complete a Signature-based Debit/ Check Card transaction, select the type of Credit Card that the Debit/Check Card is (IE. Visa, Mastercard, etc.) and process the card normally. The card will still be processed with a lower discount percentage
processing rate.
10. A message will appear stating whether the transaction has been declined or approved and the Authorization Number will be automatically entered in the "Authorize No." field.
Processing a Second Time: You DO NOT need to click the credit card button to process the transaction again
unless you receive the "Credit Card Declined" message. If the card is swiped and processed a second time, the client will be charged a second time if the transaction has already been approved.
12. A prompt will appear for printing a receipt. Click "Yes" if you would like two receipts printed with the Signature line.
Merchant/Customer Copy Receipts: For a Merchant and Customer copy of the receipt, the correct Receipt
Credit Card Preauthorization
An option that some businesses prefer is to enter the tips after the transaction. The Envision program allows for this with the pre-authorization option in the program preferences.
Once this option is selected, a pop-up window will occur at the Sales Register upon a credit card swipe.
Tips may be entered right then by entering the employee ID and tip amount, selecting "Process Tip Now" to immediately process the tip.
When this option is selected, you will need to input the tip amount and process the card. To access the screen to do this, click on "Accounting" in the toolbar and select "Credit Card Preauthorization" from the drop down. When all tips have been input, select the "Process" button to process the cards.
Recalling a Ticket
Choose this option if you need to make changes to a transaction that has already been cashed out (completed). You may change any of the employees that are associated with any of the items in the ticket, change the price of the items or discount, and edit tips that have been entered as well as the payment types. The changes that you make to the ticket will not affect the current drawer (Z-Out Drawer), only the drawer that the ticket is in. You must click the "Sale/Cash Out" button and then the "Cash Out" button on the Payment Panel to save your changes. This option does require the Manager Override Password.
Adding Items to a Ticket: If you need to add items to this ticket and the client is paying with a credit/debit
card for the additional item, DO NOT RECALL the ticket! You will need to create a brand new ticket (transaction) for this. For example: If a client is purchasing a bottle of shampoo and this item was not included in the original transaction, you should NOT recall the ticket and add the item to the original transaction. If they are paying for everything with a credit card and you process the card again on the recalled ticket, the client will be charged twice! Just create a new separate transaction for the shampoo. You will need to swipe/process the card a second time, however you will only be charging the client for the shampoo.
1. In the Point of Sale, click the “Actions” button and select the “Recall Ticket” option.
3. Enter the password and click the “OK” button. A ticket (transaction) window will appear.
4. Select the ticket (transaction) from the list and click the “OK” button.
5. The ticket will be opened in the Point of Sale so that you can make changes to it. Make any changes necessary and click the "Sale/Cash Out" button.
Processing a Second Time and Changing The Payment Type:
You DO NOT need to click the credit card button to process the transaction again. If the card is swiped and processed a second time, the client will be charged a second time.
DO NOT change the payment types unless the Payment Type is incorrect and you need to change it! If the Payment Type has been changed, the transaction will show up in reports under a different Payment Type than the type that was originally selected.
Voiding (Refunding) a Ticket
Voiding a ticket will make the total amount due a negative amount. History of this ticket will remain in the program. This is an option that you may choose if you would like to void (refund) the transaction and credit the total transaction amount back to a client's credit card account. You must enter the Manager Override Password for this selection as well.
1. In the Point of Sale, click the “Actions” button and select the “Void Ticket” option.
4. Select the ticket (transaction) from the list and click the “OK” button. 5. The following prompt will appear:
6. After clicking “OK”, the transaction will appear in the Point of Sale with negative amounts for all of the items in the transaction.
7. Click the “Sale / Cash Out” button.
8. Swipe the Credit Card.
9. A message will appear stating whether the transaction has been declined or approved. 10.Click the "Cash Out" button.
Removing (deleting) a Ticket
Removing a ticket will delete the transaction from the history. There will be no trace of the selected transaction.
WARNING: Be very careful with this feature. If a ticket has been removed, you will not be able to retrieve
the transaction. You will also be required to enter the Manager Override Password.
1. In the Point of Sale, click the “Actions” button and select the “Remove Ticket” option.
3. Enter the password and click the “OK” button. A ticket (transaction) window will appear.
4. Select the ticket (transaction) from the list and click the “OK” button.
5. Click "OK" when the following prompt appears. The ticket (transaction) will be deleted immediately.
How to View the Batch Report
1. Click on "Accounting" on the Menu Bar.
3. The following option screen will appear:
4. Select your date range and options and click the "Preview" or "Print" button.