Credit Card Advantage 7.0
User Guide
Table of Contents
TABLE OF CONTENTS...2
PREFACE...7
Introduction...7
Product Features ...7
Terms Used in this Guide ...8
How it All Works ... 10
PART I: INSTALLATION AND UPGRADE ... 11
New Installation... 11
Checking Requirements ... 11
Running the CCA*.exe ... 11
To execute the CCA*.exe: ... 11
Including New Code ... 12
To include new code:... 12
Attaching the Registration Window... 12
To attach the Registration form: ... 13
Running Installation Routines ... 13
To run installation routines: ... 14
Entering Product Registration Key... 14
To enter Product Registration Key:... 14
Entering Connector Registration Keys ... 14
To enter Connector Registration keys: ... 15
Upgrade Instructions ... 15
Running the CCA*.exe ... 15
To execut e the CCA*.exe: ... 16
PART II: GENERAL ETRANSACTION INFORMATION... 17
Transaction Types ... 17 Sale ... 17 Book ... 17 Ship ... 18 Credit ... 18 Force... 19 Force – Local ... 19 Void ... 20 Settlement ... 20
PART III: CREDIT CARD ADVANTAGE WINDOWS ... 21
Generic Setup ID ... 21
Inside of Great Plains Generic Setup ID... 21
Through Connection Manager Generic Setup ID ... 23
Advanced Setup ID ... 24
Company Default Setup Window ... 27
To create a Default Company Setup: ... 27
User CC Advantage Security Setup Window ... 28
To setup a User Security for CREDIT CARD ADVANTAGE: ... 28
CC Advantage Book Duration Window... 29
To setup a Book Duration for a credit card: ... 30
Shortcut Keys Setup ... 30
To setup Shortcut Keys:... 31
eTransaction Entry Window ... 31
Opening the eTransaction Entry Window ... 31
Creating a Great Plains Sales Document ... 32
To create a Great Plains Sales Document: ... 32
Fields in the eTransaction window... 32
Processing Electronic Transactions ... 35
To Process an Electronic Transaction: ... 36
Handling Approved Transactions... 37
Handling Denied Transactions ... 37
Dealing with Receipts ... 37
CC Advantage Batch Verification Window ... 38
Creating Batch Transactions ... 39
To create a Great Plains sales document:... 39
To create Batch Mode Transactions: ... 39
To Process Credit Card Transactions - Batch Mode:... 40
Deleting a Credit Card Batch... 40
To Delete a Credit Card Transaction Batch: ... 41
Handling Approved Batches ... 41
Handling Denied Batches ... 41
To resubmit denied batch mode transactions: ... 41
Dealing with Reports ... 41
Batch Transactions ... 42
To open the Batch Transactions window:... 42
To view more detailed information: ... 43
To make changes to transaction information:... 43
Deleting a Credit Card Transaction from a Batch ... 43
To Delete a Credit Card Transaction Batch: ... 43
CCA Auto Batch... 44
Setup to use Auto Batch ... 44
Creating Batch Mode Transactions with Auto Batch... 44
To use Auto Batch feature: ... 44
Shipping Booked Transactions... 45
To ship from Authorized Transaction: ... 45
Voiding Booked Transactions ... 46
To void from Authorized Transaction: ... 46
CC Advantage Denied Transactions ... 46
To Correct Denied Batch Transactions: ... 47
CC Advantage Customer Inquiry ... 48
General Viewing for CC Advantage Customer Inquiry ... 48
To View the CC ADVANTAGE Customer Inquiry window: ... 48
Dealing with Reports ... 49
To Print the Credit Card Transactions Report and Historical Transactions Report: ... 49
Card Transaction Reports ... 49
To Generate Credit Card Transaction Reports:... 50
End of Day Procedure ... 51
To Preview Credit Card Activity before Settlement: ... 52
To Print Historical Settlement Reports: ... 53
To Print Daily Transactions Reports:... 53
CCA Expired Book Batches ... 53
Manually Extend ... 54
To Manually Extend Expired Book Transactions: ... 54
Renew Book Duration ... 55
To renew an expired book batch:... 55
Delete Book Transaction ... 56
To Delete an expired book batch: ... 56
Handling Renewed Book Transactions... 56
Handling Denied Transactions ... 56
CCA Expired Book Transactions window ... 57
To drill down on an expired book batch:... 57
Remove History ... 58
To Run Remove CCA History: ... 58
Auto Reconciliation ... 58
To obtain an import file for Auto Reconciliation: ... 59
To import a file for Auto Reconciliation: ... 60
To reconcile a file: ... 60
Expired Customer Cards ... 60
To update customer with expired cards:... 61
Credit Card Setup Window ... 61
To create or update a new credit card: ... 62
Default Card Setup ... 63
To enter default card information directly in Great Plains: ... 63
PART IV: ADVANCED FEATURES ... 65
To Activate Fail on AVS: ... 65
Fail on ZIP Mismatch ... 65
To Activate Fail on AVS: ... 65
Entering More than One Credit Card for a Single Document ... 66
To enter multiple credit card payments for a single transaction: ... 66
Multicurrency Transaction Processing ... 66
Automatically Renew Expired Book Transactions ... 67
To Setup Auto Renew Expired Book: ... 67
Multiple Booking ... 67
To Set Up Multiple Booking: ... 69
To Run Multiple Booking:... 69
Partial Shipping... 69
To Set Up Partial Shipping: ... 70
To Run Partial Shipping:... 70
Telephone Authorizations ... 71
Deleting and Voiding Dynamics/eEnterprise Sales Transactions ... 71
PART V: TASK SCHEDULER... 72
Setup ... 72
Set Auto Batch Creation Time ... 73
Set Batch Processing Time ... 74
End of Day Scheduler Setup ... 74
APPENDIX A: TROUBLES HOOTING ... 76
APPENDIX B: FILES/TABLES CREATED BY CREDIT CARD ADVANTAGE... 77
Data Files ... 77
In the Dynamics or System database: ... 77
In each Company database:... 77
Other Files Installed Directory ... 78
APPENDIX C: CYBERSOURCE GATEWAY ... 79
CyberSource Gateway ... 79
Generating CyberSource Certificates ... 79
To Generate Certificates for CyberSource:... 79
Testing ... 80
To Test CREDIT CARD ADVANTAGE with CyberSource: ... 80
Reconciling CyberSource with CREDIT CARD ADVANTAGE ... 81
To Run CyberSource Daily Activity Reports:... 81
Transaction Type Names ... 81
APPENDIX D: PAYMENTECH GATEWAY ... 82
To Test CREDIT CARD ADVANTAGE with Paymentech:... 82
Reconciling Paymentech with CREDIT CARD ADVANTAGE... 83
To Run Paymentech Reports: ... 84
APPENDIX E: VERISIGN GATEWAY... 85
Testing ... 85
To Test CREDIT CARD ADVANTAGE with VeriSign: ... 85
Reconciling VeriSign with CREDIT CARD ADVANTAGE ... 86
To Run VeriSign Daily Activity Reports:... 86
Transaction Type Names ... 86
PREFACE
Introduction
Nodus CREDIT CARD ADVANTAGE* allows users to enter electronic transactions directly into their Dynamics / eEnterprise sales module and have those payments VERIFIED VIA THE WEB without leaving the Dynamics / eEnterprise sales entry window. CREDIT CARD ADVANTAGE integrates with each of the main sale modules. Electronic transactions can be processed individually in real-time mode or saved to a batch for efficient bulk processing.
CREDIT CARD ADVANTAGE allows for the use of multiple merchant identifiers within the same company, interfaced with multiple processor and payment gateways. With its web-based design processing transactions is fast, secure, and reliable. CREDIT CARD ADVANTAGE has a long list of features which are detailed in this User’s Guide.
*Patent Pending
Product Features
Nodus CREDIT CARD ADVANTAGE is designed to work seamlessly with Dynamics/eEnterprise. Features include:
§ eTransaction verification from all Dynamics/eEnterprise Sales data entry screens
§ Real Time (on the fly) verification § Batch mode verification
§ Complete multi-user capability § Supports numerous processors
§ Works with multiple payment gateways
§ Streamlines Sales Order Processing and Invoicing payment entry § Ability to pre-reserve funds for guaranteed approval when shipping § Web-based design eliminates modem problems
§ Automated batch creation § Fail on ZIP and Address features § Supports Level 2 security
§ Provides many useful reporting windows § Supports multiple cards per customer
In addition to the built-in features above, CREDIT CARD ADVANTAGE has been designed to easily integrate with other accounting systems: POS systems, CRM systems and other custom integration. A Software Developer Kit is available for developers to build integrations from their clients system to CREDIT CARD ADVANTAGE. Developers: please contact Nodus for further details and a copy of the CREDIT CARD ADVANTAGE SDK.
Terms Used in this Guide
Various terms are used throughout the credit card industry. Often several different terms may have the same meaning. This section will define which terms we have chosen to use and what they mean. For additional terms please visit our online Glossary.
Terms referring to specific transaction types are not covered in this section. For example, a ‘Pre-Authorize’ transaction at one processor may be called a ‘Book’ transaction by a different processor. Transaction Types terms are covered in their own section Transaction Types.
Back Engine Referred to as Payment Gateway
Payment Gateway The software and / or service that transmit the e-transactions to the processor. CREDIT CARD ADVANTAGE sends transactions from the accounting software through the payment gateway. Examples of a payment gateway are VeriSign and Paylinx. A payment gateway is also referred to as a back-engine, gateway or processing engine.
Processing Engine Referred to payment gateway
Processor The processor is also known as a network. The processor is a middle-man between the merchant and the customer’s bank. The processor allows the merchant to connect to the approving bank (cardholder’s bank) to check the validity of the card and the availability of the funds and sends a response through a payment gateway.
Accounting System Integration The accounting system integration is the most visible piece of CREDIT CARD ADVANTAGE. The accounting system integration is where the e-transactions are entered. It is also the piece that writes the proper payments to the accounting data. AKA “Back Office Support”, “Back Office Integration”, “UI” (“User Interface”). Payment Gateway Connector The payment gateway connector is the part of CREDIT CARD
ADVANTAGE that connects the accounting system integration to the payment gateway. AKA “Com Component”.
Electronic Transaction (e-Transaction). A transaction that is processed electronically. The transaction can be done using a credit card, an eCheck, or an
ACH payment.
Reference Credits A credit transaction that is issued with information from a previous transaction. To do this transaction would need a Transaction ID.
Non-Referenced Credits A credit transaction that is issued without any previous transaction. To do this transactions would not need a Transaction ID.
How it All Works
Below is a graphic representation of the transaction flow when using CREDIT CARD ADVANTAGE.
The red dashed line represents the Request. The blue dotted line represents the Response. The green solid line represents Settlement.
Nodus Accounting System Integration Nodus Payment Gateway Connector Payment Gateway (eg. VeriSign) Processor (eg. Nova) Customer’s Bank Account Company’s Bank Account
PART I: Installation and Upgrade
New Installation
There are several steps to installing CREDIT CARD ADVANTAGE. Each section below covers one of the steps detailed below.
§ Checking Requirements
§ Obtaining the CCA*.exe
§ Running the CCA*.exe
§ Including New Code
§ Attaching the Registration Window
§ Running Installation Routines
§ Entering Accounting System Integration Key
§ Entering Payment Gateway Connector Key(s)
Checking Requirements
Before installing CREDIT CARD ADVANTAGE make sure the system meets the minimum requireme nts:
§ Operating System must be Windows 2000, Windows XP or Windows NT. § The latest service pack of Dynamics / Enterprise must be installed.
§ Workstation must have constant live connection to the Internet in order to process credit card transactions.
§ The workstation must meet the minimum hardware requirements of the Dynamics / eEnterprise system.
Running the CCA*.exe
To run the CCA*.exe administrative privileges are required on the environment. The install routines include the will do the following:
§ Copy the cca*.cnk file to the Dynamics / eEnterprise launch directory § Install the User Guide and Release Notes to the Windows Start menu § Install various .dlls and system files
§ Install payment gateway software on the local drive § Install payment gateway connector on the local drive
To execute the CCA*.exe:
1.
Double-click the CCA*.exe file.
2.Follow the instructions on-screen.
3.
When asked where Dynamics / eEnterprise is installed,
change the default location to match the Launch
directory of Great Plains.
4.
Continue through the installation windows, following
the instructions on screen until clicking the Finish
button.
5.
To complete the installation, reboot the computer
when prompted.
6.
After the computer is restarted, setup information can
be entered from Start->Programs->Nodus
Technologies->Credit Card Advantage Setup or
information can be entered after “Table Setup and
Conversion” has been run.
Including New Code
After running through the install for Credit Card Advantage new code will need to be included. This will convert the cnk file to a dic file. The dic file holds the information for the Credit Card Advantage windows to work.
To include new code:
1.
After completing the installation finishes, launch
Dynamics / eEnterprise.
2.
When prompted, choose Yes to include new code.
Attaching the Registration Window
After purchasing CREDIT CARD ADVANTAGE, Nodus will give provide you an accounting system integration key. This number will activate the software for use with for a specified Registered Site ID. To preview CREDIT CARD ADVANTAGE before purchase, the software is fully functional, without a registration key, in “The World On-Line, Inc”. To use the product with an actual company data, the accounting system integration key must be entered.
To attach the Registration form:
1.
On the shortcuts menu bar, click “Add”.
2.Choose “Other Window”.
3.
Click the “+” next Credit Card Advantage
4.Click the “+” next to 3
rdParty.
5.
Select “CC Advantage Registration”.
6.Click the “Add” button.
7.
Click the “Done” button.
Running Installation Routines
Running the installation routines consists of opening the CC Advantage Registration window and choosing the Table Setup and Conversion button. The installation routines will create tables and stored procedures and set permissions on those objects for those users running on an MS-SQL database. These procedures will also convert any existing data for users who are upgrading from a previous version. In addition, a procedure will be run that will automatically attach the CREDIT CARD ADVANTAGE Palette to the Sales
Transaction palette.
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The keys in the picture above will not work on any another system.
To run installation routines:
1.
From the Shortcuts bar, choose CC Advantage
Registration.
2.
Click Table Setup and Conversion.
Clicking the Table Setup and Conversion button is necessary every time a new build is installed. This needs to be done once for each company. This should be done no matter which database is being used: Pervasive, Ctree, or MS-SQL. These procedures will handle all table setups, stored procedure creation, table and stored procedure permissions and data conversions.
Entering Product Registration Key
Only one key is necessary to activate CREDIT CARD ADVANTAGE with all the companies in a Great Plains accounting system. The Product Registration key need only be entered once per build. It can be entered from any installed workstation and from within any company. The key will activate the accounting system integration for all companies and workstations.
To enter Product Registration Key:
1.
From the Shortcuts bar, choose CC Advantage
Registration.
2.
If using temporary test keys, go to Options > Key
Expiration Date to open the Registration Key
Expiration Date window. Enter the key expiration date
in the field provided. Click OK.
3.
Enter the Nodus user count. Generally, this will be 0 or
blank to reflect unlimited users.
4.
Enter the Product Registration key.
Entering Connector Registration Keys
Each workstation requires an individual connector registration key. This key is specific to computer variables. You can generate connector registration keys by logging into the Nodus Key Generator at
http://www.nodustech.com/CustomerRegistration or emailing Nodus Support at [email protected].
Figure: Software Registration
To enter Connector Registration keys:
1.
On each installed workstation go to Start ⇒ Programs
⇒ Nodus Technologies
⇒ Register Paymentech
Connector or Register Verisign Connector. The
Software Registration window will open.
2.
Enter the Connector Registration key.
3.Click Unlock.
4.
Repeat steps 1 –3 for each installed workstation.
Upgrade Instructions
The steps to upgrading are similar to those of a new Install. After running the install you will need to include the new code, enter in the new product registration keys, and complete the installation procedures. Below are the steps that are different from those specified under the New Installation section.
§ Running the CCA*.exe
Running the CCA*.exe
To run the CCA*.exe administrative privileges are required on the environment. The upgrade routines include the will do the following:
§ Copy the new cca*.cnk file to the Dynamics / eEnterprise launch directory
§ Update the User’s Guide and Release Notes in the Windows Start menu § Update various .dlls and system files
§ Update payment gateway software on the local drive § Update payment gateway connector on the local drive
To execute the CCA*.exe:
1.
Double-click the CCA*.exe file.
2.
Click OK on the box telling you that you will be
upgrading Credit Card Advantage.
3.
Continue through the installation windows, following
the instructions on screen until clicking the Finish
button.
4.
To complete the installation, reboot the computer
when prompted.
5.
After the computer is restarted, setup information can
be entered from Start->Programs->Nodus
Technologies->Credit Card Advantage Setup or
information can be entered after “Table Setup and
Conversion” has been run.
PART II: General eTransaction
Information
Transaction Types
This section explains each of the transaction types in CREDIT CARD ADVANTAGE. The steps for processing each of the transaction types are nearly identical. Slight variations are identified and explained in this section Please note: the various names of the transaction types vary by processor. A Sale may be called Capture by some processors. A Book may be a Pre-Authorize. There are other variations. The names chosen for CREDIT CARD ADVANTAGE are among the more common but are not universal. Though the names may vary, the processing details do not.
Sale
An approved Sale is an immediate charge to the customer’s credit card or account; however, the charge will not show up until after settlement. If a Sale is saved to a batch, the charge will not occur until the batch is sent for approval. A Sale can only be reversed with a Void or a Credit. A Sale transaction does the same thing regardless of it being a credit card transaction, an eCheck transaction, or an ACH transaction.
Book
When dealing with credit card transactions a Book is a reserve of a specified amount on the customer’s credit card or account. A Book prevents the customer from using that portion of their credit / funds, but does not actually charge the card nor transfer any moneys. A Book is useful for companies that ship merchandise one or more days after receiving an order. By issuing a
Book, a company reserves the necessary amount on the customer’s card at
the time of the order. This reserve assures an approved Ship transaction at the time the merchandise is eventually shipped. A Ship transaction is necessary to complete the Book. A Book can only be entered from the Sales Transaction Entry window.
The number of days a Book will stay open is determined by each cardholder’s issuing bank. The most common number is 7 to 10 days, but some banks may hold Books for as long as four weeks and little as 3 days.
A book transaction cannot be reversed. Issuing a Void for a book transaction will not free up the money on the customer’s credit card. To free up the money on a customer’s card you would need to issue a ship and then void that shipped amount.
When dealing with eChecks and ACH a Book is a query to see if the account number exists. This Book does not reserve funds on the customer’s account.
Ship
A Ship can only be issued for a transaction that has been previously a Book. Under ordinary circumstances, a Ship is assured approval as long as the amount is equal to or less than the original Book amount and the Ship transaction is sent before the Book has expired. A Ship results in an immediate charge to the customer’s credit card or account. If the Ship is for less than the original Book amount, the remainder of the original Book amount is released back to the customer’s credit line or account.
A ship transaction can be reversed by issuing a credit or void.
Credit
A Credit is issued to transfer money from the company’s account to the customer’s account or credit card. There are two types of Credit transactions that you can issue: referenced credit and non-referenced credit. A referenced credit occurs when you remove the payment line, or delete a sales document. To create a non-referenced credit you need to create a brand new return document. Some payment gateways allow the reversal of a Credit by issuing a
Void if that transaction has not yet settled. If the transaction has settled you
will need to issue a sale to reverse the Credit.
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CyberSource and Paymentech Gateways do not allow Ship transactions with ship amounts greater than the Book amount.
Figure: eTransaction Entry set to process a Credit transaction.
Force
A Force is used to enter already approved transactions. A Force is typically used for capturing a phone authorization. When entering a Force you will be required to enter the authorization code. Be sure the Dyn/eEnt Only option is unselected to perform this type of a Force. A force can be reversed by issuing a credit or a void.
Force – Local
The Dyn/eEnt Only option is used with a Force when the transaction being entered has already settled or it is already in the records of your Payment Gateway. This can happen due to network failure or other system problem that prevents CREDIT CARD ADVANTAGE from properly receiving the response from the Payment Gateway. The Dyn/eEnt Only option enters the information into the Dynamics / eEnterprise records, but nothing is sent out to the processor. Selecting the Dyn/eEnt Only option will create a Local Force.
Void
A Void is issued for an unsettled approved transaction. When a Void is successfully issued, neither the Void nor the original transaction will appear on the customer’s statement. A Void can only be issued against an unsettled transaction. When a Void is sent, if the original transaction has already been settled, the Void will be denied and a warning will be displayed. A settled Sale transaction must be reversed with a Credit.
Settlement
Settlement is the procedure that transfers money from one account to the other. A sale, force, credit and ship are the only transaction types that are settled. Credit Card Advantage does not run settlement at the same time as your payment gateway. This means that all of your transactions that reach your payment gateway will be settled. For instructions on simulating Settlement in Credit Card Advantage please see End of Day Procedure window.
PART III: Credit Card Advantage
Windows
Credit Card Advantage Setup Window
In order to use CREDIT CARD ADVANTAGE you must create either a generic
setup id or an advanced setup id. CREDIT CARD ADVANTAGE is designed to
support multiple processors and payment gateways. Each Setup ID created through the Credit Card Advantage Setup window will designate the appropriate payment gateway, the payment type, and the Checkbook ID where payments will be deposited and other necessary connection information. The Setup ID is company specific; if creating a Setup ID in Company A only use that setup id in Company A.
Generic Setup ID
A generic setup id contains only the most basic information. Creating this type of id is all you need in order to be able to process transactions. If you are using a proxy server, have Paymentech as your processor and VeriSign as you gateway, or plan to process in a currency other than US, then you must create an Advanced Setup ID. In order to create an Advanced Setup ID you must first create a Generic Setup ID. Below is a table of all fields that are in the Generic Setup ID. There are two ways in creating a generic setup id: inside of Great Plains and through Connection Manager.
Field Name
Required / Optional
Description / Use
General
Setup ID Required A unique identifier for to distinguish different setup options.
Connector Required The name of the payment gateway to be used by a specific setup id.
Processor Required The name of the processor to be used by a specific setup id.
Payment Type Required Choose the type of card to be used by a specific setup id. Payment Types include ACH, Debit, Credit, and Electronic Check.
Processing Server
Name or IP Required This is the address information for the server to which the CC transaction will be sent.
Field Name
Required / Optional
Description / Use
More information is located in the About Your
Payment Gateway section.
Port Required This is the connection information for the server to which the CC transaction will be sent. This information can be found in the
About Your Payment Gateway section. Authentication
User ID Required for VeriSign The Merchant Login to your VeriSign Payflow Pro/Link account.
BIN Required for Paymentech Bank Identification Number.
Merchant ID Required for CyberSource and Paymentech
Set by CyberSource or Paymentech gateways.
Partner ID Required for VeriSign If the VeriSign account was setup by Nodus Technologies then it is “nodus.” If the VeriSign account was setup by another vendor then contact that vendor to obtain the required information.
Password Optional for CyberSource
Required for VeriSign
Set by CyberSource or VeriSign gateways.
Terminal ID Required for Paymentech Used for the Paymentech Gateway.
Great Plains Associated
Checkbook
Optional The Checkbook ID of the account where payments received with this ID will be deposited.
Denied Batch Name Optional When batched CC transactions are processed, any denied transactions are moved to a separate batch. This field accepts the name of the batch that will hold denied batch transactions.
Auto Settlement Time Optional This is the time when Credit Card Advantage, if Great Plains is open, will move everything from the open table to the history table. This move indicates that settlement has taken place.
Through Connection Manager Generic Setup ID
Credit Card Advantage Setup ID’s can also be created or modified using the Connection Manager: from the Start > Programs > Nodus Technologies -> Transact Advantage Setup. Both windows will display the same generic setup information regardless of where they have been entered or modified. However, Advanced Options can only be set in Great Plains.
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Deleting Setup ids from this window will corrupt the database and cause Great Plains to crash. Setup IDs should always be deleted from the Credit Card Advantage Setup Window.
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Modifications to the setup settings with Paymentech as the Connector will not take effect until the next time the Dynamics/eEnterprise application is run. After making modifications close the application and reopen it for changes to take affect.
Advanced Setup ID
An Advanced Setup ID maybe required for some users. Those users are as mentioned in the Generic Setup ID subsection. However, if you would
like different transaction setup information then you will need to create an Advanced Setup ID. Below are the additional fields that are part of the Advanced Setup ID.
Field Name
Required / Optional
Description / Use
Proxy Server Setup Proxy
Name or IP Port
User ID Password
Optional Enter the necessary information to access the internet through the network.
Merchant Options Merchant Service # Required if using VeriSign
gateway and Paymentech processor.
The service number of the Paymentech Processor.
Merchant Descriptor Required if using VeriSign gateway and Paymentech
Field Name
Required / Optional
Description / Use
processor.
Currency Code Optional Default is USD. This is the currency that you want to process e-transactions in. Make sure this is the same as the currency as your Great Plains functional currency. CREDIT CARD ADVANTAGE does not convert the amount that is being sent.
Transaction Setup Add Freight to
Document
Optional Used with Book transactions only. The amount entered here will automatically be added to the document total as Freight when authorizing a Book transaction. This is an estimated amount. It can be adjusted when the Ship transaction is sent.
Add Miscellaneous to Document
Optional Used with Book transactions only. The amount entered here will automatically be added to the document total as Miscellaneous charges when authorizing a Book transaction. This is an estimated amount. It can be adjusted when the Ship transaction is sent.
Auto Renew Expired Book
Optional If marked the expired book transactions will be automatically renewed in the background when the expired book transaction is opened in Sales Transaction Entry window or one of the following windows is opened: Batch Verification, End of Day, Expired Book Batches.
Check Payment Terms at Sales Header
Optional If marked the payment terms will be checked at the Sales Header instead of the Customer Master.
Fail on Address Mismatch
Optional If marked transaction will be denied when address verification fails.
Fail on Zip Mismatch Optional If marked transaction will be denied when zip verification fails.
Multiple Booking Optional If marked each document will be allowed to have multiple book transactions verified. When processed in Batch Verification window, the ship amount will be equal to the book amount.
If unmarked, the ship amount will be equal to the document amount when processed in Batch Verification window.
Field Name
Required / Optional
Description / Use
activated. This feature allows for part of book on the order / backorder to be transferred to an invoice and part to an order / backorder. The Multiple Book feature overwrites this feature. If both are marked you will be given those privileges of Multiple Book.
Recurring Billing Optional If marked the transactions from Recurring Billing module will be transferred into Batch Verification window when Batch Verification window is opened. This feature should be marked only when Recurring Billing module is integrated with Dynamics/eEnterprise.
Company Default Setup Window
Each company setup for CREDIT CARD ADVANTAGE may have multiple Setup IDs. Each Setup ID can specify different processors, different merchant accounts and / or different transaction classes. The Company Default Setup ID allows a default setup ID for all users who are accessing specified company. Leaving the User Can Select Other Setup IDs box unmarked will restrict users to only the Setup ID chosen on the Company Default Setup ID window. In order to ma ke changes to this window you will need to be logged in as “sa.”
To create a Default Company Setup:
1.
Login to Great Plains as “sa.”
2.
Open the Credit Card Advantage Setup window:
Transactions ⇒ Sales ⇒ CC Advantage ⇒ Setup.
3.Open the Company Default Setup ID window: CC
Advantage Setup ⇒ Company Default Setup.
4.Use the look-up to select a Setup ID.
5.
To restrict users to only the chosen Setup Id, leave the
User Can Select Other Setup IDs box unmarked. The
User Default CC Advantage Setup window can be
used to allow specific users and user classes to
override the company default Setup ID.
User CC Advantage Security Setup Window
The CC Advantage User Security Setup window allows the System Administrator (sa) to setup Security for Credit Card Advantage. The System Administrator can set a default Setup ID for any and all Users. Also, the System Administrator can setup up what types of transactions the user can process. The user will be able to create all types of transactions; however, the user will not be able to send these transactions to the payment gateway for verification.
To setup a User Security for CREDIT CARD
ADVANTAGE:
1.
Login as “sa.”
2.
Open the Credit Card Advantage Setup window:
Transactions ⇒ Sales ⇒ CC Advantage ⇒ Setup.
3.Open the User CC Advantage Security Setup
4.
Select the User or Class radio button.
5.Use the look-up to select a Setup ID.
6.
To restrict users to only the chosen Setup ID, leave the
User Can Select Other Setup IDs box unmarked. The
User Default CC Advantage Setup window can be
used to allow specific users and user classes to
override the default Setup ID.
7.
Uncheck any checkboxes to limit the type of
transactions a User can process.
CC Advantage Book Duration Window
Book transactions reserve a specified amount of money on a customer’s credit card. Because the dollar amount is already reserved against the customer credit card, an approval is virtually guaranteed when a follow-up ship transaction is sent to the processor. The number of days a book is kept open is determined by each cardholder’s issuing bank. The most common is 7 to 10 days, but books may be held for as long as four weeks. The number entered here is the number of days CREDIT CARD ADVANTAGE will consider the book open. This may not exactly coincide with the number of days an individual book stays open.
Each credit card may be associated with a book duration. To setup the book duration enter the number of days the book will remain open and an expired batch name. Leaving the number of days as 0 will turn off the expiration for book transactions by selected cards. After book transactions expire, they will be placed into batches under the Expired Book Batch Name.
To setup a Book Duration for a credit card:
1. Open the Credit Card Advantage Setup window:
Transactions ⇒ Sales ⇒ CC Advantage ⇒ Setup.
2. Open the CC Advantage Book Duration window: CC
Advantage Setup
⇒
Book Duration Setup.
3. Use the look-up button to select a credit card name.
4. Enter in the number of days to keep a book
transaction open.
5. Enter a prefix for the expired book batch name or
leave it as the default.
Shortcut Keys Setup
Instead of using the standard shortcuts that Credit Card Advantage uses, user’s can set up their own shortcut keys. These keys are used to open the eTransaction Entry window in a different format.
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To get the correct number of days a credit card authorization remains open contact the credit card company. CC Advantage Book Duration window only lists those credit cards associated with the Checkbook ID in CCA Setup window.
To setup Shortcut Keys:
1. Open the Credit Card Advantage Setup window:
Transactions ⇒ Sales ⇒ CC Advantage ⇒ Setup.
2. Open the Shortcut Keys Setup window: CC
Advantage Setup ⇒ Shortcut Keys Setup.
3. Enter in the keys that you want to use to as shortcuts.
4. Click Save to save changes.
eTransaction Entry Window
The eTransaction Entry window is where you will enter in the customer’s information. You then have the ability to process the electronic transaction or save it to a batch. This section will go over the steps in creating and processing transactions in Credit Card Advantage.
Opening the eTransaction Entry Window
There are two ways of opening the eTransaction Entry window. The following table lists the different ways of opening the eTransaction Entry window.
The following table lists the various hot keys shortcuts built in to CREDIT CARD ADVANTAGE, the windows from which they are available and their function.
Window
How To Open
Function
Control – S Sales Transaction Entry
Receivables Transaction Entry Cash Receipts Entry
Invoicing Entry
From the Main Menu Bar click Extras -> Sales or Credit Transaction
Opens eTransaction Entry window for a Sale or Credit transaction.
You can change the Trx Type to process other types of transactions.
Control – B Sales Transaction Entry
From the Main Menu Bar click Extras -> Book Transaction
Opens eTransaction Entry window for a Book transaction.
You can change the Trx Type to process other types of transactions.
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Do not use a shortcut value for one that is already in Great Plains.
Creating a Great Plains Sales Document
CREDIT CARD ADVANTAGE integrates with each Dynamics/eEnterprise Sales module:
§ Receivables Transaction Entry § Cash Receipts Entry
§ Invoice Entry
§ Sales Transaction Entry
By completing one of the sales modules you can bring up the eTransaction Entry screen properly. Following are the general steps for creating a sales document in Great Plains.
To create a Great Plains Sales Document:
1.
Open the Great Plains Sales document.
2.
Enter in the customer’s information for the transaction.
3.If using a Receivables document then enter in the
amount. If using an Invoice Entry or a Sales
Transaction Entry document enter in the line items
purchased.
4.
From the receivables document, you can open the
eTransaction Entry window by tabbing out of the
Amount field. From Sales Order Processing and
Invoice Entry you will need to open it yourself. For
steps on opening the eTransaction Entry window refer
to Opening the eTranaction Entry Window.
Fields in the eTransaction window
The following tables include the field name, the status, and the description. Each table is a section of the window. For example: if the field is responsible for the transaction information then it will show up in that table.
Field Name
Required /
Optional /
Read Only
Description / Use
Field Name
Required /
Optional /
Read Only
Description / Use
Setup ID Required The Setup ID controls which processor will be used as well as the Merchant Number, Transaction Type (credit, ACH or check) and other default information for sending the transaction. The available fields on the window may change based on the Setup ID. Different Setup ID’s can be used for different Merchant ID’s, card classes or processors. For more information about the Setup ID, refer to Setup Window.
Trx Type Required Choose the specific type for this one transaction. For more information about Transaction Types, see
Transaction Types.
Batch ID Read Only This field will be filled in based on the Batch ID on the main entry window for the document. If the credit card transaction is being saved to a batch, the attached sales document must also be saved to a batch. The Batch ID must be filled in on the main document entry window before the ETransaction Entry window is opened.
Transaction Information
ABA Required for
eCheck and ACH
The transit number for the bank. This information is part of the MICR line.
Account # Required for eCheck and ACH
The account number from the checking account being used. This information is contained in the MICR line of the check.
Acct Type Optional Used for EFT transactions to indicate the type of account (savings or checking) the funds will be drawn from.
Amount Required The amount that will be charged to the customer’s card / account for this particular payment. The total document amount will default from the sales entry window. This may be edited to be only part of the total document amount. If this is a Book transaction and additional Freight and Miscellaneous amounts have been setup to be added to each Book transaction, the amount displayed in the ETransaction Entry window will include the additional amounts. For more information about setting up Book transaction defaults, refer to Setup
Window.
Card Name Required, for Credit Card transactions
The name of the card, such as Visa, Amex, etc. This name will default based on the Credit Card ID on the Customer Maintenance Options window. For more information about setting up Card Names, refer to Credit
Card Setup Window.
Field Name
Required /
Optional /
Read Only
Description / Use
Card transactions default based on the Credit Card Number on the Customer Maintenance Options window.
Card Type Optional Examples include Corporate, Purchase, Private, and Government. Inclusion of type can facilitate processing of non-standard types.
Check # Required for Check The check number being used by the customer
CVV2 Optional A three or four digit code found on the rear of the card. This is an optional security feature. Transaction may still be approved with an incorrect CVV2
Drivers Lic Optional The check writer’s driver’s license or ID number.
Exp. Date Required Enter the expiration date of the card being used.
Orig ID Optional Used for a Void or Credit transaction. The ID of the original transaction.
Issue Number Required only by specific Credit Cards
Some credit cards require an issue number along with the Credit Card Number. This number needs to be written exactly as seen on the credit card.
MICR Optional The special character MICR line from the bottom of the customer’s check.
Prenote Optional Indicate Yes if a pre-note should be sent before sending a real transaction. A pre-note is used to confirm the accuracy of the account information. This is used only if Card Class is ACH.
SSN Optional The check writer’s Social Security number.
Start Date Optional For higher security level credit card processing a start date can be sent. Some credit cards have a start date written on the surface.
Tax Amount Optional The portion of the document total that is tax. This amount will default from the main sales entry window. The amount may be edited to reflect partial payments. The tax amount will be included in the Amount field total.
Auth Code Required, for Force transactions
This field is used to enter the Authorization Code for transactions that have been approved prior to their entry in Dynamics / eEnterprise. This may include telephone approvals. This field is only available for Force transactions.
Customer Information
Address1 Optional The first line of the billing address for the card. Based on the agreement with your credit card processor, the inclusion of this information may result in a lower
Field Name
Required /
Optional /
Read Only
Description / Use
discount rate.
Address2 Optional The second line of the billing address for the card. Based on the agreement with your credit card processor, the inclusion of this information may result in a lower discount rate.
City Optional The city of the billing address for the card.
Country Optional The Country of the billing address for the card.
Email Optional Card holder’s e-mail.
First Name Required The card holder’s first name from the card being used.
Last Name Required The card holder’s last name from the card being used.
Middle Name Optional The cardholder’s middle name from the card being used.
Phone Optional Cardholder’s phone number on file with the credit card issuer.
Ship-From Zip Required
depending on processor
Default from main sales document. Can be changed.
Ship-To Zip Required
depending on processor
Default from main sales document. Can be changed.
State Optional The state of the billing address for the card.
Zip Optional The zip of the billing address for the card. Based on the agreement with your credit card processor, the inclusion of this information may result in a lower discount rate.
Optional Fields
Description Optional Sending extra information for transactions.
Description 1 – 4 Optional Sending extra information for transactions.
Comments 1 – 3 Optional Sending extra information for transactions.
Processing Electronic Transactions
You can process transactions real time or in batch. When processing real time you submit a request to the gateway upon hitting the process or the ship button. When processing in batch mode you save the transactions and then submit them all at once. For more information on Batch processing refer to
After creating the Great Plains Sales document you will be ready to process the electronic transaction. The procedure for processing electronic transactions is similar for all transaction types and payment methods. The real difference is the fields that need to be filled out. The required fields for the transaction type and payment method will have a star, “*”, next to them. The following steps for processing a transaction assumes that the Great Plains sales document has been created and the eTransaction Entry window is already open.
To Process an Electronic Transaction:
1.
Under the Setup Section select the Setup ID that you
want to use to process with. For information on the
Setup ID refer to the Setup ID Window section.
2.
Select the transaction type from the drop down list
that you wish to perform. Note: Certain documents
can only process certain types of transactions.
3.
Enter in the transaction information. The Transaction
table in the previous section lists all of the fields,
whether they are required or not. For testing refer to
the appendix for your gateway. The difference
between a credit card transaction and an
eCheck/ACH transaction is the information being sent
to the processor.
4.
Enter in or update any and all of the customer’s billing
information.
5.
Enter in any comments or descriptions
6.
For real time processing click on the “Process” button.
To process in batch mode click on the “Batch”
button. To ship a transaction refer to Authorized
Transaction.
Handling Approved Transactions
If the transaction is approved you will get a results dialog box that prints information about the transaction. By clicking ok you will dismiss the Results window. Depending on your settings you will be asked to print a receipt. For more information on receipts see the subsection Dealing with
Receipts at the end of this section.
Handling Denied Transactions
It may happen that the response from processing a transaction is declined. When this happens you will see a message box that says, “Card Denied. Seek Other Payment Method.” Click ok on this message box and view the Results window. This window will have information about what has happened to the transaction.
Dealing with Receipts
Depending on your settings after a transaction comes back approved CREDIT CARD ADVANTAGE will ask you if you want to print a receipt. The receipt will display different information depending on which window the document was created in.
If you want to print receipts at a later time you can do so by revisiting the eTransaction Entry window. To navigate to this window simply go to CC
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CREDIT CARD ADVANTAGE does not support payment Terms Discounts. Payment Terms Discounts include a discount for early payment. The discount is not calculated until after a payment amount is entered. The Credit Card amount you enter needs to reflect what you will actually charge your Customer including deduction of any discounts.
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If you are using Receivables Management or Cash Receipts you can automatically open the eTransaction Entry window by entering an amount in the Amount Received field and tabbing off the field.
Advantage Customer Inquiry and bring up the transaction. Doubling clicking on the transaction will bring up the eTransaction window. From the window click on the printer icon in the upper right corner and select the destination to print to. You can also open the eTransaction window by going to Receivables Transaction Entry and/or Cash Receipt window. Then use one of the methods to open the eTransaction Entry window detailed earlier in this section.
CC Advantage Batch Verification Window
Alternatively to Real Time processing, unprocessed credit card transactions may be saved in a batch. When credit card transactions are saved in a batch, all transactions in the batch are sent for verification at once. No verification is done at the time the transactions were entered.
When using batch mode, all credit card transactions in the batch must be approved before the batch can be posted. Once the batch is sent for approval, denied transactions are removed from the batch and placed into their own separate denied batch. (See CREDIT CARD ADVANTAGE Setup for information about the name of the denied transaction batch.) Moving the denied transactions allows the rest of the batch to post.
Creating Batch Transactions
In order to perform batch mode processing you will need to create batch transactions. The steps to create a batch mode transaction are similar to those of creating a real time transaction. First you create a Great Plains sales document and then you create the CREDIT CARD ADVANTAGE batch transaction.
To create a Great Plains sales document:
1.
Open the Great Plains Sales document.
2.Enter in your customer’s information.
3.Enter in a Batch ID.
4.
If using a Receivables document then enter in the
amount. If using an Invoice Entry or a Sales
Transaction Entry document enter in the line items.
5.From the receivables document, you can open the
eTransaction Entry window by tabbing out of the
Amount field. From Sales Order Processing and
Invoice Entry you will need to open the eTransaction
Entry window yourself. For steps on opening the
eTransaction Entry window refer to the eTranaction
Entry Window section.
To create Batch Mode Transactions:
1.
After opening the eTransaction entry window enter
the credit card information. For more information on
the fields see the tables in the eTransaction Entry
window.
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You cannot post Dynamics/eEnterprise Sales documents that are associated with credit card transactions until the credit card transaction have been approved or removed. You cannot post Sales batches that include credit card transactions until the batch has been processed from the CC ADVANTAGE Batch Verification window.
2.
Once complete filling out the window click on the
Batch button and then click on the OK button.
3.
Save the sales document just created.
4.
To add more transactions to a batch keep the batch
ID on the sales document the same. Complete the
sales document and create the batch mode
transaction.
To Process Credit Card Transactions - Batch Mode:
1.
Open the CC Advantage Batch Verification window:
Transactions
⇒ Sales
⇒ CC Advantage
⇒ Batch
Verify.
2.
In the Status field mark the Available checkbox next
to the batch you would like to send for verification.
You may select multiple batches simultaneously.
3.Use the Transaction button to see what transactions
are listed in the batches selected. Please see Batch
Transactions window for more information. When
done viewing close the Batch Transactions window.
4.To process the batch, choose Process. The status of
each transaction as it processes will be displayed in
the Status section of the CC Advantage Batch
Verification window. The total number of approved
and denied transactions will be shown in the
Transaction section of the window.
5.
Print the Batch Records Processed and Batch Record
Denied reports, if desired.
Deleting a Credit Card Batch
If you need to delete a batch, you can easily do so by clicking the Delete button on the CC Advantage Batch Verification window. Deleting a batch of credit card transactions will not delete the Great Plains sales batch; it will only delete the information in Credit Card Advantage. You cannot delete a batch that was created through the receivables sales modules.
To Delete a Credit Card Transaction Batch:
1.
Open the CC Advantage Batch Verification window:
Sales
⇒ Transactions
⇒ CC Advantage
⇒ Batch
Verify.
2.
Mark the batch or batches you wish to delete.
3.Choose the Delete button.
Handling Approved Batches
After processing a batch you will end up with at most two batches; one for those transactions that were approved and another for those that were denied. If there are book transactions in that batch it will remain in the Batch Verification window. You will be allowed to post this batch, however, if there are book transactions or unprocessed transactions in that batch you will not be allowed to post.
Handling Denied Batches
If you have denied transactions they will show up in a denied batch. The name will be a prefix set in the CC Advantage Setup window followed by the date. When you have a denied batch, you should try reprocessing them to see if some of the transactions will go through. You can call up the customer to make sure the card number is correct. If the card number is not correct then fix it and reprocess the card. To correct the credit card number go back to the document and bring up the eTransaction Entry window. Enter in the correct card number and click on batch and then click ok.
To resubmit denied batch mode transactions:
1.
Mark the batch that was denied.
2.Click on the Process button.
Dealing with Reports
You can print three different types of reports from batch verify. All reports break transactions into the originating sales module, and the batch name. The first report is a list of transactions that you have
selected to process. The other two reports can only be printed after a batch is sent for processing. One of the reports are a listing of all approved transaction the other lists those that were denied.
Batch Transactions
The Batch Transactions window is accessible only through the Batch Verification window. This window lists all of the transactions that are in the batches that were selected in the Batch Verification window. You can drill down to the document to make changes or you can view information from the eTransaction Entry window.
To open the Batch Transactions window:
1.
Go to the CC Advantage Batch Verification window.
2.Mark the batches you would like to view transactions
for.
To view more detailed information:
1.
Go to the Batch Transactions window.
2.
Either double click on the line or highlight the line and
click select. This will bring up the eTransaction Entry
window filled in.
To make changes to transaction information:
1.
Go to the Batch Transaction window.
2.
Highlight the transaction you want to make changes
on.
3.
Click on the hyperlink word “Document Number.”
4.From the document go to the eTransaction Entry
window. Make any necessary changes and click on
batch then click ok. Then save and close the
document.
Deleting a Credit Card Transaction from a Batch
If you need to delete a transaction from a batch, you can easily do so by clicking the Delete button on the CC Advantage Batch Transaction window. Deleting a credit card transaction from a batch will only remove the credit card information; it will not delete the Great Plains sales document. You cannot delete transactions that were created through the receivables sales modules.To Delete a Credit Card Transaction Batch:
1.
Open the CC Advantage Batch Verification window:
Sales
⇒
Transactions
⇒
CC Advantage
⇒
Batch
Verify.
2.
Mark the batch or batches you wish to delete.
3.Choose the Delete button.
CCA Auto Batch
The Auto Batch Feature allows you to create batch mode transactions automatically. To open the CCA Auto Batch feature you need to have Batch Verification open. You can run a similar feature through the Nodus Task Scheduler.
Setup to use Auto Batch
In order to use the auto batch feature you must perform some additional Great Plains setup. In order to create batch mode transactions the customers in your database must be setup with default credit card information. The default credit card information is to be set in the Customer Maintenance window. Also a Great Plains sales document needs to be created and saved in an open batch.
Creating Batch Mode Transactions with Auto Batch
Once you are setup to use Auto Batch you can begin using the Auto Batch feature to create batch mode transactions.To use Auto Batch feature:
1.
Open the CC Advantage Batch Verification window.
2.Click on the Auto Batch button.
3.
Select the name of the Sales Module you used to
create the Great Plains documents.
4.
Enter in the Batch name or look it up using the lookup
window.
5.
Pick whether you want transactions to be sale or
book. This choice is only available when transactions
are created through the Sales Transaction Entry
window.
6.
Click on the Create Batch Trx button.
7.
Click OK on the message box that pops up.
8.Repeat steps 3 – 7 for any other batches.
9.Close the Auto Batch window.
10. In Batch Verify click on redisplay.
Authorized Transactions Window
The Authorized Transactions window allows you to ship and void transactions that were booked through Credit Card Advantage. This window lists all the book transactions that were done on a particular document. When performing an action to the book transaction you would need to choose the book transaction from the list and then click on the action.
Shipping Booked Transactions
When you are ready to ship a particular book transaction you can come to this window and process the ship. To do the ship on a book transaction the document must be an invoice.
To ship from Authorized Transaction:
2.
Change the type to Ship transaction in the drop
down field.
3.
Select the book transaction from the list.
4.
Fix the amount in the Amount to Ship field to ship the
correct amount.
5.
Click on the Ship button.
Voiding Booked Transactions
If you need to void a book transaction from a particular sales document then you can do so from this window. The document can be an order or an invoice to perform the void.
To void from Authorized Transaction:
1.
Go to the sales document that needs to be shipped.
2.Select the book transaction from the list.
3.
Click on the void button.
CC Advantage Denied Transactions
The Denied Transaction window can be used to view any denied transaction done through CREDIT CARD ADVANTAGE. Each transaction may be zoomed to individually where corrections may be made. This window is for reporting purposes only.
To Correct Denied Batch Transactions:
1.
Open the CC Advantage Denied Transactions
window: Transaction
⇒ Sales
⇒ CC Advantage
⇒
Denied Transactions.
2.
Highlight the transaction you would like to correct
and choose Select.
3.
The Dynamics / eEnterprise transaction entry window
will open with the selected transaction. Use Control-S
to open the eTransaction Entry window to make any
necessary corrections.
4.
Process the transaction in real-time or re-save the
transaction for batch mode processing.
5.
Return to the CC ADVANTAGE Denied Transaction
window and re-select the transaction.
6.
