Macola Progression
Credit Card Integration User Guide
Version 3.8
Contacting The Attivo Group
You can contact The Attivo Group via mail, phone, email, or the Attivo Customer Portal: Address: The Attivo Group18008 Sky Park Circle, Suite 260 Irvine, CA. 92614
USA
Phone: (949) 253-9639 Email: Contact Support
Table of Contents
Overview ... 3
Prerequisites for accepting credit cards ... 4
Credit card integration application updates and internet installation ... 5
Setting up “Credit Card” as a Terms Code ... 7
Setting up a Customer to default to Credit Card Terms ... 8
Entering, updating, and saving credit cards ... 9
Order Entry – “O” type Orders ... 12
Charging the credit card for a single invoice ... 15
Order Entry – “I” type Orders ... 18
Order Entry – “C” type Orders (Credit Memo): Refunding Credit Card payment ... 21
Overview
Objective
The objective of the Attivo Credit Card Integration application is to enable a company to process
payments by credit card for goods and services sold within the Macola ERP system. Specifically, those
payments may be collected within the Order Entry and Accounts Receivable modules of the Macola
ERP system.
This application will allow a company to remain within “PCI Compliant” guidelines, which means that
no credit card information is maintained within the Macola database or any other company database.
All credit card information is encrypted and stored remotely within the credit card services provider
Century Business Solutions (CBS) system.
Snapshot Details
Macola has been integrated (utilizing Exact Flexibility) with a state-of-the-art .NET credit card
processing application at several points within the system. These points of integration are as follows:
1. Order Entry
1.1. Enter an Order, “O” type orders – Credit Card Authorization (full sale amount or $1.00)
1.2. Enter an Order, “I” type orders – Credit Card Sale
1.3. Enter an Order, “C” type orders – Credit Card Refund
1.4. Confirm Ship – Capture an Authorization if possible, Credit Card Sale if not
1.5. Confirm Pick – Capture an Authorization if possible, Credit Card Sale if not
1.6. Select for Billing – Capture an Authorization if possible, Credit Card Sale if not
2. Accounts Receivable, specifically Cash Flow – Credit Card Sale (multiple orders)
The credit card transaction types this application is currently capable of running are:
Pre-Authorizations
Pre-Authorization Capture
Sale
Prerequisites for accepting credit cards
1. Before orders can be processed and paid for with credit cards, the following setup and tables must be in place: o A merchant account with the Century Business Solutions (CBS) credit card processor
o Merchant Table
o Accounts Receivable terms code for credit cards (CC)
Attivo will guide you through the processes of setting up your merchant account with CBS and your Merchant Table in Exact Macola.
2. When setting up your merchant account with Century Business Solutions (CBS), it’s important to request a live account and a “sandbox” account. The sandbox account is for testing purposes. Attivo will help with the setup of your merchant account at CBS. For reference, the CBS contact information is as follows:
Century Business Solutions 20 Pacifica, Suite 1450 Irvine, California 92618 Phone: 949-379-6000 Toll Free: 888-500-7798 Fax: 888-500-7797 Sales: sales@CenturyBizSolutions.com The CBS account can usually be setup within in a few days.
3. The Merchant Table is critical to the process of charging credit cards. The information stored on this table is unique to your company, and is essential to the communication between your company and the credit card processor. Attivo will guide your company through the process of obtaining and entering the information
required in the Merchant Table. This information includes but isn’t limited to the merchant security token,
hash type, hash seed, hash value and pin as well as the OE Cash Account.
4. System Requirements are as follows: Windows XP SP3 Windows Server 2003 SP2 Windows 7 Windows Server 2008 R2 Windows 7 SP1 Windows Server 2008 R2 SP1
Credit card integration application updates and internet installation
1. When the credit card integration application is updated at Attivo, an “Update Available” message box will appear.
2. Click “OK” to run the update. In most cases, it will take less than a minute for the update to run.
3. If you want to run the update later, click “Skip.” The “Update Available” message box will re-appear in one week.
a. If the message box appears again in less than one week, it is because Attivo made an additional update during that week, prompting the message.
4. You can also install the application via the internet. First, you need to add this address to your “Trusted Sites” in your internet options. https://remote.attivoconsulting.com\CreditCardPublish/publish.htm .
Note: you must use the Internet Explorer browser to successfully
install and update.
5. If you have not added the address to your “Trusted Sites,” the website will look like this
6. As one of your trusted sites, the webpage will appear like this:
7. Click “Install.” The Credit Card Integration will install on your computer.
This prerequisite info means you need to first add this site
to your Trusted Sites. Note: you must use the Internet Explorer browser to successfully
install and update.
Setting up “Credit Card” as a Terms Code
1. To setup Credit Card as an option in your “Terms,” go to “Accounts Receivable,” “Maintain,” “Terms Codes.”
2. Double-click “Terms Code.” The “A/R Terms Code Maintenance” screen will open.
3. Enter “CC” in “Terms Code.” Then enter “Credit Card” in “Description.” You do not need to check the “Credit Card Verification?” box.
4. Click the save button. 5. Click the close button.
Setting up a Customer to default to Credit Card Terms
1. If a customer will pay with a credit card most of the time, you can set that customer’s terms up to default to credit card payment (CC) during Order Entry. (Alternatively, the terms code may be changed to “CC” during Order Entry.)
2. Go to “Accounts Receivable,” “Maintain,” “Customers.”
3. Double-click “Customers.” The “Customer Maintenance” screen will open.
4. Enter or search for the specific customer number.
5. When in the customer record, change the “Terms” field to “CC.” (Alternatively, the terms code may be changed to “CC” during Order Entry.)
6. Click the save button. 7. Click the close button.
Entering, updating, and saving credit cards
If a customer wants to put a credit card on file, or just update the card information, credit cards can be added to the customer’s file at any time - even if that customer has no open orders and no open Accounts Receivable.
1. To update a credit card for a customer, start by clicking the icon on your desktop for the credit card integration software. The “Utilities” screen will open.
2. Click “Update/Add Cards.” Then, click the binoculars to lookup the customer information.
3. Double-click to select the customer number. Click “Go” on the “Utilities” screen. 4. The “Credit Card Selection” screen will open.
5. To update an existing card, click the row with that card and then click “Update\Add Card.” The fields with that credit card’s information will enable and allow you to enter your changes. When complete, Click “Update\Add Card.”
6. To add a new card, click “Add New Credit Card.” The fields where you will enter the card information will enable, and allow you to type in the information. At the top, you’ll enter:
o Contact first and last name o Card Number
o Card expiration month and year o The CVV2 code from the card At the bottom, you’ll enter:
o Cardholder address o Cardholder ZIP code
7. When the fields are all entered, click “Update\Add Card.” The card will appear in the customer’s list of cards.
8. Click “Cancel” to leave the screen.
Note: Some customers want to use a credit card for a transaction, but not save it to their file. This can be done during any transaction. Instructions for adding a card and not saving it to the customer’s file can be found in the O-type, I-type, C-type and AR payments sections of this document.
Order Entry – “O” type Orders
An “O” type order is an order that will be required to go through separate order entry and billing processes. 1. To enter an order that will use a credit card payment, follow your regular Order Entry procedures, and
make sure the type is “O” and the Terms Code is “CC.”
2. When you complete and exit the order and billing selection screen, the “Credit Card Selection” Entry screen will open.
The next steps are to pre-authorize the card only. You will still have the chance to add freight and other
miscellaneous charges before actually charging the credit card.
3. Select a previously used card, or enter a new card’s information by first clicking “Add a New Credit Card.” A “Credit Card Selection” screen will allow you to enter the new credit card information.
4. If you have a card reader hooked up to the work station, click “Card Number” field first, and then slide the card through the reader. Sliding the card will also automatically enter the Expiration Month and Year, and the CVV2 code will not be required.
5. To process the card manually, enter the credit card number with no spaces or dashes. Also enter the Expiration Month and Year, and the CVV2 code off the credit card.
6. The customer may want to use a credit card once, and not save it to their file. To use a card for just this transaction, but not save it for later use, uncheck the “Save Card/Customer?” checkbox.
If your customer doesn’t want to save their card number to the file, simply uncheck this box.
7. After entering all of the information, click “Submit.”
8. Upon submitting valid credit card information, the “Processing CC Transaction” screen will open.
9. If you know there will be charges such as freight or miscellaneous costs, but you don’t have the exact dollar amount, slightly over-estimate. Your goal is to actually charge the same as what you pre-authorized, or to charge a little less than what you pre-authorized.
a. Note: your estimate must be 1) not too high, as to possibly hit your customers’ limits, but 2) sufficiently high to actually cover the costs that will be charged.
10. Enter the estimated or actual freight or other miscellaneous charges in the fields “Freight Amount” and “Misc Charges.” You can also enter a description in the field “Misc. Desc.”
11. For orders where you’ve physically seen the card, check “Card Physically present and verified.” For phone orders, or others orders where you did not see the card, check “Phone Order.”
12. If you are only verifying the validity of the card, as opposed to ensuring that the card has enough credit, select “Authorize $1.00” and then click “Pre-Authorize Now.”
13. Once all the information has been entered, click “Pre-Authorize Now.”
14. Once you click “Pre-Authorize Now,” the card will either be accepted or declined. A message box will appear. Click “OK” to close the message box.
Charging the credit card for a single invoice
Follow your regular Confirm Shipping process or Billing Entry procedures, depending on which your company uses.
Depending on the kind of order you entered, you may have already pre-authorized this sale. The process for billing the
credit card will be the same either way.
1. After entering all of the information in Confirm Shipping or Billing Entry, a Billing Information screen will open.
2. Enter the actual charges that will go on the credit card for this invoice. Follow your regular procedures to enter the rest of the information for billing.
3. Verify the information on the screen and click “Save.”
Charging the credit card, authorizing the sale
4. Once you’ve completed these steps, if the card you’re using was successfully pre-authorized, “Process Prior Authorization?” will appear.
5. If you hadn’t already pre-authorized a card, a “Process as a Sale?” message box will appear.
6. Click “Yes” and follow the steps from the I-type order section of this training guide, to choose or enter a credit card, and charge that credit card.
5. Verify that this is the card that you’ll be charging, and click “OK.” The “Process CC Transaction” screen will open.
6. Verify the information on the “Process CC Transaction” screen, and if nothing needs to be corrected, click “Process this Sale Now.”
8. Click “OK.” If you received the approval after processing, you have completed charging the credit card for
this order. Note that you have charged the credit card, but you do still need to follow your regular invoicing and cash receipt procedures in order to complete the billing process of the Macola order.
Order Entry – “I” type Orders
An “I” type order combines Order Entry and Invoicing into a single process. When choosing an “I” type order, you will bypass the process of authorizing the credit card. Only “O” type orders will go through the credit card
pre-authorization process.
1. To change your order to an “I” type order, click the drop-down box next to “Type” and select “I = Invoice.” Make sure the terms code is “CC.”
2. Follow your regular order entry procedures. When you complete and exit the order, the “Credit Card Selection” Entry screen will open.
An “I” type order will not require a pre-authorization.
3. Select a previously used card, or enter a new card’s information by first clicking “Add a New Credit Card.” A “Credit Card Selection” screen will allow you to enter the new credit card information.
4. If you have a card reader hooked up to the work station, click “Card Number” field first, and then slide the card through the reader. Sliding the card will also automatically enter the Expiration Month and Year, and the CVV2 code will not be required.
5. To process the card manually, enter the credit card number with no spaces or dashes. Also enter the Expiration Month and Year, and the CVV2 code off the credit card.
6. The customer may want to use a credit card once, and not save it to their file. To use a card for just this transaction, but not save it for later use, uncheck the “Save Card/Customer?” checkbox.
If your customer doesn’t want to save their card number to the file, simply uncheck this box.
7. After entering all of the information, click “Submit.” The “Process CC Transaction” screen will open.
8. Verify the information on the “Process CC Transaction” screen, and if nothing needs to be corrected, click “Process this Sale Now.” “Credit Card Approval” will appear indicating whether or not the transaction was approved.
9. Click “OK.” If you received the approval after processing, you have completed charging the credit card for this
order. Note that you have charged the credit card, but you do still need to follow your regular invoicing and cash receipt procedures in order to complete the billing process of the Macola order.
Order Entry – “C” type Orders (Credit Memo): Refunding Credit Card payment
A “C” type order is a Credit Memo. The result of a Credit Memo will be a refund to the customer.1. To change your order to an “C” type order, click the drop-down box next to “Type” and select “C = Credit Memo.” To refund the charges to a credit card, make sure the terms code is “CC.”
2. For a credit memo, you will also choose which invoice to apply the credit to, in the “Apply to” field. Follow your
normal credit memo procedures, which are almost exactly like entering an order, except that your entries are
referring to what is being returned.
Note: A “C” type order will not require a pre-authorization.
4. Select the previously used card, or enter a new card’s information by first clicking “Add a New Credit Card.” A “Credit Card Selection” screen will allow you to enter the new credit card information.
5. If you have a card reader hooked up to the work station, click “Card Number” field first, and then slide the card through the reader. Sliding the card will also automatically enter the Expiration Month and Year, and the CVV2 code will not be required.
6. To process the card manually, enter the credit card number with no spaces or dashes. Also enter the Expiration Month and Year, and the CVV2 code off the credit card.
7. The customer may want to use a credit card once, and not save it to their file. To use a card for just this transaction, but not save it for later use, uncheck the “Save Card/Customer?” checkbox.
If your customer doesn’t want to save their card number to the file, simply uncheck this box.
8. After entering all of the information, click “Submit.” The “Process CC Transaction” screen will open.
9. Verify the information on the “Process CC Transaction” screen, and if nothing needs to be corrected, click “Refund this Sale Now.”
10. A “Credit Card Approval” message box will open indicating whether or not the refund was successful. 11. Click “OK.” If you received the message that the refund was successful, you have completed refunding the
credit card charge. Note that you have sent a refund to the credit card, but you do still need to apply the refunded credit card payment to the Macola credit memo.
Outstanding Accounts Receivable – Paying invoices with Credit Card payment
This functionality gives a company the ability to accept a credit card as payment in full, or as a partial payment against one or more outstanding invoices.1. Click the icon on your desktop for the credit card integration software. The “Utilities” screen will open.
2. Leave the button on “AR Cash.” Click the binoculars to lookup the customer information.
3. Double-click to select the customer number. Click “Go” on the “Utilities” screen.
5. Click in the “Amt to Apply” field, next to the invoice(s) you want to apply the payment to, and enter the amount(s) that will be paid in this credit card transaction.
6. The total of what you’ve entered is summed up at the bottom middle in the field “Total Amount Selected.” Verify this number is correct and click “Submit.” The “Credit Card Selection” screen will open.
7. Select the card that the customer is paying with. If you need to add a new card, click “Add New Credit Card.”
8. The customer may want to use a credit card once, and not save it to their file. To use a card for just this transaction, but not save it for later use, uncheck the “Save Card/Customer?” checkbox.
If your customer doesn’t want to save their card number to the file, simply uncheck this box.
9. Once you’ve selected the card, click “Submit.” The “Process CC Transaction” screen will open. If your customer doesn’t want to save their card number to the file, simply uncheck this box.
Note: If at any time you wish to go back and select a different card, click “Input/Retrieve Credit Card” at the top of the screen. If you’d like to cancel the transaction altogether, click “Cancel this Transaction.”
10. If you want to proceed with the sale on this credit card, click “Process This Sale Now.” If the transaction goes through, you will see the “Credit Card Approval” message box. Click “OK.” A “Macola “Success!” screen will appear.
11. Click “OK.” You have charged the card. Note that while you have charged the credit card, you do still need to apply the credit card payments to the Macola invoices.
