USER GUIDE - MerchantAnywhere · TRANSACTION CENTRAL™ SECTION 1: Transaction Central™ User Guide CHAPTER 3: Purchase Order and Purchase Card Transactions 1-14 09/05 Processing

Rev 9/05

USER GUIDE

TRANSACTION CENTRAL™ Document Change History User Guide

TRANSACTION CENTRAL™ Contents User Guide

09/05 i

Contents About This Guide ii

Document Change History iii

Section 1: Transaction Central™ 1-1

CHAPTER 1: Getting Started...........................................................................................1-3

CHAPTER 2: Credit Card Transactions...........................................................................1-9

CHAPTER 3: Purchase Order and Purchase Card Transactions .................................1-31

CHAPTER 4: ACH Transactions....................................................................................1-39

CHAPTER 5: Business Information ...............................................................................1-47

CHAPTER 6: Reports ....................................................................................................1-51

CHAPTER 7: Batch Transactions ..................................................................................1-73

Section 2: Recurring Transactions 2-1

CHAPTER 1: About Recurring Transactions ...................................................................2-3

CHAPTER 2: Automated Recurring Transactions ...........................................................2-7

CHAPTER 3: Manual Recurring Transactions...............................................................2-19

CHAPTER 4: Recurring Billing for Purchase Orders .....................................................2-31

CHAPTER 5: General Procedures.................................................................................2-47

CHAPTER 6: Reports for Recurring Transactions.........................................................2-57

Section 3: Multi-User Features 3-1

CHAPTER 1: About Multi-User Features.........................................................................3-3

CHAPTER 2: Managing Multiple Users ...........................................................................3-7

Appendix: User Level Descriptions A-1

Index Index-1

TRANSACTION CENTRAL™ User Guide

09/05 ii

About This Guide

Overview

This guide describes features and provides instructions for using the following applications:

• Transaction Central™

• TC-R™ (Transaction Central Recurring)

• Transaction Central Multi-User™

• TC-R Multi-User™

How This Guide is Organized

This guide is organized into the following sections

Name Description

Section 1: Transaction Central™ Describes general features in available in all Transaction Central™ applications

Section 2: Recurring Transactions Describes recurring billing features available in TC-R™ and TC-R Multi-User™

Section 3: Multi-User Features • Describes multi-user features available in Transaction Central Multi-User™ and TC-R Multi-User™

• Includes instructions on using administrative features

Appendix: User Level Descriptions Intended for Administrators Only Describes predefined user access settings available in Transaction Central Multi-User™ and TC-R Multi-User™


09/05 iii

Document Change History

Date Change

First published

05/2005 Multi-User and recurring features added

09/2005 • User guide reformatted • Added changes to transaction entry form, to include purchase card as a

new option in the Type field • Included description of multiple credit refund enhancement • Added manual settlement (manual batch closing) procedures for credit

card payments


09/05 iv


09/05 1-1

Section 1: Transaction Central™

Overview This section describes features available in the Transaction Central™ application. Following is a list of topics discussed in this section:

Page

CHAPTER 1: Getting Started...........................................................................................1-3

CHAPTER 2: Credit Card Transactions...........................................................................1-9

CHAPTER 3: Purchase Order and Purchase Card Transactions .................................1-31

CHAPTER 4: ACH Transactions....................................................................................1-39

CHAPTER 5: Business Information ...............................................................................1-47

CHAPTER 6: Reports ....................................................................................................1-51

CHAPTER 7: Batch Transactions ..................................................................................1-73


09/05 2


09/05 1-3

CHAPTER 1: Getting Started

SECTION 1: Transaction Central™ Introduction

This chapter describes how to access and log in Transaction Central™. The following topics are included in this section.

Page

Access and Login.............................................................................................................1-5

Opening Screen ...............................................................................................................1-6

Recent Updates ...............................................................................................................1-8

TRANSACTION CENTRAL™ SECTION 1: Transaction Central™ User Guide CHAPTER 1: Getting Started

1-4 09/05


Access and Log In

Obtaining Your Merchant ID and Password You will receive your Merchant ID and Password in an email when your account is set up. Note: This is a different ID than your Visa/MC MID. Login Screen You can access this Transaction Central™ Login Screen by going to http://www.primerchants.com and clicking on the logo for Transaction Central™. This screen will appear and you will be prompted for your ID and password. After entering your ID and password, click the Login button.

TC Login Screen

Retrieving Your Password You can retrieve a forgotten password by clicking Forgot password and following the instructions. After verifying who you are, the system will email the password to you.

09/05 1-5


1-6 09/05

Opening Screen

Merchant Home Page

This is the opening screen for Transaction Central™. Below the Transaction Central™ banner, you will find your business name, your merchant ID and the name of the screen you are viewing.

1

2

Merchant Home Page

Transaction Central™ Functions

The selection buttons ( and2) give easy access to the various functions of Transaction Central™ and access to recent updates. The table below lists and describes each function.

Function Description Sale Used to process credit card, purchase card and ACH transactions ForceAuth* Used to process forced authorization for credit card payments Blind Credit* Used to process blind credits for credit card payments Void Used to cancel credit card payments that have been authorized but have

not been settled Credit Used to process credit refunds for credit card payments for transactions

that have been settled Edit Info* Enables merchants to revise their business information such as the name

of their business contact person and the business address information

(continued on next page)


09/05 1-7

Opening Screen (continued)

Transaction Central™ Functions (continued)

Function Description Batch* Used to manually upload batches and manually settle transactions (also

known as manually closing a batch) Upload Batch* Used to submit batch transactions through the Transaction Central™ Web

application Other* Links to other applications the merchant has subscribed to such as

ShopLink™ Recent Updates Accesses a description of the latest updates made to Transaction Central™

Note: *The selection button for this feature only displays if the merchant and/or user account is set up to access the feature.


1-8 09/05

Recent Updates

Reviewing Updates

The Recent Updates page includes a summary of recent changes to Transaction Central™. Each description mentions the function affected and indicates what was added, revised or removed.

1

Recent Updates Page

Navigating Back

When finished viewing the list of updates, use the Back button at the top and bottom the page to return to the Merchant Home page.


09/05 1-9

CHAPTER 2: Credit Card Transactions


This chapter includes instructions on how to perform credit card transactions using Transaction Central™. The following topics are discussed in this chapter.

Page

Entering a Credit Card Sale ...........................................................................................1-11

Viewing and Printing Receipts .......................................................................................1-13

Processing Forced Authorizations .................................................................................1-14

Performing Blind Credits ................................................................................................1-16

Voiding Credit Card Sales..............................................................................................1-17

Entering Credit Refunds.................................................................................................1-22

Manually Settling Credit Card Transactions ..................................................................1-28

Resubmitting Credit Card Transactions.........................................................................1-29

TRANSACTION CENTRAL™ SECTION 1: Transaction Central™ User Guide CHAPTER 3: Purchase Order and Purchase Card Transactions

1-10 09/05

TRANSACTION CENTRAL™ SECTION 1: Transaction Central™ User Guide CHAPTER 2: Credit Card Transactions

Entering a Credit Card Sale

Overview

Credit card sales are entered by clicking the Sale button, then typing information within the Transaction Entry Form. The following image illustrates a credit card transaction entered in the Transaction Entry Form.

1

2

3

Transaction Entry Form for Credit Card Sales

Procedure

1. Click Sale . The Transaction Entry Form page opens.

2. Begin a credit card transaction by selecting Credit Card from the Transaction Type drop down list .

3. In the fields provided, enter a reference (Check #, Order #, etc.), the account information and the amount of sale.

4. Press Place Secure Transaction , to submit the sale for authorization.


09/05 1-11


1-12 09/05

Entering a Credit Card Sale (continued)

Viewing Payment Authorizations

Upon completion of a sale, the following screen displays the transaction information, the Transaction ID and Authorization Code.

1

2

3

Payment Authorization Page for Credit Card Sales

Performing Other Functions

Once you have completed a sale, you may press the following options to perform another task:

• Click a function button to perform another operation.

• View Receipt to view and print a receipt of the transaction.

• Submit Another Sale to enter more transactions.


Viewing and Printing Receipts

Overview

A receipt for the credit card sale may be viewed and printed. The receipt information can be accessed by clicking the View Receipt button.

1

Receipt Page for Credit Card Sales

Procedure

1. Click the View Receipt button from the Payment Authorization page or Transaction Details page. The Receipt page opens.

2. Print a receipt by right clicking on the page, then selecting Print from the pop-up menu that displays.

09/05 1-13


1-14 09/05

Processing Forced Authorizations

Overview

Authorizations received via telephone, also known as forced authorizations, can be entered in Transaction Central™ by clicking the ForceAuth button. To record a forced authorization, the merchant must have on hand the authorization code received from the customer’s credit card issuer during the verbal authorization.

1

2

3

ForceAuth Transaction Entry Form

Procedure

1. Click Force Auth . The Transaction Entry Form page opens for forced authorizations.

2. Type a reference number in Your Ref ID field.

3. In the fields provided, enter the credit card number, the card holder’s address information and card expiration date.

4. Type the amount in the Amount field.

5. In the Auth Code field, type the authorization code received from the card issuer when verbal authorization was obtained.

6. Click Place Secure Transaction to record the sale.



Processing Forced Authorizations (continued)


After recording the forced authorization in Transaction Central™, the following screen displays the transaction information, the Transaction ID and Authorization Code entered in the prior page.

1

2

3

Payment Authorization Page for Credit Card Sales






09/05 1-15


1-16 09/05

Performing Blind Credits

Overview

A blind credit may be performed if a merchant receives a request for a credit refund on a sale that was settled using Transaction Central™, but was authorized through another credit processing company. Blind credits are performed by clicking the Blind Credit button, then entering the credit refund information in the Enter Blind Credit form.

`

1

2

3

Enter Blind Credit Form

Procedure

1. Click Blind Credit . The Enter Blind Credit form opens.

2. Type a reference number in the Your Ref ID field .

3. In the fields provided, enter the credit card number, the card holder’s address information and card expiration date.

4. Type the amount of the credit refund in the Credit Amount field.

5. Click Place Secure Transaction to record the credit refund.


Voiding Credit Card Sales

Overview

Voids are performed by clicking the Void button, which opens a Transaction Detail Report. When a search is performed, the report automatically displays all transactions in the current month that can be voided. Voids are easily performed by pressing on the Void button in the Action Key column that corresponds to the transaction to be voided. Note: Transactions that are settled or closed cannot be voided and must be credited.

1

2

Transaction Detail Report for the Void Feature

Procedure

1. Have a record of the transactions to be voided on hand.

2. Click Void . A page opens displaying Search By fields for entering search options.


09/05 1-17


1-18 09/05

Voiding Credit Card Sales (continued)

Procedure (continued)

1


3. Narrow the transactions to be retrieved by using fields in the Search By table . Search By Field Description Post Date and Time From and To

Used to designate the post date range for the transaction to be retrieved

Display Used to designate the transaction to retrieve • Sales and credit • Credit only • Sales only

Type Used to indicate the payment method used for the transaction • Credit and debit cards • Credit cards • Debit cards • ACH

Status Used to indicate whether to retrieve items that specific batch status, as follows: • In an open batch • Closed





1

Transaction Detail Report for the Void Feature 3. (continued)

Search By Field Description Card Type Displays for credit card, purchase card and debit card

transactions only, used to indicate the brand of the card used, such as AMEX, Visa or MasterCard, the default setting is ALL

UserID Retrieves a transaction by the user ID of person who entered transaction

Trans # Retrieves the transaction by the transaction ID Ref ID Retrieves the transaction by the Ref ID assigned by the

merchant Account # Retrieves the transaction by the customer’s card number Account Name Retrieves the transaction by the customer’s name Amount Retrieves the transaction by the amount of the sale Order By Sorting option used to display search results by a column

heading Asc/Desc Sorting option used to display data in ascending or descending

order


09/05 1-19


1-20 09/05



1

2 3


4. Click Apply Filters to initiate a search. A list of transactions that match the results of your search display.

5. Locate the transaction to be voided from the list.

6. View details of the transaction by pressing on the Trans ID for that transaction.

7. Issue a void by pressing on the Void button for that transaction.




Confirmation for Voided Sales

After pressing on the Void button, the following window opens to confirm that the void is complete.

Void Confirmation Page

09/05 1-21


1-22 09/05

Entering Credit Refunds

Overview

Credits are easily performed using the Credit Refund function. When the Credit button is selected, search options display to search for and retrieve the transaction to be refunded. Once a search is initiated, a list displays with all transactions in the current month that match the search criteria and can be credited.

Note: Transactions that have not settled can not be credited. They must be voided first.

Issuing Multiple Credit Refunds

You may process multiple refunds for the same transaction so long as the amount of each refund does not exceed the total amount of the original sale. Once a partial credit refund is performed on a transaction, Transaction Central™ will track the remaining amount of the sale to ensure that any refunds processed in the future do not exceed the total transaction amount.

1

2

Transaction Detail Report for the Credit Refund Feature

Procedure

1. Have a record of the transaction to be credited on hand.

2. Click Credit . A page opens displaying Search By fields for entering search options.



Entering Credit Refunds (continued)


1


3. Narrow the transactions to be retrieved by using fields in the Search By table .

Search By Field Description Post Date and Time From and To

Used to designate the post date range for the transaction to be retrieved

Display Used to designate the transaction to retrieve • Sales and credit • Credit only • Sales only

Type Used to indicate the payment method used for the transaction • Credit and debit cards • Credit cards • Debit cards • ACH

Status Used to indicate whether to retrieve items that specific batch status, as follows: • In an open batch • Closed


09/05 1-23


1-24 09/05



1


3. (continued) Search By Field Description Card Type Displays for credit card, purchase card and debit card

transactions only, used to indicate the brand of the card used, such as AMEX, Visa or MasterCard, the default setting is ALL

UserID Retrieves a transaction by the user ID of person who entered transaction

Trans # Retrieves the transaction by the transaction ID Ref ID Retrieves the transaction by the Ref ID assigned by the

merchant Account # Retrieves the transaction by the customer’s card number Account Name Retrieves the transaction by the customer’s name Amount Retrieves the transaction by the amount of the sale Order By Sorting option used to display search results by a column

heading Asc/Desc Sorting option used to display data in ascending or descending

order





1 2

3


4. Click Apply Filters to initiate a search. A list of transactions that match the results of your search display.

5. Locate the transaction to be refunded from the list.

6. View details of the transaction by pressing on the Trans ID for that transaction.

7. Issue a void by clicking on the Credit button for that transaction. The Generate Transaction Credit page opens.


09/05 1-25


1-26 09/05



1

2

Generate Transaction Credit Page

8. In the Generate Transaction Credit page, review the transaction information to ensure that the correct transaction was selected.

9. Review the refund amount in the Amount to Credit field.

Important: A partial credit may be made by entering a lower amount in the Amount to Credit field. You may process multiple partial credits on the same transaction so long as the refund amount does not exceed the transaction amount.

10. Click Issue Credit to process the credit refund.




Confirmations for Credit Refunds

This screen appears after clicking the Issue Credit button. This page indicates that the credit was processed.

1

2

Confirmation Page for Credit Refunds





09/05 1-27


1-28 09/05

Manually Settling Credit Card Transactions

Overview

Merchants who are set up to manually settle credit card transactions can perform manual settlements of authorized payments and credit refunds using the Batch feature in Transaction Central™.

1

Batch Button Used for Manual Settlements

Procedure

1. Click the Batch button . The Open CC Batch page displays.

2. Follow the appropriate procedures for manually processing a batch that corresponds with the batch features you have subscribed to in your merchant account:

• Manually settling all transactions in an open batch (see Manually Settling All Transactions in a Batch p1- 77)

• Manually settling individual transactions (see Manually Settling Individual Transactions p1-79)


Resubmitting Credit Card Transactions

Overview

Some credit card transactions that were returned from the credit issuer may be corrected and resubmitted for payment. The Resubmit feature in Transaction Central™ enables you to resubmit transactions returned from the issuer.

1

2

Return List Report

Procedure

1. Have a record of the transaction to be resubmitted on hand.

2. Access the Return List Report (see Return List Report p1-67).

3. Locate the transaction to be resubmitted from the list of transactions from the report.

4. Check the Action column to ensure that the transaction is eligible to be resubmitted. If the transaction is eligible for resubmission the Resubmit button displays.

5. Click the Resubmit button . The Transaction Entry page for resubmitting credit card transactions opens.


09/05 1-29


1-30 09/05

Resubmitting Credit Card Transactions (continued)


Transaction Entry Form for Resubmitting Credit Card Transactions

6. Type corrected information in the appropriate fields as follows:

Required Change Field to Update Purchase order number PONumber Internal reference number for transaction Your Ref ID Credit card number Customer’s Account Number CVV2 CVV2 Customer’s name Name on Account Address information Street Address of the Cardholder Zip code Zipcode Card expiration date Expires Amount of taxes charged Tax Amount

7. Click Place Secure Transaction when finished.


09/05 1-31

CHAPTER 3: Purchase Order and Purchase Card Transactions


This chapter includes instructions on how to perform transactions in Transaction Central™ for

• Merchants set up for level 2 payment processing

• Merchants who process sales with a purchase order and corporate purchase credit card

• Merchants who normally process standard credit cards but are processing a sale with a corporate purchase credit card

The following topics are discussed in this chapter.

Page

About Purchase Order and Purchase Card Transactions .............................................1-33

Entering Purchase Card Sales.......................................................................................1-34


Other Procedures...........................................................................................................1-37


1-32 09/05


09/05 1-33

About Purchase Order and Purchase Card Transactions

What Are Purchase Cards?

Purchase cards are company credit cards that are issued to an employee to pay for business purchases and expenses. Purchase orders are typically issued to the customer when a purchase card sale transaction is performed.

What is Level 2 Payment Processing?

Level 2 payment processing is a merchant account option geared towards merchants who issue purchase orders and have a majority of their clients pay with a corporate purchase credit card.

However, any merchant may process a purchase card transaction using the Sale button in Transaction Central™.

Required Information

The following information must be entered when performing purchase card transactions:

• Name on account • Account number • Purchase order (PO) number • Tax amount • Tax type

Note: Additional information may be required, such as address information and CVV2, depending upon your current business practices.


1-34 09/05

Entering Purchase Card Sales

Overview

Sales for Corporate Purchase Cards are entered by clicking the Sale button, then typing information within the Transaction Entry Form. The following image illustrates the fields that display when entering a purchase card transaction in the Transaction Entry Form.

1

3

2

Procedure


2. Select Purchase Card from the Transaction Type drop down list .

3. In the fields provided, enter a purchase order number, a reference (Check #, Order #, etc.), the account information and the amount of sale.

4. In the Tax Type field, indicate that the sale is Taxable, Tax-Exempt or Non-Taxable.

5. If the sale is taxable, enter a dollar amount in the Tax Amount field.

6. Press Place Secure Transaction , to submit the sale for authorization.



Entering Purchase Card Sales (continued)


Upon completion of a sale, the following screen displays the transaction information, the Transaction ID and Authorization Code.

1

2

3

Payment Authorization Page for Purchase Card Sales






09/05 1-35


1-36 09/05


Overview

A receipt for the purchase card sale may be viewed and printed. The receipt information can be accessed by clicking the View Receipt button.

1

Receipt Page for Purchase Card Sales

Procedure

1. Click the View Receipt button from the Payment Authorization page or Transaction Details page. The Receipt page opens.



Other Procedures

Overview

Other procedures for managing purchase card sales are the same as those performed on standard credit card sales.

References to Other Procedures

Refer to the procedures below to view instructions on how to perform other tasks for managing purchase card sales.

• Forced authorizations (see Processing Forced Authorizations p1-14)

• Blind credits (see Performing Blind Credits p1-16)

• Void sales (see Voiding Credit Card Sales p1-17)

• Credit refunds (see Entering Credit Refunds p1-22)

• Resubmit transactions (see Resubmitting Credit Card Transactions p1-29)

Some of the above procedures can only be performed if the feature is available for you to access in Transaction Central™. If the feature is available, a selection button for the feature will display at the top of any Transaction Central page . When clicked, the button will enable you to access the Web page used to perform the task.

1

Selection Buttons

09/05 1-37


1-38 09/05


09/05 1-39

CHAPTER 4: ACH Transactions


This chapter includes instructions on how to perform ACH transactions in Transaction Central™. The following topics are discussed in this chapter.

Page

Entering ACH Sales .......................................................................................................1-40


Resubmitting ACH Transactions...................................................................................1- 44

TRANSACTION CENTRAL™ SECTION 1: Transaction Central™ User Guide CHAPTER 4: ACH Transactions

1-40 09/05

Entering ACH Sales

Overview

ACH sales are entered by clicking on the Sale button to access the Transaction Entry Form, then selecting the appropriate ACH transaction from the Transaction Type list. ACH sales may be performed using either a checking or a savings account. The following image illustrates a transaction for an ACH checking account.

1

2

Transaction Entry Form for ACH Sales

Procedure


2. Begin an ACH transaction, by selecting ACH-Checking Account or ACH-Savings Account from the Transaction Type drop down list .

Note: The fields will automatically change to enter checking or savings account information when either transaction is selected in the transaction type drop down list.


Entering ACH Sales (continued)


1

2

Transaction Entry Form for ACH Sales

3. Type a reference ID in the Your Ref ID field .

4. In the fields provided , type information regarding the checking or savings account:

• Bank routing number

• Account number for checking or savings

• Name on the account

5. In the Desc Date type the process date, then type the amount in the Amount field.

6. Press Place Secure Transaction to process the sale.


09/05 1-41


1-42 09/05

Entering ACH Sales (continued)

Reviewing ACH Authorizations

When the sale is completed, a confirmation screen displays containing a Transaction ID and a Reference Number.

1

2

3

Process Results Page








Overview

A receipt for an ACH sale may be viewed and printed. The receipt information can be accessed by clicking the View Receipt button from the ACH Authorization or the Transaction Details page.

1

Receipt Page for ACH Sales

Procedure

1. Click the View Receipt button from the ACH Authorization page or Transaction Details page. The Receipt page opens.


09/05 1-43


1-44 09/05

Resubmitting ACH Transactions

Overview

Some ACH transactions that were returned from the customer’s bank may be corrected and resubmitted for payment. The Resubmit feature in Transaction Central™ enables you to resubmit transactions returned from the bank.

1

2

Return List Report

Procedure

1. Have a record of the transaction to be credited on hand.

2. Access the Return List Report (see Return List Report p 1-67).

3. Locate the transaction to be resubmitted from the list of transactions in the report.

4. Check the Action column to ensure that the transaction is eligible to be resubmitted. If the transaction is eligible for resubmission, the Resubmit button displays.

5. Click the Resubmit button . The Resubmit Transactions page opens with fields auto-populated with the transaction information.



Resubmitting Transactions (continued)


Resubmit Transactions Page

6. Type corrected information in the appropriate fields as follows:

Required Change Field to Update Internal reference number for transaction Your Ref ID Description for transaction Description Transaction date Desc Date Routing number Bank Routing No. Checking or savings account number Customer’s Account Number Customer’s name Name on Account

7. Click Change Info and Resubmit Transaction when finished.

09/05 1-45


09/05 1-46


09/05 1-47

CHAPTER 5: Business Information


This chapter describes instructions for revising your business information in Transaction Central™. The following topic is described in this chapter.

Page

Editing Business Information .........................................................................................1-49

TRANSACTION CENTRAL™ SECTION 1: Transaction Central User Guide CHAPTER 5: Business Information

1-48 09/05


Editing Business Information

Overview

The Edit Info feature in Transaction Central™ enables you to edit your business information. This information appears on your reports as well as customer receipts.

1

2

3

Procedure

1. Click Edit Info . The Edit Merchant Information page opens.

2. Type necessary changes to contact information for your business in the fields shown .

3. If you have subscribed to process ACH transactions, indicate the type of ACH payment being processed, such as Bill Pay.

4. Click Save Changes when finished.

09/05 1-49


1-50 09/05


09/05 1-51

CHAPTER 6: Reports


This chapter includes instructions on how to access and view reports using Transaction Central™. The report feature contains records for all transactions that have been recorded within Transaction Central™, including:

• Credit card sales

• Purchase card sales

• ACH sales

• Debit card sales

The following topics are described in this chapter.

Page

Accessing the Reports Page..........................................................................................1-53

Transaction Summary Report ........................................................................................1-54

Transaction Detail Report ..............................................................................................1-57

Settled Summary Report................................................................................................1-61

Settled Detail Report ......................................................................................................1-64

Return List Report ..........................................................................................................1-67

ACH Statement Report ..................................................................................................1-69

ACH Journal Report .......................................................................................................1-70

TRANSACTION CENTRAL™ SECTION 1: Transaction Central User Guide CHAPTER 6: Reports

1-52 09/05


Accessing the Reports Page

Overview

The Reports page displays a list of buttons for accessing reports in Transaction Central™ that can help you balance your receipts and review prior transactions.

2

1

Reports Page

Procedure

1. Click Reports . The Reports Page opens displaying buttons to access the reports.

2. Click the button corresponding to the name of the report to be viewed.

09/05 1-53


1-54 09/05

Transaction Summary Report

Overview

The Transaction Summary Report displays a daily summary of transactions processed for a given date range. When the Transaction Summary Report opens, the Search Filters fields display to enable you to enter search options for retrieving transactions processed on specific dates, and specific transaction types.

1


Procedure

1. From the Reports page (see Accessing the Reports Page p1-53), click Transaction Summary Report. The Transaction Summary Report page opens displaying the Search Filter fields.

2. If desired, change the search options in the following Search Filters fields .

Search Filters Field Description Posted Date From and To

Used to indicate the post date range for transactions to be retrieved

Show CC/ACH Indicates the type of transaction to retrieve in the report results, the default setting is ALL



Transaction Summary Report (continued)


1

2

3


2. (continued)

Search Filters Field Description Status Used to retrieve transactions with a specific payment status ,

the default setting is ALL

3. Click Apply Filters to retrieve transactions and generate a report.

Note: If you click Apply Filters without entering any information in the Search Filters fields, the information for the current month automatically displays.

4. If desired, view details for transactions processed on a specific day by pressing the button displayed under the Post Date column .

09/05 1-55


1-56 09/05

Transaction Summary Report (continued)

Reading the Report

The following report headings are displayed in the Transaction Summary Report. Heading Description Posted Date Post date of sale or credit refund transaction

Note: This column displays a button that when clicked opens the Transaction Details Report page for all transactions processed on that day

Daily Transaction Amount Total dollar amount of all sales processed for a given date # of Transactions Total number of sale transactions processed for a given date Daily Credit Amount Total dollar amount of credit refunds processed for a given date # of Credit Transactions Total number of credit refunds processed for a given date Daily Total For the given date, the total dollar amount of sales minus the total

dollar amount of credit refunds Summary Total Sum of the daily totals for the selected date range



Transaction Detail Report

Overview

The Transaction Detail Report includes a list of transactions entered into Transaction Central™. When the Transaction Details Report opens, the Search Filters fields display to enable you to enter search options for retrieving transactions.

1


Procedure

1. From the Reports page (see Accessing the Reports Page p1-53), click Transaction Detail Report. The Transaction Detail Report page opens displaying Search By fields.

2. If desired, change the search options in the following fields in the Search By table .

Search By Field Description Posted Date and Time From and To

Used to indicate the post date and time range for transactions to be retrieved

Display Used to retrieve transactions according to the following transactions performed: • Sale and Credit • Sale only • Credit only • Decline • ALL


09/05 1-57


1-58 09/05

Transaction Detail Report (continued)


1


2. (continued)

Search By Field Description Type Used to indicate the type of transactions processed, such as

credit card, debit, ACH Status Used to retrieve transactions by a specific payment status Card Type • Displays only when Credit Card or Credit/Debit Card is

selected in the Type field • Used to retrieve transactions by specific card type, default

setting is ALL User ID Retrieves transactions entered by a specific user ID Trans # Retrieves a specific transaction by transactions ID number Ref ID Retrieves a specific transaction by Reference ID number Account Name Used to retrieve transactions by account number of the credit

card, debit card, savings account or checking account Account Name Retrieves transactions by the customer’s name Amount Used to retrieve transactions matching a specific amount Order By Sorting option used to designate the column heading that will

be used to determine how the search results will display, default setting is Post Date

Asc/Desc Sorting option used to indicate whether results will be displayed in descending or ascending order, default setting is Descending





1

3

2



Note: If you click Apply Filters without entering any information in the Search By fields, the information for the current month automatically displays.

4. If desired, view details for transactions processed on a specific day by clicking the number displayed under the Trans ID column .

5. If desired, use the Credit or Void button displayed in the Action Key column to issue a credit or void.

Note: Only settled transactions can be credited and only transactions that are not settled can be voided.


09/05 1-59


1-60 09/05


Reading the Report

The following report headings are displayed in the Transaction Detail Report. Heading Description User ID Displays the user ID of the person who entered the transaction Trans ID Displays the transaction ID automatically assigned to the transaction Ref ID Displays the reference ID assigned to the transaction by the merchant Card Type For credit card transactions only, displays the name of the card used Account Name Displays the customer’s name Posted Date Displays post date for transaction Status Displays the current payment status of the transaction Amount Displays the dollar amount the transaction Action Key Displays any additional actions that may be performed on the transaction,

if any Count Total count of all transactions included in the report Total Displays the sum dollar amount for the transactions listed on the report



Settled Summary Report

Overview

The Settled Summary Report contains a daily summary of credit card, debit card and ACH transactions settled during a given date range. When the report is first accessed, the report displays the Search Filters fields, which can be used to enter search options for retrieving transactions to be included in the report.

2

1

3


Procedure

1. From the Reports page (see Accessing the Reports Page p1-53), click Settled Summary Report. The Transaction Settled Summary opens displaying the Search Filters fields.


Search Filters Field Description Settled Date From and To

Used to indicate the settled date range for transactions to be retrieved

Show CC/ACH Indicates the type of transaction to retrieve in the report results, the default setting is ALL

Batch No Used to retrieve transactions included within a specific batch number


Note: If you click Apply Filters without entering any information in the Search Filters fields, the information for the current month automatically displays.

4. If desired, view details for transactions processed on a specific day by pressing the button displayed under the Settled Date column .


09/05 1-61


1-62 09/05

Settled Summary Report (continued)

Reading the Report for ALL or Credit/Debit Card Transaction Types

The following report headings are displayed in the Settled Summary Report when either ALL or Credit/Debit Card is selected of the Type field in the Search Filter table. Heading Description Settled Date Indicates the date transactions were settled Daily Credit Card Sale Amount

Total dollar amount of sales for the given date

# of Transactions Total number of sale transactions performed for the given date Daily Credit Amount Total dollar amount of credit refund transactions for the given date # of Transactions Total number of credit refunds performed for the given date Daily Total Total sum in dollars of the sales transaction performed for a given

date minus the credit transactions Summary Total Sum to daily totals for all transactions listed in report




Settled Summary Report (continued)

Reading the Report for ACH Transactions

The following report headings are displayed in the Settled Summary Report when ACH is selected in the Type field in the Search Filter table.

Heading Description Settled Date Date transactions was settled Daily Transaction Amount Total dollar amount of ACH sales performed for the given date # of Transactions Total number of ACH sales performed for the given date Daily Credit Amount Total dollar amount of ACH credit refund transactions processed

for the given date # of Credit Transactions Total number of ACH credit refunds processed for the given date Daily Return Amount Total dollar amount of returned ACH payments for the given date # of Return Total number of returned ACH payments for the given date Daily Total For a given date, displays the total dollar amount of sales minus

the daily credit amount and minus the daily return amount Summary Total Sum of all daily totals for the transactions displayed in the report


09/05 1-63


1-64 09/05

Settled Detail Report

Overview

The Settled Detail Report includes specific details on settled transactions. When the report is first accessed, the Search Filters fields display to enable you to enter search options for retrieving transactions for the report.

1


Procedure

1. From the Reports page (see Accessing the Reports Page p1-53), click Settled Detail Report. The Transaction Settled Detail Report opens displaying Search Filters fields.


Search Filters Field Description Settled Date From and To


Display Used to retrieve the transactions by the following type of transactions performed: • Sale and credit • Sale only • Credit only

Type Indicates the type of transaction to retrieve, such as credit card, debit card, ACH or ALL. The default setting is ALL.

Card Type Displays only for credit and debit card transactions, indicates brand of card used, such as MasterCard, Visa, AMEX



Settled Detail Report (continued)


1

2

3


2. (continued)

Search Filters Field Description Trans # Retrieves a specific transaction by transaction ID number Ref ID Retrieves a specific transaction by Ref ID number Account # Retrieves transactions by the account number of the credit

card, debit card, checking account or savings account Account Name Used to retrieve transactions by the customer’s name Batch number Used to retrieve transactions processed in a specific batch

3. Click Apply Filters to retrieve transactions and generate a report. The transactions that match the search options are displayed.

Note: If you click Apply Filters without entering any information in the Search Filters fields, the information for the current month automatically displays. If both sales and credit refund transactions are retrieved, the sales transactions display in a separate table than the credit transactions, as shown in the above image.

4. If desired, view details for sales transactions by pressing the button displayed under the Trans ID column .


09/05 1-65


1-66 09/05

Settled Detail Report (continued)

Reading the Report

The following report headings are displayed in the Settled Detail Report: Heading Description User ID Displays the user ID of the person who entered the transaction Trans ID Displays the transaction ID assigned to the transaction Ref ID Displays the reference ID assigned to the transaction Card Type For reports that display credit card and/or debit transactions

only, displays the name of the card used for the transaction Tran Type For reports that display ACH transactions only, indicates that

the transaction is an ACH transaction Account Name Displays the customer’s name Posted Date Displays post date for the transaction Settled Date Date transaction was settled for payment or refund Batch Number # Displays the batch number in which the transaction was included Amount Displays the dollar amount the transaction Count Total count of all transactions included in the report Summary Total Displays the sum dollar amount for the transactions on the report



Return List Report

Overview

The Return List Report includes transactions that were returned from the credit card processor or the customer’s bank. When the Return List Report page is first accessed, the Search By fields display to enable you to enter search options to limit the number of transactions retrieved.

2

1

3

Return List Report

Procedure

1. From the Reports page (see Accessing the Reports Page p1-53), click Return List Report. The Return List Report opens displaying the Search By fields.

2. If desired, change the search options in the following fields in the Search By table .



Type Indicates the type of transaction to retrieve, such as credit card or ACH transactions, the default setting is Credit Card


4. If desired and the option is available, you can change or correct the transaction by clicking on the Resubmit button displayed in the Action column (see Resubmitting Credit Card Transactions p1-29 or Resubmitting ACH Transactions p1-44).


09/05 1-67


1-68 09/05

Return List Report (continued)

Reading the Report

The following report headings are displayed in the Return List Report: Heading Description Trans ID Displays the transaction ID assigned to the transaction Return Date Date payment was returned Account Number Displays the account number for the credit card, checking or

savings account ABA/EXP Date • For ACH transactions, displays the ABA number

• For credit card transactions, displays the expiration date for the card

Account Name Displays the customer’s name Reason System or message from bank indicating reason for return Amount Displays the dollar amount of the transaction Action Indicates whether the transaction is eligible for resubmission.

Note: If eligible, the Resubmit button displays. Count Total count of all transactions included in the report Summary Total Displays the sum dollar amount for the transactions on the report

Return List Report


ACH Statement Report

Overview

This report shows your ACH activity for the previous month. Items found on the statement include fees, amounts held in reserve (if applicable), amounts released from reserve, transactions returned for NSF, closed accounts, etc.

The report also shows amounts on hold. When transactions are submitted by the merchant, the amount (minus reserve, when appropriate, and fees) is placed on hold for a few days while the ACH is sent to collect the funds. After the time period elapses, the hold amount is sent to the merchant and shown on the report as Release of funds on hold.

ACH Statement

Procedure

1. From the Reports page (see Accessing the Reports Page p1-53), click ACH Statement. The ACH Statement opens displaying information for the previous month.

2. Refer to the following table as a guide when reading the statement.

Column Name Description Date Date activity occurred Activity Description of activity, including holds, EFT, returns, etc. Amount Dollar amount of funds transferred or returned, if applicable Available Amount available to merchant after the activity was performed Balance Balance for the given date Ending Balance Ending available and account balance as of last day of the monthAmount Displays the dollar amount of the transaction

09/05 1-69


1-70 09/05

ACH Journal Report

Overview

The ACH Journal report includes details on specific ACH journal activity performed on your account and is listed by journal ID. When the ACH Journal Report is first accessed, the report opens with the Search Filters fields displayed to enable you to enter search options for retrieving ACH Journal information.

1

2

ACH Journal Report

Procedure

1. From the Reports page (see Accessing the Reports Page p1-53), click ACH Journal Report. The ACH Journal Report opens displaying the Search Filters fields.



Used to indicate the posted date range for transactions to be retrieved

Reference Code Reference code assigned to the Journal Order By Sort option used to indicate the name of the column heading in

which the report results will display in ascending order

3. Click Apply Filters to retrieve transactions and generate a report. The results display.



09/05 1-71

ACH Journal Report (continued)

Reading the Report

The following report headings are displayed in the ACH Journal Report. Heading Description Journal ID ID number assigned to the ACH journal Posted Date Date of ACH journal activity Description Description of activity performed REF Code Reference number assigned to the journal Ref ID Merchant’s internal reference number assigned to the ACH transaction


1-72 09/05


09/05 1-73

CHAPTER 7: Batch Transactions


This chapter describes how to upload and manually settle transactions using the Batch Upload and Batch pages in Transaction Central™. The following topic is described in this chapter.

Page

About Batch Transactions..............................................................................................1-75

Upload Batch..................................................................................................................1-76

Manually Settling All Transactions in a Batch................................................................1-77

Manually Settling Individual Transactions......................................................................1-79

TRANSACTION CENTRAL™ SECTION 1: Transaction Central User Guide CHAPTER 7: Batch Transactions:

1-74 09/05


About Batch Transactions

Overview

The batch transaction options available through the Batch and Batch Upload web pages in Transaction Central™ offer merchants a means to manually process batches.

Batch Upload

The batch upload features enables merchants to manually upload batch transactions using the Batch Upload page in Transaction Central™, which is accessed from the Upload Batch button .

1

Upload Batch Button

Options for Manually Settling Credit Card Transactions

The manual settle feature, also referred to as manually closing a batch, can vary depending upon the settings in your merchant account. These settings determine which of the following transactions you may be able to perform:

• Manually settle all open, authorized transactions at one time

• Manually settle individual authorized credit card payments

Both options can be accessed from the same Batch button . However, the page that displays will differ depending upon your merchant account settings.

2

Batch Button Used for Manual Settlements

09/05 1-75


1-76 09/05

Upload Batch

Overview

Mail Order/Telephone Order merchants may assemble a group of transactions into a file (batch) and transmit them all at one time.

The file or batch can be transmitted to TransFirst™ through Transaction Central™ when they are submitted in .cck format. A copy of this format is available to be sent to you. Only use this service if you are technically advanced.

Note: Contact Customer Service 888-835-1777 for more information.

1

2

3

Upload Batch Page

Procedure

1. Have the batch file prepared in the proper .cck format.

2. Access Transaction Central™, then click the Upload Batch button . The Upload Batch page opens.

3. Click the Browse button to search for the appropriate file on your PC.

4. When the file is located, press Upload File . The file is transmitted to Transaction Central™ for settlement.


Manually Settling All Transactions in a Batch

Overview

Merchants who are set up to manually settle batches can perform manual settlements using the Batch feature. Manually settling transactions, also known as manually closing a batch, can be performed on both authorized credit card payments and credit refund transactions.

Note: The web page displayed may look different based upon your account settings (see About Batch Transactions p1-75).

1

2

Open CC Batch Page

Procedure


2. Click Close Batch . All payment and credit refund transactions displayed are posted for settlement during the current business day’s batch processing.


09/05 1-77


1-78 09/05

Manually Settling All Transactions in a Batch (continued)

Reading the Open CC Batch Page

The following column headings display in the Open CC Batch page.

Heading Description Transaction ID ID automatically assigned to the transaction by Transaction Central™ Source Code indicating where the payment or credit refund transaction

originated Posted Date Date payment or credit refund transaction was authorized Authorization Authorization code received from credit card issuer Reference Number Reference ID assigned to transaction by merchant Amount Amount of payment or credit transaction

Open CC Batch Page


Manually Settling Individual Transactions

Overview

Merchants who are set up to manually settle individual credit card transactions can perform manual settlements using the Batch feature. Only the authorized payment transaction displayed on this page can be manually settled.

Note: The web page displayed may look different based upon your account settings (see About Batch Transactions p1-75).

1

2

Open CC Batch Page

Procedure


2. Review the list of payment transactions .


09/05 1-79


1-80 09/05

Manually Settling Individual Transactions (continued)


3. Locate the payment transactions to be settled, then click the Batch Close box beside each transaction.

4. Click Close Batch when finished. The selected payment transaction and all credit transactions displayed are posted for settlement.

Open CC Batch Page

1

2



Manually Settling Individual Transactions (continued)

Reading the Open CC Batch Page

The following column headings display in the Open CC Batch page.

Heading Description Transaction ID ID automatically assigned to the transaction by Transaction Central™ Source Code indicating where the payment or credit refund transaction

originated Posted Date Date payment or credit refund transaction was authorized Authorization Authorization code received from credit card issuer Reference Number Reference ID assigned to transaction by merchant Amount Amount of payment or credit transaction

Open CC Batch Page

09/05 1-81


1-82 09/05


Section 2: Recurring Transactions

Overview This section describes features available in versions of Transaction Central™ that contain the recurring billing feature, such as TC-R™ and TC-R Multi-User™. Following is a list of topics discussed in this section.

Page

CHAPTER 1: About Recurring Transactions ...................................................................2-3

CHAPTER 2: Automated Recurring Transactions ...........................................................2-7

CHAPTER 3: Manual Recurring Transactions...............................................................2-19

CHAPTER 4: Recurring Billing for Purchase Orders .....................................................2-31

CHAPTER 5: General Procedures.................................................................................2-47

CHAPTER 6: Reports for Recurring Transactions.........................................................2-57

09/05 2-1

TRANSACTION CENTRAL™ SECTION 2: Credit Card Transactions User Guide

2-2 09/05


09/05 2-3

CHAPTER 1: About Recurring Transactions

SECTION 2: Recurring Transactions Introduction

This chapter discusses the recurring transactions feature. The following topics are described in this chapter.

Page

What Are Recurring Transactions?..................................................................................2-5

Using Recurring Transactions..........................................................................................2-6

TRANSACTION CENTRAL™ SECTION 2: Recurring Transactions User Guide CHAPTER 1: About Recurring Transactions

2-4 09/05


09/05 2-5

What Are Recurring Transactions?

Overview Recurring transactions are sale transactions in which the customer’s account and billing information are saved in Transaction Central™ to readily debit funds from the customer’s account. The features enable merchants to set up and manage recurring payment accounts for customers.

How to Access Recurring Transactions Recurring transactions are available in the following applications:

• TC-R™ (Transaction Central™ Recurring)

• TC-R Multi-User™ (Transaction Central™ Recurring Multi-User)

A merchant must subscribe to recurring billing in order to access the feature. Once subscribed, you are given a user ID and password to access to one of the above applications.

Types of Recurring Transactions Available Recurring transactions may be set up for credit card, purchase credit and ACH payments. The following types of recurring transactions can be performed. Type Description Automated Recurring Transaction in which a scheduled debit is automatically deducted

from the customer’s account for payment of a bill Manual Recurring • Transaction in which the customer’s account information is

saved in order to readily debit the customer’s account when the customer gives permission

• This feature enables you the flexibility to debit the customer’s account for a different amount and to process a payment on different dates

Other Features

Other features available for merchants using TC-R™ and TC-R Multi-User™ include the following:

• All standard features in Transaction Central™ (see Section 1: Transaction Central p1-1)

• For TC-R Multi-User™ only, all features available in Transaction Central Multi-User™ (see Section 3: Multi-User Features p3-1)


2-6 09/05

Using Recurring Transactions

Overview

For Merchants who have subscribed to either the TC-R™ or TC-R Multi-User™ application, the Manual Recur and Recurring buttons display at the top of the screen. Note: Merchants who do not subscribe to either of the above applications will not have access to the recurring buttons and the related features.

1 2

Recurring Buttons

Procedure

1. Log in either TC-R™ or TC-R Multi-User™.

2. From any page, click either the Manual Recur or Recurring buttons displayed at the top of the page.


09/05 2-7

CHAPTER 2: Automated Recurring Transactions


This chapter includes instructions for adding and managing automated recurring transactions. The following topics are described in this chapter.

Page

Adding Automated Transactions from the Recurring Button ...........................................2-9

Adding Automated Transactions When Performing a Sale ...........................................2-11

Managing Automated Transactions ...............................................................................2-14

TRANSACTION CENTRAL™ SECTION 2: Recurring Transactions User Guide CHAPTER 2: Automated Recurring Transactions

2-8 09/05


Adding Automated Transactions from the Recurring Button

Overview

The automated recurring transactions feature allows merchants to set up automated billing accounts for their customers. Automated transactions may be added in one of two ways:

• From the Recurring button

• When performing a sale

Automated recurring transactions may be added by clicking the Recurring button and accessing the View Recurring Transactions page.

1

2

View Recurring Transactions Page

Procedure

1. From any page, click Recurring . The View Recurring Transaction page opens.

2. Click Add New Recurring Transaction . The Add Recurring Form opens.


09/05 2-9


2-10 09/05

Adding Automated Transactions from the Recurring Button (continued)


3. In the Add New Recurring Transaction screen, select Credit Card, Purchase Card or ACH from the Transaction Type list .

Note: The page displays different fields for entering billing information depending upon whether you are setting up billing for a credit card, purchase card or ACH transaction.

4. In the Billing Type selection list, ensure that Automatic is selected.

Note: You may set up a manual or automated recurring transaction, depending upon the selection you choose from the Billing Type selection list.

5. Type the customer’s billing address and account information in the fields provided.

6. Type the amount to be debited from the customer’s account.

7. In the Default RefID field, assign a reference ID to the transaction.

8. Click Add Recurring Transaction when finished. A Recurring ID is automatically assigned to the customer to identify the customer’s recurring account profile.

2

1

Add Recurring Form


Adding Automated Transactions When Performing a Sale

Overview

A recurring account may also be set up by processing a sale transaction.

1

Transaction Entry Form

Procedure

1. Click the Sale button. The Transaction Entry form opens.

2. Type the required information in the form to process the credit card or ACH sale (see Entering Credit Card Sale Transactions p1-11, Entering Purchase Card Transactions p1-34 or Entering ACH Sale Transactions p1-40).

3. When finished, click Place Secure Transaction . The Process Results page opens.


09/05 2-11


2-12 09/05

Adding Automated Transactions When Performing a Sale (continued)


4. Click Add to Recurring . The Add to Recurring page opens with the fields auto populated with the billing information entered in the previous page.

1

The Process Results Page

5. In the Add New Recurring Transaction screen, ensure that the billing information is correct, and make any necessary changes .

Note: The page displays different fields for entering billing information depending upon whether you are setting up billing for a credit card, purchase card or ACH transaction.

2

Add Recurring Form (continued on next page)


Adding Automated Transactions When Performing a Sale (continued)


6. In the Billing Type field , ensure that Automatic is selected.

Note: You may set up a manual or automated recurring transaction, depending upon the selection you choose from the Billing Type selection list.

7. Check the amount to be debited from the customer’s account to ensure it is accurate, then make any necessary changes.

8. In the Default RefID field, assign a reference ID to the transaction.


2

1

Add Recurring Form

09/05 2-13


2-14 09/05

Managing Automated Transactions

Overview

When the Recurring button is selected, a list of accounts currently under recurring billing displays. This page provides a brief status of both automatic and manual recurring accounts.

1

2


Procedure

1. Click the Recurring button . The View Recurring Transactions page opens.

2. If desired, narrow the list of transactions or retrieve a specific recurring transaction by using the Search Filters fields .

Search Filters Field Description Account Number Customer’s credit card, checking or savings account number Ref No Merchant’s internal reference number assigned to transaction Billing Type Used to indicate whether automated and/or manual recurring

transactions should be displayed, the default setting is ALL Include Inactive Used to designate whether older, inactive recurring accounts

should be retrieved, the default setting is No Sort By Sorting option used to indicate the column heading that will be

used to arrange the search results Asc/Desc Sorting option used to indicate whether information should be

listed in ascending or descending order (continued on next page)


Managing Automated Transactions (continued)


3. Click the Apply Filters button to initiate the search.

4. Other actions can also be performed on this screen, as described in the following table.

Action To Be Performed What To Do Edit the customer profile Click the customer’s Recurring ID number . Process or change a manual recurring transaction

Click the date shown in the Next Processing Date column .

View a history of payments Click number displayed in the Payments column .

1 2 4 3

View Recurring Transactions Page (continued on next page)

09/05 2-15


2-16 09/05


Reading the View Recurring Transactions Page

The following report headings display in the View Recurring Transactions page. Report Heading Description Recurring ID Identification number for recurring transaction that is automatically

assigned by Transaction Central™ at the time the recurring transaction was created Note: This number may be clicked to update the recurring billing information (see Updating Recurring Transactions p 2-49).

Ref No Merchant’s internal reference number assigned to the recurring transaction

Next Processed Date

If applicable, displays the next scheduled date that customer’s account will be debited Note: This date may not display for manual transactions. If a date does display, the date must be clicked to process manual payments (see Processing Manual Payments p2-29).

Billing Type Indicates whether the recurring billing account is a manual or automated one

Cycle Type Indicates the payment schedule Note: For manual recurring transactions, this column displays Manual Recurring.

Type Indicates whether payment will be made via credit card, purchase card or ACH

Account No. Displays encrypted version of the customer’s credit card, purchase card, checking or savings account number

ABA/Expire • For credit card transactions, displays expiration date of card • For ACH transactions, displays the routing number

Account Name Name of customer # of Payments If customer only owes a specified number of payments, indicates

the total number of payments owed by the customer





Reading the View Recurring Transactions Page

Report Heading Description Payments Total number of payments received, if any

Note: You may click this number to view payment history (see Viewing Payment History for Recurring Transactions p2-51).

Active Indicates whether account is active or inactive Amount Amount to be debited from customer


09/05 2-17


2-18 09/05


09/05 2-19

CHAPTER 3: Manual Recurring Transactions


This chapter includes instructions for adding and managing manual recurring transactions. The following topics are described in this chapter.

Page

Adding Manual Transactions from the Manual Recurr Button.......................................2-21

Adding Manual Transactions When Performing a Sale .................................................2-23

Managing Manual Transactions.....................................................................................2-26

Processing Manual Payments .......................................................................................2-29

TRANSACTION CENTRAL™ SECTION 2: Recurring Transactions User Guide CHAPTER 3: Manual Recurring Transactions

2-20 09/05


Adding Manual Transactions from the Manual Recurr Button

Overview

The manual recurring transactions feature allows merchants to save customer billing information and readily process payments for customer accounts in which payments must be manually processed. This includes regularly paying customers or customers who are under an agreement to make periodic payments. Manual transactions may be added in one of two ways:

• From the Manual Recur button

• When performing a sale

Manual recurring transactions may be added by clicking the Manual Recur button and accessing the View Manual Recurring Transactions page.

1

2

View Manual Recurring Transactions

Procedure

1. Click the Manual Recur button . The View Manual Recurring Transaction page opens containing a list of accounts currently under manual recurring billing.

2. Click Add New Manual Recurring Transactions . The Add Manual Recurring Form opens.


09/05 2-21


2-22 09/05

Adding Manual Transactions from the Manual Recur Button (continued)


3. In the Add Manual Recurring Form, select Credit Card, Purchase Card, ACH Checking, or ACH Savings from the Transaction Type list .

Note: Different fields for typing billing information display depending upon whether you are setting up credit card, purchase card or ACH transaction.

4. Type the customer’s billing information in the fields provided.

5. In the Default RefID, type a reference ID number that you can use to identify this manual recurring transaction in your records.

6. Click the Add Recurring Transaction when finished. A Recurring ID is automatically assigned to the customer to identify the customer’s recurring account profile.

2

1

Add Manual Recurring Form


Adding Manual Transactions When Performing a Sale

Overview

A manual recurring account may also be set up by processing a sale transaction.

1

2


Procedure

1. Click the Sale button . The Transaction Entry Form opens.

2. Type the required information in the form to process the credit card, purchase card or ACH sale (see Entering Credit Card Sale Transactions p1-11, Entering Purchase Card Transactions 1-34 or Entering ACH Sale Transactions p1-40).

3. When finished, click Place Secure Transaction . The Process Results page opens.


09/05 2-23


2-24 09/05

Adding Manual Transactions When Performing a Sale (continued)


4. Click Add to Recurring . The Add to Recurring page opens with the fields auto populated with the transaction information entered in the sale.

The Process Results Page

5. In the Add New Recurring Transaction screen, make necessary changes to the fields .

Note: The page displays different fields for entering billing information depending upon whether you are setting up billing for a credit card or ACH transaction type.

1

2

Add Recurring Form (continued on next page)


Adding Manual Transactions When Performing a Sale (continued)


6. In the Billing Type selection list, ensure that Manual is selected .

Note: You may set up a manual or automated recurring transaction, depending upon the selection you choose from the Billing Type list.

7. Ensure that the billing information in the fields displayed is correct and make any necessary changes.

8. In the Default RefID field, ensure a reference ID is assigned to the transaction.


2

1

Add Recurring Form

09/05 2-25


2-26 09/05

Managing Manual Transactions

Overview

When the Manual Recur button is selected, a list of accounts currently under manual recurring billing displays. This page provides a brief status of each manually recurring account. Use the Search Filters fields to retrieve specific manual recurring transactions.

1

2

3


Procedure

1. Click the Manual Recurr button . The View Manual Recurring Transactions page displays.

2. If desired, narrow the list of transactions by using the Search Filters fields as described in the following table.

Search Filters Field Description Account Name Customer’s name Ref No Merchant’s internal reference number assigned to transaction Include Inactive Used to designate whether older, inactive recurring accounts

should be retrieved, the default setting is No Sort By Sorting option used to indicate the column heading that will be

used to arrange the search results Asc/Desc Sorting option used to indicate whether information should be

listed in ascending or descending order

3. Click the Apply Filters button to initiate the search.



Managing Manual Transactions (continued)


4. Other actions can also be performed on this screen, as described in the following table.

Action To Be Performed What To Do Process or change a manual recurring transaction

Click the Process button from the Action column .

Edit the customer profile Click the customer’s Recurring ID number .

1 2



09/05 2-27


2-28 09/05

Managing Manual Transactions (continued)

Reading the View Manual Transactions Page

The following report headings display in the View Recurring Transactions page. Report Heading Description Action Key Displays the Process button, which when clicked can be used to

process or change a manual transaction Recurring ID Identification number for recurring transaction that is automatically

assigned by Transaction Central™ at the time the recurring transaction was created Note: This number may be clicked to update the recurring billing information (see Updating Recurring Transactions p2-49).

Ref No Merchant’s internal reference number assigned to the recurring transaction

Type Indicates whether payment will be made via credit card, purchase card or ACH

Account No. Displays encrypted version of the customer’s credit card, checking or savings account number

ABA/Expire • For credit card transactions, displays expiration date of card • For ACH transactions, displays the routing number

Account Name Name of customer Payments Total number of payments received, if any



Processing Manual Payments

Overview

You must access the Process Recurring Transaction page to process a payment for a manual recurring transaction. You may also use the Process Recurring Transaction page to quickly change the payment amount and the internal reference ID number your company has assigned before processing the payment.

1

2


Procedure


2. Locate the transaction to be processed from the list of transactions displayed.

3. Click Process from the View Manual Recurring Transactions screen. The Process Recurring Transaction screen opens.


09/05 2-29


2-30 09/05

Processing Manual Payments (continued)


4. In the Process Recurring Transaction screen, you may change the Reference ID or Amount, if desired.

5. Click Process to process a payment.


09/05 2-31

CHAPTER 4: Recurring Billing for Purchase Orders


This chapter includes instructions on setting up and managing recurring billing for merchants with level 2 data payment processing. Merchants with level 2 data payment processing are required to enter a purchase order number and corporate purchase credit card when processing a payment.

Note: Refer to your merchant account profile to determine whether the merchant is set up for level 2 data payment processing.

The following topics are discussed in this chapter:

Page

Adding Automated Recurring Billing for Purchase Orders.............................................2-33

Adding Manual Recurring Billing for Purchase Orders ..................................................2-37

Adding Recurring Billing after Performing Purchase Card Sales ..................................2-39

Processing Manual Recurring Billing for Purchase Orders............................................2-43

Managing Recurring Billing for Purchase Orders ..........................................................2-45

TRANSACTION CENTRAL™ SECTION 2: Recurring Transactions User Guide CHAPTER 4: Recurring Billing for Purchase Orders

2-32 09/05


Adding Automated Recurring Billing for Purchase Orders

Overview

Merchants processing payments with level 2 data, may set up automated recurring billing for their customer’s purchase orders. With automated recurring billing, merchants may process scheduled periodic debits from customer accounts to pay for a purchase order.

1

2


Procedure

1. Click the Recurring button to access the View Recurring Transactions page .

2. Click the Add New Recurring Transaction . The Add Recurring Form opens.


09/05 2-33


2-34 09/05

Adding Automated Recurring Billing for Purchase Orders (continued)


3. In the Add Recurring Form, select Purchase Card from the Transaction Type drop down list . The fields for entering purchase card information display.

4. Ensure that Automatic displays in the Billing Type drop down list.

Note: You may also setup manual recurring billing accounts by selecting Manual from the Billing Type list. When setting up a manual recurring account, values entered in the PO Number, Amount, Tax Amount and Tax Type fields are not saved.

5. Type the purchase order for the account in the PO Number field.

6. Type the purchase card and billing address information in the fields provided.

1

Add Recurring Form





7. In the Billing Cycle list, indicate how often the customer account is to be debited.

8. If the customer is on a payment plan with a limited number of payments, type the in the Number of Payments field the maximum number of payments that must post to the customer’s account.

Note: Type zero if the customer is on continuous payments. I the customer is scheduled to make a limited number of payments, the automated billing will cease once the maximum number of payments is received.

9. In the Recurring Payment Date fields, type the start date for the recurring billing.

1

Add Recurring Form


09/05 2-35


2-36 09/05



10. In the Amount field , type the amount to be automatically debited.

11. Type the proper values in the Tax Amount and Tax Type fields, as indicated in the following table.

Tax Amount Tax Type Any Amount greater than 0 Taxable 0 Tax Exempt 0 Non Taxable

12. Type in Your RefID field reference number to account for your records.


1

2

Add Recurring Form



Adding Manual Recurring Billing for Purchase Orders

Overview

Merchants with level 2 data payment processing may set up manual recurring billing for purchase orders. This option enables merchants to save customer billing information. However with manual recurring billing, you must manually process a payment to debit funds from the customer’s account.

1

2


Procedure

1. Click the Manual Recurr button. The View Manual Recurring Transactions page opens.

2. Click the Add New Manual Recurring Transaction . The Add Manual Recurring Form opens.


09/05 2-37


2-38 09/05

Adding Manual Recurring Billing for Purchase Orders (continued)


3. In the Add Manual Recurring Form, select Purchase Card in the Transaction Type drop down list .

4. Type the purchase card and billing address information in the fields provided.

5. Type a reference ID number in Your RefID field for your records.


1

2

Add Manual Recurring Form


Adding Recurring Billing after Performing Purchase Card Sales

Overview

Recurring billing for a purchase order may also be added after performing a purchase order sale.

1

3

2


Procedure


2. Select Purchase Card from the Transaction Type drop down list .

3. Enter remaining information for a purchase card sale, (see Entering Purchase Card Sales p1-34).

4. Click Place Secure Transaction . The Process Results page opens.


09/05 2-39


2-40 09/05

Adding Recurring Billing after Performing Purchase Card Sales (continued)


5. Click Add to Recurring . The Add to Recurring page opens with the fields auto populated with the billing information entered in the previous page.

1

Process Results Page

6. In the Add Recurring Form, select Purchase Card from the Transaction Type drop down list . The fields for entering purchase card information display.

2

Add Recurring Form





7. Select either Automatic or Manual from the drop down list.

Note: When setting up a manual recurring account, values entered in the PO Number, Amount, Tax Amount and Tax Type fields are not saved.

8. Type purchase card account and billing address information in the fields provided.

9. In the Billing Cycle list, indicate how often the customer account is to be debited.

10. If the customer is on a payment plan with a limited number of payments, type in the Number of Payments field the maximum number of payments that must post to the customer’s account.

Note: Type zero if the customer is on continuous payments. I the customer is scheduled to make a limited number of payments, automated billing will cease once the maximum number of payments is received.

11. In the Recurring Payment Date fields, type the start date for the recurring billing.

1

Add Recurring Form


09/05 2-41


2-42 09/05



12. In the Amount field , type the amount to be automatically debited.



14. Type in Your RefID field a reference number for your records.


1

2

Add Recurring Form


Processing Manual Recurring Billing for Purchase Orders

Overview

To receive payments on purchase orders that are set up for manual recurring billing, you must first receive the customer’s permission to debit the account. Payments are then manually processed using Transaction Central™.

1

2


Procedure


2. Locate the transaction to be processed from the list of transaction displayed.

3. Click Process from the View Manual Recurring Transactions screen. The Process Recurring Transaction screen opens.


09/05 2-43


2-44 09/05

Processing Manual Recurring Billing for Purchase Orders (continued)


4. In the Processing Recurring Transactions page, type the purchase order number in the PO Number field.

5. Type the amount of the transaction in the Amount field.



7. Type a reference ID in Your RefID field for your records.

8. Click Process to process the payment.

Process Recurring Transactions


Managing Recurring Billing for Purchase Orders

Overview

Recurring billing transactions for purchase orders are managed using the same procedures for other recurring transactions processed with ACH or standard credit cards. You can view the current status of an account by pressing either the Recurring button or Manual Recurr button.

1

Manual Recurr and Recurring Buttons

Procedure

1. Click the Recurring button to open the View Recurring Transactions page OR Click the Manual Recurr button to open the View Manual Recurring Transactions page.

Note: The image above is an example of the View Manual Recurring Transactions page.

2. Follow instructions for managing the automated or manual recurring account (see Managing Automated Transactions p 2-14 or Managing Manual Transactions p2-26).

09/05 2-45


2-46 09/05


09/05 2-47

CHAPTER 5: General Procedures


This chapter includes instructions for general procedures for managing the following recurring transactions:

• Automated • Manual • Purchase order transactions (merchants with level 2 payment processing)

The following topics are discussed in this chapter.

Page

Updating Recurring Transactions ..................................................................................2-49

Viewing Payment History for Recurring Transactions ...................................................2-51

Resubmitting Recurring Payments ................................................................................2-53

TRANSACTION CENTRAL™ SECTION 2: Recurring Transactions User Guide CHAPTER 5: General Procedures

2-48 09/05


Updating Recurring Transactions

Overview

Recurring transactions may be updated from either the View Manual Recurring Transactions screen or the View Automated Recurring Transactions screen.

1

2

View Manual Recurring Transactions Page

Procedure

1. Click the Recurring button to access the View Recurring Transactions page OR Click Manual Recurr to access the View Manual Recurring Transactions page OR Access the Recurring Expired CC Report (see Recurring Expired CC Report p 2- 64).

Note: The View Manual Recurring Transactions page is used in this example.

2. Click the Recurring ID number for the transaction to be updated . A page opens enabling you to edit the transaction.


09/05 2-49


2-50 09/05

Updating Recurring Transactions (continued)


3. In edit screen, type the changes to the recurring transaction using the fields provided .

Note: A manual transaction for a recurring credit card sale is used in this example.

2

1

Edit Manual Transaction Page

4. Click Save Edited Information when finished.


Viewing Payment History for Recurring Transactions

Overview

Payment history for recurring transactions may be accessed from View Recurring Transactions page only, which lists both recurring and manually recurring transactions.

1

2

View Recurring Transactions

Procedure

1. Click Recurring . The View Recurring Transactions page opens.

2. Select a transaction from the page, then click the number of payments displayed in the Payments column. The View Transaction List screen opens, containing a history of all payments for the selected recurring transaction.

Note: Payment history can only be viewed if the customer has made one or more payments towards the account.


09/05 2-51


2-52 09/05

Viewing Payment History for Recurring Transactions (continued)

Reading Payment History

The following headings display in payment history.

Heading Description Transaction ID Identification number assign to the recurring transaction by

Transaction Central™ Date Posted Date payment posted to the account Next Processing Date Next payment due date Amount Amount Status Status of payment Notes System notes explaining payment status, if any

Payment History Page for Recurring Transactions


Resubmitting Recurring Payments

Overview

Some recurring payments that are returned from the credit card issuer or the customer’s bank may be resubmitted. To determine whether a recurring payment can be resubmitted, access the Recurring Problem Summary report to retrieve and view details for the returned payment.

1

2 3

Recurring Problem Summary Report

Procedure

1. Have a record of the returned payment on hand.

2. From the Reports page (see Accessing the Reports Page p2-60 ), click Recurring Details. The Recurring Details report opens with the Search Filters fields.


Search Filters Field Description Transaction Type Used to retrieve transactions debited using a specific payment

method, such as credit card or ACH Include Active Used to indicate whether the report results will include active

recurring accounts, the default setting is Yes


5. Locate the recurring account from the results displayed in the report, then click the number shown in the # Returns column . The Recurring Problem Detail page opens.


09/05 2-53


2-54 09/05

Resubmitting Recurring Payments (continued)


6. In the Recurring Problem Detail page, locate the returned transaction.

7. Determine if the Resubmit button displays beside the Notes column for the transaction.

Note: If the Resubmit button does not display, then the transaction cannot be resubmitted.

1

Recurring Problem Detail Report

8. Click the Resubmit button. The Resubmit Transaction page opens.



Resubmitting Recurring Payments (continued)


9. In the Resubmit Transaction page, change the necessary information for the recurring transaction in the fields provided .

Note: Different fields display for ACH, purchase card and credit card transactions. The following example shows fields for a recurring account set up for credit card payments.

10. If desired, enter additional notes for Recurring Notes for field.

11. Click Change Info and Resubmit Transaction . The transaction is resubmitted with the revised information.

Note: Click Cancel Transaction to cancel the transaction.

1

3

2

Resubmit Transaction Page

09/05 2-55


2-56 09/05


09/05 2-57

CHAPTER 6: Reports for Recurring Billing


This chapter includes instructions for generating reports for recurring transactions. The following topics are described in this chapter.

Page

About Reports for Recurring Transactions ....................................................................2-59

Accessing the Reports Page for Recurring Reports ......................................................2-60

Recurring Detail Report .................................................................................................2-61

Recurring Expired CC Report ........................................................................................2-64

Recurring Problem Summary Report.............................................................................2-66

TRANSACTION CENTRAL™ SECTION 2: Recurring Transactions User Guide CHAPTER 5: Reports for Recurring Billing

2-58 09/05


About Reports for Recurring Transactions

Overview

TC-R™ and TC-R Multi-User™ contain reports for recurring transactions. These reports include:

Recurring Detail report

Recurring Problem Summary report

Reports Page in TC-R™ and TC-R Multi-User™

Reports Available in Transaction Central™

Both TC-R™ and TC-R Multi-User™ have reports that are available in the standard version of Transaction Central™. These reports include


Settle Summary Report

Return List

ACH Statement



ACH Journal Report

Note: Instructions for generating and reading these reports are described in Section 1 of this user guide (see Reports p1-51).

09/05 2-59


2-60 09/05

Accessing the Reports Page for Recurring Reports

Overview

A list of available reports for TC-R™ and TC-R Multi-User™ is accessed from the Reports page.

1

2

Reports Page in TC-R™ and TC-R Multi-User™

Procedure

1. Click Reports . The Reports page opens displaying buttons to access the reports.

2. Click the button corresponding to the name of the report to be viewed.


Recurring Detail Report

Overview

The Recurring Detail report contains a history of transactions for every recurring account a merchant has. The number of transactions included in the report can be narrowed using the Search Filter fields. Theses fields can also be used to search for a specific recurring account and view transaction details for the account.

1

2


Procedure

1. From the Reports page (see Accessing the Reports Page p2-60), click Recurring Details. The Recurring Details report opens displaying the Search Filters fields.


Search Filters Field Description Account Type Used to indicate the posted date range for transactions to be

retrieved Account Name Used to retrieve transactions using the customer’s name Ref No. Used to retrieve transactions using the merchant’s internal

reference number assigned to a recurring transaction Include Inactive Used to indicate whether the report results will include inactive

recurring accounts, the default setting is No Sort By Sort option used to indicate the name of the column heading in

which the report results will display Asc/Desc Sort option used with the Sort By field to display report data in

ascending or descending order



09/05 2-61


2-62 09/05

Recurring Detail Report (continued)

Reading the Recurring Detail Report

The Recurring Detail report is divided into the following two sections:

Account details

Transaction details

Account Details

Account details display information about customer accounts that are set up for recurring billing. Recurring account details are displayed as follows:

Dark Blue Section: shows headings for account details

Pink Section: Displays recurring account information

The following headings display as account details in the Recurring Detail report.

Report Heading Description Recurring ID Unique number assigned by Transaction Central™ that is used to

identify a specific recurring billing account Ref No Merchant’s internal reference number assigned to a customer’s

recurring billing account for record keeping purposes Date Entered Date recurring billing account was created Type Indicate the method or payment used, such as credit card, purchase

card or ACH AccountNo Customer’s credit card, purchase card, savings account or checking

account number ABA/Expire • For accounts set up for ACH, displays the routing number for the

checking or savings account • For accounts set up for credit card and purchase card payments,

displays the card expiration date Account Name Customer’s name

1

2

Recurring Details Report



Recurring Detail Report (continued)

Reading the Recurring Detail Report (continued)

Account Details (continued)

Report Heading Description Next Processed Date

Date when next payment is scheduled to be debited from the customer’s account

# of Payments Total number of payments billed to customer Payments Total number of payments received from customer Active Indicates whether customer is still participating in recurring billing Amount Dollar amount to be debited from customer’s account

Transaction Details

The transaction details section lists details for all transactions performed on a specific recurring account. Transaction details are displayed as follows:

Light Blue Section: Shows headings for transaction details

Yellow Section: Displays transactions details for a specific recurring account

Report Heading Description Transaction ID Identification number automatically assigned to the recurring transaction by

Transaction Central™ Date Posted Date payment posted to the account Next Processing Date

Next payment due date

Amount Amount Status Status of payment Notes System notes explaining payment status, if any

1

2


09/05 2-63


2-64 09/05

Recurring Expired CC Report

Overview

The Recurring Expired CC report displays a list of recurring billing accounts with credit cards that will expire 3 months from the current month. This report enables merchants to view and update customer billing information for recurring accounts.

1

Recurring Expired CC Report

Procedure

1. From the Reports page (see Accessing the Reports Page p2-60), click Recurring Expired CC. The Recurring Expired CC Opens report opens displaying the Search Filters fields.

2. If desired, click the customer’s recurring ID number displayed in the Recurring ID column to edit the customer’s billing information. A page opens enabling you to edit the

transaction (see Updating Recurring Transactions p2-49).



Recurring Expired CC Report (continued)

Reading the Recurring Expired CC Report

The Recurring Expired CC report includes the following report headings.

Report Heading Description Recurring ID Identification number automatically assigned to the recurring account by

Transaction Central™ Account Name Name of customer Account Number Encrypted version of customer’s credit card number Expiration Date Date customer’s credit card will expire Address Customer’s street address Zip Code Zip code for customer

Edit Manual Transaction Page

09/05 2-65


2-66 09/05


Overview

The Recurring Problem Summary report lists recurring transactions that cannot be successfully processed because of an issue such as an expired credit card, a closed account, a data entry error or any other transaction that requires immediate attention.

1

2


Procedure

1. From the Reports page (see Accessing the Reports Page p2-60), click Recurring Details. The Recurring Details report opens displaying the Search Filters fields.


Search Filters Field Description Transaction Type Used to retrieve transactions debited using a specific payment

method, such as credit card, purchase card or ACH Include Active Used to indicate whether the report results will include active

recurring accounts, the default setting is Yes




Recurring Problem Summary Report (continued)


4. If desired, you may perform other actions on a transaction from this page.

Action to Perform Description Edit recurring transaction

Click the ID number displayed in the Recurring ID column .

View payment history Click the number of payments from the Payments column . View list of returned payments

Click the number of retuned payments displayed in the # Returned column (see Resubmitting Recurring Payments p2-53).

1 2 3



09/05 2-67


2-68 09/05


Reading the Problem Summary Report

The following headings display in the Recurring Problem Summary report.

Report Heading Description Recurring ID Unique number assigned by Transaction Central™ that is used to

identify a specific recurring billing account. Note: Click the number displayed in this column to edit the recurring account information.

Original Date Entered

Indicates the date the payment first posted to customer’s account

Ref No Merchant’s internal reference number assigned to a customer’s recurring billing account for record keeping purposes

Type Indicates the method or payment used, such as credit card, purchase card or ACH

AccountNo Customer’s credit card, purchase card, savings account or checking account number

ABA/Expire • For accounts set up for ACH, displays the routing number for the checking or savings account

• For accounts set up for credit card or purchase card payments, displays the card expiration date

Account Name Customer’s name # Payments Indicates the number of payments billed to customer Payments Indicates the number of payments received from the customer

Note: Click the number displayed in this column to view payment history for the recurring account.

Recurring Problem Summary



Reading the Problem Summary Report (continued)

Report Heading Description # Returns Displays the number of returned payments received

Note: Click the number displayed in this column to view information on the returned payment (see Resubmitting Recurring Payments p2-53).

Amount Displays the amount debited from the customer’s account

Recurring Problem Summary

09/05 2-69


2-70 09/05


Section 3: Multi-User Features

Overview This section describes features available in the versions of Transaction Central™ that contain the multi-user feature, which enables multiple users to access and use Transaction Central at the same time. These features are available in both Transaction Central Multi-User™ and TC-R Multi-User™. Following is a list of topics discussed in this section:

Page

CHAPTER 1: About Multi-User Features.........................................................................3-3

CHAPTER 2: Managing Multiple Users ...........................................................................3-7

09/05 3-1

TRANSACTION CENTRAL™ SECTION 3: Multi-User Features User Guide

3-2 09/05


09/05 3-3

CHAPTER 1: About Multi-User Features

SECTION 3: Multi-User Features Introduction

This chapter contains a general summary of multi-user features. The following topics are described in this chapter:

Page

What Is the Multi-User Feature? ......................................................................................3-5

Accessing the Multi-User Feature....................................................................................3-6

TRANSACTION CENTRAL™ SECTION 3: Multi-User Features User Guide CHAPTER 1: About Multi-User Features

3-4 09/05


09/05 3-5

What is the Multi-User Feature?

Overview

The multi-user feature enables multiple users to access and use Transaction Central™ at the same time. With the multi-user feature, users may

• Process different transactions at the same time

• Generate different reports at the same time

Subscribing to the Multi-User Feature

Merchants must subscribe to the multi-user feature in order to use it. Once subscribed, merchants are given a merchant ID, user ID and password for either of the following applications, depending upon the features they have requested:

• Transaction Central Multi-User™

• TC-R Multi-User™

Administrative Features

Transaction Central Multi-User ™and TC-R Multi-User™ both have an administrative feature, which is used to manage user accounts. This feature can only be accessed by TC administrators, who are selected by the merchant. TC administrators enter information for new user accounts and maintain the accounts for existing users.

Other Features

The multi-user feature contains the same features as

• Transaction Central™ (see Section 1: Transaction Central p1-1)

• For TC-R Multi-User™, TC-R™ (see Section 2: Recurring Transactions p2-1)

However, when the administrator logs in, the User List button for accessing administrative features for managing users displays.


3-6 09/05

Accessing the Multi-User Feature

Overview

The multi-user feature can be accessed from the TC-R Multi-User™ or Transaction Central Multi-User™ Login page.

2

1

Login Page for Transaction Central Multi-User™ and TC-R Multi-User™

Procedure

1. From the Merchant’s page, click Transaction Central Multi-User™ or .TC-R Multi-User™. The Login page opens.

2. Type the User ID, Merchant ID and Password in the fields provided .

3. Click Login , when finished. The opening page displays.


09/05 3-7

CHAPTER 2: Managing Multiple Users

SECTION 3: Multi-User Features Introduction

This chapter has instructions for TC administrators on managing multiple users in Transaction Central Multi-User™ and TC-R Multi-User™. The following topics are discussed in this chapter.

Page

TC Administrators ............................................................................................................3-9

Accessing the User List Page ........................................................................................3-11

Adding New Users .........................................................................................................3-12

Editing User Information ................................................................................................3-14

Resetting Passwords .....................................................................................................3-16

Deleting User Information ..............................................................................................3-18

TRANSACTION CENTRAL™ SECTION 3: Multi-User Features User Guide CHAPTER 2: Managing Multiple Users

3-8 09/05


09/05 3-9

TC Administrators

Overview

Merchants who have subscribed to a multiple user account with either Transaction Central Multi-User™ or TC-R Multi-User™ have assigned administrators who are responsible for managing users for the merchant’s account. Administrators have access to set up user profiles, including access settings for various features in Transaction Central™ or TC-R™.

How Are Administrators Selected?

Anyone who is assigned the appropriate User Level can be an administrator (see User Level Descriptions pA-1). Both Transaction Central Multi-User™ and TC-R Multi-User™ allow merchants to have more than one administrator.

What Are Administrator Responsibilities?

Administrators are responsible for the following tasks:

• Adding new users, including assigning user IDs

• Editing existing user accounts

• Resetting passwords

• Assigning and changing user access settings

• Deleting user accounts

• Accessing and using other features, as assigned by the merchant



3-10 09/05

TC Administrators (continued)

How Is the Administrative Feature Accessed?

The User List page is used to perform all administrative functions. The User List page is only visible to users who are assigned the proper User Level that grants them administrative access.

User List Page


Accessing the User List Page

Overview

To manage profiles for multiple users, the administrator accesses the User List page to do the following tasks:

• Add new users

• View a list of existing users

• Reference user passwords and access levels

• Edit existing user information, including resetting passwords

• Delete existing user accounts

Note: Only administrators are able to see the User List button on their screens and can use the functions available under the User List page.

1

2

3

User List Page

Procedure

1. Click the User List button . The User List page opens.

2. Perform any one of the following functions:

• Add a new user .

• Use options in the user list to view, edit or delete users .

09/05 3-11


3-12 09/05

Adding New Users

Overview

New users are added in the Add New User page. The Add New User page can be accessed from the User List.

1

User List Page

Procedure

1. Access the User List page (see Accessing the User List Page p3-11).

2. Click Add New User . The Add New User page opens.



Adding New Users (continued)


3. Type a password in the Password field.

4. In the Level field, type the user level to assign user access settings, then type a user description in the Description field.

Note: To view a list of available User Level Descriptions, click User Level Description (see User Level Descriptions pA-1).

09/05 3-13

Add New User Page

5. Click Save New User to add the user. The User List page opens. The user is included in the User List page with a User ID , which is automatically assigned.

1

3

2

User List Page


3-14 09/05

Editing User Information

Overview

Revisions to existing user information are made in the Edit User Information page. This page is accessible from the User List.

1

User List Page

Procedure


2. Click the User ID to be changed from the list. The Edit User Information page opens.



Editing User Information (continued)


3. Perform any of the following revisions to the user information in the fields provided .

Revision to be Made Action

Password Type a new password in the Password field.

Access Setting In the Level field, type the user level to assign access settings for the user.

Note: To view a list of User Level Descriptions, click User Level Description (see User Level Descriptions pA-1).

Description of Access Setting

Type a user description in the Description field.

Status Change the status of the user profile by selecting options from the Status drop down list as follows: • Select Unlock to keep the profile active. • Select Lock to deactivate the user profile.

4. Click Save Changes when finished. The revisions are saved.

1

2

Edit User Information Page

09/05 3-15


3-16 09/05

Resetting Passwords

Overview

You may reset passwords in the Edit User Information page. This page is accessible from the User List page.

1

User List Page

Procedure


2. Click the User ID to be changed from list. The Edit User Information page opens.



Resetting Passwords (continued)


3. Type a new password in the Password field .

4. Click Save Changes when finished. The revisions are saved.

1

2

Edit User Information

09/05 3-17


3-18 09/05

Deleting User Information

Overview

Users can be deleted from the User List page.

2

1

User List Page

Procedure


2. Locate the User ID belonging to the user profile that is to be removed.

Important: Check to ensure that you have selected the correct user ID. Once the Delete button is clicked, the user profile is immediately removed.

3. In the Action column associated with the user ID, click Delete . The user profile is removed.


Appendix: User Level Descriptions

Overview This appendix describes User Level Descriptions, which are assigned to users to define their access settings in Transaction Central Multi-User™ and TC-R Multi-User™. The following topic is discussed in this chapter.

Page

About User Level Descriptions.........................................................................................A-3

09/05 A-1

TRANSACTION CENTRAL™ APPENDIX: User Level Descriptions User Guide

A-2 09/05


About User Level Descriptions

Overview

User level descriptions provide preset access settings to specific features in Transaction Central Multi-User™ and TC-R Multi-User™. When assigned to a user, they define which features a user may view and use.

How User Level Descriptions Work

User levels are tied to a user’s Login ID. Once the user logs in Transaction Central, the user ID is referenced and the user level description is retrieved to determine what the user may access. Features that the user is able to access are displayed as selection buttons at the top of the Web page in Transaction Central™, as shown in the following image.

1

Note: If a user is assigned a user level that restricts the user’s access to a particular feature, the button for that feature does not display.


09/05 A-3


A-4 09/05

About User Level Descriptions (continued)

Available User Level Descriptions

The following table lists available user level descriptions and the features that can be accessed under each level.

Note: *Features marked with an asterisk are only available if the merchant has subscribed to the feature. Refer to settings within your merchant’s account profile to determine which features were requested.

Level Features that Can be Accessed 1 • Batch*

• Blind Credit* • Credit • Customer Service • Edit Info • ForceAuth* • Reports • Sale • Shopping Cart Link* • User List • Void • Recurring (for TC-R™ only) • Manual Recurring (for TC-R™ only)*

2 • Credit • Edit Info • ForceAuth* • Reports • Sale • Void • Recurring (for TC-R™ only) • Manual Recurring (for TC-R™ only)*

3 • Customer Service • ForceAuth* • Sale • Void • Recurring (for TC-R™ only) • Manual Recurring (for TC-R™ only)*



09/05 A-5


Available User Level Descriptions (continued)

Level Features that Can be Accessed 4 • Customer Service

• ForceAuth* • Sale • Void • Recurring (for TC-R™ only) • Manual Recurring (for TC-R™ only)*

5 • Customer Service • Sale • Recurring (for TC-R™ only) • Manual Recurring (for TC-R™ only)*

6 • Sale • Customer Service • Manual Recurring (for TC-R™ only)*

7 • Customer Service • Sale • Void • Manual Recurring (for TC-R™ only)*

8 • Customer Service • Reports • Upload Batch*

9 • Credit • Customer Service • Edit Info • ForceAuth* • Reports • Sale • Void • Recurring (for TC-R™ only) • Manual Recurring (for TC-R™ only) *



A-6 09/05


Available User Level Descriptions (continued)

Level Features that Can be Accessed 10 • Credit

• Customer Service • Edit Info • ForceAuth* • Reports • Sale • Upload Batch* • Void • Recurring (for TC-R™ only) • Manual Recurring (for TC-R™ only) *

11 Customer Service 99 • Credit

• Customer Service • Edit Info • ForceAuth* • Reports • Sale • Shopping Cart Link* • User List • Void • Recurring (for TC-R™ only) • Manual Recurring (for TC-R™ only)*

TRANSACTION CENTRAL™ Index User Guide

09/05 Index-1

Index A

Access and Login Getting Started p1-3 Login Screen p1-5 Opening Screen p1-6 Password

See Password ACH p1-39

Receipts p1-43 Resubmitting p1-44 Sale Transactions p1-40

See also Reports Adding New Users

See Multi-User Features Administrative p3-

Accessing p3-10 Features p3-5 Procedures

See Multi-User Features Responsibilities p3-9 Selecting Administrators p3-9 TC Administrators p3-9

Automated Recurring Transactions

See Recurring Transactions

B Batch Transactions p1-73

About p1-75 Manual Upload p1-76 See also Settling Credit Cards, Manually

Business Information Editing p1-49

C

Credit Card Transactions p1-9 Blind Credits p1-16 Credit Refunds p1-22 Forced Authorizations p1-14 Resubmitting p1-29 Sale Transactions p1-11 See Also Reports Settling, Manually

See Settling Credit Cards, Manually

Voiding Sale p1-17

D-L Deleting User Accounts

See Multi-User Features Editing User Information

See Multi-User Features

M-O Managing Multiple Users

See Multi-User Feature Mnaual Recurring Transactions

See Recurring Transactions Merchant

Home Page p1-6 Merchant Info

See Business Information User ID and Password p1-5

Multi-User Features p3-1

About p3-3 Accessing p3-11 Adding New Users p3-12 Administration

See Administrative Definition of p3-5 Deleting User Accounts p3-18 Editing p3-14 Passwords, Resetting

See Passwords Subscribing to p3-5 User List Page p3-11

P

Passwords Resetting p3-16 Retrieving p1-5

Purchase Card Transactions

See also Credit Cards See also Purchase Order

TRANSACTION CENTRAL™ Index User Guide

Index-2 09/05

P (cont.) Purchase Orders

About p1-33 Definition of p1-33 Level 2 Payment Processing p1-33 Other Procedures p1-37 Processing Sale p1-34 Receipts p1-36 Recurring Billing p2-31

Add Automated Billing p2-33 Add Manual Billing p2-37 Adding from a Sale p2-39 Managing p2-45 Processing Manual p2-43

Required Information p1-33 Sales Transactions p1-34 See Also General Procedures, See Also Reports See Also Reports, Recurring Transactions p1-31

R

Recent Updates p1-8 Reviewing p1-8 Navigation p1-8

Recurring Transactions p2-1

About p2-3 Adding Automated

Recurring button p2-9 From Sale p2-11

Adding Manual Manual Recurr Button p2-21 From Sale p2-23

Automated p2-7 Definition of p2-5 Managing

Auomated p2-14 Manual p2-26

Manual p2-19 Payment History p2-51 Processing Manual Payments p2-29 Resubmitting p2-53 See Also Purchase Orders See also Reports, Recurring Transactions p2-1 Types of p2-5 Updating p2-49 Using p2-6 View Transactions

All p2-14 Manual Only p2-26

Reports p1-51 Available Reports p1-53 Accessing

ACH Journal p1-70 ACH Statement p1-69 Report Page p1-53 Return List p1-67 Settled Detail p1-64 Settled Summary p1-61 Transaction Detail p1-57 Transaction Summary p1-54

Reading ACH Journal p1-71 Return List p1-68 Settled Detail p1-66 Settled Summary p1- 62, p1-63 Transaction Detail p1-60 Transaction Summary p1-56

Reports, Recurring Transactions p2-57

About p2-59 Accessing

Recurring Detail p2-61 Recurring Expired CC p2-64 Recurring Problem

Summary p2-66 Reports Page p2-60

Reading Recurring Detail, Account

Details p2-62 Recurring Detail, Transaction

Details p2-63 Recurring Expired CC p2-65 Recurring Problem

Summary p2-68 See also Reports

S-T

Settling Credit Cards, Manually All Transactions in a Batch p1-77 Individual Transactions p1-79 Options p1-75 Reading the Open CC

Batch p1-78, p1-81 Transaction Central™ Functions p1-6

U-Z User Level Descriptions pA-1

Available pA-4 How They Work pA-3

Users, Managing

See MultiUser Features


09/05


09/05

Documents

USER GUIDE - MerchantAnywhere · TRANSACTION CENTRAL™ SECTION 1: Transaction Central™ User Guide CHAPTER 3: Purchase Order and Purchase Card Transactions 1-14 09/05 Processing