|
Credit Cards Credit Card Processing |
|
Credit Cards Credit Card Processing |
QCS's Credit Card Processing software is a very flexible and powerful system allowing all users access to a complete but simple set of Credit Card Processing tools directly from any terminal or PC. This system is seamlessly integrated in the EZZ Business Management System and is available from Order Entry, Order Maintenance, or Order Invoicing. Separate batch mode processing tools are available on the OPU menu. The system is certified for Visa, MasterCard, American Express, and Discover (Novus).
**Competitive Note: Our primary competitor addresses the issue of Credit Card Processing by installing a third-party package on their client's system. The user must toggle out of their system, get into the Credit Card Processing system, manually re-key the data, process the card, and bring the Approval Code back into the Accounting system. The toggling process alone takes approximately the amount of time that we need to complete the entire process.
Our Credit Card Processing system requires only a modem. The POS, swipe-card, machine that many vendors require is now only necessary to process credits. Larger installations anticipating heavy volume may configure an unlimited number of modem into a "POOL" or group that the Credit Card Processing software manages by rotating to the next available modem. Scaling up requires only the purchase of an additional modem and a simple configuration process. For more information on the modem setup and the configuration requirements, see Modem Pool Maintenance.
Credit Card Processing Mode Setup
The Credit Card Processing system may be configured to operate in any of three basic modes:
R – Real-Time. The system will dial through the modem to your bank and authorize and capture the transaction immediately after the credit card expiration date is entered into the Customer Prepayment window. As the capture is real-time and for a single transaction, this mode may not be suitable for larger installations as the bank statement will contain each of the captures as a single entry to the statement and the statement could reach unreasonable lengths.
A – Auth Real-Time, Settle Batch. The system will dial though the modem to your bank and authorize the transaction immediately after the credit card expiration date is entered into the Customer Prepayment window. The transactions would not be captured until Batch Credit Card Processing is performed. The batch to be processed would include all transactions authorized since the last batch processing was performed.
B – Batch Mode. When the credit card number and expiration date are entered into the Customer Prepayment window, the system will add this transaction to the batch stored in the Credit Card Processing system. To authorize and capture the transactions, perform Batch Credit Card Processing. The system will dial out through the modem to your bank and authorize and capture all in one step. This mode may be preferable to installations that have a limited number of modem and/or phone lines.
To setup the proper mode, see Credit Card Processing Setup.
There have been a number of significant changes to the Batch Credit Card Processing menu option that should make it easier for those of you capturing by batch to manage those batches. The changes are easy, quick, and no longer require you to exit Credit Card Processing to fix batches.
Batch Credit Card Processing is menu option #3 on the Credit Card Processing menu. Upon entering this option, the screen will display a Merchant ID's window. In the window will be listed all of the merchant ID's of your company. A merchant ID is nothing more than a way for VisaNet to identify you as you. We use this number to label each batch as it is transmitted to the bank for authorization and capture.
The prompts in this window are:
Enter=Select – This will display a second window titled Credit Card Trzs for Merchant ID XXXXXXetc. This window will be discussed under its own section below. If more than one Merchant ID number is displayed, use the arrow keys to highlight the Merchant ID number desired and press "Enter".
A=Process ALL – This selection enables you to process all of the batch transactions for this Merchant ID number without displaying the individual transactions. Highlight the Merchant ID that is to be processed and press "A". The system will select a modem and dial the preset number to the bank and begin processing the transactions. If the batch is partially authorized and not captured, refer to section Managing Batches for more information.
PgDn – If there are more Merchant IDs than can fit into the window, press "PgDn" to display the remainder of the batches for processing.
F4=End – Press "F4" to exit this window. The system will return to the menu.
Credit Card Transactions by Merchant ID
This window displays the individual transactions that add up to the total batch for the Merchant ID number selected. The prompts in this window are:
Enter=Select – To process the transaction highlighted in a batch of one, press enter while the transaction is highlighted and the system will process this one transaction as a batch.
P=Process – To process all transactions for the batch displayed, select "P" to process. This will cause the system to select a modem and dial out to the bank for capture.
A=Auth – If only the authorization is required at the time you are in this screen, select "A" and the system will dial into your bank, authorize the transactions, but not capture. If capturing is required at a later time, the process will be repeated except using the "P" for process selection.
R=Remove Trz – To remove a transaction from the batch in order for the batch to be completely captured, highlight the transaction to be removed and select "R". The system will remove the transaction from the batch, but not from the system. If you exit out to a menu and then reenter this option, the transaction removed earlier will reappear in the next batch for that Merchant ID. To fully remove the transaction from the system, contact the Quikey Support Staff and we will remove the item for you.
C=Clr Trz Auth – If a previous authorization has been obtained, but the transaction was not captured, there is a possibility that the authorization code has expired. Auth Codes are not indefinite. Depending on the bank or the state in which your company is located, an Auth Code can expire in 48 to 72 hours after receiving the Auth Code. If the Auth Code is expired, highlight the transaction that has the Auth Code and select "C" to remove the Auth Code. The transaction may be re-Authed or processed for capture.
Managing Batches
When the batch is process for capture, the system dials into the bank and tries to data capture, or cash in, the credit card transactions. If a card does not capture, the entire batch is rejected. The system will display a window showing you which of the transactions needs to be removed. You may also run a Customer Prepay Register/Update from the OP1 menu. A second sheet to the Customer Prepay Register is called the Incomplete Credit Card Report. This report will list all credit card transactions that have not been captured. From the list of the incomplete credit cards, the appropriate credit card transaction may be removed. If the transaction code states "Authorized, not captured" the card is good. Look for reason codes like "Stolen", "Insufficient Funds", etc. Remove these transactions and try processing again. As transactions are removed, eventually you will have a perfect batch and the data capture will be complete. This will leave only non-captured card transactions in the batch and these may be dealt with in accordance with your company policy.
REMEMBER: IF YOU HAVE 10,000 TRANSACTIONS IN A BATCH AND ONE (1) IS DECLINED, THE ENTIRE BATCH WILL NOT CAPTURE UNTIL THE DECLINED CARD TRANSACTION IS REMOVED AND THE BATCH IS REPROCESSED. IT IS AN ALL OR NOTHING PROCESS!
Capturing Transactions
When batches are sent out to be captured, a window will display that will show each transaction being authorized and captured. When all of the transactions have been processed by the bank's system, a summary window will display. This summary window will list the number of transactions and the amount, the number of transactions authorized and the amount, the number of transactions declined and the amount, and the number of transactions settled and the amount. If the settled amount and the total amount agree, the batch has been completely settled, or captured. After a batch has been captured and no other batches need to be processed, a Customer Prepayment Register may be printed and updated, after auditing. This will apply the prepayment amounts to the General Ledger. These batches will be in history and the batching process will be complete. If an Incomplete Credit Card Report is printed after the Customer Prepayment Register, audit the report to see if there are transactions that need to be removed from the system. Removing transactions from the system will require the assistance of the Quikey Procedural Staff.
Batch Processing of credit cards is now a simple procedure that no longer requires you to exit Credit Card Processing to remove transactions from the system. By removing a transaction from the batch, without removing from the system, the batch may be settled, or captured, in a timely manner and cash is deposited into your bank account.
