FACTS offers two methods for processing credit card transactions: manual and automatic. FACTS by itself allows you to process these transactions manually via voice authorization. Automatic credit card processing is possible by integrating the FACTS system with PayflowPro or CenPOS software and magnetic or stripe devices, which are purchased separately from PayPal, or CenPOS. (See www.PayPal.com or www.cenpos.com for more information.)
With either method, FACTS users can perform sales, credits and voids.
PayflowPro and CenPOS are third-party credit card processing software packages that can be integrated with FACTS to provide automatic credit card processing capabilities.
The companies also offers several types of magnetic card stripe readers that plug into to terminals or PCs. No device drivers or link files are required. Credit card processing companies often offer higher discounts to companies using card swipe devices.
1. Set up a cash type terms code in the Accounts Receivable Terms Code F/M program. Credit cards must be cash type payments, not an A/R type. The General Ledger Number you choose must be a cash G/L account number.
2. Navigate to the Company Control F/M in System Management File Maintenances. Choose "Manual" or "Manual do not collect information".
If you chose Manual in Company Control F/M, when you specify a credit card payment, FACTS opens a pop-up window, which displays the amount of the purchase and whether the transaction is a sale, void sale, credit or void credit.
In this window, specify the customer’s credit card number and the expiration date.
The system then asks whether it is OK to process a sale.
The credit card will be checked by FACTS to ensure it is a valid credit card number but will not communicate to a credit card processor to validate whether the card is authorized for the amount charged or even if the account is active.
If you chose "Manual do not collect information" in Company Control F/M, credit card payment types will not display a window to collect the credit card information.
When processing for PayPal using the PayflowPro client, FACTS uses the credit card Versign Processing (SOC611) program to gather all information (according to the selections chosen in SM Credit Card Control F/M).
The system displays the amount, but it cannot be changed on this screen. You can specify the Credit Card Number manually, or by a swipe by clicking Swipe, or F1. When you click Swipe Card , FACTS displays a message indicating that it is waiting for the card to be swiped. You can press F4 to cancel. The system remembers the last mode the system was in when the credit card information was successfully gathered (swiped or manually entered), and stores this in the SMT record so that the next time you access the Credit Card Information screen, it is in the same mode as last time. Note: This only applies to "Sale" type transactions. The program displays the credit card number in the Credit Card Number field, and other track data into the appropriate fields. The system disables the Credit Card Number and Expiration Date fields after you swipe the credit card.
1. Click System Management>File Maintenances>Company Control F/M. Choose PayflowPro in the Credit Card Processor field.
2. Set up a credit card terms code in the Accounts Receivable Terms Code F/M (Accounts Receivable>File Maintenances>Infrequent File Maintenances>Terms Code F/M) if you have not already done so. Credit cards must be set up as a cash type —that is, Type 1-4 — so the General Ledger number you choose must be a cash G/L account number.
3. Edit the Credit Card Control F/M . (System Management>File Maintenances>Infrequent File Maintenances).
1. Set up a cash type terms code in the. Credit cards must be cash type payments, not an A/R type. The General Ledger Number you choose must be a cash GL account number.
2. Go to the (System Management-->File Maintenances-->Infrequent File Maintenances-->Credit Card Control F/M).
3. Select the Use Voice Authorization Only flag.
4. Select the User Address Verification flag (optional). If set to Y, the system requires that you specify the customer’s address and Zip code on all transactions.
5. Select the Use Last 4 Digit Security flag (optional). Credit card transactions work with this flag set to N;
6. Specify the number of columns over which you want the credit card receipts to print. The available range is between 30 and 80 columns (30 gives you a 2½-inch wide receipt).
Specify the message you would like printed on the receipts. This entry is optional.
After entering the terms code and the purchase amount, you can choose F1 to swipe the card or specify the card information manually.
Choose Process when you are ready to process the sale.
A mini dialog box will appear, telling you the system is waiting for recognition and then a response.
If the credit card processing company does not answer or respond within the time set in the Credit Card Control F/M, the system gives you either a recognition timeout (if the card processing card cannot connect to the provider’s system) or a response timeout (if the provider’s system answers but does not approve or decline within the established response time).
Recognition timeouts. You can wait again or cancel the transaction. Canceling a document after a recognition timeout creates no problems because the processing company is not aware of the transaction.
Response timeouts. You have the option to wait or hold the document. If you choose to hold, you must call the processing company to determine whether the transaction has been approved or declined.
If for some reason the swipe device is not working, the CPC is offline or the Voice Authorization flag in the Credit Card Control F/M is set to Y, the person entering the credit card transaction will need to call the processing company and specify the provided authorization code.
At the end of the transaction, FACTS checks to see if you are signed on to a cash drawer. If not it asks you to do so. Press F2 to search.
In cases where the processing company is offline or PayflowPro client is unavailable, you can still force sales and reconcile the transactions later.
At the end of the shift or day:
1. Switch the Transmit to PayflowPro Y flag back to ‘on’ in the Credit Card Control F/M.
2. Click Sales Orders>Invoices>Process Pending Transactions program from the Invoices menu (Process Pending Transactions). If transactions are pending, press Enter to begin processing. This program must be run before the Daily Sales Register is updated.
If the CPC accepts all transactions, the system tells you the "Batch Processing of Pending Transactions Is Complete," and you can press Enter to return to the Invoices menu.
If a transaction in the batch is declined, it must be resolved (e.g. with another method of payment), and the Process Pending Transactions program must be run again.
As with single credit card transactions, recognition and response timeouts sometimes occur. If you get a recognition timeout, you can wait or press F3 to stop processing.
If you are faced with a response timeout, you can either wait or abort the process. Be advised that when you abort the process, you will need to call your processing company and verify which transactions they received. Those they did not receive will have to be settled through the PayflowPro software.
The FACTS interface with CenPOS only requires Internet Explorer to be installed on the user’s system; no other installation is necessary. All of the CenPOS interface is managed through CenPOS and is displayed in an Internet Explorer window. The TCP/IP Manager is not used for the CenPOS integration.
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To process credit card payments offline requires storing credit card numbers on the system. Since the goal is to eliminate the storing of credit card information, offline transactions are not supported at this time.