Credit card handling

FACTS offers two methods for processing credit card transactions: manual and automatic. FACTS by itself allows you to process these transactions manually. Automatic credit card processing is possible by integrating the FACTS system with CenPOS software and magnetic or stripe devices, which are purchased separately from CenPOS. (See www.cenpos.com for more information.)

With either method, FACTS users can perform sales, credits and voids.

Multi-merchant capabilities

For CenPOS credit card processing, multi-merchant is available. In Credit Card Control (SME957), the merchant ID can be set at the company level and overridden by warehouse locations that have individual merchant ids for processing credit card transactions by warehouse.

Setting up credit card handling for manual processing

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 do not collect information".

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.

Working with automatic credit card transactions

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 display, 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 or the credit card processor is offline, 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 a message indicates for you to do so. Press F2 to search.

Credit card processing with CenPOS

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.

Configuring FACTS to use CenPOS

1. Navigate to System Management>File Maintenances>Company Control F/M.
2. Choose CenPOS in the Credit Card Processor field.
3. 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.
4. Click System Management>File Maintenances>Infrequent File Maintenances>Credit Card Control (SME957).
5. Specify the URL for the CenPOS interface as the Base URL. The default is https://www.cenpos.net/posintegration/inforintegration/default.aspx. When you have completed this screen, click Save then click Test to perform a 1-cent test transaction with CenPOS.
6. Specify the Merchant account ID for CenPOS and the CenPOS password. 
7. Specify the User ID used with cookies to allow processing without logging in each time.
8. (Optional) Check the EMV Terminals check box to indicate you use chip reader (EMV) terminals.
9. Specify the number of columns over which you want the credit card receipts to print in Columns for Receipt. The available range is between 30 to 80 (30 columns will give you a 2½-inch wide receipt). This sets the width of your credit card receipts, which can range from 30 to 80 columns wide. Specify 0 if you do not want a receipt to print.
10. Specify the Auto Re-Auth # Days (number of days old a pre-authorization is when the pre-auth is automatically reauthorized.
11. Specify the Existing Pre-Auth Alert # Days (number of days old a pre-authorization is when the pre-auth expiring alert is raised).
12. Check the Transmit to CenPOS check box to indicate you are ready to activate CenPOS and transmit transactions.
13. (Optional) In the Lines section, specify override merchant id and CenPOS settings for warehouses that need multi-merchant capability. Click Add and specify the information in steps 15-22.
14. Specify the Warehouse for the override settings.
15. Specify the Merchant account ID for CenPOS and the CenPOS password.
16. Specify the User ID used with cookies to allow processing without logging in each time.
17. Check the Modify AVS check box to allow Address Verification System (AVS) information to be modified.
18. Check the EMV Terminals check box to indicate you use chip reader (EMV) terminals.
19. Check the Transmit to CenPOS check box to indicate you are ready to activate CenPOS and transmit transactions.
20. Click Save.
21. Repeat steps 14-23 for any additional warehouses.
22. Click Cancel to end line entry.
23. Click Done.
24. (Optional) To print credit card receipts, set up SOP610 in Program F/M. Then select the printer usage and normal printer for each terminal (the entries for fields 2-8 are arbitrary) so credit card receipts will print. This allows you to have one credit card receipt printer for all terminals, or a different printer for some terminals, as necessary.

Tokenization

Users with proper authorization set on the Security tab of User Code F/M (SMF410), can access CC Token Management (SME958) to manage credit card tokens for use with CenPOS credit card processing. Credit card tokens can be created for the specified customer or by ship-to location for the customer. To access this screen, the CC Token Management prompt in Customer Defaults F/M (ARF840) must be set to Customer or Ship-to and CenPOS must be selected as the credit card processor. CC Token Management (SME958) is accessible from the Maintenances menu in the System Management and Accounts Receivable modules and when using CenPOS tokens, this screen is displayed automatically during credit card processing.

Managing CenPOS tokens

1. Click System Management>File Maintenance> CenPOS CC Token Management.
2. Specify the customer and, if used, ship-to location.
3. In the browser, you can complete these tasks:

• To remove a token, highlight the line and click Delete. At the delete message, click Yes and then click OK.
• To edit a token, highlight the line and click Edit. The CenPOS token management url is displayed so you can update tokens in the CenPOS vault. You can modify this information: expiration date, name of card, zip, email address, tax exempt status, and address. Click Submit.
• To add a token, click Add. The CenPOS token management url is displayed so you can update tokens in the CenPOS vault. You can specify this information: card number, expiration, name on card, zip, email address, and billing address

4. (Optional) Check the Positive Card Verification check box to add the CVV code. Click Submit.
5. When you are finishing managing tokens, click Done.To exit, click Done again.

Using CenPOS tokens

1. The CenPOS CC Token Management screen is automatically displayed for credit card processing if tokens are enabled for CenPOS.
2. Specify the customer and, if used, ship-to location.
3. In the browser, you can complete these tasks:

• To remove a token, modify or add a token, refer to Managing CenPOS tokens, step 3.
• To use a token, highlight the line and click Use Selected Token.

3. When you are finishing managing tokens, click Done.
4. To exit, click Done again.

Preauthorization/ForceCapture processing

To initiate a preauthorization, double click a preauthorization line in the Deposit/Payment Entry browser, the CenPOS ForceCapture CC Transaction screen is displayed. The Amount prompt contains the value from the preauthorization line; you can change this amount.

For CC Preauth transactions, the CenPOS interface is automatically displayed when you save the transaction in Deposit/Payment Entry so you can authorize the transaction. Click CC Tokens on the Cenpos Interface panel to use a token for the PreAuth transaction.

If any credit card pre-authorizations exist for a document, an ‘alert’ message, Note: PreAuths Exist, is displayed at the bottom left corner of the Footer screens of Order Entry (SOE210), Direct Invoice Entry (SOE320) and Order Confirmation (SOE310).

When running the Daily Sales Register (SOR315), if a document is converted to a back order then any existing preauths for that document are retained.

If a document is completed and deleted when the Daily Sales Register (SOR315) is run, then any existing preauths for that document are deleted and the preauthorization is voided via a Web Service Call to CenPOS.

Turbo Tokens

The Turbo Tokens work flow is available faster use of CenPOS tokens credit card processing for deposits or payments on sales order documents.

The Turbo Tokens drop down list is available in Order Entry, Order Confirmation, Direct Invoice Entry, Counter Sale Entry and Credit Memo Entry. If a Turbo Token was selected for the line, the token value is displayed.

In Deposit/Payment Entry when a Turbo Token has been selected, for “C – CC PreAuth” transaction types with a terms code of Type 1 or for pre-authorizations, Type 2, the entire CenPOS interface is suppressed and a properly formed web request is executed as if the user had selected the token in the normal fashion. If the transaction is approved normal processing such as receipt printing, continues.

If the transaction is not approved, then the Turbo Token prompt is cleared. The user is returned to the Deposit/Payment Entry program. When a transaction is not approved, a different Turbo Token can be selected. Normal payment mechanics continue. For example, if a PreAuth is selected and a Type 1 or Type 2 terms code is selected, clicking OK displays the CenPOS interface along with the CC TOKENS button at the bottom of the CenPOS interface panel.

Refer to these topics for managing preauthorizations, deposits or payments.

Create a deposit, preauth or payment

Edit a deposit, preauth or payment

Delete a deposit, preauth or payment

Level III transmission data

Level-3 processing provides more detailed information about the transaction, which is sent back to the buying organization via the issuing bank. By supplying this information, level-3 processing is done at lower merchant transaction fee rates are significantly reduced. In addition, a special interchange category called ‘Large Ticket Interchange,” (LTI) requires Level-3 processing.

Level-3 payments require the most data out of the three processing levels. For comparison, Level 2 payments require information such as:

Transaction amount

Customer code

Sales tax

Level-3 payments require all the data for Level 2 payments, but also must include more detailed information, such as:

Quantity

Item ID or SKU

Item description

Unit price

Extended price

Unit of measure (each)

Commodity code

Line discount

As you notice, Level-3 transactions require much more information.

Level-3 transactions are “cheaper” for the merchant than Level 1 and Level 2 ones because of the lowered interchange rates they can yield. Plus, with all the transaction details required, merchants can better track and monitor purchases, which increases efficiency and reporting power.

Implementing level III payment processing

To implement level III payment processing for CenPOS complete this information:

1. In Unit of Measure Code F/M (ICF965) specify the Alternate Unit of Measure Code. It is an option in Credit Card Control F/M for Level III summary data processing.
2. In Credit Card Control, ensure the Transmit Level II Data check box is selected and the Level III UOM, AR and SO Level III Summary descriptions are completed.

EMV terminal maintenance in FACTS

Use EMV Terminal FM to set up EMV (chip reader) credit card terminals in FACTS. For each terminal, specify the terminal ID, description and associated IP addresses.

Note that the IP address being requested in EMV Terminal F/M, when adding a new record, is the IP address of the workstation/computer that the EMV Terminal is attached to. This is not the IP address of the EMV Terminal itself.

The IP address for each terminal is passed to the CenPOS credit card integration. When you process a credit card transaction, the EMV Terminal Search dialog box is displayed so you can select which terminal to use during credit card processing. You can also click EMV Terminal on the CenPOS Credit Card Entry screen to display the terminals for selection.

Default EMV terminal

You have the option of selecting a a default EMV terminal. It is not required but if you decide not to (when initially requested to do so) you will receive a message to select a default EMV terminal every time you access the Cenpos POS interface. The EMV Terminal that is set as the default (if you specified a default) will always display in the title bar of the Cenpos POS Interface (to remind you EMV terminal you are currently using).

Creating EMV terminals

1. Click System Management>File Maintenances>EMV Terminal Maintenance.
2. Specify the EMV terminal id and description.
3. Specify the IP address (in IVP4 or IVP6 format) of the workstation/computer that the EMV Terminal is attached to.
4. Click Save.
5. (Optional) Click Test Connection to determine if the ip address is correct.
6. (Optional) Modify the value if needed and save your changes.
7. Click Exit.

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