PAY@PC Professional Edition Release Version 2.00 for Windows XP, Vista, Window 7 User Guide and Tutorial Copyright © 2009, Advanced Merchant Solutions, Inc. All rights reserved.
End-User License Agreement This Advanced Merchant Solutions, Inc. End-User License Agreement (EULA) is a legal agreement between you (either an individual or a single entity) and Advanced Merchant Solutions, Inc. for the Advanced Merchant Solutions, Inc. software product identified above, which includes computer software and may include associated media, printed materials, and online or electronic documentation.
Table of Contents Welcome Online Support ..................................................................................................................................................................... 1 Technical Support ................................................................................................................................................................ 1 Program Updates ..........................................................................................................
Welcome Welcome to PAY@PC. PAY@PC is a Windows-based software product that allows you to process sales using the TransFirst Payment Processing Gateway. With PAY@PC you will be able swipe credit cards, process sales transactions, issue voids and credits, and print receipts. PAY@PC also includes server-side signature storage that allows you to archive your customer’s signature for easier retrieval.
Program Requirements In order to use PAY@PC your computer must meet the following requirements: Operating System: * Windows XP Professional (SP 2 or greater) Windows Vista (all Editions) Windows 7 (all Editions) Processor Speed: 512 megabytes (MB) or higher (1 gigahertz (GHz) or greater recommended for Windows Vista) Memory: 1 gigabyte (GB) RAM or higher Hard disk: 300 MB (640 MB for 64 bit Operating System) includes space for .NET Framework 2.0/3.
Installation and Setup Before installing PAY@PC, ensure that you have read the PA-DSS Implementation Guide and understand what is required to make PAY@PC PCI Compliant with your system. In most cases, you will receive a CD from your merchant representative. Use the CD to install the software, then keep the CD in a save place. If is also recommended that you keep your Merchant ID, password, and activation key (serial number) with your CD as well.
Installing the Topaz Signature Pad Drivers If you are using the Topaz Signature Pad to take signatures, please follow the installation instructions that come with the device. Once your tablet is installed and working properly, PAY@PC is designed to work with it immediately.
First Time Setup and Software Activation When you start PAY@PC for the first time, the Welcome screen will appear. There are six steps involved when setting up PAY@PC for the first time. 1. 2. 3. 4. 5. 6.
Adding your Merchant Account In most cases when you start PAY@PC, you will be asked to select a merchant account. If you are setting up the software for the first time, the Merchant Account Logon screen will only have two options; (1) Add a New Merchant Account and (2) Use the Test Account. If you are using an existing database, then the Merchant Account Logon screen will display the information from that database. It is recommended that you enter your merchant account at this stage.
Activating the PAY@PC Software Once you have set up your primary merchant account, it is recommended that you activate the software. This involves contacting the PAY@PC Activation server through a secure 128-bit connection. Once your software is activated you will be able to use your merchant account to process sales. You do not need to activate the software to use the Test Account.
Setting up Devices When you start PAY@PC for the first time, you will be asked to set up your hardware devices. It is recommended that your review any documentation comes with your device(s) before installing or plugging it into your computer. In many cases, problems can be avoided by following the steps outlined in your hardware’s documentation or by installing the software that came with the hardware prior to attaching it to your computer. Similarly, PAY@PC works with Bluetooth 1.1 and 2.
Card Reader PAY@PC works with most serial, USB, Keyboard, and Bluetooth 2 and 3 track card readers. A list of tested readers is below. For generic serial card readers, the communications settings for the hardware must be set at 9600,N,8,1. List of tested 2 Track Readers: Merchant On The Go (Serial Model) Merchant On The Go (Bluetooth Model) SEMTEK Mini Swipe Reader USB (#9473) SEMTEK Keyboard Readers SEMTEK 9600 Serial Readers To choose a card reader… 1. Select Program Settings > Devices.
Receipt Printer PAY@PC can work with most graphics-capable printers and a select number of receipt printers. Windows Default Pinter Merchant On The Go / Merchant On The Go Bluetooth Verifone P250 Samsung Bixolon Dymo LabelWriter To choose a receipt printer… 1. Select Program Settings > Devices The Select Device window will appear. 2. Select Receipt Printer 3.
Signature Pad PAY@PC works with the SigGem 1x5 Topaz HSB Series signature pads which are available from your Merchant Provider. To setup your signature pad: 1. Install the Topaz Driver (if not already done). See Installation and Setup: Installing the Topaz Signature Pad Drivers. 2. Start PAY@PC and select Program Settings > Devices > Signature Pad 3. Select Topaz Signature Pad from the dropdown list. You can also test the signature pad and select it to automatically appear after a credit card is swiped.
Encrypted Pinpad When processing PIN Debit (ATM) transactions, a REG Key* and encrypted (debit) Pinpad are required. PAY@PC supports the Verifone 1000SE Pinpad and must be attached directly to a serial port on your computer using the supplied cable. If you intend to use a USB-to-Serial cable adapter it must be PCI compliant in order to maintain the PA-DSS Compliance of this software.
PAY@PC Screen Layout The PAY@PC screen will automatically default to the sales screen when you first log on. The PAY@PC main screen is dived into an upper and a mid-to-lower pane. The upper pane contains a series of navigation and common items for the software. The mid-to-lower pane will change with respect to the type of sale being performed or for using the transaction manager.
Screen Layout Control Menu The control menu gives access to the PAY@PC Help file, WEB-Based support and product upgrades, the About Box (where you can view the current version information), and Exit button. You can also exit the program by clicking on the window’s X (close) button. Ribbon Bar PAY@PC contains 4 ribbon bars that are accessible by clicking on the left menu items.
Locking the Software PAY@PC includes a quick locking feature that allows your sales data to be protected from unauthorized use. If multiple users have access to PAY@PC or you work at a public location, the Lock feature will come in handy. To lock the software, click on the Lock Screen menu item located on the top-right. Tapping on a locked screen will bring up the Logon Window were you enter your User Name and Password. PAY@PC will remember the previous user that logged in.
Sales Screen The Sales Screen is where you will spend most of your time inside PAY@PC. Tap on the Sales Menu and then choose one of the four Sales Type buttons on the ribbon bar to start a new sale. In some cases, a sales wizard will appear and take you through each step required for processing a sale. To switch between sales types for the current sale, tap on the tabs located above the Workflow buttons.
Locking the Screen PAY@PC comes with a software screen lock feature. The Lock Screen menu item at the top right of the program will display the company information and time once it is used. This prevents “roving eyes” from view potentially sensitive data. To log back in using your User ID and password, tap anywhere on the window. It is recommended that you save your sale first, before locking the software.
Transaction Manager While it is recommended that you use the online Transaction Central account to access your historical sales data (see Online Tools: Transaction Central for details), the PAY@PC Transaction Manager will also allow you to scroll though your transaction data. The Transaction Manager allows easy access to processing pending sales, issuing voids and credits, and printing receipts. For detailed sales analysis we recommend that you use Transaction Central.
Selecting Date Ranges When first entering the PAY@PC Transaction Manager, the date range is set to Most Recent. This is a list of the 100 most recent transactions. To change the date range, use the following… Today, Yesterday, This Week Buttons: Use the Today, Yesterday and This Week buttons to quickly switch between fixed date ranges based on the current date.
Selecting and Sorting by Sales Criteria PAY@PC contains two sales criteria: Sales Type Status By checking on/off these features, you can isolate specific transactions. By clicking on the column headings, you can also sort the transactions in an ascending or descending direction according to the information in that column. For example, when issuing a credit, it is recommended that the Approved and Void/Credit status are both set on and that the data is sorted by Reference or Transaction ID.
Exporting Transaction Data PAY@PC allows you to export the current data in the Transaction Manager to a comma delimited CSV File. This file can be imported into a number of spreadsheet and accounting packages. Depending on the program you are using to view the imported data, you may need to format the amount column for currency. Due to security reasons, full credit and bank account numbers cannot be exported.
Program Settings Devices To open the Device selection screen choose Program Settings > Devices from the PAY@PC ribbon bar.
Setting up receipt Headers and Footers The first time you add a new merchant account PAY@PC validates your merchant ID and password. At the same time, the company DBA name and contact information is retrieved from the merchant bank. This information is automatically added to the header of your sales and refund receipts. Due to security reasons, the DBA (Business Name) cannot be changed on the header editing screen (see Program Settings: Company Information: Updating the DBA Name for details).
Printing Service Receipts Turn this feature on when you want to print out unapproved receipts that contain a location for the customer to enter a tip. The Include Tip Suggestion option can also be used to display a suggested tip between 15 and 20% of the non-taxable part of the sale. Both these features can be set from the Program Settings: Devices: Receipt Printer window and from the Program Settings: Preferences: User and Program Preferences Printer tab.
When setting up your Bluetooth connection, the following information may be required: Merchant On The Go Passkey: (see printer manual) Bluetooth Service: Printer or Serial (COM) Device See the documentation that came with your computer or USB Bluetooth Adaptor on how to setup a Bluetooth connection. Important Note: Before setting up a new Bluetooth connection ensure that the Merchant On The Go is fully charged and reset. If the Merchant On The Go is not reset, it will not pair properly.
Debit Pinpad PAY@PC uses the Verifone 1000SE Pinpad for debit transactions (ATM/Debit Sales). In order process debit transactions, a REG KEY must also be setup with your account. To obtain a REG KEY, contact your merchant representative or request a REG KEY from the Program Settings: Company Information screen.
Company Information To open the Company screen select Program Settings > Company from the PAY@PC ribbon bar. You must be logged in as the administrator to access this screen. The Company screen allows you to perform the following tasks: Change the Merchant Account Password Update the DBA (Doing Business As) Name Update the Company information from your Merchant provider Screen Layout PAY@PC • User Guide and Tutorial • 2.00.0629.
Changing your Merchant Account Password The Merchant Account password is kept on file at the TransFirst Transaction Central servers. You are required to change this password every 90 days. When you change this password on-line, you must also change it in the software. PAY@PC converts all passwords to UPPERCASE. Thus when changing your password with the merchant provider make sure that the password is ALL UPPERCASE.
Updating the DBA Name For security reasons the DBA (Doing Business As) name cannot be changed manually inside PAY@PC. The DBA name must be changed by submitting a DBA Name Change request to your Merchant Provider (contact your merchant provider for details). Once the name is changed by the merchant provider, the DBA Name can be updated in PAY@PC. To update the name: 1. Select Program Settings > Company. 2. Click on Update DBA Name. The DBA name will be updated to the one on file by your merchant provider.
Preferences To open the Preferences screen select Program Settings > Preferences from the PAY@PC ribbon bar. The Preferences screen contains the following tabs… General Sales Wizards Printer Message Prompts General The General tab contains three groups of features. Interface Settings Actions Sales Database Location Interface Settings Interface settings allow you to display or hide the Merchant Account Selection screen when logging on each time you start the software.
Actions When using the action keys, it is recommended that you first save any sales transaction that you have been working on. The same is true when you lock the screen, since changing merchant accounts or logging in as a different user will automatically switch to a new sales screen. Some of these actions are not available unless you are logged on as the administrator (Add/Delete Merchant Account, Activate Software, & View Log Files).
Common Sales Preferences The Display Sales Data Summary will display a summary of the sales transaction before you send it to the processing bank. This is an added security feature to make sure that all the information and sales amount were entered correctly. The Save Action Starts New Sale will automatically start a Sales Wizard that is associated with the Sales type selected from top sales ribbon.
Printer The Printer tab contains the same information that can be found on the Printer screen of the Device Setup option. If you have a printer attached and continually on for processing sales, you may want to set the Auto-Print feature to on. The Service Receipt option will print a Service Receipt with an area for the customer to enter a tip – if the Tip/Fee amount is empty on the sales screen. To print a service receipt: 1. 2. 3. 4. 5. Turn this feature on. Start a sale. Enter your sales information.
Message Prompts The Message Prompts tab contains both notifications and confirmations. Notifications are useful for indicating that a sales item was voided or a credit was issued, since it is possible that modified transactions may no longer appear in the transaction manager depending on how the Sales Type and Date Range criteria are setup. See also: Transaction Manager: Selecting and Sorting by Sales Criteria PAY@PC • User Guide and Tutorial • 2.00.0629.
Services To open the Services screen select Program Settings > Services from the PAY@PC ribbon bar. The service screen allows you to restrict the type of sales and credit cards that you can use in PAY@PC. It is recommended that you only use the Sales Types that have been added to your merchant account (Cash and Credit Card sales are always set on by default). If your merchant account is only setup to accept VISA and Mastercard, then leave the other credit cards unchecked.
Online Tools The Online Tools ribbon contains links to various merchant processing and internet-based pages. You must be connected to the internet in order to access these tools. The type of tool(s) available will depend on your Merchant Account. The Online tools ribbon currently contains: Transaction Central Support Upgrades Transaction Central Transaction Central is your Online Merchant Processing System.
Tutorials The following tutorials are included… Processing a Sales Transaction Issuing a Void or Credit Adding/Removing Users For additional tutorials and step-by-step procedures see the PAY@PC Web site at: https://secure.merchanttransactions.com/payatpctf Processing a Sale Transaction Introduction Whether you process cash, credit, ACH, or ATM/Debit sales, all sales involve three steps: 1. Entering Sales Data 2. Processing the Sale 3.
Processing a Credit Card Sale This tutorial assumes the following: Your Merchant account is setup. This example uses Account 10011. You can use a test account or your live account. If you use the test account, the credit card will obtain an authorization code of 999999 but will not be charged. If you are not using the Test Account, you have already activated the software. You have already setup your card reader, receipt printer, and signature pad You have a connection to the internet. 1.
5. Swipe your credit card. If you are keying the information in, click on the cancel button and enter the card number. While test cards will not be approved on your live account, some sample test cards numbers that you can use with test account (10600) are: - Visa 4111111111111111 - MasterCard 5555555555554444 - American Express 378282246310005 - Discover 6011111111111117 6. After a successful read, the number pad appears. Enter an amount of $12.50 (by clicking on the buttons or using the keypad).
8. If the Information Complete message appears, click Yes. Click No to add additional information such as an address or comments. 9. If the confirmation screen appears, verify that the information and click OK. Depending on what internet security you have on your computer, you may be prompted with a security alert, such as the one shown below. PAY@PC sends all information through a highly secured encrypted connection to the processing back.
10. PAY@PC will display a message indicating that it is connecting with the bank to authorize the sale. A successful authorization will display the approval screen and print a receipt to your printer. 11. Click Close when completed. To process a new sale, simply click on the Credit Card button on the top Sales ribbon. Congratulations, you have just made your first sale! Processing an ATM/Debit Card Sale PAY@PC allows you to process debit card using an encrypted Pinpad.
1. Click the Sales menu item if the sales ribbon is not showing. If the Swipe Credit Card screen appears, press the Esc key or click Close (Esc). 2. Click the PIN Debit button. If the PIN Debit button is disabled, you must enable it from the Services screen. Program Settings > Services > Sales Methods Accepted > ATM/PIN Debit 3. Swipe the debit card. 4. After a successful read, the number pad appears. Enter an amount of $8.00 (by clicking on the buttons or using the keypad).
The screen below shows the Information Complete message with all needed debit card information. To process the sale, click the Yes button. Click No to add additional information such as an address or comments. If the customer makes a mistake entering their PIN, you can click the Swipe Debit Card or PIN Code workflow buttons (or press F5) to re-enter the card information. The debit card must be swiped each time before entering the PIN code. Note: You cannot save an ATM/PIN Debit sale for later processing.
Issuing a Void or Credit In some cases you will need to issue a void or credit to the customer. A void can usually be issued the same day. A credit can only be issued after the sales transaction is settled by the processing bank (PAY@PC transactions are automatically settled between 11 - 12 PM PST)*. There are two ways to issue voids and credits. One way is to log into your Transaction Central account online, locate the sale and issue a void/credit through the Internet.
2. Select an approved sale. When an approved sale is selected, a Void/Credit button appears left of the Print Receipt button. Selecting a pending sale will display the Process Sale button. 3. Click on the Void/Credit button. PAY@PC will contact the gateway and determine the status of the transaction. If the transaction was settled, you can issue a full or partial credit. An unsettled transaction (as in the example here) can be voided. 4. Select Yes.
5. If the Confirm Issue Void after Batch Check notification prompt is set on from the Program Settings > Preferences > Message Prompts tab, the message below will appear. A refund receipt may also automatically be printed if the Auto-Print Processed Refund feature is set on under the Program Settings > Preferences > Printer tab. The sales item description is updated with the voided date and time. PAY@PC • User Guide and Tutorial • 2.00.0629.
Adding/Removing Users In this tutorial you will add two users (Dick and Jane) with different privileges. You must have administrator access to add and remove user. In addition, it is recommended that you create a Full Access account even if you are the only user of the software. You should use the Full Access account instead of the Administrator account when processing sales.
6. Click on the Sales Only item. This quickly changes the security settings to the correct restrictions. You can still over ride any of the restrictions by choosing them individually. Your screen should now look similar to the one displayed below. 7. Click OK. 8. Add a second user using the following information: User Name: Password: Rep ID: Contact Name: Telephone Number: Jane jane1234 1012 Jane J. (212) 555-1234 9. Make sure the Restricted Account is set to All Accounts.
10. Click on General Rep. Your screen should look similar to the one displayed below. 11. Click OK. You should now have two users. Note: If you already setup a Full Access account for yourself, you will see 3 users. See the section Program Settings: Security for a description of the Privileges displayed. 12. Click Close. Then try logging in as either Dick or Jane and see how the security features work. PAY@PC • User Guide and Tutorial • 2.00.0629.
Trouble-Shooting Pairing the Merchant On The Go with a Bluetooth Device To correctly pair the Merchant On The Go, follow these steps: 1. Full charge the Merchant On The Go. 2. Make sure there is paper in the Merchant On The Go. 3. If you are using a laptop, make sure it is plugged in or fully charged. 4. Reset the Merchant On The Go by: a. Turning on the Merchant On The Go. b.
Installing the Windows Generic Text Only Printer Driver To install the Generic Text Only Driver in Windows XP, follow these steps: 1. Open the Control Panel. 2. Switch to Category View. 3. Pick the category: Printer and Other Hardware. 4. Pick the task: Add a Printer. 5. Click Next in the Add Printer Wizard. 6. Select Local Printer and turn off Automatic detection, then click Next. 7.
