Credit Card Authorization Setup and Functions
Table of Contents
- 1 Overview
- 2 Receiving Credit Card Payments
- 2.1 Point of Sale Credit Cards - POS CC
- 2.2 Deposits, Cash Receipts, and the CC Entry screen
- 2.2.1 Order Entry Deposit
- 2.2.2 Deposit (Processed Order or Customer Deposit) and Cash Receipt Entry
- 2.2.2.1 Deposit Example
- 2.2.2.2 Cash Receipt Example
- 2.2.3 CC Entry Screen
- 2.2.3.1 Entering Payments
- 2.2.3.1.1 Single Payment Example
- 2.2.3.1.2 Multiple Payment Example
- 2.2.3.1 Entering Payments
- 3 Reversing Credit Card payments
- 3.1 POS CC Return
- 3.1.1 POS Returns auto-link
- 3.1.2 POS Returns manual-link
- 3.2 CC Entry Return
- 3.2.1 Reversal Example
- 3.3 Reverse Transaction History
- 3.1 POS CC Return
- 4 Transaction History
- 5 Credit Card Setup
- 5.1 CC Authorization Setup Screen
- 5.1.1 Authorize.net
- 5.1.2 DataCap
- 5.2 POS Setup
- 5.1 CC Authorization Setup Screen
Overview
This guide covers the setups and functionality of Credit Card Authorization in TRX. This is for receiving Cash Receipts, Deposits, and POS Orders, as well as reversing these transactions.
To jump to Setup, Click Here.
Receiving Credit Card Payments
This section covers how to receive Credit Card Payments throughout the system.
Point of Sale Credit Cards - POS CC
Point of Sale can process Credit Card Transactions. Make sure to use a Credit Card Term Type, enter the CC, Exp. date, and CVV to process.
Step-by-Step
Enter a POS Order normally
POS>Point of Sale Orders
This can be for items, Deposits, or Payments
Enter through to the Payment Method
Swipe your card in the reader
If you don’t have a Card reader
Select a CC term
Enter CC#
Enter Exp. Date
Enter CVV (if validation is on)
Hit Enter through until the “Complete” button is pressed
Deposits, Cash Receipts, and the CC Entry screen
Deposits and Cash Receipts both utilize the same Credit Card Entry screen. You access this screen by filling out a Deposit or Cash Receipt, checking the “Pay by Credit Card” box, and Processing.
Order Entry Deposit
The Order Entry screen utilizes the same CC Entry screen as other Deposits and Cash Receipts, but you access it a different way.
Enter your order, fill out the deposit section under the deposit tab, and hit the “Pay by Credit Card” button.
Step-by-Step
Enter a Sales Order
ORD>Order Entry Processing>New Order Entry
Fill out the Deposit Section
Go under Deposits Tab
Does not need to be any of the actual CC info
While your deposit is selected (highlighted Yellow), Hit Pay by Credit Card button
Follow the directions for the CC Entry screen.
Deposit (Processed Order or Customer Deposit) and Cash Receipt Entry
For Deposits and Cash Receipts, Enter the Deposit/Cash Receipt like normal (A/R>Deposits | A/R>Cash Receipts>Enter Cash Receipts), check “Pay by Credit Card”, and hit Process. The Credit Card screen will come up for entry. Fill out CC info and hit the Lightning bolt to process. Then, just exit the screen.
Step-by-Step
Fill out a Deposit or Cash Receipt
Deposits under A/R>Deposits
Cash Receipts under A/R>Cash Receipts>Enter Cash Receipts
Check “Pay by Credit Card”
Hit Process to pull up the CC Entry screen
From there follow instructions for CC Entry screen
Deposit Example
Cash Receipt Example
CC Entry Screen
This screen is used when entering Deposits and Cash Receipts are being paid via Credit Card. Follow the instructions above to set the Deposit or Cash Receipt to Pay by Credit Card and open this screen.
In this screen, you are able to apply Credit Card payments against the Deposit/Cash Receipt. You can enter the transaction for the full amount, or put it on several cards. You must pay off the total for the Deposit/Cash Receipt before exiting the screen, or it will not process.
Entering Payments
You can apply CC payments up to the total of the Deposit/Cash Receipt.
Step-by-Step
Enter the CC Entry screen through Order Entry, Deposits, or Cash Receipts
Fill out your CC information
Credit Card #
Exp. Date
Pin/CVV (if validation is on)
Hit the Lightning bolt to process
Repeat until the Remaining balance at the top is 0
Single Payment Example
Multiple Payment Example
Reversing Credit Card payments
You can Reverse Credit Card payments through POS, the CC Entry Screen (only what was entered that session), and the Transaction History.
POS CC Return
You can reverse CC payments in POS by using the Returns feature. Using the Returns screen to select your items will automatically tie it to the original CC transaction. You can also look it up and select it manually.
Note: You can only return items to one Order/CC at a time.
POS Returns auto-link
Using the Returns button, you can have TRX automatically link the item to the original Credit Card number. This does not fill out the Credit card info for you in the Payment Method. You will need to enter at least the last 4 digits of the card in payment method to validate it is the same card as before.
Step-by-Step
Fill out a POS Return normally
POS>Point of Sale Orders
Guide for POS Returns: Point of Sale Orders | Returns
Enter through to payment method
Swipe card or manually enter info
Hit Enter until the Complete button is pressed
POS Returns manual-link
When doing a return, you can also manually link the original CC transaction.
Step-by-Step
Fill out a POS Return normally
POS>Point of Sale Orders
Guide for POS Returns: Point of Sale Orders | Returns
Enter through to payment method
Swipe card or manually enter info
Hit enter until you are on the Total field
Hit F9
Select the original transaction
Hit Enter until the Complete button is pressed
CC Entry Return
If a payment was entered incorrectly, you can reverse it in the screen. You would then need to make up for that payment to get back to the total.
Step-by-Step
Find the transaction you want to reverse
Only Highlighted transactions are eligible
Hit the “Rev” button
From here, either
Replace the payments until Remaining Balance is 0
Reverse all payments
Exit the screen
Reversal Example
Reverse Transaction History
This screen allows you to look up CC transactions as well as reverse them
Step-by-Step
Open the Transaction History screen
A/R>Credit Cards>Transaction History
Select your Customer
Enter Customer # or Hit F9 to lookup
Hit Enter to load Transactions
Reverse the Transaction
Hit the “Rev” button next to the transactions
Hit Yes to the prompt
Transaction History
The Transaction History screen allows you to view all of the CC transactions for a given customer, pull up the card type and last 4 digits on the transaction, and Reverse older transactions.
For an in-depth look at the screen and fields, Click Here.
View Customer History
Looking up a Customer’s CC history is simple. Open the screen, type the customer or use F9 to find it, and hit enter to load the transactions.
Step-by-Step
Open Transaction History screen
A/R>Credit Cards>Transaction History
Enter your customer
Type or hit F9 to find it
Hit Enter to Load the transactions
Find Card Type / Number
To load the Card Type and last four digits of the Credit Card that was used in the transaction, simply double-click on the Card Type / Number field you want to view, and TRX will load it from the API.
Step-by-Step
Pull up Customer History
A/R>Credit Cards>Transaction History
Enter Customer and hit Enter key
Double-click on Card Type / Number field
Credit Card Setup
This section covers what needs to be setup in order to use CC Authorization in TRX.
You will need to setup your account on the CC Authorization Setup screen and set the Authorizer on your POS Registers.
CC Authorization Setup Screen
This screen is where you link your CC Authorizer to TRX. You will need to give it a Description, enter the API Login ID, and your Transaction Key. You also have the option to set it to Test mode.
For an in-depth look at the different fields and how to use Test Mode, Click Here.
Authorize.net
Step-by-Step
Go to the Credit Auth Setup screen
A/R>Credit Cards>Credit Auth Setup
Enter a Description
Enter your API Login ID
Enter Transaction Key
(Optional) Set it to Test mode
Check the “Test Mode” box
Hit Save
DataCap
The very first step is to connect the device to the Wifi. The device will show a Welcome screen. Slide up from the bottom with your finger to reveal a back arrow. Hit the back arrow until it asks for a password. This may take a few attempts. The bar can go back down, so just swipe it back up and hit the back arrow again.
The password is “pax9876@@” without the quotes. You will need to enter it once to get out of the welcome screen, then again when you go into settings. Once in settings, you can hit Wifi and set it up.
Step-by-Step
Go to the Credit Auth Setup screen
A/R>Credit Cards>Credit Auth Setup
Under DataCap tab
Enter a Description
Enter your Device ID (the Serial Number for the device
(Optional) Set it to Test mode
Check the “Test Mode” box
Hit Save
POS Setup
This section covers setting the Authorizer to be used in POS. This has been streamlined with this feature. You simply need to use the dropdown on the Misc tab of the Register to set it.
Step-by-Step
Open you POS Register
POS>Registers>Enter/Query Registers
Go under the Misc Tab
Use the CC Authorization dropdown to select your account/device
For DataCap, hit the Download Parameters button