Activant Eagle™ ProtoBase Setup and Procedures Guide

Transcription

PROTOBASE SETUP AND PROCEDURES GUIDE
Activant Eagle™
ProtoBase
Setup and Procedures Guide
EL2104
This manual contains reference information about software
products from Activant Solutions Inc.™
The software described in this manual and the manual itself
are furnished under the terms and conditions of a license
agreement. The software consists of software options that are
separately licensed. It is against the law to copy the software
on any medium, or to enable any software options, except as
specifically permitted under the license agreement. In addition,
no part of this manual may be copied or transmitted in any
form or by any means without the prior written permission of
Activant Solutions Inc.
From time to time, Activant makes changes to its software
products. Therefore, information in this manual is subject to
change, and the illustrations and screens that appear in the
manual may differ somewhat from the version of the software
provided to you.
Created by
Learning Products and Education
Copyright: © 2009 Activant Solutions Inc. All rights reserved.
Activant Solutions Inc., the Activant logo and Activant Eagle are
trademarks of Activant Solutions Inc. All other trademarks are
property of their respective owners.
Activant Solutions Inc.
7683 Southfront Road
Livermore, CA 94551
Document No. EL2104
Publication Date: Revised in February 2009
Table of Contents
Introduction ................................................................................................................................... 1
Additional Resources ..............................................................................................................................................1
Setup Overview ........................................................................................................................................................1
Procedures Overview...............................................................................................................................................1
ProtoBase Setup ........................................................................................................................... 2
Activating Terminals and Card Readers ................................................................................................................2
Terminal Activation in Network Access .....................................................................................................2
Terminal Activation in Eagle for Windows.................................................................................................3
Setting up Options ...................................................................................................................................................4
Setting Up Security ..................................................................................................................................................4
Setting up Alerts for Settlement Failures ..............................................................................................................5
Assign Security for Alerts Setup.................................................................................................................6
Set up Alerts Options ...................................................................................................................................6
Set up Alert User Profiles ............................................................................................................................6
How the Alert Displays When a Settlement Fails ......................................................................................7
Setting Up Customer Credit Card Storage ............................................................................................................8
Special Procedures in POS ........................................................................................................ 10
Using Retail AVS in POS .......................................................................................................................................10
Using Stored Credit Cards at Point-of-Sale.........................................................................................................11
Split Tender Procedure..........................................................................................................................................11
Processing Offline Credit Card Transactions .....................................................................................................12
RealVu Setup Procedures .......................................................................................................... 14
Adding Users ..........................................................................................................................................................14
Adding Credit Card Transactions in RealVu............................................................................. 16
Searching Transactions in RealVu ............................................................................................ 17
Deposit Wizard-Manual Settlement Procedures....................................................................... 20
Verifying AutoSettle (PBSTL)..................................................................................................... 24
Retrieving and Reprinting Settlement Reports......................................................................... 26
Retrieving and Printing the Settlement Report from the Spooler .....................................................................26
Eagle for Windows Users...........................................................................................................................26
Network Access Users ...............................................................................................................................26
Reprinting a ProtoBase Settlement – No Longer in Spooled Reports .............................................................26
Activant Eagle – ProtoBase Setup and Procedures
Introduction
Use this guide to set up and implement ProtoBase credit card authorization software on your
Activant Eagle system.
Additional Resources
If you have questions about ProtoBase setup or procedures that are not answered in this guide,
contact the Eagle Advice Line at (800) 322-3077.
Setup Overview
ProtoBase setup described in this guide includes:

Activating terminals and card readers

Setting Up Options

Setting Up Security

Setting Up Alerts to warn you if a settlement fails

Setting Up customer credit card storage
Procedures Overview
ProtoBase procedures described in this guide include:

Using stored credit cards at Point of Sale

Split Tender and Offline credit card transactions in POS

Viewing Daily Transactions

Using the ProtoBase Administrator (RealVu) to add credit card transactions, view
historical transactions, and perform manual settlements

Retrieving and reprinting settlement reports
1
ProtoBase Setup
Activating Terminals and Card Readers
Use the following procedure to activate Credit Card magnetic readers/pads and activate Check
Guarantee for each terminal on your system. If the fields described in this procedure are not
properly set, the transactions will not be passed to ProtoBase for approval and settlement. This
procedure is terminal specific and must be executed for each terminal used to process credit
cards, debit cards, gift cards, or checks.
You may use Network access or the Eagle Browser to activate terminals.
Terminal Activation in Network Access
1. Exit POS.
2. From Network Access at the FUNCTION prompt, type MTR and press <Enter>.
3. Press <Enter> eight times to get to the Credit Authorization field, and type a P. Note that the
P is a valid setting, even though it is not listed as such on the screen.
Screen: 1
Terminal:551
Modify Terminal Record (MTR)
ACTIVANT HARDWARE
Lockin Store:1
----- POS DEFAULTS ----POS In Training?
: N
Return To Header
: N
Cursor in Qty Field : N
Backorder Prompt
: N
Backorder Pick Ticket: N
Check Guar Allowed
: P
Credit Authorization : P
Print Shop Order
: N
Print Loading Receipt: L
Use 'NEX' in POS
: N
Auto Dsp Due Dte Wind: N
Display Qty NA Msg
: N
Display Cost on Inqry: Y
Display Matrix Prices: Y
Display Running GP% : Y
Display Extend Desc : Y
Current Signed on User:SYSTEM
---- POS DEVICES ---Printers
: _
Printer Type
: L
Invoice Printer # : 98
Invoice Form Type : N
Bar Code Scan Allwd: D
Customer Display
: N
Terminal Type
: P
Shop Order Printer#: 02
Receipt Printer Opt: __
QUICKVIEW/INVOICES
QuickView Sequence :
QuickView Format
:
Print Cost and GP% :
Lumber Totals
:
C
B
N
N
---- TERMINAL DEFAULTS ---Default User
:SYSTEM____
Default Printer :02
Special Security:N
Journal Number :1499
Old Journal Nmbr:1499
Journal Rollover:
1
+-------------------------+
| To see data about this |
| Terminal, enter "ME" in |
| the TERMINAL field and |
| press <DISPLAY>.
|
+-------------------------+
4. Press <Change> (F5) to save the change. The lower left corner of the screen displays the
message “Change Completed.”
5. If check authorization has been installed on your system, you also must change the “Check
Guar Allowed” field to P. Note that P is a valid setting, even though it is not listed as such on
the screen.
6. Press <Change> (F5) to save the changes. The lower left corner of the screen displays the
message “Change Completed.”
7. Start POS.
2
Terminal Activation in Eagle for Windows
1. Exit POS.
2. From the Eagle Browser, click System Management Menu, Options Configuration Menu,
Options Configuration.
3. In the Subsystem field, leave the default of All. In the Options field, click the down arrow and
select MTR-Terminal Record. Click Display.
4. On the row with the description Credit Authorization Allowed, click in the Current Value field
and select P (Credit Authorization Allowed at this Terminal – ProtoBase), and click OK.
5. Click Change (F5) at the top of the window.
6. If check authorization is installed, change the row with the description Check Guarantee
Allowed to P.
7. Click Change (F5) at the top of the window. Then Click Display to redisplay the screen to
assure that the correct settings have been saved.
8. Start POS.
3
Setting up Options
Use the procedure below to set up the ProtoBase options in Options Configuration.
2. Click ID (or press Control-I). In the dialog that displays, in the Option ID field, type the option
number (see the list below) and click OK. Click in the Current Value column, and select the
desired setting. Repeat this process for each option in the list below.

3565 Keep customer credit cards on system. If you want to store credit card numbers
on a customer account, set this option to C (credit cards only), B (credit cards and private
label cards), or A (private label cards only). The credit card information is made available
to clerks at POS when ringing up a transaction for the customer, so that the card number
does not have to be re-keyed. Credit Card Number Storage is supported in Offline POS
as well as online POS. For more information about stored credit cards, see the section of
this document entitled “Setting Up Customer Credit Card Storage.”

5417 Offline Credit Authorization Upload for ProtoBase. If you are on ProtoBase 4.81
or higher, you can enter credit card transactions while in offline POS if this option is set to
Yes. You will obtain authorization for each sale transaction by using alternate equipment
(veriphone, omnipac, hypercom, etc.), or by calling the processor for voice authorization.
When you return to "online" POS and upload offline transactions, the offline credit card
transactions will be automatically added to the day's processing and will settle along with
the rest of the batch when you perform your daily settlement. For more information about
offline credit authorization, see the section of this document entitled “Processing Offline
Credit Card Transactions.”

8292 Address Verification in POS. Be sure to set this option to R, which activates
“Retail AVS.” Retail AVS is helpful when a customer is in the store purchasing goods, but
their bank card cannot be scanned. The clerk is required to enter zip code information
before the transaction can proceed, and can optionally enter the CV code. This additional
information is sent to the processor along with the transaction data; however, the zip and
CV code are NOT verified with Retail AVS. The benefit of Retail AVS is a reduction in
processing fees for non-scanned transactions.

8633 Display Customer Credit Card List only on ProtoBase enabled terminals. If
you set option 3565 to C, B, or A (see the description of option 3565 above), Activant
strongly suggests you set this option to Yes, especially if you use role-based security .If
set to Yes, clerks who are assigned security bit 688 "(MO) Access customer credit card
list" will only see a customer's stored credit card list on terminals set up for ProtoBase
credit authorization (option 140 "Credit Authorization Allowed" is set to "P"). On terminals
where ProtoBase is not set up, a customer's stored credit card list will not display in POS.
This functionality is designed to avoid the mistake of tendering with a credit card and
thinking it will get authorized by the system, when it actually won’t.

8721 Allow payment by credit cards on non-credit authorization terminals? Activant
strongly recommends you set this option to No. This option governs whether or not
payment by a credit card is allowed in POS on a station that does NOT have Credit
Authorization enabled. When set to No, POS stations that don't have Credit Authorization
enabled cannot accept payment by a credit card. When set to Yes, POS stations that
don't have Credit Authorization enabled DO allow payment by a credit card based upon
how security bit 577 "(MO) Manually enter a bankcard number" is set.
Setting Up Security
This section explains the various security bits related to ProtoBase that you should assign to the
appropriate users. You assign security in the Security Maintenance window.
4

Bit 91 - Access to Osprey-this bit is necessary in order to revert the system back to dialup when there is a Hi Speed failure. Activant recommends you only assign this bit to
management personnel.

Bit 573 - Access to PBADMIN. This security bit is needed in order to retrieve the
settlement report (PBSTL) from the Spooled Maintenance Reports Menu (spooler).

Bit 574 - Ability to accept a declined check for payment. If a clerk does not have this bit,
he can accept a check that has been declined, but only with a manager's override.

Bit 575 - Ability to accept a declined bankcard for payment by entering the approval code
manually. If a clerk does not have this bit, he can accept a credit card that has been
declined, but only with a manager's override.

Bit 576 - Allow clerks to accept a credit card without entering the last 4 numbers of the
card number for verification. Note that if your system is set up to prompt clerks for the
ProtoBase Customer Code (Last 4 digits of credit card), then you should assign this bit to
all POS clerks, or else they'll have to enter the last four digits of the card number twice.

Bit 577 - Ability to manually enter a credit card number. If a clerk does not have this bit, a
manager's override is required before the clerk can manually enter a credit card number.

Bit 581 - Ability to accept a credit card when receiving a payment on account (ROA)

Bit 621 - Access to Alternate tenders in POS. Any clerk who has the ability to redeem a
gift card must have this security bit because gift cards are a form of Alternate Tender.

Bit 669 - (Gift Card users only) Access to the Gift Card Maintenance Window in POS.
This bit works in tandem with bit 621 (Allow Alternate Tender's to be used in POS) to
allow access to all phases of Gift Card activation and authorization.

If you use Paymentech/DIB, set this bit to Yes to allow a clerk to use all
capabilities in the Gift Card Maintenance menu, including adding value to a gift
card. Set this bit to No to block a clerk from accessing any capabilities in the Gift
Card Maintenance menu, except checking the balance on a gift card.

If you use FDMS Cardnet/True Value, set this bit to Yes to allow a clerk to use all
capabilities in the Gift Card Maintenance menu, including adding value to a gift
card. Set this bit to No to block a clerk from accessing any capabilities in the Gift
Card Maintenance menu, except checking the balance on a gift card.

If you use Wildcat/Ace, set this bit to Yes to allow a clerk to activate gift cards in
the Gift Card Maintenance menu, and if you are on ProtoBase 4.83 or higher and
your processor is Ace Global, the clerk can also check gift card balances from
this menu. Set this bit to No to block a clerk from accessing any capabilities in
the Gift Card Maintenance menu, except checking the balance on a gift card.

Bit 757- Ability to view the credit card number of a transaction in QuickRecall from the
Misc menu. Activant recommends you only assign this bit to management personnel.

Bit 758-this bit only applies if option 5980 "Force Gift/Cash Card activation" is set to Yes.
Set this bit to No if you want to require a manager's override to cancel out of the gift card
activation process. Set this bit to Yes to allow the user to cancel out of the gift card
activation process without obtaining a manager's override. Activant recommends you
only assign this bit to management personnel.
Setting up Alerts for Settlement Failures
The Alerts feature of the Activant Eagle™ system provides you with an automated warning when
a credit card batch does not settle. Setup of this feature can be divided into three steps: adding
security bits to the appropriate users, setting the desired options in Options Configuration, and
setting up Alert User Profiles. When a settlement fails, a New Alerts message displays beside
“Alerts” in the left-hand navigation menu.
5
Assign Security for Alerts Setup
Access security from the Eagle Browser by clicking System Management Menu, Security
Maintenance (the menus will vary depending on what level of software you are on). Assign
security bits 662 and 663 to the person responsible for setting up and managing the Alerts
system. For more information about setting up security, see Eagle for Windows online help.
Set up Alerts Options
2. In the Subsystem field, select Alerts. In the Options field, leave the default of All. Click
Display.
3. Click in the Current Value field of each option, and make your selection.
4. When finished, click Change (F5) at the top of the window.
Set up Alert User Profiles
1. From the Eagle Browser, click Alerts in the left hand navigation menu.
2. Click the Viewer hyperlink.
3. Click Misc (KPad –), and select 2, Maintain Alert User Profiles.
6
1. Click
Viewer.
2. Click Misc
(KPad -)
3. Click
Maintain alert
user profiles.
4. In the Alert User Profile window, select the appropriate user, and set the Receive Alert field to
Y for Credit Settlement Failed. Click Change (F5) and repeat this process for each user that
is to receive the alert.
How the Alert Displays When a Settlement Fails
If a credit settlement fails, the user is notified on the alerts screen, as shown below.
7
Hyperlinks for more info
Click the hyperlink to the left of the message to display more details about the error. Click
Troubleshooting Help for suggestions for resolving the problem.
Setting Up Customer Credit Card Storage
Customer Credit Card Storage allows you to store multiple credit card numbers on a customer
account. This credit card information is made available to clerks at POS when ringing up a
transaction for the customer, so that the card number does not have to be re-keyed. This feature
can store both regular credit cards and Ace Private Label cards. Credit Card Number Storage is
supported in Offline POS as well as online POS. For security reasons, the credit card numbers
are stored on the system encrypted. Security bit 692 is required to perform this procedure.
1. The option "Keep customer credit cards on system" (ID# 3565) must be set to C, B, or A (any
setting other than N). If this option is set to N, the Credit Card Storage feature will not work.
2. Review security bits 688-691 in the Security Maintenance window, and assign them
appropriately to those who will be using the Customer Credit Card application.
IMPORTANT!
The system allows you to select a stored credit card number at any
terminal, even if the terminal doesn't have ProtoBase credit card
authorization available. If you want to control access to stored credit card
information at terminals that do not support ProtoBase, set option 8633
"Display Customer Credit Card List only on ProtoBase enabled
terminals" to Yes. Clerks who are assigned security bit 688 "(MO)
8
Access customer credit card list" will only see a customer's stored credit
card list on terminals set up for ProtoBase (option 140 "Credit
Authorization Allowed" is set to "P"). On terminals where ProtoBase is
not set up, a customer's stored credit card list will not display in POS.
This functionality is designed to avoid the mistake of tendering with a
credit card and thinking it will get authorized by the system, when it
actually won't.
3. From the Customer Maintenance window, click GoTo, and select Credit Card Maintenance.
4. In the Credit Card Maintenance window that displays, fill out all the fields for the customer
credit card you're adding. Be sure to check the field "Default Card for Payment" if you want
the card number you're adding to display first at POS for that customer.
5. Click Add.
6. Repeat steps 3-5 as needed to add other credit cards.
9
Special Procedures in POS
This section explains how to use stored credit cards in POS, how to execute a split tender
transaction (two credit cards) in POS, and how to process credit card transactions while in offline
POS.
Using Retail AVS in POS
Retail AVS is available to all Eagle for Windows users with ProtoBase, and is helpful when a
customer is in the store purchasing goods, but their bank card cannot be scanned. The clerk is
required to enter the customer's zip code before the transaction can proceed, and can optionally
enter the CV code. This additional information is sent to the processor along with the transaction
data; however, the zip and CV code are NOT verified with Retail AVS. The benefit of Retail AVS
is a reduction in processing fees for non-scanned transactions.
This section describes what happens if you have activated the Retail AVS feature (option 8292
"Allow Address Verification in POS" is set to R-Retail) and you manually enter a customer's bank
card number in POS.
1. Ring up the items you're selling as you normally would, and total the transaction.
2. Manually enter the credit card information on the POS totals screen. When POS detects you
have manually entered the card number, the Credit Authorization dialog displays.
NOTE
Stored Credit Card users: if the customer has a credit card on file, the
card number, expiration date, and zip code from the Stored Credit
Card file will automatically populate the Credit Authorization dialog
fields.
3. Fill in the fields as you normally would. Be sure to enter the customer's zip code in the Zip
Code field, or the transaction will not proceed. You can also enter a value in the Card Value
(CV) Code field, but this is optional.
10
4. Click OK. The transaction, along with the zip code and/or CV code, is sent to the processor
for approval. The processor responds to the credit authorization request, as well as to the zip
and CV code. However, regardless of the zip and CV code responses, the transaction
proceeds solely on the merits of the credit authorization response. If the card is approved, the
transaction completes. If the card is declined, a "declined" message displays, and you must
proceed to collect some other form of tender.
Using Stored Credit Cards at Point-of-Sale
Use the following procedure to use a stored credit card at POS. You can access stored credit
card numbers for the following transaction types: invoices, credits, deposits on orders/special
orders, or ROAs. This procedure assumes option 3565 “Keep customer credit cards on system”
has been set to C (credit cards only), B (credit cards and private label cards), or A (private label
cards only).
1. In POS, ring up the transaction as you normally would.
2. When you total the transaction, press Enter to select Yes in the Select Credit Card dialog
box.
3. When the credit card numbers display, select the appropriate credit card number, and press
Enter.
The credit card number pastes into the POS credit card fields, and ProtoBase initiates a call to
authorize the transaction.
Split Tender Procedure
In Windows POS, you can accept two separate credit cards OR a Gift Card and a credit card as
payment for a single transaction. Note: tendering multiple credit cards or gift cards is not available
in Offline POS.
1. In POS, ring up the items, and press TOTAL.
2. To tender multiple credit cards or gift cards, or a combination of both, enter the amount you
wish to authorize on the first card in the Bankcard field, press Enter or Tab, and swipe the
card through the card reader to initiate the authorization process.
3. Once that card has been processed, the system re-displays the totals screen, where you can
process the next card. Continue until all cards have been processed.
11
A debit card can be used for a partial payment, but it must be entered as the LAST
payment made.
4. If you are receiving an alternate tender (coupon, store credit, etc), click Alt Tend (F2), and
select an Alternate Tender from the list. Enter the dollar amount of the alternate tender and
press Enter. If the customer is paying with additional types of alternate tender, repeat this
process until all alternate tenders have been entered. Enter any additional tender amounts
(cash, check, bank card, or in-house charge) on the standard Totals screen.
Processing Offline Credit Card Transactions
ProtoBase 4.81 or higher allows you to enter credit card transactions while in offline POS.
Authorizations for each sale transaction must be obtained by using alternate equipment
(veriphone, omnipac, hypercom, etc.), or by calling the processor for voice authorization. When
you return to "online" POS and upload offline transactions, the offline credit card transactions will
be automatically added to the day's processing in RealVu and will settle along with the rest of the
batch when your daily settlement is performed.
NOTE
Offline POS does not support debit cards, gift cards, or Private
Label cards as a form of tender, because these transaction types
must be approved by the processor in order to be processed.
Note that the credit card transactions you process during offline POS are considered “forced”
(non-approved by the processor) transactions, even if you physically swipe the card, and will
most likely result in a higher service fee. For an alternate method that avoids the possibility of
higher fees, see the Tip at the end of this section.
1. Before processing offline credit card transactions for the first time, set the option "Offline
Credit Authorization Upload for ProtoBase" (option 5417) to Yes in Options Configuration, if
you haven’t already..
2. If the transaction is a sale, call the processor for voice authorization, or use alternate
equipment—such as a verifone, omnipac, or hypercom terminal—to obtain authorization.
(Note: you do not need authorization for a credit return.)
3. In offline POS, do the following:

Swipe the card
4. In the Authorization Code field:

If the transaction is a sale, type the authorization code obtained from voice authorization
or from the alternate equipment. If the transaction is a credit, you can leave this field
blank.
5. Press Enter.
6. If the card doesn’t swipe, do the following:

Type the credit card number and press Enter.

Type the expiration date and press Tab.

In the Authorization Code field:
12


If the transaction is a sale, type the authorization code obtained from voice
authorization or from the alternate equipment.

If the transaction is a credit, you can leave this field blank.
Press Enter.
IMPORTANT!

Obtain a valid authorization code for every credit card sale (not
including credits) that you process during offline POS, and enter
that code in the Authorization Code field. If you chose to force a
transaction by entering your own code, there is a risk the charge
may be rejected by the processor and you will not be paid for
that transaction. In some cases the entire settlement may not
process and will require Eagle Advice Line assistance.

If you used alternate equipment to obtain authorization, at the
end of the day you must clear the alternate equipment of the
day's transactions. Do not settle your verifone, omnipac, or
hypercom, or duplicate charges will result. Also, if your
secondary device is set to autosettle, duplicate charges will
result!
7. When you return to online POS, upload offline transactions as you normally would. The credit
card transactions you entered during offline POS are automatically added to the day's
processing and will settle along with the rest of the batch when you perform your daily
settlement.
8. As always, you must balance the settlement report against the Check Report (RCK).
TIP
If you want to completely avoid the possibility of paying higher service
fees, do not use the method outlined above. Instead, follow the method
below, which sends swiped data to the processor. Swiped data is always
preferred when the processor determines the charges for the transaction.

In the Options Configuration window, make sure the option
“Offline Credit Authorization Upload for ProtoBase” is set to No.

In offline POS, ring up the transaction and indicate that the sale
was tendered with a credit card.

Use your verifone (or other machine) to process the credit card
transaction.

When you return to online POS, the credit card transactions you
rang up during Offline POS are not added to the batch in RealVu
for processing with your daily settlement; therefore, you must
settle the verifone (or other machine) at the end of the day.
13
RealVu Setup Procedures
Adding Users
To become PCI Compliant in using the RealVu ProtoBase application, you must add individual
users so that each person logs on to the application with their own security. This is critical
because the User ID and Password you used in the 6.0 installation process cannot be used as
your login when accessing RealVu. Remember, if anyone else in the store needs to access
RealVu, then they need their own User and Password. Activant recommends at least one other
employee other than yourself have access to RealVu PBADMIN. Follow the procedure below to
comply with PCI security guidelines.
1. Click the Administration
button.
2. From the option pane, click User Security. The User Security dialog displays.
3. Click the Add button in the upper right hand corner. Then fill in the following fields:

Login, Name, Password, and Verify (Password again)—The password must be at least
8 characters in length and must contain a number or special character. If you are adding
a User Record for a store employee other than yourself, select the Force Change
checkbox so that the password you enter is temporary and the user will be forced to
change it when he/she logs on for the first time. Once set, a password is good for 90
days. After 90 days, a prompt automatically displays to change the password. Each time
you change your password, write down the password and place it in a secure location, in
case it is needed for future reference.

Group – From the drop-down list, select the STORE that you want this user to be able to
access. If you are multistore and you want this user to have access to all stores, select
Test Group.
14

Remaining fields – Set the remaining fields that apply to this user. If you want to select
most of the fields, you can simply select the All Yes tab. Then you must deselect Purge
Database, Chargeback Setup and Group Setup, because only the Eagle Advice Line
should have an account that can access these options.
4. Click OK.
5. Repeat the process above to add additional user accounts.
NOTE
It is recommended that you type your Username instead of using the
drop-down list to locate it, as you will not know if you are in upper case or
lower case when you enter your password. Remember, if for any reason
you are locked out of RealVu, call the Advice Line at 800/322-3077 so
we can correct your user ID. Please do not attempt entry using other
users and passwords. Activant may not be able to recover your user
information or access your ProtoBase data if all users are locked out.
Therefore, if the password you are using is locked out, please call
immediately!
15
Adding Credit Card Transactions in RealVu
1. From the Transactions Tab, right-click anywhere on the screen and select Add, or from the
main toolbar, click the Add Transaction button
.
2. Select your location.
3. On the Transaction Detail Tab, fill in the following fields:

Reference (you can use today’s date or any other numeric reference, but no alpha
characters are allowed)

Tran Type = Prior Auth if you are charging the credit card, or Refund if you are applying a
credit.

Account = full credit card number

Exp. Date

Amount
4. Click Add, and the message “Authorize now?” displays if you have selected Tran Type “Prior
Auth” (if you have selected Tran Type “Refund,” no additional messages display, and the
transaction is automatically added to be settled with the rest of the credit cards tonight)
5. Click Continue and wait for an approval. Click OK to have that credit card added to today’s
transactions to be settled tonight.
16
Searching Transactions in RealVu
Use the following procedure to view transactions in the current database or that took place on a
date in the past.
IMPORTANT!
When searching the database for Transactions, DO NOT choose any of
the transactions by clicking the checkbox in front of the transaction. This
can cause the transactions to be modified. For questions or concerns,
call the Advice Line and request to speak with a ProtoBase specialist at
1-800-322-3077. Activant strongly advises that you use this procedure
for viewing transactions only! Viewing transactions will not change them.
1.
Log into RealVu with your User Name and Password, as you normally would.
2. From the main toolbar, click the Transaction Search button
Search dialog box displays.
. The Choose Location to
3. Select a location from the drop-down menu.
NOTE
MULTISTORE USERS: To perform a true “all location” search, you must
select the month/year from the History View Menu. If a specific store is
selected from the month/year expansion list, the search will only be
performed on that store.
17
4. Click OK. The system displays the Search Criteria box.
5. To search the Main database, enter any combination of criteria in the Search Criteria box,
and click Search. To search the History database, enter any combination of criteria in the
Search Criteria box, place a checkmark in Search History, indicate the From and To date
ranges at the bottom of the screen, and then click Search.
PbAdmin starts the search at the top-most record in the database. It compares the search criteria
you entered with each transaction in the database and displays a list of matching transactions on
the Search Results Tabbed page.
18
If no records are found to match the search criteria you have entered, you will receive the
message “No Matching Records Found”.
19
Deposit Wizard-Manual Settlement Procedures
1. Log into RealVu.
IMPORTANT!
Multistore users only: If you are logged into RealVu with a User Record
that has access to all stores, it is imperative that you select the correct
store from the Group View Menu before beginning the settlement or all
stores will be settled!
2. From the Start Page, select Deposit Wizard.
20
3. The following screen displays. Click Next.
4. When the following screen displays, click OK.
5. When the following screen displays, tab twice to get to the “Transaction Date” field and enter
the date for the settlement that failed as a 6 digit number. Then click Select.
21
IMPORTANT!
Never check “Select All” or it will disregard the date that you entered and
settle all transactions in RealVu, regardless of the date. If there is more
than one day of credit card transactions found in RealVu, all transactions
would be listed under one report, making it harder to balance out.
6. A popup dialog similar to the following displays the total amount of credit cards and the dollar
amount to be settled. Click OK and then click Next to start the settlement process.
The following screen displays:
22
7. Once the settlement has completed, the report displays on the screen. Make sure to confirm
that the settlement has “Passed,” and then right-click anywhere on the report to print a copy.
Once you have confirmed that the report has printed, you can exit the Deposit Report tab.
IMPORTANT!
If your settlement continues to fail after attempting a manual
settlement, please call the Eagle Advice Line at (800) 322-3077.
23
Verifying AutoSettle (PBSTL)
Autosettle is activated by putting function PBSTL into a queue (CEQ) and then scheduling the
queue to run (SEQ). The PBSTL report both spools and prints when the system transmits the
batch to the processor. Use the procedure below to verify that AutoSettle (PBSTL) was
successful.
1. Log into RealVu with your User Name and Password, as you normally would.
2. From the Menu Bar, click View, and select Settlement Log from the drop-down list.
3. When a dialogue box displaying the word PBADMIN displays, click OK.
The Settlement Log displays directly beneath the Transactions pane.
24
Each deposit log entry is separated by dashed lines. At the bottom of each log, the word
MESSAGE is displayed indicating the result of the deposit attempt. The word MESSAGE followed
by OK and a string of numbers indicates a successful settlement attempt. The numbers represent
the processor’s approval or confirmation code for that batch. If OK or GB prints without the series
of numbers, this may also indicate a successful settlement, depending on the processor used.
MESSAGE followed by Communications Error indicates a failed settlement due to an internet,
modem, or phone line problem. INV. DATA indicates a failure due to a problem with the data
contained in one or more transactions for that day. See the examples below.
25
Retrieving and Reprinting Settlement Reports
This section explains how to retrieve and print the Settlement Report from the Spooler, and how
to reprint a settlement report that is no longer in the Spooler.
If your system is set up for “Auto Settle,” one of your nightly queues will have report PBSTL in it.
Retrieving and Printing the Settlement Report from the Spooler
Eagle for Windows Users
1. From the Eagle Browser, click System Management, then click Spooled Report Maintenance.
2. At Report, type PBSTL and press <Enter>
3. A list of all available PBSTL reports display. Find the appropriate report by looking at the
Request Date column and double clicking the desired report. Multistore users: you must
display the report (see step 4) in order to determine the store for which the report was run.
4. A short delay may occur before the “Download File” dialog box displays, and the report
displays in the Report Viewer. Multistore users:
5. Click the Print button or press <F2> to print the report.
6. Click Close to close the Report Viewer, then click Close again to close the Spooled Report
Maintenance window.
Network Access Users
1. From Network Access at the FUNCTION prompt, type MSP and press <Enter>.
2. At Report Name, type PBSTL and press <Display>.The first available PBSTL report header
displays.
3. Look at the “Original Runtime” field to view the report date. Press <Next> (F7) to scroll to the
desired report.
4. Press <Next Screen> to view the report or press <Run> to reprint the report.
Reprinting a ProtoBase Settlement – No Longer in Spooled Reports
1. Log into RealVu with your User Name and Password, as you normally would.
2. From the Menu Bar, click View, and select Settlement Log from the drop-down list.
26
3. When a dialogue box displaying the word PBADMIN displays, click OK.
4. The Settlement Log displays directly beneath the Transactions pane. Make a note of the
batch number for the desired date. The Settlement Log displays the most recent settlement
attempt at the bottom of the screen. Each entry is separated by dashed lines. The date is
found in the upper left-hand corner of the log entry. The most current deposits are listed at
the bottom of screen. To find an older deposit log, use the scroll bar on the bottom right hand
side of your screen.
27
5. To reprint the batch, click the Report
displays.
toolbar button. The Report Criteria dialog box
6. From the drop-down list, select “Terminal” or “Cashier”. The Terminal report represents the
terminal record for the transaction type (e.g., STORE1 for credit cards or STORE1DB for
Debit cards). The cashier report will run by cashier in alphabetical order.
NOTE
If reprinting a batch for Gift cards, select Stored Value System from
the Reports list.
7. Select the desired Report Type.
8. Check the Use History box, select the correct month/year from the drop-down list, and type in
the batch number obtained from the settlement log on step #4. Note: You must be set up
with Group = “Test Group” in User Security in order to reprint a batch for a different store.
9. Click OK. PbAdmin generates the report based on the criteria you selected, and displays the
report on the “Report: Terminal” tabbed page.
28
10. To print the report, right-click anywhere on the report and select Print from the shortcut
menu. The Printer dialogue box displays. Note: You must have a windows printer set up to
print from RealVu.
11. Select a printer and then click OK. The report is sent to the selected printer.
29

Activant Eagle™ ProtoBase Setup and Procedures Guide

Transcription

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