The purpose of this appendix is to provide detailed instructions for management and operation of credit card processing directly through the CSM system.
Credit card processing may be handled through the use of standalone, external hardware used separately from the CSM system or directly through CSM using the DataTran processing hardware. The traditional standalone method is to ring the sale through the CSM cash register module, use the external equipment to get a validation number and then enter this number into CSM at the validation # prompt for future reference. All authorization and batch settlement functions are done through the external equipment and are not related to the CSM system. The direct method uses a DataTran processor to do the authorization and batch settlement directly through the CSM system.
All personnel who have the responsibility of managing or supervising cash register operations involving direct credit card processing.
Direct credit card processing is enabled through a flag on the Register Options screen off the System Maintenance menu. The Credit Card Processing field has several valid values: N for standalone processing where the cashier is only prompted for the validation number, Y for standalone processing where the cashier is prompted for all card information, T for direct processing using a terminal-based network processor (meaning that either the CSM system or the DataTran itself stores the transactions which are forwarded to the processor at batch settlement), or H for direct processing using a host-based network processor (meaning the processor stores the transactions). Enter one of these values in the field and press <Exit>.
After gaining access to the "Main Menu" of CSM College Store Manager, select $ Register Manager and then P Credit Card Options. The user must have supervisor status and the proper privileges in order to access the Credit Card Options menu. Also, direct credit card processing must be enabled in order to access the Credit Card Options Menu. Select X Initial DataTran Setup.
This option sets the general communication parameters that the DataTran uses for authorization and batch settlement. To access this option, from the DataTran Setup menu, select S Setup Communication Parameters. The following questions are asked:
Tone dialing (Y/N)?
Enter max process attempts (1-9):
Reset DataTran when?:
Wait for dial tone:
0 = After fail, 1 = Never, 2 = Always
Blind dial:
4 = After fail, 5 = Never, 6 = Always
Enter max time to wait for connect (0-120 seconds):
Enter time to wait for dial tone (1-255 secs/10):
Enter dialing delay (50-255 secs/1000):
Tone dialing: If your phone system uses pulse dialing enter N, otherwise
enter Y. Press <Return>.
This option sets the network parameters for each credit card type that will
be processed through the CSM system. To access this option, from the
DataTran Setup menu, select N Setup Network Parameters. This option should
only be used for initial setup of the DataTran or when you start accepting a
new type of credit card. A message reminds you of this and prompts you to
enter Y to continue. After entering Y and pressing <Return> the following
questions are asked:
Tender types
This setup must be done for each type of credit card that is to be processed
through the CSM system. Enter the tender type to be activated and press
<Return>.
Networks
The system displays a list of the installed networks. Press any key, then
enter the number of the network to be set up and press <Return>.
Authorization only (Y/N)?
Authorization
Typically the system does authorization and draft capture when processing a
credit card transaction. If you want the system to do authorizations only
with no draft capture enter Y otherwise enter N. Press <Return>.
The system will communicate with the DataTran to change these settings and
return an appropriate response message. Press any key to return to the
DataTran Setup menu.
This option sets the network parameters specific to your network processor
that the DataTran uses for authorization and batch settlement. To access
this option, from the DataTran Setup menu, select T Setup Network Terminal
ID. This option should only be used for initial setup of the DataTran or
when you make changes with your network processor. A message reminds you of
this and prompts you to enter Y to continue. After entering Y and pressing
<Return> the following questions are asked:
Networks
The system displays a list of the installed networks. Press any key, then
enter the number of the network to be set up and press <Return>.
Different questions are asked depending on the network processor selected.
NDC
Enter Bank ID number: Enter Merchant ID number: Enter Terminal type: Do you have a Magnetic Stripe reader? (Y/N) Enable Duplicate Transaction Checking? (Y/N) Enter Main Access Baud Rate: Enter Alt Access Baud Rate: Enter Main Settlement Baud Rate: Enter Alt Settlement Baud Rate: Enter Settlement Main Phone #: Enter Settlement Alternate Phone #: Configure American Express options? (Y/N)Bank ID: Enter the 6-digit bank ID number provided by your bank. Press <Return>.
Enter Merchant ID number: Enter Main Access Baud Rate: Enter Alt Access Baud Rate: Enter Main Settlement Baud Rate: Enter Alt Settlement Baud Rate: Configure American Express Direct options? (Y/N) Enter Settlement Main Phone #: Enter Settlement Alternate Phone #:Merchant ID number: Enter the merchant ID number assigned to you by your bank. The merchant ID number includes the terminal ID number. Press <Return>.
This option loads a new network module into the DataTran from Datacap. To access this option, from the DataTran Setup menu, select L Load New Network. This option should only be used when you change network processors. A message reminds you of this and prompts you to enter Y to continue. After entering Y and pressing <Return> the system will set the DataTran for the download to take place. The system will stay at this spot until Datacap has dialed in to the DataTran and loaded the new network module. NOTE: This process may take up to 10 or 15 minutes. Once Datacap has finished loading the module you will be prompted to press any key. The system will check the status of the module download, display a list of the installed networks and display the DataTran OS info. Press any key to return to the DataTran Setup menu.
This option displays the network modules currently loaded in the DataTran. To access this option, from the DataTran Setup menu, select I Show Installed Networks. The system will display a list of installed networks. Press any key to return to the DataTran Setup menu.
This option changes the phone numbers that the DataTran dials to do credit
card authorizations. To access this option, from the DataTran Setup menu,
select C Change Authorization Phone Numbers. This option should only be used
when your network processor changes authorization phone numbers. A message
reminds you of this and prompts you to enter Y to continue. After entering Y
and pressing <Return> the system displays the list of installed networks and
prompts you to enter the number of the network whose numbers you wish to
change. Enter the network number and press <Return>. The system will
display the current access phone numbers. Press any key to continue and the
system asks you to enter the following:
New main phone number: Enter the new main phone number for authorizations
and press <Return>.
New alternate phone number: Enter the new alternate phone number for
authorizations and press <Return>.
The system will communicate with the DataTran to change these settings and
return an appropriate response message. Press any key to return to the
DataTran Setup menu.
This option initializes the DataTran for communication and credit card processing. To access this option, select I Initialize DataTran from the Credit Card Operations menu. Select this option before attempting initial setup, after initial setup and any time the system prompts you to do so. You should also select this option after a power outage or other loss of connectivity to the DataTran. The system will display a series of status messages as it processes various initialization commands. The system will ask the question "Have all network parameters been entered? (Y/N)". If the initial setup of the DataTran has not been completed enter N, otherwise enter Y. WARNING: If you are initializing the DataTran for the first time following the loading of a new network (and you have not yet configured that network's parameters), DO NOT answer Y to this question. This initialization command may cause the DataTran to stop responding if no network parameters have been loaded. Press any key to return to the Credit Card Operations menu.
This option displays the status of the batch and summary information on the transactions stored by the DataTran. To access this option, select G Get Batch Status from the Credit Card Operations menu. Select this option whenever you need to verify the status of the batch or want to see the batch totals. Press any key to return to the Credit Card Operations menu.
This option prints a summary report of the transactions stored by the DataTran. It is broken down into card types and gives a little more detail than the batch status option. To access this option, select R Print Batch Report from the Credit Card Operations menu. Select the printer you wish the report to print to from the list provided by typing its number and pressing <Return>. The system will display the report on the screen and print it to the selected printer. Press any key to return to the Credit Card Operations menu.
This option prints a detailed report of all the transactions stored by the DataTran in the current batch. To access this option, select T Print Transaction Report from the Credit Card Operations menu. Select the printer you wish the report to print to from the list provided by typing its number and pressing <Return>. The system will display the report on the screen and print it to the selected printer. Press any key to return to the Credit Card Operations menu.
The final step in direct credit card processing is the daily settlement of
transactions authorized by the network. This step notifies the network that
these transactions are final and starts the payment process. Settlement
should be done either at the end of the day or before the start of the next
day, depending on store policy. The first task is to reconcile the totals
stored on the DataTran with the drawer counts. The total stored on the
DataTran will include all credit card transactions done within the store, so
the credit card totals for each drawer should be combined to reconcile. To
see what is stored on the DataTran, use the Get Batch Status option. If the
total does not match the totals from the cash drawers, print a Transaction
Report. Use this report, along with the receipts from the cash drawers, to
isolate the discrepant transactions. Use the Post Transaction option to add a
transaction to the DataTran if it was authorized but not captured by the
DataTran (for example, a voice authorization). Use the Void Transaction to
void transactions on the DataTran were not recorded by CSM (for example,
duplicate charges where CSM got an error during the transaction). Once the
DataTran total matches the totals from the cash drawers then you should begin
the batch settlement. This process is started by choosing the option S Settle
Batch (End of Day) from the Credit Card Operations menu. The system will ask
if you have balanced the DataTran totals with your cash drawers. If they
balance you should enter Y and press
The options on this menu allow the user to perform corrective tasks on a batch
prior to settlement or when prompted to do so as the result of an error during
settlement. The user must have privileges to access the Credit Card
Operations menu and have supervisor status in order to access this menu.
This option is used to return information about a specific transaction. To
access this option, choose I Transaction Inquiry on the DataTran Batch
Settlement menu. The system will ask whether you want to find a transaction
based on reference number, card number or $ amount. Enter R for reference
number, C for card number or $ for $ amount and press <Return>. The system
will prompt you to enter the appropriate search criteria and press <Return>.
The system will list the selected transaction. Press any key to return to the
DataTran Batch Settlement menu.
This option displays any error message returned by the network during batch
settlement. To access this option, select G Get Next Rejected Transaction on
the DataTran Batch Settlement menu. The system will show the error message
(or EOB if there was no error). Press any key to return to the DataTran Batch
Settlement menu.
This option allows the user to void a transaction directly from the DataTran.
This option should be used when a transaction was stored by the DataTran but
was not recorded by CSM.
To access this option, select V Void Transaction on
the DataTran Batch Settlement menu. Enter the card number and press
<Return>.
This option allows the user to post a transaction directly to the DataTran.
This option should be used when a transaction is recorded by CSM but is not
stored by the DataTran (for example, a voice authorization). To access this
option, select P Post Transaction to DataTran on the DataTran Batch Settlement
menu. Enter the card number and press <Return>. Enter the card's expiration
date and press <Return>. Enter the transaction amount (with decimal point)
and press <Return>. Enter the authorization number assigned by the network
and press <Return>. The system will attempt to post the transaction to the
DataTran. It will either indicate that the transaction was successful or
display the error message returned by the DataTran. Press any key to return
to the DataTran Batch Settlement menu.
This option allows the user to increment the batch number. This option should
be used when there is an error during batch settlement, if the network does
not allow settlement to be retried with the same batch number. To access this
option, select C Change Batch Number on the DataTran Batch Settlement menu.
Enter the new batch number and press <Return>. The system will attempt to
change the batch number on the DataTran. It will either indicate that the
number was successfully changed or display the error message returned by the
DataTran. Press any key to return to the DataTran Batch Settlement menu.
This option allows the user to change the status of all transactions on the
DataTran from Pending to Settled. This option should be used when an error
message during settlement indicates that all transactions were successfully
settled but were not marked as settled by the DataTran. To access this
option, select M Mark All Transactions as Settled on the DataTran Batch
Settlement menu. The system will display a warning message. If you are sure
you want to continue, enter Y and press <Return>. Otherwise enter N and press
<Return>. The system will communicate with the DataTran and indicate whether
or not the action was successful. Press any key to return to the DataTran
Batch Settlement menu.
This option opens a new batch for the DataTran to use to store transactions.
To access this option, select O Open Batch from the Credit Card Operations
menu. This option should be selected after a batch has been settled
successfully and during initial setup. The system will open a batch and
return an appropriate response message. Press any key to return to the Credit
Card Operations menu.
Intended Audience
Correct Settlement Errors
Transaction Inquiry
Get Next Rejected Transaction
Void Transaction
Enter the transaction amount (with decimal point) and press <Return>.
If the amount is negative enter the negative sign before the amount as in (-.10).
If you enter a negative amount CSM should not ask for the auth number.
Enter the authorization number for this transaction and press <Return>.
The system will attempt to void the specified transaction from the DataTran.
It will either indicate that the void was successful or display the error message
returned by the DataTran. Press any key to return to the DataTran Batch
Settlement menu.
Post Transaction to DataTran
Change Batch Number
Mark All Transactions as Settled
Open Batch
Cashier Tasks
All personnel who have the responsibility of operating or assisting cash
registers utilizing direct credit card processing.
This section outlines the steps a cashier takes to process a credit card
transaction. The cashier should scan the items being sold or returned as with
any transaction and press the <F10> key to bring up the tender window. When a
credit card is presented for payment, use the up or down arrow keys to move the
cursor to the Visa/MC tender line. Enter the amount being charged (without the
decimal point) and press <Return>. The system will prompt you to swipe the
credit card. If you have a magnetic stripe reader, swipe the card, otherwise
press <Return>. If the card was not swiped enter the card number and press
<Return>. Enter the card's expiration date and press <Return>. If you want
to store the cardholder's name for future reference enter it, otherwise press
<Return>. The DataTran will attempt to authorize the transaction. If it is
successful, the system will return to the tender window and update the Amount
paid with the amount authorized. Press <F10> to complete the sale and print
the receipt for signature. WARNING: The transaction has already been
processed by the DataTran, so if you press Error Codes
4 ERROR: Possible hardware failure.
Retry action. If error still occurs, check DataTran settings and retry.
If error still occurs, contact KayCee support.
100 MEDIA NOT PROGRAMMED: A transaction was attempted for a media type that has
not been selected for authorization or capture.
If this card type is to be accepted make sure it has been enabled in the
DataTran setup. Otherwise, retry the transaction with a different card
type.
101 NETWORK NOT INSTALLED: A transaction was attempted for a network that has
not been installed.
Check DataTran setup. If error still occurs, contact KayCee support.
102 NETWORK NOT PROGRAMMED: A transaction was attempted for a network that has
not been activated or has not had all network parameters set.
Check DataTran setup. If error still occurs, contact KayCee support.
103 INVALID TRAN FOR NETWORK: The action attempted is not supported by this
network.
Retry action. If error still occurs, contact KayCee support.
104 INVALID DATA FIELD: There was an error communicating with the DataTran.
Retry action. If error still occurs, contact KayCee support.
105 ABORTED: Action was aborted by the system.
Retry action. If error still occurs, contact KayCee support.
106 MODEM ERROR: The DataTran did not respond properly.
Supervisor should initialize DataTran. If error still occurs, check all
DataTran connections and settings, then contact KayCee support.
107 LINE DROP: The DataTran lost communication with the network.
Supervisor should initialize DataTran. If error still occurs, check all
DataTran connections and settings, then contact KayCee support.
108 ERROR: The DataTran received an invalid command.
Supervisor should initialize DataTran. If error still occurs, check all
DataTran connections and settings, then contact KayCee support.
109 CONNECT 1200: The DataTran connected at the wrong baud rate.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
110 NO DIAL TONE: No dial tone was detected.
Supervisor should initialize DataTran. If error still occurs, first check
the phone line connection between the DataTran and the wall jack. Unplug
the phone line from the DataTran, plug in a regular phone, and check for
dial tone. If you do not hear a dial tone, contact your phone support for
service.
111 BUSY: The DataTran was unable to connect to the network because the phone
line was busy.
Retry the action. If error still occurs, make sure no other devices are
using the phone line used by the DataTran.
112 NO ANSWER: The DataTran was unable to connect to the network because there
was no answer.
Retry the action. If error still occurs, check phone numbers. If numbers
are correct, call network processor support.
113 CONNECT 600: The DataTran connected at the wrong baud rate.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
114 CONNECT 2400: The DataTran connected at the wrong baud rate.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
115 CONNECT FAIL: The DataTran could not connect to the network.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
116 TIME-OUT: The DataTran timed-out whil attempting to connect.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
117 LOG ON ERROR: The DataTran could not connect to the network.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
118 ENQ ERROR: The DataTran encountered a protocol error.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
119 RETRIES EXCEEDED: The DataTran could not connect to the network within the
specified number of retries.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
120 RECEIVE ERROR: The DataTran encountered a protocol error.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
121 LRC ERROR: The DataTran encountered a protocol error.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
122 NAK ERROR: The DataTran encountered a protocol error.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
123 SYNC ERROR: The DataTran could not connect to the network.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
124 PARITY ERROR: The DataTran encountered a communications error.
Supervisor should initialize DataTran. If error still occurs, check
DataTran settings, then contact KayCee support.
125 COMMAND ERROR: The DataTran received an invalid command.
Retry action. If error still occurs, supervisor should initialize
DataTran. If error still occurs, contact KayCee support.
202 The transaction was not approved by the network.
The cashier should take corrective action based on the message returned by
the network. If the transaction still fails, contact network support.
203 The transaction was not approved due to network problems.
Retry the transaction. If error still occurs, contact network support.
204 The transaction was not approved due to erroneous data.
Retry the transaction. If error still occurs, contact network support.
205 The transaction was not approved because it may be a duplicate transaction.
Verify that the transaction is not a duplicate. If it is not and is still
rejected, force post the transaction.
206 The transaction was not approved by the network.
The cashier should take corrective action based on the message returned by
the network. If the transaction still fails, contact network support.
300 INVALID BATCH NUMBER: The batch number is wrong.
Check the batch status and retry the action. If error still occurs,
contact KayCee support.
301 BATCH CLOSED: A transaction was attempted with a closed batch.
Open a new batch.
302 BATCH NOT OPEN: A transaction was attempted without an open batch.
Open a batch.
303 BATCH ALREADY OPENED: A batch was already open when the user tried to open
a new batch.
304 BATCH ALREADY CLOSED: The batch was already settled when the user tried to
settle the batch.
305 CAPTURE MEMORY EMPTY: The user attempted to access a transaction on the
DataTran, but there are no transactions currently stored on it.
306 CAPTURE MEMORY FULL: The transaction failed because the DataTran's memory
is full.
Settle the batch before processing any more transactions.
307 CAPTURE MEMORY ERROR: A memory error occurred during processing.
Retry the action. If error still occurs, contact KayCee support.
308 RECORD NOT FOUND: The transaction referenced was not found.
Retry the action. If error still occurs, contact KayCee support.
312 NEED AUTH#/ACCT#/AMT: Action requires an authorization number, account
number and transaction amount.
Retry the action. If error still occurs, contact KayCee support.
313 DUPLICATE TRANSACTION: Transaction was rejected because it matches a
previous transaction.
Verify that the transaction is not a duplicate. If it is not and is still
rejected, force post the transaction.
314 REF. NO. NOT ENTERED: A reference number was not entered.
Retry the action. If error still occurs, contact KayCee support.
316 MUST DUMP TRANSACTIONS: There was an error during settlement and the batch
is partially settled.
Troubleshoot and retry settlement.
318 MUST CLOSE/SETL FIRST: An attempt was made to change network parameter
information while the batch was open.
Settle the current batch before changing parameters.
321 INVALID TRAN FOR MEDIA: The transaction uses a card type that the network
does not support.
Retry the transaction. If error still occurs, contact KayCee support.
322 TRAN ALREADY VOIDED: The transaction being voided has already been voided.
323 TRAN ALREADY SETTLED: The transaction being accessed has already been
settled.
Retry transaction or issue a credit to reverse the settled transaction.
326 INDEF BATCH SETL: Settlement error due to incorrect batch parameters.
Retry the action. If error still occurs, contact KayCee support.
327 INVALID CHECK DIGIT: The card number entered was not correct.
Retry the transaction.
328 INV DATA FLD: Action failed due to invalid data.
Retry the action. If error still occurs, contact KayCee support.
332 DEBIT RECORD FOUND: The user has tried to void or modify a captured
transaction and the only transaction found that matches the user
input is a debit transaction (which cannot be modified).
336 FTS MODE AT&U(M,I,B,V,F,C) SET ERR: DataTran is in FTS mode.
Supervisor should initialize DataTran. If error still occurs, contact
KayCee support.
337 DLL/COMTEST FAILURE: Parameter load failed.
Retry the action. If error still occurs, contact KayCee support.
341 UNKNOWN CARD TYPE: The card type is not recognized by the network.
Retry the transaction. If error still occurs, contact KayCee support.
342 TIDs INCOMPLETE: Network setup incomplete.
Check DataTran settings. If error still occurs, contact KayCee support.