Setting Up ICVerify Credit Card Processing Version 2.5.0

The ICVerify program allows credit card transactions to be accepted from specified screens on the c-Systems Business Systems network. When a cash invoice is completed, the credit card may be swiped through the attached strip reader, or the card number may be entered manually.

NOTE: ICVerify is a third party software product that is not supported by c-Systems Software, Inc. Any problems with the installation and/or operation of the ICVerify software should be directed to the ICVerify Help Desk whose telephone number is found in the accompanying ICVerify documentation.

Preliminary Requirements:

1. c-Systems Customer Service must run some preliminary setup programs on your system. Record the ID number of each terminal (PC) that will be using the ICVerify program. These terminal numbers are needed by c-Systems to complete the ICVerify to c-Systems interface. NOTE: There cannot be more terminals defined than the number of ICVerify users purchased.

2. Please READ the ICVerify Setup and User documentation. Information from your credit card processing center, bank, etc. is required BEFORE you install the ICVerify programs. The information needed is outlined in the "Setup Data" section of the Appendix in the ICVerify Setup Guide documentation.

3. Once all of the information has been gathered, the ICVerify programs will be loaded on the PC which has the modem used to connect to the credit card processing center. Determine the brand and speed of the modem by clicking Start – Settings – Control Panel – Modems. The modem information is required by the ICVerify installation program. The recommended modem is a USRobotics 33.6 or 56k type which is an industry standard modem that works very well with the ICVerify programs. Please verify that the modem is properly installed, plugged into the telephone jack on the wall, powered on, and is ready for operation.

1. When the above steps are complete and you are ready to install the ICVerify programs on the PC with the modem installed, call the ICVerify Help Desk so they can walk you through the installation and answer any questions if they arise. Tell the ICVerify support technician that you are installing the ICVerify software, and let them know the following information as it affects how the installation is performed:

a. ICVerify will be running on a network with a shared hard drive.

b. The ICVerify Multi-User program is used.

c. The ICVerify program is used for all "settlement functions."

d. You should review the daily settlement and reporting procedures with the ICVerify personnel to determine which procedure is best for your business environment. Check with them on recommended daily procedures such as settlements and reports.

2. After the ICVerify software has been installed successfully, contact c-Systems Customer Service. Additional steps must be performed before the c-Systems to ICVerify interface is brought on-line.

After all preliminary work, software installation, and setup requirements are complete, the "c-Systems to ICVerify" interface is ready for use.

When finalizing a cash invoice, select the appropriate credit card type from the payment type window and press <ENTER>.

When the following screen appears, either swipe the credit card, or type "M" and press <ENTER> at the "Please Swipe Card" prompt to manually enter the card number and expiration date.

NOTES: The letter "M" does not appear on the screen.

Type the card number without any spaces or dashes.

After the card number and expiration date appear, press <ENTER> to connect to the credit card processing center for authorization.

At this point, various results are possible:

1. The transaction is approved and the system returns an authorization code.

2. The card is rejected. Press <ENTER> to return to the payment type for entry of a different form of payment.

3. The transaction could not go through for some reason such as the phone line is busy, processing center computers do not answer, or the ICVerify Multi program is not running on the server PC. Please see the Troubleshooting page for more information.

When the transaction is complete, the invoice prints and the credit card transaction is posted to the ICVerify program for settlement at the close of the business day.

Processing a Credit or Return:

If the customer returns an item for credit, create an invoice through the c-Systems Business system as usual and create a credit card transaction. The credit amount shown as the invoice total is run through the ICVerify program as a credit to the customer's credit card.

A credit may also be posted directly through the ICVerify program without creating a credit invoice. WARNING: Using this method will cause an out-of-balance condition at the end of the day between the c-Systems totals and the credit card settlement report generated through ICVerify.

Void a Credit Card Transaction:

A credit card transaction must be voided through the ICVerify program BEFORE it has been settled. Performing a void cancels the card transaction before it is processed so no funds are transferred. If a sale has already been settled, a credit must be created (see above).

The ICVerify program may only be accessed on the ICVerify server PC. To access the ICVerify program directly, click the ICVerify icon found on the Windows Desktop.

WARNING: Voiding an invoice through the c-Systems RECALL program does NOT void the credit card transaction. It must be voided through the ICVerify program using the following procedure:

1. In the ICVerify program, click the Void tab. The "Find Current Credit Card Transaction" box is displayed.

2. Click Start Search to view a list of the transactions in the open batch that can be voided. Eligible transactions are displayed in the Search Results field.

3. Highlight the transaction that you want to void and click Convert To.

4. Click Credit Void (the terminology may vary depending on your processing network). You are returned to the Void tab of the ICVerify program. The transaction information is filled in the appropriate fields. Verify that everything is correct, then click Submit. The status of the void process procedure is displayed in the Response field.

Credit Card Reports:

Various reports may be generated through the ICVerify program. Click the "Reports" option from the ICVerify taskbar. A printer must be attached to the ICVerify server PC, or a network printer must be available.

The ICVerify program may only be accessed on the ICVerify server PC. To access the ICVerify program, click the ICVerify icon found on the Windows Desktop.

Settlement at Close of Day:

Some merchants need to settle go through a settlement procedure at the end of each day. When initiated, the ICVerify program automatically processes all credit cards authorized since the last settled batch. Once settlement is completed (either by you or by the processor) the funds are deposited into your account at a time determined by your agreement with the bank or card company.

The ICVerify program may only be accessed on the ICVerify server PC. To access the ICVerify program directly, click the ICVerify icon found on the Windows Desktop.

To settle an open batch, choose Settlement/ End Day from the Function menu in the ICVerify program.

NOTE: Running an ENDDAY process on the c-Systems Business System does NOT initiate the settlement program for credit card transactions. The settlement must be run manually through the ICVerify program depending on the agreement with your card processing center, bank, etc.

Credit Card Installments:

This feature is available through the ICVerify program, but is NOT interfaced with the c-Systems Software Business System

Credit card transactions using the ICVerify program directly:

In some cases it may be necessary to create credit card transactions using the ICVerify program itself rather than through the c-Systems interface at the end of an invoice.

WARNING: Using this method will cause an out-of-balance condition at the end of the day between the c-Systems totals and the credit card settlement report generated through ICVerify.

The ICVerify program may only be accessed on the ICVerify server PC. To access the ICVerify program directly, click the ICVerify icon found on the Windows Desktop.

1. In the ICVerify window, click the Sale tab.

2. In the Customer Information area, enter the credit card information.

OR

Swipe the credit card being used for the transaction to automatically populate the required fields in the Customer Information.

3. Enter the amount of the transaction.

4. Enter any necessary information in the optional Clerk and Comment fields.

5. Click Submit to process the transaction.

Credit card window does not appear even if a credit card pay type is selected:

Access the PAYFM program from the c-Systems main menu and verify that a "Y" is in the "Authorize" column next to each credit card title. Make sure that the "cash" and "check" titles have "N" in the "Authorize" column.

"Connection terminated" or "Wrong number" message appears repeatedly:

This indicates that either a telephone connection cannot be made, or the connection has been dropped. Check the following items;

1. Check that the ICVerify server PC is up and running. The telephone connections are made through this computer. If it is not running, telephone connections cannot be made.

2. On the ICVerify server PC, verify that the "ICVerify Multi User Processor" program is running.

If the program is not running, click Start, Programs, ICVerify for Windows, ICVerify Multi-User. In the resulting window, click Initialize, and when the process has started correctly, Minimize the window. Clicking the "X" in the corner shuts the process down again.

3. Check that the phone line between the ICVerify server PC and the wall socket is secure. If the phone line is shared with a fax machine or another modem (internet, etc.), someone may be using the telephone line and a connection is not possible at this time.

4. There is a problem at the card processing center which prohibits verification at this time.

5. There is a problem with the telephone line. Plug a suitable telephone into the wall socket and see if there is a dial tone and if you can dial out using the handset.