The X-Charge Hosted Payment Services is a real time internet gateway allowing you to securely submit payment card transactions to the payment processor. Integration with this service is available in SuccessWare21.
A unique advantage of the X-Charge service is that it relieves the merchant from certain PCI security issues related to the storage of transaction data. Once the service is enabled, credit card numbers will no longer be stored in SuccessWare21.
This integration includes:
· Seamless integration for collection of customer payment information through a secure form.
· Authentication of the merchant
· Managed and secure transmission via the gateway to payment companies for settlement
· Secure storage of the credit card information
Once your X-Charge Account has been configured, you will be able to post credit card transactions directly from within SuccessWare21, including:
· Batch processing of Periodic billing for Service Agreements
· Individual processing of invoice payments and cash receipts.
Once you enable SuccessWare21 for X-Charge...
· You will no longer store credit card numbers in SuccessWare21
· Credit card numbers will be entered via a secure X-Charge web form
· You will no longer be able to unmask credit card numbers in SuccessWare21
Note: Although unmasking will not be possible, the masked version of credit cards numbers will remain in SuccessWare21. You will still have the last four digits for verification.
The X-Charge Setup Wizard walks you through obtaining your X-Charge account, cleaning your credit card data, and enabling SuccessWare21 for X-Charge. The X-Charge Setup Wizard can be accessed from Company Setup on the Module Configuration tab. Click the button labeled “X-Charge”.
Obtaining your X-Charge account is easy and can be started online. Use the link provided in the Setup Wizard to take you to the X-Charge Account Setup web page. Once your X-Charge account is activated, return to the Confirm Account Access and continue with account confirmation.
Enter your X-Charge account information, and select "Confirm account access". The account credentials you entered will be tested. If the account credentials pass X-Charge authentication, you will be allowed to proceed to the next setup page.
To use the X-Charge service, all credit card numbers must be removed from your SuccessWare21 installation. Your credit card numbers will be exchanged for secure alias codes which can be used for online credit card transactions.
This process may take an hour to complete, or possibly even longer. The duration will depend on the amount of data in your system. Once completed, you will be permitted to enable X-Charge within SuccessWare21.
Users can continue to work normally in SuccessWare21 while your data is being cleaned. You may also close this setup window during the process. The clean process will continue to run as long as you do not cancel the process window itself, or close SuccessWare21. Simply return to this setup and continue once the clean process is complete. If you do cancel the clean process, you can also return later to continue where you left off.
Select "Check data". The number of payment records to be cleaned will be displayed. If you are ready to begin, select "Clean now" to start the cleaning process.
It is important that the clean process obtains aliases for any invoices and agreements you will be billing in the future. If invoices or agreements do not have valid aliases, you will need to update the payment information on the associated invoice or agreements before you can process the related payments.
Select "Check invoices" to get summary statistics from the clean process for invoices.
Select "Check agreements" to get summary statistics from the clean process for agreements.
Once enabled,
· you will no longer be able to unmask credit card number in SuccessWare21.
· the last four digits will still be part of the masked number for verification purposes.
· you will collect credit card information and obtain aliases only through the Secure X-Charge Window.
· you will be able to process payments for individual invoices that have valid aliases.
· you will be able to process payment for periodic agreement billings that have valid aliases.
Select 'Finish' to enable your new X-Charge features.
You can still record ‘card on file’ in SuccessWare21 in the same places you always have.
· Billing Account Detail
· Job Form
· Project Form
· Agreement Form
Everywhere in SuccessWare21 where you have been recording credit card numbers, this credit card number control has been disabled. Near this control is a new X-Charge button. Click this button to open the secure X-Charge window. In this window, you can enter the customer’s credit card number and expiration date. This information is not stored on your network, but rather, X-Charge will give you a secure alias to store for use in the future. You will not see this alias. You will only see the masked credit card number.
You can record the credit card information as on file, but you cannot process credit cards in these locations.
1. The X-Charge Secure Window will access a secure connection to the X-Charge servers. Once connected, the controls for recording credit card number and expiration date will be displayed.
2. Enter the credit card number and expiration date.
3. Click the ‘submit’ button. X-Charge will then create and return a secure alias to SuccessWare21.
4. Once the form displays ‘Alias Success: Created’, click ‘continue’.
5. Once the alias is acquired and on file, the window will display ‘Credit card information on file…’.
Everywhere in SuccessWare21 where you have been recording individual payments, you can now process credit card transactions.
· Invoice Payment Form
· Cash Receipt Form
The credit card number control in these locations has been disabled. Near this control is a new X-Charge button. Click this button to open the secure X-Charge window. In this window, you can enter the customer’s credit card number and expiration date to obtain an alias and then continue to process the payment:
1. Acquire an alias
a. The X-Charge Secure Window will access a secure connection to the X-Charge servers. Once connected, the controls for recording credit card number and expiration date will be displayed.
b. Enter the credit card number and expiration date.
c. Click the ‘submit’ button. X-Charge will then create and return a secure aliase to SuccessWare21.
d. Once the form displays ‘alias created’, click ‘continue’.
e. Once the alias is acquired and on file, the window will display ‘Ready to process’.
2. Choose a processing option
a. If the payment should be processed now through X-Charge, select ‘process now’ (default) and click ‘continue’. The transaction will be submitted to X-Charge for processing and the result of approved or declined will be returned and displayed.
b. If you have already processed this payment through some other method, select ‘already processed…’ and click ‘done’. The transaction will not be submitted to X-Charge. This will simply allow you to record the credit card payment in SuccessWare21, without processing it through X-Charge.
Again, the sensitive credit card information is not stored on your network, but rather, X-Charge supplies you with a secure alias. You will not see this alias. You will only see the masked credit card number.
The X-Charge button will change color to indicate the state of the alias as follows:
· Yellow – credit card payment type enabled for X-Charge processing, alias not yet acquired
· Blue – credit card payment type enabled for X-Charge processing, alias on file, ready for processing.
· Green – credit card payment type enabled for X-Charge processing, alias on file, processed and approved.
· Red – credit card payment type enabled for X-Charge processing, alias on file, processed and declined.
· Gray – not a credit card payment type, or disabled for X-Charge processing.
If a payment is declined, you may want to either,
· resubmit the transaction,
· correct the card information and submit a new transaction, or
· Change the payment type or clear the payment entirely.
When a transaction has been declined or has failed for any other reason, you can reset the transaction.
1. Click ‘reset’. This will reset the transaction and allow it to be resubmitted.
2. Click ‘continue’.
3. Click ‘Card Info’ if you wish to reenter the card information and acquire a new alias for processing. Once the new alias is acquired you can continue to process the card.
When a payment is processed in SuccessWare21 with X-Charge it is associated with the invoice payment record and/or specific cash receipt. This prevents reprocessing of payments that have been processed and recorded. The ‘resetting’ of a declined transactions clears this direct association allowing changes to the payment information and reprocessing if necessary.
The ‘correct’ feature allows corrections to approved payments. This does not void nor perform a customer return on the processed card. Voids and returns have to be done manually on the X-Web website. The ‘correct’ clears the association allowing changes to the payment information and reprocessing if necessary.
Use caution when making corrections to payments recorded in SuccessWare21 that have been processed through X-Charge.
Voids and returns are processed in the X-Web website. Any related payment changes or adjustments need to be made manually in SuccessWare21 to correctly reflect voids or returns.
If you void a transaction in X-Web and that transaction came from a payment recorded on an invoice
· Adjust the invoice and change or remove the payment information using the ‘Correct’ method above.
· Or, if the invoice cannot be adjusted, you will want to make an adjustment to the customers billing account.
If you process a return in X-Web, you will want to record the return in SuccessWare in the same way you do today…
· Make an adjustment to the customers billing account,
· Write a check, or make an adjustment to the cash box.
Once processed, a ‘transaction history’ link is displayed in the X-Charge Secure Window. Click this link to review every transaction that was ever sent to X-Charge in relation to this payment. This will list any declines or transactions that have been ‘reset’ or ‘corrected’.
When X-Charge is enabled the Agreement Manager is able to automatically process payment for those agreements that are billed by credit card.
· Enter your date range for billing and Apply to obtain your list of billings due.
· Apply any filtering as you normally would before creating invoices for agreements to be paid by credit card.
· Review the list of billings due. While reviewing for expired or expiring credit cards, also pay attention to the Pay Method column. Pay Method will be highlighted in red for any agreement paid by credit card that does not have an assigned X-Charge alias.
o In order to process payment for these agreements through X-Charge, you must re-capture the credit card information
- To enter updated credit card information for an agreement, open the Agreement (Enter, or F7), and Edit Payment Method.
o If you are in a transitional period and will still be processing these payments through some manual method other than X-Charge, you do not need to re-capture credit card numbers at this time.
· Once you have completed any necessary credit card re-capturing, you may Create Invoices. Invoices will be created as X-Charge enabled if they are to be paid by credit card and they have been assigned X-Charge alias. Those without an alias will not be X-Charge enabled.
· Enter your date range for billing and Apply to obtain your list of billings due.
· Apply any filtering as you normally would before processing your credit card payments.
· Review the list of periodic invoices. For any invoice to be paid by credit card, Payment Method will be highlighted in red if it does not have an assigned X-Charge alias.
o In order to process payment for these invoices through X-Charge, you must re-capture the credit card information and process through the invoice
- To enter updated credit card information for the invoice, open the Invoice (Enter, or F10), select Apply Pmt, select X-Charge, and refer to Get alias and process.
- Also be sure to open the Agreement (F7), and Edit Payment Method, so that you are prepared for the next billing cycle.
o If you are in a transitional period and will still be processing these payments through some manual method other than X-Charge, you do not need to re-capture credit card numbers at this time.
·
Right-click and select Process X-Charge to
process payment for all displayed X-Charge enabled invoices.
o Successfully processed transactions will be identified with a Response Description of Approval.
o Processing failures will usually be identified as Decline or Call. You will need to follow up with the customer and possibly obtain new credit card information.
- To enter updated credit card information for the invoice, open the Invoice (Enter, or F10), select Apply Pmt, select X-Charge, and refer to Declines.
- Also be sure to open the Agreement (F7), and Edit Payment Method, so that you are prepared for the next billing cycle.
· If you processed non X-Charge enabled credit card invoices outside of SuccessWare21, use the Mark all Paid and/or Mark this Paid/Unpaid to identify invoices which were paid, or not paid.
· Apply any normal filtering before posting.
· Right-click and select Post All Invoices
The X-Charge Secure Payment window, the Account Register, both tranaction review and reconciliation of a cash box all contain an X-Charge icon. From any of these places, you can click on the icon for a popup menu with the following options:
X-Charge Daily Reconciliation Report – this is a daily report of all transactions successfully submitted to X-Charge from within SuccessWare21. The totals here should match the totals shown for the batch on your X-Web online account.
X-Web online account – This option will open your default browser to the X-Web login page where you can login and access your online X-Web account. Voids and Returns must be processed from your X-Web account.
NOTE: The X-Charge Daily Reconciliation Report can also be accessed in the Report Gallery under the new X-Charge category.
· Customer Service | Agreements | X-Charge: Process Periodic Invoices – This permission will allow the user to process agreement invoices in batch from the agreement manager.
· Receivables | XCharge: Process Payments – This permission will allow the user to select the ‘process’ option and process transactions with X-Charge in the X-Charge Secure Payment Window.
· Receivables | XCharge: Make Corrections – This permission will allow a user to ‘reset’ a processed and approved transaction for purposes of data entry corrections.
· Reports | X-Charge Reports – This permission will allow the user to access the reports in the ‘X-Charge’ category in the Report Gallery.