Windows Main - Credit Card Batch - Stage 1

Windows Main – Stages

Stage 1 : Preparation

Overview :

This stage will physically create the Export batch, and will allow the user to Flag any transactions to be excluded / permanently removed from the export batch.

Steps in preparation to be followed :

Access the Credit Card Batch Register & Create a New Credit Card Batch
Entering the Credit Card Batch Header Information
Selecting the Credit Card Retrieval Criteria
Retrieving the physical information
Flagging the unwanted or contra items

(Optional) Adding Authority Numbers to the credit card transactions

Checking the batch
Change the status of the Batch

Accessing the Credit Card Batch Register & creating a new Credit Card Batch :

Click on the or button to create a new Credit Card batch :

Options, : (alternatively click on in the Main Menu Icon Bar)

Enter the Credit Card Batch Header Information :

Date :	The system will automatically enter the Date, the batch was created, and can not be changed.
Time :	The system will automatically enter the Time, the batch was created, and can not be changed.
Consultant :	Enter the consultants code, preparing the Credit Card Batch. Note: The will bring up a register of consultants created in the system.
Details :	Enter a short meaningful descriptions for the prepared batch.
Service :	Select the Credit Card Settlement type (e.g. iVeri) , which will be used for submittal/processing of this batch. Note: The will bring up a register of Credit card settlement companies created in the system.
Status :	This option will automatically indicate the status of the batch. The four stages are as follows : – Preparation (Open for editing) – Uploading & Reconciling (Open for editing) – Closed for receipting (Manually in the Dos Main Module) 4 – Finalised

Selecting the Retrieval Criteria Tab :

This tab is particularly handy when a specific selection must be made in the processing of the credit card batch :

From : (Date)

Specify the From date : (Starting Date to check)

To : (Date)	Specify the To date : (Last Date to check)
Exclude Line Items not flagged with a client credit card	The system will automatically ignore any transactions processed without a client credit card specified.
Exclude Line Items included in other credit card batches	The system will automatically exclude line items included in other Credit Card batches.
Exclude Nil amount transactions	The system will automatically exclude any line items with Nil values.
Transaction Sources :	Select which transaction sources to be included in the credit card batch
Limit to Division	This will allow the user to limit the iVeri upload to a particular division.
Limit to payment method	This will allow the user to see all transactions already paid (e.g Air tickets via BSP)via Direct Settlement and to be paid via the credit card. Note : The system will not duplicate any transactions that were flagged as direct settlement, if will merely give a report of all the transactions already processed.
Limit to credit card company	This will limit the credit card batch, to one particular credit card company.
Limit to client account	This will limit the credit card batch, to the specified Client account.
Limit to client credit card	This will limit the credit card batch to one particular credit card number.
Combine Invoice Line Items into one amount	This check box will combine all invoice line items and summarise as one amount. Note : The client’s credit card statement will only show one amount and one summary, regardless the number of transactions processed. We suggest that you leave this check box unticked, unless your client is happy with one amount on his statement.

Retrieving the physical information from Windows Invoicing :

Once the Credit card batch header is com pleted, and the Retrieval Criteria is selected, the actual information now needs to be retrieved into the batch:

In order to retrieve the information, click on the button at the bottom of the Credit Card Batch screen :

Once the import is completed a summary of all information imported into the current batch will be displayed :

Note : The system gives a short summary of the number of transactions imported, the total chargeable amount and the user information.

Flagging / Deleting / Clearing the unwanted or contra items :

Once the batch register is populated with all the transactions retrieved from the Windows invoicing system, the user now has the option of scanning thru the list and clearing the list from unwanted items. This is particularly handy when invalid credit card numbers have been submitted, or where invoices and credit notes containing the same information can be contra’d.

The column headings can be used to sort by any column, and may be dragged and dropped into the order you wish.

Sorting :

In order to sort by card number simply “double click” with your mouse on the heading :

Note how the system sorted by credit cad number. You may now scan thru the transactions and search for any visible invalid card numbers.

Flagging :

Any unwanted items may be excluded. In order to do so, simply highlight the “unwanted” item and click on the button :

A reason for flagging must be entered, select the to find a list of predefined reasons :

Click on to flag the item.

Once all the items are flagged the “Flag” column in the register will show the reason codes :

Note : Once an item have been flagged in the register, it will NEVER become available in any other batches again. Extreme caution should be taken.

Deleting :

Certain items within this batch, maybe temporarily deleted, and will be excluded from this Export batch only. The next export batch will retrieve include the previously deleted items.

In order to remove an item from this Export batch only, highlight the selected item and click on . A warning will appear prompting the user for c onfirmation :

Clearing the current export list :

The need some times arises for the list to be cleared, due to incorrect retrieval criteria used (e.g. Incorrect dates, Incorrect account number etc).

In order to clear the register, simply click on .

A message block will appear, advising that all items previously shown in this register, will become available again for re-retrieval into the batches:

Ensure the is ticked and click on the . You may now continue from step 2 onward.

(Optional) Adding Authority Numbers to the credit card transactions:

It may from time to time become necessary to manually add authority numbers to a particular credit card. The reason for most manual authority numbers, is that the Daily limit may have been exceeded, and that an authority code was telephonically obtained, prior to uploading to iVeri. This section will handle the manual adding of authority numbers to the selected credit cards :

In order to add the Authority Numbers manually, highlight the selected credit card simply click on the button:

Simply enter the authority code and click on the button.

Great caution must be taken when manually inserting the authority codes. Users must ensure at all times that the correct credit card transaction is selected.

Checking the Batch :

The final step in preparing the export batch, is to use the check the actual batch for any errors. Click on the :

The system will display a short summary of the transactions to be posted, and will clearly indicate any critical errors within the batch. All errors must be address prior to the next stage. (Refer to step 5)