Credit Card Processing & Faxing

Credit Card Processing & Faxing Julia Gabbard September 12, 2012

Today’s Overview

Integrating Credit Card Processing in GlobalEdge

Introduction • GlobalEdge can be setup to interface with a 3rd Party web based company who can legally store credit card numbers. • The company, USA ePay, works as a gateway between GE and your credit card processor. • Once configured, you can input credit card numbers into GE (whether just to process a payment or to save at the customer/contact level) and they are passed securely to USA ePay’s web site for storage and retrieval.

The Number goes IN You can save CC Numbers in GE either under the Customer’s {Defaults} tab or on any customer contacts.

The Number goes OUT Immediately after entering the detail into GE you can log into USA ePay’s site and see the detail.

What’s the Difference? Credit Card detail keyed to a contact record can easily be distinguished on USA ePay’s site since it has an “_” after the customer number.

Taking Payments When you indicate the payment is a credit card type, then you now have a lookup to see all the cards on that Customer and that customer’s Contacts.

Processing Payments The payment literally processes right within GlobalEdge, you can see a large red number count up while it awaits approval.

Invoice Details If the payment is processed as part of Order or Service Order invoicing, then the Authorization detail can print right on the invoice!

Crediting a Card In the event that a customer returns product and you need to credit their card, just process the RMA and during the invoice process, select the card to credit. There is an option to VOID a payment on the USA ePay site, but that won’t update the GE side. So use a credit to create the void.

Pre-authorizations Ever need to approve a card without actually charging the funds? Just use the Deposit field and flag it as a Preauth.

Viewing Pre-authorizations On the USA ePay website you can to go the Batches tab and select Queued Transactions to see a list of active Preauths.

Canceling Preauth If the transaction is posted within 24 days, then the charge will be billed to the credit card. If the customer decides to submit alternate payment, just select the [Cancel Preauth] Button.

Deleting Saved Cards Should you need to delete a card from a contact or a Customer, the card is immediately removed from the USA ePay Site.

Swiping Credit Cards We recommend the Unitech K2714U-B. Cost from CDW (as of 08-15-12).

Let’s see it in action!

Integration Options GlobalEdge now integrates with two 3rd Party credit card gateways. • USA ePay • Merchant e-Solutions The functional difference between the two is that USA ePay is great for one bank. If you have two companies and two banks, then you’ll need Merchant e-Solutions.

Enabling Outbound Faxing in GE

Background For YEARS we tried to find a dependable, easy, cheap faxing solution. Between issues with hardware, lines, permissions, and tons of other things, we realized that a local faxing solution was not the answer. Through a process of trial and error with other solution options we eventually found ourselves a company that worked the first time and every time thereafter! All current customers who converted from the old way to the new LOVE the new solution because they no longer have to maintain a fax line, modem, computer, etc. just for GE.

MetroFax to the rescue MetroFax is an online company offering virtual faxing options. Assuming you’ve purchased a faxing solution as part of your GlobalEdge install, just sign up for a new account with MetroFax, setup a couple screens in GE, and you’ll be faxing within the hour!

How it works • You will be able to fax any report or form (like PO’s, Invoices, and Statements) right out of GE. • No need to print it out and carry it to a fax machine, dial a number and stand there. • You can see the success/failure of whether or not your fax reached MetroFax by looking at GE’s Fax List. • MetroFax will email (up to 10 separate email accounts for FREE) the result of the actual fax transitions. Or you can look on their website.

Documentation We have the full setup process completely documented and available on our website: http://www.davisware.com/supporttraining/Procedure%20Guides/UT%20How%20to%20Configure%20&%20Send%20Faxes.pdf But let’s spend a couple minutes going over the process.

Setup • Go To www.metrofax.com and click “Get a Fax Number”. Follow their easy setup instructions. • Remember to activate your 10 FREE Email addresses. • Once registered, call or email your Davisware support contact to provide the primary email address you used to register your MetroFax account. We use this to activate the link to GE. • Setup the 4 faxing detail fields in System Control. • Setup faxing on each user to drive their cover letters. NOTE you have up to 6 cover-page templates from which to choose.

Faxing out of GE You can send a fax by pressing the E-Fax button on the GE Main Menu: Or by pressing the [F11 – Send] button on any of the screens where it’s available

Faxing out of GE Fill in the recipient’s details, confirm your cover page type and press [Send Fax]

Faxing Status You can check the status of whether or not your fax successfully reached MetroFax by selecting the Sent Fax List on the GE Main Menu. From this screen you can also forward or resend previously sent faxes. Along with viewing their attachments.

Summary • You can easily integrate Credit Card Processing with GlobalEdge via USA ePay or Merchant e-Solutions • Save yourself time and money by configuring GE to send your outbound faxes for things such as Purchase Orders, Invoices, and Statements.

Questions?

Credit Card Processing & Faxing