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Credit Card form

The Electronic Payment form becomes available with the installation of the optional BBL credit card/ integration. From the ProfitSystem Enter Payments form, once a operator, selects a Credit Card or Debit tender type, enters the amount of payment and clicks SAVE, ProfitSystem displays a Electronic Payments form prompting for the required information to process the electronic payment.

For credit cards the form needs the number and expiration date as a minimum, where a debit card needs only for the PIN number entry.

Once the form is complete, the system will communicate with the credit card processor and display the results to the operator. If approved, the sales receipt will include a credit card section or Debit tender payment that has the payment amount, approval code, credit card terms ( entered in the Document Terms form) and signature block for the charge.

The Acct#, expiration and amount data fields are completed automatically when a card is swiped via a card swipe attached to the station.

The user can be prompted to confirm the amount to be charged by turning on the Prompt user to confirm credit card charge? setting on the Setup tab of the System Setup form.

Note A store receives the lowest cost processing fee when a credit card is swiped thru a hardware credit card swipe. The is considered a qualified credit card. Cards that are manually keyed in will result in the business being charged the most expensive credit card processing fee.

When businesses receive alot of call in credit card payments the credit card bank processor may required the business to enter the customer's billing information, i.e. street address & zip and card's CVV/CWV code as a security measure. When this is done the processor fee will improve, but still not be as good as a qualified card. ​ Some situations may arise where the communications to the credit card company is unavailable, but yet the shop still must take credit card payments. This is handled via a phone call and the receipt of a verbal approval from the card processing company. The agent will provide the user with an 'Approval Code' and this code must be typed into this form. Enter the card information as normal in ProfitSystem except on the Credit Card form manually type in the 'Approval Code' received in the Approval field. Once the approval code is in, click the Process/Force button. This is called a FORCED transaction and ProfitSystem records that fact on the ticket transaction.

Fields

Acct#, Exp Date...The credit card account number and expiration date. If you are swiping the card, this is filled in automatically. The expiration date in 4 digits. Two for month and two for year, i.e. May 2010 would be entered 05/10. The operator may manually enter the number and expiration as well.

Amount...The amount to charge. This is filled in automatically from the payments form.

Approval...The approval code from the processor will automatically be completed. The operator will have to manually enter an approval code when the computer cannot process a credit card request.

The operator having to manually enter an approval code is usually due to a communications failure to the bank processor. In this circumstance the operator would call the processor to receive a voice approval and code. The operator would then manually enter the approval code here.

The Process button would change to a Force button, indicating the approval was manually entered and the payment will be forced in.

ProfitSystem will NOT attempt to process a credit card request when there exists an approval code within this field.

Last 4 digits...The system will request the operator to enter the last 4 digits of the credit card only when the card is swiped. This insures the credit card was read properly by the swipe reader. The system will require the card to be swiped again if the manually entered 4 digits do not match.

Save Credit Card Info checkbox...Only visible with the IPCharge or Authorize.net integrations. ProfitSystem provides this feature as a customer service enhancement. With it, customer's credit card information can be saved to IPCharge, a Visa/MasterCard security compliant environment. So, the next time a credit card payment is made by this customer, the charge can be completed via their saved details, thus saving time and providing a improved customer service experience. This feature is helpful when the customer authorizes a credit card payment without being in the store. When the customer and their card are present for the payment, the operator should re-swipe the card. This insures the shop is receiving the lowest available processing fee from the bank.

The ability to SAVE credit card information may be disabled from the System/Set-up - Options tab-> 'Don't allow credit card to be saved' option.

Saving Credit Card Information

Credit Card information may be SAVED in three ways.

  1. On the Customer form-> Detail Tab-> Add Credit Card
  2. Event Form-> Event tab-> Add Credit Card
  3. Via this Credit Card form, when prompted for credit card information, check this Save Credit Card Info checkbox.

Using Saved Credit Card Information

Saved credit card information may be utilized in these two situations,

1) A member of an event is making a Credit Card Payment and the event has a SAVED credit card assigned or 2) when the member/customer has a credit card SAVED on their own customer file. When either of these two scenarios exists the Saved Credit Card Message Selection Box will be displayed and request the user to choose an option. ​ A message displays: 'Customer Name' has a credit card ending with XXXX saved.

Customer Card button... click this button to use the Customer card info for the charge.

'Event Name' has a credit card ending with XXXX saved

Event Card button...click this button to use the Event's card info for the charge

Use Different Card button... click this button to use an another card. Once clicked the (this) Credit Card payment form will appear allowing a new card to be entered.

Cancel...returns to tender form

Checking the Save Credit Card Info checkbox within this form will cause the Customer's credit card information to be over written or new card info saved with this current card's information.

Logging for debugging charge errors may be turned on by depressing the Shift F10 keys while on this form

Name on Card...The name on the card.

Address...The card's billing address. The street number is all that is needed.

Zipcode...The card's billing address zipcode.

CVV/CW2...These are three digits on the back of the credit card. Ask your bank processor for more information on the location of these numbers.

Process/Force button...This button will save and process the card information entered. If approved, the payment will be applied to the ticket.

Cancel button...Cancel this credit card entry and return to the payments form.

Situations may arise where the payment processing transaction should be logged for later analysis. This can be enabled or disabled from the payment form by pressing a key sequence of Shift-F10.