PaySoft User Manual. Version 1.5. Status:

Transcription

1 PaySoft User Manual Version 1.5 Status: Acceptance Technical Hotline Telephone: +49 (0) Fax: +49 (0) PaySoft User Documentation, Version 1.5 Copyright Lufthansa AirPlus Servicekarten GmbH All rights reserved. Reproduction, transmission and translation rights will only be granted with the written consent of Lufthansa AirPlus Servicekarten GmbH. Drawn up by JX AMS José Carreira, Lufthansa AirPlus Servicekarten GmbH Page 1 of 23 pages

2 1. PREPARING PAYSOFT FOR USE Specifications and what you will need Installation STARTING UP PAYSOFT The PaySoft Start-up Mask THE VIRTUAL TERMINAL Construction of the virtual terminal Description and Function of the Selection Buttons Description and Function of the Input/Display Boxes Description and Function of the Transactions TAMARA Additional Data Mask Enter an ICP Transaction Transaction Array Item Array Overview The Transaction Overview The Meaning of the Status Messages in the Transaction Overview THE CUSTOMER DATABASE Constructing the Customer Database Description and Function of the Buttons in the Customer Database The Transaction Display in thecustomer Database CONTACT DETAILS DOCUMENT HISTORY Page 2 of 23 pages

3 1. Preparing PaySoft for Use 1.1 Specifications and what you will need Minimal Specifications: Low Data Acquisition PC with min. 128 MB RAM Pentium 2 or higher (according to operating system) ca. 500 MB hard disk capacity Windows NT, Windows2000 or Windows XP Average Data Acquisition PC with min. 256 MB RAM Pentium 3 or higher Ca. 2 GB hard disk capacity Windows NT, Windows2000 or Windows XP High Data Acquisition PC with min. 512 MB RAM Pentium 3 or higher ca. 10 GB hard disk capacity Windows NT, Windows2000 or Windows XP Euro-DSS1-ISDN connection Stollmann TA + POS ISDN adapter or ISDN card via CAPI 2.0 or Internet TCP/IP access by VPN 1.2 Installation Start Installation 1. Start up Windows and close down all unnecessary applications, including the screen saver. 2. Insert the PaySoft CD-ROM into the appropriate drive. 3. Select the menu item Do from Start-up. 4. Insert: x::\setup ( for x insert the drive letter of your CD-ROM drive). 5. Click on OK. Result: The set-up assistant will start up and take you on through the installation. Confirm all subsequent messages with Yes or Next/OK. Tip: If set-up installation instructions are selected which are different to those given, a manual adjustment to the system paths may be required. Please contact AirPlus Technical Support for this. End of installation After the installation assistant has copied all the files, the program start-up icons will be installed: An entry for PaySoft will be created on the taskbar under Windows in the menu item start-up program. Page 3 of 23 pages

4 2. Starting up PaySoft 2.1 The PaySoft Start-up Mask PaySoft Start-up Mask: All the other applications can be activated from the start-up mask by clicking on the appropriate buttons. Access to the virtual terminal: Transactions can be gathered and processed by the virtual terminal. This also enables the customer database and the payment file to be accessed. Starting up Background Processing: Background processing carries out pending credit card transactions and transmits the transactions to downstream systems. The accounting start-up for the respective acquirer is also carried out by Export. Page 4 of 23 pages

5 Starting up the Converter: Transactions from upstream systems can be imported into PaySoft via the Converter. Access to System Administration: Access is only possible via the System Administrator. All changes implemented in system administration should be agreed with Technical Support Acceptance. Close down the "Start-up Mask" window. 3. The virtual terminal 3.1 Construction of the virtual terminal Page 5 of 23 pages

6 The menu bar for selecting the individual functions and the button bar for the direct selection of the functions available are at the top of the virtual terminal The virtual terminal display boxes are divided into three areas: On the left-hand side are the relevant sections for the detection of a card payment. On the right-hand side are listed the transactions which are stored in the payment file in compliance with a preselected choice according to the respective user. Between them will be found a list of the cleared payment systems Description and Function of the Selection Buttons Button Bar: Leave: Closes the Virtual terminal program. Virtual terminal: Opens the Virtual terminal window. Reporting: Opens the Reporting/Report Print-outs window. Close: Closes the Virtual terminal window. New Transaction: Creates a new transaction. All input boxes are reset. Page 6 of 23 pages

7 Store Transaction: Stores the newly created transaction. Stored transactions can be worked on at a later time. Obtain Approval: Authorise transaction/obtain approval. Transactions which are not approved by a previous authorisation will not be entered. Approvals which are obtained by telephone also have to be subsequently authorised electronically. Print out document: Prints out an individual voucher for the transaction selected. Delete Transaction: Deletes the transaction created. This is only possible if no authorisation has been granted. Cancel Transaction: Cancels the transaction. Cancellation is only possible on the day of authorisation. Exception: Allocations : Here the transaction can be carried out within the reserved allocation period. Select Transactions: A mask appears with selection criteria to display the Transaction Overview. Customer Database: Changes into the customer database. This enables the selection of customers and card data. Display Mode: Switches the display mode on and off to scroll through the transaction overview. Page 7 of 23 pages

8 Transaction Overview: Maximises the Transaction Overview at window size for better representation. Different additional selection criteria can be chosen by the Select Transactions button. TAMARA Additional Information: Changes into the Additional Data Mask for AirPlus Company Account Transactions. VAT calculator: Opens the VAT calculator. Generates the VAT for the TAMARA transaction. ICP Transactions: Changes into Intercorporate Purchasing transaction processing Description and Function of the Input/Display Boxes Contracted Company: Select the contracted company that is to be invoiced. User: Select the person who is handling the transaction. Transaction: Select the desired transaction Purchase, Credit or Entry to be completed by telephone (optional). Approval Number + Authorisation Code: Is automatically completed on positive approval being obtained. The second box Authorisation Code is not completed by every approval service. Page 8 of 23 pages

9 Amount + Currency: Enter amount of payment, separate decimal places with a decimal point and select the currency. Card Number + CVV/CVC: Enter the credit card number and the card security number. The card security number can be found on the reverse of the card inside the signature box. Expiry Date: Select the expiry date of the card. Card Holder: The name of the cardholder or another referee (max. 26 letters). This section is only appears printed when you have settled the account. Approval Service: Display of the approval service with which the card is secured. Authorisation Date + Last Entry Date: Displays the effective authorisation date and, for the TYP 2 terminal only, the last possible date for Export and the entry start-up relating to this. Entry Status: Releases the transaction for Export and blocks the transaction for background processing Authorisation Date: Date on which approval was obtained. Additional Data for Contracted Company Settlement: Your additional data for the transaction. In the TYP 2 terminal operating system the additional data given are printed when you have settled the account. Page 9 of 23 pages

10 Cleared Card Acceptances: Cleared card acceptances. The card display can also be blanked out according to the configuration. Page 10 of 23 pages

11 3.1.3 Description and Function of the Transactions Credit Card Purchase: Charge to all marketable credit cards e.g. VISA, MasterCard, ACA, ICP etc. Credit Card Credit: Billback to all marketable credit cards as with "Credit Card Purchase". Credit Card Purchase/Telephone Approval: Charge for transactions approved by telephone. BSP Charge*: Settlement for DBI Data NON_BSP Charge*: Obtains approval for NON_BSP. BSP Credit*: Settlement for DBI Data NON_BSP Credit*: Refund NON-BSP Transactions *only for AirPlus Company Account Page 11 of 23 pages

12 3.2 TAMARA Additional Data Mask In the TAMARA additional data mask further information on the transaction can or has to be obtained. Obligatory boxes are on a yellow background. Overview Bar: The overview bar above displays the AirPlus Partner ID (contract number) and the card number (with expiry date) which are entered for this transaction. Ticket Type: Selection of the appropriate ticket type: F Flight F-LCC Flight (low cost carrier) A Transaction fee A-LCC Transaction fee (low cost carrier) K Airline commissions billback C Hired Car H Hotel T Train S Ship O other Services Page 12 of 23 pages

13 Ticket/Documents Number: Flight ticket number for ticket types F, A and K; otherwise documents number. IATA Agency Number: Enter or alter the IATA number. Airport Tax: Enter the airport tax and other taxes. No VAT! Passenger Name: Enter the passenger name. Description of Service: Description of the service rendered. The descriptions given can be overtyped. Matching criteria: Data for which is needed for matching with traintickets (STRTCC) oder bookings with the AirPlus AIDA Tool. Ticket Issue Date: Date of ticket issue. Departure Date: Date on which the service was rendered (e.g. ticket type F, S, T: Departure date; A, O, K: Service provision issue date; H, C: Day on which the service was first claimed) Description of Service (Flight Ticket Type) Enter the routing, including the class of the first ticket coupon. Additional flight coupons can be entered through the headings "First Additional Ticket and "Second Additional Ticket. Page 13 of 23 pages

14 Additional Information: Enter the additional information required: staff code number, section number, cost centre, receipt slip number (travel agent), internal account, project number, order number and destination. Different information will be required depending on the card to be entered; this is shown on a yellow background. File Date: Enter the date processed: Customer Number: Enter the (internal) customer number. Agency Invoice Number: Enter the invoice number of the agency. 3.3 Enter an ICP Transaction There are three different ways of finding the input mask for an ICP transaction: By the appropriate ICP button on the button list By entering a purchasing account number in the entry box "Card Numbers" (the purchasing account number begins with the six numbers ) By clicking the Intercorporate Purchasing logo in the Card Acceptance list. Each of these different methods will bring up a new mask on which ICP transactions can be entered. Page 14 of 23 pages

15 3.3.1 Transaction Array Purchasing account heading data can be entered in the account detection mask. Boxes coloured yellow are obligatory boxes; entry is required here for the complete transmission of the data. The firms/contracted companies through which the transaction is to be settled can be selected in the upper box. By selecting the firm it can be determined on which card number/expiry date the transaction is to be settled. Description of the Input Boxes Transaction Data Entry: Transaction - The list box can help select whether a credit or a charge should be created. VAT Rate - The VAT amount can be stated in this box in order to create the net format (VAT rate given at the top of the array). Currency - the transaction currency is shown in this box. Net Amount / VAT Amount / gross Amount these amounts are automatically calculated on entering the items. Page 15 of 23 pages

16 Additional Data - general: General additional data for the transaction can be entered in this section. Receipt Slip Number The transaction receipt slip number can be entered in this box. Date The receipt slip date can be entered in this box. Invoice Number the transaction invoice number can be entered in this box. Date the invoice date can be entered in this box. Additional Data for the Card Holder: This section enables additional data to be filed for the cardholder. These will be transmitted to the cardholder. Order Number the order number for the transaction to be settled can be entered in this box. Date the border date can be entered in this box. Supplier Number the supplier number which was filed by the ordering company can be entered in this box. Cardholder's Cost Centre the cost centre for the order can be entered in this box. Cardholder's Project Number the project number for the order can be entered in this box. Cardholder's Staff Code Number the staff code number of the person placing the order can be entered in this box. Additional Data for the Contracted Company: This section enables the additional data to be entered. This enables the settlement data to be more easily allocated to the order data. Contracted Company Customer Number the internal customer number can be entered in this box. Contracted Company Job Number the internal job number for the order can be entered in this box. Description of the Buttons The following buttons are active on this mask: The mask is closed and you go to the virtual terminal start-up page. The entries are stored. The entries are deleted. Page 16 of 23 pages

17 opened. The entry is not deleted, a new mask for entering the transaction data is A new mask is opened. The new mask enables the item data for the transaction to be acquired Item Array Description of the Input Boxes Item: This section enables the item data for the transaction to be acquired. Item Number the item number can be stated in this box. It is possible to enter an alphanumeric number here. Item Designation the designation of the item can be entered in this box. Quantity the quantity can be entered in this box. Unit Quantity the unit quantity (item/package) can be entered in this box. Quantity Price the price of the item per unit quantity can be entered in this box. Unit Price the unit price can be entered in this box. Page 17 of 23 pages

18 VAT Rate the VAT amount can be stated here in order to create the gross format (VAT rate stated on the item array). Do not complete this box if the VAT is already stated in the heading array. Net Price the net amount will be calculated automatically from the item data entered. VAT Amount the VAT amount will be calculated automatically from the item data entered. Gross Price the gross price will be calculated automatically from the item data entered. Additional Data: The additional data for the person placing the item order can be acquired in this section. The additional data which can be entered here can be set up by an administrator at AirPlus. Item Cost Centre the cost centre for the item can be entered in this box. Item Type the cost type of the item can be entered in this box. Additional Account Coding an additional account coding for any item can be entered in this box; this will simplify the posting of the transaction which has been settled. Reference an item reference can be entered in this box. Item Order Number: the item order number of the person placing the order can be entered in this box. All items in the transaction to be processed are displayed in a table below the input mask. The relevant data are displayed in the input mask by clicking on an item. Description of the Buttons The mask is closed and you go to the virtual terminal start-up page. The entries are stored. The entries are deleted. The entry is not deleted. A new mask for entering the item data is opened. Page 18 of 23 pages

19 3.3.3 Overview The overview mask is divided into two. The transaction data are displayed in the upper section; the item data are displayed in the lower section. The mask is closed and you go to the virtual terminal start-up page. Changes into the input mask for a new transaction. Page 19 of 23 pages

20 4 The Transaction Overview The pre-selected transactions to be chosen are listed in tabular form in the transaction overview. The transaction overview can be magnified to full screen size by an Option Button or reduced to one third of the screen size. Another mask with selection criteria is displayed with the " Select Transactions button. 4.1 The Meaning of the Status Messages in the Transaction Overview Erroneous Transaction Data imported: Transaction was erroneously imported and cannot be processed further in this form. Manual correction will have to be made or the transaction deleted. The import will then have to be started up again with the corrected data. Note: In order to avoid double entries do not in any circumstances import error-free data which have already been imported! Please contact Technical Support Acceptance for further support: Tel.: Page 20 of 23 pages

21 Incomplete transaction data imported or acquired: Transaction was incompletely imported or acquired. Please complete the data for further processing by PaySoft. Transaction Data complete: All the necessary transaction data were acquired and authorisation can now be implemented. Transaction terminated: If activated, the transaction will only be authorised by background processing on the date allocated. Manual authorisation is possible at any time. Referral: The approval number requires to be obtained verbally. Please call the approval service on Tel: +49 (0) After the verbally issued approval number has been obtained this has to be entered into the Approval Number box and re-confirmed by the Approval function. Transaction refused: Approval refused. The transaction is not transmitted to AirPlus. Transaction approved: Positive authorisation reply received from the credit card institution. Transaction cancelled: A previously positively authorised transaction was cancelled. No further processing takes place. Transaction terminated/approved: Transaction positively authorised and transmitted to AirPlus for further processing. Transaction terminated/refused: Transaction negatively authorised. No further processing by AirPlus because of the refused authorisation application. Page 21 of 23 pages

22 Transaction terminated/cancelled: Transaction was positively authorised, but was subsequently cancelled. Transmission to AirPlus takes place and the transaction is processed accordingly. 5. The Customer Database 5.1 Constructing the Customer Database Customers on file can be selected for a scheduled transaction by clicking the mouse on Customer Administration. The data on file are automatically selected for the scheduled transaction and entered into the appropriate boxes. The icon bar enables the customer data to be retrieved with or without their credit card number. If more than one card is filed for a customer, that card which is filed as the preference card will be retrieved by selecting the Customer and Card Data option. Entering a new card number in the "virtual terminal" allows a new customer to be created. Other customer-specific data can be allocated to the system administration by the system administrator. Page 22 of 23 pages

23 5.1.1 Description and Function of the Buttons in the Customer Database Button Bar: Close: Closes the customer database window. Customer Database: Changes into the customer database. Search and select customers and card data. Card Information: Transaction Display: Changes into transaction display. Among other things, customer-, dealer- or user-related selection criteria can be selected for the transaction display in the customer-related transaction display. New Customer: New customer file. This does not allow the reprocessing or deletion of customers from the database or the allocation of credit cards. For this please contact your system administrator. A new credit card number can be allocated to a customer who has recently been put on file by a new entry on the "Virtual terminal. Update Display: Any entries which may have been made by other workstations in the interim are updated in the display. Retrieve Customer Data: Retrieves the customer data from marked customers into the current transaction. Please note: the card data will not be retrieved. Page 23 of 23 pages

24 Retrieve Customer and Card Data: Retrieves the customer and card data of the specific preference card in the current transaction. Save Customer Data: Saves the data recently entered. Initialise Input Boxes: Deletes all content from all input boxes The Transaction Display in thecustomer Database Further selection criteria according to transaction can be searched for by the transaction display in the customer database. 6. Contact Details Our Service Hotline is available for further queries: Technical Support Acceptance +49 (0) Mon.-Fr. 08:30 hours 17:30 hours Approval Service +49 (0) hours Page 24 of 23 pages

25 7. Document History Version Date Autor Comments José Carreira/ Adrian Weidman - Starting Document History - Adjustments Chapter Adjustments Chapter 3.2 to TAMARA New Chapter José Carreira -AirPlus logo actualised Page 25 of 23 pages