Configuring CoCard for EBT Processing

Transcription

1 One Blue Hill Plaza, 16th Floor, PO Box 1546 Pearl River, NY PC-AMERICA, (Voice) (Fax) Configuring CoCard for EBT Processing The following documentation will provide instructions for configuring the CoCard platform, with CRE/RPE for processing EBT (Electronic Benefit Transfer) transactions. Be sure that you have your merchant information prior to setup. You can receive your information directly from CoCard. Note: To use the CoCard Platform you must be using version 12.0 or above. 1 P a g e

2 Overview When processing EBT transactions via CoCard the transactions are processed via Host Capture* (see below) and the following steps should be completed: *Host Capture All transaction information is saved by the payment processor. Host capture via CoCard allows CRE/RPE to send a settlement command, or have the option to auto-settle at a certain time of the day. Creating Inventory Items for EBT Purchase Installing Pinpad to process EBT Other Options: Cash Back Configuring CRE/RPE for EBT transactions with the CoCard Platform Paying with EBT Cards Checking the EBT Card Balance Transaction Settlement Transaction Settlement: On EOD Transaction Settlement: Auto Settlement 2 P a g e

3 Creating Inventory Items for EBT Purchase 2. Enter the administrator password (default: admin) where applicable. 3. Select Administrative then, Inventory Maintenance. 4. Select Add Item. 5. Select Standard Item. 3 P a g e

4 6. The required information for the item is on the top one-third of the screen: The Department this item will be inside of (ex: Dairy). A unique Item Number (ex: Milk2PGallon, or the barcode of the item). A Description, which will print on the receipts (ex: Milk 2 Percent Gallon). Your Cost, which is the price you pay. The Price you charge the customer. An optional # In Stock value if you track stock levels. Various Tax options if you charge tax for this item. Foodstampable MUST be checked to sell this item on an EBT transaction. 7. Select Save. 8. Decide whether or not to add another item and, if so, whether or not to start by duplicating the item that was just created. 4 P a g e

5 Installing a Pinpad to process EBT To Process EBT transactions a pinpad must be installed. Note: Pinpad must be pre-loaded with the correct encryption key (from the processor) prior to configuration and may require software to be running. For instructions on installing a supported pinpad please see below: 2. Enter the administrator password (default: admin) where applicable. 3. Select Setup then, Setup Screen. 4. At the Setup Screen select the Hardware tab. 5. All of the settings for configuring the pinpad are under the PinPad Port section. 6. When finished configuring your pinpad select Update. 5 P a g e

6 Other Options: Cash Back 2. Enter the administrator password (default: admin) where applicable. 3. Select Setup then, Setup Screen. 4. At the Setup Screen select the Payment Processing tab then, select the Other Options tab underneath that. 5. We can set the cash back amount here under Max Debit Cashback. 6. When finished configuring your options select Update. 6 P a g e

7 Configuring CRE/RPE for EBT transactions with the CoCard Platform 2. Enter the administrator password (default: admin) where applicable. 3. Select Setup then, Setup Screen. 4. At the setup screen select the Payment Processing tab. 5. Select EBT. 6. Select CoCard Gateway as the Payment Processor. 7. Under the Primary URL make sure the appropriate URL is entered*(see below). 8. The following information should be provided from CoCard: Username and Password (BOTH CASE SENSITIVE) Note: The Account setup information may be the same information used for Credit Card, Debit Card, and Check transactions (provided the account has been provisioned, accordingly). 9. Select Update to save your changes. *For the Primary URL: = Primary URL At this point you will want to do a test transaction to be sure that everything is working properly. 7 P a g e

8 Paying with EBT Cards 1. On the invoice screen of Cash Register Express, ring up the item(s) where Foodstampable has been checked in inventory maintenance. 2. Select the Pay button and choose Food Stamp/EBT. Note: EBT cards can only be used to purchase items where Foodstampable has been checked. If no items are on the invoice where this is the case then the Food Stamp/EBT button will not be displayed. Note: If items have been added to the invoice where Foodstampable has not been checked then another form of payment is required, to pay for those items. 8 P a g e

9 3. The EBT payment window will appear where the EBT card can be swiped, either through the MSR (attached to computer) or pinpad built in MSR (if applicable). If the option to select either Food or Cash is available, please see below: Food Selecting this option will ask for the pin number and then ask to approve the total amount to close the transaction to the EBT payment type. Cash Selecting this option will ask for the pin number and then whether or not you would like cash back. The customer will then be asked for the cash back amount and then to approve the total amount to close the transaction to the EBT payment type (with the cash back amount included). The Cash back maximum must be specified in the Other Options section of the Setup Screen. 9 P a g e

10 Checking the EBT Card Balance 1. To check the balance of an EBT card, you first have to go to your Options screen as pictured left. 2. Select Invoice Properties [2] and then Check EBT Balance (J). 3. Enter or swipe your EBT card in the field displayed. 10 P a g e

11 Transaction Settlement 2. Enter the administrator password (default: admin) where applicable. 3. Select Administrative then, Credit Card Settlement. 4. Select Settle. You should receive notification that the transactions settled successfully. 11 P a g e

12 Transaction Settlement: On EOD CRE/RPE can settle the credit card transactions when the end of day is run. To configure this feature please see below: 2. Enter the administrator password (default: admin) where applicable. 3. Select Setup then, Setup Screen. 4. At the Setup Screen select the Payment Processing tab then, select the Other Options tab underneath that. 5. Select the option Perform Batch Settlement On EndofDay. 6. When finished configuring your options select Update. When running the End of Day by one of the two ways below, the credit card transactions will be settled. Selecting File from the login screen, then selecting End of Day. Or Selecting End of Day from the Tools menu of the Manager/Options screen. 12 P a g e

13 Transaction Settlement: Auto Settlement CRE/RPE can settle the credit card transactions automatically at a specific time. This feature will also send an to a specified address when the settlement is complete. To configure this feature please see below: 2. Enter the administrator password (default: admin) where applicable. 3. Select Setup then, Setup Screen. 4. At the Setup Screen select the Payment Processing tab then, select the Other Options tab underneath that. 5. Select the option Perform Auto Settlement then: Enter a Settlement Time. It is recommended to have the settlement run after the business closes. Enter an Address. This will send an with the status to the specified address. 6. When finished configuring your options select Update. Note: If a manual transaction settlement is performed before the scheduled auto-settlement, then the auto-settlement will not occur until the next scheduled time. The auto-settlement feature runs on a 24 hour clock, meaning the auto-settlement will only run if 24 hours have passed and no manual settlement has been performed. For example: If the auto-settlement is configured for 10:00 pm and a manual settlement is performed on Monday at 9:00pm, the auto-settlement will not run until Tuesday at 10:00 pm. 13 P a g e