Sterling Virtual Terminal. User Guide

Sterling Virtual Terminal User Guide Version 3.1.00 August 2015

Chapter 1: Getting started Table of Contents USER GUIDE... 1 CHAPTER 1: GETTING STARTED... 5 SYSTEM REQUIREMENTS... 5 STERLING VIRTUAL TERMINAL OVERVIEW... 5 Card Types Supported... 5 Industries Supported... 5 Batch Capacity... 6 Auto-Settle Feature... 6 24-Hour Technical Support... 6 Receipts... 6 RESET PASSWORD... 7 FORGOT PASSWORD... 8 CHAPTER 3: NAVIGATION... 9 HOME PAGE... 9 CHAPTER 4: DASHBOARD... 10 CHAPTER 5: PAYMENTS... 11 PAYMENTS... 11 SALE... 12 Sale - Swiped Transaction... 12 Manually Keyed Transaction... 13 TRANSACTIONS WITH TIP AND TAX... 14 REFUND... 15 PRIOR SALE... 16 AUTHORIZATION ONLY... 17 QUICK CHARGE... 18 PREPAID BALANCE INQUIRY... 19 PURCHASE CARDS... 20 CHAPTER 6: GIFT CARD MANAGEMENT... 23 BUY A GIFT CARD... 23 ADD VALUE/ISSUE... 24 GIFT CARD BALANCE INQUIRY... 25 ACTIVATE PRELOADED CARD... 26 CHAPTER 7: VOID TRANSACTION... 27 VOID A TRANSACTION... 27 VOID SEARCH FUNCTIONALITY... 28 CHAPTER 8: VIEW OPEN BATCH... 32 VIEW OPEN BATCH SEARCH OPTIONS... 33 DETAIL LEVEL... 35 VIEW LEVEL 3 INFORMATION... 37 Rerun Sale... 37

Chapter 1: Getting started Rerun Return... 38 Void... 38 Add Customer to Vault... 38 Create Recurring Plan... 39 Print Merchant Copy... 39 Print Customer Copy... 39 Email Receipt to Customer... 39 Tip Adjustment... 40 HOW TO SETTLE TRANSACTIONS... 41 Manually Close Batch... 41 Auto Close Batch... 41 CONVERTING AUTH ONLY FOR SETTLEMENT... 42 CHAPTER 9: SEARCH... 43 Search by Transaction or Batch... 43 Search by Pre-defined Dates... 43 Search by Custom Dates... 44 Search by Transaction Status... 44 Search by Transaction Type... 44 Search by Card Type... 45 CHAPTER 10: REPORTING... 46 SETTLEMENT REPORT... 46 Settled Batches Report Summary level... 46 Settled Batches Report Detail level... 46 UNSETTLED TRANSACTIONS... 47 ERROR REPORT... 47 DAILY CARD TYPE REPORT... 48 MONTHLY CARD TYPE REPORT... 48 SERVER DETAIL REPORT... 49 CUSTOM REPORT... 50 Existing Reports... 50 Create New Report... 53 Unadjusted Tip Report... 54 CHAPTER 11: RECURRING BILLING... 55 CUSTOMER LIST... 55 Add Customer... 55 Search... 57 Action... 57 RECURRING PLAN LIST... 59 Add Plan... 59 View Profile... 61 View TX History... 66 Quick Charge... 67 View Schedule... 67 RECURRING BILLING REPORT... 68 EXPIRED CARD REPORT... 69 RECURRING BILLING EMAILS... 69

Chapter 1: Getting started CHAPTER 12: SYSTEM SETTINGS... 70 BATCH CLOSE... 70 RECEIPT SETTINGS... 71 EMAIL SETTINGS... 72 HARDWARE CONFIGURATION... 73 Signature Pad... 74 Card Reader... 74 Printer... 75 PURCHASE CARD SETTINGS... 78 Edit Available Products... 79 CUSTOM FIELDS... 80 FRAUD SETTINGS... 82 Prompt Settings... 82 PROFILE SETTINGS... 83 Obtain Security Code... 83 CHAPTER 13: USER SETTINGS... 84 EMPLOYEE LIST... 84 ROLE LIST... 86 CHANGE PASSWORD... 88 CHAPTER 14: PRINT RECEIPTS... 89 REPRINT A RECEIPT IN OPEN BATCH... 89 REPRINT A RECEIPT UNDER SEARCH... 89 REPRINT A RECEIPT LOCATED IN REPORTS... 89 APPENDIX B... 90 COPYRIGHT 2015 Sterling Virtual Terminal (VT). All rights reserved. No part of this publication may be reproduced, transmitted transcribed stored in a retrieval system, or translated into any language in any form by any means without the prior written permission of Sterling Payment Technologies LLC

Chapter 1: Getting started CHAPTER 1: GETTING STARTED For security purposes ALL card data is masked. SYSTEM REQUIREMENTS The browsers and operating systems listed below are PCI/PADSS compliant and are supported by Sterling VT. Please ensure that your operating system and web browser meet the minimum requirements. Supported Browser(s) Internet Explorer Google Chrome Mozilla Firefox Note: 9.0 or higher 32-bit mode* Peripherals are not supported on this browser Peripherals are not supported on this browser *With the exception of the metro version of IE 11 this is not supported Operating System Windows 7 & up Windows Vista STERLING VIRTUAL TERMINAL OVERVIEW CARD TYPES SUPPORTED Sterling VT supports the following card types at this time: Visa, MasterCard, American Express, Discover, JCB (Japanese Credit Bureau), Gift Card, Check Card. Note: Debit and Electronic Benefits Transfers (EBT) are currently not supported however these transaction types are available through our integrated solution called Sterling Gateway API. INDUSTRIES SUPPORTED The following industries are supported: Retail Card Present, Restaurant, Direct Marketing (MOTO) and ecommerce. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 5 2015 Sterling Payment Technologies

Chapter 1: Getting started BATCH CAPACITY Currently the maximum batch limit is 2400 transactions. Batches exceeding the 2400 transaction limit will be broken up where the remaining transactions will be included within the next batch. AUTO-SETTLE FEATURE Captured transactions may be settled manually or through the Auto-Settle feature. If Auto-Settle is not selected this Virtual Terminal automatically defaults to Manual Batch where it is the responsibility of the user to initiate the Close Batch function. 24-HOUR TECHNICAL SUPPORT Application support is available for Sterling VT users. Please contact Gateway Support if you have any questions. Our support associates are available 24/7 to assist you. Telephone: 1-800-856-9621 Email: TechnicalSupport@SterlingPayment.com RECEIPTS MERCHANT COPY Remember to request that the cardholder sign the receipt labeled MERCHANT COPY. As a merchant you will need to store the SIGNED copy for your records for a minimum of one year. If you are using the Signature Capture feature, please note that the signature does NOT display on the receipt. CUSTOMER COPY You can provide the copy labeled CUSTOMER COPY to the cardholder. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 6 2015 Sterling Payment Technologies

Chapter 1: Getting started RESET PASSWORD Passwords may be reset at any time. Step 1: Go to https://www.sptvt.com/ Step 2: Enter your Username and Password. Step 3: Click the Go button to complete the login process. Step 4: From the left navigation pane select the User Settings option, then Change Password. Step 5: You will be navigated to the Change Password screen. Enter your current password in the Enter Old Password field. Step 6: Complete the New Password field. Step 7: Complete the Re-type Password field. Step 8: Select the Save button at the bottom of the screen or Clear to remove changes. Step 9: A pop-up box will appear. Press OK. You may now begin using your new password. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 7

Chapter 1: Getting started FORGOT PASSWORD Step 1: Go to https://www.sptvt.com/ Step 2: Select Forgot Password. Step 3: Enter your User Name and Email address on the Forgot Password screen. Step 4: Click the Go button to reset password. Step 5: Check your email box for a message from Info@sptvt.com VT Reset Password. The temporary password will be included within. Step 6: Press the Back to Login to return to the main login page. Step 7: Enter your User Name and the temporary password provided in the email. Step 8: Click the Go button to continue. You will be redirected to the main Payments screen. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 8

Chapter 3: Navigation CHAPTER 3: NAVIGATION HOME PAGE From the Home Page, also known as the Payment Page, you can navigate through the various options from the left-side navigation menu or proceed to complete a sale. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 9

Chapter 4: Dashboard CHAPTER 4: DASHBOARD The Dashboard provides you with a snapshot of the your business in a series of three graphs: Daily Transaction Statistics, Monthly Transaction Statistics and Last 30 Days Statistics. By floating the mouse over any of the card types within the graph, you ll be able to see the exact amount the graph is showing. For both the Daily and Monthly Transaction Statistics graphs, the bottom displays the card type: VI=Visa (credit and check cards), MC=MasterCard, AE = American Express, DS = Discover (including JCB) and Gift. Daily Transaction Statistics graph displays the previous day s settled transactions by: sales volume ranking, total sales dollars and card type. The left side displays the average number of transactions per day. By floating the mouse over the Daily Transaction Statics title area and clicking, you will be navigated to the SEARCH>TRANSACTIONS screen which will allow you to search, print or export the daily transactions. Monthly Transaction Statistics graph displays current month s settled transactions sales volume ranking by total sales dollars by card type. The left side displays the average number of transactions per month. By floating the mouse over the Monthly Transaction Statistics title area and clicking, you will be navigated to the SEARCH>TRANSACTIONS screen which will allow you to search, print or export the daily transactions. Last 30 Days Statistics graph displays a breakdown by percent by card type (check cards will be included in the Credit total) accepted for the past 30 days. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 10

Chapter 5: Payments CHAPTER 5: PAYMENTS PAYMENTS By selecting the Payments option you ll have access to the following transaction types: Sale, Refund, Prior Sale, Authorization Only, Quick Charge and Pre-Paid Balance Inquiry. Purchase Cards require more information. Please refer to CHAPTER 5 Purchase Cards for transaction instructions. Some features shown below may not be visible to all users depending on your merchant account settings. Notice all required fields within the Sterling VT will be indicated by a red asterisk *. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 11

Chapter 5: Payments SALE To run a sale within the Sterling VT you may either: manually key in card information or use an external card reader to swipe the card. SALE - SWIPED TRANSACTION Step 1: From the left navigation pane select the Payments option. Step 2: Select Sale. Step 3: The default is Swipe Card. Step 4: In the drop down menu for Payment Type, select the applicable payment method: Credit Card (applies to Check Cards as well) or Gift Card. Step 5: To begin the transaction, ensure the cursor is in the Card # field then swipe the card. The following fields will be populated automatically: Card #, Exp Date, First Name and Last Name. Step 6: Continue filling in all applicable fields in the top section. Step 7: To submit a Sale, select Process Transaction. To start over again, select Reset Page at the bottom of the screen to clear the fields. Step 8: The confirmation window displays Approved or Declined along with any other applicable response message information. Step 9: Print the receipts by selecting the Merchant, Customer or Both button. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. If this is a Gift Card the balance remaining on the gift card will print on the customer receipt indicating the available amount. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 12

Chapter 5: Payments MANUALLY KEYED TRANSACTION Step 1: From the left navigation pane select the Payments option. Step 2: Select Sale. Step 3: Select Manually Enter Card # button Step 4: In the drop down menu for Payment Type, select the applicable payment method: Credit Card or Gift Card. Step 5: To begin swipe the transaction (ensure the cursor is in the Card # field), or enter the following information manually: Card #, Exp Date, First Name and Last Name. Step 6: To submit a sale, select the Process Transaction button. To cancel the transaction, select the Reset Page button to clear the fields. Step 7: Once the transaction has been submitted, the confirmation window displays Approved or Declined along with any other applicable response message information. Step 8: Print the receipts by selecting the Merchant, Customer or Both buttons. If this is a Gift Card the balance remaining on the gift card will print on the customer receipt indicating the available amount. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 13

Chapter 5: Payments TRANSACTIONS WITH TIP AND TAX Entering tip and tax information within the Sterling VT is currently only supported for the Restaurant Industry. You may either: manually key in the credit, check or gift card information in the required fields or use an external card reader by swiping the credit, check or gift card. The following transaction types support Tip and Tax information: Sale, Prior Sale, Authorization Only and the Quick Charge feature (excluding Returns). Restaurant Industry Tip Amount and Tax Amount are available for the transaction types listed above within each of their respective main screens. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 14

Chapter 5: Payments REFUND A Refund can ONLY be performed on settled transactions. To process a refund you may either: manually key in the card information or use an external card reader and swipe the card. Step 1: From the left navigation pane select the Payments option. Step 2: Select Refund. Step 3: Select Swipe Card or Manually Enter Card # button Step 4: In the Payment Type drop down menu select Credit Card (applies to Check Cards as well). Step 5: To begin the swipe transaction ensure the cursor is in the Card # field. Swipe or manually enter the information. The following fields will be populated automatically: Card #, Exp Date, First Name and Last Name. For more information you may go to CHAPTER 5 Manually Keyed Transaction section of this document. Step 6: Continue filling in all applicable fields in the top section: Employee #, Amount, Invoice #, Customer Email, check the Send Email box, and Note. Step 7: To submit a Refund, select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 8: Once the transaction has been submitted, the confirmation window displays Approved or Declined. You will notice that for a Refund the top section containing the approval codes and response codes will not be populated. Step 9: Print the receipts by selecting the Merchant, Customer or Both buttons. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 15

Chapter 5: Payments PRIOR SALE A Prior Sale requires an authorization from the card brand s voice authorization services center. Upon receipt, enter the authorization for settlement after the batch upload. Step 1: From the left navigation pane select the Payments option. Step 2: Select Prior Sale. Step 3: Select Swipe Card or Manually Enter Card # button Step 4: In the drop Payment Type down menu, select the applicable payment method: Credit Card or Gift Card. Step 5: To begin the transaction swipe ensure the cursor is in the Card # field. Swipe or manually enter the information. The following fields will be populated automatically: Card #, Exp Date, First Name and Last Name. Step 6: Continue filling in all applicable fields in the upper section: Card #, Exp Date, First Name and Last Name Employee #, Amount, Invoice #, Authorization #, Customer Email, check the Send Email box, and Note. Step 7: To submit sale, select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 8: Once the transaction has been submitted, the confirmation window displays Approved. Step 9: Print the receipts by selecting the Merchant, Customer or Both buttons. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 16

Chapter 5: Payments AUTHORIZATION ONLY Pre-authorizations are performed when you have a need to verify that sufficient funds are available prior to a sale transaction. Authorization Only transactions remain in the Open Batch until the transaction type is changed to Prior Sale Pending Settlement. Step 1: From the left navigation pane select the Payments option. Step 2: Select Authorization Only. Step 3: Select Swipe Card or Manually Enter Card # button. Step 4: In the drop down menu for Payment Type, the only applicable authorization method is Credit Card (applies to Check Cards as well). Step 5: To begin the swipe transaction ensure the cursor is in the Card # field. Swipe or manually enter the information. The following fields will be populated automatically: Card #, Exp Date, First Name and Last Name. Step 6: Continue filling in all applicable fields in the top section: Employee #, Amount, Invoice #, Customer Email, check the Send Email box, and Note. Step 7: To submit an Authorization Only, select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 8: Once the transaction has been submitted, the confirmation window displays Approved or Declined along with any other applicable response message information. Step 9: Print the receipts by selecting the Merchant, Customer or Both buttons. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 17

Chapter 5: Payments QUICK CHARGE Quick Charge allows you to search for a customer s card information stored in the Customer Vault, and process a sale or refund transaction. For more information on setting up a Customer Vault see CHAPTER 11 Recurring Billing. Step 1: From the left navigation pane select the Payments option. Step 2: Select Quick Charge. You will be directed to the customers stored in the Card Vault (Recurring Billing/Customer List). Step 3: Using the search criteria at the top of the page, enter the information for the customer and select Search. Step 4: Once you see the customer, select the box to the right under the Selected heading. Step 5: Select the QUICK CHARGE option. Step 6: Select Swipe Card or Manually Enter Card # button. Step 7: Choose Sale or Refund from the drop down menu. Step 8: To begin the swipe transaction ensure the cursor is in the Card # field. Swipe or manually enter the information. The following fields will be populated automatically: Card #, Exp Date, First Name and Last Name. Step 9: To submit a Quick Sale or Quick Refund, select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 10: Once the transaction has been submitted, the confirmation window displays Approved or Declined. Step 11: Print the receipts by selecting the Merchant, Customer or Both buttons. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 18

Chapter 5: Payments PREPAID BALANCE INQUIRY These card types transact like a credit card up to the amount stored on the card. The card brands only allow you to verify the balance and the card must be present and swiped for verification of funds. Should you need to inquire on the balance of a Gift Card, please refer to Chapter 6: Gift Card Management. Step 1: From the left navigation pane select the Payments option. Step 2: Select Pre-Paid Balance Inquiry. Step 3: In the drop down menu for Payment Type, the only applicable authorization method is Pre-Paid Balance Inquiry (applies to Check Cards as well). Step 4: To begin the swipe transaction ensure the cursor is in the Card # field. Swipe the card through the card reader. The following fields will be populated automatically: Card # and Exp Date and Invoice #. Step 5: To submit an Authorization Only select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 6: Once the transaction has been submitted, the confirmation window displays Approved or Declined results along with any other applicable response message information. Step 7: Print the receipts by selecting the Merchant, Customer or Both buttons. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES - CONFIDENTIAL Page 19

Chapter 5: Payments PURCHASE CARDS Purchase Card transactions require additional elements to be entered for a Sale, Prior Sale and Authorization Only transaction types. These elements are Customer Reference # or P.O. #, Tax Indicator, Sales Tax Amount and Destination Zip. When entering this card type (swiped or manual), the Sterling VT will present a popup message box indicating This is a Purchasing Card Level II to prompt the user to enter additional information. If it is a Purchase Card Level III, the Purchase Card Level II popup box will appear as well. For more information on setting up Purchase Card Prompts and adding Available Items refer to CHAPTER 12 Purchase Card Settings. Purchase Card II Step 1: From the left navigation pane select the Payments option. Step 2: Select Sale, Prior Sale or Authorization Only. Step 3: Select Swipe Card or Manually Enter Card # button Step 4: To begin the swipe transaction ensure the cursor is in the Card # field. Swipe or manually enter the information. The following fields will be populated automatically: Card #, Exp Date, First Name and Last Name. Step 5: Continue filling in all applicable fields in the top section: Employee #, Amount, Invoice #, Customer Email, check the Send Email box, and Note. Step 6: Using the scroll bar located to the right of the payments main screen, scroll down to view all applicable Purchase Card Level II fields. Step 7: Continue filling in all applicable fields in the lower area of the top section: Customer Reference # or P.O. #, Tax Indicator, Sales Tax Amount and Destination Zip. Step 8: To submit the transaction, select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 9: Once the transaction has been submitted, the confirmation window displays Approved or Declined along with any other applicable response message information. Step 10: Print the receipts by selecting the Merchant, Customer or Both buttons. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 20

Chapter 5: Payments Purchase Card III These transactions will require additional elements about the items being purchased for Sale, Prior Sale and Authorization Only transaction types. The Level III data fields are conditionally required and should be asked for by the cardholder. ALL fields must be populated and submitted. Step 1: From the left navigation pane select the Payments option. Step 2: Select Sale, Prior Sale or Authorization Only. Step 3: Select Swipe Card or Manually Enter Card # button Step 4: To begin the swipe transaction ensure the cursor is in the Card # field. Swipe or manually enter the information. The following fields will be populated automatically: Card #, Exp Date, First Name and Last Name. Step 5: Continue filling in all applicable fields in the top section: Employee #, Amount, Invoice #, Customer Email, check the Send Email box, and Note. Step 6: Using the scroll bar located to the right of the payments main screen, scroll down to view all applicable Purchase Card fields. Step 7: Continue filling in all applicable fields in the lower area of the top section: Customer Reference # or P.O. #, Tax Indicator, Sales Tax Amount and Destination Zip. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 21

Chapter 5: Payments Step 8: After you have entered the Customer Reference # or P.O. #, Tax Indicator, Sales Tax Amount and Destination Zip, you will notice the checkbox indicating Include Purchase Card Level III Items. Select this checkbox to expand these fields. Step 9: Once you have expanded the Purchase Card Level III section, you will see two sections: Order Detail and Line Item (circled below). Order Detail applies to the overall transaction. Line Item refers to the physical item information that must be completed. After each item is entered, select ADD this line item. You may add up to 99 items to each transaction. If you have more than 99 items they will need to be split into transactions of 99 items or less. Step 10: Once you have added all the line items, to submit the transaction select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 11: Once the transaction has been submitted, the confirmation window displays Approved or Declined along with any other applicable response message information. Step 12: Print the receipts by selecting the Merchant, Customer or Both buttons. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. Total Line Items MUST match the total amount of the sale or the transaction will not process. You will receive the following error. If you receive this error adjust the amount of the transaction or the number of items. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 22

Chapter 6: Gift Card Management CHAPTER 6: GIFT CARD MANAGEMENT Buying a Gift Card is a two (2) step process. The first is to pay for the Gift Card. The second step is to Add Value\Issue or Activate Card (if applicable). BUY A GIFT CARD Step 1: From the left navigation pane select the Gift Card Managements option. Step 2: Select Buy a Gift Card. Step 3: In the drop down menu for Payment Type, the only applicable authorization method is Credit Card (applies to Check Cards as well). Step 4: Select Swipe Card or Manually Enter Card # button. Step 5: To begin the swipe transaction ensure the cursor is in the Card # field. Swipe or manually enter the information. The following fields will be populated automatically: Card #, Exp Date, First Name and Last Name. Step 6: Continue filling in all applicable fields. Step 7: To submit sale, select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 8: Once the transaction has been submitted, the confirmation window displays Approved or Declined. In addition, a popup box will appear as displayed below. Step 9: Print the receipts by selecting the Merchant, Customer or Both buttons. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. Step 10: Proceed to Add Value/Issue to complete adding an amount to the Store gift card in the next section. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 23

Chapter 6: Gift Card Management ADD VALUE/ISSUE Step 1: From the left navigation pane select the Gift Card Management option. Step 2: Select ADD VALUE/ISSUE. Step 3: In the drop down menu for Payment Type the only applicable method is Gift Card. Step 4: Select Swipe Card or Manually Enter Card # button. Step 5: To begin the swipe transaction ensure the cursor is in the Card # field. Swipe or manually enter the information. The following fields will be populated automatically: Card #, Exp Date, First Name and Last Name. For the Restaurant industry, tip and tax will also display for this transaction type. Step 6: To submit the transaction, select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 7: Once the transaction has been submitted, the confirmation window displays Approved or Declined. Step 8: Print the receipts by selecting the Merchant, Customer or Both buttons. The balance remaining on the gift card will print on the cardholder receipt indicating the available amount. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 24

Chapter 6: Gift Card Management GIFT CARD BALANCE INQUIRY Step 1: From the left navigation pane select the Gift Card Managements option. Step 2: Select Gift Card Balance Inquiry. Step 3: In the drop down menu for Payment Type, there is only one available option: Gift Card. Step 4: Select Swipe Card or Manually Enter Card # button. Step 5: To begin the swipe transaction ensure the cursor is in the Card # field. Swipe or manually enter the information as described in the CHAPTER 5 Manually Keyed Transaction section of this document. Step 6: To submit a Gift Card Balance Inquiry, select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 7: Once the transaction has been submitted, the confirmation window displays Approved or Declined along with any other applicable response message information. Step 8: Print the receipts by selecting the Merchant, Customer or Both buttons. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 25

Chapter 6: Gift Card Management ACTIVATE PRELOADED CARD The activation of a preloaded card is handled the same as the Add/Issue transactions request except this is a preloaded card with a pre-defined amount printed on the front. The amount entered during this request must match the face value of the card the customer is purchasing. The customer must pay for the store s pre-loaded card. Step 1: From the left navigation pane select the Gift Card Managements option. Step 2: Select Activate Preloaded Card. Step 3: In the drop down menu for Payment Type, select the only option: Gift Card. Step 4: Select Swipe Card or Manually Enter Card # button. Step 5: To begin the swipe transaction ensure the cursor is in the Card # field. Swipe or manually enter the information as described in the CHAPTER 5 Manually Keyed Transaction section of this document. The following fields will be populated automatically: Card #, Exp Date, First Name and Last Name. Step 6: Continue filling in all applicable fields in the top section: Employee #, Amount, Invoice #, Customer Email, check the Send Email box, and Note. For the Restaurant industry, tip and tax will also display for this transaction. Step 7: To submit an Activate Preloaded Card, select Process Transaction. To cancel the transaction, select the Reset Page button to clear the fields. Step 8: Once the transaction has been submitted, the confirmation window displays Approved or Declined along with any other applicable response message information. Step 9: Print the receipts by selecting the Merchant, Customer or Both buttons. Refer to CHAPTER 12 Receipt Settings for further information on printing receipts. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 26

Chapter 7: Void Transaction CHAPTER 7: VOID TRANSACTION VOID A TRANSACTION A transaction can be voided prior to settling the transaction in the Open Batch without charging the customer s card. If a transaction has already been settled within a batch, the only option is to run an offsetting refund. Step 1: From the left navigation pane select the Void Transaction option. Step 2: Select the applicable criteria and click the Search button to display the list of transactions. Step 3: Click the VOID icon next to the desired transaction. Step 4: A popup box will prompt: Are you sure you want to voice this transaction (100101)? Step 5: Verify this is the transaction to be selected and select OK. Step 6: A popup box will appear indicating Transaction Voided successfully. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 27

Chapter 7: Void Transaction VOID SEARCH FUNCTIONALITY Within the Void Transaction screen, you have the ability to search on many different types of criteria. Below you will find examples of each. By selecting the down arrow next to the Select Criteria option (expanded above) you will see the following options: All Open Batch, Employee #, Last 4-digits of Card #, Invoice #, Transaction ID, Customer Name (last or first) and Amount. This functionality is available throughout many of the screens within the Sterling VT. In addition the Sterling VT also supports wild card searches. Below you will find examples of each. %n - will search for the chosen field name which ENDS in "n" n% - will search for the chosen field name which STARTS in "n" %n% - will search for the chosen field name which contains an "n" All Open Batch Selecting the All Open Batch option will display all batches with the status of Pending Settlement. Wild Cards are not applicable to this search. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 28

Chapter 7: Void Transaction Employee # Selecting Employee # and entering the number assigned to the employee at the time they were setup within the Sterling VT will display that particular employees transactions which are pending settlement. All Wild Card search examples are supported. Last 4-digits of Card # Selecting the Last 4-digits of Card # option the Sterling VT will show all cards ending in those particular 4 digits. Only the following Wild Card searches are supported. %n - will search for the chosen field name which ENDS in "n" %n% - will search for the chosen field name which contains an "n" Invoice # Selecting the Invoice # the Sterling VT will display only that particular transaction. All Wild Card search examples are supported. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 29

Chapter 7: Void Transaction Transaction ID Selecting Transaction ID will display the details of that particular transaction. All Wild Card search examples are supported. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 30

Chapter 7: Void Transaction Customer Name (last or first) Using the Customer s first or last name, the Sterling VT will display all transactions with that first or last name. All Wild Card search examples are supported. Amount Using the amount to search the Sterling VT will display all transactions with that final amount. At this time no Wild Card searches are supported. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 31

Chapter 8: View Open Batch CHAPTER 8: VIEW OPEN BATCH The View Open Batch consists of current pending transactions that have not been settled. It also allows the user to submit the batch for settlement at any time throughout the day. In addition, the Sterling VT also supports wild card searches. Below you will find examples of each. %n - will search for the chosen field name which ENDS in "n" n% - will search for the chosen field name which STARTS in "n" %n% - will search for the chosen field name which contains an "n" CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 32

Chapter 8: View Open Batch VIEW OPEN BATCH SEARCH OPTIONS Within the View Open Batch screen, you have the ability to search on many different types of criteria. Below you will find examples of each. By selecting the down arrow next to the Select Criteria option (expanded above) you will see the following options: All Open Batch, Last 4-digits of Card #, Invoice #, Transaction ID, Customer Name (last or first) and Amount. This functionality is available throughout many of the screens within the Sterling VT. All Open Batch Selecting the All Open Batch option will display all batches with the status of Pending Settlement. Wild Cards are not applicable to this search. Last 4-digits of Card # Selecting the Last 4-digits of Card # option, the Sterling VT will show all cards ending in those particular 4 digits. Only the following Wild Card searches are supported. %n - will search for the chosen field name which ENDS in "n" %n% - will search for the chosen field name which contains an "n" Invoice # Selecting the Invoice #, the Sterling VT will display only that particular transaction. All Wild Card search examples are supported. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 33

Chapter 8: View Open Batch Transaction ID Selecting Transaction ID the Sterling VT will display only that particular transaction. All Wild Card search examples are supported. Customer Name (last or first) Using the Customer s first or last name the Sterling VT will display all transactions with that first or last name. All Wild Card search examples are supported. Amount Using the amount to search the Sterling VT will display all transactions with that final amount. At this time no Wild Card searches are supported. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 34

Chapter 8: View Open Batch DETAIL LEVEL The View Open Batch option allows you to see the details of a transaction. Using the SEARCH options from the drop down box the user can select various options to find a batch or transaction. In addition to the SEARCH criteria, the user may also select for the DISPLAY ALL or AUTH. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 35

Chapter 8: View Open Batch Under the TRAN ID heading, select the green highlighted Transaction ID for the applicable transaction. Further details of each transaction will display. From this screen the user has many options for a cardholder s card CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 36

Chapter 8: View Open Batch VIEW LEVEL 3 INFORMATION From the Transaction Detail screen you have the ability to view your purchasing card line item details by selecting the View Detail button. To hide the details, select the Hide Detail button. RERUN SALE From the Transaction Detail screen you have the ability to run a sale against the selected cardholder s card without going back to the Payments menu. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 37

Chapter 8: View Open Batch RERUN RETURN From the Transaction Detail screen you have the ability to run a return against this card without going back to the Payments menu. VOID From the Transaction Detail screen you have the ability to run a void against this card without going back to the Payments menu. You will be prompted with an Are you sure you want to VOID this transaction? message. ADD CUSTOMER TO VAULT From the Transaction Detail screen, you have the ability to add a customer to the vault without going back to the Recurring menu and re-entering cardholder information. A confirmation pop-up with a Record has been added to the vault message will display. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 38

Chapter 8: View Open Batch CREATE RECURRING PLAN From the Transaction Detail screen you have the ability to add a recurring plan without going back to the Recurring menu. PRINT MERCHANT COPY From the Transaction Detail screen you have the ability to reprint a receipt for yourself. PRINT CUSTOMER COPY From the Transaction Detail screen you have the ability to reprint a receipt for the customer. EMAIL RECEIPT TO CUSTOMER From the Transaction Detail screen you have the ability to resend a receipt to the customer via email if an email address had been provided when the transaction was submitted. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 39

Chapter 8: View Open Batch TIP ADJUSTMENT This feature is currently available for the Restaurant Industry. Step 1: After you have identified the transaction needing the tip adjustment, select that transaction by clicking on the Tran ID. This will pull the detail of this transaction for you to adjust the tip. Step 2: You will be navigated to the Transaction Detail screen. Select Tip Adjust from the drop down next to Action Select. Step 3: From here enter the Tip Amount then select Submit to process the adjustment. Step 4: A popup will appear indicating the transaction will be updated and submitted for the final amount below, transaction amount, tip amount and amount to setting. Select OK to process the transaction or Cancel to start over. Step 5: A popup will appear indicating the Tip is added successfully. Step 6: The transaction will be moved to the Unsettled Transactions until settlement occurs. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 40

Chapter 8: View Open Batch HOW TO SETTLE TRANSACTIONS There are two options to settle transactions: Manually Close Batch and Auto Close Batch. The quickest way for you to determine if you are set up for Manual or Auto Close is to look at the bottom of the View Open Batch screen. If you wish to be setup for Auto Close, see System Settings section of this guide for instructions. MANUALLY CLOSE BATCH To manually close a batch is when someone must physically logon to the Sterling VT and release the batch. This must be performed daily to ensure proper and timely payment. If you are not sure if you re setup for Manual or Auto Close, the quickest way is to look at the bottom of the View Open Batch screen. If you wish to be setup on Auto Close, see System Settings within this document for instructions. Step 1: From the left navigation pane select the View Open Batch option. Step 2: The system will display the current day s transactions. Step 3: To close the batch and release it for payment, click Close Batch at the bottom of the screen. Step 4: The system will display a confirmation popup box. Select OK to continue to close the batch or Cancel to stop the request. Step 5: After selecting OK, a popup box will indicate In Progress until completed. Step 5: Upon completion a popup box will appear stating Batch Closed. AUTO CLOSE BATCH Auto Close batch is when the system is setup to automatically close the batch at a predetermined time daily. Choosing this option will eliminate the need for remembering to settle the batch for payment and will ensure proper and timely payment. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 41

Chapter 8: View Open Batch CONVERTING AUTH ONLY FOR SETTLEMENT Step 1: From the left navigation pane select the View Open Batch option. Step 2: Click the option labeled Display Auth to view only records flagged as Auth Pending Capture. Step 3: You must select all applicable transaction records to convert. Use the options at the bottom of the page to quickly select all records or place a checkmark to the left of the corresponding transaction. Step 4: Once all records have been selected to convert, you must complete the process by selecting Capture Auth. Step 5: These transactions are now ready to be submitted for settlement during the close batch process. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 42

Chapter 9: Search CHAPTER 9: SEARCH Any batch, credit card, check card or gift card transaction that has been submitted through the Sterling VT is available to be viewed using the SEARCH criteria. SEARCH BY TRANSACTION OR BATCH Using the drop down box Select Search Type you can choose to search by Transaction or by Batch. SEARCH BY PRE-DEFINED DATES Using the drop down box Range you can choose to search by Today, Yesterday, This Week, Last Week, This Month, Last Month, Last 7 Days, Last 30 Days or Last 90 Days. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 43

Chapter 9: Search SEARCH BY CUSTOM DATES Using the drop down box From and To you can choose to search by specific custom date ranges. SEARCH BY TRANSACTION STATUS Using the drop down box next to Transaction Status, you can select All, Settled or Pending Settle. SEARCH BY TRANSACTION TYPE Using the drop down box Transaction Type you can choose to search by All, Sales, Refunds, Prior Sales, Authorize, Gift Redeem, Void and Error. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 44

Chapter 9: Search SEARCH BY CARD TYPE Using the drop down box Card Type you can choose to search by All, Visa, MasterCard, American Express, Discover and Gift Card. Additionally although the Sterling VT does not directly process EBT or DEBIT transactions at this time, these transactions can be seen in the VT via the Sterling Gateway API requests. This allows those EBT and DEBIT transactions to be included within the reporting. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 45

Chapter 10: Reporting CHAPTER 10: REPORTING The Sterling VT Reporting section offers you a variety of reports providing transaction information up to 90 days. SETTLEMENT REPORT The Settled Batches report displays sales and refund totals for all transactions settled for each card type as well as the net and gross sales totals. There are two levels to the Settled Batches report. The main level is the summary level reporting. The second level is detail level reporting. SETTLED BATCHES REPORT SUMMARY LEVEL Step 1: From the left navigation pane select the Reporting option. Step 2: Select Settled Batches. Step 3: Select the applicable criteria and click the Search button to display the list of batches. SETTLED BATCHES REPORT DETAIL LEVEL Once you have made your selection in the summary level, you can select individual batches to view the detailed transaction information. Step 1: From the left navigation pane select the Reporting option. Step 2: Select Settled Batches. Step 3: Select the applicable criteria and click the Search button to display the list of batches. Step 4: Select the applicable batch under the Batch ID heading to display the detailed list of transactions within the batch. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 46

Chapter 10: Reporting UNSETTLED TRANSACTIONS Step 1: From the left navigation pane select the Reporting option. Step 2: Select Unsettled Transactions. Step 3: Select the applicable criteria and click the Search button to display the list of Unsettled Transactions. ERROR REPORT Step 1: From the left navigation pane select the Reporting option. Step 2: Select Error Report. Step 3: Select the applicable criteria and click the Search button to display the list of error transactions. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 47

Chapter 10: Reporting DAILY CARD TYPE REPORT Step 1: From the left navigation pane select the Reporting option. Step 2: Select Daily Card Type. Step 3: Select the MONTH, followed by the YEAR then click the Search button to display. MONTHLY CARD TYPE REPORT Step 1: From the left navigation pane select the Reporting option. Step 2: Select Monthly Card Type. Step 3: Select the MONTH, followed by the YEAR then click the Search button to display. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 48

Chapter 10: Reporting SERVER DETAIL REPORT This report is only available if you are in the Restaurant Industry. By looking at the top of the Server Detail screen, this report allows you to search on the following fields: Server #, Batch Status, Range, or specific date range. You also have the ability to Print Version or Export to Excel. In addition, by selecting the Tran ID, you have the ability perform the following functions on a particular transaction: Rerun as Sale, Rerun as Return, Void, Add Customer To Vault, Create Recurring Plan, Print Merchant Copy, Print Customer Copy and Tip Adjustment. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 49

Chapter 10: Reporting CUSTOM REPORT Once the custom fields have been created, now you are ready to run reports against that information. For instructions on how to add fields for the custom reporting, see CHAPTER 12 SYSTEM SETTINGS. The Custom Report screen allows you to Edit or Delete exiting reports. From this screen you can also create new reports based on the fields you have created. EXISTING REPORTS Any custom reports that were previously created will appear in the Existing Reports section until they are deleted. In the Existing Reports section you may Edit or Delete a report. RUNNING AN EXISTING REPORT Step 1: To run an existing report simply click on the report name. We ll use TEST REPORT below as our example. Step 2: You will be navigated to the REPORTING>CUSTOM REPORT screen which should also include the name of the report at the top, REPORTING>CUSTOM REPORT>TEST REPORT continuing with our example. Step 3: From here you have the ability to view the print version or export the report to Excel. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 50

Chapter 10: Reporting PRINT VERSION Step 1: To Print this report simply select the Print Version button to the top right of the report on the screen. Step 2: A popup will appear asking the Page Range to print. Select Current Page, Page (from and to) or All Pages then select the Submit button or the red X in the upper right hand corner to exit. EXPORT TO EXCEL Step 1: To Export a report simply select the Export to Excel button to the top right of the report on the screen. Step 2: A popup will appear asking What would you like to do with (report name will appear here with the date range).xls? Your options will be Open, Save or Save As. Select the cancel button if you wish to cancel and start over. NOTE: at this time there is no ability to select a specific date range. However, once you have exported the information to Excel, you can sort from there and only print the records you need. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 51

Chapter 10: Reporting EDIT OR DELETE AN EXISTING REPORT To Edit or Delete an existing report simply select the Edit or Delete button to the far right of the report. EDIT EXISTING REPORT Step 1: Once you have selected the Edit option for the report you wish to edit, you will be redirected to another screen. Step 2: Ensure you have the correct report showing in the Report Name area under the Edit Existing Report heading. Below the report name, you will see Available Columns and Selected Columns. In the middle of these two areas you will see Select ALL, > and Clear ALL. These will help you select or deselect fields you would like to report upon. Step 3: In our example, you can see on the left side the Order Date/Time is not listed on the right side. To get this field on the right side simply click on the field to highlight it. Step 4: Select the > to add it to the report and select Save once you have selected all the files you wish to report on. Step 5: A popup message will appear indicating Report updated successfully. Select OK. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 52

Chapter 10: Reporting DELETE EXISTING REPORT Step 1: To delete an existing report simply select the Delete button to the far right of the report. Step 2: A popup will appear asking Are you sure you want to delete this report? Select OK to delete or Cancel to start over. Step 3: Once you have selected OK to delete the report another popup will appear indicating the report was deleted successfully. Select OK. Step 4: You ll notice the report has been removed from the Existing report list. CREATE NEW REPORT VT allows you the ability to quickly create new reports using existing fields. For instructions on how to add fields for the custom reporting, see CHAPTER 12 SYSTEM SETTINGS. Step 1: Enter the name of your new report. For this example, we will use TEST REPORT. Step 2: Enter TEST REPORT in the Report Name area under the Create New Report heading. Below the report name, you will see Available Columns and Selected Columns. In the middle of these two areas you will see Select ALL, > and Clear ALL. These will help you select or deselect fields you would like to report on. Step 3: In our example, you can see on the left side the Order Date/Time is not listed on the right side. To get this field on the right side simply click on the field to highlight it. Note: By holding down the Ctrl key, you can select more than one field at a time. Step 4: Select the > to add it to the report and select Save once you have selected all the files you wish to report on. Step 5: A popup message will appear indicating Report created successfully. Select OK. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 53

Chapter 10: Reporting UNADJUSTED TIP REPORT This report is only available if you are in the Restaurant Industry. Only transactions with a zero dollar amount for tip will appear in this section. If you need to adjust a tip that has previously been added refer to CHAPTER 8 VIEW OPEN BATCH section. By looking at the top of the Unadjusted Tips screen, this report allows you to search on the following fields: Server #, Range, or specific date range. You also have the ability to Print Version or Export to Excel. Looking at the report below, there are three transactions that need to be adjusted. To adjust a tip for a transaction, follow these steps. Step 1: After you have identified the transaction needing the tip adjustment, select that transaction by clicking on the Tran ID. This will pull the detail of this transaction for you to adjust the tip. Step 2: You will be navigated to the Transaction Detail screen. Select Tip Adjust from the drop down next to Action Select. Step 3: From here enter the Tip Amount then select Submit to process the adjustment. Step 4: A popup will appear indicating the transaction will be updated and submitted for the final amount below, transaction amount, tip amount and amount to setting. Select OK to process the transaction or Cancel to start over. Step 5: A popup will appear indicating the Tip is added successfully. Step 6: The transaction will be moved to the Unsettled Transactions until settlement occurs. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 54

Chapter 11: Recurring Billing CHAPTER 11: RECURRING BILLING Sterling VT s Customer Vault allows you to store customers sensitive payment information simplifying your compliance with the Payment Card Industry Data Security Standards (PCI DSS). This action also supports the payments process for returning customers and recurring transactions. CUSTOMER LIST ADD CUSTOMER Step 1: From the left navigation pane select the Recurring Billing option. Step 2: Select Customer List. Step 3: Select Add Customer. Step 4: Begin entering the Customer Information, Card Information and Shipping Address sections. The Customer ID must be a unique value as this is the key to identifying the customer. All fields with a red asterisk * are required. Step 5: Then select Save. A popup box will indicate the record was added successfully. Select OK. To begin again, select Reset at the bottom of the screen to clear the fields and start over. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 55

Chapter 11: Recurring Billing Customer Information This section includes all the customer related information. Card Information Add a card Add new card information to an existing customer by completing the required fields below as indicated by the asterisk (*). Then select Save. To begin again, select Reset at the bottom of the screen to clear the fields and start over. Edit a card To alter a customer s card information select Edit under the Action heading, select Save. To begin again, select Reset at the bottom of the screen to clear the fields and start over. Delete a card To delete a saved card, select Delete option then confirm the deletion. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 56

Chapter 11: Recurring Billing SEARCH Step 1: From the left navigation pane select the Recurring Billing option. Step 2: Select Customer List. Step 3: From the drop down box at the top of the page, select the search criteria: Customer ID, First Name, Last Name, Last 4 Card Number, Phone Number or Email. Step 4: Select Search ACTION Edit Step 1: Use the Search function to identify the customer. Then, from the Action column heading in the drop down box, select Edit. Step 2: You will have the ability to edit the Customer Information, Card Information and Shipping Address sections. Step 3: Once you have completed all edits select Save. To begin again, select Reset at the bottom of the screen to clear the fields and start over. Delete Step 1: To remove a customer, use the Search function to identify the customer. Then, from the Action column heading in the drop down box, select Delete. Step 2: A popup box will prompt Are you sure you want to delete this customer from the vault? Select OK to continue or Cancel to return to the screen. If the delete was successful, the customer will no longer display on the screen. NOTE: If there is a recurring plan associated with your customer, the deletion will not be successful. You must remove the recurring plan first by searching for it under the Recurring Plan List, selecting View Profile from the Action dropdown, then selecting the Cancel Plan button at the bottom of the screen. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 57

Chapter 11: Recurring Billing Add Plan Step 1: Use the Search function to identify the customer. Then select the Add Plan option under the Action column. Step 2: In the Add Plan Payment Info section complete all applicable information. Step 3: In the Select Card section select an existing card or add a new card and select Add Card. Step 4: Select Submit to complete adding the new plan. To exit, press the Back arrow on the browser. After selecting the Submit option a popup box indicating the Plan Successfully Added. Select OK. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 58

Chapter 11: Recurring Billing RECURRING PLAN LIST The Recurring Plan List will display any of the customers setup for recurring billing. From here you may Add Plan, View Profile or Tx History. In addition, once you have added a customer to the Customer List, you may add a plan through Recurring Plan List or as described earlier through the Customer List. ADD PLAN A customer record must exist in the Recurring Billing/Customer List before a recurring plan can be created. Once the customer record has been created the user may add a recurring billing record. Step 1: From the left navigation pane select the Recurring Billing option. Step 2: Select Recurring Plan List. Step 3: Select a customer, then select Add Plan. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 59

Chapter 11: Recurring Billing Step 4: Using the Search function, search for the customer for whom you want to add a plan. Then select the Add Plan option under the Action column. Step 5: Begin entering the Customer Information, Card Information and Shipping Address sections. The Customer ID must be a unique value as this is the key to identifying and managing the customer information. Step 6: Select Submit. A popup box will indicate the record was added successfully. Select OK. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 60

Chapter 11: Recurring Billing VIEW PROFILE The View Profile action allows you to view and edit both your customer detail and the recurring plan. You can also add additional cards or even suspend, cancel or reactivate a plan. Step 1: From the left navigation pane select the Recurring Billing option. Step 2: Select Recurring Plan List. Step 3: Once you have identified the customer you wish to view select View Profile from the drop down menu under the Action heading. Edit Customer, Shipping or Billing To update information for any customer, select the Edit Customer, Edit Shipping or Edit Billing option in each section requiring editing. Once you have completed updates select Save located at the bottom of the screen. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 61

Chapter 11: Recurring Billing Add, Edit or Delete Card Information To add a card to the customer, enter all applicable information in the Payment Information area and select Save Card. To Edit or Delete a card, select the drop down next to the card within the Payment Information section. When editing, the card information will be populated allowing you to make any changes needed. Once you have completed the edits, select Save Card. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 62

Chapter 11: Recurring Billing Suspend a Plan Step 1: Select the Suspend Plan at the bottom of the screen. Step 2: A popup box will prompt Are you sure you want to SUSPEND this plan? Select OK or Cancel. Step 3: By selecting OK, a popup box will indicate SUSPEND was successful select OK. Selection of Cancel will allow you to continue with suspending the plan. NOTE: A suspended plan can be later reactivated. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 63

Chapter 11: Recurring Billing Reactivate a Plan Step 1: To reactive a suspended plan, select the Reactivate Plan at the bottom of the screen. Step 2: A popup box will prompt Are you sure you want to REACTIVATE this plan? Select OK or Cancel. Step 3: By selecting OK, a popup box will indicate REACTIVATE was successful select OK. Selection of Cancel will allow you to continue without reactivating the plan. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 64

Chapter 11: Recurring Billing Cancel a Plan Step 1: Select the Cancel Plan at the bottom of the screen. Step 2: A popup box will prompt Are you sure you want to CANCEL this plan?, select OK or Cancel. Step 3: By selecting OK, a popup box will indicate CANCEL was successful, select OK. Selection of Cancel will allow you to continue without canceling the plan. NOTE: Once a plan has been cancelled it cannot be reactivated. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 65

Chapter 11: Recurring Billing VIEW TX HISTORY Step 1: From the left navigation pane select the Recurring Billing option. Step 2: Select Recurring Plan List. Step 3: From the drop down menu under the Action heading, select the customer. Step 4: You will be navigated to the TX HISTORY screen. From here the user can view the transaction history information associated with this plan. To access more details about a particular transaction, select the green number in the Order ID column. Step 5: You will be navigated to the TRANSACTION DETAIL screen. From the TRANSACTION DETAIL screen you have the option to execute many activities. For instructions on how to execute any of these features, see CHAPTER 8, VIEW OPEN BATCH. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 66

Chapter 11: Recurring Billing QUICK CHARGE Quick Charge allows you to search for a customer s card information and process a quick sale or refund transaction. For instructions on how to execute this feature, see CHAPTER 5 PAYMENTS/QUICK CHARGE. VIEW SCHEDULE This page allows you to quickly see the payments collected to date and the future payments scheduled for a specific recurring customer plan. Also available is the ability to SKIP the upcoming payment if desired. When selecting Skip this Payment the system will automatically add another payment to maintain the number of payments the user established. The identified payment will be marked as SKIPPED PAYMENT. A popup box will prompt Are you sure you want to skip this payment? Select OK or Cancel. By selecting OK, a popup box will indicate Payment successfully skipped., select OK. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 67

Chapter 11: Recurring Billing RECURRING BILLING REPORT By selecting the Range option, you may choose from: Today, Yesterday, This Week, Last Week, This Month, and Last Month, Last 7 Days, Last 30 Days or Last 90 Days. By selecting the From Date option, you will have the ability to choose a date range. All other search criteria are available for either option. Step 1: From the left navigation pane select the Recurring Billing option. Step 2: Select Recurring Billing Report. Step 3: Once you have chosen your selection criteria select Search. Step 4: From this screen you have the options to Print Version or Export to Excel. Step 5: From this screen you may also select the individual transaction in green under the Tran ID column. Step 6: From the TRANSACTION DETAIL screen you have the option to execute any of the following against this customer/card: Rerun As Sale, Rerun As Return, Void, Add Customer To Vault, Create Recurring Plan, Print Merchant Copy, Print Customer Copy, Email or Receipt to Customer. For instructions on how to execute any of these features, see CHAPTER 8, VIEW OPEN BATCH. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 68

Chapter 11: Recurring Billing EXPIRED CARD REPORT The Expired Card Report displays all customers that have a scheduled payment with a credit card that has or is due to expire. Step 1: From the left navigation pane select the Recurring Billing option. Step 2: Select Expired Card Report. Step 3: Once you have chosen your selection criteria select Search. RECURRING BILLING EMAILS As recurring billings are scheduled and processed, summary reports are emailed to the main contact on your account. The Scheduled Recurring Billing report email contains a list of all billing schedules that will be processed on that night at 10 PM Eastern. The Recurring Billing Transactions report email contains a list of all billing schedules that were processed, regardless of whether they were approved or declined. Your customer also receives an email indicating whether the payment was approved or declined. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 69

Chapter 12: System Settings CHAPTER 12: SYSTEM SETTINGS BATCH CLOSE The Batch Close option is where you will determine whether batches are closed manually or automatically at a pre-determined time each day. In order to qualify for the best possible rates, it is recommended users settle batches daily before 4am Eastern Time. Step 1: From the left navigation pane select the System Settings option. Step 2: Select Batch Close. Step 3: In the Merchant Time Zone select the following for the location of the merchant: Time Zone and Daylight Savings if applicable. Step 4: In the Transaction Cut-Off Time, select Auto Settle and the Cut-Off time. If you are not using Auto Close and will be performing this manually, leave this section unchecked. Step 5: Once completed, select Save at the bottom of the page. Step 6: A popup box will prompt Setting saved successfully. Select OK. Step 7: Log out and log back in for the changes to take effect. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 70

Chapter 12: System Settings RECEIPT SETTINGS The Receipt Settings allow you to add additional information on the printed receipt. The first 4 lines cannot be altered. Step 1: From the left navigation pane select the System Settings option. Step 2: Select Receipt Settings. Step 3: In the Receipt Header enter any additional information you wish to print on the receipt lines 5 & 6. Step 4: In the Receipt Footer enter the information you wish to print on the bottom of the receipt. Step 5: In the Receipt Logo Image, upload the logo you wish to print on the receipt. Select Upload File. Note that only.gif files are supported and must be less than 5K in size. Step 6: Once completed, select Save at the bottom of the page. Step 7: A popup box will prompt Receipt settings saved successfully. Select OK. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 71

Chapter 12: System Settings EMAIL SETTINGS Use this option to customize the content which will be included in the body of the emailed receipt such as special events, discounts, etc. This can be updated at any time. Step 1: From the left navigation pane select the System Settings option. Step 2: Select Email Settings. Step 3: In the Email Header enter the greeting information. Step 4: In the Email Receipt Footer enter the information you wish to appear after the receipt. Step 5: Once completed, select Save at the bottom of the page. Step 6: A popup box will prompt Email settings saved successfully. Select OK. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 72

Chapter 12: System Settings HARDWARE CONFIGURATION While additional hardware may be compatible the screen capture below shows devices which have been fully tested and certified with the Sterling VT. Please note that the part numbers are subject to change by the manufacturer. Step 1: From the left navigation pane select the System Settings option. Step 2: Select Hardware Configuration. Step 3: For the Signature Pad click the link called Download 32-bit Driver or for the Printer click the link called Download Driver. The Card Reader does not require any downloads. Step 4: Please refer to the setup manual for each peripheral for your specific setup. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 73

Chapter 12: System Settings SIGNATURE PAD By using an authorized signature pad the user can capture the cardholders signature following an Approved transaction. The cardholder s signature will be captured and stored. This feature is available for card present transactions. Manufacturer Device Name Part # Description Interface Type Comment Topaz Topaz IDLite Electronic Signature Pad 1x5 T-LBK460-HSB- R Back Light Display USB Connection Must download driver to operate, Sterling VT only supports a 32-bit driver version. Using the Signature Pad Step 1: After getting approval CLICK CAPTURE button in the Customer s Signature section. Step 2: From the SIGNATURE PAD have the customer sign their name using the provided pen attached to the device. Step 3: Customer Signature should display in the VT CUSTOMER S SIGNATURE section Step 4: The customer must select OK from the Signature Pad. Step 5: A prompt to save the signature will display in VT. CARD READER These devices are plug-n-play ready and do not require any software installation. Manufacturer Device Name Part # Description Interface Type Emulation MAGTEK Dynamag 21040110 Mini USB Stripe Reader USB Connection Keyboard MAGTEK Dynamag 21073062 3TK Black USBMCRB KB Magnesafe V5 USB Connection Keyboard CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 74

Chapter 12: System Settings PRINTER Currently only Windows 7 or higher is supported How to set the STAR printer as the Default Printer on your PC Step 1: Select Control Panel then Hardware and Sound then Devices and Printers. Step 2: Right-click the printer you want to use as the default printer and then select Set as Default Printer. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 75

Chapter 12: System Settings How to set the Paper Size and parameters Step 1: To open Printers and Faxes select Start, click Control Panel, select Devices and Printers. Step 2: Right-click the icon for the printer you are using, and select Properties. Step 3: Select Advanced, then right-click the icon for the printer you are using. Select Printing Preferences. Step 4: Select the Device Settings option and click Paper Source, then select Friction. Step 5: Select OK to save the changes. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 76

Chapter 12: System Settings How to set the Margins for the STAR printer Step 1: Launch your Internet Browser and click File. Step 2: Select Page Setup. Step 3: Update the section labeled Margins with the following values: a. Left = 0.3 b. Right = 5.66 c. Top = 0.2 d. Bottom 0.5 Step 4: Confirm Orientation is set to Portrait. Step 5: Select OK to save. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 77

Chapter 12: System Settings PURCHASE CARD SETTINGS This section supports Purchase Card Level II and Level III as well as adding inventory items that can be reported back to the customer. This functionality is not available within the Restaurant Industry. Level III data is typically used in a business-to-business environment. Special Interchange rates can apply when the Level II or III data is included with a transaction. Step 1: From the left navigation pane select the System Settings option. Step 2: Select Purchase Card Settings. Step 3: In the Purchase Card Prompts section, select the appropriate Level II and Level III options for your business. Step 4: Once completed, select Save at the bottom of this section. A popup box will indicated Purchase Card Prompts saved successfully. Step 5: For Purchase Card Level III, enter each item in the Purchase Card Level III Items section along with the supporting/required fields. Step 6: Once completed, select Add New at the bottom of this section. Step 7: A popup box will prompt Item added successfully. Select OK. Step 8: Repeat steps 5 thru 7 until all items have been added. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 78

Chapter 12: System Settings EDIT AVAILABLE PRODUCTS Step 1: From the left navigation pane select the System Settings option. Step 2: Select Purchase Card Settings. Step 3: All previously entered products will show in the Available Products section. From there you may choose delete or update. Step 4: If you choose delete, a popup box will prompt Are you sure you want to delete this item? Step 5: If you choose update, the product information will appear in the Purchase Card Level III Items section. Make any updates needed then select Update. To start over, press Cancel. Step 6: If you choose Update, a popup box will indicate Item updated successfully. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 79

Chapter 12: System Settings CUSTOM FIELDS The Custom Fields screen allows you to collect additional data along with transaction. There is no limit on how many Custom Fields can be included with each transaction. NOTE: The Custom Fields feature must not be used to capture personal information such as card number, social security number, driver s license number, state-issued identification number, passport number or card verification (CVV) values. There are two ways to create custom fields (1) a drop down box allowing you to make a selection using pre-defined values or (2) create a label to collect various data which you enter in a free form box. Add a New Custom Field Once a custom field has been created Group Name, Field Name and ID values cannot be edited. Step 1: Start by creating a Group Name label. This will group all common custom fields together on the payment form page. If a Group Name is not necessary create a generic label as all custom fields are required to have a Group Name. Step 2: Create the custom Field Name label to appear on the payment form. For the drop down box, it is recommended to repeat the Group Name for the Field Name. Step 3: Determine whether or not this field should be a drop down box or a simple text field box. If creating a drop-down selection, continue to Step 6. Step 4: Once you have completed the entry, select Add New to save the first record. Step 5: Repeat Steps 1-5 until all custom fields have been entered. Step 6: When creating a drop-down menu, a new pop-up window will display. Step 7: Create a Title for the first entry in the drop-down menu and press Submit. Step 8: Continue adding all applicable values for this drop-down menu and press Submit. As new entries are created they will appear in the Existing Values section. Step 9: Once all entries have been entered for this drop-down menu, click DONE. Step 10: To save the entire entry click ADD NEW. The custom field will appear in the section labeled Existing Fields and are eligible to be updated or deleted at a later time Step 11: Repeat Steps 1 10 to continue adding new Custom Field entries. NOTE: All entries will display in the order in which they were entered. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 80

Chapter 12: System Settings Update an Existing Custom Field Once a record has been created the user can only update the length and/or the default value. Step 1: In the Existing Field(s) list, locate the item to be updated. Step 2: Select Update to edit the applicable product entry. Step 3: Max Length, Default Value, Required, and Visible fields are eligible for editing. Step 4: Once complete, select Update to save the changes to the specific record. Step 5: A message will appear This field was updated successfully. Delete an Existing Custom Field You can remove a custom field at any time. Step 1: In the Existing Field(s) list, locate the item to delete. Step 2: Select the row for the custom field you want to delete by selecting Delete. Step 3: Select Delete to remove the entry. Step 4: A message will appear Are you sure you want to delete this field? Press OK to continue or Cancel to void the action. Delete Custom Field Drop Down List: Step 1: In the existing list, locate the item to delete. Step 2: Once you have located the record, select Delete to remove the entry. Step 3: The applicable record will be highlighted, select Delete again to complete removing the entry. Step 4: The system will display The field is deleted successfully. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 81

Chapter 12: System Settings FRAUD SETTINGS Fraud Settings allow you to accept or decline transactions based on the response code received during an authorization request. It is not recommended to Decline ALL transactions based on ALL of these settings. By selecting ALL indicates you have chosen to decline a transaction where the bank returns any of these values, resulting in a higher rate of declines. PROMPT SETTINGS Step 1: From the left navigation pane select the System Settings option. Step 2: In the drop down menu select Fraud Settings. Step 3: This option is used to enforce whether or not AVS and/or CVV is mandatory. The default is set to NO on all options. Enable any options you would like to be executed. AVS Response Codes These settings will reject a transaction due to a mismatch between the billing address provided with the transaction and the address on file with the customer s card company. Step 4: Select all the options that apply when one or more of the AVS response codes are returned following and approved transaction. CVV Response Codes These settings will decline a transaction due to a mismatch between the CVV provided by the customer and the CVV on file with the customer s card company. Step 5: Select all the options that apply when one or more of the CVV response codes are returned following an approved transaction. Step 6: Once complete, select Save to finish. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 82

Chapter 12: System Settings PROFILE SETTINGS The profile page is used to identify the merchant s company information, identify card types supported and what information prints at the top of all receipts. OBTAIN SECURITY CODE The Security Code is used specifically for merchants who purchased an integrated POS solution. The Security Code can be changed as often as desired. Step 1: From the left navigation pane select the System Settings option. Step 2: Select Profile. Step 3: In the Enter Password field, enter the same password used to log into Sterling VT and click Submit. Step 4: Copy the Security Code (It s recommend you copy and paste the value instead of manually copying). Step 5: Click the Change Security Code button to save the value displayed. Step 6: If you want to generate a different Security Code, repeat steps 3-5 to create another code. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 83

Chapter 13: User Settings CHAPTER 13: USER SETTINGS This functionality provides the ability to add users, manage user levels, change passwords, setup auto-generated email transaction and settlement reports. EMPLOYEE LIST This allows you to Add Employee, Edit Employee and Reset Password. Step 1: From the left navigation pane select the User Settings option. Step 2: Select Employee List. Add New User Step 3: Click the Add Employee button located at the top of the page. Step 4: Begin filling in all applicable fields. User ID must be unique otherwise a pop-up box will display indicating Invalid User Id has been entered. Step 5: Enter the user s information and select their access level from the Employee Type drop-down menu and select ADD USER. Select their Role, which give them access to features and functionality associated with that role. The Email Transaction Receipts checkbox will trigger a merchant copy of the receipt to be sent to the email address provided. The Email Settlement Reports checkbox will trigger a settlement report to be sent to the email address provided. Step 6: Select the SAVE button. Upon adding a new user, two auto-generated emails will be sent to the user: 1) Provides the User ID and is used as their User Name; 2) Provides the user with a temporary password and registration link to use during the new user login process. The new user must login to allow all permissions to be seen (i.e. Server or Employee# on transactions, reporting, etc.). CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 84

Chapter 13: User Settings Edit User Step 1: From the left navigation pane select the User Settings option. Step 2: In the left-side navigation pane, a list of options will display in the drop down menu. Select Employee List. Step 3: Use the Search feature to locate the employee whose record is to be edited. Step 4: Located at the end of the record is an Action box; select EDIT. Step 5: The Sterling VT will display the employee s record including their User Name and Email address. Step 6: Make the necessary edits and select Save. Reset Password - Employee Step 1: From the left navigation pane select the User Settings option. Step 2: Select Employee List. Step 3: Use the Search feature to locate the employee whose password needs reset. Step 4: Select Reset Password. Step 5: The Sterling VT will display the employee s record including their User Name and Email address. Confirm the email address is correct or change if incorrect and select Reset Password. Step 6: A confirmation window will display Password has been reset and a temporary password sent to (email address being sent to). CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 85

Chapter 13: User Settings ROLE LIST Role This option provides business owners with the ability to customize the permissions (or access levels) their employees have to the Sterling VT functionality, reporting and transaction management capabilities. Adding a Role Step 1: From the left navigation pane select the User Settings option. Step 2: Select Role List. Step 3: Select the Add Role button to create a new role. Step 4: Provide a Role Name and a Role Description. The Role Name will be displayed and available for selection when creating new users. In the permission setup section, select all permissions that apply to this Role. By selecting these items you are granting anyone linked to this role permission to use or access this functionality. Step 5: Select the Save button. A pop-up box will appear to confirm; press the OK button. Step 6: Once a role has been created, you must go to each individual employee record and link them to the role for the permissions to take effect. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 86

Chapter 13: User Settings Edit Role Step 1: From the left navigation pane select the User Settings option. Step 2: Select Role List. Step 3: Locate the Role to be edited. Step 4: At the end of the record is an Action box; select EDIT. The VT will display the Role selected. Use the scroll bar to continue down the list of available options. Step 5: Make the necessary edits and select Save. Step 6: Once a role has been edited all employees associated with this role will be updated with the new permissions. NOTE: Users, whose role was modified while they were logged in to VT, will be redirected to the Login Screen and asked to login in order for the new settings to take effect. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 87

Chapter 13: User Settings Delete Role Role deletion is permanent and cannot be retrieved. Step 1: From the left navigation pane select the User Settings option. Step 2: Select Role List. Step 3: Locate the Role ID to be deleted. Step 4: Under the Action box select Delete. Step 5: A confirmation window will display Are you sure you want to delete this Role? Click OK to delete or Cancel to retain the Role. CHANGE PASSWORD You can reset your VT password at any time by visiting the Change Password screen. Step 1: From the left navigation pane select the User Settings option. Step 2: Select Change Password. Step 3: You will be navigated to the Change Password screen. Enter the current password in the Enter Old Password field. Step 4: Next enter your personalized secure password in the New Password field. Step 5: Next re-enter your personalized secure password in the Re-type Password field for verification. Step 6: Select Save. CONFIDENTIAL STERLING PAYMENT TECHNOLOGIES Page 88