PlugNPay to CardConnect Conversion
7/19/2022
Table of Contents
PlugNPayto CardConnect Conversion - RecTrac 3.1
In order to complete the migration from PlugNPay to CardConnect EMV as your credit card solution in RecTrac 3.1, the credit card tokens used by PlugNPay to link your patrons to their credit cards and billing records must be transferred to CardConnect. The purpose of this document is to detail these final steps.
The basic process consists of:
Choosing a conversion date and then coordinating withPlugNPay, CardConnect and Vermont Systems to ensure cooperation and timely interaction between all four (4) parties: You (the merchant), PlugNPay, CardConnect, and Vermont Systems.
PlugNPay creating an export file of your patron's billing records (tokens) and transmitting it to CardConnect.
CardConnect converting the PlugNPay tokens to their tokens and transmitting that file back to you.
Importing the CardConnect file into RecTrac.
Running billing at your Department, as you normally do, but using the new CardConnect tokens.
The full list of steps appears below. While the steps seem simple and straight-forward, it cannot be stressed enough that timing is crucial to the success of the conversion and you need to take utmost care to ensure NO NEW BILLING RECORDS ARE CREATED IN RECTRAC between PlugNPay's export of their tokens and your import of the CardConnect tokens. Vermont Systems strongly advises that you run this conversion process during non-business hours and that you take WebTrac offline until the process is complete.
License– Maintenance Agreement
The use of this interface requires a Vermont Systems license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757to verify that you are authorized to use this interface and if not, to obtain aquote and/or approval.
SetupSteps
This document provides the steps required to convertPlugNPay Tokens to CardConnect Tokens. If you have additional questions aboutthis process after reading this document, please contact Vermont SystemsSupport by phone at 887-883-8757 or generate a Support Ticket through theCustomer portal of the Vermont Systems web site using your Customer ID and password.
BeforeYou Proceed
This document is written with the following assumptions. Ifany of the items listed is NOT true, contact Vermont Systems Support prior tocontinuing.
· Your organization is running RecTrac 3.1.06.08 or greater.
· Your current Credit Card Solution is PlugNPay and you understandthat you are migrating from the PlugNPay solution to theCardConnect EMV solution.
· You have a valid CardConnect account and have established allnecessary merchant accounts with CardConnect.
· If you do not have a CardConnect account, you cannot proceed. Toestablish a CardConnect account, contact CardConnect. Lauren Neal (816-234-9177) or Sales: signup@cardconnect.
· You are prepared to un-link all PNP Credit Card profiles and PinPad profiles from Profile Hierarchy on your cutover date, which should be a fewdays prior to the conversion.
· You have created CardConnect Credit Card profiles and Pin Padprofiles in RecTrac and are prepared to link them accordingly in ProfileHierarchy immediately on your cutover date, which should be a few days prior tothe conversion.
Profiles must be linked for the conversion to run.
· You and your staff understand that payments and billing should besuspended in the interim between receipt of the export file from PlugNPay andthe import of export file from CardConnect in order to ensure no billingrecords are created and no sales are processed using credit cards.
· You understand WebTrac should be taken offline in the interimbetween receipt of the export file from PlugNPay and the import of export filefrom CardConnect in order to ensure no billing records are created and no salesare processed using credit cards.
ThePlugNPay to CardConnect Token Conversion Process
The process consists of:
· You (Merchant) choosing aconversion date and then coordinating with PlugNPay,CardConnect and VermontSystems to ensure cooperation and timely interaction between all four(4) parties.
· PlugNPay creating an exportfile of your patron's billing records (tokens) and transmitting it toCardConnect.
· CardConnect converting thePlugNPay tokens to their tokens and transmitting that file back to you.
· Vermont Systems (via WebEx)backing up your RecTrac database immediately prior to the conversation.
· Vermont Systems (via WebEx)halting and taking WebTrac offline during the conversion.
· Vermont Systems (via WebEx)importing the CardConnect file into RecTrac.
· Vermont Systems (via WebEx)running the conversion program on your database.
· You (Merchant) doing an actualbilling run at your Department, as you normally do, but using the newCardConnect tokens.
· You (Merchant) determining howyou will handle refunds for retail sales processed in PlugNPay after convertingto CardConnect.
Plan the Conversion Date and Time andCoordinate with All Involved
The token conversion steps, themselves, are fairly simple and straight-forward. However, the timing and expediency with which you complete the steps will be crucial to the success of the project.
Choose a conversion date/time and communicate that date withPlugNPay, CardConnect and Vermont Systems. Coordinating the efforts of four (4)separate businesses will take some planning and scheduling between allinvolved.
The process of getting the export file from PlugNPay to CardConnect and from CardConnect to you needs to be worked out well in advance of the actual date.
Upon receiving the export file from PlugNPay, CardConnectwill need two (2) business days to convert it before sending it to VermontSystems.
Vermont Systems typically requires two (2) weeks advancenotice and will schedule a Support Representative to work with you throughoutthe process. The Vermont Systems portion of the actual conversion should takeabout two (2) hours.
Planning for the Conversion Date and Time
For the Conversion, itself, Vermont Systems recommends adate just after your normal billing date. This will allow you to complete theconversion and then run billing on your normal schedule. Do NOT choose aFriday. Vermont Systems recommends a day of the week that typically sees lowertransaction volume. Refer to the PlugNPay to CardConnect Conversion Plan and Flow Charts below.
Note: The token conversion is done for billing purposes.It is not done so normal retail sales done via PlugNPay can be refundedin CardConnect.
Optimally, the conversion should be completed, tested, andverified in about two (2) hours. That being said, you should choose a time ofday that typically does not see a lot of volume. If you opt NOT to suspend payments/WebTrac (see below), then Vermont Systems recommends running the conversion when your offices are closed. Be aware that coordinating the efforts of four (4) departments for off hours support may be difficult.
Other Considerations
Review your last two (2) billing cycles and ensure you haveresolved any/all declines. RecTrac does not store tokens or update tokens on epayinfo records for declined transactions. When PlugNPay does their export,RecTrac will need tokens that were created and represent authorizedtransaction. When resolving your declines, you will likely need to get newcredit cards on account for some customers. This may take some time, so plan accordingly.
Prior to running the conversion, Vermont Systems highlyrecommends that you have your CardConnect Credit Card profiles and Pin Padprofiles created, tested and ready to be linked in RecTrac Profile Hierarchy.These should be in place and ready for use immediately upon completion of theconversion. Likewise, you will also need to un-link all PlugNPay Credit Cardprofiles and Pin Pad profiles from Profile Hierarchy immediately uponcompletion of the conversion, as you do not want those being used forprocessing.
Additionally, the physical hardware you intend to use withthe CardConnect solution should be in place, tested, and ready to go.
Suspend Payments and Billing and Take WebTrac Offline
On your cutover date (the date on which you will STOP usingPlugNPay and START using CardConnect), you must ensure that your clerks STOPsetting up bills for PNP. Any bill set up on/after your cutover date must beset up for CardConnect and must have a first billing date that coincides withyour first billing date for CardConnect. Refer to the PlugNPay to CardConnect Conversion Plan and Flow Charts below.
On the day of the conversion, you should suspend paymentsand take WebTrac offline. To ensure that there is no chance of a credit cardsale being processed while the conversion is being run, Vermont Systems highlyrecommends that you suspend all payments and billing and that you take WebTracoffline from the time you ask PlugNPay to generate the export file (see below)to such time as the conversion program has been run and a test billing has beenperformed. Simply put: you do not want your patrons attempting to use theircharge cards while you are between credit card solutions.
PlugNPay will Create the Export File and Transmit it to CardConnect
At the designated date and time, you will contact PlugNPayand have them prepare an export file containing your billing records/tokens.Once the file is created, PlugNPay will send the file to CardConnect.
· Barbara Volpe, (800) 945-2538 x7738
· PlugNPay will charge you for the creation of the export file.
· PlugNPay will require you to sign a liability waiver, as the filethey create may contain thousands of billing records with raw card data.
· The export file PlugNPay creates will contain:
· The PNP OrderID, card holder's name and address, and the fullcredit card number and expiration date.
· Data for the last two (2) months.
· Your gateway username and password will be required to open thefile.
· It is downloadable once only.
CardConnect will Create an Import File and Transmit it toYou
Upon receipt of the file from PlugNPay, CardConnect will runa process on their side that reads the PlugNPay file and creates an import filewith new CardConnect Tokens. They will send this file back to you. This processwill take up to two (2) business days.
· Lauren Neal (816-234-9177)
The logistics of getting the PlugNPay export file toCardConnect and how CardConnect will get their file back to you should bediscussed during the planning stage.
Vermont Systems will Import the CardConnect Tokens intoRecTrac
Upon receipt of the CardConnect import file, which containsthe new Tokens, it must be imported it into RecTrac. Vermont Systems assistanceis required with this step, as a custom program is required.
Coordinating Vermont Systems's assistance with this stepshould be discussed during the planning stage
The CardConnect file should be a complete list of PlugNPaytokens that you want converted.
· The file must be a comma delimited file named PNPConversion.txt.The file must have a carriage return after the last line in the file.
· The fields in the file must be in the following order and allfields must have values:
pnpToken,pnpMask,pnpExpDate,pnpPublishername,pnpCardName,
cardConnectToken,cardConnectMask
Example:
2016112320140711274,4111**1111,1116,demoacct2,Joe
Smith,9416888882971111,41XXXXXXXXXXX1111
2016112300000006542,411111XXXXXX222,0619,demoacct,Judy
Johnson,941687232327222,41XXXXXXXXXXX2222
DO NOT continue if the .txt file is not in this format or ifdata is missing.
1 Store the file on the workstationfrom which you will run the conversion.
2 Make a copy of this file and saveit in a separate location. Rename the copy to PNPConversion-Copy.txt.
Vermont Systems will run the RecTrac Conversion Program
Note for Vermont Systems Employees: The following three(3) files are required: PNP2CC-TokenConversion.r, PNPConversionCheck.r,and PNPInactivateEpayinfoRecords.r. These are located inL:\RecTrac\3\1\QA Complete\Custom.
Upon initiating the WebEx session for the conversion, copy thesethree (3) files to the customer's desktop.
All file paths and screen/tab locations refer to file pathsand screen/tab locations as they appear in the standard, default VermontSystems Design. Your setup and Design may vary.
The Vermont Systems Support Representative assigned to youraccount will run the conversion for you via WebEx session.
1 Make a backup of thecustomer's RecTrac database.
2 Log into RecTrac and verify thatthe User ID you're using is linked to a valid CardConnect Installment BillingCredit Card profile.
3 In RecTrac, go to the DocumentCenter and import the PNPConversion.txt file as a Record Importdocument.
Note: PNPConversion.txt is the file CardConnectsent to the customer. If the file is NOT named PNPConversion.txt, then renameit. The file name must be PNPConversion.txt.
4 As noted above, copy theconversion program to an accessible location on the workstation from which youare running the process, such as the desktop.
5 Go to Quick Fix Processor(Management Ribbon • System Management • Misc Management Menu)
6 Click the Windows Explorer iconand browse to PNP2CC-TokenConversion.r. Highlight/select it and click Open.Then click Process.
7 The program will use thepnpToken, pnpMask and pnpPublishername to find a unique record in the epayinfotable of the RecTrac database. If the record is found the program will:
· Create a new epayinfo record and assign this new record theCardConnect Token and the CardConnect Mask. This new record will also have anew unique epaylink value. The epaylink value is what is used when InstallmentBilling and auto pay processing is run.
· Will find all installment bills with the old epaylink and assignthe new epaylink from the new epayinfo record.
· Will check to see if the household was set up for auto-payprocessing using the old epaylink. If it was the old epaylink on the householdwill be removed and the new epaylink will be linked to the household forauto-pay.
8 If a unique epayinfo record can’tbe found, an exception will be created. This exception will be added to the logfile that is produced when this process has finished. Exception log(PNP2CCError.txt) can be found in the Document Center as a ‘Log files’ documenttype. Exceptions will need to be dealt with by contacting the customer andgetting a new card on account.
9 You will receive a notificationwhen the process completes. The notification will inform you of how manyexceptions were found.
If any errors with the Credit Cardprofile or the format of the PNPConversion.txt file are encountered during theprocess, you will receive a notification in RecTrac letting you know that theconversion did not run.
10 In RecTrac, return to Quick FixProcessor. Click the Windows Explorer icon and browse to PNPConversioncheck.r.Highlight/select it and click Open. Then click Process.
· This program outputs a PNPConversionCheck.txt file, in theDocument Center, under Log Files.
· Review this file, as needed. It allows you to investigate PNPTokens so you can see whether it was included in the conversion file sent byCardConnect.
11 In RecTrac, return to Quick FixProcessor. Click the Windows Explorer icon and browse to PNPInactivateEpayinfoRecords.r.Highlight/select it and click Open. Then click Process.
· This program inactivates all PNP EPay WebXPress info records forall processing methods. It does not affect refunds. Refer to Processing Refunds for Retail Sales below.
12 Review Credit Card data and performa test billing run on one record to validate the token transfer. Delete theprograms you copied to the desktop prior to exiting the WebEX session.
This completes the conversion process.
PostConversion
Resume Payments and Run Billing
When the conversion process has been completed, you mayresume taking payments and run billing. As discussed above, Vermont Systemsrecommends converting your tokens on a date just after your normal billingdate. You should run billing on your normal schedule.
Processing Refundsfor Retail Sales Performed in PlugNPay using CardConnect
PlugNPay tokens from retail sales that occurred prior to theconversion cannot be refunded from CardConnect. There is no way for this to bedone. At this time, you have two (2) "work around" options.
KeepYour PlugNPay Merchant Accounts Active
Vermont Systems recommends keeping your PlugNPay MerchantAccounts active for six (6) months following the conversion so that any refundswhich you need to issue can be done from the PlugNPay portal. In the event youneed to issue a refund for a retail sale processed in PlugNPay after convertingto CardConnect, Vermont Systems recommends:
· Processing the refund in RecTrac using a Miscellaneous PaymentCode (Note: NOT a Credit Card Payment Code) to balance the customer's accountin RecTrac.
· Processing the actual credit card refund on the PlugNPayWebXpress portal to balance the customer's credit card account.
Deactivate Your PlugNPay Merchant Accounts
In the event you do not wish to keep your PlugNPay MerchantAccounts active, then Vermont Systems recommends contacting CardConnect andhaving them enable blind credits on your Merchant Accounts.
· This is not as convenient for the patron because they will haveto give you their credit card number to receive their refund.
· There is a potential fraud issue because the patron could giveyou the number for a card that was not used for the actual sale.
WebTrac
Patrons who have a credit card on file for future use willhave to update their profile so that a new token can be created, which tiesback to a Card Connect transaction.