Topic Doc: CardConnect - CCPanPad (USB) Integration
RecTrac 3.1
Table of Contents
Document Summary
The CardConnect External Redirect Interface (ERI) is a certified and secure gateway credit card processing system that allows patrons to remit for your services with credit cards while ensuring that no credit card data is entered, transmitted, or stored within a Vermont Systems application.
License – Maintenance Agreement
Use of the 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 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Setup Steps
This document provides the basic File Maintenance steps required to prepare your RecTrac database for credit card processing using the CardConnect gateway solution. If you have additional questions about CardConnect Credit Card Processing setup and operation after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.
Before You Proceed
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete and unexpected results may occur.
- Your organization is running RecTrac 3.1.06.00 or greater.
- You have a valid CardConnect user account. If you do not have a CardConnect account, you cannot proceed. To establish a CardConnect account, contact Lauren Neal at CardConnect. Email: lneal@cardconnect.com.
- You understand that you will purchase your credit card pin pad(s) directly from CardConnect and that CardConnect Tech Support will assist you with the setup and installation of that physical hardware at your facilities. CardConnect certified hardware:
- Ingenico isc250 or ipp320 USB (USB only; no Ethernet)
- Ingenico iPP320 USB (USB only; no Ethernet)
Note: When setting up your pin pad(s), have CardConnect Tech Support enable clear NEC on all terminals. This setting returns the card holder name to RecTrac and allows the system to update the credit card record with that name.
- You understand your Credit Card solution; which credit card brands you accept; and processes for which you allow them, such as Purchases, Installment Billing, Tip Processing, Gift Cards, etc….
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access all modules and functions pertaining to Credit Card Processing, to include but not limited to: Profile Management, Payment Code Management, Sales screens, Credit Card Terminal, and Tip Processing.
- You understand RecTrac Profile Management and hierarchy.
- You understand RecTrac DataGrids and how to maneuver through them.
CardConnect Overview
The CardConnect External Redirect Interface (ERI) is a certified and secure gateway credit card processing system that allows patrons to remit for your services with credit cards while ensuring that no credit card data is entered, transmitted, or stored within a Vermont Systems application.
The CardConnect ERI option allows credit cards to be swiped on a magnetic stripe reader, manually entered by your staff, or "dipped" (if EMV) into RecTrac, or manually keyed on a web portal by your customers in WebTrac. The CardConnect option:
- Stores NO card data in the Vermont Systems database other than the card mask returned by the processor (For Example: the first digit and last four (4) digits of a credit card)
- Ensures NO card entry is performed on the screen of a Vermont Systems application.
Server, Workstation, and Network Minimum Requirements
Server Minimum Requirements
In order to process credit card transactions using CardConnect, the servers through which transactions will be processed (Database Server, Transaction Server, VIC AppServers, and WebSpeed Brokers, if applicable) must meet the following requirements.
- Have access to the World Wide Web.
- Have a Firewall Rule that is open bi-directionally between the server and the CardConnectEndPoint URL, which is https://vsi.cardconnect.com:8443/cardconnect/rest/ .
- Allow traffic on ports 443, 6443, and 8443.
Workstation Minimum Requirements
In order to process credit card transactions using CardConnect, the workstations on which you process transactions must meet the following requirements:
- Have a valid URL to your RecTrac Server.
- Have access to the World Wide Web.
- Have the Vermont Integration Client (VIC) installed as either a Service or an .EXE. Click Here for a copy of the VIC Installation guide, if necessary.
- Credit Card Pinpads have been set up and properly configured with the assistance of CardConnect Tech Support.
Network Minimum Requirements
Prior to implementing the CardConnect solution, you should discuss firewall rules with CardConnect Tech Support. At a minimum, CardConnect highly recommends whitelisting the following IP Addresses across your network:
Destination Name | Destination Address | Description | Protocol | Port | Name | Description/Usage |
---|---|---|---|---|---|---|
vsi.cardconnect.com test | 69.164.93.9 | GW ISLAND 1 - TEST | TCP | 6443 | TCP Port | HTTPS Port - tokenization/processing |
vsi.cardconnect.com prod | 69.164.93.9 | GW ISLAND 1 - PROD | TCP | 8443 | TCP Port | HTTPS Port - tokenization/processing |
vsi.cardconnect.com test | 67.217.245.179 | GW ISLAND 1 - TEST | TCP | 6443 | TCP Port | HTTPS Port - tokenization/processing |
vsi.cardconnect.com prod | 67.217.245.179 | GW ISLAND 1 - PROD | TCP | 8443 | TCP Port | HTTPS Port - tokenization/processing |
tms.prinpay.com test | 69.164.93.12 | TMS – TEST – Terminal | TCP | 443 | TCP Port | HTTPS Port - terminal authentication |
tms.prinpay.com prod | 67.217.245.182 | TMS – PROD – Terminal | TCP | 443 | TCP Port | HTTPS Port - terminal authentication |
Limitations
The following limitations exist, which will be addressed by CardConnect:
- No EMV with Pin; EMV with Signature only at this time.
- No Debit Card with PIN at this time.
- No Cash Back transactions at this time.
- No dupe transaction checking at this time.
RecTrac File Maintenance Setup
Note: The following steps assume you have a valid CardConnect user account. If you do not have a CardConnect account, you cannot proceed. To establish a CardConnect account, contact Lauren Neal at CardConnect. Email: lneal@cardconnect.com.
To use CardConnect credit card processing, you will need to complete the following setup steps within the RecTrac application:
- Create and link a CardConnect Pinpad profile.
- Create and link a CardConnect Credit Card profile.
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems Design. Your setup and Design may vary.
Edit the CS.ini File
In preparation for CardConnect implementation, CardConnect will send you a CS.ini file. This file contains information specific to the terminal and the method of communication. CardConnect will instruct you as to where it should be stored.
Prior to completing the RecTrac steps outlined below, Vermont Systems highly recommends you edit the CS.ini file to ensure it contains the proper settings.
- In Windows, browse to the location where your CS.ini file is stored.
- Highlight/select the file, right-click with your mouse and Open with... Notepad.
- Ensure the first three (3) lines of the CS.ini look as shown below. In particular, ensure you have :8443 appended to the vsicardconnect.com urls.
# test has :6443, prod does not
url=https://vsi.cardconnect.com:8443
url2=https://vsi.cardconnect.com:8443
- If your CS.ini looks like the text above, then click Cancel and continue with the setup steps below.
- If your CS.ini does NOT look like the text above, then make changes as necessary and click Save. Then continue with the setup steps below.
Note: Repeat these steps on each workstation where you have a CS.ini file.
Install Using TrendNet Serial-USB Converter Cable
- Once the Cable is communicating and can be found in Device Manager, locate the com port it was assigned. The usb port that the cable is plugged into will need to be the same on that computer from this point forward, so if the workstation is moved, then the cabled needs to be plugged into the exact same usb port is was using originally.
When CardConnect deploys this solution to a Vermont Systems customer, the Vermont Systems Customer gets two (2) cables:- TrendNet Cable (USB to Serial), CD-ROM with Prolific driver is included in the TrendNet box
- Ingenico serial cable (Serial to HDMI)
Once the Prolific drivers are installed, the cabling is connected, and the device is powered; you’ll be able to confirm the device is connected by navigating to Device Manager. Since the device is utilizing the Prolific drivers now through TrendNet, the device will display as Prolific USB-to-Serial Com Port with the COM # assigned in parenthesis. - Edit the cs.ini file and make the com port entry using the info found in Device Manager.
- Once the COM# is identified, the cs.ini will need to be updated to declare the COM# in the 'serialport' parameter.
- This is easily completed by un-commenting the 'serialport' parameter and including the COM#. This is the only modification to the existing cs.ini which needs to be made.
- To un-comment, remove "#" from front of Serialport=COMX, where 'X' represent the com port to which the Ingenico is attached.
- Save your changes.
- Save the file as CScomX.ini, where <X> represents the com port that is defined in the ini file. For Example: CScom3.ini.
- Then go into the Pin Pad profile and remove the current cs.ini file by clicking the "x," if present.
- Link the cscomx.ini file. Click Save on the Pin Pad profile and continue with the rest of the Card Connect Setup, if applicable.
Notes: The purge of the installed cs.ini would only happen if all your computers were using the same com port, which is unlikely. This is why Vermont Systems recommends editing the file name to reflect the com port. Then you can just import it through the RecTrac Ingenico Pin Pad Profile and leave the current cs.ini intact and available for use by other pin pads that are not using the Trend cable.
If credit cards stop processing on units using the Trend serial cable after a period of proper operation, then it would be beneficial to confirm that the com port has not changed before doing any other troubleshooting. Naming the cs.ini file with the defined com port will be a quick option to help save time when troubleshooting.
Create and Link a CardConnect Pinpad Profile
Note: Complete this step only after the physical pin pad hardware has been installed. Pin pads must be purchased directly from CardConnect. CardConnect Tech Support will assist you with the set up and installation of the physical hardware at your facilities. CardConnect certified hardware:
- Ingenico isc250 or ipp320 USB (USB only; no Ethernet)
- Ingenico iPP320 USB (USB only; no Ethernet)
The following steps will walk you through the process of creating and linking a Pinpad profile for use with CardConnect credit card processing. These steps assume that you will link a separate Pinpad profile to each workstation from which you will process credit cards.
- In RecTrac, go to Management Ribbon • System Management • User/Menu/Profile Management Group • Profile Assignments. Click Add.
- Enter a Profile Code for your Pinpad. For Example: CardConnect Pinpad POS 1
- Expand the Drop-down list for Profile Type and select Pinpad.
- Expand the Drop-down list for Profile Subtype and select CardConnectDevice.
- Enter a Profile Description. For Example: CardConnect Pinpad POS 1.
- Click Create. You will continue to the Profile Update screen.
- Expand the Drop-down list for Integration Type and select "CCPanPad (USB)."
- Expand the Drop-down list for Ingenico Pin Pad Model and select the model that corresponds to the physical hardware.
- (Optional, but recommended) Enter the pin pads' serial number, which is located on the sticker on the back of the unit, in the Terminal ID field. This field is case-sensitive. The information entered here is used to identify where the transaction originated.
- Enter the Welcome Message that you want the PinPad to display, if any. This field will accept up to 18 alpha-numeric characters only. Do Not use any special characters in this field, such as exclamation points, ampersands, apostrophes, dashes, etc….
- Click the Windows Explorer icon and browse to the location where your cs.ini file is stored. The cs.ini file contains configuration settings for your Department's devices. VIC uses this file to initialize the pin pad during each sale. The cs.ini can be stored anywhere on the PC, but regardless of where you pull the file from, the text in the field will display, \Export\cs.ini. This is hardcoded and upon clicking Save, the file will be uploaded into RecTrac and stored as a binary large object (BLOB) file in the database. It will viewable in the Document Center • Export Files
Notes: CardConnect provides the cs.ini file, and it gets pushed to the current user's session \temp directory upon on login, where it is used by VIC to initialize the pin pad. If you are running VIC as a Service, then this file will get pushed the \temp directory of the login associated with the Service. Refer to Additional Information for more information, if needed.
The file provided by CardConnect is named cs.ini by default. You can rename the file and re-link it, if needed. DO NOT change the .ini extension. Refer to Additional Information for more information.
- Fill out the remaining fields as needed. Use the "i" Information icons for field definitions, and examples if needed.
- Click Save to save your changes. You will return to Profile Assignments.
- In the Linked Profiles middle column, click to expand the Workstation folder.
- In the Available Profiles left-hand column, click to highlight the PinPad profile you just created.
- Click again and hold the mouse button down. When you have "grabbed" the profile, a red box will appear that displays the profile name.
- Drag and drop. Drag to the appropriate Workstation Name in the middle column. When the box turns green, release the mouse. This will place the profile at the Workstation level of the hierarchy. Profile Assignments are saved automatically and take effect immediately.
The level of the hierarchy can be changed later if needed. - Click the 'X' in the upper-right-hand corner of the Profile Assignments panel to Exit.
This completes the setup steps for your CardConnect Pinpad profile. Repeat these steps as necessary for other workstations on which you will process credit cards using CardConnect.
Create and Link a CardConnect Credit Card Profile
Note: If you have separate merchant accounts, then you need to set up at least one (1) Credit Card profile for each separate Merchant Account. By default, Merchant Accounts are linked at CardConnect. In the event you DO NOT want Merchant Accounts linked, then you must advise CardConnect. Discuss your Merchant Account options with CardConnect to determine how many accounts you need and whether you want them linked.
- In RecTrac, go to Management Ribbon • System Management • User/Menu/Profile Management Group • Profile Assignments. Click Add.
- Enter a Profile Code for your Pinpad. For Example: CardConnect Normal Retail.
- Expand the Drop-down list for Profile Type and select Credit Card.
- Expand the Drop-down list for Profile Subtype and select CardConnect.
- Enter a Profile Description. For Example: CardConnect Normal Retail Credit Card Processing.
- Click Create. You will continue to the Profile Update screen.
- Enter the Merchant ID, User Name, and Password information for this account that was given to you by CardConnect. The password field will appear as a series of dots (• • • •).
Note: Username and Password are case-sensitive.
- Enter the EndPoint URL as given to you by CardConnect. Typically this value is as follows, though you should verify with CardConnect.
https://vsi.cardconnect.com:8443/cardconnect/rest/ - Expand the Drop-down list for Account Type and make your selection:
- Normal Retail - Generally used for normal everyday transactions performed in RecTrac.
- e-Commerce - Generally used for normal everyday web-based transactions, such as those performed by patrons in WebTrac.
- Restaurant - Generally used where credit card transactions will include tip processing, such as in a restaurant or bar.
- MOTO - Generally used for Installment Billing processed through RecTrac.
- Applicable for Restaurant Account Types only. Expand the Picklist for Tip GL Code and Tip Cost Center and make the appropriate selections.
- Click the Combo Box icon and select the Credit Card Brand(s) you accept.
- Enter the number of credit card authorization receipts you wish to print upon completion of a transaction in the Auth Copies field.
Note: An Authorization Receipt printer and an Auth Receipt profile will have to be created and linked.
-
Require Signature Amount- The value in this field is involved in determining whether the Pin Pad prompts for signature or not. It is also used to determine whether a signature line is printed on the Auth Receipt.
- If the Pin Pad prompts for signature, and the customer signs, then the signature is captured and no signature line will print on the Auth Receipt.
- If the value of the sale is less than the value entered here, the Auth Receipt will print with "Signature Not Required."
For Example: The Pin Pad is set to require a signature at $25.00. The value in this field is $25.00. A sale of $25.00 or more will prompt for a signature on the Pin Pad and no signature line will print on the receipt. A sale of $24.99 or less will result in no signature capture on the Pin Pad and "Signature Not Required" being printed on the Auth Receipt.
Note: If using the iPP320 pin pad, then the value here simply determines whether or not a signature line prints on the Auth Receipt, as the iPP 320 does not have signature capture functionality.
- Click the Combo Box icon and select the additional Credit Card profiles that any user linked to this profile will have the authority to manage.
- This field is applicable if you are using this profile for WebTrac payments. IF CardConnect provides you with e-Commerce information for this Account, then fill out the fields in the CardConnect - eCommerce Settings group. All fill-able field values will be given to you by CardConnect.
- Mandatory - Enter "vsi in the CardConnect Site Name field. Use all lower case letters.
- Fill out the remaining fields as needed.
Use the "i" Information icons for field definitions, and examples if needed. - Click Save to save your changes. You will return to Profile Assignments.
- Determine where you wish to link the profile. For purposes of example, this document will link the profile at the Workstation level.
- In the Linked Profiles middle column, click to expand the Workstation folder.
- In the Available Profiles left-hand column, click to highlight the Credit Card profile you just created.
- Click again and hold the mouse button down. When you have "grabbed" the profile, a red box will appear that displays the profile name.
- Drag and drop. Drag to the appropriate Workstation Name in the middle column. When the box turns green, release the mouse. The Profile Assignment Add dialog box will appear.
- Click the Combo Box icon and select the transaction type(s) for which this CardConnect Credit Card profile will be used. Multiple selections are allowed.
- Click Continue. This will place the profile at the Workstation level of hierarchy. Profile Assignments are saved automatically and take effect immediately.
The level of hierarchy can be changed later, if needed.Note: A separate profile record will appear for each option you select.
- Click the 'X' in the upper-right hand corner of the Profile Assignments panel to Exit.
This completes the setup steps for your CardConnect Credit Card profile. Repeat these steps as necessary for other CardConnect Credit Card profiles.
Create and Link an Auth Receipt Profile
Perform the steps outlined in this section for each workstation from which you will print credit card authorization receipts. Vermont Integration Client (VIC) MUST be installed on those workstations.
Note: This section details how to create and link an Auth Receipt profile only. It does not cover setup of the physical hardware, as many makes and models exist. If you require assistance with or documentation for physical printer set up and operation, contact Vermont Systems Support via the Customer Portal of our Vermont Systems website.
- In RecTrac, go to Management Ribbon • System Management • User/Menu/Profile Management Group • Profile Assignments. Click Add.
- Enter a Profile Code for your auth receipt printer. For Example: "EPSON CC Auth 1"
- Expand the Drop-down list for Profile Type and select Printer.
- Accept the default Profile Subtype, Printer.
- Enter a Profile Description. For Example: "EPSON TM-T88V Auth Receipt Printer 1"
- Click Create. You will continue to the Profile Update screen.
- In the Windows Printer Path/Name field, enter the name of the Printer as it appears in Windows on the workstation to which it is linked, regardless of whether it is a network printer or one dedicated to the single workstation only.
- Leave the Dupe Printer Code field blank.
- Click Save to save your changes. You will return to Profile Assignments.
- Determine where you wish to link the profile. For purposes of example, this document will link the profile at the Workstation level.
- In the Linked Profiles middle column, click to expand the Workstation folder.
- In the Available Profiles left-hand column, click to highlight the Printer profile you just created.
- Click again and hold the mouse button down. When you have "grabbed" the profile, a red box will appear that displays the profile name.
- Drag and drop. Drag to the appropriate Workstation Name in the middle column. When the box turns green, release the mouse. The Profile Assignment Add dialog box will appear.
- Click the Combo Box icon and select the purpose(s) for which this printer will be used. Multiple selections are allowed, but in most cases you will select Printer-Auth Receipt only.
- Click Continue. This will place the profile at the Workstation level of the hierarchy. Profile Assignments are saved automatically and take effect immediately.
The level of the hierarchy can be changed later if needed.Note: A separate profile record will appear for each option you select.
- Click the 'X' in the upper-right-hand corner of the Profile Assignments panel to Exit.
This completes the setup steps for your Auth Receipt Printer profile. Repeat these steps as necessary for other Auth Receipt profiles.
Create a Manual Entry Credit Card Payment Code
Ingenico pin pads do not offer an onscreen option for Manual Card Entry. This prompt has to come from RecTrac, in the event it is needed. For this purpose, Vermont Systems highly recommends creating a Payment Code that will force the Ingenico to prompt for manual entry. To do this, create a new Credit Card Payment Code and enter "Manual" in the Prefix Validation field.
- In RecTrac, go to Management Ribbon • System Management • System Management • Financial Management group • Payment Code Management.
- Click Add.
- Enter a Pay Code and Screen Description. For both instances, Vermont Systems recommends using something that clearly indicates that the purpose of this Pay Code is for "manual card entry."
- Expand the Drop-down list for Payment Type and select "Credit Card."
- Enter the word "MANUAL" (no quotes) in the Prefix Validation field. When this Payment Code is used, the Ingenico Pin Pad will prompt for manual entry of a Credit Card Number and Expiration Date.
- Fill out the remaining fields as you normally would. Use the "i" and "?" Help icons for field definitions, and examples if needed.
- Save your changes when done and exit back to the main RecTrac menu.
- Link the new Payment Code to your Payment profile(s) • Pay Code Restrictions group • Allowed Pay Codes field.
This completes the setup steps for your Manual Payment Code creation.
Using CardConnect
Processing Transactions in RecTrac
The following provides brief examples of common credit card transactions in RecTrac. From a processing standpoint, credit card transactions in RecTrac look like transactions for any other tender type. There is no third party portal. All connection with the CardConnect gateway is handled through the pin pad.
Processing a Sale in RecTrac
- Process the sale as you normally would and proceed to the payment screen.
- Enter the appropriate Credit Card Payment Code.
- If the household has a credit card linked to their account, expand the Linked Credit Cards Drop-down list and select it, if desired by the patron.
- Click Add Payment when ready and Process when ready. RecTrac/VIC will initialize the CardConnect pin pad. Follow the prompts to insert card, swipe card, remove card, sign (isc250 only), etc.….
- The transaction will complete as normal, and the Auth Receipt(s) will print. Depending on your Signature Amount and hardware (ipp320 vs. isc250), a signature line may or may not print. Refer to CardConnect Credit Card Profile for further specifics, if needed.
Processing a Refund in RecTrac
In order to process a Refund Now transaction in RecTrac to a credit card using CardConnect, you will need a receipt number for a transaction for which the credit card was used. Optimally, the receipt number you use will be the receipt for which the original transaction was processed, but this is NOT a requirement.
Generally speaking, the fastest way to find a receipt number to look at the Purchase History tab (in Global Sales) for the household to whom you are processing the Refund, or for your Internal Household in the event of a Daily Sale. Household Transaction History inquiries/reports and Cash Journal reports also list receipt numbers.
- Once you have determined the Receipt number, process the refund like you normally would and proceed to the refund screen.
- Expand the Drop-down list for Refund Option, and select Refund Now.
- Enter the appropriate Credit Card Payment Code
- Enter the Receipt Number. Optimally this will be the same receipt that was used for the original transaction, but any receipt number linked to a transaction linked to credit card to which you are applying the refund will work.
- Expand the Linked Credit Cards field and select the appropriate record.
- Click Add Refund when ready and then click Process.
- Wait while the system completes the transaction. You will be returned to the Global Sales Lookup screen when done.
Processing Tips in RecTrac
Note: To process Tips via CardConnect, ensure your CardConnect Credit Card profile is set as follows:
- Account Type = Restaurant
- Tip GL Code - This field must be populated.
- Tip Cost Center - (Optional)
- In RecTrac, go to Processing Ribbon • Tip Processing
- Process Tips as you normally would.
Use the "i" Information icons for field definitions, and examples if needed. - When you click Submit Tip Amount, the amount entered will be added to the original amount of the sale on your CardConnect portal as the "Settle" amount.
Note: To update or revise a Tip Amount that you have submitted, return to the Tip Processing program, set the Status to show and find the transaction. Process the Tip again as you normally would (i.e. re-enter the exact amount of the tip). The CardConnect site will update the Gratuity with the new amount as if you were entering it for the first time.
Processing Transactions on the CardConnect Website
You may not process blind credits/refunds in RecTrac These types of transactions can be processed only via the CardConnect website. Some of the more common scenarios are:
- Blind Sales
- Blind Refunds
- Processing Voids
CardConnect will provide you with your department's Production Port URL as well as instructions for processing these and other transactions, as needed, on their site.
Settlement and Reporting Options
Settlement
The CardConnect settlement process is automatic and exclusively host-based. There is no need to use the RecTrac Credit Card Terminal, nor is there a need to settle transactions via the CardConnect website.
Reporting on Credit Card Transactions in RecTrac
- In RecTrac, go to Reporting Ribbon • All Reports • Credit Card Report.
- At the bottom of the screen, expand the Drop-down List for Output Template and select VSI - Credit Card Report.
- Highlight/select the Profiles (i.e. Merchants) in the Credit Card Profiles DataGrid on which you wish to report.
- Accept the default entries in the Date/Time Filters group or make alternate date selections, if desired.
Note: Refer to RecTrac Date Select Fields for a listing of selection definitions and examples for the Processing Date fields, if necessary.
- On the Transaction Filters group, expand the Combo Box icons for Record Status, Transaction Type, and Pay Codes and make your selections.
- Fill in all remaining report selection criteria based on the data that you want to view on the report.
Use the "i"Informaion icons for field definitions, and examples if needed. - Click Process. You will continue to the Report Options screen. Make your selections and click Continue.
Click here to see a sample of the Credit Card Report.
AIG/RegSaver Insurance
A supplemental option with the CardConnect credit card solution is an interface that allows a patron to purchase insurance underwritten by AIG through RegSaver to cover refunds, should the enrollee not be able to participate. This could be a full refund or a prorated refund, but that is decided by your Department and AIG.
For Example: You offer a Non-Refundable Rock Climbing program that includes the AIG/RegSaver enrollment insurance option. At the time of registration, your patrons will be asked whether they wish to purchase insurance.
- When patrons opt-in, then their credit card is charged the enrollment fee and tax plus the insurance amount. In the event patrons must cancel, then they pursue their enrollment insurance claim through AIG/RegSaver.
- When patrons opt-out of insurance, then their credit card is charged the enrollment fee and tax only. In the event patrons have to cancel, then they receive no refund.
The AIG/RegSaver/CardConnect Insurance interface falls outside the scope of the RecTrac application. Some setup is required within the RecTrac, but neither Vermont Systems nor the RecTrac application are involved in the daily processing or insurance claim functions. The cost of the insurance to the patrons is not recorded in RecTrac, and the means by which patrons receive a refund from AIG/RegSaver is processed outside of RecTrac.
How It Works
- You contact CardConnect and inform them that you wish to offer the AIG/RegSaver Insurance option to your patrons.
- CardConnect supplies you with a CardConnect Insurance Merchant ID, User Name, Password, and other information.
- You work with CardConnect and AIG to determine which items will be covered by Insurance.
- In RecTrac, you:
- Create and link an Insurance profile that contains your CardConnect and RegSaver account information.
- Update all Fees that will be subject to Insurance to ensure the Insurance Option is set to "Percent." The Insurance option is Fee-based.
- Update all Fees that will be subject to Insurance to disallow refunds. In the event patrons cancel a Fee, you do NOT want to refund them through RecTrac.
- Process Sales as you normally would and allow patrons to opt-in or opt-out of Insurance.
- Process Cancellations as you normally would and inform your patrons to pursue Insurance claims through AIG. The Refund Receipt will contain a URL and phone number.
AIG/RegSaver Insurance Implementation
Prior to implementing AIG/RegSaver Insurance, ensure the following statements are true.
- You have obtained a valid CardConnect insurance Merchant ID. If you do not have one, then contact Lauren Neal at CardConnect. Email: lneal@cardconnect.com.
- Your organization is running RecTrac 3.1.08.01 or greater.
- You have created and linked an Insurance profile. Instructions appear below.
- You have updated all applicable Fees in RecTrac to ensure the Insurance Option is set to "Percent" and to ensure that refunds for these fees will not be allowed through RecTrac.
Create and Link an Insurance Profile
The following steps will walk you through the process of creating and linking an Insurance profile for use with AIG/RegSaver insurance underwriting through CardConnect. These steps assume that you will link one (1) Insurance profile only.
- In RecTrac, go to Management Ribbon • System Management • User/Menu/Profile Management Group • Profile Assignments. Click Add.
- Enter a Profile Code for your Insurance profile. For Example: CardConnect RegSaver Insurance
- Expand the Drop-down list for Profile Type and select Insurance.
- Enter a Profile Description. For Example: CardConnect RegSaver Insurance.
- Click Create. You will continue to the Profile Update screen.
- Click the Combo Box icon for Modules Allowed to select the Module(s) you wish to include in the Insurance option. Multiple selection is allowed. Only items within the Module(s) you select here will be subject to the Insurance Option at purchase.
Note: Insurance is set up and maintained by Fee. In addition to selecting Modules in this field, you also must go to Fee Update and set the Insurance Option to "Percent" on all applicable Fees. This can be done quickly using Bulk Change. This is detailed in the next section.
- Enter the Insurance Merchant ID number for this profile in its field. CardConnect will supply this information.
Note: Insurance Merchant IDs and regular CardConnect Merchant IDs are different. So do NOT enter your regular/standard CardConnect Merchant ID in this field.
- Enter the CardConnect Insurance Payment URL as given to you by CardConnect. By default, this value should be as follows, but you should verify with CardConnect:
https://vsi.cardconnect.com:8443/cardconnect/rest/ - Enter your CardConnect Insurance Merchant Username and Password in their respective fields. CardConnect will supply you with this information. The password field will appear as a series of dots (• • • •).
Note: Username and password fields are case-sensitive.
- Enter your RegSaver Authorization Key as given to you by CardConnect. This will be a long alpha-numeric string.
- Enter the RegSaver URL as given to you by CardConnect. By default, this value should be as follows, but you should verify with CardConnect:
https://tech.nextwaveins.com/PolicyService/PolicyMerchantService.svc/RegistrationSaverInsurance/Purchase/Staging - Enter your Insurance Header in its field. The text you enter here appears on the Opt-in Information screen under the Protect Your Investment group during a Transaction when the patron is purchasing an item for which insurance is offered. You should work with CardConnect to determine the appropriate phrasing, but a good example of an Insurance Header is as follows:
"Registration fees are typically non-refundable. The new AIG insurance policy, "Registration Saver," now provides you the opportunity to cover the fees you pay for your child to participate in their sports activities.<br>
The policy covers your investment in case of injury(on or off the field), illness, and other unforeseen circumstances that may cause your child to miss an entire season, or portion of their season." - Enter your Insurance Footer in its field. The text you enter here appears on the Opt-in Information screen under the Terms and Conditions group during a Transaction when the patron is purchasing an item for which insurance is offered. You should work with CardConnect to determine the appropriate phrasing, but a good example of an Insurance Footer is as follows:
"NOTE: if you do not purchase the AIG-Registration Saver policy, then your fee may be non-refundable. <br>
You need to agree to the Terms and Conditions before placing your order. <br>
"RegSaver is offered by Next Wave Insurance Services, LLC - CA License #OF00755, in partnership with AIG." - Click Save when ready. You will return to the Profile Assignments screen.
- Link the Insurance profile at the Defaults level of Hierarchy. Refer to Create and Link a CardConnect Pinpad Profile above for guidance in linking profiles, if needed.
Update Fees
Set the Insurance Option to "Percent"
Insurance is set up and maintained by Fee. In addition to selecting Modules on the Insurance profile, you also go to Fee Update and set the Insurance Option to "Percent" on all applicable Fees. This can be done quickly using Bulk Change.
- In RecTrac, go to Management Ribbon • System Management • Fee/Rule/Question Management • Fee Management.
- Click Bulk Change. You will continue to the Fee Bulk Change program.
- In the Fee DataGrid, highlight/select the Fees on which you will be offering Insurance. Multiple selection is allowed.
- Do NOT select Change Detail Records Linked to File Maintenance Records.
- In the Bulk Changes Available Fields list on the lower-left of the screen, scroll down and select "InsuranceOption."
- Click Add.
- On the Individual Field Change screen, expand the Drop-down list for Insurance Option and select "Percent."
- Click Continue. You should see "SAFee_InsuranceOption=Percent" in the Bulk Changes to Complete list on the lower middle portion of the screen.
- Click Process Bulk Change.
- Review the Information message for accuracy and click Yes when ready. Bulk Change runs on the AppServer. The Notification Center will alert you when the process completes.
- Repeat these steps to change other Fees as needed or continue to the next section.
Set Fees to NonRefundable
Insurance underwriting from AIG/RegSaver allows patrons to recover all or some of the Fees for an item in the event they must cancel. In light of this, you should update all Fees in RecTrac that are subject to Insurance to disallow refunds. In the event patrons cancel a Fee, you do NOT want to refund them through RecTrac.
To accomplish this, Vermont Systems recommends setting the Cancel Prorate Option on all applicable Fees to "NonRefundable." Once set, RecTrac will disallow refunds for the Fee in the event of a cancellation. Use Fee Bulk Change. Follow the directions above. In the Bulk Changes Available Fields list on the lower-left of the screen, scroll down and select "CancelProrateOption." Upon Adding the field, expand the Drop-down list for Cancel Prorate Option and select "NonRefundable."
Daily Processing Example
- In RecTrac, process a sale as you normally would.
- When you click Process, you will be prompted with the following screen:
- At this point, patrons can opt-in or opt-out.
- If patrons opt-in, they will be charged $7.00 or 7% of the Fee (tax included), whichever is greater.
- If patrons opt-out, they will be charged the Fee (tax included) only.
- The Sale will complete.
Important Processing Notes
- Insurance charges are not listed or recorded in RecTrac. Upon opting-in for Insurance, the patron's credit card will be charged the $7.00 or 7%, but the charges will not show up in RecTrac. Separate line items for the Fee and the Insurance will appear on the customer's credit card statement.
- There is no indication in RecTrac that insurance has been purchased, nor will there be. The one exception is a note on the receipt which includes a URL to the AIG RegSaver page.
- Patrons can go to their credit card portal to view the transaction fees. Two (2) will be listed: one for the Fee in RecTrac and the other for the insurance.
- Vermont Systems customers can see insurance fees on the CardConnect portal. Be sure to look at the account which is specific to the Insurance Merchant ID given to you by CardConnect.
- Split payments are allowed, but at least $1.00 of the Fee being charged must be paid by credit card in order for Insurance to apply.
- WebTrac functionality is available as of RecTrac 3.1.08.02 and later.
- Insurance cannot be applied to recurring Installment Bills.
Refunding Insurance
In the event a patron cancels from an item which is insured through AIG/RegSaver, the patron must seek through AIG. Receipts from RecTrac that are linked to Insurance contain a URL as well as policy information. Patrons must file a claim using the information specific to their policy. An example is provided here:
WebTrac Payment Pages
CardConnect offers three (3) payment page options for WebTrac.
Hosted iFrame Tokenizer
CardConnect's Hosted iFrame Tokenizer solution captures code (HTML, JavaScript, and Java) associated with a CardSecure token value within an iFrame. Per the Payment Card Industry (PCI) Data Security Standards, a merchant's PCI compliance requirements are reduced when encasing token functionality in an iFrame hosted by CardSecure.
Why intergrate with the Hosted IFrame Tokenizer? Setup and use is simple. This integration does not require a page redirect to the Hosted Payment Page (HPP) and then a redirect back to WebTrac, like the other options do.
RecTrac Setup
Modify the Credit Card profile used for WebTrac transactions. This includes your purchase profile as well as your billing profile. In the group CardConnect - eCommerce Settings, set the Hosted Payment Page Version to "Hosted iFrame Tokenizer." Then Save your changes.
WebTrac
There are five (5) areas in WebTrac where the CardConnect iFrame Tokenizer has been integrated:
- Sales
- Adding a card on account for billing purposes.
- Updating cards associated with existing installment bills.
- Updating additional cards that the household has on account.
- Adding card on account for Tee Time No-Show.
Hosted Payment Page v2
CardConnect's Hosted Payment Page allows your patrons to complete credit card transactions in WebTrac.
Refer to Topic Document - CardConnect Hosted Payment Page for WebTrac.
Hosted Payment Page v1
CardConnect's Hosted Payment Page allows your patrons to complete credit card transactions in WebTrac. This is CardConnect's original payment page processing option
Additional Information
Required Third-Party Files
- The standard RecTrac 3.1 installation includes a \thirdpartyfiles directory. From within that directory, CardConnect uses the following sub-directories.
- \thirdparty\7-zip - The directory and its contents are required for Signature Capture on the Pin Pad
- \thirdparty\Curl - The directory and its contents are required to send auth requests to CardConnect
- \thirdparty\imageMagick - The directory and its contents are required for Signature Capture on the Pin Pad
Credit Card Pin Pad Terminals
- You will purchase your credit card pin pad(s) directly from CardConnect, and CardConnect Tech Support will assist you with the setup and installation of that physical hardware at your facilities. CardConnect certified hardware.
- Approved pin pad terminals are the Ingenico ipp320 and the Ingenico isc250.
- When setting up your pin pad(s), have CardConnect Tech Support enable clear NEC on all terminals. This setting returns the card holder name to RecTrac and allows the system to update the credit card record with that name.
Vermont Integration Client (VIC)
- VIC must be installed on all workstations from which you will process credit card transactions via CardConnect. VIC may be installed as an EXE or as a Service. Click Here for a copy of the VIC Installation guide, if necessary.
- The physical pin pad installation includes a cs.ini file, which contains configuration settings for your Department's pin pad terminals. VIC uses this file to initialize the pin pad during each sale. The cs.ini file gets pushed to the current user's session \temp directory upon on login, where it is used by VIC to initialize the pin pad. IF you are running VIC as a Service, then this file will get pushed the \temp directory of the login associated with the Service.
CardConnect PanPad Integration Processing Diagram
Charging Service Fees, Convenience Fees and/or Surcharges
CardConnect provides functionality to append transaction fees to your credit card transactions. This allows you to pass some of the operating costs for credit cards to your customers.
CardConnect provides three (3) options: Service Fees, Convenience Fees, and Surcharges. These fees are set up and maintained directly between you and CardConnect. There is no additional setup within Vermont Systems products, and these fees are NEVER reflected anywhere in RecTrac or WebTrac. If you establish Service Fees and/or Convenience Fees and/or Surcharges, then the only way you will be able to view them is via the CardConnect portal.
If opting to charge these fees, CardConnect will contact VISA/MasterCard. VISA/MasterCard will perform an audit of your department's finances to ensure the fees you wish to pass along to your customers are within industry standards. This process will take up to 60 days.
Contact CardConnect for further information.
- Sales Contact - signup@cardconnect.com.
- Lauren Neal - lneal@cardconnect.com.
Contactless Payments
Contactless Payments are not available with the CardConnect ccPanPad (USB) solution.
Contactless Payments are available with the CardConnect BOLT solution. Contact CardConnect for further information, if needed.
Troubleshooting
This section provides information regarding common problems and their resolution.
Problem
We are experiencing issues with our virtual com ports being recognized by the ccpanpad dll and are wondering whether we can change the cs.ini file name.
Solution
Yes. You can change the cs.ini file name, if needed. DO NOT change the .ini extension. If you opt to rename the CS.ini from an existing setup, the original cs.ini must first be removed from the Document Center in RecTrac and from the workstation's %temp% directory. Exit RecTrac on the workstation and exit VIC. Unplug the pinpad and remove the cable from the workstation. Then after linking the renamed ini file to the pinpad profile, restart/ plug in/power on those items in reverse order from how you shut them down.