Sync Guide - Greater Giving

Sync Guide - Greater Giving
Sync Overview
Before the Event
Sync 1
During the Event
This guide will instruct you on how to transfer
data between Greater Giving Event Software
and Auctionpay Master terminal
Before, During and After your event.
Network Setup | Sync Test
+
Timeline | Equipment | Terms
Sync Guide
After the Event
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Sync 2 & 3 | Charges | Declines
Greater Giving Event Software
Timeline | Equipment | Terms
Sync Overview
Sync Overview
Before the event
The Sync is an electronic transfer of data between Greater Giving Event Software and the Master
terminal. You must complete all the syncs and submission of the credit cards in the PC version of the
software prior to syncing with the Online version of the software.
Sync Timeline
Setup
Before the event
Set Up the Terminal Network
This guide is designed to provide step by step information for using the Greater Giving system before, during and after the
event. Follow the steps below in the exact order listed to ensure proper setup of the Terminal network.
1
Before the Event
During the Event
After the Event
Sync Test – Prior to your event, test
the sync using the Master terminal,
a USB drive and your Computer
Sync 1 – Mark guests for Express
Checkout in the software
Sync 2 – Enter Payment amounts
into the terminal
Send Changes to the Bank
Power ON the Master Terminal by plugging
in the power adapter into the bottom of the
Master Terminal. Do not power ON the
Remote Terminals yet.
2
EXPRESSPAY
SWIPE OR ENTER
CARD NUMBER
menu (f4) It will take a few minutes for the Master
terminal to initialize. When it is ready, the
main screen appears.
SWIPE OR ENTER CARD NUMBER.
Master Terminal
Remote Terminal(s)
USB Sync Adapter Cable/USB Drive
To connect each additional Remote Terminal,
plug the YELLOW end of the Network Cable to
the YELLOW port of the first Remote Terminal.
Connect the GREEN end of this cable to the
GREEN port of the back of the next Remote
Terminal. Repeat for each additional
Remote Terminal(s)
Network Cables
Server Computer
(Loaded with Greater Giving Event
Software and your event database)
Ethernet Cable/Phone Cord
Test Card
Training DVD
Red Loopback Plug
5
On the last Remote Terminal, plug the
RED loopback into the YELLOW port to
close the circuit.
Note: This step is imperative in order for
the Terminal Network to communicate.
Network Setup
4
Equipment
Insert the YELLOW end of the Network
Cable into the YELLOW port on the
bottom of the Master Terminal.
Connect the GREEN end of the Network
Cable to the GREEN port on the back
of the first Remote Terminal.
Before the Event
Sync 3 – Post approved
transactions to the software
3
6
Power ON all Remote Terminals at
the same time (or within a few
seconds of each other) by plugging
in the power adapter into the right
side of each remote terminal.
Sync Test
Before the event
Testing Sync 1 Before Your Event
A sync test must be completed prior to event day to make sure data can be transfered between the
Master terminal and the Greater Giving Event Software.
Everything you need to get your terminals up and running has
been included in your shipment. Please refer to the packing
slip for equipment list.
Greater Giving does not provide power strips.
2
You will need one power outlet for
each and every terminal.
•
Sync Test – Performed prior to event day, this quick test confirms that the sync is working.
•
Sync 1 – Performed right after registration. The Master terminal marks guests that pre-swiped a credit
card as Express Checkout in the Greater Giving Event Software.
•
Sync 2 – Performed after the event. The Greater Giving Event Software exports the amount due by
each Express Checkout guest to the Master terminal for payment processing.
•
Sync 3 – Performed after sending charges to the bank. The Master terminal posts approved payment
transactions to the Greater Giving Event Software.
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To ensure a successful sync process, it is essential to perform a sync
test prior to your event day with the primary computer.
Enter Test Transactions
To create a test transaction, enter a bidder number into the Master terminal. This number must match a
bidder number assigned in the Greater Giving Event Software.
1. Swipe test credit card
2. Enter a bidder # that exists in the software and press the green ‘Enter’ button
3. VERIFY BIDDER NUMBER: re-enter bidder #, press the green ‘Enter’ button
4. The merchant receipt prints automatically
5. Select YES to print a customer receipt (optional)
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3
Sync Test (continued)
Before the event
Confirm the Sync was Successful
Once there is a corresponding bidder number in the Master terminal, Sync 1 can be tested:
1.1. In
In the
the Greater
Greater Giving
Giving Event
Event Software,
Software, go
go to
to the
the View
View menu
menu and
and select
select Grid
Grid Views.
Views.
Select
Select Bidders
Bidders to
to open
open the
the Bidder
Bidder Grid.
Grid.
1. On the Master terminal press F4 > Select 8. SETUP > Select 7. PC SYNC > Select 1. PC SYNC 1.
2.2. Double
Double click
click on
on the
the test
test bidder
bidder to
to open
open the
the bidder
bidder record.
record. In
In the
the lower
lower left
left hand
hand corner
corner of
of the
the record
record
there
there
should
should
be abeþain
xthe
in the
Express
Express
Checkout
Checkout
box.box.
PC SYNC
1.PC SYNC 1
2.PC SYNC 2
3.PC SYNC 3
3.3. To
To reset
reset the
the record
record for
for the
the event,
event, click
click on
on the
the þ
x to
to clear
clear the
the Express
Express Checkout
Checkout box
box and
and press
press
F10
F10 to
to save.
save.
Clearing Test Transactions
Before the Event
Make
Make sure
sure to
to clear
clear all
all training
training data
data before
before your
your event.
event. Do
Do not
not clear
clear the
the terminal
terminal if
if it
it contains
contains live
live transactransactions
tions that need
thattoneed
be sent
to be
to sent
the bank.
to the bank.
To
clear aasingle
singletransaction
transaction
To clear
Sync Test
Sync Test
Before the event
Test Sync 1
2. Insert the USB drive directly into the USB port underneath
the Master terminal or utilize the included USB sync adapter cable (see Setup, page 2) and press Enter.
Before the Event
Sync Test (continued)
Press F4 > Select 1. VOID > Enter Bidder # > Verify Bidder # > Press YES to confirm > Press Cancel to return
Press F4 > Select 1. VOID > Enter Bidder # > Verify Bidder # > Press YES to confirm > Press
to main screen.
Cancel to return to main screen.
To
clear all
all transactions
transactions
the
terminal
To clear
in in
the
terminal
3. Select YES to write the file and wait for message
‘Take stick to PC’.
OK TO REMOVE
TAKE STICK
TO PC
4. Remove the USB drive and plug it into the primary computer
containing the Greater Giving Event Software.
5. Open your event database in the Greater Giving Event
Software. From the Data menu, select Synchronize
Auctionpay terminal Data.
Press F4 > Select 7. BANKING > Enter credentials > Select 7. CLEAR TERMINAL > Select YES to confirm
Press F4 > Select 7. BANKING > Enter credentials > Select 7. CLEAR TERMINAL > Select YES to
clear terminal. Press the red Cancel button twice to return to the main screen.
confirm clear terminal. Press the red Cancel button twice to return to the main screen.
NOTE: IfNOTE:
the screen
a summary
of all NotofSettled
Declined
transactions,
press Enter to continue to
If thedisplays
screen displays
a summary
all Not and
Settled
and Declined
transactions,
the Clearpress
Terminal/Confirm
Cleartoscreen.
Enter to continue
the Clear Terminal/Confirm Clear screen.
Do not clear the Terminal during or after the event.
You WILL lose all of your credit card information.
CLEAR TERMINAL
9 NOT SETTLED
0 DECLINED
CLEAR TERMINAL
CONFIRM CLEAR
WITH OPEN BATCH
YES
NO
6. Select Read file produced by terminal with bidders that checked in (Sync 1) and click Next.
7. Select the Sync 1 file on the USB drive (e.g. 140729S1.csv)
and click Open.
8. Once Sync 1 is complete, the Greater Giving Event Software displays a summary report. If any bidder numbers failed to
sync, print the log and troubleshoot. Click Finish.
If
you need
need assistance
If you
assistancewith
withthe
the test
testtransactions
transactionsGreater
Greater GivGiving
Client
Services
is
available
24/7.
ing Client Services is available 24/7.
9. On the Master terminal, press the red Cancel button two
times to return to the main screen.
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5
Sync 1
During the event
Sync 2
Marking Express Checkout Bidders in the Event Software
Sending Amounts Due to the Master Terminal
After registration closes, perform Sync 1 to transmit all Express Pay bidders from the Master terminal(s)
to the Greater Giving Event Software. ‘Express Checkout’ will now appear on printed receipts.
During Sync 2, Greater Giving Event Software exports the amount owed by each Express Checkout bidder
to the Master terminal for payment processing. This Sync is performed after the event.
If syncing with the multiple Master terminals, Sync 2 and 3 must be completed on
the first Master terminal before starting Syncs 2 and 3 on the other Master terminal(s).
If this sequence is not followed, it may disable entire Sync process.
This process is exactly the same as the Sync Test.
1. From the main screen of the Master terminal, press F4 >
Select 8. SETUP > Select 7. PC SYNC > Select 1. PC SYNC 1.
2. Insert the USB drive into the USB port or adapter cable attached to the Master terminal (see Setup, page 2) and press Enter.
3. Select YES to write the file.
4. Remove the USB drive and plug it into the primary computer containing the Greater Giving Event Software.
PC SYNC
1.PC SYNC 1
2.PC SYNC 2
3.PC SYNC 3
5. Open the Greater Giving Event Software. From the Data menu, select Synchronize Auctionpay terminal Data.
6. Select Read file produced by terminal with bidders that checked in (Sync 1) and click Next.
7. Select the Sync 1 file on the USB drive (e.g. 140729S1.csv)
and click Open.
8. Once Sync 1 is complete, the Greater Giving Event Software displays a summary report. If any bidder numbers failed to sync, print the log and troubleshoot. Click Finish.
10.
OK TO REMOVE
TAKE STICK
TO PC
Do not enter credit card payments into the Greater Giving Event Software.
Credit card payments are generated automatically during Sync 3.
3. Select Write file with bidders amount due to go to terminal
(Sync 2) and save the new file to the USB drive.
4. Once Sync 2 is complete, the Greater Giving Event Software
displays a summary report. If any bidder numbers failed to sync,
print the log and troubleshoot. Click Finish when complete.
5.
If you are using multiple Master terminals then repeat steps listed above.
On the Master terminal press F4 > Select 8. SETUP > Select 7.
PC SYNC > Select 2. PC SYNC 2.
6. Insert the USB drive into the USB port or adapter cable attached to the Master terminal (see Setup, page 2) and press Enter.
Do not enter data into the Greater Giving Software while the
Sync is performing.
Sync 1
1.In the Greater Giving Event Software, post all winning bids and
enter all cash and check payments prior to performing Sync 2.
2. From the Data menu, select Synchronize Auction pay terminal
Data and click Next.
9. On the Master terminal, press the red Cancel button two times to return to the main screen.
During the Event
After the event
Sync 1 can be performed multiple times as needed.
Manual Sync 1 – Marking Bidders as Express Checkout in Event Software
If you are unable to complete Sync 1 electronically, manually mark bidders for Express Checkout in the
Greater Giving Event Software.
1. Print a Bidder Report from the Master terminal: press F4 > Select 5. REPORTS > Select 1. BIDDER
4. From the Grid menu, select Enable Express Checkout and click OK to confirm. Each selected bidder
is now marked for Express Checkout.
5. If you make a mistake and need to unmark a bidder as Express Checkout, highlight the bidder and select Grid > Disable Express Checkout from the menu.
To ensure final purchase amounts are correct, audit the bidder totals
by comparing a Sales Report from the Master terminal with the BID-03
report (run from the Bidder grid) in the Greater Giving Event Software.
140712S1
140712S1.1
140712S1.2
OK TO REMOVE
Sync 2 can be performed multiple times as needed.
8. Remove the USB drive and press the red Cancel button two
times to return to the main screen.
SYNC 2 COMPLETE
(FILE:140712S1)
Sync 2
3. Select each bidder listed on the Bidder Report printed from the Master terminal. To select multiple bidders, hold down the Ctrl key on your keyboard while selecting.
PICK SYNC 2 FILE
After the Event
2. In the Greater Giving Event Software, click on the Bidder tab on the search bar and enter ‘1’ in the
Bid # field. Leave the second field blank. Click Search to display all bidders assigned a bid number.
7. Select YES to confirm (if your USB drive contains several
Sync 2 files, select the correct file from the list) by pressing
the ‘F’ key associated to the desired file.
PC SYNC
1.PC SYNC 1
2.PC SYNC 2
3.PC SYNC 3
No credit card payments should be entered into the Greater Giving
Event Software. Credit card payments are generated automatically
during Sync 3.
The Bidder Report lists bidder numbers in numerical order.
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Manual Sync 2
After the event
Send Charges to the Bank
After the event
Sending Charges via Analog Phone Line
Manual Sync 2 – Sending Amounts Due to the Master Terminal
If you are unable to complete Sync 2 electronically, enter bidder amounts owed directly into the Master terminal.
1. In the Greater Giving Event Software, click on the Bidder tab on the search bar. In the Include only
bidders who field, select ‘Are using express checkout’.
2. Click the printer icon, select the BID-03 report and click Print.
3. On the Master terminal, press F4 > Select 6. ENTER PAYMENTS > Enter the amount due
(including cents) for the first bidder and press Enter. If the bidder does not have any charges, just
press Enter to move on to the next bidder number.
4. Repeat until finished. Once all bidders are entered into the terminal, a totals report will
print automatically.
The terminal will prompt you to enter payments for every bidder with a $0.00 balance. The
terminal will skip bidders who were not swiped for Express Pay and where amounts have already
been entered (i.e. – Adjustments, Cashiering, or Split Pay purchases).
1. Plug the Phone Cord into the bottom of Banking Port Phone Line on the bottom of the Master terminal.
2. Power ON the Master terminal by plugging in the power cable.
3. On the Master terminal, press F4 > Select 7. BANKING > Enter credentials > Select 1. SEND TO
BANK > Select 2. PHONE LINE > Select YES to upload now.
4. Confirm the total dollar amount to be submitted. If correct, press Enter to submit. If incorrect, press the red Cancel button twice to return to the main screen and adjust totals.
5. Confirm need to dial 9 or other prefix and follow prompts.
6. If you receive connection errors, power OFF the Master terminal for 10 seconds and try again. If the
problem persists, call Greater Giving support.
7. After the charges have been sent to the bank, the Master terminal will automatically print a Banking
Report of all approved and declined transactions.
IMPORTANT: Charges must be transmitted to the bank before performing Sync 3.
To Make Adjustments
NOTE: Do not resubmit declines or clear the batch until after Sync 3 is complete. If declines are
resubmitted and approved, payment amounts can be manually entered into Event Software.
Press F4 > Select 3. ADJUSTMENT > Enter bidder # > Verify bidder # > Enter new total amount due
(this will override existing amount). Verify if ‘Cardholder’ is present, a new receipt will automatically print.
To Void a Transaction
Press F4 > Select 1. VOID > Enter bidder # > Verify bidder # > Press YES to confirm. Void receipt will
automatically print.
Posting Credit Card Payments in the Event Software
During Sync 3, the Greater Giving Event Software generates a payment for each approved transaction in the
Master terminal. Perform Sync 3 after sending charges to the bank.
Once all bidder balances are entered into the Master terminal(s) the next step is to submit the payments to the
bank. Use an internet connection for best results (a dedicated analog phone line method is also available, but
not preferred).
1. On the Master terminal press F4 > Select 8. SETUP > Select 7.
PC SYNC > Select 3. PC SYNC 3.
If using multiple Master terminals submit only one Master terminal at a time. Approved funds will be deposited
into your bank account within 5 business days.
2. Insert the USB drive into the USB port or adapter cable
attached to the Master terminal (see Setup, page 2)
and press Enter.
3. Select YES to write the file.
Sending Charges via Internet
1. Plug an Ethernet cable into the Banking Port Ethernet on the
bottom of the Master terminal.
4. Remove the USB drive and plug it into the primary computer containing the Greater Giving Event Software.
2. Power ON the Master terminal by plugging in the power cable.
3. Press F4 > Select 7. BANKING > Enter credentials > Select 1.
SEND TO BANK > Select 1. INTERNET > Select YES to upload now.
TERM TO PC SYNC
WRITE TO FILE:
140712S3
YES
NO
5. Open the Greater Giving Event Software. From the Data menu,
select Synchronize Auctionpay terminal Data.
Sync 3 | Declines
4. Confirm the total dollar amount to be submitted. If correct, press
YES to submit. If incorrect, press the red Cancel button twice to
return to the main screen and adjust totals.
PC SYNC
1.PC SYNC 1
2.PC SYNC 2
3.PC SYNC 3
After the Event
Manual Sync | Submit Charges
After the event
Submitting Transactions
Do NOT attempt to submit transactions over a wireless connection.
After the Event
Sync 3
5. If you receive connection errors, power OFF the Master terminal
for 10 seconds and try again. If the problem persists, please call
Greater Giving support.
6. After the charges have been sent to the bank, the Master terminal
will automatically print a Banking Report of all approved and
declined transactions.
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9
Sync 3
After the event
Resubmitting Declines
After the event
Transactions can be declined due to insufficient funds or bank security policy. In the event of a decline, contact
the card issuer for a Voice Authorization code. Optionally, contact the cardholder for another credit card.
6. Select Read file written by terminal with bidder payments
(Sync 3) and click Next.
For Voice Authorization:
1. Contact the appropriate card company:
7. Select the Sync 3 file on the USB drive (e.g. 140729S3.csv)
and click Open.
• Visa/MasterCard/Discover: 800.944.1111
• American Express: 800.528.2121
2. Provide the following information:
8. Once Sync 3 is complete, the Greater Giving Event Software
displays a summary report. If any bidder numbers failed to
sync, print the log and troubleshoot. Click Finish.
• Bidder number
• Merchant ID or MID (found on the merchant receipt and Equipment Packing List)
• Bank ID (203600)
• Credit card number and expiration date
• Cardholder’s name, as it appears on the credit card
9. On the Master terminal, press the red Cancel button two times
to return to the main screen.
• Cardholder’s billing address
• Amount of the charge
3. Once you receive an Authorization Code for a declined transaction, on the Master terminal
press F4 > Select 7. BANKING > Enter credentials > Select 5. REAUTH DECLINE.
10. Verify payments are posted in the Greater Giving Event
Software from the View menu, select Grid Views,
select Payments.
4. Enter the invoice number listed for the declined transaction on the Banking Report.
5. At the ENTER VOICE AUTH CODE prompt, select YES.
6. Confirm the dollar amount for the transaction. The Master terminal will charge the card again
using the Voice Authorization code.
For more information on how to resubmit declines please refer to the Greater Giving Terminal Quick Start
Guide or contact one of our client service representatives for assistance.
NOTE: Sync 3 can only be performed one time.
Syncing ESPC with ESO
Manual Sync 3 – Manually Posting Payments
After the event
After Your Event - Sync Data Back to Event Software Online
If you are unable to complete Sync 3 electronically, update bidder records manually in the Greater Giving
Event Software. Once the Banking Report has printed (on the Master terminal) with the approved charges,
create a payment record in the Greater Giving Event Software for each credit card transaction.
After your event has settled and you have processed and recorded your event transactions in the Event Software PC, you need to synchronize your Event Software PC data with Event Software Online so the PC data and
online data match.
•
Internet connectivity – You must have an internet connection to sync with Event Software Online.
• Credit Card Charges – All credit card charges must be submitted to the bank before attempting to sync with Event Software Online.
Manual Sync | Submit Charges
Once this synchronization is run, any data that needs to be updated should only be edited in Event
Software Online.
After the Event
Sync 3 | Declines
After the Event
How to run the Synchronization:
1. Open Event Software PC.
2. From the Data menu, select Synchronize with Online Project.
3. If prompted, enter your username and password and click OK.
You must have Organization Administrator rights in Event Software Online and use that username and password.
On
4. Event Software PC synchronizes with Event Software Online. A box
will appear when the synchronization is complete, summarizing
the information from the sync.
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11
Please return this guide with
the rest of the equipment.
©Greater
Giving
support@greatergiving.com | 866.269.8151
Visit www.greatergiving.com/support for additional software resources.
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