ePay Charge Guide 3.0.0

Retail ePay User Manual

v3.0.0

Contents

Section 1: Downloading the ePay Charge Software………………………………………………………....... 4

Downloading………………………………………………………..…………………………………………….... 4

Installing………………………………………………………..……………………………………………………. 4

Adding Your Company……………………………………..…………………………………………………... 4

Registering Your Software……………………………………..…………………………………………….. 5

Adding a Local User……………………………………..………………………………………………………. 5

Section 2: Import Existing Company……………………………………..…………………………………………. 6

After the Download……………………………………..……………………………………………………….. 6

Restoring Your Company……………………………………..………………………………………………. 6

Section 3: Settings………………………………………………………..…………………………………………………. 7

Company Settings……………………………………..…………………………………………………………. 7

Printer Settings……………………………………..…………………………………………………………….. 7

Password Reset……………………………………..…………………………………………………………….. 7

User Manager……………………………………..……………………………………………………………….. 8

Clear Database……………………………………..……………………………………………………………… 9

Device Manager……………………………………..…………………………………………………………….. 9

Section 4: Transactions…………….…………………………………..………………………………………………… 10

Sale – Swiped……………………………………..………………………………………………………………... 11

Sale – Manual……………………………………..………………………………………………………………... 11

AuthOnly – Swiped…………………………………….………………………………………………………… 12

AuthOnly – Manual……………………………………..………………………………………………………... 13

Credit – Swiped……………………………………..…………………………………………………………….. 14

Credit – Manual……………………………………..…………………………………………………………….. 15

Void……………………………………..……………………………………………………………………………… 16

Post Authorization……………………………………..………………………………………………………… 17

Capture……………………………………..………………………………………………………………………… 18

Check……………………………………..……………………………………………………………………………. 19

Section 5: Reports……………………………………..……………………………………………………………………. 21

Section 6: Help……………………………………..………………………………………………………………………… 22

Section 7: Adding an Additional Company……………………………………..………………………………… 22

Section 8: Exit……………………………………..………………………………………………………………………….. 22

Section 9: Installing & Configuring Star TSP100 Printer……………………………………..…………….. 23

Section 10: Configuring TSP100 Printer for ePay Charge……………………………………..…………… 24

Section 11: Setting Up Bluetooth & Pin Pad Devices……………………………………..…………………... 25

Section 12: Resetting Lost Password……………………………………..………………………………………… 25

Section 13: Uninstalling ePay Charge……………………………………..………………………………………... 26

Section 14: Additional Information……………………………………..………………………………………....... 27

Voice Authentication…………………………………………………..………………………………………... 27

Customer Support……………………………………..…………………………………………………………. 27

Retail ePay User Manual v3.0.0 2

Before the Installation

Sign in as Administrator

To install the Retail ePay Charge software, you need to sign into the computer user account that has Administrative Privileges.


Section 1

Downloading the ePay Charge Software

Step 1 -

Downloading

Download the ePay Charge software from www.epaycharge.com

and scroll to the bottom of the page. Choose the “Save” option when the prompt appears.

Open the USAePay folder and run the software Setup file to begin the installation.

A dialogue box will open up and click “Install.”

Step 2 –

Installing

If you have an older version of ePay Charge on your computer, you will be given the option to import your existing account information into the new software. If you do not already have a version of ePay Charge on your computer, press “No, Skip” to continue.

Step 3 -

Adding Your Company

To activate your software, you must sign in with your USAePay Merchant Console username and password. This will link together your online account and the software. Then press “Continue.”

**In order to activate your software, you must have an available software key in your account. If you do no have an available key, you will not be able to register the software.


Step 4 –

Registering Your Software

“Company Name” - as you would like your company name to appear on your receipts and reports.

“Location” - will name the source key in your online merchant console.

“USAePay Login” - enter your login credentials for www.usaepay.com

The default account type is “Production” and press “Continue.”

**if you are installing the software as a developer or using a sandbox account, you’ll want to choose “Sandbox.”

**to register the software, you must sign in with

master/administrative login credentials.

Step 5 –

Adding Local User

Once you have successfully registered your software. You will need to create local user information (username, password and security question/answer).

The first user registered to the software has administrative permissions by default however; the permissions can be changed once inside the software.

**User Name, Password and Security

Answer are required fields.

Then press “Continue”.


Section 2

Import Existing Company

If you are using a previous version of the ePay Charge software, upon initial installation you are given the option to import your existing software information to the 3.0 version of ePay

Charge.

Step 1 –

After the download

(fig. 1)

(fig. 1)

Step 2 –

Restoring Your Company

(fig. 2)

(fig. 2) In the “Add Company” screen, you will need to select (from the drop down menu) the name of the company that has been imported. Once you have selected your username

(from the previous software) you will enter the password “1234changeme” to sign in to your newly imported company’s account.

You will not be able to email customer receipts wen creating transactions through your imported/restored company.

After signing into the software you will need to change the passwords, security questions and user permissions in the “User Manager.”

When you import an existing company, none of the user settings will be imported.

**to register the software, you must sign in with master/administrative

login credentials.


Section 3

Settings

To set your company information for your receipts, add peripheral hardware, add/manage users and more, you need edit your “Settings.”

Company Settings

The company settings will appear on your printed receipts. Fill out the fields for the information that you wish to show to your customer.

**If Tax is applicable to your business, enter the tax rate and choose either a dollar amount or

percent.

**if you select “Add Tip” you will have the option to enter a tip into the sale form at the time of the transaction or to print a blank tip line on your receipts.

Press “Save” to save your company settings.

Printer Settings

To have the option to print a receipt after a successful transaction authorization, you must first select which receipts you would like to print. If there are no “Print

Copies” selected, the print button will not appear.

Press “Save” to save your Printer Settings.

Password Reset

Regardless of user permissions, each user with access to the software has the ability to change their password and security question.

Press “Save” to apply your password reset.

**Password and security question are required fields for the software.

**Your password will not expire. You can reset your password from the initial sign in screen and there you can reset a “Forgotten Password.”


User Manager

Add users to the software through the “User

Manager.” Each person given access should have his or her own username and password.

The Administrative user assigning usernames and passwords must enter a password and a security question. The local user will then have the ability to reset both their password and security question when they log in with their own credentials.

By assigning “Administrator” privileges the user will have access to all features in the software.

By assigning “Local User” privileges the user will only have access to the features that are selected with a green check mark.

Press “Add” to save the local user.

To “Modify” existing users, only Administrative users have access to add, modify and delete users. Select the “User” and then the command. Make your desired changes and the press

“Save.”

**The username will also show up in the transaction details in your USAePay Online

Merchant Console in Transaction Source “Clerk” information.


Clear Database

You can add multiple gateway accounts to your software. If you click “Clear Database” you will have the option to remove the account from your software.

Device Manager

In order to swipe credit cards and print receipts, you need to assign each piece of hardware to your software. If you do not assign each device, you will not be given the prompt

“Waiting for swipe…” and if you don’t have a printer assigned, you will not see the button to

“Print.”

Press “Add” and from the “Device Name” list, choose from the menu and assign the Port accordingly. Press “Add” to save device to your list. Each device you plan to use will have to be added individually. To remove devices, highlight the device and press the “Delete” button. Press “Close” to close the current window.

You can use our wireless printer/swipers SC30

& SC40 also with this version of the software.

To configure the Bluetooth on your computer, please refer to Section 21.

**USB Card readers must be readable for

Track 1 & 2 and keyboard emulated.

**If you have multiple gateway accounts registered in your software, you must configure each account’s Device Settings to utilize the

swiper and printer hardware.


Section 4

Transaction – Sale (Swiped)

The Sale window allows the merchant to process credit card transactions and DOES require

a magnetic strip card reader. By swiping the credit card, you are attaining the best possible transaction rate.

Step 1 –

If the Sale Window is not already open, click on the “Sale Icon” or from the menu, select Transactions  Sale.

Step 2 –

Within the Sale window, a “Waiting for

swipe…” text will be displayed. At this time, swipe the credit card through the magnetic reader. The magnetic strip on the credit card should be facing towards the power light on the USB reader.

**Make sure the card is flat on the reader base and swipe steadily. The card reader should also be on a flat and level surface for the best performance.

Step 3 –

When properly swiped, the Cardholder, Card

Number and Expiration will be automatically filled in. Enter the Sub-Total (amount to be charged) and all other fields as needed.

**The fields for CVV2, Street and Zip will be grayed out, as that information does not need to be entered for a swiped transaction.

Step 4 –

Click the “Process Sale” button to process the current transaction.


Approved Transactions

A “Transaction Approved” window will be displayed for all approved transactions.

Processor results will be displayed. To email a customer receipt, press the “Email Receipt” button and enter the customer email address. To view or print a transaction receipt, click the “Print

Receipt” button. To process a new transaction, click the “New” button.

Declined Transactions

If for any reason a transaction has been declined, a Transaction Declined window will be displayed with a decline reason.

Transaction – Sale (Manual)

A Manually Keyed transaction is very similar in process as a swiped transaction except that a mag. reader in NOT required. The credit card information is manually keyed into the Retail

Software. By keying in the transaction, a higher processing rate me be incurred.

Step 1 –

If the Sale Window is not already open, click on the “Sale Icon” or from the menu, select Transactions  Sale.

Step 2 –

Within the Sale window, the screen will default to a manual entry.

Step 3 –

Enter the customer information and click the

“Process Sale” button to process the current transaction.

**Card Number, Expiration and Sub-Total

(charge amount) are the only fields required in order to charge a card. All other fields are for your company records.




Processor results will be displayed. To view or print a transaction receipt, click the “Print

Receipt” button. To process a new transaction,

click the “New” button.


If for any reason a transaction has been declined, a Transaction Declined window will be

displayed with a decline reason.

**To view previous transaction and for receipt reprint, refer to your reports.

Transaction – AuthOnly (Swiped)

The Auth Only window allows the merchant to pre-authorize and DOES require a magnetic strip reader. Pre-authorizing the transaction places the transaction into the Queued

Transactions (refer to the Merchant Console User Guide) instead of the Batch Manager.

Step 1 –

Click on the “AuthOnly Icon” or from the menu, select Transactions 

AuthOnly.

Step 2 –

Within the AuthOnly window, a “Waiting for

swipe…” text will be displayed. At this time, swipe the credit card through the magnetic reader. The magnetic strip on the credit card should be facing towards the power light on the

USB reader.



Step 3 –

When properly swiped, the Cardholder, Card

Number and Expiration will be automatically filled in. Enter the Sub-Total (amount to be charged) and all other fields as needed.

**The fields for CVV2, Street and Zip will be grayed out, as that information does not need to be entered for a swiped transaction.

Step 4 –

Click the “Process” button to process the current transaction.

Transaction – AuthOnly (Manual)

The Auth Only window allows the merchant to pre-authorize and DOES NOT require a magnetic strip reader. Pre-authorizing the transaction places the transaction into the

Queued Transactions (refer to the Merchant Console User Guide) instead of the Batch

Manager.

Step 1 –

If the Sale Window is not already open, click on the “AuthOnly Icon” or from the menu, select Transactions  AuthOnly.

Step 2 –

Within the AuthOnly window, click the

“Manually Key” button. If there is no swiper assigned in your device manager, the screen will default to a manual entry.

Step 3 –


“Process” button to process the current transaction.

**Card Number, Expiration and Sub-Total (charge amount) are the only fields required in order to charge a card. All other fields are for your company records.










Transaction – Credit (Swiped)

The Credit window allows the merchant to credit a transaction and DOES require a magnetic strip card reader. By swiping the credit card, you are attaining the best possible

transaction rate.

Step 1 –

Click on the “Credit Icon” or from the menu, select Transactions  Credit.

Step 2 –

Within the Credit window, a “Waiting for


USB reader.



Step 3 –


“Process” button to process the current transaction.

**Card Number, Expiration and Sub-Total

(charge amount) are the only fields required in

order to charge a card. All other fields are for your company records.


Transaction – Credit (Manual)

A manually keyed Credit transaction is very similar in process as the swiped transaction except that a mag. reader is NOT required. The credit card information is manually keyed

into the Retail Software. By keying in the transaction, a higher processing rate may be incurred.

Step 1 –

Click on the “Credit Icon” or from the menu, select Transactions  Credit.

Step 2 –

Within the Credit window, click the “Manually

Key” button. If there is no swiper assigned in your device manager, the screen will default to a

manual entry.


Step 3 –

Enter the customer information and click the “Process” button to process the current

transaction.

**Card Number, Expiration and Sub-Total (charge amount) are the only fields required in order to charge a card. All other fields are for your company records.










Transaction – Void

The Void window allows the merchant to cancel a previously authorized transaction as long as the transaction being voided is within an open batch. Void DOES NOT require a magnetic strip card reader.

Step 1 –

Click on the “Void Icon” or from the menu, select Transactions  Void.


Step 2 –

Within the Void window, enter customer information and click the “Process Void” button to process the void for the current transaction.

**Reference number can also be referred to as a

Transaction ID. You can only do a void for the

full amount for the previously authorized transaction, partial voids are not permitted.







If for any reason a transaction has been

declined, a Transaction Declined window will be displayed with a decline reason.


Transaction – Post Authorization

The PostAuth window allows the merchant to post a previously authorized transaction

(AuthOnly) and DOES NOT require a magnetic strip card reader. You can choose to swipe

the card if you desire.


Step 1 –

Click on the “PostAuth Icon” or from the menu, select Transactions  PostAuth.

Step 2 –

Within the PostAuth window, a “Waiting for


USB reader.

**You can enter the Credit Card and Expiration manually by pressing the “Manually Key” button.

**Make sure the card is flat on the reader base and swipe steadily. The card reader should also be on a flat and level surface for the best performance.

Step 3 –

Enter the Authorized Amount and

Authorization Code and click the “Process” button to process the current transaction.

**Card Number, Expiration, Authorization Code and Sub-Total (charge amount) are the only fields required in order to charge a card. All other fields are for your company records.






If for any reason a transaction has been declined, a Transaction Declined window will be displayed with a decline reason. If you receive a Decline for a previously authorized transaction, you will need to call the voice authentication line for the credit card and obtain a new authorization.


**To view previous transaction and for receipt reprint, refer to your reports.

Transaction – Capture

The Capture window allows the merchant to move previously authorized transactions from the Queued Transaction to the batch manager. Capture DOES NOT require a magnetic strip

card reader. Refer to the Merchant Console Guide for Queued Transaction information.

Step 1 –

Click on the “Capture Icon” or from the menu, select Transactions 

Capture.

Step 2 –

Within the Capture window, enter customer information and click the “Process” button to process the void for the current transaction.

You can only capture an Authorized Only transaction.

**Reference number can also be referred to as a

Transaction ID. You can only capture up to the

total amount that was previously authorized.

Transaction – Check

The Check window allows the merchant to process checks directly through the Retail ePay

Charge software and DOES NOT require a magnetic strip card reader. A Check Transaction does not require a credit card but a valid routing and account number form where the funds are to be drafted from. A Check processing account must be established to process

checks.


Step 1 –

Click on the “Check Icon” or from the menu, select Transactions  Check.

Step 2 –

Within the Check window, enter the customer information and click the “Process” button to

process the current transaction.



Processor results will be displayed. To email a customer receipt, press the “Email Receipt” button and enter the customer email address.

To view or print a transaction receipt, click the

“Print Receipt” button. To process a new transaction, click the “New” button.


If for any reason a transaction has been declined, a Transaction Declined window will be displayed with a decline reason. If you receive a

Decline for a previously authorized transaction, you will need to call the voice authentication line for the credit card and obtain a new

authorization.



Section 5

Reports

Reports allow the merchant to view and reprint past transactions processed through the

Retail ePay Charge software. Transaction reports will be available for 90 days at which the new transactions will replace the old transactions. For more details on transactions processed through the Retail software, refer to the Merchant Console transaction details.

To view the “Transaction History”, click on Reports  View Reports.

The Transaction History is a basic straightforward layout. By default, transaction history displays all the transactions processed through the retail software.

To view specific transaction, click on the “Transaction Type” drop down menu box and select the type of transaction report to view. To reprint a receipt, you must first have a printer selected in your device manager, select the transaction line and press the “Reprint” button next to the “Refresh” button.


Section 6

Help

To find the details regarding your software installation key or your source key, click Help 

About. Here you will find the version of the retail software you are using, the username that is currently logged in, the install key and source key (unique to your specific company and account).

Section 7

Adding an Additional Company

Adding additional companies to your retail software allows the merchant to process through multiple gateway accounts through a single software.

To add another company to your software, refer to Section 1 and follow the setup instructions per adding a new company. Your login information will be included in the drop down menu per company selected.

Section 8

Exit

To Exit out of the software, click on File  Log Out or Exit.

The software will then close.


Section 9

Installing and Configuring Star TSP100 Printer

The Star TSP100 Thermal Receipt Printer is compatible with the ePay Charge Retail software.

If you do not have the installation disc, you can download the drivers directly from Star

Micronics at http://www.starmicronics.com/Supports/DriverDownload.aspx

Once you have installed the drivers:

Step 1 –

Turn on the Star Printer and start the Star Micronics

“Configuration Utility” application.

Step 2 –

Select “Star Line Mode (Default),” then click “OK.”

Step 3 –

Select “JavaPOS” from the left hand menu and save the folder to the default location.


Step 4 –

Click the “Add New” button. You should see “Star TSP100 Cutter (TSP143)” as a default device. Click “OK”

**if the “Add New” button is not

enabled, refer back to Step 3.

Step 5 –

Click the “Configure” button. Make sure “Do Checked Block Printing” is checked and click “Accept.

**if the “Add New” button is not enabled, refer back to Step 3.

Step 6 –

Click the “Check Health” button. You will be required to save the configuration settings.

Click “Yes” in the “Apply Changes” window.

**if the “Add New” button is not enabled, refer back to Step 3.

Step 7 –

Once the setup it successful, a “Check Health” receipt will print automatically from the TSP printer.

Section 10

Configuring TSP100 Printer for ePay Charge

To add the Star TSP100 device to your software, please first sign in to your ePay Charge software.

In the ePay Charge software:

1. Click  Settings  Device Manager

2.  Add  Device Name (Star Printer)  Port Name

3.  USB (default)  Add (Star Printer should be in Device List)

4.  Close


Section 11

Setting Up Bluetooth & Pin Pad Devices

To setup Bluetooth on your computer to enable to use of the SC30, SC40 and Pin Pad

Device for Debit processing. The setup is the same process for both the Bluetooth and Pin

Pad devices.

On your computer:

1. Click  Start Menu

2.  Control Panel

3.  Hardware & Sound

4.  Devices & Printers

5.  Add Device: W-ePay  Next

6.  Pairing Code, enter “1793”  Next

7.  Prompt should read “Device Successfully Connected”

8.  Right Click on Device Icon  Properties

9.  Hardware  Port #  Com # (found in the lower right hand corner of the screen)

After the device has been installed to your computer, login to your ePay Charge retail software and navigate to your “Device Manager.” You will assign the hardware and the port number for ePay Charge to recognize the device.

Section 12

Resetting or Lost Password

If you forget your password, you do have the option to reset it from the login screen. You must have a security question set up in order to change your password. If you do don’t have administrative access, request that the admin sign in and change the password for you and/or assign a security question and answer.

From the initial login screen click the link for

“Lost Password? Reset” and fill out the fields on the screen.


Section 13

Uninstalling ePay Charge Retail Software

Should you experience problems you can reset or uninstall and reinstall your retail software.

You will need to make sure you can see the “hidden folders” on your computer.

To enable “View Hidden Folders”:


2.  Control Panel Appearance and Personalization

3.  Folder Options  View

4.  Advanced Settings  select

“Show hidden files and folders”

5.  click Apply  click OK

(if you don’t see the Advanced

Settings Button, reference the list of options)

On your computer:


2.  Computer  Local Disk (C:)

3.  Users  (Your User Account) 

AppData

4.  Local  USAePay (right click and delete this folder)

From your start menu:

1. Click  Control Panel  Programs

2.  Programs and Features  Uninstall a program

3.  ePay Charge (right click and select “Uninstall/Change”)

4.  “Remove the application from this Computer”  select “OK”

Now, the ePay Charge retail has been completely removed from your computer.


Section 14

Additional Information

**All transactions created in the ePay Charge software can be found in your Online

Merchant Console. Login to your account at www.usaepay.com/login .

If you receive a message upon running a transaction “Transaction Requires Voice

Authentication,” you will need to obtain an authorization directly from the credit card company. Once you have the authorization code, re-run the transaction using the

“PostAuth” form in the software.

 Voice Authentication:

 Visa/Mastercard – (800) 228 – 1122

 American Express – (800) 528 – 2121

 Discover – (800) 347 – 1111

 USAePay Customer Support

 6 A.M. – 6 P.M. (Pacific) Monday-Friday

1-866-USA-EPAY or (866) 872-3729


ePay Charge Guide 3.0.0

Retail ePay User Manual

Contents

Before the Installation

Section 1

Downloading the ePay Charge Software

Section 2

Import Existing Company

Section 3

Settings

Section 4

Transaction – Sale (Swiped)

Transaction – Sale (Manual)

Transaction – AuthOnly (Swiped)

Transaction – AuthOnly (Manual)

Transaction – Credit (Swiped)

Transaction – Credit (Manual)

Transaction – Void

Transaction – Post Authorization

Transaction – Capture

Transaction – Check

Section 5

Reports

Section 6

Help

Section 7

Adding an Additional Company

Section 8

Exit

Section 9

Installing and Configuring Star TSP100 Printer

Section 10

Configuring TSP100 Printer for ePay Charge

Section 11

Setting Up Bluetooth & Pin Pad Devices

Section 12

Resetting or Lost Password

Section 13

Uninstalling ePay Charge Retail Software

Section 14

Additional Information

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