flexTRAX User Manual - keycentrix™ · Click PROFILE (F1). 4. Click SPECIALS (F5). flexTRAX...

flexTRAX

User Manual

Version 2.0.8.17

Updated: November 6, 2014

flexTRAX flexTRAX User Manual

2 www.keycentrix.com

800.444.8486

Contents Hardware Set‐up ........................................................................................................................................... 5

Set up for the All‐in‐One ........................................................................................................................... 7

Calibrating the All‐in‐One Touch Screen ................................................................................................... 7

Software Set‐up/ Configuration .................................................................................................................... 7

Add/Edit Store Information ...................................................................................................................... 7

Adding Merchant Information .................................................................................................................. 8

Heartland .............................................................................................................................................. 8

Global .................................................................................................................................................... 9

Add/Edit Taxes ........................................................................................................................................ 10

Adding Tax Tables.................................................................................................................................... 11

Enable Tax Exempt Sales Mode .............................................................................................................. 11

Add/Edit Departments ............................................................................................................................ 11

Add/Edit Specials .................................................................................................................................... 12

Setting printing option for receipts ........................................................................................................ 13

Programming Backups ............................................................................................................................ 14

Clerk Codes ............................................................................................................................................. 14

Configure Devices ................................................................................................................................... 15

Printer set‐up ...................................................................................................................................... 15

Cash Drawer ........................................................................................................................................ 16

Customer Display Pole ........................................................................................................................ 16

Pinpad Installation with USB cable ...................................................................................................... 17

Pinpad Installation with Serial cable ................................................................................................... 18

Signature Capture ............................................................................................................................... 18

Touch Screen (virtual keyboard) ......................................................................................................... 19

Card Swipe .......................................................................................................................................... 20

Interfaces ................................................................................................................................................ 20

Multi‐Register ..................................................................................................................................... 20

Pharmacy Interface Module ............................................................................................................... 21

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Programming the High Density Barcode Scanner ............................................................................... 22

Scanning/Adding an Item, Rx, or Special ................................................................................................. 22

Adding an Item .................................................................................................................................... 22

Adding an Rx ....................................................................................................................................... 24

Tax Exempt Sale Mode ........................................................................................................................ 24

Adding a Special .................................................................................................................................. 25

Discounts and Coupons ........................................................................................................................... 25

Adding a Discount ............................................................................................................................... 25

Clearing a Discount ............................................................................................................................. 26

Adding a Coupon ................................................................................................................................. 26

Entering a Payment ................................................................................................................................. 27

Cash ..................................................................................................................................................... 27

Check ................................................................................................................................................... 27

Credit/Debit/FSA/HSA ......................................................................................................................... 27

Charge ................................................................................................................................................. 28

Returning an Item................................................................................................................................ 28

Misc Functions ........................................................................................................................................ 29

Cash Check .......................................................................................................................................... 29

Entering an ROA .................................................................................................................................. 29

Paid Out............................................................................................................................................... 30

No Sale ................................................................................................................................................ 30

Void ..................................................................................................................................................... 30

Reports .................................................................................................................................................... 30

Z‐out Report ........................................................................................................................................ 32

Daily Summary .................................................................................................................................... 33

FSA Audit Report ................................................................................................................................. 35

Transaction Log ................................................................................................................................... 35

Department Report ............................................................................................................................. 36

House Charge/ROA Daily Summary .................................................................................................... 37

Kick Drawer Log ................................................................................................................................... 37

Signatures ........................................................................................................................................... 37

Import/Export Wholesaler Catalogs ........................................................................................................ 38




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Catalog Formatting ............................................................................................................................. 38

Importing Catalogs .............................................................................................................................. 38

Exporting Catalogs .............................................................................................................................. 39

Receipts ................................................................................................................................................... 40

Download/Update FSA Item Information (SIGIS Eligible List) .................................................................. 40

Download/Update FSA BIN Data ............................................................................................................. 40

PA‐DSS Implementation Guide ................................................................................................................... 41



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Hardware Set‐up (see diagram on following page)

1. Connect the keyboard to the computer via the USB cord that is connected to the

keyboard.

2. Connect the mouse to the computer via the USB cord that is connected to the mouse.

3. Connect the barcode scanner to the computer via the USB cord that is connected to the

scanner.

4. Connect the credit card reader to the computer via the USB cord that is connected to the

credit card reader.

5. Using the blue VGA cable, connect the monitor to the computer. There will be a white

adapter (DVI) that plugs into the back of the computer.

6. Connect the monitor to an electrical outlet using the power cable included in your

monitor box.

7. Connect the printer to the computer with the USB cable.

8. Using the RJ-12 cable, connect the cash drawer to the printer.

9. Connect the computer to an electrical outlet using the power cable.

10. Connect the printer to the outlet. You should have a cord connecting from the printer to

the power supply, from the power supply to the outlet.

11. Connect your computer to the internet.

12. If you purchased a customer display pole, please call flexTRAX support before

connecting it to the computer so the driver can be loaded.

13. Once you turn on your computer you will be prompted to enter a password. This

password is: flextrax.




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I

I

I

Computer ·-----

I

I

--- -I

I I Monitor

I I

I ---------

Credit Card

Reader

Barcode Scanner




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Set up for the All‐in‐One

1. Connect the keyboard to the bottom of the monitor via the PS2 or usb cord that is

connected to the keyboard.

2. Connect the barcode scanner to the bottom of the monitor via the usb cord that is

connected to the barcode scanner.

3. Connect the white rj-12 cable from the bottom of the monitor to the bottom of the cash

drawer.

4. Connect the black power cable in the bottom left towards the back of the monitor to the

power outlet.

5. Connect the computer to the internet.

6. If you purchased a customer display pole, please call customer support for assistance.

Calibrating the All‐in‐One Touch Screen

1. Click Start.

2. Click All Programs.

3. Click eGalaxytouch.

4. Click Configuration Utility.

o In the Settings tab you can set the beeping sounds.

5. In the Tools tab you can calibrate the screen using the following tests: 4 point

calibration, linearization, and the draw test.

Software Set‐up/ Configuration

This is the first step that you need to take before you begin using flexTRAX. Required entries

include: flexTRAX license number, store information, merchant information, taxes, and

departments. You may also want to add any specials at this time.

Add/Edit Store Information

1. Click OPTIONS (F8).

2. Click CONFIGURATION (F1).

3. Click PROFILE (F1).

4. Click REGISTER (F1).




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5. Enter your flexTRAX license number (provided by your flexTRAX Account Manager) in

the LICENSE field.

6. Enter your store information in the RECEIPTS section. This information will be displayed

on customer receipts.

7. Enter a custom RECEIPTS MESSAGE. This message will be displayed on the bottom of

customer receipts.

TIP: You may want to advertise upcoming sales, events, or your store website in the RECEIPTS

MESSAGE.

8. Enter a REGISTER ID is if you have more than one flexTRAX register and would like to

differentiate between them. The register ID will be displayed on receipts and reports.

9. If you want your items to be memorized after you scan or update them, check the

MEMORIZE ITEM PRICES box.

10. Check the DISABLE IN HOUSE CHARGE box if you do not accept house charges. This

will disable the CHARGE payment method on the transaction screen.

11. Check the ADD ITEM ON SCAN box if you do not want to hit enter each time you scan

an item.

12. Click OK when you are done.

Adding Merchant Information

Heartland






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4. Click MERCHANT (F2).

5. Enter your User ID, Password, Device, Site, and License numbers from the information

provided to you by your credit card processor (Heartland Payment Systems) into the

appropriate fields.

TIP: If you change your password on the Heartland website at any time you will need to

change it in the flexTRAX system (Password field) as well.


Global





5. Enter your Bank ID and Merchant ID that you received from your merchant

representative.




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6. Your Process Mode is PRODUCTION.

7. Click OK when done.

Add/Edit Taxes




4. Click SALES TAX (F3).

5. Click ADD.




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To edit a tax: click the tax line in the table to highlight it, and then edit the information for

the tax.

To delete a tax: click the tax line in the table to highlight it, and then click REMOVE.

6. Enter your tax DESCRIPTION and the tax RATE.

7. Continuing adding taxes as needed.

8. Click OK.

Adding Tax Tables




4. Click SALES TAX (F3).

5. Click the ADD button in the taxes area.

6. Click USE TAX TABLE.

7. You now can add your Table Maximum and Maximum amount.

8. Click ADD ENTRY to add your taxes.

9. Click OK.

Enable Tax Exempt Sales Mode




4. Click SALES TAXES (F3).

5. Check the box ALLOW TAX EXEMPT SALES to activate this feature.

6. Check the box that says TAX EXEMPT ID REQUIRED (optional), to force users to enter

a tax ID for the transaction.

7. Click OK.

Add/Edit Departments




4. Click DEPARTMENTS (F4).




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5. Click ADD to add a department.

To edit a department: Click the department line in the top table to highlight the

department you want to edit, and then edit the department information in the bottom

fields.

To remove a department: Click the department line in the top table to highlight the

department you want to remove, and then click the REMOVE button.

6. Type the department name in the NAME field, then click the corresponding taxes type

that you want that department tied to. If there is no sales tax for that department you will

not choose a tax.

7. Too add a discount to the department, click ADD in the discount field and type in the

amount or percentage you want that department to be discounted.


Add/Edit Specials




4. Click SPECIALS (F5).




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5. Click ADD.

To edit a special: click on the special in the table and then edit the DETAILS fields.

To remove a special: click on the special in the table and then click the REMOVE button.

6. Enter the special item information in the DETAILS section.


Setting printing option for receipts


2. Click RECEIPTS (F2).

3. Click RECIEPT OPTIONS (F2).

4. Select the options for each category.

5. Click OK.

Tip: The duplicate box will need to be checked if you would like the House Charge and

ROA to print an extra receipt for you at the time of the transaction.




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Programming Backups



3. Click BACKUPS (F3).

4. Choose the location and time for your backup to occur.

To create an immediate backup, choose BACKUP NOW. This will not create a recurring

backup time.

5. Click OK.

Clerk Codes Clerk codes allow tracking of activity within the flexTRAX system, in addition to limiting configuration

access to those without a supervisor role.





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4. Click CLERKS (F6).

5. Check the box to Enable Clerk Logins.

6. Click Add.

7. A supervisor needs to be entered first. Enter the supervisor name and code (password)

in the fields.

NOTE: Please be aware that the entire Name entered will be printed on the receipts;

therefore you may want to omit last names.

8. Click the Supervisor box.

9. Click OK.

NOTE: Only clerks with Supervisor permission will be able to access the clerk code area to

add/edit clerks.

Configure Devices

Printer set‐up



3. Click DEVICES (F2).

4. Click PRINTER (F1).

5. For PRINTER TYPE click the drop down to choose the type of printer you are printing to.

If you have an all-in-one system you will choose STLH-TP60. Epson users will choose

the EPSON TM-T88IV.

6. For PRINTER NAME click the Change Printer button to select your default printer.

7. Click OK.




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Cash Drawer




4. Click CASH DRAWER (F2).

5. Click KICK DRAWER to test to make sure the drawer will kick open.

6. Use the DEVICE dropdown box to choose the device the cash drawer will connect

through. If you have the all-in-one unit, choose the DIRECT OPOS. For all other units,

choose THROUGH EPSON PRINTER.

7. Click OK.

Customer Display Pole




4. Click POLE DISPLAY (F3).




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5. Click the ENABLED box.

6. Enter the messages that you would like to display.


8. Contact flexTRAX support at 1-800-444-8486 to finish the installation.

Pinpad Installation with USB cable

1. Connect the cables to the pinpad: Connect the serial cable to the pinpad, connect the

USB cable to the serial cable, and connect the power cord to the small black box on the

end of the serial cable.

2. Shut down the computer.

3. Connect the USB cable to the computer and the power cord to the outlet.

4. Restart the computer.

5. Insert the installation CD that came with the pinpad.

a. When the CD starts, choose the appropriate operating system. Then, RUN the

installation.

6. Restart flexTRAX.




10. Click PINPAD (F4).

11. Select the DEVICE from the dropdown box.

TIP: If using an Ingenico for the PINpad, no entry is necessary in the Port or Baud fields.

12. For Verifone, enter the COM port. If you have a touch screen it should be COM4, a

normal screen will be COM1.




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13. Enter 1200 in the BAUD field.

14. Click OK.

15. Close flexTRAX and re-start to initialize the pinpad.

Pinpad Installation with Serial cable

1. Connect the cables to the pinpad: Connect the serial cable to the pinpad, and connect

the USB cable to the serial cable, and connect the power cord to the small black box on

the end of the serial cable.

2. Shut down the computer

3. Connect the serial cable to the port in the computer.

4. Restart the computer.

5. Restart flexTRAX.




9. Click PINPAD (F4).

10. Select the DEVICE from the dropdown box.

TIP: If using an Ingenico for the PINpad, no entry is necessary in the Port or Baud fields.

11. For Verifone, enter the COM port. If you have a touch screen it should be COM4, a

normal screen will be COM1.

12. Enter 1200 in the BAUD field.

13. Click OK.

14. Close flexTRAX and re-start to initialize the pinpad.

Signature Capture




4. Click SIGNATURE PAD (F5).




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5. In the DEVICE dropdown choose Ingenico i6780. This is the only signature pad

supported at this time.

6. Select the options for collecting signatures for each transaction type.

7. Click OK.

Touch Screen (virtual keyboard)




4. Click TOUCHSCREEN (F6).

5. Click the VIRTUAL KEYBOARD ENABLED box.

6. Click OK.




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Card Swipe




4. Click CARD SWIPE (F7).

5. If you are going to use the Ingenico pad than chose that option in the drop down. If you

are using anything else to swipe your cards please choose KEYBOARD EMULATOR.

6. Click OK.

Interfaces

Multi‐Register

This feature enables you to sync item prices, departments, and specials from one register to

another. These are the only items synced at this time. Each machine will maintain its own

database, so reports are not centralized.




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3. Click INTERFACES (F4).

4. Click MULTI-REGISTER (F1).

5. Click the checkbox next to Send Catalog Updates and/or Send Department Updates.

6. Click OK.

NOTE: The SYNC TO NEW button is if you have purchased an additional flexTRAX

register and you want to sync the information from your existing register(s) to the new

one. When you click this button you will need to call flexTRAX to enter a code.

Pharmacy Interface Module

*To enable this menu in flexTRAX, please call your Account Manager. Additional fees may

apply. This feature enables an interface between your flexTRAX registers and your pharmacy

management system (if available).


2. Click CONFIGURATIONS (F1).

3. Click INTERFACES (F4).

4. Click PHARMACIES (F2).

5. Click the options you want to activate.

Prescription

Allow Prescription Search- This option will allow users to manually search for




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related prescriptions that are filled or on hold based on the original prescription

that is scanned/entered. These additional prescriptions can then be added to the

transaction from the sale screen.

Auto Search on Barcode Scan- This option will automatically search for related

prescriptions that are filled or on hold when a prescription is scanned. These

additional prescriptions can then be added to the transaction from the sale

screen.

Accounts Receivable Allow Account Search- This option will allow users to search for accounts from the pharmacy management system in order to apply charges/payments. House Charge and ROA transactions will be auto-populated (but can be edited) based on scanned prescriptions or searched for manually. When a transaction is completed, flexTRAX will send the pharmacy management system data to update the prescription information and changes to the house accounts.

6. Click OK.

Programming the High Density Barcode Scanner

Follow these instructions to program the High Density Barcode Scanner for more convenient

use.

Auto‐Scan Mode

To program the barcode scanner to automatically scan when an item is placed under the beam,

scan the AUTO-SCAN MODE barcode on page 5 of the barcode manual (came with your

barcode).

AUTO ADD DESCRIPTION/PRICE

To program the barcode scanner to automatically return the description and price when

scanned, scan (in order) the SCAN OPTIONS, DATA SUFFIX, and then ENTER on page 89.

Scanning/Adding an Item, Rx, or Special

Adding an Item

1. Click ADD ITEM (F1) function key.




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2. Scan or enter the UPC number on the item. 3. For any item that you scan for the first time, you will need to enter the description,

quantity, price, and department. You can choose the department by using your mouse or the arrow keys on your keyboard. This information will be stored and automatically populated when scanned again if you have enabled the MEMORIZE ITEM INFORMATION feature (see Store Information).

If you scan an item that is FSA eligible and is in the SIGIS inventory file, the description will populate automatically. You will only need to enter the amount and department.

TIP: If you do not want to enter the description and UPC number, you can just enter the price and the department. When you do this the item number will default to 9999999999.

4. After you scan each item press ENTER on your keyboard or the click the ADD button. (If you want to have the items scanned without hitting the ENTER button please go to the REGISTER tab and check the box that says ADD ITEM ON SCAN.)

TIP: If you scan an item and you want to override the price that is shown you can manually change the price. Please note that this new price will be stored if you have enabled the MEMORIXE ITEM INFORMATION feature.

5. When all the items have been scanned choose one of the four payment options on the

bottom of the screen. You can choose cash, check, credit, or charge.




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TIP: To delete an item from a sale, click the line item to highlight it and click DELETE on the keyboard.

Adding an Rx

1. Click ADD RX (F2) from the main menu or click F2 from the ADD ITEM menu.

2. Enter the Rx number, price (required), and the description, or scan the bar code if available.

Note: Your pharmacy software provider may be able to add a readable barcode to your prescription labels. The standard flexTRAX supported barcode formats are 128A or 39; they should contain the Rx# and patient pay amount.

TIP: From the Rx screen you can add OTC items by clicking on or pressing F2, or any other Special Items, by clicking or pressing F3.

Tax Exempt Sale Mode

1. Click MISC. (F5).

2. Click TAX EXEMPT (F7).

3. Enter the TAX EXEMPT ID.

4. Click OK. Your flexTRAX system will remain in tax exempt mode until the transaction is

COMPLETE or RESET/CLEAR is clicked.

5. Add items to your ticket and complete the transaction.

Tax Exempt transactions will be identified on the transaction log with the TAX exempt ID

(if entered).




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Adding a Special

1. From the MAIN MENU click ADD SPECIAL (F3), or from the ADD ITEM screen click F3- SPECIAL ITEM (F3).

2. Click on the special (or press the appropriate function key) to add the special to the transaction.

3. Click BACK to return to the MAIN MENU to complete the transaction.

Discounts and Coupons

Adding a Discount

1. Scan the item. 2. Press ENTER or click ADD. 3. Click CANCEL on the ADD ITEM screen. 4. For line item discounts, highlight the item before proceeding to step #5. You can also

highlight multiple items at once. For a ticket discount, do not highlight any items. 5. From the main menu click DISCOUNT (F4). 6. Select DISCOUNT (F4).




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7. Type in the appropriate dollar amount or percentage. 8. Click OK. 9. If you have any additional items to add go to the MENU and click the ADD ITEMS button

and continue scanning items.

Clearing a Discount

1. Click DISCOUNTS (F4).

2. Click DISCOUNTS (F4).

3. Click CLEAR DISCOUNTS (F6).

4. Click YES when it asks you if you want to clear all discounts.

TIP: To clear only one discount, click the discount to highlight it and then press delete on your

keyboard.

Adding a Coupon

1. Scan the item. 2. Press ENTER or click ADD. 3. Click CANCEL. 4. Click DISCOUNT (F4). 5. Click COUPON (F5).




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6. Type in the description and dollar amount of the coupon to be applied. 7. Click OK.

TIP: Coupons acts as a tender type and does not affect sales tax.

Entering a Payment

Cash

1. To accept cash, click the CASH button or F9. 2. Click a quick cash button, the exact change button, or type in an amount. Decimal points

are not required. 3. Click OK or press Enter. 4. Click COMPLETE TRANSACTION. 5. Change due will be displayed and the drawer will open.

Check

1. If the customer is paying with a check click the CHECK button or F10. 2. Enter the check number (if you maintain this information then it is not required) and the

amount. 3. Click OK. 4. Click COMPLETE TRANSACTION.

Credit/Debit/FSA/HSA

1. If paying with a credit, debit, or FSA/HRA card, click the CREDIT button or F11.




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2. Swipe or manually enter the information. 3. Click CREDIT or DEBIT. If debit, the customer should enter their pin number on the

pinpad.

4. Click COMPLETE TRANSACTION.

Tip: If you have a signature capture device then you may be prompted for various signatures. The order for signatures will be: HIPPA (only available for interfaces with a pharmacy management system), credit card, insurance, refund, and miscellaneous.

Charge

1. If you have a customer that has an in store account click the CHARGE button or F12. 2. Enter the account name and the amount. 3. Click OK. 4. Click COMPLETE TRANSACTION. 5. Three receipts will print: one for the customer, one for the store to post to their pharmacy

management A/R, and one for a signature receipt.

Returning an Item

1. Click RETURN or press the F6 function key. You will notice that the fields will turn yellow.

2. Scan the item(s) to be returned. NOTE: To return a prescription, push F2 or click the F2 Rx link before scanning or entering the Rx information. The balance due to the customer will be displayed in the top right hand corner of the screen.

3. Select your refund method (tender type) and complete the transaction.

TIP: Only FSA eligible items can be returned to an FSA card.




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Misc Functions

Cash Check

1. Click MISC (F5).

2. Click CASH CHECK (F1).

3. Type in the amount and the description.

4. Click OK.

Entering an ROA

1. Click MISC (F5).

2. Click ROA (F2).

3. Type in the description area of the name of the account that the payment needs to be posted to and then the amount.

4. Click ENTER.

5. Select the appropriate tender type button at the bottom of the screen.

6. Enter the amount of the payment.

7. Click the COMPLETE TRANSACTION button.

8. Three receipts will print: one for the customer and one for you to take to your pharmacy management system to post to A/R.

TIP: As of July 1st 2009, you can no longer post an ROA payment using an FSA card as the

tender. The FSA provider has to see the actual transaction item to approve payment.




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Paid Out

1. Click MISC (F5).

2. Click PAID OUT (F3).

3. Enter the description (reason for the Paid Out) and the amount.

4. Click ENTER. A receipt will print for you to put in the drawer for your records.

No Sale

1. Click MISC (F5).

2. Click NO SALE (F4) to open the drawer.

Void

1. Click MISC (F5).

2. Click VOID (F5).

3. Enter the receipt number that you want to void.

4. Click OK.

5. A dialog box will display to confirm the transaction you are voiding. Click OK to confirm.

6. A void receipt will print to confirm that the transaction was voided.

NOTE: Voids can only be done on transactions that have not yet been batched (typically same

day transactions).

Reports





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2. Click REPORTS (F3). 3. Click Daily Summary, FSA Audit Log, Transaction Log, Department Sales

Summary, House Charge/ROA Summary, Kick Drawer Log, Void Log, or Signatures and click OPEN. For Z-Out, click the Z-Out button, then choose the Z-out you want to view or click NEW to create a new one.

4. All reports can be viewed by date; the Daily Report and Department Report can also be viewed by date and time.




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Z‐out Report




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Daily Summary




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Tip: You may want to view the Daily Summary report without references. To do this, select HIDE DETAILS below the date when running the report.

StartDate: 7/19/2010 12:00:00AM

EndDate: 7/20/2010 12:00:00AM

Transaction Count: 21

Re ister: Alpha

Rx Sales 564.96

Taxable 795.45

Non-Tax 3,085.75

Tax Exempt 220.00

Gross Sales $4,666.16

Returns 20.00

Discounts 43.50

Net Sales $4,602.66

ROA 0.00

Sales Tax 132.28

Net Proceeds $4,734.94

Cash 474.08

Check 1,225.62

Discover 000

MasterCard 0.00

AmEx 2,494.70

Visa 261.58

Other Credit 0.00

Debit 0.00

House Chg 278.96

Coupon 0.00

Total Tendered 4,734.94

Mise Information

Kick Drawer Count: 2

Void Count: 2




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FSA Audit Report

Transaction Log




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Department Report




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House Charge/ROA Daily Summary

Kick Drawer Log

Signatures




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Import/Export Wholesaler Catalogs

Catalog Formatting

FlexTRAX supports standard formats for the following

wholesalers: UPC 11 tab delimited (includes McKesson and

Cardinal) American Greetings Amerisource Basic Vitamins DaySpring CSV Denco Corporation EDI x12 832 Price/Sales Catalog Hallmark Kinray Promotions Unlimited S. Abrahams and Sons, Inc. Windmill

If you are using a catalog other than standard formats listed above, your catalog will need to be

formatted in the tab-delimited format described below by your wholesaler before importing into

flexTRAX. Please direct your wholesaler to your flexTRAX Account Manager for additional

questions.

Tab-delimited format with no header row:

[UPC] [Description] [Price]

Example:

99999999999 Product 1234 10.00

Importing Catalogs


2. Click IMPORT/EXPORT (F4).




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3. Select the file type from the drop down box.

4. Select the file you want to import using the browse button.

Note: the catalog must be saved on this computer or on a USB drive to be accessed.

5. Click IMPORT. A dialog box will display to inform you that the import was successful.

6. Click OK.

Exporting Catalogs



3. Click EXPORT.

4. Choose a location to save your file. Click SAVE.




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Receipts


2. Click RECEIPTS (F2).

3. Click REPRINT RECEIPT (F1).

4. Enter a receipt number to reprint or click PRINT LAST RECEIPT to reprint the last receipt. If you do not know the receipt number you can view the transactions list for that date range to find the ticket.

Download/Update FSA Item Information (SIGIS Eligible List)



3. Click the Download and Update FSA Item Data button.

TIP: This is updated automatically every 30 days, as long as you close

flexTRAX down and re- open it the next morning.

Download/Update FSA BIN Data





5. Click the Update FSA BIN Data button.

TIP: This file is updated automatically every time flexTRAX is opened.




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PA‐DSS Implementation Guide

Updated: November 14, 2013 KeyCentrix, LLC Confidential Information




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Revision History Date Nature of Change Author

Revision Date A brief description of what changed in the document. Initials

7/18/2013 PA-DSS v2.0 JMC

11/14/13 flexTRAX v2.0.7.0 JMC




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Removal of Sensitive Data The flexTRAX system does not retain any sensitive data. Any retention of sensitive data is in violation PCI DSS 1.1.4, 1.1.5, 1.2, 2.5, 2.6, 2.7, 4.4, 9.1, 11.1, 11.2 guidelines. Protection of Stored Data The flexTRAX system does not store any sensitive or protected (i.e. Credit Card Number) cardholder data. Any cardholder data that you retain outside the flexTRAX system must be protected per PCI DSS 1.2, 2.1, 2.5, 2.6, 2.7, 4.4, 9.1, 11.1, 11.2 guidelines and purged in compliance with internal retention periods. Enforcing Secure Authentication There are no authentication procedures needed within the flexTRAX application. However, you must follow the PCI DSS guidelines for ensuring your computer is secure in order to meet PCI DSS 1.2, 3.1 through 3.2 guidelines. These guidelines include:

All access to PCs, servers, and databases with payment applications must require a unique user ID and secure authentication.

Do not use default administrative accounts for system login

Do not use group, shared, or generic accounts and passwords (PCI DSS 8.5.8). Specifically, generic User IDs and accounts must be disabled or removed, shared User IDs for system administration activities and other critical functions must not exist, and shared and generic User IDs are not used to administer wireless LANs and devices (PCI DSS 8.5.a)

Internal password policies must explicitly prohibit group and shared passwords (PCI DSS 8.5.8.b); and group and shared passwords are not to be distributed by sysadmins, even if requested (PCI DSS 8.5.8.c)

Changing of user passwords every 90 days (PCI DSS 8.5.9.)

Requiring a minimum password length of seven (7) characters (PCI DSS 8.5.10)

User passwords must contain both alpha and numeric characters (PCI DSS 8.5.11)

Last four (4) password must not be re-used (PCI DSS 8.5.12)

Users must be locked out after no more than six (6) attempts (PCI DSS 8.5.13);

The minimum lockout must be thirty (30) minutes or until administrated enables the User ID (PCI DSS 8.5.14)

If a session has been idle for more than fifteen (15) minutes the user must re-enter the password (PCI DSS 8.5.15)

Logging Payment Application Activity Audit trails are enabled automatically through the flexTRAX system and cannot be disabled by the user. This is per PCI DSS 4.1 guidelines.

Security Audit Log Windows logging of audit events must be set.

Log Properties




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Open Event Viewer Select Set log to archive when full and OK

System Access Control List

Set SACL (system access control list) to audit for administrator. Open Windows Explorer and browse to the log directory shown in the screenshot

above.

%SystemRoot%\System32\Winevt\Logs\ (Normally C:\Windows\System32\Winevt\Logs)

Right click the folder and select Properties Select the Security Tab




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Press Advanced Select the Auditing Tab




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Press Edit Press Add

Windows 8 step – Select Security Principle Search for or just type “Administrators” Press Check Name to verify – it should underline and include the computer name OK

Check all boxes shown above for auditing OK OK all other dialogs and close Windows Explorer

Audit Policies

Go to Start and type in “Local Security Policy” and Press Enter Expand Local Policies Select Audit Policy




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Set each Audit Policy as shown Close Local Security Policy Windows Audit settings are complete

Centralized Logging

Windows Logging

Event logging provides a standard, centralized way for applications (and the operating system)

to record important software and hardware events. The event logging service records events

from various sources and stores them in a single collection called an event log. The Event Viewer

enables you to view logs; the programming interface also enables you to examine logs.

Windows logs can be pulled from different computers on a network to a central database to review log data. There are many tools that accomplish this with prices ranging from free to thousands of dollars. Selecting the tool that fits your needs can be difficult. KeyCentrix recommends Splunk as a good choice if your business requires centralized log management. Application Logging Application log events are stored in an SQL database and can be reviewed from the application reporting capability. They can also be exported to another database if desired. The audit data is




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exported to the flexTRAX program directory on a daily basis and can be imported into a central database to review log data. This may be another SQL database or Splunk could be used for this as well.

Hardware in Use All hardware and software is provided by flexTRAX or is sent directly from the Merchant. All hardware and software used for the payment application must be documented. This includes the purchase of any third party hardware or software per PCI DSS 5.4. A list of system requirements, including supported and required third party programs is listed in the flexTRAX System Requirements. Protecting Wireless Transmissions If you are using a wireless internet connection with your flexTRAX system, you must follow the guidelines below:

A firewall is required between any wireless networks and the cardholder data environment, and the firewall must be configured to deny or control any traffic from the wireless environment in to the cardholder data environment (PCI DSS 1.2.3, 2.1.1, 6.1)

For wireless environments connected to the cardholder data environment or transmitting cardholder data, changes to wireless vendor defaults must be implemented to include but not limited to: changes to encryption keys from default at installation and anytime anyone with knowledge of the keys leaves the company or changes position; default SNMP community strings must be changed; default passwords/passphrases must be changed; firmware on wireless device must be updated to support strong encryption for authentication and transmission over wireless networks; changes must be made to all other security related wireless vendor defaults (PCI DSS 2.1.1, 6.2)

Wireless networks transmitting cardholder data or connected to the cardholder environment must use industry best practices to implement strong encryption for authentication and transmission with statements detailing that WEP is prohibited for new deployments after March 31, 2009 and for current deployments WEP is prohibited after June 30, 2010 and must be phased out prior to the June 30, 2010 deadline (PCI DSS 4.1.1)

Internet/Network Connectivity and Communications The flexTRAX application does not retain cardholder data. Because the flexTRAX application does require an internet connection, you should implement a firewall or like device for securing all Internet connections. Encrypting Sensitive Traffic Over Public Networks Per PCI DSS 4.1, strong 128-bit SSLv3 based cryptography is used during payment application transmission of cardholder data over open public networks. Remote Updates and Remote Access Updates to your flexTRAX system are done automatically; therefore, it is necessary for you to implement a firewall or like device for securing your Internet connection. Remote technical assistance is available when needed. Connect to remote assistance by selecting the Request Remote Help option in the Help tab of the flexTRAX application. This option connects directly to a flexTRAX support technician. To disconnect, close the Remote Help window.




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FlexTRAX does not facilitate remote access of the computer(s) which it is installed upon; however, it does not prevent remote access. If you choose to access the computer remotely, PCI DSS requires that the remote access use “two-factor” authentication (username and password along with an additional authentication item). In addition, the following guidelines and requirements should be met:

Change default settings in the remote access software (e.g., change default passwords and use unique passwords for each customer

Allow connections only from known sources

Use strong authentication for logins

Enable encrypted data transmission

Enable account lockout after six (6) failed login attempts

Configure the system so a remote user must establish a VPN connection via a firewall before access is allowed;

Enable logging functions;

Restrict access to customer passwords to only authorized personnel;

Establish customer passwords according to PCI DSS requirements 8.1, 8.2, 8.4, 8.5 as follows: o 8.1 - Identify all users with a unique user name before permitting access to system

components or cardholder data o 8.2 - Establish unique passwords for each remote access user o 8.4 - Use encryption such as a VPN to secure network communications such as

passwords o 8.5.1 - Control the addition, deletion, and modification of user IDs o 8.5.2. - Verify the identity of users before performing password resets in a non-face-to-

face method o 8.5.3 - Set first-time passwords to unique values for each user and require they are

changed after first use o 8.5.4 - Immediately evoke access for terminated users o 8.5.5 - Remove inactive accounts at least every 90 days o 8.5.6 - Enable vendor’s account for remote maintenance only during time periods

needed o 8.5.7 - Communicate password procedures and policies to all users who have access to

cardholder data o 8.5.8 - Do not use group, shared, or generic accounts and passwords. Specifically, the

Implementation Guide states that: generic User IDs and accounts are to be disabled or removed, shared User IDs for system administration activities and other critical functions must not exist, and shared and generic User IDs are not used to administer wireless LANs and devices (PCI DSS 8.5.a); password policies must explicitly prohibit group and shared passwords (PCI DSS 8.5.8.b); and group and shared passwords are not to be distributed by sysadmins, even if requested (PCI DSS 8.5.8.c);

o 8.5.9 - Change user passwords every 90 days o 8.5.10 - Require a minimum password length of seven (7) characters o 8.5.11 - Use password containing both alpha and numeric characters o 8.5.12 - No reuse of last 4 passwords o 8.5.13 - Users must be locked out after mo more than six (6) attempts o 8.5.14 - The minimum lockout must be thirty (30) minutes or until administrated

enables the User ID




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o 8.5.15 - If a session has been idle for more than fifteen (15) minutes the user must re-enter the password

o 10.2 - Use two-factor authentication (user ID and password and an additional authentication item such as a token) if the payment application may be accessed remotely.

o 10.3.1 - If the computer is connected via VPN or other high-speed connection, receive remote payment application updates via a securely configured firewall or personal firewall (also per PCI DSS requirement 1).

o 10.3.2 – Implement and use remote access software security features if remote access software is used to remotely access the payment application or payment environment.

o 12.1 – Implement and use strong cryptography (such as SSH, VPN, or SSL/TLS) for encryption of any non-console administrative access to payment application or servers in cardholder data environment.

Failure to implement remote access security features will result in non-compliance with PCI DSS standards.


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