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Salesware In-House Cards Version 4.4 accesso 302 Camino de la Placita Taos, NM 87571 575.751.0633 www.accesso.com
Salesware In-House Cards Version 4.4
accesso 302 Camino de la Placita
Taos, NM 87571
575.751.0633
www.accesso.com
Copyright
Copyright 2015 accesso Technology Group, plc. All rights reserved.
NOTICE: All information contained herein is the property of accesso Technology Group, plc. No part of this publication (whether in hardcopy or electronic form) may be reproduced or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written consent of accesso Technology Group, plc. The software, which includes information contained in any databases, described in this document is furnished under a license agreement and may be used or copied only in accordance with the terms of that agreement.
This publication and the information herein is furnished AS IS, is subject to change without notice, and should not be construed as a commitment by accesso Technology Group, plc. accesso Technology Group, plc. assumes no responsibility or liability for any errors or inaccuracies, makes no warranty of any kind (express, implied, or statutory) with respect to this publication, and expressly disclaims any and all warranties of merchantability, fitness for particular purposes, and non-infringement of third party rights.
OVERVIEW ................................................................................................................................................ 4
BASIC CONCEPTS.................................................................................................................................... 4
IN-HOUSE CARDS PROGRAM CONFIGURATION ................................................................................. 4
Account configuration ............................................................................................................................................................................ 5
Payment type configuration ................................................................................................................................................................... 7 No Luhn Check.................................................................................................................................................................................... 7
Item configuration .................................................................................................................................................................................. 7 More information on activation .......................................................................................................................................................... 13 DebitWare reload item configuration .................................................................................................................................................. 14 DebitWare activation item configuration ............................................................................................................................................ 15
Assigning verification codes (PIN) ....................................................................................................................................................... 15 Implementation .................................................................................................................................................................................. 15 Configuration .................................................................................................................................................................................... 16
In-House Cards masking ...................................................................................................................................................................... 19
Salespoint configuration ....................................................................................................................................................................... 19 More information on using server assigned card numbers ................................................................................................................... 20 How to import card numbers .............................................................................................................................................................. 21
IN-HOUSE CARDS SALE, ACTIVATION, LINKING, REDEMPTION, EXCHANGES AND REPORTING ............................................................................................................................................ 22
Selling and activating ........................................................................................................................................................................... 22 The following changes have been made in Sales: ................................................................................................................................ 25
Linking invoices/transferring balances ................................................................................................................................................ 25
Using In-House Cards items for payment ............................................................................................................................................ 29
Applying fees to In-House Cards accounts and cleaning up old cards that have only a small amount of cash remaining on them .. 33
Looking up an In-House Card item’s balance ..................................................................................................................................... 34
Using Verification Codes (PIN) ............................................................................................................................................................ 34 Sales 34 E-Commerce...................................................................................................................................................................................... 35
Refunding loaded In-House Cards funds ............................................................................................................................................. 35
Exchanges ............................................................................................................................................................................................. 36 Installation and use ............................................................................................................................................................................ 36
Reporting .............................................................................................................................................................................................. 37
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SAMPLE PROGRAMS............................................................................................................................. 37
Gift certificates ..................................................................................................................................................................................... 37 Configure an account to track gift certificate invoices ......................................................................................................................... 38 Configure your gift certificate item(s)................................................................................................................................................. 38 Selling gift certificates ....................................................................................................................................................................... 41
Season pass/membership cards ............................................................................................................................................................ 43 Configure an account to track season pass/membership card invoices ................................................................................................. 43 Configure your season pass/membership card item(s) ......................................................................................................................... 44 Selling season pass/membership cards ................................................................................................................................................ 46
Charge cards ........................................................................................................................................................................................ 49 Configure an account to track the charge card Invoices ....................................................................................................................... 49 Configure your charge card item(s) .................................................................................................................................................... 50 Selling charge cards ........................................................................................................................................................................... 51
Bonus Cash ........................................................................................................................................................................................... 53 Configuration and use ........................................................................................................................................................................ 54 Balance research ................................................................................................................................................................................ 58 Reporting........................................................................................................................................................................................... 59 Layouts.............................................................................................................................................................................................. 60 CASHOUT of cards with Bonus Values ............................................................................................................................................. 62 E-Commerce and Bonus Cash ............................................................................................................................................................ 65
POINT & PAY ........................................................................................................................................... 67
Introduction .......................................................................................................................................................................................... 67
Setup ..................................................................................................................................................................................................... 67 Hardware ........................................................................................................................................................................................... 67 ODBC setup ...................................................................................................................................................................................... 67 SysManager ....................................................................................................................................................................................... 68 Security settings................................................................................................................................................................................. 68 .INI settings ....................................................................................................................................................................................... 69
Use ........................................................................................................................................................................................................ 70 Sales 70 Refunds ............................................................................................................................................................................................. 75 Re-Loading ........................................................................................................................................................................................ 76 Activation .......................................................................................................................................................................................... 76 Updating a fingerprint ........................................................................................................................................................................ 76 Validation .......................................................................................................................................................................................... 77 Apply a function key(F10, F11 or F12) with fingerprint ...................................................................................................................... 77 Associating multiple fingerprints ........................................................................................................................................................ 77 Data maintenance .............................................................................................................................................................................. 78
Point & Pay in Kiosk Mode .................................................................................................................................................................. 78 Cashless Kiosk .................................................................................................................................................................................. 78 Classic Kiosk Mode ........................................................................................................................................................................... 80
SUPPLEMENTAL INFORMATION .......................................................................................................... 83
Selling In-House Cards products (DebitWare) online ......................................................................................................................... 83
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Option #1 – Assigning a DebitWare number at time of purchase, print through Batch Manager ........................................................... 83 Option #2 – Using pre-printed, pre-encoded cards .............................................................................................................................. 84 Option #3 – Selling a combined pass/In-House Cards product ............................................................................................................ 84
IHC items as wristbands ...................................................................................................................................................................... 85 Wristband/ exchange cards printing .................................................................................................................................................... 85 Scans and swipes ............................................................................................................................................................................... 85 Wristband – IHC item exchange ......................................................................................................................................................... 86
Hardware specifications ....................................................................................................................................................................... 86 Cards and card stock .......................................................................................................................................................................... 86 Magnetic card readers (swipes) .......................................................................................................................................................... 87
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Overview The Salesware In-House Cards (IHC) functionality may be used for many in-house charge card programs such as gift certificates, employee purchase programs, VIP cards, inter-department charge cards and season pass holder stored value cards. SimpleCharge salespoints are used with In-House Cards items at locations where another Point-Of-Sale (POS) solution is in place yet In-House Cards module still needs to be used. For more information on SimpleCharge salespoints, see the Salesware Installation Guide.
Note: The SysManager > Activities > DCIs > New/Edit > Action tab > Gift Card radio button is not used for In-House Cards module. It is used for ProtoBase/Valuelink gift cards. For more information on this option, contact accesso Siriusware Technical Support. This type of gift card is not covered in this document.
Basic concepts The following are basic In-House Cards concepts:
• In-House Cards items act like credit cards at the POS, but balances are tracked within Salesware by using accounts and invoices. Different accounts can (and should) be configured to track different In-House Cards programs.
• The level of account tracking is up to you. For instance, just one account may be configured to track all In-House Cards programs or an account may be configured per In-House Cards program. This can be taken even further by configuring an account per year per In-House Cards program by changing the account that is specified within the In-House Cards program’s action specifics prior to selling In-House Cards items for the next season or fiscal year. All new In-House Cards item would then be tracked through the new account.
• Just like credit cards, In-House Cards items must be activated. In-House Cards items are activated via Sales. Depending on the In-House Cards program, this activation can be done at the time of sale (when first issuing the card) or at a later time.
• Because card account balances are maintained using accesso Siriusware account and invoice functions, they may be used only at accesso Siriusware salespoints.
• You can have In-House Cards items printed commercially and/or pre-encoded. That way, you don’t need to print and encode every card with a card printer at the salespoints.
In-House Cards program configuration
The implementation of In-House Cards programs requires four major configuration steps: 1. Account configuration 2. Payment type configuration 3. Item configuration 4. Salespoint configuration
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These steps are described in the following sections.
Account configuration
Account configuration involves determining the level of tracking (reporting) necessary for In-House Cardsprograms and configuring accounts for the various In-House Cards programs as appropriate.
To configure an account for an In-House Cards program:1. In SysManager, create a new account.2. Enter the appropriate Nickname, Full Name and Contact/Address information if applicable.3. The **DEBITWARE** type is selected from the Account Type dropdown.4. Credit Limit is set to $0 because the individual card programs (DCIs) determine the credit limit for the
program, if any.5. No Dynamic Pricing Rules are selected because this account is used in the back-end for tracking purchases
and is not used for discounting items in a sale.6. From the Security tab, secure the ability to edit the account in order to prevent operators from inadvertently
shutting down the account.
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7. Create as many accounts as you need to track different programs – just ensure that all are the **DEBITWARE** account type. Examples are gift certificates, employee charges, Dept 52 charge cards and corporate VIP group.
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Payment type configuration
To create a payment type used when an In-House Cards card is presented as payment:1. Go to SysManager > Activities> Financial Lists > Payment Types and create a new payment type. In this
example, the payment type (Description field on the General tab) is called In-House Card.2. From the Process Via dropdown on the General tab, select DebitWare.3. From the Card Type dropdown, select DBTW.4. Card number ranges must match those that you use for In-House Cards numbers. (You need to contact
accesso Siriusware Technical Support to purchase a table of card numbers.)
No Luhn Check
A No Luhn Check, check box is present on the General tab of the Payment Type dialog. This is used for credit cards, such as China Union Pay, which do not include a checksum digit in their card numbers. Sales, bypasses the Luhn credit card check if No Luhn Check is checked in the General tab of the payment type.
Item configuration
Next, you need to configure items to be used in your In-House Cards programs. Pass items are configured for the actual In-House Cards programs and a couple of regular are configured to deal with activations and re-loads. These steps are detail in the following sections.
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How to configure a pass for an In-House Cards program:1. Determine the valid dates of the program. If the card expires X days from purchase, set the Time Span
spinner on the SysManager > Activities > DCIs > New/Edit > General tab for your pass item or
Or if the card is valid from X date to Y date, set these values on the SysManager > Activities > DCIs >New/Edit > Action tab > Create Pass radio button > Action Specifics button > Starting Values tab:
Note: There is a configuration option that may be used to bypass the expiration date check. With this option enabled, an expired card is still valid for purchases, assuming that the card is active, has not been voided and sale total does not exceed the remaining funds or spending limits set for the card. This option is implemented using the SysManager > Activities > DCIs > New/Edit > Action tab > Create Pass radio button > Action Specifics button > DebitWare tab > Ignore DebitWare card’s expiration date when obtaining purchase approval. An expired card is not valid for reloads.
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2. On the SysManager > Activities > DCIs > New/Edit > Action tab, select the Create Pass radio button and click on the Action Specifics button. You are presented with the Starting Values tab.
3. If assigning card numbers from the server assign_no table at the time of the In-House Cards card sale,which is subsequently encoded on a card during the print process. Check the Assign number from basketcheck box and select the appropriate num_source. If ordering pre-printed and pre-encoded cards from accesso this step is not necessary. With pre-printed/pre-encoded cards, the operator swipes the pre-encoded card into the pass record at the time of sale in order to attach a card number to the pass sale, as opposed to having the server assign a card number to the pass automatically. In-House Cards numbers can be up to nineteen digits. Valid and unique card numbers may be purchased from accesso Siriusware Technical Support. For more information on the num_source field, see More information on using server assigned card numbers.
Note: If pre-printed by an outside vendor, the information to be encoded is %B followed by the up to nineteen digit number on track 1. The information can also be put on track 2 if track 1 is needed to encode a pass or some other number on the cards.
Note: If selling In-House Cards items with the Salesware E-Commerce product, cards that have numbers assigned from the server assign_no table are finalized when Sales Host utility processes the web sale. The cards may then be printed in Sales or by using the BatchPrint utility. If the cards sold on-line do not have numbers assigned from the server assign_no table (the cards sold on-line are issued to visitors/guests from a pre-printed and pre-encoded batch of cards), then a saved sale is created when Sales Host utility processes the web sale. These saved
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sales need to be recalled so that an operator can swipe a pre-encoded card into the DebitWare tab for all In-House Cards items. Once card numbers have been entered for all In-House Cards items included in the saved sale, the operator may finalize the sale.
4. If using cascading validation, it is a good idea to Block Access to Physical Locations (located on the Auto Pass Validate tab) for the In-House Cards programs so the card is not included for validations that may occur at a lift or entrance gate. For information on cascading validations, see the Salesware Validationdocument.
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5. On the DebitWare tab, check the DebitWare is allowed for this pass item check box and configure the appropriate values on the tab, as described in the following table.
Value Description
Default Credit Limit Allows a guest to accumulate a positive balance on the card up to the amount specified. If left at $0, the guest may not accumulate a positive balance (prepayment must be made on the card).
Total Spending Limit: The total amount allowed to be spent with the card. If left at $0.00 there are no total spending limits enforced. This is useful in family or group packages. Example: A family purchases five In-House Cards items, one for each family member. The family wants all cards linked to the same invoice (for easy tracking and re-loads), but each member of the family is allowed only $200 of the total $1000 loaded onto the card. Think of this as a way to budget spending per card when multiple cards are linked to a single invoice.
Daily Spending Limit: This is another way to “budget” money for guests. If left at $0.00, there are no daily spending limits enforced. Example: A dad purchases In-House Cards items for his son and daughter. The dad decides to limit both children to $15 dollars per day so that they do not spend all of their money in one visit to the resort/attraction.
Credit limit cannot be modified by salespoint when activated: Total spending limit cannot be modified by salespoint when activated: Daily spending limit cannot be modified by salespoint when activated:
These boxes determine whether or not the operator can modify the credit, total spending or daily spending limits when In-House Cards items are activated. Example: Gift certificates would typically have $0.00 in all limits and all boxes checked so that operators cannot extend credit to the card holder and so that operators do not inadvertently prevent the purchaser of the gift certificate from being limited in how much of the certificate’s value may be redeemed in a given day or in total. A family package program (multiple cards all linked to the same invoice) may have $0.00 credit and have the Credit limit cannot be modified by salespoint when activated check box checked. But the Total spending limit cannot be modified by salespoint when activated and Daily spending limit cannot be modified by salespoint when activated check boxes are unchecked so that the guest has the option of “budgeting” money to the various family members at the time of activation.
Name of Account where Invoice is to be created:
Invoices created at activation of the In-House Cards card of this specific DCI are generated under the account listed in this field. The dropdown selection displays only accounts that are **DEBITWARE** accounts (account type is **DEBITWARE**).
Amount automatically put on to the DebitWare Invoice:
This is the amount that is always loaded onto the card at activation and on subsequent re-loads. For most In-House Card programs this is $0.00 because the guest typically determines the value of their card, but this field is useful when issuing gift certificates that are sold for specific values ($20, $25, $30, etc.). This is also referred to as the pre-load amount in Sales. When selling In-House Cards items on-line with the
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accesso Siriusware E-Commerce product, this pre-load amount is used to generate the cost of the item for on-line purchases.
Ignore DebitWare card’s expiration date when obtaining purchase approval:
With this option enabled, an expired card is still valid for reloads and for purchases assuming that the card is active, has not been voided and sale total does not exceed the remaining funds or spending limits set for the card.
Bonus Cash DCI A dropdown control is called Bonus Cash DCI. This dropdown displays a list of all non-hidden DCIs in the **BONUS** department and their descriptions (items created in the **BONUS** department are used to track the offsetting records for Bonus Cash for accounting purposes). The dropdown list also includes a <None> value at the top.
Bonus Cash Rule A second dropdown control is called Bonus Cash Rule. This dropdown displays all Dynamic Pricing Rules that are configured as rule type Any or Dynamic Pricing Rule. This is used to select the Dynamic Pricing Rule to use for calculating Bonus Cash amounts.
6. Determine whether or not the In-House Cards card is activated at the time of sale or in a separate step. If the In-House Cards item is activated at the time of sale, select DebitWare activation from the dropdown box on the Action tab. If the In-House Cards card is activated at a later time (separate from the sale of the item), select No DebitWare action from this dropdown.
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More information on activation
The following are important points about activation:
• When an In-House Cards card is activated, the invoice used to track all transactions for that card is created within the account specified by the pass DCI.
• In-House Cards items may be activated at the time of sale or later (by selling an activation item).• Separate activation allows you to assign card numbers to all season passes (memberships) so that all of the
passes/memberships have the potential to be used as In-House Cards items, but are activated later once guests sign-up for the program. This prevents invoices from being generated for passes/memberships that may never be used for In-House Cards items.
• Typically, an In-House Cards product such as a gift certificate would be activated at the time of sale, but a season pass or membership card might be activated at a later date.
• Activating passes together on the same line item (one line, quantity greater than one) automatically link all passes to the same invoice (good for family or group programs). Activating passes on separate line items create a unique invoice per pass/card. Remember:• Same line item activation = same invoice• Different line item activation = different invoice
• You can change this default behavior and never link passes/cards to the same invoice when activated on the same line item by inserting the .INI setting below in the Sales32c.INI file within the [Preferences] section (or use the Global Salespoint .INI in SysManager > Preferences >Miscellaneous). Even with this setting in place, it is still possible for an operator to manually link
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passes/cards to the same invoice (see Linking invoices/transferring balances). This setting simply changes the default behavior.
DWLineItemLink=FALSE
DebitWare reload item configuration
Once all of your In-House Cards pass items have been configured, you want to configure another item that is used for loading In-House Cards items with money. On the SysManager > Activities > DCIs > New/Edit > Action tab, select the Regular Item radio button and select DebitWare reload from the dropdown box. This item is sold whenever a guest wants to load more money onto his existing In-House Cards card.
Loading money on an existing and activated In-House Cards card
Money can be loaded on an In-House Cards card during DebitWare activation or by selling a re-load item(DebitWare reload – see the dropdown on the Action tab, where these actions are selected).
To load money on an existing and activated In-House Cards card:1. Sell a re-load item.2. Click the DebitWare button on the line item, enter the card number.3. Click Check to make sure the card number is linked to a valid pass record.4. Enter the amount to load on the card.
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At finalize the operator is forced to collect the amount specified on the re-load item.
DebitWare activation item configuration
If an In-House Cards program requires a separate activation step, a DebitWare activation item needs to be configured. On the Action tab, select the Regular Item radio button and select DebitWare activation from the dropdown box. This item is sold whenever a guest wants to activate her In-House Cards card that was not activated at the time of sale. The guest may also load money onto the card during the activation step.
Assigning verification codes (PIN)
In some cases, such as E-Commerce module transactions, a verification number (PIN) similar to a Credit Card CVV code, would provide a greater level of security for customers using In-House Cards (IHC) items. As such, accesso can now generate four-digit verification codes along with the sixteen-digit IHC numbers we provide.Verification codes are generated randomly and are present when you receive your card numbers. These verification codes are enabled through SysManager.
Implementation
Accesso Siriusware Technical Support still provides our clients with sixteen-digit card numbers. In addition to the card numbers, randomly generated, four-digit verification numbers are also provided.
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The card magswipe can be pre-encoded with the card number and verification code. A swipe of the card populates both the swipe no and verification code fields. The DebitWare encoding to the magswipe is in the form:
%B<debitware card number>^<4 digit pin>
Note: If printing cards on site, we recommend that you change your Card layouts to provide the verification number on the back of your In-House Cards passes. If your cards are printed by a third party, vendors must start printing these verification codes on the gift cards and encoding them into the magswipe for those clients who wish to use them with IHC payments.
Configuration SiriusSQL The following changes have been made to these stored procedures in the SiriusSQL database in support of the new verification code (PIN) functionality which has been added to In-House Cards module:
• siriussp_GetDebitwareApproval: Added a new optional tcPIN parameter. This parameter is required to obtain an approval code when passing a DebitWare card that has PIN Required enabled on the Pass template. The passed verification code (PIN) must match the Verification Code (PIN) on file for this pass in order to generate an approval code. There is no need to pass the verification code (PIN) if simply querying the balance or spending limits on the pass.
• siriussp_ImportCreditNumbers: Now imports the new PIN column. • siriussp_get_assignno: If the assignno returned has a non-empty PIN associated with it. It now
includes a comma followed by the PIN value after the num_assign value. If the PIN is empty, then just the num_assign value is returned.
• siriussp_get_assignno_web: Now returns a second "NewPIN" column, which contains the PIN number for that returned num_assign value.
The following changes have been made to the SiriusSQL database:
• Assignno table: Added pin (varchar(4)) • Gst_pass table: Added pin (varchar(4)) • Template table: Added dw_pin (bit)
SysManager You must enable verification codes through SysManager > Item Edit > Action tab > Action Specifics button > DebitWare tab > Require Verification Code (PIN) for purchases check box.
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When the Assign no from basket option is checked and the Require Verification Code (PIN) for purchasescheck box is also checked, the software assigns both the sixteen-digit card number and the corresponding four-digit verification code to the pass. When the Assign no from basket option is checked and the Require Verification Code (PIN) for purchasescheck box is not checked, the software only assigns the sixteen-digit card number (no verification code is added to the gst_pass record).
If the user manually assigns a number from a pre-encoded stack (the Assign no from basket check box is not checked) and the Require Verification Code (PIN) for purchases is checked, the following options can occur:
1. The card magswipe can be pre-encoded with the card number and verification code and a swipe of the card populates both the swipe no and verification code fields.
2. Or, the operator can manually enter the card number and if the system is on-line it auto-populates the corresponding four-digit code from the server data (this is possible because all card numbers, even those that get exported, are stored in the data).
3. Or, the operator can manually enter the card number and the verification code if the system is off-line.
Essentially, the operator is not able to leave the Swipe tab without entering a verification code if the corresponding pass DCI requires it.
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• If the user manually assigns a number from a pre-encoded stack (the Assign no from basket check box is not checked) and the Require Verification Code (PIN) for purchases is not checked, when the operator assigns the swipe_no from a pre-encoded stack of cards the verification code is not required.
Validation Number InformationTo view the validation number information within SysManager, go to Guests button > Guest Edit dialog > Pass# line item > Pass Edit form. This dialog now supports the new validation (PIN) number on DebitWare activated cards that are configured to require them on the Pass Template form. The Assign button populates the PIN field in addition to the Swipe number if the PIN is present in the Card Numbers assignment table. Editing and viewing (masked or unmasked) the PIN value follows the same rules and security as editing and viewing the swipe number.
Importing/ Exporting Card Numbers• SysManager > Data Maintenance > Export Card Numbers: Exported file now contains a new column
for PIN values, if present in the assignno table.• SysManager > Data Maintenance > Import Card Numbers: Added support for import files that contain
new PIN numbers on assignment numbers.
E-Commerce
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The following settings are necessary for utilizing Verification Codes on the E-Commerce Pages. These were added to the DebitWare Settings section of the Site Admin Panel. Please see the E-Commerce Configuration Guide for more information on the following settings:
• DWPinAttempts • DWPinRedirectPage • DWPinPrompt • DWPinRedirectMessage • UseDwPin
In-House Cards masking
In-House Card numbers are masked in SalesEZ logs. In-House Card numbers that start with 603524 are masked in the Sales log file. Different numbers may be masked by adding the following to the preferences section of the sales32c.INI file:
[Preferences] MaskPrefix = 603524,16;627600,16
The setting takes a semi-colon delimited list of prefixes of numbers which should be masked. The number following the comma is the number of digits in the card number. In the above example if Sales finds a numeric string which is sixteen characters long and starts with either 603524 or 627600 that number is masked in the log except for the last four digits.
Salespoint configuration
The final setup step is to configure salespoints with the necessary settings for selling and redeeming In-House Cards items.
To configure a salespoint for selling and redeeming In-House Cards items:
1. If selling In-House Cards items configured to retrieve card numbers from the server data, salespoints are configured to store a local supply of card numbers to be used during the sale of In-House Cards items. This setting is used in situations where the salespoint may be running off-line. (In order to assign card numbers to In-House Cards items while off-line, the local salespoint needs to have a local supply of numbers to assign to the In-House Cards items.) Do not store too many numbers locally, because, once these numbers are issued to the local salespoint, they cannot be re-issued back to the server for use at another salespoint. The setting used to store card numbers locally for off-line situations is:
AssignNoQty=(0,25)
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See the Salesware .INI Settings Reference document for more information. In this example, 25 card numbers from num_source 0 are stored locally. This allows In-House Cards items to be sold while disconnected from the server up until the local supply has been assigned.
Note: AssignNoQty setting is only necessary if using the server assign_no table to issue card numbers. If all In-House Cards programs use cards that have been pre-printed and pre-encoded outside of Salesware, this setting is not necessary.
2. The SysManager > Preferences > Miscellaneous > Global Salespoint INI settings contain the following
setting within the <defaults> [Preferences] section in order to speed searches associated with In-House Cards items: CardActionDigits=6. See the Salesware .INI Settings Reference document for more information.
More information on using server assigned card numbers
The server AssignNo table holds unique up to nineteen digit card numbers to be used in programs such as In-House Cards. You can obtain unique card numbers from accesso Siriusware Technical Support for a minimal fee per number or if you own a BIN number you can populate the AssignNo table with your own unique card numbers. Whether you own your own BIN or purchase numbers from accesso, you must call accesso Siriusware Technical Support in order to populate the AssignNo table with card numbers.
When populating this table, you must assign a num_source for the card numbers. You may have reasons to allocate certain ranges of card numbers to different num_sources in the AssignNo table based on multiple card number programs at your site. But generally, unless you have multiple programs, using the default num_source of 0 is adequate.
Your salespoints are configured to store a local supply of card numbers from the server AssignNo table for use in off-line situations. This is done with the following .INI setting (this may be entered in the appropriate group section within the global .INI from SysManager, as described previously.)
AssignNoQty=(0,25;1,10;2,15)
This setting above would prompt the salespoint to always locally store twenty-five numbers from num_source 0, ten numbers from num_source 1 and fifteen numbers from num_source 2.
If you only use the default num_source of 0, your setting would look something like this:
AssignNoQty=(0,25) The amount of numbers stored locally is enough to get by when running in stand-alone mode. Un-used numbers cannot be sent back to the server for redistribution, so do not store so many numbers locally that you drain your
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server AssignNo table. For instance, food and beverage stations would never issue In-House Cards items, so those POS do not store any local card numbers.
To load card numbers into the AssignNo table, use the SysManager > Utilities > Import Card Numbers utility, as described in How to import card numbers.
assign_no warning thresholds can be implemented from SysManager > Preferences > AssignNo Warning Thresholds. When the number of available assign_no values drops below a threshold (default=100), a warning appears each time you start SysManager. You can view, manage thresholds and disable or enable the warnings for each assign_no bucket using the SysManager > Preferences > AssignNo Warning Thresholds dialog.
To determine how many unassigned (available) card numbers you have remaining, you can use the following SQL script: Use SiriusSQL SELECT ckd_out_to, COUNT(*) AS Total FROM assignno WHERE (ckd_out_to = '-1') GROUP BY ckd_out_to /*Here is what the output looks like Ckd_out_to Total -1 243 */
How to import card numbers
With this option, you can add or append new card numbers to the assignno table for use in In-House Cards programs. You need to contact accesso Siriusware Technical Support to purchase a table of new card numbers.
To add or append card numbers to the assignno table in SiriusSQL from SysManager:
1. Go to SysManager > Utilities > Data Maintenance and click Import Card Numbers. 2. Click the Yes button to confirm that you want to import a file of new card numbers. Browse to and select
the appropriate File to Import (this is the set of assignno.dbf and assignno.cdx files provided with numbers from accesso Siriusware Technical Support) and click the Import button.
3. If you attempt to import card numbers that already exist in your assignno table, you see a message to that effect and you are prevented from completing the import. This message displays the last card number in your table. Please make a note of this number and create a new run of card numbers with numbers greater than the highest number displayed. If the range of card numbers to be imported is a valid range of numbers and won’t create duplicates, then you are given a chance to confirm the import by viewing a summary of the
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import including: Total card numbers to import, Number source (bucket), Beginning card number and Ending card number.
4. Click Yes to start the import.
When the import is complete, a message displays showing the total number of card numbers imported.
Note: Access to this functionality is controlled by the following security setting: SysManager > Menu/Utilities > Import Card Numbers.
In-House Cards sale, activation, linking, redemption, exchanges and reporting
Selling and activating
The following are the key points to remember about selling and activating In-House Cards items:
• In-House Cards items can either be sold and activated later (two steps) or sold and activated at the same time (one step). When a sale containing an Activation item is finalized, an invoice is created in the account specified within the DCI of the In-House Cards card. Once a card is activated, all activity is tracked back to that invoice.
• Multiple In-House Cards items can be activated in the same sale. Remember that selling and activating can be one step or two, depending on your program rules! • All In-House Cards items activated on separate line items (qty=1) have unique invoices. The cards are
not linked to the same invoice. • In-House Cards items that are activated on the same line item (qty>1) are automatically linked together. • You can change this behavior so that In-House Cards items are never linked together even when
activated on the same line item. Do this with the following Sales32c.INI setting: DWLineItemLink=FALSE.
• Even with this setting, the operator can manually link invoices together. DWLineItemLink=FALSE just changes the default behavior.
• To sell an In-House Cards card that is activated at the time of sale, simply add the item to the sale, click the Set Guest button and enter a guest name.
• To load money onto the card, click on the DebitWare tab and enter the amount requested by the guest into the Additional field.
Note: that if you are selling an item configured with a pre-load amount, that amount is displayed next to the Pre-load Amount: label.
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Note: The amount to be loaded on the card is displayed under the In-House Cards item.
• If assigning a card number from a pre-printed/pre-encoded stack of cards (as opposed to having the system issue a card number) the operator is required to click on the Pass Swipe tab and enter a card number in the swipe_no field. A Sales32c.INI setting can help ensure that the number entered into the Pass Swipetab is unique: PassSwipeUnique=TRUE.
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• Daily, total and credit limits may also be assigned at the time of activation, assuming that the In-House Cards item is configured to allow access to these limits (see Item configuration).
• Finalize the sale to activate the card(s) and collect any load amounts.• To sell an In-House Cards item that is not activated at the time of sale, simply add the item to the sale, click
Set Guest, attach a guest name and Finalize the sale.• Later, when the guest decides to activate his card, the operator adds a DebitWare activation item to the
sale, clicks the DebitWare button, swipes the card into the Card Swipe field and clicks the Check button. The operator may then load money onto the card or adjust any other limit fields as appropriate (based on whether or not the item allows modification of these fields).
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The following changes have been made in Sales:
1. An optional parameter can be added to the OTHER() Sales screen action macro, to specify which tab to initially auto-select when the item is added to the Sales screen. This is accomplished by entering the number of the tab that you want the macro to auto-select.
Example:SELECTLAST()OTHER(3) would open to the Guest Info 3 tab when the item is added to the Sales screen.
2. When swiping an In-House Cards number that is only encoded in track 2 into the PassSwipe or DebitWare tabs, it parses out just the card number and populate the edit box.
3. If only track 2 is encoded on a card, Sales checks to see if it matches a payment type when swiping on the Finalize dialog.
Linking invoices/transferring balances
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This section discusses the purpose and steps required to link cards to the same invoice.
To link cards to the same invoice:1. By default, In-House Cards items activated on separate line items in a sale (or even on the same line item
based on the DWLineItemLink .INI setting) create their own invoices in the account specified in the In-House Cards DCI. However, when activated, passes may also be linked to existing invoices. This is helpfulwhen it is necessary to transfer a balance from an expired or voided pass/card or when it is necessary to link another pass/card to the family or group invoice.
2. To link a pass/card to an existing invoice, sell the activation item, enter the card number and click Check.3. Use the Lookup button to find existing invoices for the current guest or enter a guest name to locate
invoices for a different guest. Pass numbers may also be used to locate existing invoices. In the following example, Nani Know’s pass/card was activated, but instead of creating a unique invoice for Nani, she is linked to another guest’s invoice (Ida Know).
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4. To link multiple activation line items in a sale to the same new invoice, click on the DebitWare tab of the first item, swipe the card if this is a separate activation or the card number is assigned from a stack of pre-printed/pre-encoded cards, click Check, and then click the Create Now button. This creates an invoice for the card immediately, as opposed to waiting until finalization and makes the new invoice available for selection for the other activation items in the sale.
5. There are two Sales32c.INI settings available to help the operator remember to look for existing balances for the guest. This prompt can be triggered per DCI activation so that membership or season pass cards prompt the operator to look up existing balances without having this prompt appear for items such as gift certificates.
.INI setting Description Example
DWActivateCond Used to specify the DCI of the In-House Cards card that triggers the message to the operator.
DWActivateCond=(DCI(DEBITWARE,DBTPASSES,ALL-IN-ONE) OR DCI(DEBITWARE,DBT PASSES,SEP-ACTIV) OR DCI(DEBITWARE,DBT PASSES,CHARGECRDS))
DWActivatePrompt The message that is displayed. DWActivatePrompt=Don't forget to transfer existing balances for the guest!
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6. There is also a setting available that triggers an automatic lookup of existing In-House Cards invoices for a
guest: [Preferences] AutoDebitwareInvoiceLookup=TRUE. With this setting in place, once an operator activates a card for a guest (either during the initial sale of the card or in a separate activation step depending on the program configuration) the system looks for any In-House Cards invoices that exist on expired In-House Cards passes for the guest. • If exactly one is located, then the card being activated is automatically linked to that existing invoice. • If there is more than one match, the operator is prompted to select which existing invoice to use for the
card being activated after clicking on the DebitWare tab. • If no matches are found, a new invoice is created for the card being activated.
Using In-House Cards items for payment
This section discussed how to use In-House Cards items for payment. How to use In-House Cards items for payment:
1. In-House Cards items are used just like credit cards at the POS. The operator simply swipes the In-House Cards card to use it as a form of payment. An operator can also manually enter a card number by clicking the Finalize/Save/Pay button and selecting the payment type configured for In-House Cards items.
Note: Only the card number is entered on the Credit Card Manual Entry dialog; there is no need to enter an expiration date.
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2. If an In-House Cards card is expired or voided, an error message is displayed to the operator.
3. The amount to be charged to an In-House Cards card swiped or manually entered for payment is automatically adjusted down to the maximum charge allowed for that card if the balance of the sale exceeds the available balance on the In-House Cards card. If the card has not been activated, then the amount to be charged to the card is always adjusted to $0.
Note: When processing tips with a low or null balance on the card. If paying using an In-House Cards item and the tip entered is greater than the remaining amount on the card, the tip is decreased to the amount remaining on the card. The operator is then prompted for another form of payment to process the remaining amount or accept the tip as is.
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Note: This auto-adjustment happens immediately upon entering the card number on the Credit Card dialog in order to facilitate the speed of In-House Cards transaction. The operator does not have to wait until after clicking Finalize/Save/Pay to find that the amount to be charged to the card exceeds the available balance. All credit limits, daily spending limits, total spending limits and invoice balances are checked when the auto-adjustment is calculated. For instance, a sale total is $100. The card swiped for payment has an available invoice balance of $250. But, the card also has a daily spending limit of $50. The amount to be charged to the card is adjusted to $50.
Note: By default, the operator is not prompted with a message that an adjustment has occurred. The .INI settings AlwaysSure=FALSE and/or AutoChange=FALSE are often all that is necessary to alert the operator to the fact that there is still a balance remaining on the sale that must be collected. But in situations where Cash is the assumed payment type if nothing is specified by the operator (AutoChange=TRUE) or the salespoint is not configured to ask for verification via the Are You Sure? prompt (AlwaysSure=TRUE), it is helpful to add the following setting within the [Preferences] section of the Sales32c.INI file (or the appropriate section of the SysManager > Preferences > Miscellaneous > Global Salespoint INI tab): DebitwareAdjustMessage=TRUE. This setting prompts the operator with a message that provides information regarding the auto-adjustment. In the following example, an In-House Cards card with an available balance of $135 was swiped for payment on a sale totaling $150.
4. To check a card holder’s balance in Sales, simply look up the guest with the Guest Lookup button, click the Pass Inquiry button, and then look for the last four digits matching the card number (or look at the pass number if the card number is not printed on the pass). The In-House Cards invoice balance is displayed in last column on the Pass Inquiry dialog.
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5. A main action button can be configured to retrieve In-House Cards information or a keyboard shortcut may also be used: Ctrl-d.
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6. Credit card receipts print with each In-House Cards transaction. This provides a signature line for the guest. The invoice balance may be included on the credit card receipt by including the following line in the Credit Card Receipt layout:
<|show('','','','','center','40',IIF(ccauth->gc_balance=0.0000,'','DEBITWARE BALANCE:'+STR(ccauth->gc_balance,10,2))|>
Applying fees to In-House Cards accounts and cleaning up old cards that have only a small amount of cash remaining on them
An operator with the security setting SysManager > Menu/Activity > Accounts > Apply Fees can look up an account in SysManager and apply fees.
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Example: You might want to apply an annual renewal fee to In-House Cards invoices. This can be especially useful in “cleaning up” old IHC invoices that have only a small amount remaining on them and likely won’t be used again. See the Salesware User and Ticketing Guide for Beginning Users for information on how to do this.
Looking up an In-House Card item’s balance When trying to determine the remaining balance for an In-House Cards item while in Sales, please complete the following steps:
1. Hit Ctrl + D or go to Sales > Tools > Action and select the DebitWare button. 2. Operator then swipes the IHC card in Sales 3. This finds the guest and balance
Note: If an operator just swipes the card, it recognizes it as a form of payment. You must follow the aforementioned steps in order to see the balance before the card is used for payment.
Using Verification Codes (PIN) When an IHC payment is processed in Sales, a quick check is made to see if the DebitWare pass DCI requires the verification code (PIN) and if the gst_pass has a corresponding code (the new field in gst_pass is not null). If both of these conditions are true, a dialog box opens for the operator to enter the code. All these new checks occur along with the check for the IHC balance. In E-Commerce module, a call is made to the ww.dll after the sixteen digit card number is entered in order to determine whether or not the customer needs to also enter the four digit verification code (PIN). If the code is required but it does not match what the customer typed, E-Commerce module denies the transaction immediately. After a configurable number of attempts (three or so), the session timeouts and the user needs to start over. With a good match, the transaction continues and the pages include the card number along with the verification code as part of the Sales string.
Sales
The Pass Info dialog requires the verification code (PIN) to be entered if the IHC card being sold is configured to require a PIN.
• The operator can manually enter the swipe number and if the system is online, Sales auto-populates the corresponding four digit verification code from the server data provided the swipe number/PIN data already resides in the assignno table.
• The operator can manually enter the card number and the verification code (PIN) if the system is offline. In this situation the operator is not able to leave the Pass Swipe tab without entering a PIN if the corresponding pass DCI requires it. Also, this is the only situation currently in which the operator can enter
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a verification code that is different from the one linked to the swipe number in the assignno table. In this case the entered PIN is written into the gst_pass record and that is the one used for purchases.
• If the operator manually assigns a number from a pre-encoded card (the Assign number from basket box is not checked and the Require Verification Code (PIN) for purchases is not checked), the swipe number gets assigned as the one entered and no PIN is required.
• If an operator has security to see the full sixteen digit swipe number on the Modify Pass dialog in Sales, then he/she can also view the verification code (PIN).
The Finalize dialog also prompts the operator to enter a PIN if the DebitWare card used to pay requires a verification code. When an In-House Cards card is used for payment, Sales checks to see if the DebitWare pass DCI requires a PIN and if the gst_pass record has a verification code. If both of these conditions are true, Sales pops up a dialog box for the operator to enter the PIN if the swipe number was entered manually by the operator. If the In-House Cards item is swiped at the salespoint, then entry of the PIN is not required.
E-Commerce
If the DebitWare Card being used for payment is configured to require a verification code (PIN), the user is prompted via a popup dialog to enter the PIN at checkout. If the PIN entered is incorrect, the user is notified to reenter the verification code. If the PIN is entered incorrectly a certain number of times, the user is redirected to a specified page. The number of tries a user is allowed to enter the PIN and the page that they are redirected to are configurable with settings added to the Site Admin Panel (DWPinAttempts and DWPinRedirectPage respectively). In addition, the prompt that appears in the popup window for entering the PIN and the message to display to the user before they get redirected after failed attempts to enter the PIN are both configurable with new settings in the Site Admin Panel (DWPinPrompt and DWPinRedirectMessage respectively). And finally, a setting, UseDwPin, is used to control whether or not to prompt for a verification code when a card requires a PIN at checkout. This must be set to 1 if any of the DebitWare cards you use require a PIN for purchases. Setting UseDwPin to 0 skips the prompt for a PIN altogether when using DebitWare cards. Cards that require a PIN for purchases then fail to be approved at checkout.
Refunding loaded In-House Cards funds
This section provides the steps required to refund money already on an In-House Cards item. To refund money already on an In-House Cards item:
1. Sell a re-load item. 2. Swipe the card (or manually enter the number). 3. Re-load for a negative dollar amount.
The effect of this is to keep the card active and gives the customer his money back.
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Another option for refunding In-House Cards items involves: 1. Add a negative item to the screen (i.e., returning a ticket) 2. Hit Finalize 3. Select In-House Cards as the payment type 4. Swipe the card (or manually enter the number) 5. The sale process 6. Item cost is refunded back to the card
Exchanges
Many sites utilize media from year to year using cascading validation or the Axess gate system to validate the current year’s pass. Many of these same sites enable DebitWare on the passes. Using the DebitWare number and invoice linked to an expired pass does enable the re-issuing of passes (the ignore expiration date option can be checked). Problems occur however, when the pass holder loses the media. During the exchange, only the valid pass is exchanged; nothing is done with the expired pass linked to the media. This means the old invoice that carries the DebitWare balance and activity is not transferred to the new pass and the old expired pass is not voided, thus, making the DebitWare balance accessible by anyone who finds the “lost” pass. A configuration option was added that based on the pass DCI, can perform a transfer of the previous DebitWare invoice to the new pass, similar to performing an exchange of non-expired media. However in this case, the software searches into the records for the guest to determine which invoice to “move” instead of moving the one that may (or may not be) associated with the current record being exchanged.
Installation and use
The IHC Balance Transfer Assist dialog is present at the bottom of Preferences and is active only if the license contains at least one DebitWare (DBT) license.
IHC Balance Transfer Assist is enabled in Sales and global settings are configured in SysManager > Preferences > IHC Balance Transfer Assist. The global settings can be overridden on the Misc tab of the Salespoint Edit dialog for each salespoint. When a DCI listed within the IHC Balance Transfer Assist feature is involved in an exchange, activation or both, Sales is passed an existing IHC pass invoice with a balance for the guest number or WTP number associated with the pass. If a pass with an invoice and a balance is found, its invoice can be linked to the new pass and the found pass is voided if an exchange. Activation, on the other hand, does not void the existing pass. If the Automatic method is selected for IHC assist, the action occurs without any user intervention. If Manual is selected, the user is given the option of assigning the invoice with balance to the new pass.
• On the Salespoint edit form > Misc tab, the IHC Balance Transfer Assist section overrides a couple of global settings for this specific salespoint. These options are only available if you have at least one DebitWare license and IHC Balance Transfer Assist is activated on the IHC Balance Transfer Assist global Preference form.
• Data Maintenance form > Max Keys On Server option: Now processes the last mod value in the new IHCxfer table.
• The function, GetMatchingIHCPasses, returns the ten most recent, non-voided, DebitWare activated passes for a given guest number or WTP number which have non-zero balances. This is used for the new IHC Balance Transfer Assist feature in Sales.
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Note: If the Automatic method is selected for IHC assist, the action occurs without any user intervention via a salespoint or web Sales Host utility. If Manual is selected and the transaction is occurring through the web Sales Host utility, the transfer still occurs automatically.
Reporting The following are the main points that you need to understand about In-House Cards reporting:
• Because In-House Cards activity is tracked through accounts, any existing account report may be used. This is why careful consideration must be made when setting up accounts that correspond to In-House Cards DCIs. The level of reporting depends on the level of account-DCI configuration.
• Account reports can be run for all **DEBITWARE** type accounts, by individual accounts or by ranges of accounts.
• Only charge and credit amounts for In-House Cards items are itemized on the invoices. Individual items that were purchased within the sale do not show on the invoice because the In-House Cards card may have been only one of four payment types used within a sale. (Similar to a credit card statement.)
• Details of each charge/credit amount on the Account Statements Report include the salespoint, operator, date/time and sale number. This additional information can be used in other reports, such as the Detailed Cash Drawer Report, in order to determine the specific items purchased in a sale if a guest questions a charge to her account. All purchases using In-House Cards items are also viewable within the guest history in Sales, so Sales > Guest Lookup > History can also be used to verify the items included in a sale when an In-House Cards card was used as a form of payment.
• The DebitWare Statement Report (found within the Financial Reports sub-menu) shows the same type of information, but with a different format; also, it uses a DCI instead of an account name filter.
Sample programs There are three sample programs outlined in this section:
1. Pre-printed/pre-encoded gift certificates. See Gift certificates. 2. Season pass/member cards. See Season pass/membership cards. 3. Charge Cards. See Charge Cards.
Gift certificates
Clients can setup In-House Cards items to work like gift cards, with a set amount of money on the card, which can be used as a form of payment at any salespoint you designate. You can make them for any dollar amount that the operator assigns at the time of purchase or as a fixed amount.
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Configure an account to track gift certificate invoices
Start by configuring an account (or several accounts depending on your reporting requirements) to track the gift certificate invoices. Remember to secure the edit rights to the account and select the account type of **DEBITWARE**. Enter any other relevant information that might be useful.
Configure your gift certificate item(s)
1. Typically, gift certificates are activated at the same time they are sold, so select DebitWare activation from the dropdown list on the Action tab.
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2. If the gift certificates expire one year past purchase, configure a time span of 365 on the General tab and donot enter pass valid dates on the Starting Values tab within the Action Specifics button located on the Action tab for the pass.
3. If gift certificates purchased any time during the season expire on a specific date, enter 0 for a time span andenter pass valid dates on the Starting Values tab within the Action Specifics button located on the Actiontab for the pass.
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4. In this particular situation, gift certificate cards are ordered pre-printed and pre-encoded with card numbers from a printing vendor – which means that the operator assigns the card number at the time of sale/activation – so leave the Assign number from basket check box un-checked on the Starting Valuestab.
5. After all other configuration is complete for the gift certificate, click on the DebitWare tab and check the DebitWare is allowed for this pass check box.
6. Usually gift certificates are not limited as far as daily and total spending limits and are never issued any credit, so enter $0.00 for all limits and check all the boxes to prevent operators from editing these limits when gift certificate items are sold and activated.
7. Select the account configured to track gift certificate invoices.8. Enter an amount to pre-load on the card if applicable. For instance, if gift certificates items are configured
that are valid for exactly $20, then $20 would be entered in the Amount automatically put on to the DebitWare Invoice field. If one generic gift certificate item that can be valid for any amount is configured,leave this field at $0. The operator enters the amount to load on the gift certificate at the time of purchase/activation.
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Selling gift certificates
1. To sell the gift certificate, select the gift certificate item in the menu and click on the Set Guest button. Enter guest information and click on DebitWare tab. Enter the amount to load on the card.
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2. To assign a card number from the pre-printed/pre-encoded stack of cards, click the Pass Swipe tab and swipe a card into the Swipe-No field. Remember that the setting PassSwipeUnique=TRUE is helpful in enforcing the entry of unique card numbers in the Swipe-No field (helps in a situation where an operator has grabbed the same card twice).
3. At finalize you are forced to collect the amount loaded onto the card (in this example, $100) and an invoice is created in the account specified in the Gift Certificate DCI. The gift certificate may now be used for payment up until the $100 is used. The gift certificate may be re-loaded simply by selling a re-load item,swiping the card into the Card Swipe field and specifying an amount to re-load on the card.
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Note: By default, all cards activated (in this case activation occurs at the time of the sale) on the same line item are linked to the same invoice. You need to either sell multiple gift certificates in the same sale on different line items (use min/max sale restrictions to help with this limitation) or make the decision to never link invoices by default and insert the setting DWLineItemLink=FALSE in your SysManager > Preferences > Miscellaneous > Global Salespoint INI settings in order to prevent all gift certificates sold/activated on the same line item from getting linked to the same invoice. DWLineItemLink=FALSE changes the default invoice linking behavior – but it is still possible for an operator to manually link passes to the same invoice even with this setting set to FALSE.
Season pass/membership cards
Season pass holders can carry their In-House Cards account balances on their season pass card. This eliminates the need to print separate gift cards and enables your business to offer all kinds of special rewards and/or bonuses to pass holders. Pass holders can then recharge their accounts just like any other gift card holder. The season pass has the normal pass number, but also needs to have a sixteen digit debit card number assigned to it at the time of sale. While you can manually add the card number to the pass record after the initial sale it means that you have to re-print/re-encode the pass, so we recommend that you have the system assign a unique card number at the time of sale and activate the IHC capability later.
Configure an account to track season pass/membership card invoices
Start by configuring an account (or several accounts depending on your reporting requirements) to track the Season pass/membership card DebitWare invoices. Remember to secure the edit rights to the account and select theaccount type of **DEBITWARE**. You may enter any other relevant information that might be useful.
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Configure your season pass/membership card item(s)
1. First, decide whether or not to activate the pass at the time of sale. If you need to activate the pass at the time of sale select DebitWare activation from the dropdown box on the Action tab. To activate the pass in a separate step, select No DebitWare Action.
Note: accesso recommends that you encode track 1 with the debit card number on all season passes (according to our specs). The product can be setup to be DebitWare Enabled which allows you to activate the card as a debit card, credit card or both (in-house credit) at your leisure.
• accesso recommends that you encode track 2 with the pass number. This allows you to accept the card at a point-of-sale as a discount card by hitting a programmable function key and swiping the card.
• It is recommended that you encode track 3 with the guest number which gives us the flexibility to access the guest number from the swipe if need be. If you need track 3 for hotel data or something else, leave it blank.
• The front of the card should have a barcode with the pass number in it formatted to our specifications and the pass number printed on the card. This allows the pass to be scanned for validation at the lift or at a point-of-sale.
• It is recommended setting up a test item, selling and printing the card to make sure everything encodes correctly.
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2. If your passes expire one year past purchase, configure a time span of 365 on the General tab and do notenter pass valid dates on the Starting Values tab within the Action Specifics button located on the Actiontab for the pass.
3. If your passes purchased anytime during the season expire on a specific date, enter 0 for a time span andenter pass valid dates on the Starting Values tab within the Action Specifics button located on the Actiontab for the pass.
4. Make sure to check the Assign number from basket check box and enter the correct num_source from your AssignNo table (Starting Values tab), assuming that the card numbers for the seasonpasses/membership cards are assigned from the server.
5. After all other configuration is complete for the season Pass/Membership card (such as valid dates or layout)click the DebitWare tab and check the DebitWare is allowed for this pass check box.
6. Usually season pass/membership cards are not extended credit, so ensure that the credit limit is $0 and do not allow the operator to edit this limit. Total spending and daily spending limits really depend on the program, but tend to be set per guest, not per DCI, so keep these limits at $0 but allow operators to edit these limits at the POS.
7. Select the account configured to track season Pass/Membership card invoices.8. Do not enter an amount in the Pre-load field unless your particular program includes this feature. (For
instance, the total pass price is $575 dollars; the pass costs $500 and $75 is automatically loaded on to the card.)
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Selling season pass/membership cards
1. To sell the season pass/membership card select the season Pass/Membership card item in the menu and click on the Set Guest button. Enter guest information and either save (if no activation takes place at the time of sale) or click on the DebitWare tab (if activation takes place at the time of sale.)
2. If activating at the time of sale the operator can enter an amount to load on the pass/card. This “additional” amount is added to the sale total. Daily and total spending limits may also be set for the pass/card.
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3. If the pass/card is not configured to be activated at the time of the sale, it can be activated later by selling an activation item. This item is configured in SysManager as a Regular Item on the Action tab with DebitWare activation selected from the dropdown box.
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4. At the salespoint, simply sell the activation item, click the DebitWare line item button, swipe the card into the Card Swipe field and click Check. Enter any additional amount to load on the card. Total or daily spending limits may also be set as applicable. Remember that passes activated on the same line item arelinked together on the same invoice (without the setting DWLineItemLink=FALSE) and that passes may be linked to existing invoices with the Lookup button (to transfer balances to a new card or link a new pass to an existing family or group’s invoice).
5. At finalization, you are forced to collect the amount loaded onto the season pass/membership card (in theprevious example, $250) and an invoice is created in the account specified in the Season Pass/MembershipCard DCI. The season pass/membership card may now be used for payment up until the loaded amount ($250 in the example above) is used.
6. The season pass/membership card may be re-loaded simply by selling a re-load item and specifying an amount to re-load on the card. This re-load item is configured in SysManager as a Regular Item on the Action tab with DebitWare reload selected from the dropdown box
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7. At the salespoint, sell the re-load item, click the DebitWare button, enter the card number and click Check.You may then add the amount to re-load on the card.
Charge cards
In-House Cards items can be used as an account charge card, good at your business only. You can allow your guests to use the card to make charges around the resort, and then settle their account at the end. This is a good way to serve your VIPs.
Configure an account to track the charge card Invoices
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Start by configuring an account (or several accounts depending on your reporting requirements) to track the charge card invoices. Remember to secure the edit rights to the account and select the account type of **DEBITWARE**.You may enter any other relevant information that might be useful.
Configure your charge card item(s)
1. First, decide whether or not to activate the charge cards at the time of sale. If you need to activate the charge cards at the time of sale, select DebitWare activation from the dropdown box on the Action tab. To activate the charge cards in a separate step, select No DebitWare action.
2. If your charge cards expire one year past purchase, configure a time span of 365 on the general tab and donot enter pass valid dates on the Starting Values tab within the Action Specifics button located on the Action tab for the pass.
3. If your charge cards purchased any time during the season expire on a specific date, enter 0 for a time span and do enter pass valid dates on the Starting Values tab within the Action Specifics button located on the Action tab for the pass.
4. Make sure to check the Assign number from basket check box and enter the correct num_source from your AssignNo table (Starting Values tab), assuming that the card numbers for the charge cards areassigned from the server.
5. After all other configuration is complete for the charge card (such as valid dates or layout), click the DebitWare tab and check the DebitWare is allowed for this pass check box.
6. Charge Cards have credit extended (no pre-payment is necessary) so set the Credit Limit field to an amountgreater than $0. Based on the program rules, the operator may or may not be able to edit the credit limit at the time of activation, so check this box as appropriate for your program. Total spending and daily spending limits may also be set at the pass DCI level or per card, so set these limits as appropriate for the charge card program.
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7. Select the account configured to track charge card invoices.8. Do not enter an amount in the Pre-load field, because pre-paying prior to using the charge card is not
necessary with a credit limit greater than $0.
Selling charge cards
1. To sell the charge card, select the charge card item in the menu and click on the Set Guest button. Enter guest information and either save (if no activation takes place at the time of sale) or click on the DebitWaretab (if activation takes place at the time of sale).
2. If activating at the time of sale, the operator may or may not need to click on the DebitWare tab and edit the credit, total spending and daily spending limits based on the charge card program rules. For instance, an inter-department charge card DCI may always have a set non-editable credit limit amount of $5000; but a VIP group member may need to have his credit limit determined at the time of card activation based on the incentives offered to the VIP group.
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3. If the charge card is not configured to be activated at the time of the sale, it can be activated later by selling an activation item. This item is configured in SysManager as a Regular Item on the Action tab with DebitWare activation selected from the dropdown box.
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4. At the salespoint, sell the activation item, click the DebitWare line item button, swipe the card into the Card Swipe field and click Check. Edit the credit, total spending and daily spending amounts as applicable and click Save. Remember that cards activated on the same line item are linked together on the same invoice (without the setting DWLineItemLink=FALSE) and that cards may be linked to existing invoices by using the Lookup button.
5. Typically, a re-load item is sold to “pay off” charge cards. To pay off a charge card, sell the re-load item, enter the card number in the Card Swipe field and click Check. Enter the amount to be paid-off if the Re-load Amount field and click Save. At finalize you are forced to collect payment for the amount entered in the Re-load field.
Bonus Cash
Bonus Cash for the In-House Cards module allows a bonus value to be added to a gift card, passholder balance, etc. Bonus values are always spent last and if a card is cashed out, the remaining bonus value is removed from the card.
Example: During the month of December a 5% bonus is added to any reload or new purchase amount so that, for instance, a $100 reload, results in a total value added of $105.
Bonus Cash for In-House Cards module provides:
1. The ability to configure how much Bonus Cash is applied to IHC accounts per DCI. This configuration uses Dynamic Pricing Rule logic so that conditions such as salespoint location, web, date, day of week, etc., logic can be utilized.
Note: While it is possible to limit the addition of Bonus Cash to a specific date/time range, it is not possible to limit the redemption of Bonus Cash to a specific date/time range. For instance, from May 1 to May 15, any IHC item load results in a 10% bonus, but the redemption of that additional 10% is possible up until the entire IHC account expires (if allowed by state law). In other words, Bonus Cash never expires and cannot be limited to redemptions on specific days.
2. The ability to configure DCIs with associated profit centers in a **BONUS** department to be used for tracking the Bonus Cash offerings. For instance, a DCI can be configured to track GIFT CARD BONUS CASH, EMPLOYEE BONUS, PASS HOLDER BONUS, etc.
3. The ability to use Bonus Cash balances towards purchases, but prevent any Bonus Cash amounts from being cashed-out. (This essentially results in Bonus Cash being redeemed last.)
4. The ability to identify individual loads of Bonus Cash on the DebitWare Statements Report per cardholder. 5. The ability to pre-load bonus amounts 6. The ability to sell IHC items that include Bonus Cash amounts in E-Commerce module. 7. The ability to reload IHC items that include Bonus Cash amounts at the IHC Management Kiosks. 8. The ability to display the Total value loaded amount as part of the line item description in Sales (a new tag
in the Recap language for Total load amount for IHC items).
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9. Additionally, accesso Siriusware adds the payment types used for any IHC loads, along with the last four digits of any credit cards, to the DebitWare dialog that currently displays basic IHC balance information. During the IHC cash out process, this helps cashiers to know if the customer is given a cash refund or if the refund is to a specific credit card.
Configuration and use
In SysManager
1. Create a Profit Center (or more than one, depending on reporting needs) that accounts for the bonus load amounts.
2. Create Categories/Items under the **BONUS** department and select the appropriate profit center. It is not necessary to have a **BONUS** DCI per type of program, but at least one **BONUS** item needs to be configured to track the offsetting records for accounting purposes.
3. Create a Dynamic Pricing Rule (or multiple rules) for calculating the Bonus Cash amounts. The INVOICEDCI can be specified so that a single reload item can be used to add varying bonus amounts based on the original DCI of the card/pass being loaded.
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4. The Dynamic Pricing Rule is attached on the DebitWare tab on the Action Specifics dialog. Reload and Activate items looks up the Dynamic Pricing Rule associated with the original Pass/DebitWare DCI.
Note: Dynamic Pricing Rules can allow a flat dollar amount load of Bonus Cash even when the load amount for the card is zero. Example: Using a Dynamic Pricing Rule with a % amount for Bonus Cash (BONUSCASH(10)) and with the load amount on the DebitWare tab for the item as zero, results in the following:
1. Place following line in the DebitWare item:
BONUSLOAD(,10,TRUE)
In Sales, the Bonus Cash amount was $10 and the load amount was zero (the $10 came from the Bonusload Sales screen action macro)
2. Then, take the BONUSLOAD(,10,TRUE) line out of the Sales Action tab. In Sales, the Bonus Cash amount was zero, and the load amount was zero.
3. Change the Dynamic Pricing Rule to be BONUSCASH(,10). In Sales, the load amount was zero and the Bonus Cash amount was $10.
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Template Edit formChanges to allow Bonus Cash, have been made to the Template Edit form (Action Specifics button > Action tab >Item Edit form > Create Pass Item type) on the DebitWare tab:
1. A dropdown control is called Bonus Cash DCI. This dropdown displays a list of all non-hidden DCIs in the **BONUS** department and their descriptions (items created in the **BONUS** department are used to track the offsetting records for Bonus Cash for accounting purposes). The dropdown list also includes a <None> value at the top.
2. A second dropdown control is called Bonus Cash Rule. This dropdown displays all Dynamic Pricing Rulesthat are configured as rule type Any or Dynamic Pricing Rule. This is used to select the Dynamic Pricing Rule to use for calculating Bonus Cash amounts.
3. DebitWare pass items also need to have the BONUS DCI set in the template that is used to create offsetting transactions for the Bonus amounts. Reload and Activate items look up the **BONUS** DCI associated with the original Pass/DebitWare DCI.
4. A new field called Additional Bonus is present on the DebitWare tab that allows manual entry of a Bonus Cash amount, as long as the user has security (X_SETBONUS) and the DebitWare item has Bonus Cash defined.
Sales screen action macrosTwo Sales screen action macros are available to enhance Bonus Cash functionality. These are able to be entered in the Sales screen action macro field for the item and are as follows:
• LOAD - is used to load funds to a card. It has the option to add to or replace the load value that is preset on the DebitWare tab for the item and can be a flat amount or percent. It has the following format:
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LOAD(CASH,[TRUE/FALSE]). By default, the LOAD value takes precedence over the default preload value.
Example: A card with a default preload value of $10 and the Sales screen action macro LOAD(50) as defined in Sales Actions is loaded with $50. If the Sales screen action macro LOAD(50,TRUE) is defined in Sales Action, the card is loaded with $60 (the $10 preload + the $50 reload). The operator may override the load amount on the DebitWare tab.
• BONUSLOAD is used to add Bonus Cash. It also has the option to add to or replace any previously calculated Bonus Cash and can be a flat amount or a percent. There must be a Bonus Cash DCI defined in order for this option to function. BONUSLOAD has the following format:
BONUSLOAD(PERCENT,[CASH],[TRUE/FALSE])
The first field adds a percent of the Preload/Reload amount as Bonus Cash. The second field adds a flat value of Bonus Cash to the card (if the first field is 0 or empty). By default, the amount defined by BONUSLOAD takes precedence over Bonus Cash calculated by the Dynamic Pricing Rule unless the third field is present and set to TRUE.
Example: A card has a default preload value of $50 and a Dynamic Pricing Rule to add 20% of the loaded amount as Bonus Cash. The Sales screen action macro BONUSLOAD(10) adds $5.00 bonus cash to the card (the Bonus Cash from the Dynamic Pricing Rule is ignored). The Sales screen action macro BONUSLOAD(,10) adds $10 bonus cash to the card. BONUSCASH(,10,TRUE) adds $20 bonus cash to the card ($10 from the Sales screen action macro +$10 from the Dynamic Pricing Rule) If the operator has correct security (X_SETBONUS) it is possible to override the Bonus Cash added by this Sales screen action macro on the DebitWare tab.
In Sales
When selling a new item that includes Bonus Cash or performing a reload of a card that is configured with Bonus Cash, the following modifiers are displayed on the right side of the Debitware tab:
• The Load Amount (the amount requested by the customer). • The Additional Bonus allows manual entry of a Bonus Cash amount, as long as the user has security setting
(X_SETBONUS) to allow manual entry of Bonus Cash amounts in Sales • The Bonus based on the Dynamic Pricing Rule. • The Offset that takes the price down to the pre-bonus total. The Offset amount is recorded in the data using
the **BONUS** item specified within the template of the DebitWare item.
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Note: The total value added to the card can be displayed on the line item using the following tags within the standard recap language under Sales32c.INI [Preferences] ItemDesc and ItemDescFull<ifIHC> (Load Value: $ <TotalLoadValue>)</ifIHC>.
Balance research
In SysManager > Guests > Pass Status > Edit Pass button > DebitWare button, the Bonus and Cashout Balanceare displayed. The transaction detail also clearly identifies Bonus Loads.
The following changes have been made to the DebitWare info for Pass form (Guest Edit form > Pass Status tab > Edit Pass button > DebitWare button):
1. This form now displays two new text boxes, one called Available Bonus which displays the amount of Bonus Cash available on the card and the other called Cashout Balance which displays the amount of money on the card that can be cashed out.
2. In addition, the transaction detail shown on the DebitWare info form clearly identifies Bonus Cash load amounts on a separate line with the message, “Bonus Load”.
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Reporting
The amount of revenue given away in Bonus Offset transactions can be found by using the Profit Center Split Report or the Period Sales Report.
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The DebitWare Statements Report (ReportManager > Reports > Financial Reports > DebitWare Statements)now displays the following in each version of the report: money loaded onto a cards is identified as LOAD, Bonus Cash loaded onto a card is identified as BONUS LOAD and cashouts paid to the guest are identified as CASHOUT.
When viewing the DebitWare Statements Report, the text, BONUS LOAD appears next to LOAD amounts where applicable.
Layouts
Receipts can itemize the load amounts. Note that the load and bonus load transactions are written to the data as **TRANS** records, so accesso Siriusware receipts typically include an IIF statement to print **TRANS**descriptions as Account Transactions, but this can be changed by editing the Receipt layout:
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A column has been added to the csrTrans table called Bonuscash which is available for use in Confirmation Letter layouts and Graphic Ticket layouts. This field can be used in a layout as follows: csrTrans.Bonuscash. This is the amount of bonus cash only (not the total value to the customer) for an In-House Cards sale that involves the loading of Bonus Cash onto the card. To calculate the total value to the customer, you need to add Extension plus Bonuscash. This can be used in a layout as follows: csrTrans.Bonuscash+csrTrans.Extension.
Bonus load amounts can be specified on Confirmation Letters for reservations:
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CASHOUT of cards with Bonus Values
Bonus cash is spent last and cannot be cashed out, but multiple bonuses throughout the life of a card do not stack until the very end. To borrow from a retail inventory example, it mimics a First-In-First-Out method. Additionally, when a card is cashed out, any remaining bonus balance is wiped out. This ensures that recycled gift cards have a clean $0 balance for the next customer, clever customers can’t load $100 > get $110 worth of value > cash out $100 > and still have $10 available to redeem, and probably the most important reason, accounting departments do not have to manage and track the remaining bonus balances as liabilities.
For example, using a 10% bonus on all loads, the following chart shows overall Balances and Cash outs allowed. Date Activity Bonus Balance Card Balance Cash out 1/1/2011 $50 loaded $5 $55 $50 1/2/2011 $25 purchase $5 $30 $25 1/3/2011 $25 purchase $5 $5 $0 1/4/2011 $40 load $9 $49 $40 1/5/2011 $20 purchase $4 $29 $25 1/6/2011 Cash out -$4 $0 -$25 cash to customer
A salespoint must be enabled to perform cash outs by inserting the following Sales32c.INI [Preferences] settings: DisableCashout=FALSE CashlessReloadDCI=INHOUSECRDACTANDLOADCASHOUT
DisableCashout=FALSE is the default value, so there is no need to add the setting unless you need to set it to TRUE.
Note: This must be set to TRUE at the DebitWare kiosk as those computers cannot dispense cash and should not be used to cash out cards.
CashlessReloadDCI needs to be configured as a DebitWare reload item in SysManager and can be the same DCI used to perform normal reloads of IHC cards, although it might be helpful to configure a new item for cash outs for the sole purpose of having a more descriptive item name on reports, such as Cashout Card.
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To Cash out a card:
1. Lookup the card number using the DebitWare main action button (or CTRL-D keyboard shortcut) or simply scan/swipe a DebitWare card in an empty sale.
2. Select the Cash Out button from the DebitWare Information dialog, and then Finalize the sale to return the money to the customer.
3. To review a list of transactions for the card, the Card Transactions button can be pressed from the DebitWare Information dialog. The Purchase History shows card loads (including bonus loads) as well as the total amount of sales put on the DebitWare card along with the price of each line item in the sale. The Purchase History can be printed for the customer by pressing the Print button. The report prints to the receipt printer configured for the salespoint.
Note: The sixteen digit card numbers are normally masked on the DebitWare dialog. The logged in operator in the screen captures below is ADMIN and has security to see full numbers.)
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4. The summary or full card transactions can be printed for the customer by pressing the Print button. The report prints to the receipt printer configured for the salespoint.
5. Select the Cash Out button, and then Finalize to return the money to the customer.
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E-Commerce and Bonus Cash The following changes/additions have been made to the E-Commerce module in support of the new Bonus Cash feature for In-House Cards module.
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The text displayed to the user when Bonus Cash is available on an In-House Cards product being sold or reloaded is set using the following new key in the web.config file:
<add key ="IHCBonusCash" value =" - Total load value: $ "/>
When an In-House Cards item that is configured with Bonus Cash is sold or reloaded, the value for that key is displayed on the ItemShow.aspx page and in the cart after the name of the item followed by the total load value.
Example: With the key configured as shown above, a $50 gift card that is configured to add 10% Bonus Cash would display as follows on the ItemShow.aspx page and in the shopping cart: $50 Gift Card - Total load value: $ 55.00. Furthermore, if additional money is added to an In-House Cards item that is configured to add 10% Bonus Cash using the E-Commerce module, the item displays in the cart as follows, for example, if reloading with $100.00: In-House Cards Reload - Total load value: $ 110.00.
When doing In-House Cards items lookups, the user can now view both the Cash out Balance as well as the Bonus Cash Remaining on their In-House Cards product. This is accomplished by adding the following to the "DWDispRows" key in the web.config file: cash_out_balance, bonus_cash.
Example: To allow users to view the guest name, In-House Cards swipe number, available balance, cash out balance, bonus cash amount and pass expiration date for an In-House Cards product lookup you would configure the key as follows:
<add key="DWDispRows" value="guest_name, swipe_no, inv_bal, cash_out_balance, bonus_cash, expires" /> GetItemExpanded If an In-House Cards item is configured to use the new Bonus Cash functionality (that is it is configured with a Bonus Cash Rule in the item's template), Bonus Cash information is calculated when the GetItemExpanded call is made for that item. Bonus Cash information is returned as part of the price_xml as [dwp_bns]XXX[/dwp_bns] and [dwp_bnsext]YYY[/dwp_bnsext] (the Bonus Cash load times the quantity). In addition, when GetItemExpanded is called for a DebitWare reload, the following parameters need to be included in order for Bonus Cash information to be returned if applicable:
<dw_info><pass_no>385007001</pass_no><rel>75</rel></dw_info>
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Where <rel> is the amount to be reloaded onto the card and <pass_no> is the pass number associated with the In-House Cards item which is being reloaded. The ww.dll has been further modified so that the GetDWInfo call returns Bonus Cash information in the fields "CashOutBal" (which contains the Cash out Balance) and "AvailBonus" (which contains the Bonus Cash available).
Point & Pay
Introduction Point & Pay functionality integrates the ability to utilize a Bayometrics, Futronic Fingerprint scanner, with accesso’s Siriusware In-House Cards (IHC) functionality. This expands current In-House Cards module to:
• Accept and recognize fingerprint scans at accesso Siriusware salespoints • Incorporate fingerprint scans as a recognized form of media for the In-House Cards module, similar to
Debitware or Pass cards. • Allow for purchase, exchange and reloading of Debitware items through a fingerprint scan
Setup
Hardware
Using the Futronic Biometric fingerprint scanner, install and download the driver from http://www.futronic-tech.com/download.html and connect the fingerprint scanner.
ODBC setup The ODBC connection used by SalesEZ application must be named with the SQL Server name.
Note: This requires the use of the SQL Server ODBC driver, NOT the SQL Server Native Client ODBC driver.
Example: If the SQL Server name is, “DATAServer” you must create a 32bit ODBC connection that is named DATAServer. The DATAServer ODBC connection still uses SiriusSQL as the database.
In the SalesEZ_System.INI the settings for DATAServer would be:
[Data] ODBC_DSN=DATAServer
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Database=SiriusSQL Training_ODBC_DSN=DATAServer Training_Database=SiriusSQL_Training NeverClose=YES ProgramDataPath=C:\ProgramData\Siriusware\Pool\SalesEZ\
Note: If the fingerprint.dll fails to connect SiriusSQL data, the following will appear in the SalesEZ log, "Siriusware.Fingerprint.dll cannot open a connection to the database. Configuration or connectivity problem. Pass fingerprint recognition will not be available."
SysManager
Create an In-House Cards item according to standard IHC configuration requirements for Debitware Activation. It can be a fixed value or the value can be left to guest selection.
Because collecting guest names and associating them with fingerprints creates the potential for security and privacy concerns, it is recommended that IHC items using fingerprints be configured for anonymous sales.
1. Create a new guest with a generic name such as, “FINGER FUNDS”. 2. Note the guest number and Save. 3. Edit the IHC item and add a macro to the Sales Action tab in this format:
DISPLAY("Collect Fingerprint and Enter Amount") SELECTLAST()RENEW(,,, 66000001,) SELECTLAST()SINGLEGUEST() SELECTLAST()OTHER(5)
• The DISPLAY message is optional. • Substitute the guest number of the new generic guest to the RENEW portion of the macro. This is
essential to record all IHC transactions to the generic guest. • The SINGLEGUEST sells to a single invoice for each guest. • The OTHER portion opens the guest form in Sales to the Pass Swipe tab where the fingerprint may be
collected. Security settings In order to scan or modify fingerprints during the Debitware activation or pass record modification process, operators would need all or some of the following security settings:
• Sales – Allow Fingerprint Collection • Sales – Allow Fingerprint Update • Sales – Allow Fingerprint Delete
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.INI settings
A setting was added to the Sales32c.INI to specify how many fingerprints to collect for the template, which defaults to 4. This setting affects the quality of the template as well as the size of the template.
[Preferences]FingerprintEnrollCount=4
Fingerprints can now be associated with gst_pass records (i.e., In-House Cards module). Also added Point &Pay functionality where fingerprints can be used to lookup the IHC item for payment. Fingerprints can also be used for line item validation as well as Function key swipes. A new setting has been added to the Sales32c.INI to specify which field from the gst_pass record to extract:
[Preferences]F10FingerprintField=pass_no (default)
An additional setting was added to the Sales32c.INI that creates the Point and Pay Main Action button on the Sales Screen:
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[Interface]MainButton=PNP
Use
Sales
1. Add an IHC product to Sales Invoice. 2. In Set Guest add a guest if a guest is not automatically assigned. 3. Proceed to the Pass Swipe tab and choose Collect Fingerprint.4. The following dialog appears
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5. Operator is given the message, “Place finger on scanner.”6. The guest chooses a finger (initial fingerprint print can be any finger). Same finger multiple reads to get the
template.
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By default, four fingerprint images are taken by placing the digit on the scanner. Remove finger from scanner for as many times as are determined by FingerprintEnrollCount .INI setting.
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7. Stop button: Occasionally the fingerprint scanner does not image the digit and appears frozen. Hitting the Stop button, and then the Recapture button allows a digit to be scanned under most circumstances.
8. Recapture button: If you do not get good template after capture repetition is complete, you can recapture the fingerprint.
9. Once scanning is complete, enter a Cash Out Code and hit Save Fingerprint. The Cash Out Code field is used to confirm the IHC user when all IHC items are assigned to a default guest. The Cash Out Code is alphanumeric (up to twenty-five characters) to cash-out without fingerprint.
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10. Guests are also given a printed receipt which features a barcode that can be scanned in the event that a fingerprint does not work correctly. In addition to using a fingerprint to access the balance, the customer can present the barcode. In order to generate this barcode, a Pass layout (allows reprints of the barcode) or Ticket layout (one time print – no reprinting) can be configured for the In-House Cards (Debitware) item and printed upon finalization of the sale.
11. Choose Finalize 12. Select Point & Pay as the form of payment
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13. Scan fingerprint14. Choose Lookup Fingerprint and proceed through finalization
Refunds
To Cash Out:1. Hit the Ctrl-D or DBW button 2. Choose Fingerprint 3. Scan the guest’s digit 4. Select Lookup Fingerprint
Example:The operator is given the message:
"Fingerprint on file""Guest Cash out code: XXXXX"
Operator can then ask what the code is for cash out from this dialog
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5. Choose Cash Out on the Debitware Information dialog and continue with Cash Out.
Note: Cash Out functionality must be configured. Once a fingerprint is accepted, the guest needs to provide the Refund Passcode (up to twenty-five alphanumeric characters). This is displayed on the Debitware Information dialog so that the operator can ask the customer to confirm their code prior to issuing a, Cash Out (refund) on the card balance.
Re-Loading
Additional money can be reloaded using fingerprints. Fingerprints load on the Reload dialog (Fingerprint option). 1. Add a Reload item to invoice 2. On the Debitware tab, choose Lookup Fingerprint 3. Scan the guest’s digit 4. Choose Lookup Fingerprint and continue with reload.
Activation
Activation items can be added to an invoice using fingerprints. 1. On the Debitware tab, select Lookup Fingerprint 2. Scan the guest’s digit 3. Choose Lookup Fingerprint and continue with activation.
Updating a fingerprint On Guest Lookup > Pass Inquiry > edit pass > Modify there are three new buttons on the Pass dialog for collecting, updating and deleting fingerprints associated with an IHC item. If the IHC item does not have a fingerprint associated, the Collection button is active unless the operator does not have the security permission to do so. If the IHC/pass has a fingerprint associated the Update and Delete buttons are active if the operator has the security permissions to use them.
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Validation
Validation items can be added to an invoice using fingerprints.1. Add validation item to invoice2. On Validate tab select the Lookup Fingerprint button3. Scan the guest’s digit4. Select Lookup Fingerprint
Apply a function key(F10, F11 or F12) with fingerprint
To enable an F-key to apply a special configured for %EP use, add the following sales32c.INI setting:
[Preferences]F12FingerprintField=pass_noF12Prompt="Scan Fingerprint "F12Text="%EP"
With item(s) in the invoice choose F12, scan the guest’s digit and the special(s) are applied.
Associating multiple fingerprints
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If each family member needs a Guest Record, then each record would need to be given a separate pass linked together with independent records and fingerprints. Sell multiple IHC items & link them to one invoice.
Note: If a guest uses the same digit on multiple IHC items, only the top fingerprint in the data is referenced.
Data maintenance In SysManager > Utilities > Data Maintenance, a new Purge Fingerprint Data button has been added. By using this button fingerprints can be removed from the data by an assigned cutoff date or if the pass has expired. Purging of fingerprint data would most likely transpire before the season has begun. Any IHC item that has the fingerprint record that has been purged can no longer be used through a fingerprint scan.
Point & Pay in Kiosk Mode
Point & Pay functionality can be used in Cashless Kiosk and Classic Kiosk modes. Currently, graphics do not include instructions pertaining specifically to Point & Pay, but the functionality is available.
Cashless Kiosk
Use in Cashless Kiosk mode is simple. At the first screen, the finger is placed on the fingerprint reader.
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After the fingerprint is read, the user is taken to the next Cashless Kiosk screen where the IHC can be loaded.
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Classic Kiosk Mode
In Classic Kiosk mode, the user proceeds to the Invoice screen and chooses the items to be purchased.
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The user can at this point, place their finger on the fingerprint reader. They are then taken to the Payment screen and can choose to Finalize.
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Alternatively, the user can proceed from the Invoice screen to the Payment dialog using the Proceed to Checkout button, read the fingerprint in the dialog and select Finalize.
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Supplemental information
Selling In-House Cards products (DebitWare) online
Option #1 – Assigning a DebitWare number at time of purchase, print through Batch Manager
1. In-House Cards products must be configured to:• Use DebitWare activation on the Action tab• Assign number from basket in the Starting Values tab• Have a pre-set amount loaded onto the card. This is done by setting an amount in the Amount
automatically loaded on the DebitWare Invoice field on the DebitWare tab.• Have a layout attached
2. Visitors/guests purchase the card online and are prompted to look up or enter their guest information. 3. Visitors/guests check-out and pay, at which point an In-House Cards invoice is created in SysManager.4. To fulfill the order, BatchPrint utility can be used to print the In-House Cards as well as mailing labels. A
few notes on BatchPrint utility:• The guest name and address print on both the card and address label – not the purchaser’s. In other
words, if Homer Simpson purchased a gift card for Lisa Simpson, it is Lisa’s name and address that prints in BatchPrint utility.
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• You probably want to include the guest name on the In-House Cards layout; otherwise, it is tricky to figure out which card goes with which mailing label!
Note: After the initial activation, visitors/guests can reload their In-House Cards online. They can also use their In-House Cards as a form of payment for online purchases.
Option #2 – Using pre-printed, pre-encoded cards To use pre-printed, pre-encoded cards:
1. In-House Cards products must be configured to: • Use DebitWare activation on the Action tab. • Have a pre-set amount loaded onto the card. This is done by setting an amount in the Amount
automatically loaded on the DebitWare Invoice on the DebitWare tab. 2. Visitors/guests purchase the card online, and then are prompted to look up or enter their guest information. 3. Visitors/guests check-out and pay, at which point the sale is saved by E-Commerce module. 4. To fulfill the order, run the Saved Sale Audit Report. Then, at a salespoint:
• Recall the sale • Swipe the pre-encoded card into the Pass Swipe tab • Finalize the sale • If desired, an address label can be printed by attaching a layout to the In-House Cards item. That way it
would automatically print when the sale of the In-House Cards item is finalized. Note: After the initial activation, visitors/guests can reload their In-House Cards items online. They can also use their In-House Cards items as a form of payment for online purchases.
If stock is pre-printed by an outside vendor, the information to be encoded is %B followed by the up to nineteen digit number on track 1. The information can also be put on track 2 if track 1 is needed to encode a pass or some other number on the cards. If you choose to purchase blank card stock, and print and encode at your site, the cards must be PVC cards with high-coercivity magnetic stripes, thirty mm; CR80. Please contact accesso Siriusware Technical Support before pre-printing your cards to discuss your options.
accesso strongly recommends pre-printed, pre-encoded cards for use as gift cards. For season passes or membership IDs, blank cards are fine because you need to print photos, etc., on each one.
Option #3 – Selling a combined pass/In-House Cards product
1. Product must be configured to: • Have No DebitWare action selected on the Action tab • Assign number from basket in the Starting Values tab
2. The card could be printed through BatchPrint utility as explained previously, but in order to activate the debit portion, the customer has to have it activated (and loaded) at a salespoint.
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Note: After the initial activation, visitors/guests can reload their In-House Cards items online. They can also use their In-House Cards items as a form of payment for online purchases.
IHC items as wristbands This provides the ability to scan and interpret the modified IHC barcodes printed on wristbands.
1. Sales produces IHC barcodes for printing on wristbands through Boca printers. 2. Sales detects and reads modified barcodes as IHC numbers on wristbands when scanned for payment. 3. GateKeeper and ScanMan modules recognize the modified barcodes and prepend the static portion of the
card number prior to submitting the full number for validation. 4. Modified IHC barcodes printed on wristbands are scanned and interpreted. 5. Reads track 2 swipes that are encoded with full sixteen digit IHC numbers for obtaining balance
information, reloading and making payments. This allows a passholder to load his/her pass at the kiosk using cash or a credit card for payment and/or load an IHC wristband and use the pass for payment.
Wristband/ exchange cards printing Sales produces modified IHC barcodes for printing on wristbands through a Boca Printer. These barcodes need to be printed across the band, and then stretched to cover the majority of the length of the band to allow for easy scanning (so, narrow but very tall, barcodes). Boca printers also produce the In-House Cards card for the exchange of wristbands. The stock that is used in the Boca printer for print-on-demand cards is ten mil. plastic (or plasticized paper) in credit-card or pass-sized stock. This type of stock is very durable and can be printed in four colors from printing vendors in order to produce high quality cards that meet marketing department expectations.
Note: that during the ticket design process, it is important to leave a reasonable amount of white space for printing the IHC barcode.
Scans and swipes Classic Sales can now read scanned or swiped truncated In-House Cards numbers from the Sales screen, DebitWare dialog, Finalize dialog, Manual Entry Credit Card dialog and the DebitWare Action tab dialog based on the following .INI setting:
[Preferences] IhcPrefix=10,603524;7,603524999;11,600649
The above setting tells Sales if a bar code is ten characters in length, prepend the digits 603524 to the swipe/scan, if it is seven characters in length, prepend 603524999, etc.
A scan is checked against .INI setting IhcPrefix which is in the format (swipe length,prefix;swipe length2, prefix2). If the swipe is swipe length characters long prefix is appended.
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1. The initial scan / swipe determines if the swipe is a modified bar code. If not, track two of the swipe is checked for validity
2. If an invalid card swipe is read during a DebitWare kiosk sale, Sales displays an error message, “No Match Found.”
3. Balances are viewed in CDebitwareDlg. A call to GetDebitwareInfo retrieves info after establishing a valid swipe / scan
4. The ability to load money onto IHC accounts using credit cards or cash is also done in the CDebitwareDlg. If the call to GetDebitwareInfo shows the card has an active status, buttons are enabled which allow cash or credit to load funds onto the card.
Note: Classic Sales only tries to do an IHC item prepend on swipes that start with %B.
Wristband – IHC item exchange If a guest has a remaining balance, Cashless Kiosk mode allows for automatic exchange of wrist bands for another IHC card. If desired with the following sales32c.INI setting the user is prompted with a message contained in the setting with a Yes or No choice to continue the exchange. [Preferences] ExchangeText=Are You Sure You Wish to Exchange the Wrist Band for a Card? If the above setting is not present, the wrist band is automatically exchanged without a prompt. After the exchange has taken place a message, “Your wrist band is no longer valid, please take your card from below.” confirms that the exchange has taken place. The exchange confirmation message stays up for ten seconds.
The products that can be exchanged can be limited by the following sales32c.INI setting:
[Preferences] ExchangeBase DCI= <comma delimited or semicolon delimited list of DCI’s (padded out to ten characters for each DCI nickname)> If this setting is not used all products can be exchanged.
Hardware specifications
Cards and card stock
We recommend that you have the actual cards preprinted and pre-encoded. That way, you don’t need to print every card with a card printer at the point-of-sale.
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If you choose to have cards pre-printed, accesso can print the art on the card however you like and also encodes the cards with the appropriate numbers.
If you choose to purchase blank card stock and print and encode at your site, the cards have to be PVC cards with high-coercivity magnetic stripes, 30 mm; CR80.
Considerations: Consider the logistics of issuing cards at your site:
1. Blank cards printed on-site • Blank cards cannot be sold everywhere due to needing a mag-encoding card printer setup. • Blank cards must be batch printed at the printer location and distribute them to salespoints. • Give a guest a receipt and send them to a IHC pass printer enabled salespoint • Will cards be used to issue refunds to guests at every salespoint?
2. Pre-encoding cards
• The BIN number/account number (that you get from accesso) has to be encoded on the card. This requires a printer.
• If you are printing cards as you sell them, you print the artwork on the card, possibly some guest information and the printer encodes a BIN number on the mag stripe.
3. Redeeming or using cards: • You require an In-House Cards license at any salespoint that accepts In-House Cards as a form of
payment. 4. Pre-printed, Pre-encoded cards:
• Design the art for your gift card and order cards from accesso • accesso provides BIN numbers for purchase • Choose the quantity you think you might need a 6-12 month supply • accesso issues the numbers to you and encodes them on your cards. • If you have pre-encoded cards ready to sell, your operator simply makes the sale and swipes the new
card to read the number onto the card record.
Magnetic card readers (swipes)
Clients need these at the salespoints that accept In-House Cards cards for payment and at the salespoints that sell the cards.
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