Payment Processing

TMS very sophisticated payment processing feature that is used during Check-In for Pre-payments, at Check-Out or customer account payment using Invoice Utilities. Except for a few minor exceptions, the process remains the same throughout. 

TMS processes Credit/Debit and Gift Cards through New VeriFone Platform Point Services for card present and Web-based Payware Connect for Card On File transactions.

Point is a highly configurable web-based payment gateway service that enables credit and debit payments to be processed from TMS with Internet connection using VeriFone Vx820 or Vx520 EMV capable terminal. New Point Services takes the guesswork and complexity out of managing multiple payments and payment technologies, while adhering to security and compliance standards and helping merchants prepare for EMV. As a managed-payments solution, Point gives merchants a competitive edge by empowering them to focus on their core business while giving them the flexibility to define and deliver the payment experience that best meets consumer expectations. As a subscription service, Point also alleviates the need for up-front capital investment. The service includes 24x7 support, encrypted gateway transactions, integration for new methods of payment, ongoing EMV maintenance and merchant support and full PCI compliance. One EMV Terminal can be shared with multiple stations. TMS uses Payware Connect to process credit cards on file for batch processing. TMS is validated with Paymentech, First Data North (CardNet); Elavon; and Heartland. Please visit CSI website for additional information and pricing:  http://www.computersystemsint.com/Product/Cat/40 

If the total payment due is not sufficient, and you have the Partial Payment option enabled under the schedule, the system will allow you to do a partial balance forward. This option is ok during the pre-pay process, but it is not recommended for payments during Check-Out. Please see the Accounts Receivable (A/R) section under Reports additional information on customers with outstanding balances. TMS will alert you during Check-In if customers that do not have charge facilities have outstanding balances. Please refer to Management Section for additional information.

When processing a payment follow steps below for each tender type. If a mistake is made during the payment processing, select the payment method from the transaction list and press the Delete button

Cash Processing

1.   Select the Cash button.
2.   Enter the amount received manually with the number pad or by using the preset amounts provided; you may also select the Exact button if the customer gives you the exact amount. Press OK. The change field gets updated.
3.   Press OK again, the Cash Drawer opens,
4.   Select whether you would like a receipt to be printed or not when prompted
5.   Press OK again

Check Processing

1. Select the Check button. The amount due will be automatically entered into the Current Credit field
2. Enter Check# and Press OK.
3. Press OK again.
4. Select whether you would like a receipt to be printed or not when prompted
5. Press OK again.

Deposit Payment Processing

If a deposit required for certain transactions like Wedding Gowns, Leather etc follow steps below in checkin or when updating the invoice:

1. In Check-In, select Pre-Pay
2. Select the tender type like Cash or credit card,
3. Enter the deposit amount into the Current Credit field
4. Press OK
5. Press OK again to process the payment.

Note: The system will track the balance and prompt for the payment during Check-Out process.

Coupon Processing

You may enable Coupons to be part of your tender Screen in case a customer presents you with a  coupon during the Check-Out process to be applied as a tender or part thereof. 

1. Select the Coupon button. The total amount due will be automatically entered into the Current Credit field, change this to the value of the coupon
2. Enter the Coupon# and press OK
3. Select the tender type like Cash or credit card to settle the balance due if there is one
4. Enter the outstanding amount and press OK
5. Press OK again
6. Select whether you would like a receipt to be printed or not when prompted
7. Press OK again

Note: If the value of a coupon is larger than the invoice total, the system will not allow you to apply the coupon using the discount option. You may configure your system to allow you to select the coupons from a drop down menu, or simply scan the barcode of the coupon to auto select the desire coupon. For additional info on Coupons setup see this section.

Credit Note Processing

If you have issued a customer with a credit note, the system will automatically prompt you as to whether you would like to use the credit note.

1. Press YES, the default credit note will be applied and the total amount due will be automatically entered into the Current Credit field
2. Enter Credit Note# and Press OK.
3. Select the tender type like Cash or credit card to settle the balance due if there is one
4. Enter the outstanding amount and press OK
5. Press OK again
6. Select whether you would like a receipt to be printed

Debit Card Processing  

 If the payment type is Debit card and your system is equipped with our online credit authorization program, select Debit from payment type, swipe the card and make sure the card#, expiry date and name appears on proper field, then   press OK, If your system is equipped with Debit Pinpad have the customer enter the pin# on the Pinpad and follow the screen.

Credit Card Processing

If the payment type is Credit card and your system is equipped with our online credit authorization program, select Debit from payment type

1. Swipe the card and make sure that the card#, expiry date and name appear in the proper fields,
2. Press OK
3. Press OK again.
4. Wait for authorization#, and then press OK to finish the transaction.
5. Upon successful authorization, an authorization code will appear on the pop-up screen.
6. Press OK and have the customer sign the authorization receipt. Retain a copy for auditing purpose.

 Note: If there is a problem with the card, you may manually key-in the card#, expiry date, name and security CVV#; furthermore, should the On-Line Authorization failed message appear, check the error message for the reason as this could be caused by a bad credit card, bad swipe or even a bad connection.

House Charge Processing

If the customer’s default payment is set to Charge, the system will not prompt for payment during Pre-Pay or Check-Out. You may however set the prompt for payment for Charge customers under system options for in case a charge customer decides to pay sometimes.

During the Check-Out process, a message box will appear, indicating that the charges will be applied to customer’s account. If however the charge customer is paying during Check-In or Check-Out processes, select the tender type and follow the instruction above.

If a customer is not a charge customer but would like to pay later, you may select the Charge option. Please note this option could be disabled in system options (Allow partial pay).

 Once payment is received from a charge customer, follow the steps below to post the payment.  

1. Go to Invoice Utilities,
2. Select the customer,
3. Select the Unpaid Invoices icon,
4. Click on the Select all Invoices icon or manually select the invoices that you would like to apply payments to.

 Note: As invoices are selected, the totals next to the Debit and Credit are updated.

     5. Select Account Payment.

     6. Say Yes when prompted whether you are sure you want to pay marked invoices

     7. Apply the payment using the relevant payment method as discussed before

     Note: Should you select all unpaid invoices and the payment received is less than the balance due, the system will automatically apply the payment to the oldest invoices first, working its way to the most current and could result in the last invoice being partially paid depending on the amount received. If you have a customer’s credit Card-on-File, the system will automatically charge the card. If the payment received is more than actual balance, the system will not issue a credit note; to do this, manually select the Credit Note from Invoice Utilities, and issue a credit note. 

Undo Payment

If for some reason the payment was not applied properly to a charge customer, please follow the steps below to undo the payment. 

1. Select Management
2. Select System
3. Select Tools
4. Select Undo Account Payment.
5. Enter the customer’s number
6. Enter the Invoice number that needs to be undone
7. Click on Search
8. Select the Invoice that appears in the windows and select Undo Payment

For additional info, please refer to Management Section.

Point Rewards Program  

TMS has a very sophisticated Royalty Point reward system that allows you to define rewards coupon base on collected points. Royalty point system is an excellent marketing tool to encourage customers to keep coming back.  System allows different coupons to be printed based on the collected points and customer classification. Customer classification is defined based on collected points, i.e Bronze, Silver, Gold etc.

For additional information on how to setup Point and Point Redemption, please read Marketing Section.

Credit Card Batch Processing (COF)  

To process payments for Charge customers who are on Delivery Route schedule, TMS allows you to keep your customer’s credit card on file(COF)  and process it  automatically at the end of day/month depending on your requirements. To setup customers’ credit card on file, please read the section on Customer Profile. There are two types of COF, daily and Monthly. COF customers are Charge customers except their card is charged at the end of the Day/Month. COF customer’s invoices are usually checked out through Manifest and charges are posted to their account. However if you like you may charge the COF customer through Payment Processing during checkout. System will auto select the card, and will charge the Card On File.

Use the following method to charge all COF customers in one easy step. Please note if you don’t see the Batch Processing Icon below, you need to contact CSI to purchase this feature.

For Daily COF customers (i.e The ones that Monthly option is not selected in customer profile), go to Reports, End Of Day/Shift report, select Batch Processing. Once prompted to proceed, press Yes. TMS will go through all COF daily customers and process payments for all invoices that have outstanding balance regardless of In/Ready/Out status. This process might take few minutes depending on number of transactions and total COF customers. Please be patient and don’t interrupt the process unless there is a problem. Upon successful completion a message appears indicating total customers were processed.

For Monthly COF customers (i.e The ones that Monthly option is selected in customer profile), go to Reports, More, Statement, Select COF, Select Date, Check Mark the customers that would like to charge or select All. Create Statement, select Batch Processing. Once prompted to proceed, press Yes. TMS will go through all COF monthly customers and process payments for all invoices that match the statement. This process might take few minutes depending on number of transactions and total COF Monthly customers. Please be patient and don’t interrupt the process unless there is a problem. Upon successful completion a message appears indicating total customers that were processed.

To get a detail list of all successful and un-successful transactions, go to Reports -> Transactions report, credit card processing report. You may select Batch processing option to view only those transactions.