Wind River Credit Card Integration

Overview

This document will walk you through how to properly configure and use Wind River Credit Card Processing within Savance Enterprise.

About Wind River

Wind River Financial is a payment processing company based in Madison, WI. Its team of experts has been working to make payment processing simple and secure for thousands of merchant clients throughout the country for over 20 years. Wind River partners with software providers, banks, credit unions, and trade associations to design and customize processing solutions for their clients and stakeholders.

Device Support

Currently, Savance Enterprise in conjunction with Wind River financial services supports the following credit card device for payment processing.

Ingenico, Lane/5000 Terminal

Settings

Before you can begin using your credit card processors you will need first to properly configure your devices within your Administrator Settings.

Site & Warehouse Settings

• Go to Admin > Administrator

  

• Next, go to Sites > Payment Processors tab

  

• Next, we will enter your credentials for Wind River (Monetra). Toggle between these two by using the ‘Payment Processor’ drop-down menu. NOTE: This information is provided by Windriver. Savance will help during the process.

  

  • To Reset to the Default Setting select the ‘Set Default Settings’ this will reset the API host and port information for both the Test and Live processor.

  • To validate the settings select ‘Validate Settings’ this will verify a successful setup, for both the TEST and LIVE API.

    

  • Clean Expired Cards will go through the Saved Cards and remove any that are expired.

• Select ‘Update’ to save your changes.

• NOTE: If you have multiple warehouses and different processor information for each location you will need to repeat this process by going to the Warehouses > Payment Processor’ tab, if not all locations will inherit what is entered in the sites tab.

• NOTE: You only setup TEST if you have a TEST Server

• NOTE: You must close out of Savance and Log back in after Setup

  

Credit Card Device Setup

After you’ve set up your Payment Processor information, you will need to next set up your credit card devices. While still within the Administrator settings go to the Warehouses > Signature and Card Devices tab.

• Enter a Name - something that identifies this device in what warehouse/location

• Serial Number of the Device that can be located on the bottom of the device

• Select the Device Type

  • Ingenico UPP - Lane 3000/5000/7000 models

  • Ingenico RBA 14+ - ISC Touch 250 model

  

• Next, select ‘check status’ to make sure it is properly set up.

NOTE: Confirm the device is plugged in and and into your network.

• Repeat this process for all devices. NOTE: If you have more than one warehouse you will need to set up the devices per warehouse location.

• After you have set up your devices you will have additional options

  

• On the right-hand side you will see the following options.

  

  • ‘...’ - Will open the details of the device you entered.

  • The magnifying glass will check to make sure the device is online.

    

  • The Back Arrow will reload the device's information in the scenario that there updates from Windriver to the devices you use.

    

  • The ‘X’ will delete the device information.

  • The Up Arrow, will update the devices with the latest forms and logo changes you may have made.

    

Registers

Now that you’ve finished adding your payment processor and device information you will need to connect your device information to your cash register information.

• Within the Administrator, Settings go to the Registers tab.

  

• Using your current Cash Register configuration or creating new ones, select New/Edit and enter Name, Warehouse and choose ‘Cash Register’ as the type.

• If this will be the warehouse default cash register make sure you select that it is.

  

• Next on the Signature & Card Devices tab select the default device that will be used.

  

• Finally, on the Allowed Refund Types tab select or deselect what refund types you allow, including making sure that the Credit Card Processor is selected.

  

• Next, select ‘Update’ to save your changes.

General Settings

After you’ve finished configuring your Administrator settings you will next need to set up your Counter Sales computers.

• Go to > Settings > General Settings

  

• On the Defaults tab select the proper device that this computer will use. Repeat this process for each that will be accepting payments.

  

• Next on the Point of Sale tab, select the Register that this computer will use.

  

Using the Credit Card Processor

Now that everything has been properly set up it is recommended to run some test transactions. To test make sure within the Administrator Settings under the ‘Payment Processor’ tab select the test account.

Orders

Nothing has changed when entering an order so continue as normal. When you are ready to convert first make sure that POS is checked.

• After you confirm converting the order the Receive Payment screen will appear.

  

• Select Credit Card Processor as the Payment Type

• Based on your settings the proper Cash Register and Device will default.

• Also by default, the Capture Signature will be set.

  

  • In the scenario that the customer credit card strip is defective, you can select ‘Keyed Entry’. This will allow you to manually enter the credit card information on the device to take payment.

  • If the customer wishes to save their credit card for future use, select ‘Save Card Info’ so when the card is swiped or manually entered the information will be saved on their account.

• If the customer already has a credit card on file you can select it from the drop-down.

  

• When you are ready select ‘Accept Payment’

• This will now activate the card reader so you can swipe or manually enter the card number

• The signature will appear on the receipt.

Canceling Orders

In this scenario, you need to cancel an order and the payment has already been processed.

• Open the order and go to the History > Actions tab

  

• Next, select the ‘Cancel Order’ button.

• Select ‘Yes’ to confirm

  

• You will be prompted to the Refund Money screen.

  

• Select the ‘Refund Payment’ button to issue the refund on the same card that was used to process the payment.

• Next, select the ‘Refund Existing Payment’ button.

• Then select Issue Refund and the payment will be refunded on the original credit card.

  • NOTE: if the customer is not able to sign for the cancellation, select the reason why, and select ‘Accept’ to bypass the signature capture.

    

Voiding a Payment

In the scenario, you need to void a payment on the order. Open the order and go to the History tab.

• Next on the History tab select the Payment tab.

• Next select ‘Void’.

  

Return/Refunds

Just like order processing, nothing has changed when entering a return so continue as normal. When you are ready select Convert.

• After you confirm converting to an RMA the Refund Money Screen will appear.

  

• Select Refund as the Transaction Type

• Next, select Credit Card Processor as the Refund Type.

  

• Based on your settings the proper Cash Register and Device will default.

• Also by default, the Capture Signature will be set.

  

  • In the scenario that the customer credit card strip is defective, you can select ‘Keyed Entry’. This will allow you to manually enter the credit card information on the device to refund the payment.

  • If the customer wishes to save their credit card for future use, select ‘Save Card Info’ so when the card is swiped or manually entered the information will be saved on their account.

• If you started an RMA from the original order you can select ‘Refund Existing Payment’ and the same credit card that paid for the order will be refunded back to the same credit card.

• If the customer already has a credit card on file you can select it from the drop-down.

  

• When you are ready select ‘Issue Refund’

• This will now activate the card reader so you can swipe or manually enter the card number to refund the payment.

  

• After the refund has been processed, a signature will need to be captured. After the signature has been captured the order will convert.

• The signature will appear on the refund receipt.

Receiving Money

You can also use the credit card processor when a customer wants to make a payment to their account.

Go to Accounting > Accounting Manager > Receive Money

• Enter the customer’s name

• Enter the amount they want to pay

• Under Method, select Credit Card Processor

  

• By default ‘Keyed Entry’ will be selected as you will need to manually enter the credit card number to process the payment.

• If the customer wants to save the credit card number for future uses make sure to select ‘Save Card Info’.

• In the scenario, the customer has a saved card, select a credit card from the drop-down.

  

• When you are all set select ‘Post’.

• You will then be prompted to enter the credit card number on the device.

  

Saving Credit Cards

You can now save customer’s credit cards on their account to be used when processing orders and refunds.

As mentioned above, anytime you take a payment, process an order, or refund you will have the option to save the credit card information on that customer’s account.

To view, add, or delete a credit card on file go to Accounts > Manage Accounts. Enter the customer’s name.

• Next, go to the ‘Saved Cards’ tab.

  

• Next select ‘Add Card’

• On the Save Card Info screen, select the Device you want to save the credit card to.

• By default, the ‘Keyed Entry’ will be selected as you will need to manually enter the credit card information into the device.

  

• Select ‘Prompt for Card Info’ and this will initialize the device so you can enter the card information.

  

• Once completed the card will now be saved and available for use.

  

Payment Gateway History

To view your credit card history go to Accounting > Account Manager > Payment Gateway History. This is used to troubleshoot and verify that transactions match, and to make sure there are no issues between payments taken and the payment gateway history. NOTE: Unsettled transactions will be settled at the end of the day.

Based on the date range that is selected, information is pulled and loaded directly from Wind River.

Using the arrows you can drill down to view additional information about the transaction, the order number, the amount, etc.

Record Deposits & Reconciliation

Wind River Payment Reconciliation Disclaimer Notice

Disclaimer: It is the responsibility of the user to perform daily and monthly reconciliation to ensure all transactions are accurately recorded and accounted for. Failure to complete these reconciliations may result in discrepancies that cannot be corrected.

For Wind River users, reconciliation must be completed within the software and again after receiving payment from Transafe to ensure all funds are accurately accounted for. Savance is not responsible for any payments that are not captured. Once an authorization expires, it cannot be recovered or processed through Wind River or any other method.

Savance is not liable for any financial losses, errors, or unprocessed transactions resulting from incomplete or missed reconciliations. It is the user’s responsibility to verify all payments and ensure proper reconciliation procedures are followed.

Day End/Record Deposits

Since unsettled transactions will not settle until the end of the day, it is best practice to do the Day End process first thing the next morning. Although nothing has changed when handling the end-of-day deposits you can however filter based on the Credit Card Processor.

• Using your WindRiver - TranSafe Batch Settlement daily email

  

• You will use the batch report to reconcile your credit card charges for the day prior. This report will show all transactions that have settled, as well as any transactions that have failed. NOTE: This is your responsibility to reconcile your credit card transactions on a daily basis, especially in the case that you have had transactions fail/or declined.

• You will go through your credit card transactions and select them when compared to your Batch Settlement Report

  

• As you select them, the Deposit Subtotal and Total will begin to be calculated, giving you the overall total in which you can compare to the Deposit total from your Transafe report.

  

• Once everything has reconciled you can then ensure you have the correct Bank information selected and Save this Deposit.

Monthly Reconciliation

Following the ‘Bank Reconciliation - Process Doc’ you will need to follow these instructions to reconcile your Deposits/Credits as well as your Checks and Payments from your Bank Statements.

If you have more than one Bank Account that you use within Savance this process will need to be taken for each bank and bank statement separately.

• Accounting > Accounting Manager > Reconcile

• Once in your History select “Reconcile” in the bottom right corner

  

• The Reconcile Wizard will appear.

  

• Choose the Account you wish to reconcile.

• Enter the Statement Ending Date from your bank statement.

• NOTE: The values that you entered in your Ledger, will appear as your Beginning Balance.

• Enter your Ending Balance.

• If you wish to itemize your Service Charges and Earned Interest, you may enter this information here, just make sure you have the correct ledger selected, along with the last statement date for both.

• Once completed select ‘Reconcile’

• Next, all your Checks and Payments, along with Deposits and Other Credits will appear in two columns.

  

• To narrow your results, use the filters to search for specific dollar amounts, Credit Card Processor transaction method or, change your date range,

  

• On the bottom right of your screen, you have your Ending and Cleared Balances and Difference. The goal is to have a $0 difference before you can reconcile.

  

• On the bottom left of your screen, you have your Beginning Balance and a calculator that totals items that have been checked and or highlighted in the grid. If you wish to clear the totals, select ‘Clear Selection’

  

• Using your WindRiver - Transafe Portal you will Go to Reports > Batches > Open Batches

  • NOTE: Transaction History will show Settled Transactions, as well as Batch Totals, and Transafe only stores transaction history for up to 180 days.

  • If you need to maintain a longer transaction history you will need to download this report to save locally for future reference.

  

• To view the transactions with a batch, click the three action lines to the left and select View Transactions.

  

• Next, using your Batch settlement reports and your Bank statement, begin selecting the items that appear on your statement.

  

• If you need to review the details of these bank deposits (again this will only appear if you are properly recording deposits daily) click on the + to expand and view the details.

  

• You will go through this process for your credit cards, checks, payments, ledger entries etc.

• As you do this you’ll notice both the right and left bottom of your screen begin to total what has been selected.

• Once the Difference is $0.00 and everything is accounted for from your statement select ‘Reconcile Now’

NOTE: If you prefer to maintain reconciliation as you receive payables, daily reconcile, write checks, etc, you can save your work by selecting ‘Save for Later’ and come back as often as you need until you ‘Reconcile’.

• Once completed, the current reconciliation now appears on the history screen. The status is marked Reconciled. If you’ve just saved your work the status is marked Open

  

• If you wish to view or un-reconcile an entry select the listing to highlight and right-click. NOTE: If you are un-reconciling an entry in the past, all entries after that will also be un-reconciled.