Transaction Processing Reference Manual

Transcription

1 Transaction Processing Reference Manual

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3 Table of Contents Fleet One OTR Authorization Procedures I. Voice Authorization II. Touch-Tone Authorization III. Tranz 330/380 Authorization A. Test Authorization B. Manual Card Entry IV. Ingenico Elite 712 Authorization V. PlusChek Authorization VI. Settlement Discrepancies Appendices A. Equipment Installation B. Common Equipment Error Messages C. Phone Numbers Over The Road Transaction Processing Reference Manual 3

4 Fleet One OTR Authorization Procedures Authorization Processing Methods: Trendar If you have a Trendar Fuel Desq System you will need to contact the Trendar Merchant Support for instructions on setting up your merchant number in the system. Trendar Merchant Support is Touch-Tone Authorization System can be accessed by calling and following the prompts. (See section titled Touch-Tone Authorization Instructions) Trans 330/380 Ingenico Elite 712 Voice Authorization Process call I. Voice Authorization Calling for an OTR Card Authorization Before calling for a Fleet One OTR card authorization, please have the following information: A. Your Fleet One OTR Merchant number B. Driver's card number C. Purchase details D. Price per gallon E. Diesel fuel type F. Diesel total G. Cash advances H. Any other purchases being charged on the card I. Driver Information J. Unit (truck number) K. Driver number L. Mileage M. Trip number N. Driver's driver license The driver should be present and nearby in case additional information is needed.then call to start the Authorization Process. NOTE: The driver should NOT leave until the authorization is obtained. A. Write the authorization number on the invoice. B. The driver and his card must be present during the authorization process. If the driver's card is not present, you must call to verify if the driver is 4 Over The Road Transaction Processing Reference Manual

5 on Fleet One Lost Card status. C. You will use any invoice or those supplied/purchased from Fleet One. D. Please obtain an imprint of the card on the receipt. E. Ask driver to present a valid drivers license at point of sale. F. Have the driver sign the invoice(s). G. The driver should receive 2 copies of the invoice. H. The merchant should obtain the copy of the signed invoice. (Invoices should be retained as stipulated in the merchant services agreement.) I. Please do not mail invoices to Fleet One unless requested to do so by Fleet One. II.Touch-Tone Authorization Dial on a touch-tone phone. The computer will welcome you to the Touch - Tone Service. Throughout the system you will use the star (*) key as the decimal point. 1. Choose option number 1 for Card Authorization. 2. You will be prompted to enter your 6 digit Merchant Number station code. (Fleet One assigned merchant number) 3. Next prompt will be for the driver's 19-digit card number. 4. The system will then prompt you for the driver's security information. 5. You will be prompted to enter your invoice number or work order number. 6. Next you will be given the following menu options to choose from. You must select one of these to continue. Product Category Press Fuel Purchases Cash Advances Oil Changes, Oil Purchases or Additives Sales Tax All Other Purchases No More Purchases More Purchases Use the * key as the decimal throughout the menu. Under any menu option, after you have entered the transaction information, you can choose 6 for No More Purchases and you will then be asked for the invoice total and then you will be given the authorization number. The following are instructions on how to use the above main menu options. FUEL PURCHASES, PRESS 1, THEN: Diesel # 2,press 1 Over The Road Transaction Processing Reference Manual 5

6 1. Enter number of Diesel 2 gallons 2. Enter total dollar amount of the diesel 3. Enter the Cash PPG for the diesel Reefer Purchases,press 2 1. Enter the number of Reefer Gallons 2. Enter total dollar amount of Reefer Gallons Gas,press 3 1. Enter number of Gas gallons 2. Enter total dollar amount of the Gas Diesel # 1,press 4 1. Enter number of Diesel #1 gallons 2. Enter dollar amount of the Diesel # 1 Blended Diesel,press 5 1. Enter number of Blended Diesel gallons 2. Enter dollar amount of the Blended Diesel CASH ADVANCES, PRESS 2, THEN: 1. Enter the Cash Advance Amount OIL CHANGES, OIL PURCHASES OR ADDITIVES, PRESS 3, THEN: Oil Change press 1 1. Enter the Oil Change total, including oil cost Oil purchases by the quart,press 2 (If sold by gallon multiply number of gallons by 4) 1. Enter the number of Oil Quarts purchased 2. Enter the total dollar amount of the oil 6 Over The Road Transaction Processing Reference Manual

7 ADDITIVE PURCHASES, PRESS 3, THEN: 1. Enter the Additive Quantity 2. Enter the Additive total dollar amount SALES TAXES, PRESS 4, THEN: 1. If you have not included sales tax in the previous product totals, please enter the amount of the sales tax on this purchase. ALL OTHER PURCHASES, PRESS 5, THEN: Tire Repair,press 1 1. Enter the total dollar amount of the tire repair Tire Purchase,press 2 1. Enter the number of tires purchased 2. Enter the tire purchase total dollar amount Parts,press 3 1. Enter the parts total dollar amount Labor,press 4 1. Enter the total dollar amount of the labor charges Scales,press 5 1. Enter the total dollar amount of the scale ticket Wash,press 7 1. Enter the total dollar amount of the Wash General Miscellaneous,press 8 1. Enter the miscellaneous quantity 2. Enter the miscellaneous dollar amount total Over The Road Transaction Processing Reference Manual 7

8 III.Tranz 330/380 Authorization Please have all cashiers and fuel desk personnel perform the following test. You will need the transaction product codes listed below to perform authorizations (frequently used codes are in bold). Please use codes 12, 26 and 19 for this test. Product Description Code Card Category Additives F/M Cash Advance C Diesel F Discounts M Full Service Diesel F Labor M Meals M Mini Serve Diesel F Miscellaneous M Motel M Oil By Quarts F/M Parts M Permits M Rebates M Reefer F Repairs M Road Service M Sales Tax M Scales M Diesel 2 / Self Serve Diesel F Tire M Tire Purchases M Truck/Trailer Wash M Unleaded Premium Gas F Unleaded Regular Gas F Unleaded Mid-Grade Regular Gas F Winter Diesel F Card Categories: F = Fuel M = Misc C=Cash 8 Over The Road Transaction Processing Reference Manual

9 A. TEST AUTHORIZATION Assume the following services were performed for Fleet One cardholder using test card that is enclosed: A. Self Service Diesel: $0.897 per gal for a total of $ B. Cash Advance: $25.00 C. Tire Purchase: $ D. Total: $ E. Invoice #: 9999 F. Driver Information: Unit # 9999, Trip# 9999, & Unit # ) Swipe Driver's card through reader (For this test use enclosed "test card") 2) First purchase -Self Service Diesel Transaction Code "12" and press Enter 3) Units purchased, number of Diesel gallons, , key "122930" Enter 4) Amount purchased $108.06, key "10806" Enter 5) Second purchase - Cash Advance Transaction Code "26" Enter 6) Units Purchased 1.000, key "1000" Enter 7) Amount Purchased $25.00, key "2500" Enter 8) Third Purchase - Tire Purchase Transaction Code "19" Enter 9) Units Purchased 1.000, key "1000" Enter 10) Amount Purchased $284.19, type "28419" Enter 11) At the transaction code prompt press Enter for No More Purchases 12) For test purposes, enter "9999" for Trip #, Unit # Driver #, & invoice # 13) Invoice total is $419.45, key "41945" If order was correctly entered and stripe reader is correctly installed, the response will be "TEST OK". For a real transaction you will receive a 9-digit authorization number or an error response message. B. MANUAL CARD ENTRY This is only to be used if the card will NOT swipe. The card must be physically present to do a manual card entry and imprint is required of the card. If card is NOT present call Fleet One for Lost Card Status verification and manual authorization. With card present, complete the following steps: 1. Press the "6" Key. 2. Next prompt will read "Enter Account Number." At this prompt begin entering the complete card number and press the "Enter" key. 3. Proceed with normal authorization instructions. See Trans 330/380 Authorization Instructions. Over The Road Transaction Processing Reference Manual 9

10 IV. Ingenico Elite 712 Authorization A. FUEL & MAINTENANCE - MAIN MENU For All Fleet One Transactions, Press F3 to access the main menu. Note: For all transactions other than Voice Authorizations, clerks must swipe the card. 1. Purchase Press 1 for a regular Purchase/Sale Transaction. Enter the product being sold, enter the quantity, enter the product purchase amount, and then follow the remaining prompts. Once the Fleet One host approves the transaction, the terminal will automatically print (2) receipts 1 for the customer and 1 for the merchant. MAIN MENU 1. PURCHASE 2. PRE AUTH 3. AUTH COMP 4. VOICE AUTH 5. PLUSCHEK 6. VOID 7. REPORTS 8. REPRINT 2. Void Press 6 to void a transaction. The required data elements are card number, authorization number, and amount. Follow the prompts to enter correct information. 3. Voice Authorization Entry (Voice Auth.) Press 4 to enter a Voice Authorization (a new Fleet One feature). This allows the clerk to enter a Voice approved transaction into the terminal for shift and daily reports. This function does NOT dial out for an approval. Once you select this option, the terminal will prompt for the given approval number, then prompt for the product purchase information. Finally, it will print the receipts. 4. Pre-Auth Press 2 to pre-authorize a card. After pressing 2 follow the prompts (including the driver information) to receive the pre-auth number and approval amount. 5. Auth Comp Press 3 to complete the previously approved transaction. When you press 3 the terminal will prompt to swipe the card. The terminal will find the approval number and prompt the clerk to enter the product(s) being purchased. Once this information has been entered, the terminal dials to send the information to the Fleet One host and prints the receipts. B. PlusChek Press 5 to enter the PlusChek. This allows you enter the PlusChek transaction in your Ingenico terminal. Follow the given prompts. Once Fleet One approves the transaction, the terminal will automatically print (2) receipts 1 for the customer and 1 for the merchant. The PlusChek may now be deposited into your bank. Note: If the transaction fails, have the driver call the fleet to make sure the PlusChek was properly dispatched. 10 Over The Road Transaction Processing Reference Manual

11 C. REPORTS MENU Press F3 and then 7 to access the Reports Menu. Note: The Reports Menu is where the shift change and day close functions are performed. REPORTS MENU 1. PRODUCTS CD 2. SHIFT TOTALS 3. DAILY TOTALS 1. Product Code List Press 1 to print a list of all products and their associated prices. This is designed to be a quick reference to the clerks to verify product costs and costs for the different grades of fuel. 2. Shift Totals Press 2 to access shift totals. Within Shift Totals, there are two options: 1) Print Only and 2) Change Shift. Select 1) Print Only to print a report of the shift transactions up that moment. This will not change the shift. Selecting 2) Change Shift will prompt the clerk for the new shift number and give the option to print the shift reports. The terminal allows for 4 shift changes per day. 3. Daily Totals Press 3 to access the Daily Reports and Day Close options. Within Daily Totals, there are 2 options: 1) Read Only and 2) Day Close. Choosing Option 1) will print an up-to-themoment day report by shift. This option DOES NOT close the day. Choosing Option 2) will close the day, and print the daily report by shift. If the Day Close function is not performed, the terminal, by default will store the last three day s reports. After the third day, the oldest day stored totals will be erased in order to show the current day report. D. FAQ s Q: How do I change the price of a product stored in my terminal? A: Just follow these steps on your Ingenico terminal: 1. Select Admin 2. Enter Password (default is or Store Number) 3. Select Product 4. Select Setup Local 5. Select Edit Price a. You will be prompted to enter a Product Code. Enter 3 digits (example: 002). b. The Product Price Screen will display the current price set in the terminal. You then have the option to select EDIT (F1) to change the price, or select NEXT (F3) to enter a different product code instead. If you select EDIT (F1) you will be prompted to enter the new price per gallon. If you select NEXT (F3), you will be prompted to enter a different product code. c. Once the product price(s) have been modified, press CANCEL to return to the main menu. Over The Road Transaction Processing Reference Manual 11

12 Q: How do I set my date and time? A: Just follow these steps on your Ingenico terminal: 1. Select Admin 2. Enter Password (default is or Store Number) 3. Select Date/Time a. Now type in the date in MM/DD/YY format and press the GREEN Enter Key. b. Now enter the time in Military Format and press the GREEN Enter Key. (i.e. if it is 1:00 pm, you will key in 13:00) Q: How do I print out the product prices stored in my terminal? A: Just follow these steps on your Ingenico terminal. 1. Select F3 for Menu 2. Select 7, Reports 3. Select Products CD E. POSSIBLE ERROR MESSAGES FROM FLEET ONE Error Message (Code) Account In Use (65) Advance Limit (48) Error Definition Account is cu rrently in use. Retry Exceeded Cash Advance Limit Amount To High (15) Invoice total is greater than $9, Authorization OK (9) Call Error 50 (50) Response to TEST Transaction Please call Fleet One Immediately Call Flee t One (7) Call Call For Authorization (21) Call Can Not Void CK (44) Cash Limit Exceeded (4) Driver # Er ror (41) Driver Call Company (1) Duplicate Amount (55) The check # and amount can't be voided, call TPS Driver needs to call dispatch and have money put on the card Driver needs to call dispatch and check security information Driver needs to contact dispatch Possible duplicate transaction. Call Fleet One Duplicate Entry Error (40,42) Possible duplicate tr ansaction. Call Fleet One Duplicate Invoice (53) Enter Error (10) Error In Card (13) Error Retry (16) Fuel Limit Exceeded (3) Fuel Price Error (19) Fuel Type Error (62) Gasoline Not Allowed (68) This invoice has been previously used for an authorization Retry Retry Retry Driver needs to call dispatch to have more money put on card Check fuel price and retry transaction Driver purchased fuel grade/type not allowed by his company Driver purchased fuel grade/type not allowed by his comp any Error Message (Code) Have Driver Call Co (69) Hub Required (45) Invalid Merchant ID (78 ) Invalid Odometer (79) Invalid Range (51) Invalid Totals (71) Misc. Limit Exceeded (8 ) No Cash Allowed (43) Not On File (25) Oil Not allowed (29) Old Check (54) Over Fuel Limit (2) Prod Not allowed (63) Prod Price Error (67) Purch Order Req (57) Purchase Max (49) Totals Incorrect (5) Trans Code Error (6, 14) Trip Error (11) Unauthorized Stop (52) Unit Number Error (12) Call Dispatch Error Definition Driver is required to enter Hub reading. Invalid Merchant ID Hub reading is greater than 999,999 or less than 1 Unit or Driver number not in range Card record show recent transaction for same amount Driver needs to call dispatch and have more money put on card Driver is not allowed to get cash. Call Fleet One Driver is not allowed to purchase oil. Check number has expired Driver needs to call dispatch to have more money put on card Product not allowed by company Product price error Driver must enter a Purchase Order numb er Driver needs to call dispatch to have more money put on card Wrong or incorrect price or total, retry Used wrong product code Driver s Company requires trip numb er to match Driver is on Limited Network. Contact dispatch to be released Driver to call dispatch, check security information 12 Over The Road Transaction Processing Reference Manual

13 V. PlusChek Authorization 1. Ask the driver if he/she has called his/her company to have a PlusChek dispatched. 2. Obtain the PlusChek from the driver and make sure the PlusChek has been properly filled out with the required information such as, but not limited to: - The exact amount that the dispatcher has allowed - Driver license number 3. Call Fleet One s touch-tone service at You will need the following information: A. Your area code and phone number B. The PlusChek number C. The total dollar amount 4. Never release the driver to leave until authorization has been obtained from Fleet One on the PlusChek. 5. If touch-tone service is not available call for PlusChek authorization. 6. Please be sure to write the PlusChek authorization number in the space provided. Verify if authorization number is already entered. 7. Deposit PlusChek into your bank account. ** To order additional supples of PlusCheks, call Fleet One at Over The Road Transaction Processing Reference Manual 13

14 VI. Settlement Discrepancies For settlement discrepancies please contact and select Merchant Support or us at APPENDICES A. EQUIPMENT INSTALLATION The machine has already been programmed for Fleet One OTR Cards. 1. Plug into a power source. 2. Plug the phone in one of the phone slots in the back of the machine. 3. Read the test instructions in section III of this book. If you have problems, call B. COMMON EQUIPMENT ERROR MESSAGES Message Bad Ram Bad TX Commun Cannot Connect Connected Description The terminal has detected a bad RAM chip. Power down the terminal, then power it up again. If the problem persists, call your help desk or call Fleet One Technical Support. The number of NAKs (no acknowledgements) sent from the host has exceeded the specified number. This indicates that the host computer is not receiving information from the terminal. Check your telephone connections and call the help desk to determine if they are aware of any problems. A failure of the terminal and host 1200 baud modems to get in sync. The unit has detected the carrier and is waiting for an ENQ. 14 Over The Road Transaction Processing Reference Manual

15 Dialing Enter Account # Enter Card The terminal is dialing a telephone number. Wait for the next prompt. Either slide the card through the cardreader, or manually enter the account number from the terminal's keypad. Slide the card through the cardreader. Host Disconnect The host sent an EOT (end of text) character before the transaction was complete. Press [CLEAR] and retry the transaction. Call the VeriFone Customer Service Hotline if problems persist. Lost Comm W/Host The host has unexpectedly dropped the carrier. Check your telephone connections, then retry the transaction. If the problem persists, call the help desk to see if there's a problem with the host. If the host is okay, you may have trouble with your telephone lines. Memory Test The terminal is performing a memory test. The terminal will display random characters as the test proceeds. Allow the test to continue, or press and hold [CLEAR] to abort the test. If a memory error is indicated, return the terminal to customer service for repair. No Answer The terminal does not detect a carrier tone from the host computer. Retry the transaction. If the problem persists, call the host center to see of there's a problem with the host. No Comm W/Host This indicates that there is no communication with the host computer. Check your telephone connections, then retry the transaction. If the problem persists, call the help desk to see if there's a problem with the host. If the host is okay, you may have trouble with your telephone lines. No Merchant ID The terminal is informing you it cannot execute a transaction without the appropriate merchant ID. Use the RECALL function to view the memory location of the merchant ID for the host transaction key you are using. Ensure the ID is correct. If the location is empty, enter the merchant ID. Over The Road Transaction Processing Reference Manual 15

16 No Resp Fr Host No Serial Number The transaction did not receive the required response from the host. Retry the transaction. The terminal's serial number is not correctly stored in the terminal's memory. Store the terminal serial number in the memory location 001. No Dial Tone Phone line is not connected. Check rear of phone to verify the phone line is securely connected to the terminal and the wall jack. No Tel Num No telephone number was stored for the host computer. Store the host telephone number in the appropriate memory location. On Hook The unit is currently on hook. If you are trying to make a call with the telephone, pick up the handset. Please Try Again The terminal could not read the card the first time it was swiped through the cardreader. Slide the card through the cardreader again. You may try sliding the card faster or slower. If the problem persists, call the VeriFone Customer Service Hotline. Programming Err X Ready Receiving Redialing Serial # Not Fnd The terminal has detected bad data in the terminal's memory and will remain frozen until either memory is re-initialized or a programming error override is performed. The terminal is informing you it is ready to perform a transaction. Press a key to initiate the next desired transaction. The terminal is receiving information from the host computer. Wait for the next prompt. The terminal is redialing the telephone number because it did not get an answer the first time. Wait for the next prompt. The download computer has no record of your terminal's serial number. Use the RECALL function to verify that this number in location 001 matches the number on your 16 Over The Road Transaction Processing Reference Manual

17 terminal. After that, if you still receive this message, contact the person responsible for maintaining the download computer and the ZON-TALK software. Unreadable Card Waiting For Answer Waiting For Line The cardreader cannot read the card's magnetic stripe because the card is damaged. Press [CLEAR] to return to the idle prompt. Sometimes, an unreadable card can be read by sliding it from the bottom to the top, rather than from the top to the bottom. If it is still unreadable, use the keypad to enter the account number manually. The terminal has dialed a number and is waiting for the line to be answered. Wait for the next prompt. The terminal cannot dial because the telephone line is in use or is not connected to the terminal. Ensure the telephone line is properly connected to the terminal. Check to see if the attached telephone is off-hook or in use. C. Phone Numbers Fleet One Merchant Support , Option 2 Fleet One Touch-Tone Fleet One Voice Authorization , Option 2, then Option 1 Trendar Store Help Desk Desk: (Insert your corporate help desk phone number) Over The Road Transaction Processing Reference Manual 17

18 613 Bakertown Road Antioch, TN OTRMANUL 0110