Contents. emarket Expert Training Version 3 February

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1 Contents The Basics...3 Setup Preparation...4 Creating an emarket Storefront Operator Security for emarket Making Store Updates Creating an emarket Checkout Tips for Creating Storefronts for the ipad App emarket Inquiry and Reporting Resources What s New? Other Tips emarket Expert Training Version 3 February

2 emarket Expert Training Version 3 February

3 The Basics emarket Overview The emarket module allows your campus to accept online payments in three ways: 1. Gateway used with PCI certified 3 rd party websites. Online payers shop, choose their payment method and provide their payment information on the 3 rd party site. The payment information is sent to Cashnet for authorization and processing but the payer never sees a Cashnet website. 2. Checkout used with campus or 3 rd party websites. Online payers shop on the 3 rd party site and are directed to Cashnet to select a method of payment and to provide their payment information before the payment is processed. 3. Storefront Online payers complete the entire process in Cashnet. The emarket module also supports the use of additional payment processing functionality including: Assisted Payments a compliant method for accepting payments by phone. Mobile Payment Processing accepting emarket payments in person using an ipad. Logging In When editing or creating new emarket websites it is recommended that Cashnet Operators use the Google Chrome browser. *Cashiers are required to use Internet Explorer when cashiering transactions. Login: URL: Operator ID: Password: CERT (not case sensitive) Cert2017 (lowercase) Station: 000 emarket Expert Training Version 3 February

4 Setup Preparation All Cashnet transactions, including those processed by emarket websites, are associated with the following records: 1. Operator Who processed the payment for your campus? 2. Location/Station Where did they pay? Where should the funds go? 3. Payment Code - How did they pay? 4. Customer (Guest Payer) Who made the payment? Some of these records must be created within your Cashnet environment before creating a new emarket: Note: The Setup Preparation section of this training discusses opportunities to use emarket records for more than one emarket store. Before using an existing record, confirm that your campus does not require use of unique records for posting purposes. Operator Original Store Setup Tool Create unique operator first New Store Setup Tool A unique operator record is created automatically during the store setup process. The operator ID matches the Store Code. A virtual Operator is assigned to the website. Think of this Operator as a virtual cashier processing payments for your campus. While a single Operator can be used for all of your emarket websites, Cashnet recommends designating unique Operators for each website. If given access, you can view the payments processed by each virtual cashier on the Cashnet Home Page: emarket Expert Training Version 3 February

5 To view, edit or create Operators go to: System Setup Operator Information Section Operators Virtual Operators created automatically will have the following settings assigned: 1. Services Only (No Login) This ensures that the Operator s password does not expire since the virtual operator won t actually be logging in. 2. Group Code: EMARKET Groups assign permission settings based on the user s role. The EMARKET group does not grant any access to this virtual operator. 3. Department Code: MAIN Departments can be used to limit reports or inquiry by department. It may be helpful to assign your virtual Operators to their designated departments. 4. Selected Merchant Codes - Limits which websites the virtual operator can access. Cashnet will automatically assign the corresponding website. 5. This is initially left blank but will be populated later during the emarket setup process. This address will be used as the from address on payment receipts. Follow Up Task Check the virtual operators currently used by your campus. Should they be assigned to different departments to help with inquiry and reporting needs? emarket Expert Training Version 3 February

6 Location Original Store Setup Flow 1. Create a unique location record first or use an existing record. 2. Create a unique station record first or use an existing record. 3. Assign the location to the station New Store Setup Flow Create a unique location record first or use an existing record. The corresponding station will be created and linked to the location automatically during store setup. The Location record determines which CC terminal and/or ACH merchant account will be used for the payments processed by the website. This controls which bank account the funds will be deposited to. A single Location can be used for all of your Cashnet websites if the same CC terminal will be used for all of them (all funds should be deposited to the same bank account). The Location name will also appear on the receipt sent to online payers so it s best to use a general Location name if you ll use the same one for multiple websites. *ACH is NOT typically offered as a payment option on emarket websites to comply with NACHA guidelines. Locations and CC Transaction Types Credit Card payments are identified differently by the processor, depending on how the credit card information was received from the payer. The rates to process the payments also differ based on this information. The emarket module can be used to process the following types of CC payments. Web these are the general web payments. The payer types their CC information into a secure payment website. Moto these are mail order / telephone order payments. The payer provides their CC information to the cashier by phone. Cashnet s Assisted Payments functionality is used to process these payments. Retail These are payments accepted in person. The payer provides their CC to a cashier who then swipes or manually enters the information into a secure payment system. emarket specific Location records may configured to accept all three types of credit card payments. To view, edit or create Locations go to: System Setup Station Information Section Locations emarket Expert Training Version 3 February

7 Training Task Complete the following: Confirm that you have a Location available to process the following types of payments: Web, MOTO and RETAIL (CC terminals must be setup to process each type of payment) Location Record = Follow Up Task Does your campus reuse Locations today? If your campus has been creating unique Locations, is it possible to reuse them instead? Locations and SmartPay If your campus uses Cashnet s SmartPay service, the Location record is what determines if the CC payments accepted for a specific emarket website are processed by Cashnet s processor rather than your own. Creating a Location that has Cashnet s SmartPay CC terminal assigned for use with your emarket website will route those funds through SmartPay. *The funds processed by the website will settle with other funds processed by the same SmartPay terminal. If additional SmartPay terminals are needed to provide separate deposits, please have an Authorized Support Contact submit a request to Cashnet support. Additional SmartPay terminals can be purchased to meet this need. Payment Codes Original Store Setup Flow Create unique payment code records first or use existing records. New Store Setup Flow Create unique payment code records first or use existing records. Payment Codes determine which fields will display to online payers to collect their payment information and are also used in reports. The same Payment Codes can be used for all of your websites. These do NOT impact which bank account the funds will be deposited to. emarket Expert Training Version 3 February

8 To view, edit or create Payment Codes go to: System Setup Payment Information Payment Codes Training Task Complete the following: Confirm that you have the Payment Codes needed to accept credit cards for one-time and recurring payments, and for Purchase Orders. CC Payment Code = AutoPay CC Payment Code = Follow Up Task Does your campus reuse Payment Codes today? If your campus has been creating unique Payment Codes, is it possible to reuse them instead? Customer (Guest Payer) Original Store Setup Flow Create a unique customer record first or use an existing record. New Store Setup Flow Create a unique customer record first or use an existing record. You may not know who your emarket customers are so a default must be assigned to ensure that a Customer is associated with all transactions. If payers are required to register, or given the option to, the Customer record assigned to the transaction will be the Username and name they provide during the registration process. If they don t register, this default Customer record will be assigned to the transaction instead. A single Customer record can be used for all of your emarket websites or you can create a unique record for each. Unique records can be used to assist with reporting and inquiry. To view, edit or create Customers go to: System Setup Customer Information Section Customers emarket Expert Training Version 3 February

9 Training Task Complete the following: Create a Customer using ID: ADVANCEMENT with the last name ADV Customer. Only the ID and last name are required. This will be the default Customer (Guest Payer) used for the emarket websites you create during training. Follow Up Task Do your emarket storefronts require that payers register? Do they offer it as an option? When will the Customer record use the actual payer s name vs. the default Customer record? emarket Expert Training Version 3 February

10 Creating an emarket Storefront The advancement department would like to use an emarket storefront to sell tickets to a reunion event. Payers will have the option to buy a ticket to the reunion dinner for $50, or a two-day ticket that includes the dinner as well as access to additional scheduled events throughout the weekend for $75. Tickets will be picked up at the dinner so the advancement department will need to know the name of the person that will pick up the tickets. They would also like the payer to select a meal option. Meal options include Steak, Chicken, Salmon or a Vegetarian meal. Payers can bring 1 guest with them so you ll need to find out a meal preference for their guest as well if they will bring one. Training Task Complete the following: Create an emarket Storefront that includes 2 separate Item Codes for each ticket option. The site will only accept credit cards. Make sure you gather the information that the department needs from payers to ensure their reunion weekend is a success. Plan for your store 1. What kind of Storefront will you need? Will you need to use a donation storefront or a regular retail storefront? o o Donation storefronts work best when the site will accept donations and/or when the site will utilize AutoPay to accept recurring payments. The only differences you ll see when using a Donation storefront are: Different default custom messages that relate more to giving than retail purchases will display on the site. The process of enrolling to make recurring automatic payments is different. Enrollment occurs during the initial payment process, not requiring that the payer access the your account screen. 2. What will the Store Code be? (Keep it short) o o The Item Codes and Information Fields that are created within the store will have the Store Code appended to the beginning of the code. The code is limited to 12 characters in length including the store code and a dash. Using a short Store Code ensures that the Item Codes and Information Fields created within the store will have names that make sense to you and your team. Use ADV as your Store Code in this exercise. emarket Expert Training Version 3 February

11 3. Do the Item Codes that will be sold on the site need to be created or are they already available for use within Cashnet? o If the Item Codes are already available, you ll want to configure your store to allow use of them during the initial setup process. 4. What Item Codes need to be created, if any? 5. What information do you need to collect from payers? Is this information specific to what they are buying? Create a store 1. Access Store Setup and select to use the new emarket Store Setup tool by clicking the blue button above the select store drop down list. Only users with access to Create Stores will see the Create Store button at the top of the store list. Note: This section of the training follows the steps outlined in the emarket Store Setup Manual available for download in the Support Library. The training corresponds with the manual beginning with the Starting a New emarket Store section. The steps described in this section must be completed by an Operator with access to Create Stores in System Setup. If your campus permits store owners with limited access to manage their own stores, they most likely do not have access to complete this step. 2. Configure the back end of the store Using your emarket Setup Preparation handout, populate the fields as prompted. Each field is detailed in the emarket Store Setup User Manual if additional guidance is needed after training. Make sure to do the following: Use ADV as your Store Code Turn off the Select from all items feature. Clicking the Complete and continue button completes the setup for the back end of the store. This setup must be completed to make the rest of the store available for editing by users who do not have access to Create Stores. Clicking the Complete and continue button will: emarket Expert Training Version 3 February

12 o o o Create a Merchant record within Cashnet which can also be accessed from the System Setup menu. Create the Virtual Operator record using the Store Code as the ID Create a Station record using the Store Code as the ID. The Location record you assigned to the store is assigned to that Station record. 3. Configure the Template item for your store if applicable. (We will skip this step during this training exercise) If Items will be created within your store, use this feature to set any Item defaults that should apply to all new items created within the store. This is especially helpful if store owners will be creating their own Item Codes but don t have access to create items within System Setup. You can set the Extract and Attribute defaults for them if needed. Note: Only users with access to Maintain Item Codes in System Setup will be able to configure extract and attribute settings for Item Codes viewed or created within Store Setup. 1. Configure Site Settings The Site tab is used to configure the settings that control how your payers will interact with your site. We do not need users to login to purchase event tickets. Assign the Customer/Guest User created earlier. Do you need to collect additional information during checkout? o This is where you can select or create Information Fields to collect information that is NOT specific to an Item Code that is for sale on the site. Ask yourself; would there be anyone paying on the site that would be confused if they were asked to provide this information? If not, assign the fields to collect the information here. If someone would be confused, you should assign the fields to the Item Code(s) they relate to later during the setup process. Create Information Fields as needed You do not need to make any additional updates to this tab for this exercise. Note: The Information Fields assigned on the Site tab will display immediately on live websites, if they are added after the site has been published. Additionally, users will have access to use Information Fields created and used in other emarket stores. emarket Expert Training Version 3 February

13 It s recommended that you discuss this with all users who will have access to assign Information Fields within Store Setup. If a field is changed to meet the needs of a single store, that change will impact all stores using the field. 2. Configure Item Settings The Items tab is where you determine what will be sold on the site. From here you can select existing Item Codes or create new ones. Create the Item Codes listed on your emarket Setup Preparation Handout. Create and/or assign any Information Fields that need to be assigned to your Item Codes. 3. Configure Layout Settings The Layout tab is where you determine what your store will look like. From here you can update the logos, colors, fonts and labels for your store. Ensure your store s start page is the catalog. Update the look and feel of your site. When editing the Custom Messages displayed on the store, use the preview messages in store feature to figure out which messages you would like to edit. 4. Configure Notifications Settings The Notifications tab is where you determine what kind of notices will be sent to staff and payers. Assign the address that store notifications should be sent from. This is the address that electronic receipts will be sent from and will be the address assigned to the virtual Operator that has been created behind the scenes for your store. If using AutoPay, these notifications are listed within the Custom Messages list accessed from the Layout tab. 5. Review and Publish your store The Publish Changes button will launch the initial version of your store. Changes made within Store Setup will not automatically update your live site until they are published with the following exceptions: Information Fields assigned on the Site tab will display immediately, once assigned, as long as your site is live online. Changes made to Item Codes that are already available for sale on your site will be immediate. This includes changes to Information Fields assigned to the Item Code. 6. Access your store online emarket Expert Training Version 3 February

14 Use a different browser and visit your live website online using the URL listed on your emarket Setup Preparation handout. Purchase a ticket for the reunion weekend using the following test CC: o o Expiration date = 05/2019 o CID (if needed) = 123 emarket Expert Training Version 3 February

15 Operator Security for emarket Now that you have a better understanding of emarket setup, Operator security will make more sense. First, understand the three levels of security impacting your users: To view, edit or create Operators go to: System Setup Operator Information Section Operator Groups Assigning the Operator to a Group applies a profile of permission settings to the Operator ID. This prevents administrators from having to review individual permission settings each time a new Operator is created. Departments Assigning the Operator to a Department allows you to limit their Inquiry and Reporting access to transactions that were processed within their Department. This only applies when your virtual operators are assigned to the Department the actual users are assigned to. If the virtual operator assigned to the emarket storefront you just created is assigned to the Advancement department, and the actual users from the advancement team are also assigned to the same department, you can prevent them from viewing transactions from other sites or other modules. Operators Individual Operators can be granted permission overrides to any of the permission settings assigned by their Group. You can also limit what emarkets the user can access in Store Setup by granting them access to select Merchants. This will require that you have completed the initial setup for the store (step 3 in the previous exercise) first to ensure that the store is listed as an option. emarket Specific Permissions The majority of the permission settings found within the epayment & emarket section of the Allowable Activities list relates to use of the Store Setup tool. You should also review whether users should have access to All Stores or those Defined at Merchant Level. This second option will limit users to only access the stores assigned to their Operator ID. emarket Expert Training Version 3 February

16 Inquiry & Reporting Permissions The list of permission settings found within the Inquiry & Reporting section of the permissions list can be used to limit the information accessible to the user to transactions processed within their Department. Limiting users in this manner will require that you are using Departments as described in the previous section. The same permission settings also allow you to limit the information accessible by Merchant. This option requires that you assign the Merchants the Operator should have access to run reports or perform inquiry for. Security & Database Maintenance Permissions Several of the permission settings found within the Security & Database Maintenance section are required if users will be creating new records to assign to a new emarket store. These include: Maintain Customers if a new default Customer/Guest Payer records will be assigned when creating a new store. This will grant them access to ALL customer records in System Setup. Maintain Item Codes if the user should have access to update the extracts and attributes assigned to an Item Code. This will grant them access to ALL Item Codes in System Setup. Maintain Reference Types if the user should have access to update the settings for existing Information Fields. This will grant them access to view or edit ALL Item Codes, in System Setup AND Store Setup. emarket Expert Training Version 3 February

17 Maintain Payment Codes if new Payment Codes will be assigned when creating a new store. This will grant them access to view or edit ALL Payment Codes in System Setup. Maintains Locations if a new Location record will be assigned when creating a new store. This will grant them access to view or edit ALL Location records in System Setup. Follow Up Task Review the Groups and Departments assigned to your emarket users to make sure they have the permission settings they need. Use the Print/Export Data button at the top of the record list to run a report which will make the review process easier. Merchant Level Security If your campus uses multiple emarket websites and various members of your team are responsible for making updates to their own stores, you may need to vary your Cashnet Operator s permission settings on a store by store basis. Merchant Level Security allows you to do this by creating various emarket specific security profiles that can be assigned on a store by store basis. For example, if Anne from the Advancement department has web design experience and creates beautiful storefronts, you may want her to assist with updating the look and feel of your other stores. Creating a Storefront Design profile would allow you to grant Anne access to update only the Layout settings for the stores this profile is assigned to. Anne would also have a Store Owner profile for her Advancement storefront, ensuring that she has the additional access required to manage her own storefront. Note: Your campus must have Merchant Security enabled to use Merchant Profiles. If you would like to use this feature, have an Authorized Support Contact request that this be enabled within your Cashnet environment. Merchant Profiles To view, edit or create Merchant Profiles go to: System Setup Operator Information Section Merchant Profiles Merchant Profiles add an additional level of security to your Operator profiles that can be used just like an Operator Group, to apply the same settings to all of the Operators assigned to that profile. Merchant Profiles differ from Groups in that a profile is assigned for each Merchant an Operator has access to and the permission settings included in the profile only apply to emarket. emarket Expert Training Version 3 February

18 *Merchant Profile permission settings override those assigned at the Group level. Training Task Complete the following: Create a Storefront Design merchant profile that can be assigned to Anne for the storefront you just created. emarket Expert Training Version 3 February

19 Making Store Updates Anne from the Advancement Department calls you to tell you that the sales for the reunion weekend have been great and they would like to do more with their storefront. They would like to do the following: Accept one-time and recurring donations in any amount. o Donors can choose to donate to the Athletics Scholarship Fund or the Campus Fund. o Please find out if the donation is being made on behalf of someone in particular and gather the donor s name, address and address. Sell travel mugs. The mugs will cost $15 and will need to charge shipping and tax. o Mugs will only be shipped via UPS ground for a $4 fee/mug. o o They have 125 mugs to sell. They would like to send previous donors a coupon code to receive 25% off mugs. Sell gift baskets including a campus sweatshirt, a travel mug and a stuffed mascot. Each of the items included in the basket should be associated with individual GL accounts. Training Task Complete the following: Update your store to best accommodate the requests from the Advancement department. Organize your Items into three separate categories to separate the donation option from the mug, gift basket and events. Update 1: Accept one-time and recurring donations in any amount. Donors can choose to donate to the Athletics Scholarship Fund or the Campus Fund. Please find out if the donation is being made on behalf of someone in particular and gather the donor s name, address and address. 1. Change your storefront type to a Donation storefront to better support donor enrollment in a recurring donation plan. Users with access to Create Stores can update the Store type by clicking the view more details link at the top of the Store Setup tabs menu. emarket Expert Training Version 3 February

20 This change will update some of the custom messages displayed on the site to use donor specific messaging and will also impact the AutoPay enrollment process. Make sure to re-populate the Location and Payment Codes assigned if needed. Changing the Store Type will un-assign these settings. 2. Create three new categories called Events, Giving and Campus Store. Assign the two Item Codes you created previously, for the reunion event, to the Events category. 3. Create a Gift Item Code for the donation option. Only one Item Code will be needed for donations. The one-time and recurring options will both utilize the same Item Code. Assign this Item Code to the Giving category. Save your changes. 4. Create any Information Fields needed to allow donors to select where their donation should be applied, if the donation is being made on behalf of someone else and the donor s name and address. Use a drop down list Information Field to present the options to the donor. Use a text box to collect the name of the person the donation is being made on behalf of. Use _G Information Fields to collect the name, address and address of the donor. This will prepopulate the fields on the payment information screen which will prevent the donor from having to enter their information twice. Preview the new Item Code in your store. 5. Change the store start page to Store Entrance Update the start page within the Display & Images section of the Layout tab. Store Entrance will ensure that the categories display along with any images you ve added to your storefront. 6. Create an Automatic Payment Plan to support the acceptance of recurring donations. Go to: System Setup Auto Payment Information Section Auto Payment Plans. The plan should have the ADV merchant assigned The plan should be set to New Charge auto-payment type. Let the donor choose the date and amount for their gift during enrollment. Assign the Gift Item Code to your plan. emarket Expert Training Version 3 February

21 Return to Store Setup and Preview your store again. Note: In this exercise we are NOT requiring or giving the option for donors to register on the site. AutoPay can only be used by unregistered users in a Donation storefront. Donors will need to contact the campus to make changes to their recurring donation plan if needed. If registration is offered or required, they will have access to view Your Account where they can make updates as needed. AutoPay must be activated for use in your Cashnet environment and the job to process automatic payments must be scheduled. If your campus hasn t used AutoPay before, contact Cashnet support to ensure that it s active and scheduled to run. Update 2: Update the store to sell travel mugs. The mugs will cost $15 and will need to charge shipping and tax. Mugs will only be shipped via UPS ground for a $4 fee/mug. They have 125 mugs to sell. They would like to send previous donors a coupon code to receive 25% off mugs. 1. Create an Inventory Code to ensure you don t oversell the mugs. Go to: System Setup Item Information Section Inventory Codes Create a Advancement inventory code and set your minimum inventory level to 1 2. Setup the tax tables within your Cashnet environment. Cashnet maintains state sales tax rates which can easily be applied to select items within your emarket stores. These rates are determined by the shipping zip code provided by the payer, if applicable, or the zip code that is assigned to the website if shipping isn t needed. If additional categories of tax should be charged, manually maintained tax rates can also be created but must be setup and maintained by your campus team. The tax rate charged will be based on either the item being purchased or the shipping address provided by the payer, if applicable. In this example we will configure the site to use Cashnet maintained sales tax first. Some of the setup has been completed for you: emarket Expert Training Version 3 February

22 a) Add a zip code to the Location record assigned to your emarket if you haven t done this already. This zip code will be used to calculate state sales tax when a shipping address is not collected from the payer. b) A SALESTAX Item Code has been created for you. c) A SALESTAX Tax/Discount Category has been created for you and has the corresponding Item Code assigned. d) The SALESTAX Tax/Discount Category has been assigned to the Cashnet environment you are using within Control Parameters. This step must be completed by a representative from the Cashnet Support team. The completion of these steps ensures that state tax revenue is associated with the SALESTAX Item Code. If additional categories of tax will be used, the following tables must also be setup by going to: System Setup Tax, Shipping & Discount Information Section a) Region - This can be used to define a geographical area to base tax rates on. Keep in mind that this must relate to the shipping address collected from a payer or the zip code assigned to your emarket website. Make sure you have at least 1 region that will correspond with the zip code assigned to your emarket website or all addresses. b) Tax/Discount Category - This record allows you to track tax using separate Item Codes as needed for accounting purposes. If you are creating unique Tax/Discount Categories you will need to create the Item Codes you d like to assign first. c) Tax Code This record is used to designate the Item Codes that should have this manually maintained tax rate assigned. You may want to create multiple Tax Codes if you ll be assessing different rates based on the item types. For example; Physical Goods vs. Food. You ll need to assign the Item Codes that qualify to the code once they have been created. d) Tax Rate This record ties the previous three records together and determines what rate should be charged for each combination. You ll assign a Region, a Tax Category, a Tax Code and will then set the tax rate associated with that combination. 3. Setup the shipping tables within your Cashnet environment emarket Expert Training Version 3 February

23 Shipping charges can be configured to meet your campuses needs based on the shipping carriers you use and how much you would like to charge for shipping. The following must be completed. Some of the setup has been completed for you: a) A SHIPPING Item Code has been created for you. b) The SHIPPING Item Code has been assigned to the Cashnet environment you are using within Control Parameters. This step can be completed by System Administrators who have access to the Control Parameters table. The completion of these steps ensures that state shipping revenue is associated with the SHIPPING Item Code. The following tables must be setup by going to: System Setup Tax, Shipping & Discount Information Section a) Region - This can be used to define a geographical area to base shipping charges on. Keep in mind that this must relate to the shipping address collected from a payer. You can use the ALL default region if prices won t vary by shipping address. b) Shipping Carriers Create a record for each carrier you will use. c) Shipping Services Create a record for each service offered by the shipping carriers that you will use. For example; next day, second day or ground. d) Shipping Modes This record ties the Shipping Carrier and Shipping Service together and determines which combinations you ll offer as shipping options. e) Shipping Codes This record allows you to separate the types of services that you ll be shipping to allow you to charge different fees, if needed. You ll assign the Item Codes that qualify to each code. You ll need to assign the Item Codes that qualify to the code once they have been created. Shipping Codes support the use of quantity based shipping. If the shipping rates will vary based on the quantity of each item selected, build out the chart that tells Cashnet how you would like the fees multiplied for each of the items included in the code. emarket Expert Training Version 3 February

24 Shipping Charges This record ties the Region, Shipping Mode and Shipping Code together and allows you to set the price. 4. Setup the discount tables within your Cashnet environment Multiple discounts can be offered within each store to meet a variety of business needs. The following must be completed. Some of the setup has been completed for you: A DISCOUNT Item Code has been created for you. A DISCOUNT Tax/Discount Category has been created for you and has the corresponding Item Code assigned. The following update must be made by going to: System Setup Miscellaneous Section Merchants Assign the DISCOUNT category to the Discount Category field. The completion of this step ensures that the discounted funds are associated with the DISCOUNT Item Code. You can create a unique Discount Category for each store to track discounts individually if needed. 5. Create the Mug Item Code within Store Setup Assign the Item to the Campus Store category Configure the Item Code to charge Tax (either sales tax, other tax or both) Configure the Item Code to collect shipping information and charge Shipping fees. Add Inventory Information to the Item using the Advancement inventory code. 6. Add the 25% Discount to your store using the GIFT2016 coupon code This can be completed within the ITEMS tab of Store Setup. A default ORIGDISCOUNT will be available for use, to edit as needed, or you can add a new discount to the store. emarket Expert Training Version 3 February

25 If your campus used discounts before it was possible to create more than one within a store, the discount you offered will be the ORIGDISCOUNT. 7. Preview the new Item Code in your store. While in preview mode, complete a payment for the mug using: o o Expiration date 03/2020 o CID 123 (if needed) Follow Up Task Is your campus Cashnet environment configured to assess shipping fees and sales tax? If not, should you complete the initial setup required to use these features when needed? Check your setup by going to System Setup System Control Control Parameters. Within the epayment & emarket section locate the following fields: Use Tax & Shipping Calculation if this is not checked, you cannot complete the initial setup required to use these features. An authorized support contact can request that this be checked. Sales Tax Category Code if this is blank the initial setup has not been completed. Follow the steps outlined in the epayment & emarket User Manual. Shipping Item Code if this is blank the initial setup has not been completed. Follow the steps outlined in the epayment & emarket User Manual. Update 3: Sell gift baskets including a campus sweatshirt, a stuffed mascot and a mouse pad. Each of the items included in the basket should be associated with individual GL accounts. emarket Expert Training Version 3 February

26 Sub-Items vs. Add-On Items Cashnet offers two methods for grouping Items together within an emarket storefront: Sub-Items this grouping is REQUIRED. Online payers cannot purchase the items individually unless they are offered individually elsewhere on the site. This feature is used when multiple items must be purchased together but should post to different GL accounts. Information Fields and inventory tracking can only be associated with the parent item that will display to online payers. The sub-items do not display to them in any way. Quantity based pricing is NOT supported. The price will only be calculated by calculating the sum of the sub-items. Pricing cannot be calculated in any other way. This means that you cannot use information fields to update the price of the parent item either. Add-on items cannot be added as an additional option for the payer (described next) If tax should be collected this should be configured on each sub-item that the tax is associated with. Shipping charges must be configured on the parent Item. Sub-items should NOT be available for sale on your emarket storefront. They are only used behind the scenes. Sub-items must be added to an Item Code within System Setup AFTER the items are all setup to meet your needs. 1. Create a GFTBSKT Item Code. This will be used as the parent item. It will display online to payers. Highlight this item as a featured item. Assign the item to the appropriate category. Allow quantity selection. Add any Information Fields you d like to this item. These should include any fields you would normally add to the additional items that will be used as sub-items. (not needed for this exercise.) Configure the Item to assess shipping charges. 2. Add the sub-items to the parent item in System Setup. Access the Item Code by going to: System Setup Item Information Section Item Codes Once you have selected the ADV-GFTBSKT item, click the Sub-Items tab. emarket Expert Training Version 3 February

27 Add the following sub-items: ADV-MASCOT, ADV-MOUSEPAD and ADV-SWTSHRT. 3. Preview your store. The gift basket should charge shipping and tax when purchased. Add-On Items this grouping is OPTIONAL. Online payers are given the option to add an Item to their purchase when they have selected to pay for another item. These items can post to different GL accounts as well. Information Fields do not display for add-on Items. Quantity can be selected Tax and Shipping are supported. 4. Create an ADDGIFT Item Code. This item will only be available as an add-on item The donation amount offered is $25. The payer can select a quantity. 5. Access the Travel Mug item you created earlier and add the ADDGIFT item as a suggested add-on. Only items that are configured to display as add-on items will be listed as options. 6. Preview your Store Make note of the differences between the Gift Basket and the optional donation option. Training Task Discuss the following: Let s assume the revenue from the two reunion weekend ticket options will post to the same GL account. Can you think of another way to present the two options that reduces the number of information fields needed now that you should assign these to the Item Codes rather than the store? emarket Expert Training Version 3 February

28 Creating an emarket Checkout Your campus has partnered with a vendor called Campus Tickets to sell tickets to athletic events and to performances hosted by the performing arts department. Each department will need to track revenue individually and ticket prices will vary based on the event or performance. The customer s name will be collected on the Campus Tickets website but should be available on Cashnet reports. Training Task Complete the following: Create an emarket Checkout using Store Code CT to accommodate each department s needs. Note: This exercise is just an example of checkout configuration. If your campus creates a checkout for use with a 3 rd party site, you will need to work with the vendor to configure the checkout as required. Create Store Differences Store Type Make sure to select Checkout as your Store type. SITE Differences Assisted Payments URL If your campus uses Assisted Payments to accept payments by phone, the transaction will need to start on a different website before being passed to Cashnet to collect the payment information. Providing the URL that your payers would normally start on if they were making the payment themselves allows the Operator to start in the same place when using Assisted Payments. We won t use this feature for this exercise. Authentication method If authentication will be used in the Checkout request, to increase security, select the method that should be used. The calling site must use the same algorithm to form the checkout request. If this feature is activated, additional fields will display to collect the authentication key, authentication code or parameter name. We won t use this feature for this exercise. emarket Expert Training Version 3 February

29 Allow user to select items during checkout If payers should be able to select the item they are purchasing within Cashnet, meaning that this information is not being passed to Cashnet during the checkout process, this feature can be activated. We won t use this feature for this exercise. Allow user to change item price(s) during checkout If you would like payers to be able to make updates to the amount they are paying at the end of the payment process, within Cashnet, activate this feature. We won t use this feature for this exercise. Information Fields Information Fields should only be assigned here if you need to collect general information from your online payer that is NOT already being collected on the other website. These fields WILL display to payers once they are passed to Cashnet, before they are asked to provide their payment information. Show receipt page When using a checkout, you may prefer that a payment receipt be sent from the calling website rather than Cashnet. If this is the case, you can deactivate the display of a payment receipt in Cashnet. ITEM Differences In most cases, Item Codes will not display to payers within Cashnet when using a checkout. Payers typically select the items they would like to purchase while on the calling website. The Item Code information will be passed to Cashnet during the checkout process, behind the scenes. The Item codes must match what is sent to Cashnet in the checkout string. The Items must also be available within your store or payers will receive an error message when they attempt to checkout. Create 2 Item Codes; one for the Athletics department sales (CT-ATH) and a second for the performing arts department (CT-PFA). Both should be configured to allow the price to be entered during the transaction since the host website will pass the price to Cashnet. Make sure the items are available for sale in your store. emarket Expert Training Version 3 February

30 Information Field Differences In most cases, the information collected from payers will be collected on the calling website, before the payer is sent to Cashnet during the checkout process. The Information field codes must match what is sent to Cashnet in the checkout string. The fields do NOT have to be assigned to your Item Codes they simply need to be available within Cashnet to store the information being passed over. We will use NAME_G to store the name. This will pre-populate the information on the payment information screen to prevent double entry. Understanding the checkout string: If an online payer selects to buy a ticket to an athletic event AND a ticket to a performance hosted by the performing arts department, the information passed to Cashnet would look similar to the following example: itemcode value= CT-ATH amount value= itemcode2 value= CT-PFA amount2 value= NAME_G value= John Smith These lines relate to the 1st item purchased. These lines relate to the 2 nd item purchased. This line relates to the information being passed over to a Cashnet Information Field. In this first example, the payers name is not specifically associated with one of the Item Codes being passed over. There may be instances where the information collected does relate to a specific item, and should be linked to that item for reporting purposes. For example, if both the athletics department and performing arts department let payers select a section of the stadium or performance hall to sit in, it will be important that the correct section selection information is included in each department s report to prevent confusion. In this scenario the checkout string could look like the following: emarket Expert Training Version 3 February

31 itemcode value= CT-ATH ref1type1 value= ATH-Section ref1val1 value= C2 amount value= itemcode2 value= CT-PFA ref1type2 value= PFA-Section ref1val2 value= A amount2 value= NAME_G value= John Smith These lines relate to the information being passed over to Cashnet Information Fields that relate specifically to the Item Codes This line relates to the information being passed over to a Cashnet Information Field that is NOT specific to one Item. Notice that the NAME_G information does not include the ref#type# information like the other lines do. When a value includes the ref#type# information it is creating the association between the Item Code and the information being passed to Cashnet. In this scenario, the C2 section selection would only display on a report that was run for the CT-ATH Item Code. Similarly, the A section selection would only display on a report that was run for the CT-PFA Item Code. The name John Smith would be available on both reports since it isn t specific to one of the items. Let s take this a step further and assume that the athletics department also wants to know if the payer would be interested in purchasing a season pass. The checkout string would look similar to the following: itemcode value= CT-ATH ref1type1 value= ATH-Section ref1val1 value= C2 ref2type1 value= Season ref2val1 value= yes amount value= itemcode2 value= CT-PFA ref1type2 value= PFA-Section ref1val2 value= A amount2 value= NAME_G value= John Smith These 4 lines all relate to the information being passed over to Cashnet Information Fields that relate specifically to the CT-ATH Item Code. The first value in each highlighted line, ref# tells you how many information fields are associated with the Item. The second value in each highlighted line, type# or val#, identifies which Item the information is associated with. The lines highlighted above are all associated with the first Item Code in the transaction. Notice that the information that is associated with the second Item, CT_PFA, list type2 or val2. emarket Expert Training Version 3 February

32 Linking the information collected from the payer to a specific Item Code is not required but allows you to ensure that the information is only included on reports that are run for that Item Code. This also impacts the display of the information on the transaction in Cashnet: Information that is NOT associated with a specific Item Information that IS associated with this specific Item The Customer Record vs. Information Field/Reference Data When the online payers name is collected and passed to Cashnet using Information Fields this does NOT populate the Customer record in Cashnet. The Customer record in Cashnet will be the Guest User assigned to store. The online payer s name can be included in reports by selecting the associated Information Field on your report. This would be the NAME_G field in the previous example. If your campus is authenticating online payers on host website, the name can be passed to Cashnet to override the default Guest User / Customer record, but this requires that the online payers are authenticated by the source system that is sending Cashnet the checkout request. Passing the Guest User/Customer Code to Cashnet will create a new Customer record in Cashnet if one doesn t already exist. Additionally, if the authenticated lastname (lname) and firstname (fname) values are also sent in the checkout when a new customer code (custcode) value is also passed, the record will be updated in your Cashnet customer table with the new customer code, along with the name information. It s important to understand that this record is completely separate from the Information Field. emarket Expert Training Version 3 February

33 Guest User/Customer Record The name, Leo Thelion, displayed below, is an Information Field. Please be sure to download the emarket Checkout and Gateway Payment Integration Guide from the epayment and emarket folder in the Support Library for more information. Layout Differences Because your online payers will complete the majority of the payment process on the host website, you will most likely only need to make minor updates within the LAYOUT tab. If your campus will point more than one host website to a checkout, keep in mind that the layout settings you select will display to payers coming from all of the host websites. If a different layout is needed, including different logos or different colors, you will need to use separate checkouts to accommodate this. Notifications Differences The success and/or failure notifications are often used to update the host website once the payment has been completed within Cashnet. This allows the host site to complete any processes such as updating the quantity of tickets available for sale for example. Keep in mind that these notifications are sent once. If the receiving system, usually the host website, doesn t receive them for some reason, the notification will NOT be resent. emarket Expert Training Version 3 February

34 Some third party vendors require that a real-time extract be used instead. Real-time posting can be monitored and re-tried if an error prevented the notification from updating the host site. A real-time extract must be purchased to accommodate this. Additionally, if your campus has purchased Cashnet s Transaction Inquiry Service, your application, or host website, can query the Cashnet system to determine the status of the payment. If your campus will point more than one host website to a checkout keep in mind that internal notifications can only be directed to one or url. When internal notifications will be used to update a host website upon payment success or failure a separate checkout will be needed. emarket Expert Training Version 3 February

35 Tips for Creating Storefronts for the ipad App Anne from the advancement department calls you again. She would like to sell tickets for the reunion weekend at the dinner. Help her do this using the mobile payments app for ipad. The mobile payments app for the ipad is used to process in-person payments using emarket storefronts. This takes Assisted Payments a step further. If your campus also uses Cashiering, the app can be used to cashier payments within cashiering batches as well. Operators Users who will be processing emarket payments using the mobile payments app will need access to process Assisted Payments transactions at a minimum. You can also grant them access to perform Inquiry if you d like them to be able to look up transactions on the ipad app. Both permission settings can restrict what stores and/or transactions the user can access. Creating Unique Operator IDs: If the users who will be processing payments using the app have access to more than one store, it may be helpful to create unique IDs for use with the app to limit which stores will display for use. If you create unique IDs, be sure to assign the stores (Merchants) that the Operator should see on the ipad. The app allows the user to limit the stores they see, but limiting what options they have to choose from can be helpful as well. Some campuses assign ipads to different users on a regular basis. In these cases, they often create general ipad IDs that are assigned to the different users for a given period of time. If your campus has different users processing payments on a regular basis, this may help limit the number of operators you create within the system. If you opt to do this, it is recommended that you log who the IDs are assigned to for auditing purposes. Creating Unique Operator Groups: If you will be creating unique IDs, it may also be helpful to create a unique Operator Group that can be used to assign the necessary permission settings to unique IDs that are created for use with the Mobile Payments App. emarket Expert Training Version 3 February

36 Training Task Complete the following: View the IPAD Operator ID. Confirm that the Operator has access to the IPAD store. Add your ADV store as an option for use as well. Which Operator Group is the ID assigned to? Confirm that they have access to process Assisted Payments transactions. Items & Information Fields (Reference types) You may need to create unique Item Codes for use with the mobile payments app, if the items you would like to accept payments for already exist, and have numerous Information Fields (reference types) assigned to them, it is recommended that you create new Item Codes that do not have as many Information Fields. The process of populating numerous fields makes it difficult to process transactions quickly, which is usually necessary when using the mobile payments app. It is recommended that you add images to the Items that will be sold using the mobile payments app. Training Task Complete the following: Do the Item Codes you need to accept payment for already exist? If so, are there too many Information Fields? If yes, copy the Item Codes for use in your ipad store. This should be completed in System Setup to prevent confusion within the stores. Add images to your Items. Stores While not required, it's helpful to create unique emarket storefronts for use with the Mobile Payments App. The benefit to doing this is that it will allow you to limit the number of Items available for sale within the store to only those being offered in person. This is especially helpful if you will be creating unique Item Codes for use with the app. Remember that the records assigned to the store during the initial setup process may impact your reconciliation, inquiry and reporting processes. Multiple mobile app stores may be needed to accommodate varied business needs such as depositing credit card payments to a different bank account or using unique records for posting or reporting purposes. It is recommended that you add images to the Stores that will be used to accept payments using the mobile payments app. emarket Expert Training Version 3 February

37 Training Task Complete the following: Assign the Items that will be sold using the mobile payments app to the IPAD store. Preview and publish your store. Training Task Complete the following: If you have an ipad with you, process a payment, paid by cash, using the mobile payments app: Login using: ID: IPAD (not case sensitive) Password: Cashnet2017 Station: 000 Client Code: «Cert» The Client Code can be used to access stores using your training environment. You will use <YourClientCode>cashier to access production and <YourClientCode>train to access the training environment. Note: If your campus will be accepting credit card payments using the mobile payments app, peripheral equipment will be configured for use on the Station record that your store s Location record is linked to. The Cashnet implementation team assists with this process. SmartPay cannot be used when accepting in-person credit card payments. emarket Expert Training Version 3 February

38 emarket Inquiry and Reporting Remember that Operator permissions may impact the types of reports a user can access, the information that displays on their report and whether or not they can save new reports. Categories The fields or records that can be added to a report differ by category. emarket users typically use the following report categories: Transactions Reports Use these reports to track the processing of certain types of transactions such as refunds, dishonors or voids. Paid Items Reports These are the most commonly used reports for emarket users. Use these reports to track sales from your emarket stores. You can limit these by many records including store, department, or Item Code. Store and Item Code are used most often. Payments Reports Use these reports for reconciliation purposes. You can report on card type used by the payer with a Payments Report. This category also allows you to report on the cardholder/accountholder name provided on the checkout screen. These reports do NOT include Item Codes. Editing a Paid Items Report Paid Items Reports are the most commonly used reports for emarket users. If you select to customize a Paid Items Report, you may opt to use the following fields to limit the information on the report. This training will focus on the fields used most often by emarket users. emarket Expert Training Version 3 February

39 Transaction Status a Closed status means the transaction was completed. You may also want to report on Cancelled transactions to see any transactions that weren t completed due to a CC decline. If your campus accepts payments using the Purchase Order payment tender, these will be listed with a Memo status. Source While it s possible to limit your report to emarket transactions here, users tend to prefer to limit their reports by store using a different field which achieves the same purpose. Item Code Many users limit reports to a specific Item Code. If you will be including the information collected using Information Fields on the report, it is recommended that you limit it to a single item. Use the wildcard characters to include more than one Item Code. Reference Type This is the Information Field used to collect information that is assigned to an Item Code. Use this field if you want to limit your report to information populated in a specific field. emarket Expert Training Version 3 February

40 Reference Value This is the information that the payer provided using the Information Field that is assigned to an Item Code. Use this field if you want to limit your report to only include transaction information when a specific piece of information was provided by the payer. Merchant Code This is the Store Code. Use this field to limit your report to transactions for a specific emarket store. Merchant Reference Type This is the Information Field used to collect information that is assigned to the store. Use this field if you want to limit your report to information populated in a specific field. Merchant Reference Value - This is the information that the payer provided using the Information Field that is assigned to the store. Use this field if you want to limit your report to only include transaction information for payments when a specific piece of information was provided by the payer. Department If you assign your stores to Departments that relate to the actual departments using them, you can use this field to limit your report to transactions processed by the department. This is another way to include transactions for multiple stores but requires that you use Department records in a way that supports this. Reports Type - Run a Detail report if you need to view the detail information related to each transaction. Use Summary if you only need a count or a revenue total. The Detail with Automatic List of Item Code References option does not work well for most emarket users. If your report is limited to one or more Item Codes, this option will display any information collected from payers for the Item Code(s) elected automatically, preventing the need to select the fields you would like to include on the report. While this sounds like a time saver, it displays the data vertically on your report. Most emarket users prefer to view a spreadsheet organizing the information in columns from left to right. The Detail option does this. Sub-Total by - You can select up to three records to sub-total your report by. emarket Expert Training Version 3 February