Sage Exchange Desktop For Sage DacEasy

Setup Guide 9/11

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Setup Guide i

Table of Contents Understanding Sage Exchange Desktop .................................................................................. 2

Using this Guide ............................................................................................................................................................ 2

Installing Sage Exchange Desktop ........................................................................................... 2

Enabling Online Credit Card Verification ....................................................................................................................... 3 Verifying the Sage Exchange Desktop Installation ........................................................................................................ 5

Completing the Sage DacEasy Setup ....................................................................................... 6

Processing Credit Card Payments ........................................................................................... 8

Processing refunds in Sage DacEasy ..................................................................................... 10

Manually Installing Sage Exchange Desktop ......................................................................... 13

Installing payment device drivers (optional) ............................................................................................................... 14

Working with Sage Exchange Desktop .................................................................................. 15

Checking the version and for updates ......................................................................................................................... 15 Turning Sage Exchange Desktop Off or On .................................................................................................................. 15 Restarting Sage Exchange Desktop ............................................................................................................................. 15 Enabling tracing ........................................................................................................................................................... 16 Configuring settings ..................................................................................................................................................... 16 Understanding the Sage Exchange Desktop timeout setting ...................................................................................... 17

Troubleshooting Sage Exchange Desktop ............................................................................. 18

Additional FAQs ........................................................................................................................................................... 18

Contacting Support .............................................................................................................. 19

Understanding Sage Exchange Desktop

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Understanding Sage Exchange Desktop Sage Exchange Desktop is a PA-DSS (Payment Application – Data Security Standard) certified payment platform that integrates with Sage DacEasy. When a user initiates a credit card payment, Sage DacEasy makes a seamless call to Sage Exchange Desktop, where all aspects of processing the credit card occurs. This includes the transmission and storage of credit card data. Sage DacEasy does not process or transmit credit card data.

Sage DacEasy does not require PA-DSS certification because it does not store, process, or transmit credit card data. Products that integrate with Sage Exchange Desktop are listed only for reference on the PA-DSS certified application list. See www.sagepayments.com/pci for additional information about PCI compliance and payment applications or contact us at pcicompliance@sagepayments.com.

Using this Guide

This Guide describes the procedures you must complete to use Sage Exchange Desktop with Sage DacEasy v2012. These procedures include; installing Sage Exchange Desktop, enabling online credit card verification in Sage DacEasy, and entering payment methods. This Guide also includes information about processing Sage DacEasy transactions through Sage Exchange Desktop, using Sage Exchange Desktop, and troubleshooting Sage Exchange Desktop. See your Sage DacEasy documentation or visit the Sage DacEasy website for more detailed information about using Sage DacEasy.

Completing the Boarding Process Before you can configure Sage DacEasy to use Sage Exchange Desktop, you must complete the boarding process, where Sage Payment Solutions (creator of Sage Exchange Desktop) assigns you a merchant ID and merchant key. Contact a Sage Payment Solutions Boarding Specialist at 800.261.0240 or sagepayments@sagepayments.com to obtain your merchant credentials.

Installing Sage Exchange Desktop Review the following list of items then proceed to the section that best describes your installation needs:

• Upgrade - If you upgraded your existing Sage DacEasy installation (v2011 or later) to v2012, Sage DacEasy automatically updates your Sage Exchange Desktop installation to the latest version during the upgrade process. See “Working with Sage Exchange Desktop” for additional information about Sage Exchange Desktop.

• New Installation - If you are installing Sage DacEasy v2012 for the first time, Sage DacEasy Accounting, Sage DacEasy Point of Sale, and Sage DacEasy Order Entry will prompt you to install Sage Exchange Desktop (if an installation is not detected) when you enable online credit card processing then access specific dialog boxes. See “Enabling Online Credit Card Verification” for additional information.

• Reinstall/Missing Sage Exchange Desktop – After installation, the Sage Exchange Desktop icon (SE) runs in the Microsoft Windows System Tray. If the Sage Exchange Desktop icon does not display in the Microsoft Windows System Tray, you may need to install Sage Exchange Desktop or restart the service. See “Manually Installing Sage Exchange Desktop” for additional information.

Additionally, see “Installing payment device drivers (optional)” if you need to install the Ingenico 3070 Card Reader or the RDM EC Series Check Scanner device drivers.

Installing Sage Exchange Desktop

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Enabling Online Credit Card Verification

After installing Sage DacEasy v2012, use the procedures below to enable online credit card verification in your Sage DacEasy modules. You need only complete the procedures for the module (or modules) where you want to process credit card payments. If you are enabling online credit card processing in multiple modules, Sage DacEasy will prompt you to install Sage Exchange Desktop only in the first module. Sage DacEasy detects the existing Sage Exchange Desktop installation when you enable credit card processing in subsequent modules.

Note: The procedures below describe how to access the modules from the Microsoft Windows Start menu. If you are using the Sage DacEasy Business Center (Start > Sage DacEasy > Business Center), skip step one in each procedure then begin step two from the appropriate module menu (for example, Accounting > Edit > Defaults > System Preferences) in the Sage DacEasy Business Center.

How to enable credit card processing in Sage DacEasy Accounting

1. Select Start > All Programs > Sage DacEasy > Modules > Accounting to open Sage DacEasy Accounting.

2. Select Edit > Defaults > System Preferences to open the System Preferences dialog box.

3. Click to open the Online Processing tab.

4. Mark Online Credit Card Verification.

5. Enter your merchant identification in the Merchant ID field.

6. Enter your merchant key in the Merchant Key field.

7. Click OK to accept your selections and to close the System Preferences dialog box.

8. Open a transaction dialog box such as the Invoice Entry dialog box (Transactions > Billing Entry > Invoices), Payments dialog box (Transactions > Cash Entry > Payments), and the Receipts dialog box (Transactions > Cash Entry > Receipts). Sage DacEasy Accounting will prompt you to install Sage Exchange Desktop if it is not already installed.

Installing Sage Exchange Desktop

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How to enable credit card processing in Sage DacEasy Point of Sale

1. Select Start > All Programs > Sage DacEasy > Modules > Point of Sale to open Sage DacEasy Point of Sale.

2. Select Edit > Defaults > System Preferences to open the General page of the System Preferences dialog box.

3. Mark Online Credit Card Verification to enable online credit card processing with Sage Exchange Desktop.

4. Click OK to accept your selection and to close the System Preferences dialog box. Sage DacEasy Point of Sale will prompt you to install Sage Exchange Desktop if it is not already installed. If you are not prompted, try opening the Sales Register dialog box (Process > Sales Register) to initiate the installation.

How to enable credit card receipt printing in Sage DacEasy Point of Sale

Follow the steps below to enable credit card receipt printing in Sage DacEasy Point of Sale.

1. Select Edit > Tables > Cash Registers to open the Edit Cash Register dialog box.

2. Enter (or use the Lookup to select) the register number in the Register field.

3. Click to open the Credit card receipt tab.

4. Mark Use separate receipt.

5. Click OK to accept your selections and to close the Edit Cash Register dialog box.

Installing Sage Exchange Desktop

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How to enable credit card processing in Sage DacEasy Order Entry

1. Select Start > All Programs > Sage DacEasy > Modules > Order Entry to open Sage DacEasy Order Entry.

2. Select Edit > Defaults > System Preferences to open the System Preferences dialog box.

3. Click to open the Online Processing tab.

4. Mark Online Credit Card Verification to enable online credit card processing with Sage Exchange Desktop.

5. Click OK to accept your selection and to close the System Preferences dialog box. Sage DacEasy Order Entry will prompt you to install Sage Exchange Desktop if it is not already installed. If you are not prompted, try opening the Order Entry dialog box (Process > Order Entry) to initiate the installation.

Verifying the Sage Exchange Desktop Installation

After installation, verify that the Sage Exchange Desktop icon (SE) runs as a service in the Microsoft Windows System Tray. The SE icon must display in the System Tray to use online credit card verification in Sage DacEasy. If the SE icon does not display, see “Manually Installing Sage Exchange Desktop.”

Completing the Sage DacEasy Setup

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Completing the Sage DacEasy Setup After enabling online credit card verification and successful verification of the Sage Exchange Desktop installation, you must create method of payments in each module where you enabled online credit card verification. You need only complete the procedures for the module (or modules) where you enabled credit card verification.

How to enter payment methods in Sage DacEasy Accounting

1. Select Edit > Tables > Method of Payment to open the Edit Method of Payment dialog box.

2. Enter the name of the payment method in the Name field.

3. Enter a description of the payment method in the Description field.

4. Enter (or use the Lookup to select) an account for the payment method in the Account field.

5. Mark Verify online to enable online credit card verification for this method of payment.

6. Click OK to save the method of payment.

7. If necessary, repeat steps 2-6 to enter additional payment methods.

8. Click Close to close the Edit Method of Payment dialog box when you are finished entering payment methods.

Completing the Sage DacEasy Setup

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How to enter payment methods in Sage DacEasy Point of Sale or Sage DacEasy Order Entry

1. Select Edit > Tables > Method of Payment to open the Edit Method of Payment dialog box.

2. Enter the name of the payment method in the Name field.

3. Enter a description of the payment method in the Description field.

4. Enter (or use the Lookup to select) an account for the payment method in the Account field.

5. Select Other in the Type field if you are entering a credit card payment method.

6. Mark Verify online to enable online credit card verification for this method of payment.

7. Select Credit Card or Debit Card in the Verification type field.

8. Enter your merchant identification in the Merchant ID field.

9. Enter your merchant key in the Merchant Key field.

10. Click OK to save the method of payment.

11. If necessary, repeat steps 2-10 to enter additional payment methods.

12. Click Close to close the Edit Method of Payment dialog box when you are finished entering payment methods.

Processing Credit Card Payments

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Processing Credit Card Payments Sage DacEasy Accounting, Sage DacEasy Point of Sale, and Sage DacEasy Order Entry use Sage Exchange Desktop to process credit card payments for different transactions. The table below details the transactions in each module that use Sage Exchange Desktop for processing credit card payments.

Transaction Path Module

Pay an unposted customer receipt Transactions > Cash Entry > Receipts Sage DacEasy Accounting

Enter a payment Transactions > Cash Entry > Payments Sage DacEasy Accounting

Pay an unposted customer invoice Transactions > Billing Entry > Invoices Sage DacEasy Accounting

Process a sale Process > Sales Register Sage DacEasy Point of Sale

Process an order Process > Order Entry Sage DacEasy Order Entry

The procedure below gives a general overview of how to complete any of the above transactions then how to process the credit card payment in Sage Exchange Desktop. See your Sage DacEasy documentation for additional information about the fields on each dialog box.

How to process a credit card payment in a Sage DacEasy module

1. Open the dialog box for the type of transaction you want to enter in the Sage DacEasy module (for example, select Transactions > Cash Entry > Receipts to open the Receipts dialog box in Sage DacEasy Accounting).

2. If necessary, log on to the sales register or enter your order entry person ID.

Note: Sage DacEasy may prompt you with a message about the customer’s credit limit before opening a transaction dialog box. See your Sage DacEasy documentation for more information about these messages.

3. Enter (or use the Lookup to select) the transaction number you want to pay in the Number field then press Tab or select the customer you want to create a transaction for in the Customer code field then click OK. Sage DacEasy populates the fields with the transaction or customer details.

4. Tab through the fields and enter (or edit) the necessary details for the transaction until you reach the line item grid.

Note: Do not enter anything in the CC Approval Code field. Sage DacEasy populates this field with the approval code after the payment is processed through Sage Exchange Desktop.

5. Enter the amount you want to pay on each line item or select the line items you want to add to the transaction. If you are using a scanner, Sage DacEasy automatically populates the grid with line item details as you scan. Press Tab to enter the payment detail area.

6. Enter (or use the Lookup to select) a payment method in the Method of Payment field.

Note: Some dialog boxes may require you to select the payment method before entering line items.

Processing Credit Card Payments

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7. Enter the amount you want to pay in the Received or Payment field.

8. Click OK to open the Payment Information panel of the Sage Exchange Desktop – Sale dialog box.

9. Enter the credit card number in the Card number field. Alternately, click Swipe Card if you want to use a card swipe device to auto-populate the fields.

10. Select the expiration month and year in the Expiration date field.

11. Enter the CVV number from the back of the credit card in the CVV field.

12. Click Next or Submit. If you manually entered the credit card information, Sage Exchange Desktop opens the Billing Information panel of the Sage Exchange Desktop – Sale dialog box, where you must confirm billing information.

13. Click Submit to process the payment.

14. Optionally, click Yes to open the Report Layout – Credit Card Slip dialog box, where you can select options to print a receipt. After printing the receipt, click Continue to return to Sage DacEasy or Reprint to print another copy of the receipt.

Processing refunds in Sage DacEasy

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Processing refunds in Sage DacEasy Sage DacEasy Point of Sale and Sage DacEasy Accounting allow you to enter refunds for sales processed through Sage Exchange Desktop. You can also reissue a sale in Sage DacEasy Point of Sale, where the original receipt is voided then a new receipt is created with the same sale details. This allows you to edit the sale and retains the original sale in the register’s audit trail. Use the procedures below to enter a refund (or a reissue) for an online credit card sale in Sage DacEasy Point of Sale or Sage DacEasy Accounting.

How to process a refund or reissue in Sage DacEasy Point of Sale

Note: Sage DacEasy may open the Sage Exchange Desktop window several times during the reissue process; for refund of the transaction and to process the new sale.

1. Select Process > Sales Register to open the Sales Register Entry dialog box.

2. Enter (or use the Lookup to select) the receipt number you want to refund or reissue in the Receipt number field.

3. Click Reissue or Refund on the Sage DacEasy – Point of Sale dialog box.

4. Sage DacEasy Point of Sale populates the Sales Register Entry dialog box with the sale details. The Type field displays Reissue or Refund and the Received field displays the amount. If you are processing a refund, Sage DacEasy Point of Sale displays the amount as a negative number (to indicate a credit).

Note: You must refund or reissue the full amount of the sale. Sage DacEasy Point of Sale will not allow you edit the amount received; however, you can adjust the line items quantities or delete a line item to issue a partial refund.

Processing refunds in Sage DacEasy

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5. Click OK to process the transaction. The salesperson that entered the sale must also process the reissue or refund. If that salesperson is not logged on, Sage DacEasy Point of Sale will prompt you to have that salesperson log on. If necessary, click Yes to open the Sales Register Log In dialog box, where the salesperson can log on.

6. Sage DacEasy Point of Sale processes the transaction seamlessly through Sage Exchange Desktop. Click Yes to open the Report Layout – Receipt Forms dialog box, if you want to print the receipt or click No.

7. Click Close to close the Sales Register Entry dialog box.

How to process a refund by reference in Sage DacEasy Point of Sale

A refund by reference includes the credit card approval code in the sale.

1. Select Process > Sales Register to open the Sales Register Entry dialog box.

2. Enter (or use the Lookup to select) the receipt number you want to refund in the Receipt number field.

3. Click Refund on the Sage DacEasy – Point of Sale dialog box.

4. Sage DacEasy Point of Sale populates the Sales Register Entry dialog box with the sale details. The Type field displays Refund and the Received field displays the amount as a negative number (to indicate a credit).

Note: You must refund the full amount of the sale. Sage DacEasy Point of Sale will not allow you edit the amount received; however, you can adjust the line items quantities or delete a line item to issue a partial refund.

Processing refunds in Sage DacEasy

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5. Click OK to process the transaction. The salesperson that entered the sale must also process the refund. If that salesperson is not logged on, Sage DacEasy Point of Sale will prompt you to have that salesperson log on. If necessary, click Yes to open the Sales Register Log In dialog box, where the salesperson can log on.

6. Sage DacEasy Point of Sale processes the transaction seamlessly through Sage Exchange Desktop. Click Yes to open the Report Layout – Receipt Forms dialog box, if you want to print the receipt or click No.

7. Click Close to close the Sales Register Entry dialog box.

How to process a return in Sage DacEasy Accounting

1. Select Transactions > Billing Entry > Invoices to open the Invoice Entry dialog box.

2. Enter (or use the Lookup to select) the unposted invoice number.

3. Click Delete to open a message dialog box asking if you want to issue a void in Sage Exchange Desktop.

Note: All Sage DacEasy transactions that trigger the message box below will result in Sage Exchange Desktop processing a void (for unposted transactions) or a credit (for posted transactions).

4. Click Yes to issue the void seamlessly through Sage Exchange Desktop.

Manually Installing Sage Exchange Desktop

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Manually Installing Sage Exchange Desktop The installation consists of two parts; a COM component that contains the SDK and the Desktop application. The SDK is a one-time installation that does not require updating. The Desktop application is installed per-user; therefore, each user who will use Sage DacEasy to process credit card payments online must install Sage Exchange Desktop. Additionally, other situations may require you to install Sage Exchange Desktop manually such as if you are not prompted to install Sage Exchange Desktop or if the automatic Sage Exchange Desktop installation fails. Follow the steps below to manually install from the Sage Exchange Desktop Installation website.

How to manually install from the Sage Exchange Desktop Installation website

1. Click here to open the File Download dialog box for the SDK installation.

2. Click Run to run the setup file directly from the website or click Save to save the file then double-click it after the download completes to run the installation.

3. Click here to open the Sage Exchange Desktop Installation web page.

4. Click Next to open the Sage End User License Agreement (EULA) web page.

5. Review the EULA then click Install.

6. If the COM component is not detected on the workstation, your operating system may display a security warning indicating that the publisher cannot be verified. Click Install to continue the installation and to verify application requirements.

Manually Installing Sage Exchange Desktop

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7. The Installing Sage Exchange Desktop dialog box opens, which displays the installation progress bar.

8. The Sage Exchange Desktop (SE) icon displays in the Microsoft Windows System Tray when the installation is complete. The SE icon must display in the System Tray to use online credit card verification in Sage DacEasy.

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Installing payment device drivers (optional)

The Sage Exchange Desktop Installation web page provides links to download software drivers for the Ingenico 3070 Card Reader and the RDM EC Series Check Scanner. After installing Sage Exchange Desktop, follow the steps below if you need to install software drivers for either of these devices.

1. Click here to reopen the Sage Exchange Desktop Installation web page.

2. Click the link for your operating system to download and install the corresponding Ingenico i3070 Card Reader USB driver:

• Microsoft Windows XP and Vista

• Microsoft Windows 7

3. Click here to open the File Download dialog box, where you can run the file or select a folder in which to download the RDM EC Series Check Scanner.

Working with Sage Exchange Desktop

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Working with Sage Exchange Desktop Right-click the SE icon in the Microsoft Windows System Tray to access the Sage Exchange Desktop shortcut menu, where you can control the Sage Exchange Desktop functions detailed below.

Checking the version and for updates

Right-click the SE icon then select About Sage Exchange Desktop if you want to see which version of Sage Exchange Desktop is installed on a workstation.

Sage Exchange Desktop is a self-updating application, where the service will automatically check (via the Internet) for updates periodically and prompt you to install them if found. However, you can also manually check for updates by right-clicking the SE icon in the Microsoft Windows System Tray then selecting Check for updates.

Turning Sage Exchange Desktop Off or On

By default, Sage Exchange Desktop always runs as a service in the Microsoft Windows System Tray after installation. Right-click the SE icon then select Exit if you want to stop the Sage Exchange Desktop service and disable online credit card processing on the workstation. In Microsoft Windows, select Start > All Programs > Sage Payment Solutions > Sage Exchange Desktop to start Sage Exchange Desktop and to enable online credit card processing on the workstation.

Note: Sage Exchange Desktop is installed per-user; therefore, if you want to completely disable credit card processing on a shared workstation, each user must log on and turn off Sage Exchange Desktop.

Restarting Sage Exchange Desktop

If you need to restart Sage Exchange Desktop (for example, if you are having problems processing credit card payments or if you modify device or tracing settings), right-click the SE icon then select Restart application.

Working with Sage Exchange Desktop

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Enabling tracing

If you are experiencing a problem with Sage Exchange Desktop, you can enable tracing where technical details about each process are written to a log file, spsnet.log. The log file does not contain credit card data and on average, there is no need to enable tracing unless you are experiencing a problem. Enabling tracing allows you to isolate the problem and send the technical details to our Customer Support team for assistance.

How to use tracing to isolate a problem

1. Right-click the SE icon then select Tracing > On to enable tracing.

2. Right-click the SE icon then select Restart application.

3. Recreate the error message or problem.

4. Right-click the SE icon then select Tracing > View Log to open the log in Microsoft Windows Notepad.

5. Save the log file then send it as an e-mail attachment with a description of the issue to our Customer Support team at support@sagepayments.com. Alternately, you can copy the text from the log file and paste it into an e-mail.

6. Right-click the SE icon then select Tracing > Off to disable tracing.

7. Right-click the SE icon then select Restart application.

Configuring settings

Use the Sage Exchange Desktop - Settings dialog box to configure credit card processing devices and other Sage Exchange Desktop settings.

1. Right-click the SE Icon then select Settings to open the Sage Exchange Desktop – Settings dialog box.

Working with Sage Exchange Desktop

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2. Mark the check box for the type of credit card reader that is attached to your virtual terminal:

• Generic Keyboard Card Swipe - Select this option for card readers that are compatible with most Sage software-integrated products. This card reader is generally off-white, is not encrypted, and can be attached to a computer keyboard.

• Ingenico i3070 - This terminal can process debit and credit card transactions. It is used primarily by Canadian Merchants. If you mark this option, you must also install additional software drivers. The front-end network should be set to PNS Canada PIN Debit.

• Magensa card swipe - This card reader is black and is encrypted for Sage Payment Solutions.

3. Optionally, mark Automatically start card swipe if you want the device to automatically prompt you for the card-reading interface if you will be swiping credit cards for most transactions.

4. Click OK to accept your selections and to close the Sage Exchange - Settings dialog box.

5. Right-click the SE icon then select Restart application if you marked Automatically start card swipe to fully enable the functionality.

Understanding the Sage Exchange Desktop timeout setting

In compliance with PA-DSS, the bottom left-hand corner of the Sage Exchange Desktop window displays a 15-minute countdown timer. The Sage Exchange Desktop window closes automatically when the timer reaches zero; regardless of whether or not you have entered data. Sage Exchange Desktop does not retain the data so if the window closes, you must re-enter the data. You cannot disable the timer or change the timeout duration.

Troubleshooting Sage Exchange Desktop

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Troubleshooting Sage Exchange Desktop If you are having trouble processing credit card payments, we recommend reviewing the list of issues in this section for possible solutions before contacting Customer Support.

Issue Solution

An error message displays each time I try to process a credit card payment.

Verify that the Sage Exchange Desktop (SE) icon displays in the Microsoft Windows System Tray:

• If it does not display, select Start > Programs > Sage Payment Solutions > Sage Exchange Desktop to start the service.

• If it displays, right-click the SE icon and select Restart application to restart the service. If the problem persists, see “Manually Installing Sage Exchange Desktop” to reinstall or “Contacting Support” to get help with Sage Exchange Desktop.

Other users cannot process credit card transaction s when they are logged on to a shared workstation.

Sage Exchange Desktop is a per-user installation that is associated with your Microsoft Windows login. Each user who needs to process credit card transactions must install Sage Exchange Desktop. See “Manually Installing Sage Exchange Desktop” for additional information.

I disabled Sage Exchange Desktop but other users can still process credit card transaction s when they log on to the shared workstation.

Sage Exchange Desktop is installed per-user; therefore, if you want to completely disable credit card processing on a shared workstation, each user must log on and turn off Sage Exchange Desktop. See “Turning Sage Exchange Desktop Off or On” for additional information.

Additional FAQs

Below is a list of answers to some frequently asked questions.

Question Answer

I entered information in the Sage Exchange Desktop window then got distracted. When I returned, the window was closed.

The Sage Exchange Desktop window has a timeout setting of 15 minutes. See “Understanding the Sage Exchange Desktop timeout setting” above for additional information.

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Question Answer

I almost always have the customer’s credit card in-hand to process transactions; however, I don’t want to have to press Swipe Card every time I process a payment.

You can set Sage Exchange Desktop to automatically start the card swipe process. See “Configuring settings” for additional information.

I do not always have the customer’s credit card in-hand to swipe.

Click Cancel when you are prompted to swipe the card then manually enter the credit card information in the Sage Exchange Desktop window.

I am required to enter the state in the billing information each time I process a credit card payment.

If the credit card is not swiped, you must enter any address information missing from the customer’s record before you can process the payment.

Contacting Support If you need merchant support or are having issues with a vault-only account, call 1.800.261.0240 from 8:00 a.m. - 8:00 p.m. EST, M-F. In the Sage Exchange Desktop window, click Click for Support to open the Sage Payment Solutions Support web page (http://www.sagepayments.com/Sage-Support-Resources/), which contains additional support tools such as a searchable knowledge database and community forums. Alternately, you may also send an e-mail message to our Customer Support team at support@sagepayments.com.