XCharge integration with Salon Salon II users manual .How to use the Credit Card Processing with Xcharge and the Salon Salon II software. Included is the tutorial for Mulitple MID's
Create a new Ticket for a customer by clicking the Add Ticket button on either the Customers screen, or off the POS screen on the Appoinment book.
Since both screens for POS are nearly identical in how they function, we will refer to the customers screen for this reference manual. The Salon program with the Xcharge integration looks slightly different than the original version. This version has a textbox for the Gift card number ( you can swipe the number from the card directly into the box by placing your cursor in the white textbox and then running the gift card through the mag swipe). It also has a green box where the balance of the gift card after a gift card is redeemed. This will appear on Gift Card reports, along with any manual balance you might want to input for previous gift certificates you might have been recording.
On the Checkout Tab which is also called the POS screen, you will find the Credit Card Processing button. The main screen looks like the image below. If you have the updated version, your graphics will look different than the one below.
1. Create a ticket for your customer.
2. Once a ticket has been created, you now can add products and services to the ticket by clicking on the add services and or add products buttons.
3. Remember that you can easily remove services or products from any ticket by clicking on Review Order button on either the add services or add products screen, or from the POS screen by clicking on the X button on the grids.
When removing products, the product is returned to inventory
4. When you have completed adding products and or services to a ticket, click on the checkout button or the Checkout tab at the top of the Customers Screen. If you do not add products or services to a ticket, you will not be able to go to the checkout screen and will receive a message stating this.
You should now be on the Checkout screen as seen in the image below:
1. Click the Green Debit-CC-Gift $ processing button.
Once Opened, you will see the following screen below:
At the top of the screen is the Transaction information menu.
The amount of the Total ticket has already been entered for you from the customers screen, and the ticket ID and Clerk name. (This is your salon employee). You can add a tip to the amount.
Only one clerk or employee can be assigned to the Credit Card processing screen, although you can have multiple employees on the Salon software POS screen for any one ticket. It is suggested that if you are processing a split ticket, that you choose SPLIT TICKET or HOUSE when creating the initial ticket and use the Ticket ID as reference when looking up a previous transaction. Each ticket can still be split by entering the employee name to the last cell on the grid. It is only for transaction processing that there can be only one employee name entered.
2. Once on the Credit/Debit/ Gift -transaction, you will notice that the total amount of the ticket has already been entered to the AMOUNT textbox at the top of the screen. You can enter a tip amount to the tips textbox.
Use the drop down box below the Amount textbox, and choose the transaction type. This will pass back the Amount and type of payment to the Credit, Debit, or Gift Card Payment type at the top of the Customers Checkout screen. You will not be able to process any transactions if you do not choose a payment type. See the image below:
Remember that the total ticket amount is going to be entered to the Transaction screen, so if you are going to split a tender, you must process each transaction separately. You cannot process a gift certificate and a credit card simultaneously, they must be transacted separately on the CC processing screen, although all are on one ticket on the POS screen. If you make a mistake, you will need to click the C button to change your choice, as the combo box will lock on each payment type. This is expected behavior and is to prevent you from switching payment types when you get to the transaction menu at the top.
We will go into more detail on split tendered amounts and how to process a split transaction for this later on in this tutorial.
Credit card Purchase transaction:
Click the Credit at the top of the transaction screen. A drop down menu will appear.
Chose Credit Purchase + Receipt
Another screen will appear:
If you are going to swipe the customer card, the swipe area will be highlighted for you as in the image above. Swipe the card as directed through the MagSwipe Reader.
The customers card number and expiration date will appear on the screen.
(Note that if you are manually going to type in the CC number, you will have to read the card and input the expiration date ( format mmdd no spaces or symbols)
Enter all the required information. You must enter the CVV number which are the three digits on the back of the Credit card to the right of any other numbers.
Click OK button on transaction screen to begin processing.
Normally, in a matter of seconds, you will either have an approval or transaction denied. If the transaction is approved, it will be viewable on the yellow screen for results. You will also receive a transaction approval pop up message which will notify you if the Address and the Zip code do not match. Please refer to the XCharge manual for how to set up or change these options.
The screen will close if the transaction is approved and it will begin to print out a receipt for your customer. If denied, you will receive a denied message and code number. In that case you will need to re-process the customers transaction with another card. If the customer decides to pay by cash or check, you will need to remove the payment information on the POS or checkout screen manually by clicking the C button next to the Credit, Debit or Gift Card boxes.
It this is a Credit Card Purchase the printer will print 3 separate copies :One copy of the CC transaction. This is for the salon which the customer must sign (for CC purchases) and the other copy is for the customer. If you have purchased the correct Printer with a partial or complete cut, each portion will be cut for you, making it easy to give to your customer. You will receive one copy of the salon receipt with items and services. It is recommended to staple the customers copy of the CC transaction receipt to the actual salon receipt.
If this is a Debit Card purchase, you will follow the same instructions as a credit card purchase. If This is a GIFT card purchase and the client is going to pay by redeeming a gift card, follow the same instructions as Debit and Credit purchases, but choose GiftCard from the drop down menu and then under GIFT at the top menu choose Gift Redeem+ Receipt when you want to process the transaction.
Credit and Debit Card Returns:
When the customer comes in to the salon for the CC or Debit Return, you will need to first find their ticket in their individual customer history on the main customers screen. Look at the receipt and find the ticket number. Click the orange button on the Customer screen and enter the ticket ID. You will be taken to that ticket. Open that ticket up again on the checkout screen by clicking on the ticket ID number and then on the Checkout screen. Remember that the arrow will move to that row across and the row will be highlighted. Once on the Checkout screen, review the ticket ID number to make sure you are on the correct ticket.
Click the Green Debit-CC-Gift $ processing button.
Again , you will open the transaction screen.
Once on the transaction screen, check off the RETURN checkbox first, as you are going to process a return to either a credit or debit card and will want the amount deducted from the Salon Salon II POS screen.
The amount textbox will reflect the total amount of the ticket. If you are refunding the entire amount then you do not need to edit this. If this is a partial return, such as a single item return on a ticket where there were multiple items purchased or services, then enter the amount including sales tax that will be refunded to the clients credit or debit card. By default tips are not enabled as normally tips are not refunded. If by any chance you do need to refund a tip amount, include it into the total amount and make the adjustment for tips directly to the customers POS screen in the tips textbox.
Next go to the drop down box and choose either a CREDIT ,DEBIT or GIFT RETURN from the drop down box by clicking on one of the choices in the drop down box. The box will close after you have made your choice, and either CreditReturn or DebitReturn or GiftReturn will appear in the grey box.
It will look like the image below:
If you make a mistake, you will need to click the C button to change your choice, as the combo box will lock on each payment type. This is expected behavior and is to prevent you from switching payment types when you get to the transaction menu at the top. If you enter Credit return, but try to process a debit on the menu, you will receive an error message until the correct payment type is selected on the menu.
Next, go to the transaction menu at the top and choose Credit Return + Receipt. You will not be able to choose anything else without receiving a switched payment message.
The XCharge processing screen will appear:
Swipe the card through the mag swipe or the swipe on your keyboard.
Enter in the required information , click ok button and the credit return will be processed.
The processing transaction looks like this:
Once approved it will appear this way on the screen:
Click ok and the screen will close.
You will receive a receipt for the salon and your customer for the return.
The amount returned will be deducted from the Payment Type at the top of the left side of the Salon POS screen. So if you had originally had $8.50 for a Credit Card payment and you had a return of $2.00 for a single item, the amount on the payment type will now read $6.50 as shown below: Debit and Gift returns will function the same way. You will however need to manually edit the POS or Checkout screen items and return any items back to inventory or remove services from the screen. If the tendered amount is now less than the total ticket, you will receive a pop up notification of this as well.
Split Tendered Amounts
You will be processing each transaction separately through the transaction screen.
It is not possible to process two payment types at the same time so you will need to do the following:
1.On the POS or Checkout screen, click the green Debit-CC-Gift $ button to open the transaction screen.
2.Check off the Split Tendered box at the top.
3.Click the C button next to the Amount textbox.
This will clear the Amount textbox.
4.Enter in the amount to be charged to either the Credit, Debit or redeemed from the Gift Card.
IMPORTANT ! (Do not enter a tip amount yet ( if there is one) Any tips should be entered to the second transaction or it will be overwritten when you process the second transaction. So if your client is going to ask that a tip be added to the ticket and the split tendered amount will be processed with a tip, do the portion with the tip as the last transaction unless the second split transaction is cash or check, then manually add the tip to the POS or checkout screen if you track tips.
5.Go to the drop down list and choose CreditCard, DebitCard or GiftCard.( Gift card will be transacted under gifts at the top- click Gift Redeem+ Receipt .
6.Click on the menu at the top for the payment type and process the transaction.
The transaction will process and you will have the receipts printed out. The screen will close.
Repeat the steps 1-4 but on step #4 enter in the tip amount.
Continue with steps #5 and #6.
A second set of tickets will print out. The second set of tickets printed will have all the totals for the items and services on the ticket that you will give to your client. Since you are processing two payment types, you will receive two sets of tickets. The second ticket will have both payment tendered types.* You can give the receipt of the second copy to your customer.
**Check your transaction screen before processing. ** You cannot enter a tip amount after you have chosen a payment type. The tip is computed and totaled when the payment type is chosen. If you have made a mistake on a payment type, or have forgotten to enter a tip, click the C button next to the payment type. This will unlock the drop down list for payment types, and will remove the tip amount. You would then need to re-enter the tip amount, then choose the payment type again from the drop down box. If you make a mistake, you can void the entire transaction through the stand alone program and then enter it again on the salon program. If this mistake is on a spit tendered amount, you would also need to edit the entry on the salon screen or clear the amount using the C button. The salon program is independent of the transaction screen, so any errors on the salon screen can easily be corrected after a transaction is completed.
**Split Tendered amounts for Multiple Credit/Debit cards:
If a customer asks you to place separate amounts on two different Credit or Debit cards, you will need to process each transaction separately as above, as there is only one field for credit card or debit cards the amounts will be totaled in the one field, although the customer will have two separate receipts to sign. Do a normal split transaction, and process the first card. The customer will have to sign their copy of the CC receipt. Then process the second card and have them sign the second copy as it is a different card and must be signed as well. You will then have two customer receipts which would be for two different amounts ( or equal amounts depending on how much the customer wants to place on each card) and two separate CC receipts. You will have your paper copy of the transactions for reference, as well as a report from the administrator area of the Stand Alone XCharge program on the transaction with ticket number should you need to look it up. The Second receipt that prints out will have the total of both transactions. You may want to only give your customer the second copy of the customer receipt, as they will have both copies of the CC receipts with both credit card numbers on them. The customers receipt copies show only the payment type(s) but does not show the CC numbers. NOTE: The amounts you see on the “ Transaction Screen” are what will be processed to the customers card. So even if the second CC card enters a higher amount on the SALON screen, it is only going to actually process what you see on the transaction screen. The program just totals the two credit cards for you on the one field.
**Please remember if there are any tips to be entered for split transactions, they must be entered to the second card. **
Gift Cards:
Gift Issue No Balance: Issues a NEW GIFT CARD with the specified amount. This is the standard transaction when a gift card is sold to a customer as a present for another person. There is no expiration date for gift cards, although you can enter the date it was initially purchased on the Customers screen. If this is a Gift Purchase for another client or potential client, then you do not need to swipe the card to the gift card number box and you do not need to keep a balance as this cards balance is for another person, not the person who purchased it. Normally if a client is purchasing a gift card for someone, you will enter gift card to categories under Services. You can enter zero for price, and change the price at checkout directly on the grid. The client purchases the gift card, and once the transaction for payment is completed, you can then issue the amount to the gift card. You can also issue through the XCharge stand alone program but there will only be a record of it through the stand alone program. You may also want to add the initial purchase amount to the gift log to keep a record of what amount was originally purchased and by whom and for as well as the date, and who sold the gift card. See reports to find Gift log transactions.
Gift Issue Balance + Receipt.
The Gift Issue Balance + Receipt is used when a client wants to issue more money to a gift card and input the balance on the customers screen. For example: client A had purchased a gift card as a gift for Client B and now wants to add more money to be added to that persons card. You would enter Gift Card Issue as a category to services, and checkout Client A. Then you can go to Client B’s history and enter the amount to the balance for Client B. If there is any remaining standing balance, you will need to add that to the total amount OR _ Since you will already have the Gift Card number ( which is why it is a good idea to swipe it to the customers screen) you can issue the gift amount by typing in the gift number where it says swipe. The amount will be added to the balance on the customers screen. At the end of the day, you can get a report from the administrators area of the XCharge stand alone program to get reports of all the transactions for the day and the ticket ID numbers.
(Please note that for DEBIT cards as you must use a swipe of the card and cannot manually enter the number. DEBITS MUST have a PIN PAD where a client can enter their PIN numbers.)
Gift Return + Receipt.
The gift return is used when a customer needs to return an item or a partial return from a ticket. The balance is updated on the Customers screen, and the amount returned is deducted from the existing gift card payment. A return ticket is printed.
Gift Redeem + Receipt
The gift card will be used for payment for a product or service. The amount that will be deducted from the gift card will be shown in the gift card payment on the POS or checkout screen. A receipt for the sales ticket + Gift card will be printed.
Gift Void.
Gift voids will completely void the previous gift transaction. If a void cannot be completed through the Salon transaction screen, then it can be voided through the administrators screen. Please manually update the gift balance if this occurs.
A void will deduct the amount previously entered to gift payment type and will update the customers balance on the customers screen.
Gift Card Balance + Inquiry
Swipe the customers card and the current balance on the card will be printed out.
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How to handle Salon Salon II returns of inventory after processing a Credit or Debit return:
If you are taking back an item to "restock" or back to inventory, find the item on the ticket on the POS screen, then click on the X button next to that item and it will return the item to inventory ( click post button and it will be removed from the ledger).
If this item is NOT to be restocked such as a damaged item that you will be returning to the vendor or disposing of, do not remove it from the ticket unless you will remove it manually from inventory. This is to keep your inventory records accurate.( If it is an item not restocked, you can go back to inventory and edit the item so that you know it was not returned to inventory and is being returned to the vendor.) Otherwise any items removed from the ticket are always returned to inventory.
You should now enter zero for the sales price of the item on the checkout screen, directly on the grid, changing it from the previous sales price. This will not return it to inventory, but will remove it from the sale total, keeping your sales records (Totals) accurate.
You must also re-click the post to ledger button. This will remove the amount of the item from the ledger, updating the ledger, but will leave the item on the ledger. The item will have zero's for it on the ledger. Since the item is not being restocked ( unless you are re-stocking the item), you do not want to return it to inventory by clicking on the X button on the products grid. If the Item IS to be returned and restocked, then you may click on the X button on the products grid and of course you should click the POST button to remove it from the ledger.
If this was a refund for a service, follow the same steps as for a product return. In this case you can click the X on the screen, removing it completely as there is no inventory to maintain and click the POST button. Otherwise you will manually have to find the service and remove it from the ledger at a later time, to keep your ledger records accurate. There is no problem with leaving it on the Checkout screen, as long as you have entered zeros. In fact, you might want to leave it on the screen for reference purposes. You can also edit the service description or product description to read returned or refunded by clicking on that cell and editing it. You can also enter this information into the notes/formulas section
Install X-Charge to the PC. In X-Charge Server Setup, set the Default Transaction in the General Options, Server tab as C:\Program Files\X-Charge\LocalTran
This is your main Admin default path for the program.
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MULTIPLE MID's
If you will be assigning different MID's to each user, you will need to set up separate User Accounts on your PC for each employee that is to be assigned a different MID or Merchant ID for X-Charge. Please read through these instructions first, then follow the steps.
1. On the desktop on your taskbar on the bottom left you will click on the Start button.
2. Go up to settings and over to Control panel which is off the settings on the menu.
3. Click on Control panel. ( see image)
4. In the control panel you will see different icons. Look for the icon that says User Accounts. Normally the icon will look like two people facing each other.
5.Click on the User Account Icon to open a screen that will look similar to the image here..
6. Click on the link that says Create a New account.
7. Follow the instructions that follow as it will take you through the steps of creating user accounts for each person that is either an employee or booth renter. It is always easiest to create an account name that is the employee name. This will then match the folders you will create for each User under the main X-Charge Trans folder. For examples here I have used USER1, USER2 etc, but normally you would assign it your employee or booth renters name.
*Choose Computer Administrator for each account.
You can create a password for each account if you wish, but it is not necessary unless you want to make sure each installation of the salon program on each account is restricted to that one person. Be sure not to lose those passwords.
8. On the Start menu, you will be able to log on and off of each account.
For now, go back to the main account. If you never created an account, you should have a default one that will be your main User Account, usually this is called Admin.
9. Click on My Computer either on your desktop or under your start menu, depending on your PC settings.
10. Go to the C:\Program Files folder
11. Find the X-Charge folder and click on it to open it.
12. Click on the LocalTran folder to open. You will now be able to create the different MID’s for each account for X-Charge under the LocalTran folder by creating a different transaction folder for each user.
For User1 Create a folder and name it TransFolderUser1
To create a folder under the TransFolder go to FILE at the top of the menu in the X-Charge folder ,then down the menu to the word NEW. Click on NEW and you will then scroll over to FOLDER to create a new folder.
Right click and Rename the folder TransFolderUser1 so it no longer says New Folder. Of course if your employees name is Sharon then the folder would read TransFolderSharon
13.You have now created each folder for each employee.
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Install the Salon Salon II program:
1.Go to each User Account that you have created ( not Transaction Folder) and install the Salon Salon II program under EACH account. Make sure you install the program to a different folder, and NOT to the same default folder. This can be changed when you install the program and reach the following installation point:
Click Browse and change the default C:\Program Files\SalonSalonII\ path to another path. You can create a path by manually typing the name in. For example you can type in
C:\Program Files\User1\SalonSalonII For USER1
This will create a completely different installation of the program for each employee, keeping the data separate for each one. Customer information etc will all be separate and no longer shared on one program.
Once it is installed to USER1 account Set Transaction Folder to C:\Program Files\X-Charge\LocalTran\TransFolderUser1 in the SalonSalonII program by following the instructions below.
2.Go to the POS or checkout screen and click on the green debit/CC/Giftcard button to open the transaction screen.
Click MANAGER button
Enter your manager username and password which is identical to the one you use when you set up the main username and password to log into the salon program. By default it is always admin and admin. UNLOCK
Under MISC which is to the right of GIFT on the top of the menu, you will have unlocked the Setup Transaction Folder and it will turn black.
3. Click on Setup Transaction Folder on menu and the following will appear:
To the right of the Transaction screen you will see the default path that you have installed the program to. By default is is set to C:\Program Files\X-Charge\LocalTran
For Multiple MID's continue to the next step:
Go to programs, then to X-Charge folder through this setup interface and find the
Transaction Folder and set it to C:\Program Files\X-Charge\LocalTran\TransFolderUser1 that you first created in the main X-Charge folder earlier. CLICK SAVE button. To check it, please go immediately back to the MISC menu and back to Setup Transaction Folder and click on that again. If the path has remained as you set it, then it is now ready. You can close the transaction screen.
Log off of this USER1 and go to the Next user account that you have setup. Follow the same steps , installing the salon program to the second then third etc User Account. Install each of the required files. If you receive a message stating that the mdac is already part of windows and cannot be installed then ignore the message and do not continue to try to install that file as this message just means that you already have this on your pc under this account. The same would apply to the jet files.
Continue to set up the MID's for each account if you have booth renters who each will have their own MID:
Go Back to your main administrators logon.
In X-Charge Server Setup, go to the Credit Cards, Merchant tab. Add another Merchant. Enter MID #, Bank ID =#. Set Transaction Folder to C:\Program Files\X-Charge\LocalTran\TransFolderUser1. Save.
Do the same for each TransFolderUser2, TransFolderUser3 etc that you previously setup under the X-Charge Trans Folder.
Each user is to be assigned a different MID which you will get from X-Charge or Global, keeping all transactions and reports separate for each account.