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PayFacto Gift powered by DataCandy

This guide describes the features of the Gift PayFacto powered by DataCandy application on your Android-powered payment terminal and explains how to use them when processing gift card transactions for your business.

About Gift Cards

Gift cards are prepaid debit card that contain a specific amount of money for use by customers to pay for products or services. When activated, gift cards loaded with funds for future use. When using a gift card for a purchase, the card balance reduces by the amount of the transaction.

Some gift cards allow you to add funds (open loop), while others have a finite amount that cannot be reloaded (closed loop). Depending on your business, you can offer gift cards for use in specific locations or at all affiliated brands.

Gift cards can pay for products or services, in whole or in part, depending on the transaction and the funds balance remaining on the card. Gift cards cannot be used without prior activation.

If you enter a password incorrectly, the terminal displays an Access refused error message. The Password field re-appears, prompting you for the required password with a number in parenthesis, which represents the number of tries remaining before the terminal locks out the user profile. An operator has 5 attempts to enter the password correctly; the counter resets after the password is entered correctly. If you incorrectly enter a password 5 times, the terminal locks and requires that you contact Technical Support to obtain a Superuser password.

Understanding Passwords

The Gift PayFacto application uses an Administrator password to prevent unauthorized access to certain functions. As a fraud prevention method, you can also require the Administrator password when a transaction requires the manual entry of the gift card number rather than swiping the card.

Additionally, if you activate the Enable waiters function, each waiter will need to enter their unique password before they can perform a transaction. Refer to the Operator Management section for more information about the Enable waiters function.

If you have forgotten the Administrator password, the reset procedure requires that you contact Technical Support to obtain a Superuser password. To obtain support 24/7, contact PayFacto at 1-888-800-6622

If you notice an error in your personalized header or footer, or you want to change some text in the message, you can easily edit your message. Repeat either the Add Personalized Receipt Header or the Add Personalized Receipt Footer procedure and adjust the text on the line(s) you want to modify.

The PayFacto Gift application can run independently of the payment application running on your terminal or POS. If you are using PayFacto Gift as a standalone application, there are application and terminal settings you may want to configure to meet your business requirements.

These settings include:

• Invoice Numbering

• DataCandy Settings

Invoice Numbering

For bookkeeping purposes, invoices are numbered. The numbering can be done manually or automatically. By default, the terminal numbers the invoices automatically, in sequence. If you disable automatic invoice numbering, the terminal prompts the operator to manually input an invoice number (maximum of 12 numeric characters); you cannot process a redemption transaction without an invoice number.

To enable/disable automatic invoice numbering:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, toggle Automatic Invoice Number to On

1. ,Touch the Back icon to return to the main screen.

DataCandy Settings

The DataCandy Settings section of the Settings page are generally configured prior to delivery or as part of the application’s setup process. They should not require modification. If your terminal is having problems communicating with the DataCandy server, you may need to adjust one or more of the fields contained in this section. Refer to the DataCandy email for the values.

The available fields include:

• Production URL: Touch this toggle switch to On (to the right) to enable the terminal to communicate with the DataCandy server. When toggled to Off (to the left), the terminal cannot communicate with the DataCandy server.

• URL: The address of the DataCandy server.

• WSN: The WorkStation Number; a unique value for each terminal.

To change DataCandy settings:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. Scroll to the DataCandy Settings section.

1. Confirm that the URL field is set to https://secure.datacandy.com/.

If the value is different, touch the field, enter the correct value, and touch OK.

1. Confirm that the Merhcant ID field corresponds to the Merchant ID from the DataCandy email.

If the value is different, touch the field, enter the correct value, and touch OK.

1. Confirm that the Merchant password field corresponds to the Merchant password from the DataCandy email.

If the value is different, touch the field, enter the correct value, and touch OK.

1. Confirm that the Access key field corresponds to the Access key from the DataCandy email.

If the value is different, touch the field, enter the correct value, and touch OK.

1. Touch the Back icon to return to the main screen.

It is simple to change a waiter’s password. You may need to change a password if an employee is assigned another employee’s number, or you may want to change passwords on a recurring basis for terminal security.

To change a waiter’s password:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, touch the Waiters Management.

1. Locate the waiter whose password you want to change and touch the Edit (pencil) icon.

2. Enter the waiter’s current password in the Enter Old password field.

3. Touch the Password field and enter a new password that is 4 to 6 characters in length.

4. Touch the Repeat password field and re-enter the new password to confirm.

1. Touch OK.

2. Touch the Back icon to return to the main screen.

The magnetic stripe on gift cards can be damaged and become unreadable by the terminal. In such situations, the card number can be entered manually using the terminal’s number pad. Manual entry of card numbers is also susceptible to fraud, so it is strongly recommended to require the Administrator password prior to manually entering a card number.

To enable/disable password protection for manual card entry:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, touch the Manual entry password toggle button to enable (to the right) or disable (to the left) password protection for manual card number entry.

1. Touch the Back icon to return to the main screen.

Printing

Printing Options

If your terminal has a built-in printer, or connects to an external printer, there are several printing options you can enable in addition to the standard transaction receipts that support the different gift card transactions. The printing options you can configure include:

Add Personalized Receipt Header

You can add your business information at the top of every printed receipt. Your business and contact information can contain up to 4 lines with 44 characters (including spaces) per line.

Password Protection for Transactions

If you use the Gift PayFacto application on the terminal in standalone mode (no POS), you can password protect the Activation and Increment transactions using the administrator password. This security measure prevents the adding of funds or activation of a gift card without the authorization of a supervisor with the administrator password.

If you are using a terminal that communicates with a POS, the application ignores the administrator password requirement.

Add Personalized Receipt Footer

You can add a personalized message at the bottom of every printed receipt. Your message can contain up to 4 lines with 44 characters (including spaces) per line.

By default, the terminal prints 2 receipts for all gift card transactions, with the Merchant copy printing first. You can adjust these settings to suit your business needs. The available transaction printing options are:

Enabling or disabling the printing of receipts

Number of copies

Which copy does the terminal print first

Color depth of the printout

To adjust the terminal’s printing options:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, touch the Printer Options.

1. In the Copies section, toggle Receipt Copy Printouts to On (to the right) to enable receipt printing or Off (to the left) to disable printing.

1. Touch Number of copies to set the number or receipts that print; touch 1 or 2.

1. Touch Which one is printed first to select which receipt prints first; touch Merchant or Customer.

1. Touch Select color depth of printouts to set the color density of the receipts. The color depth and its associated printing speed affect the terminal’s battery life. The options are:

• Pale: Lightest printout, prints faster and uses less battery.

• Normal: Default printout setting, average printing speed and battery use.

• Dark: Darkest printing, prints slower and uses more battery.

1. Touch the Back icon to return to the main screen.

Before using the terminal, an Administrator password was assigned during the initial configuration. The Administrator password provides access to advanced terminal functions and can also enable password-protected operations. You can change the Administrator password whenever you feel it necessary.

To change the Administrator password:

1. Touch the Action button on the main screen.

2. Touch Settings

3. Enter the Admin password and touch OK.

4. Scroll to the Set passwords section, touch Administrator password.

1. Enter the current Admin password and touch OK.

1. Enter the new, 6-character password in the New Password field and touch OK.

1. Re-enter the new password in the Confirm Password field and touch OK.

1. If the passwords match, the terminal displays New password saved and returns to the Settings page.

If the passwords do not match, the terminal displays Invalid password and returns to the Settings page without changing the Administrator password.

1. Touch the Back icon to return to the main screen.

In addition to printing receipts for completed gift card transactions, you can configure the following terminal printer settings:

In addition to printing receipts for completed gift card transactions, you can configure the following terminal printer settings:

• Print declined transactions: Prints the transaction receipt when the transaction is declined

• Print reverse on declined: Prints the transaction result in white on a dark background for declined transactions

• Print ECR mode transactions: Uses the terminal’s printer for payment transactions processed on a separate device (semi-integrated solutions).

• Print second copy on ECR mode: Uses the terminal’s printer for the second copy of a transaction processed on a separate device (semi-integrated).

To enable/disable additional printing options:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, touch the Printer Options.

1. In the Receipts section, touch the toggle button to enable (to the right) or disable (to the left) printing for the declined and ECR mode printing options.

1. Touch the Back icon to return to the main screen.

Reporting

Reports

The Gift PayFacto application includes reporting functionality. For more information on gift card reporting, refer to the following topics:

You can easily remove your existing header or footer to enter a new one, or to leave the receipts blank.

To a delete the receipt header:

1. Touch the Action button on the main screen.

Passwords

The Gift PayFacto application allows you to assign passwords to protect the terminal from unauthorized use. All terminal passwords are 6 numeric (numbers only) characters in length to provide security without slowing down the overall time it takes to process a transaction.

The terminal has 2 types of user passwords:

• Administrator (Admin)

Gift cards are an easy method for restaurants to encourage guests to return. If your business employs wait staff that access the payment terminal, you can require each server to identify themselves and enter a password before completing a transaction; this ensures that no unauthorized individuals can use the terminal. The Gift PayFacto application refers to terminal operators as waiters. Operator management procedures include:

• Enable Operators

• Add an Operator

Enable Operators

By default, any number of servers can operate the terminal, but you can require individual servers to identify themselves. When enabled, the terminal requires that individual servers enter their identification number and password prior to completing a transaction.

To enable waiters:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, touch the Enable waiters toggle button to enable (to the right) the identification of terminal operators.

1. Touch the Back icon to return to the main screen.

Add an Operator

When you enable the use of waiters, you need to add at least one waiter to the terminal. If you enable waiters on the terminal, but don’t configure at least one waiter, the terminal will not allow you to process a transaction.

To add a waiter:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, touch the Waiters Management.

1. Tap the Add New Waiter button.

1. Enter the waiter’s unique identification number in the Waiter field; numbers can range from 1 to 999.

2. Touch the Password field and enter the waiter’s password.

1. Touch the Repeat password field and re-enter the password to confirm.

1. Touch OK. The new clerk ID appears in a list.

1. Repeat steps 5 to 9 for each additional waiter you want to create.

2. Touch the Back icon to return to the main screen.

Change an Operator's Password

It is simple to change a waiter’s password. You may need to change a password if an employee is assigned another employee’s number, or you may want to change passwords on a recurring basis for terminal security.

To change a waiter’s password:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, touch the Waiters Management.

1. Locate the waiter whose password you want to change and touch the Edit (pencil) icon.

2. Enter the waiter’s current password in the Enter Old password field.

3. Touch the Password field and enter a new password that is 4 to 6 characters in length.

4. Touch the Repeat password field and re-enter the new password to confirm.

1. Touch OK.

2. Touch the Back icon to return to the main screen.

Deleting Operators

You may want to remove the requirement for waiters to identify themselves. There are 3 ways to remove waiters from the terminal:

Disable Operators

If you choose to disable waiter identification, any waiters you have previously configured (including their passwords) will remain stored on the terminal but the terminal operators will not need to identify themselves before processing a gift card transaction.

To disable waiters:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, touch the Enable waiters toggle button to disable (to the left) the identification of terminal operators.

1. Touch the Back icon to return to the main screen.

Delete Individual Operators

Deleting a single waiter only removes that clerk and the associated password from the terminal. All other waiters configured on the terminal remain operational.

To delete an individual waiter:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, touch the Waiters Management.

1. Locate the waiter whose password you want to change and touch the Delete (trash can) icon.

2. Touch OK to confirm you want to delete the waiter.

3. Repeat steps 5 and 6 for each individual waiter you want to remove.

4. Touch the Back icon to return to the main screen.

Delete All Operators

If required, you can delete all existing waiters on the terminal at one time.

To delete all waiters on the terminal:

1. Touch the Action button on the main screen.

2. Touch Settings.

3. Enter the Admin password and touch OK.

4. In the General section, touch the Waiters Management.

1. Tap the Delete All Waiter button.

1. Touch OK to confirm you want to delete all the waiters from the terminal.

2. Touch the Back icon to return to the main screen.

Transactions

Gift card transactions are very similar to regular credit or debit card transactions with the exception that gift cards have a preset amount available to spend. Depending on your Point of Sale (POS) environment, you may need to indicate that a sale is a debit card transaction on the POS workstation before using the payment terminal.

If you are using your payment terminal in standalone mode (no communication with a POS), or your POS system does not need to identify gift card transactions, then the transaction workflow begins on the payment terminal. Gift card transactions are similar to regular sales transactions, but some of the terms may differ; for more information about processing gift card transactions, refer to the following links:

• (process a sale)

• (empties the balance of a card)

• (card balance inquiry)

• (add funds to the gift card balance)

• (reimburse the entirety of a previous gift card sale)

• (reimburse a portion of a previous gift card sale)

• (new cards must be activated before use)

Gift Card Transactions

There are 7 transactions available when you accept gift cards. Each transaction type applies to a specific situation as explained below:

• Redemption: Uses a portion of the remaining balance on the card as payment for a product or service.

• Empty Card: A redemption used to clear the remaining balance on the card. Only applicable to card balances below $5 ($4.99 or less).

• Balance: Informational only; queries the DataCandy server for the remaining card balance.

• Increment: Adds funds to an active card.

Redemption

Processing sales using gift cards are referred to as redemptions. A redemption is like any other sale, except instead of using a credit or debit card, the customer presents a gift card. The sale amount is deducted from the card’s balance and the new balance is printed on the customer receipt. Redeeming funds from a gift card to pay for a purchase is a two-step process:

• The sale transaction is processed on the Point of Sale (POS) system.

• The funds redeemed from the card’s current balance.

To perform a redemption:

1. Process the sale transaction on your POS, indicating that the payment method is a gift card.

2. Touch the number pad to enter the redemption amount.

3. Touch Redemption.

1. Swipe the customer’s gift card. You can also touch GIFT CARD MANUAL ENTRY, enter the Admin password, and then enter the card number and touch OK.

1. The authorization server deducts the amount from the card balance, and the terminal prints a transaction receipt. Tear off the receipt and hand it to the customer with their card. Touch OK to print a second receipt, or touch CANCEL.

Empty Card

If a customer has a balance of $4.99 or less on their gift card, they can empty the card balance for a sale. The purchase cannot be more than the available card balance. After the balance is reduced to $0.00, the gift card becomes inactive. Emptying the balance of a card is a two-step process:

• The sale transaction is processed on the Point of Sale (POS) system.

• The funds redeemed from the card’s remaining balance.

To empty a card balance:

1. Process the sale transaction on your POS, indicating that the payment method is a gift card.

2. Touch the Action button on the main screen.

3. Touch Transactions.

4. Touch Empty Card.

1. Touch Empty Card.

1. Swipe the customer’s gift card. You can also touch GIFT CARD MANUAL ENTRY, enter the Admin password, and then enter the card number and touch OK.

1. The authorization server empties the card balance, and the terminal prints a transaction receipt. Tear off the receipt and hand it to the customer with their card. Touch OK to print a second receipt, or touch CANCEL.

Balance

Because gift cards are loaded with a set amount of money, customers may not know their balance prior to paying for a product or service. Checking the available funds on a gift card does not affect the balance.

To check the balance on a card:

1. Touch the Action button on the main screen.

2. Touch Transactions.

3. Touch Balance.

1. Swipe the customer’s gift card. You can also touch GIFT CARD MANUAL ENTRY, enter the Admin password, and then enter the card number and touch OK.

1. The authorization server verifies the card balance, and the terminal prints a transaction receipt. Tear off the receipt and hand it to the customer with their card. Touch OK to print a second receipt, or touch CANCEL.

Increment

If a customer has a reloadable gift card, they can add funds to their balance (increment) whenever they want. Adding funds is a two-step process:

• Customer pays for the funds they want to add using cash, credit, or debit.

• The funds are added to the card’s existing balance.

To add funds to a card:

1. Using your POS, process the payment for the funds that will be added to the card.

2. Touch the Action button on the main screen.

3. Touch Transactions.

4. Touch Increment.

1. Touch the number pad to enter the funds amount to add to the card balance.

2. Touch Increment.

1. Swipe the customer’s gift card. You can also touch GIFT CARD MANUAL ENTRY, enter the Admin password, and then enter the card number and touch OK.

1. The authorization server adds the increment amount to the card balance; the terminal prints a transaction receipt showing the new balance. Tear off the receipt and hand it to the customer with their card. Touch OK to print a second receipt, or touch CANCEL.

Complete Cancel

A complete cancel reverses the entire amount of a previous redemption. Gift cards do not allow for refunds in the same way as credit or debit cards. If a customer wants to return a product redeemed (purchased) with a gift card, the transaction must be reversed to allow the funds to be returned to the card balance. Reversing the complete amount is a two-step process:

• The transaction is reversed on the Point of Sale (POS) system.

• The full amount of the redemption is reversed to return the funds to the card’s balance.

To reverse the complete amount of a previous redemption:

1. Touch the Action button on the main screen.

2. Touch Transactions.

3. Touch Complete Cancel.

1. Touch Complete Cancel.

1. Use the number pad to enter the transaction confirmation number that appears on the original receipt and touch OK.

1. Swipe the customer’s gift card. You can also touch GIFT CARD MANUAL ENTRY, enter the Admin password, and then enter the card number and touch OK.

1. The authorization server cancels the previous redemption and increments the total to the card balance; the terminal prints a transaction receipt showing the updated balance. Tear off the receipt and hand it to the customer with their card. Touch OK to print a second receipt, or touch CANCEL.

Partial Cancel

While the procedure reimburses an entire transaction, you can cancel a partial amount of a transaction. Use this transaction if your customer used a gift card to purchase more than one product or service in a single transaction. Cancelling a partial amount is a two-step process:

• The portion of the transaction is reversed on the Point of Sale (POS) system.

• The partial amount of the redemption is reversed to return the funds to the card’s balance.

To reverse a partial amount of a previous redemption:

1. Touch the Action button on the main screen.

2. Touch Transactions.

3. Touch Partial Cancel.

1. Touch the Number pad to enter the amount of the transaction to reverse.

2. Touch Partial Cancel.

1. Use the number pad to enter the transaction confirmation number that appears on the original receipt and touch OK.

1. Swipe the customer’s gift card. You can also touch GIFT CARD MANUAL ENTRY, enter the Admin password, and then enter the card number and touch OK.

1. The authorization server cancels the specified amount of the previous redemption and increments the amount to the card balance; the terminal prints a transaction receipt showing the updated balance. Tear off the receipt and hand it to the customer with their card. Touch OK to print a second receipt, or touch CANCEL.

Activation

Gift cards have no value and cannot be redeemed prior to activation. When you activate a card, you are adding funds to the card balance while the card’s unique identification number is registered as valid on the DataCandy server. Cards may have a preset value or allow the purchaser to add funds in the amount of their choosing; the procedure is the same for both. Activating a card is a two-step process:

• Customer pays for the card’s preset value or the amount they wish to load onto the card using cash, credit, or debit.

• The card is registered as active on the DataCandy server and the funds are added to the card’s balance.

To activate a new gift card:

Using your POS, process the sale for the card’s value or the funds to add to the card.

1. Touch the Action button on the main screen.

2. Touch Transactions.

3. Touch Activation.

1. Touch the number pad to enter the amount of funds to increment to the new card’s balance.

2. Touch Activation.

1. Swipe the customer’s gift card. You can also touch GIFT CARD MANUAL ENTRY, enter the Admin password, and then enter the card number and touch OK.

1. The authorization server activates the card and increments the balance; the terminal prints a transaction receipt showing the card balance. Tear off the receipt and hand it to the customer with their card. Touch OK to print a second receipt, or touch CANCEL.