Keystroke Point of Sale Help

Sales Manager - Card On File

Card On File is a feature (available only with Keystroke Advanced licenses) that requires a credit card processing account with Cayan. It allows a credit card to be saved with each Customer database record so it can be used in the future as a payment (without having to enter the card information manually). Keystroke does not see or store any of the sensitive card information. The information is entered and stored directly on the Cayan servers using the Cayan Web Entry Screen and the Cayan Vault service. The Customer record stores only a token that allows access to the card information when processing a payment. A Cayan Acquiring Merchant Account is needed to use Card On File. Please contact SBS or an Authorized Keystroke Point Of Sale Dealer for more information.

The Card On File Management Screen is used to manage the Card On File for each Customer and is accessed by clicking on the link at the bottom center of the screen which displays either Card On File if the Customer already has a card entered or Add Card if they don't. This link is available only when viewing a Customer's database record from the Customer Entry Screen and from the Complete Sale Screen in Sales Manager. When the link is displayed, the Card On File Management Screen may also be opened up by pressing [Ctrl]+[F7].

Card On File management is very simple. If the Customer does not have a Card On File then it prompts to add one. If the Customer does have a Card On File then it displays the card information and provides options to Replace Card or Delete Card. Card information cannot simply be edited. The entire card entry must be re-entered using the Replace Card function. Cayan offers a service to automatically update card information if a Customer receives a new card from their issuer. Adding/Deleting a Card On File is audited as a Payment Processing entry.

Before a Card On File may be used, a Sales Payment Type must be added to the Sales Payments Types list from Configuration Manager- Tables-Sales Payments Types. When creating the new payment, select Card On File as the payment Type. Enabling the Skip Tendered Field parameter enables the payment to be processed immediately. Disabling it allows the Clerk to view the card information (including the amount to be charged) before proceeding to charge the card. Most of the other parameters on the Sales Payment Type screen are ignored and the Auth Method must be set to None.

When the Card On File payment type is used to pay an invoice, a request is sent to Cayan to process the payment using the card information stored in their vault. Cayan returns a response which includes the type of payment and amount. Keystroke replaces the Card On File payment with the actual payment information that was used to process the payment. For this reason, the PIN Pad settings must be set to Cayan Genius and setup properly. However, if not using the Genius Device, once the settings are completed, the PIN Pad can be set back to a different device (or set to None).

Once set up, and if a Customer has a Card On File, it may be used on Sales Transactions. With Recurring Sales Transactions, the payment is saved as Card On File and does not charge the card until the Recurring Sales Transaction is copied to a Sales Invoice.

The Disable Card On File Parameter is used to hide the display of the Card On File and Add Card links and prevent the Card On File Management Screen from being displayed when [Ctrl]+[F7] is used to open it.

Sales Payment Types marked as Card On File are not displayed in Closeouts because when used on Sales Transactions they are always converted to another payment type that matches the card that was actually used.

Card On File and Print Buttons:
When a Card On File payment is used, the payment type assigned to the transaction is based on the payment card type that actually gets charged and the payment settings are based on that payment card type and not the Card On File payment type that was originally selected. Beginning in v8.00.95, if either the PrintButton or AltPrintButton on the Card On File payment are set to something other than "0-Save" then the print button settings from the Card On File payment are used (PrintButton, PrintButtonThreshold, and AltPrintButton).

Access to Card On File management is controlled by the Card On File (Add/Edit/Remove) security level. If Clerks do not have sufficient security, the Add Card link is not displayed and the Access Denied message is displayed instead if they try to open the management function using [Ctrl]+[F7]. When the Add Card Link is used by a Clerk with sufficient security the Sales Payment Types are check to ensure at least one is set as a Card On File Sales Payment Type. If one is not found, the following warning message is displayed: "Warning ; In order to use a Card On File payment a Crad On file payment type must be set up in the Configuration Manager. Please double check that its Payment Type button is set to Card On File".

The Card On File link is always displayed so any Clerk can use it as a payment. The ability to use the Card On File as a payment is controlled by the Sales Payment Type itself.

The Customer Database record calculated field HasCardOnFile is set to 1 if the Customer has a Card On File and 0 if not. This field may be printed on Reports and/or used in Report Filters.


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