119 - Credit/Debit Authorization: SCOTIABANK Interface
For the most part, the Credit/Debit Authorization procedures are standard and are not unique to each banking system host. This document outlines the entire Credit/Debit Authorization interface and provides instructions which might be specific to the ScotiaBank Host System interface.
The Credit/Debit Authorization Tender Option requires that the BreakPoint operator has registered with the Bank of Nova Scotia and acquired the necessary communication lines (Datapac). Once an account with ScotiaBank has been established, the BreakPoint workstation is physically connected to Credit Authorization Host System so that it is capable of sending and receiving credit authorization information from that service center. For more information regarding account and data line installation, please contact the ScotiaBank (Bank of Nova Scotia).
The Credit/Debit Authorization feature is invoked on a per-tender basis, such that any of the 30 Tender functions within BreakPoint can be set for Credit or Debit Authorization. Once effected, the Credit/Debit Authorization Tender Option will enforce a credit or debit authorization procedure each time the tender is used. This procedure will involve making contact with the credit authorization service center electronically and receiving an Approval or Decline response based on the tender amount and the credit particulars.
Procedure for Credit Authorization Entry
1. Process is initiated by pressing of a Tender Key which has been programmed for Credit Authorization.
2. A credit authorization request is sent from the BreakPoint workstation to the Host service center for processing.
3. If the request is returned as Approved, the sale is finalized and receipts are printed.
4. If the request is returned as Declined for any reason, the operator is provided with a Phone Authorization
Override option:
- If a valid Phone Authorization is entered, the sale is finalized and receipts are printed.
- If Phone Authorization is rejected, the operator is returned to Subtotal position for entry of another tender.
- If tender amount is less than Floor Minimum Limit, the sale is finalized and receipts are printed automatically.
- If tender amount is more than Floor Minimum Limit, the operator is provided with the Phone Authorization Override option.
- If a valid Phone Authorization is entered, the sale is finalized and receipts are printed.
- If Phone Authorization is rejected, the operator is returned to Subtotal position for entry of another tender.
- If a valid Phone Authorization is entered, the sale is finalized and receipts are printed.
- If Phone Authorization is rejected, the operator is returned to Subtotal position for entry of another tender.
A Phone Authorization Overrride is the ability to call the ScotiaBank Host System manually and acquire an Authorization Code in the case that a Declined Response has been received or in the case that the ScotiaBank Host System is down or unreachable. If a valid Phone Authorization Code is received, the operator may manually override the Declined response.
The Minimum Floor Limit is a minimum dollar amount that is negotiated with the ScotiaBank, such that the ScotiaBank will automatically accept responsibility for all Credit Authorization transactions which are below that dollar amount. The ScotiaBank accepts the responsibility for Under Minimum Floor Limit transactions only in the case that the ScotiaBank System is down or unavailable through the normal communication lines. This situation is automatically detected by BreakPoint and Under Minimum Floor Limit situations are processed automatically by the system, relieving the operator of any decision-making regarding Minimum Floor Limit situations.
A failed POSPAD situation is also detected automatically by BreakPoint, and the operator is advised that the POSPAD is not operational and requests a Phone Authorization Override. In this case, it is the responsibility of the operator to acquire a valid Phone Authorization Code from the ScotiaBank and enter that code in order to finalize the transaction properly.
Procedure for Debit Authorization Entry:
1. Process is initiated by pressing of a Tender Key which has been programmed for Debit Authorization.
2. A Debit Authorization request is sent from the BreakPoint workstation to the Host service center for processing.
3. The request is returned as Approved, the sale is finalized and receipts are printed.
4. The request is returned as Declined, the operator is advised and returned to Subtotal position for re-tendering.
5. The request is returned as No Response from Host, the operator is returned to Subtotal position for re-tendering.
6. If the request is returned as No Response from POSPAD, the operator is returned to Subtotal for re-tendering.
In the case of Debit Authorization processing (as opposed to Credit Authorization processing), there are no Override provisions in the case of Declined or No Reponse from Host. If the Debit Authorization transaction is not returned as Approved, the operator has no option other than to re-tender under another Tender selection.
In the case of both Credit and Debit Authorization, once approval has been achieved, the system will complete the sale and print all receipts. Receipt printing and operator displays will provide all appropriate documentation regarding the credit or debit authorization process. In the situation of a Decline or No Response from Host, the system will advise the operator of any Host display messages but will not print or display documentation on receipts or customer display. All non-approval messages are provided for operator viewing only to ensure customer confidentiality.
Installation and Programming
There are a number of Global and System Flag options relating to the Credit/Debit Authorization Tender Option. These flags permit the operator to activate credit or debit authorization for any specific tender(s) and to invoke certain operational preferences regarding the authorization process.
The ScotiaBank Credit/Debit Authorization Tender Option must first be established through the following Global System Flags:
- Global System Flag # 196 - SCOTIA Credit/Debit Authorization active.
- Tender System Flag # 21 - SCOTIA Credit Authorization included with tender.
- Tender System Flag # 22 - SCOTIA Debit Authorization included with tender.
Once effected by System Flag, the ScotiaBank Credit/Debit Authorization Tender Option will be activated each time the tender is used. Other system flag options related to credit/debit authorization processing include:
- Global System Flag # 200 - Print Posted CR/DB Listing with Cashout 1.
- Global System Flag # 201 - Print Unposted CR/DB Listing with Cashout 1.
- Global System Flag # 202 - Perform CR/DB Force Posting with Cashout 1.
- Global System Flag # 203 - Print CR/DB Summary Report with Cashout 1.
- Global System Flag # 204 - Print CR/DB Detail Report with Cashout 1.
- Global System Flag # 205 - Print CR/DB Detail Report on Misbalance Only w/Cashout 1.
- Global System Flag # 206 - Perform Settle / Bank Deposit Operation w/Cashout 1.
- Global System Flag # 211 - Print Posted CR/DB Listing with Cashout 2.
- Global System Flag # 212 - Print Unposted CR/DB Listing with Cashout 2.
- Global System Flag # 213 - Perform CR/DB Force Posting with Cashout 2.
- Global System Flag # 214 - Print CR/DB Summary Report with Cashout 2.
- Global System Flag # 215 - Print CR/DB Detail Report with Cashout 2.
- Global System Flag # 216 - Print CR/DB Detail Report on Misbalance Only w/Cashout 2.
- Global System Flag # 217 - Perform Settle / Bank Deposit Operation w/Cashout 2.
- Global System Flag # 235 - Print Duplicate Receipt with Credit Authorization.
- Global System Flag # 245 - Print Signature Line with Credit Authorization.
- Global System Flag # 263 - Credit/Debit Auth Settlement Performed by Individual Days.
The POSPAD unit is a hand-held device which is used for processing Credit/Debit Authorization transactions which must be acquired from the ScotiaBank. The ScotiaBank POSPAD comes equipped with a keypad (for entering PIN numbers on Debit transactions), a magnetic card swipe, and special selection keys for Savings or Chequing, Cancel, Correct, Space, and Enter. This special unit must be acquired from the ScotiaBank and must be connected to BreakPoint through a serial communications port (see Installation and Programming).
A Phone Authorization Overrride is the ability to call the ScotiaBank Host System manually and acquire an Authorization Code in the case that a Declined Response has been received or in the case that the ScotiaBank Host System is down or unreachable. If a valid Phone Authorization Code is received, the operator may manually override the Declined response.
The Minimum Floor Limit is a minimum dollar amount that is negotiated with the ScotiaBank, such that the ScotiaBank will automatically accept responsibility for all Credit Authorization transactions which are below that dollar amount. The ScotiaBank accepts the responsibility for Under Minimum Floor Limit transactions only in the case that the ScotiaBank System is down or unavailable through the normal communication lines. This situation is automatically detected by BreakPoint and Under Minimum Floor Limit situations are processed automatically by the system, relieving the operator of any decision-making regarding Minimum Floor Limit situations.
A failed POSPAD situation is also detected automatically by BreakPoint, and the operator is advised that the POSPAD is not operational and requests a Phone Authorization Override. In this case, it is the responsibility of the operator to acquire a valid Phone Authorization Code from the ScotiaBank and enter that code in order to finalize the transaction properly.
Procedure for Debit Authorization Entry:
1. Process is initiated by pressing of a Tender Key which has been programmed for Debit Authorization.
2. A Debit Authorization request is sent from the BreakPoint workstation to the Host service center for processing.
3. The request is returned as Approved, the sale is finalized and receipts are printed.
4. The request is returned as Declined, the operator is advised and returned to Subtotal position for re-tendering.
5. The request is returned as No Response from Host, the operator is returned to Subtotal position for re-tendering.
6. If the request is returned as No Response from POSPAD, the operator is returned to Subtotal for re-tendering.
In the case of Debit Authorization processing (as opposed to Credit Authorization processing), there are no Override provisions in the case of Declined or No Reponse from Host. If the Debit Authorization transaction is not returned as Approved, the operator has no option other than to re-tender under another Tender selection.
In the case of both Credit and Debit Authorization, once approval has been achieved, the system will complete the sale and print all receipts. Receipt printing and operator displays will provide all appropriate documentation regarding the credit or debit authorization process. In the situation of a Decline or No Response from Host, the system will advise the operator of any Host display messages but will not print or display documentation on receipts or customer display. All non-approval messages are provided for operator viewing only to ensure customer confidentiality.
Installation and Programming
There are a number of Global and System Flag options relating to the Credit/Debit Authorization Tender Option. These flags permit the operator to activate credit or debit authorization for any specific tender(s) and to invoke certain operational preferences regarding the authorization process.
The ScotiaBank Credit/Debit Authorization Tender Option must first be established through the following Global System Flags:
- Global System Flag # 196 - SCOTIA Credit/Debit Authorization active.
- Tender System Flag # 21 - SCOTIA Credit Authorization included with tender.
- Tender System Flag # 22 - SCOTIA Debit Authorization included with tender.
Once effected by System Flag, the ScotiaBank Credit/Debit Authorization Tender Option will be activated each time the tender is used. Other system flag options related to credit/debit authorization processing include:
- Global System Flag # 200 - Print Posted CR/DB Listing with Cashout 1.
- Global System Flag # 201 - Print Unposted CR/DB Listing with Cashout 1.
- Global System Flag # 202 - Perform CR/DB Force Posting with Cashout 1.
- Global System Flag # 203 - Print CR/DB Summary Report with Cashout 1.
- Global System Flag # 204 - Print CR/DB Detail Report with Cashout 1.
- Global System Flag # 205 - Print CR/DB Detail Report on Misbalance Only w/Cashout 1.
- Global System Flag # 206 - Perform Settle / Bank Deposit Operation w/Cashout 1.
- Global System Flag # 211 - Print Posted CR/DB Listing with Cashout 2.
- Global System Flag # 212 - Print Unposted CR/DB Listing with Cashout 2.
- Global System Flag # 213 - Perform CR/DB Force Posting with Cashout 2.
- Global System Flag # 214 - Print CR/DB Summary Report with Cashout 2.
- Global System Flag # 215 - Print CR/DB Detail Report with Cashout 2.
- Global System Flag # 216 - Print CR/DB Detail Report on Misbalance Only w/Cashout 2.
- Global System Flag # 217 - Perform Settle / Bank Deposit Operation w/Cashout 2.
- Global System Flag # 235 - Print Duplicate Receipt with Credit Authorization.
- Global System Flag # 245 - Print Signature Line with Credit Authorization.
- Global System Flag # 263 - Credit/Debit Auth Settlement Performed by Individual Days.
Global System Flag #235 controls whether a Duplicate Receipt will be printed with Credit or Debit Authorization transactions. Global System Flag #245 controls whether a Signature Line will be included on receipts with Credit or Debit Authorization transactions. The purpose of Duplicate Receipt and Signature Line options is to provide a signed copy of the receipt for the merchant to retain as proof of Credit or Debit Authorization.
Once all Global and Tender System Flags have been set properly, the operator must establish the hardware/communication links to the ScotiaBank POSPAD equipment. In the case of the ScotiaBank POSPAD, there is a single serial port connection which must be made with the BreakPoint System, on any one of COM1, COM2, COM3, or COM4.
Once the POSPAD has been physically linked to the BreakPoint workstation, the operator must establish access by locating to the ALT Systems Menu, then pressing "S" for the System Configuration screen. At the bottom of this screen, the operator will be presented with the selection "Credit Auth:". The operator must now press the Down Arrow until positioned to the line marked "Credit Auth:" and press enter to access the Credit Authorization programming.
The Configure Credit Auth Link screen permits the operator to establish Location, Model, IRQ, Baud Rate, Data Bits, Stop Bits, Parity, Init String, Phone, Terminal ID, Connect Type, Floor Minimum, and Auth Code fields required to utilize the Credit/Debit Authorization Tender Option.
The Location, Model, IRQ, Baud Rate, Data Bits, Stop Bits, Parity, Init String, Phone, Terminal ID, and Connect Type fields refer to serial communcation parameters which must be preset to match the specific credit authorization equipment being used by the merchant. These parameters are hardware specific and may vary from time to time according to changes occurring at the Host service center. Please contact BreakPoint Technical Support at (204) 982-5800 for current information pertaining to the setting of these parameters.
The Floor Minimum field permits the operator to enter the dollar amount that has been negotiated between the merchant and the ScotiaBank for automatic authorization when the ScotiaBank Host System is down or unavailable. Enter the Floor Minimum Limit amount into this field.
The Auth Code is the literal authorization code which will be assigned and printed on all receipt documentation in the case that a Under Minimum Floor Limit authorization is effected. This Auth Code will be prescribed by the ScotiaBank at the time that the Under Minimum Floor Limit is negotiated. Enter the prescribed Auth Code into this field.
Once the Configure Credit Auth Link screen fields have been established, press the END key to save the configuration and you are ready for operation. For more specific information or technical assistance, please contact BreakPoint Technical Support at (204) 982-5800.
The Credit/Debit Authorization Menu is accessed through the ALT Systems Menu by pressing the ALT key for three seconds, then selecting "B" for the Credit/Debit Authorization Menu option. This menu provides all of the operator selections to perform the End-of-Day reconciliation operations listed above. It is critical that, if operators are going to perform these operations manually, all of the steps are completed in sequence and in entirety in order to maintain proper End-of-Day reconciliation with the ScotiaBank Host System.
In most cases, the End-of-Day Credit/Debit Authorization is performed as an automated procedure called Cashout1 or Cashout2. The automated Cashout procedures are provided as a means of permitting operators to quickly and easily (requiring a single operator keystroke only) perform the entire set of end-of-shift operations as prescribed by the company management. The Cashout operations also provide confidence for the company management that operators are performing all of the required end-of-day operations and that they are being performed in the correct sequence.
The automated Cashout1 or Cashout2 operations must be pre-programmed using the System Flags defined in the Installation and Progamming Section. Once programmed according to the requirements of the company management, the operator must only press the Cashout1 or Cashout2 key to invoke the end-of-day processing. From that point on, the operation is fully automated and will perform the designated processes in the correct sequence without requiring any operator intervention or decision.
The automated Cashout1 or Cashout2 procedures are highly recommended as the standard approach to be used for cashier End-of-Day Credit/ Debit Authorization Reconciliation. The ALT Menu routines are typically used only by store managers for making manual adjustments or performing manual completion in the case that an automated Cashout reconciliation was incomplete or unsuccessful.
The End-of-Day Credit/Debit Authorization Reconciliation process provides for some special accomodations. Firstly, the Details Report is not required in all situations and may be established for printing only in the case that there is a misbalance between the stored Tender Totals of BreakPoint and the totals reported by the ScotiaBank Host System on the Totals (Summary) Report. This feature is established by System Flags #204 and # 205 for Cashout1 and System Flags #215 and # 216 for Cashout2. By setting these flags correctly, the merchant may force the printing of the Details Report in all cases or force the printing of the Details Report only in the case of a misbalance. Normally, the Details Report is provided only in the case of a misbalance to assist the store manager in reconciling the detail entries for that day.
Another special accomodation is the Credit/Debit Status Report. This special report will advise the operator as to whether or not there are transaction batches which have not been successfully reconciled. A successful End-of-Day Credit/Debit Authorization Reconciliation is dependent on the following steps being completed successfully:
1. All entries in the Unposted CR/DB File have been successfully Force Posted, so that all transaction entries for that day are listed under the Posted CR/DB File and the Unposted CR/DB File is empty.
2. The tender totals reported by the ScotiaBank on the Totals (Summary) Report equal the tender totals reported by the BreakPoint System.
If the above conditions are not met, the automated Cashout routines will perform all of the End-of-Day Reconciliation steps except the final Settle / Bank Deposit step. This final step of the Cashout routine WILL NOT BE EXECUTED if the above conditions are not met. If these conditions cannot be achieved through the automated Cashout procedure, a Manual Reconciliation will be required to perform the final step, ie. the Settle / Bank Deposit Operation.
In the situation that the End-of-Day Reconciliation is not completed successfully, the operator may repeat the Cashout procedure or perform a Manual Reconciliation using the Credit/Debit Authorization Menu of the ALT Systems Menu. The final step of the End-of-Day Reconciliation, ie. the Settle/Bank Deposit Operation, can be executed through Manual Reconciliation even if the above conditions cannot be met. Manual reconciliation will most often be performed by the store manager in the situation that a standard Cashout reconciliation is not possible.
The Credit/Debit Status Report is designed to advise operators as to the status of End-of-Day Reconciliation. If a particular day has been left uncompleted, such that the final Settle/Bank Deposit step has not been completed, the Credit/Debit Status Report will indicate NOT SETTLED. All days for which proper settlement have been achieved will indicate SETTLED.
This status is determined by whether the Posted or Unposted CR/DB File exists for any particular day. Once the final Settle / Bank Deposit step has been successfully performed for any particular day, the Posted and Unposted CR/DB Files for that day will be deleted from the system. If a particular day indicates a status of NOT SETTLED, it means that there exists a Posted and Unposted CR/DB File for that day and that the Settle / Bank Deposit Operation has not been completed successfully.
The status of SETTLED will remain for a particular day as long as the Settle/Bank Operation has been completed for that day and no new transactions have been entered for that day. Once any new Credit/Debit transaction has been entered for a particular day, it will indicate UNSETTLED on the Credit/Debit Status Report.
Reconciliation by Individual Days versus Consolidated Days
BreakPoint provides the ability of performing End-of-Day Credit/Debit Authorization Reconciliation on an Individual Day or Consolidated Day basis.
Reconciliation by Individual Days means that each day that cannot be reconciled is stored separately for individual reconciliation at a later time. BreakPoint will store up to seven (7) days of Credit/Debit particulars for days that have not been reconciled successfully. The Credit/Debit Status Report will report the status of End-of-Day Reconciliation for each of the past seven days in order to advise operators of which days have been settled and which have not. In this case, an automated Cashout operation will perform multiple End-of-Day Reconciliation attempts, one for each day that is listed as UNSETTLED.
Reconciliation by Consolidated Days is the industry standard approach to End-of-Day Reconciliation. Under this preferred method of reconciliation, End-of-Day Reconciliation particulars are simply carried forward to the next day whenever a final Settle / Bank Deposit step is not completed successfully. The Credit/Debit Status Report will report the status of End-of-Day Reconciliation only for the current day (or days) which will represent all Credit/Debit transactions since the last successful reconciliation. In this case, an automated Cashout operation will perform only one End-of-Day Reconciliation attempt for the current day (or days).
To invoke the Reconciliation by Individual Days Option, set System Flag #263 to YES. To select Reconciliation by Consolidated Days, set System Flag #263 to NO.