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Using Ezidebit with Storman for payment processing: The definitive guide (#ATPYSTPED01)

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20160304 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.3.2 (and higher)   n/a
  • This article applies to Australian & New Zealand customers only

Table of Contents

 

Ezidebit Checklist: What you need to know...

  • Remember: Failure to have correctly-setup credit cards in Storman could result in the loss of credit card information & an unsuccessful credit card profile created.
  • Once you're applied for Ezidebit and you have the setup information available from them, please let our Support Team know - as Storman will configure Ezidebit on your system for you.
  • As part of the process, any customer credit cards that you have on file will be uploaded to Ezidebit and removed from Storman. This ensures PCI compliance. This does not apply if you aren't yet storing card details for your customers in Storman.
  • That said, credit cards will ONLY be uploaded under the following circumstances: The credit card number itself is valid, the credit card has a name, the credit card has a valid expiry date (and that said date is not in the past), the AutoPay Authorisation has a valid "From" date and, finally, that the AutoPay for the customer is "enabled" in Storman. This does not apply if you aren't yet storing card details for your customers in Storman.
  • During the setup process (which, again, Storman will complete for you), the technician will print a number of reports for you... one detailing credit cards that did NOT get uploaded to Ezidebit, and another listing cards that were successfully uploaded. This does not apply if you aren't yet storing card details for your customers in Storman.

 

Setup step 1: Entering the Digital Key

  • Remember: We at Storman are more than happy to setup Ezidebit on your computer for you. Please contact us to arrange installation.

When you sign-up with Ezidebit, the Welcome Email they send you will contain a Digital Key. This key needs to be entered into Storman in order to link your system with Ezidebit. Here's what to do...

  1. Make a backup of your datafile.
  2. From the Maintenance menu, select System Setup.
  3. Navigate to the Modules tab.
  4. Locate the Direct Debit Account Details section & select Ezidebit from the list of providers.
  5. Click Enter Digital Key and enter the key provided to you in the Ezidebit Welcome Email. You can also copy & paste the key in its entirety if you prefer. Click the on-screen button to continue.
  6. Click OK to save & close.
  7. From the Maintenance menu, select System Setup again.
  8. Navigate to the Modules tab.
  9. In the Credit Card Account Details section, select Ezidebit from the list of providers.
  10. Click Enter Digital Key and enter the key provided to you within the Ezidebit Welcome Email. You can also copy & paste the key in its entirety if you prefer. Click the on-screen button to continue.
  11. Finally, decide whether you wish to use Batched or Realtime credit card processing for any AutoPays processed during Daily Processing. If you decide to use realtime processing, enable the checkbox labeled Process Ezidebit Realtime (or similar wording). For more details on this, refer to section Batched / Realtime... what does it all mean?, below.
  12. While on this screen, you may also wish to enable the option to Show Ezidebit Trxs on Banking, which will display any Ezidebit transactions on your Storman Banking Report (more on Banking: #BNKBPR01).
  13. Click OK to save & close.

 

Setup step 2: Uploading your existing customer credit cards

If you previously used a different provider for Credit Card processing - or if you kept credit cards details in Storman for manual processing - you will now want to upload your customer's existing credit card details (that you have on file) into Ezidebit, so that your AutoPay's can continue to take place. Here's what to do... Note: Once completed, this step cannot be reversed.

  1. From the Maintenance menu, select System Setup.
  2. Navigate to the Modules tab.
  3. Click CC Upload. This will upload the credit card details (that reside on customer accounts in Storman) for any AutoPay customers, to Ezidebit's servers. Note: It may appear as though nothing is happening, but please be patient - as Storman is uploading cards in the background via the internet.
  4. A report will now generate - it shows the credit cards that were uploaded successfully. Print this report & keep a copy on file for a few weeks.
  5. A second report may now generate - it shows the credit cards that were NOT uploaded successfully. Print this report & keep a copy on file for a few weeks. A reason for the upload failure will be provided next to each record - you'll need to take a look and see why the upload failed & make changes where necessary. Note: If your report shows failures, you will need to investigate why they occurred. It could be an invalid card number, an expired card, etc. Once you have corrected the failures, you can run this process again (from Step 1) until there are no more failures. When you re-run this process, it will only retry previously-failed cards; it will not double-up.
  6. You will then be asked whether you wish to delete locally-stored credit card details. Select the option to delete credit cards that were Successfully Uploaded. Note: Deleting stored credit cards from Storman ensures PCI-DSS compliance. Warning: Leaving credit card details in Storman will render your business non-PCI compliant!

 

Setup step 3: Setting up your Analysis Codes

In order to process credit card & direct debit transactions, Storman needs to assign payments to certain Analysis Codes. Here's how to set up your new Ezidebit Analysis Codes...

 

How-to instructions:

  1. From the Maintenance menu, select Analysis Codes.
  2. Near the bottom of the screen, select the Switch view dropdown and change it from Charges to Receipts. This will show receipt data instead of charge data.
  3. Click Add New Code.
  4. If you were using another credit card or direct debit provider recently, you'll need to open the Analysis Codes for this provider and set them to inactive so that they can no longer be used. They're usually easy to spot, because when you open them, the Special options (at the bottom) will be set to something like "Default for... [name of old provider]". You will need to set any of these old provider codes to Inactive and set the Special Options (at the bottom) to "None". Save & close the old codes once updated. Note: Once saved, any Analysis Codes set to Inactive will disappear from view. Change the view (at the bottom) to All codes (or Inactive codes) if you need to find them again.
  5. Click Add New Code to add a new Analysis Code to the system.
  6. If you do not accept American Express, skip to Step 8 below. Add your new item with Analysis Code AME and enter a description as Ezidebit AMEX. Set the Special Options dropdown field to Ezidebit Amex.
  7. Click OK to save & close, then click Add New Code to add a new Analysis Code to the system.
  8. If you do not accept Diners Card, skip to Step 10 below. Add your new item with Analysis Code DI and enter a description as Ezidebit Diners. Set the Special Options dropdown field to Ezidebit Diners.
  9. Click OK to save & close, then click Add New Code to add a new Analysis Code to the system.
  10. This Analysis Code is for Mastercard & Visa cards. Add your new item with Analysis Code CC and enter a description as Ezidebit Credit Card. Set the Special Options dropdown field to Ezidebit Default.
  11. Click OK to save & close, then click Add New Code to add a new Analysis Code to the system.
  12. This Analysis Code is for bank account direct debits. Add your new item with Analysis Code DD and enter a description as Ezidebit Bank Debit. Set the Special Options dropdown field to Default for Direct Debit.
  13. Click OK, then Done to return to the Dashboard.

 

Setup step 4: Importing the 'Change of Provider' Notices

We've designed a special Notice template that you can send to your customers to advise them that you're changing payment providers. If you don't use an existing payment provider for AutoPays in Storman, you don't need to complete this step. Here's how to import the Notices in Storman...

 

How-to video:

 

How-to instructions:

  1. From the Maintenance menu, select Notice Plans.
  2. Click Add Notice.
  3. Create a new Notice named AutoPay Changes (or similar). Set the Notice Plan Number to 0. Don't set any other options on this tab.
  4. Navigate to the Notice Design tab & click Click here to open 4D Write area to open the Storman word processor.
  5. Download the Ezidebit Change of Provider Letter Template to your computer. Extract the ZIP file, then import the relevant template into Storman by selecting File, then Open. Browse to the file you just downloaded and select it.
  6. Once imported, it will appear on the screen. Note: If you have chosen to on-charge the Ezidebit transaction fees to your customer, you will need to make mention of this in the letter. Please ask your Ezidebit account representative to check which settlement method your business uses, if you are unsure. Feel free to add your logo or company details to this letter (more on using the letter editor: #NTCLTREDT01). When done, select File, then Return to Form.
  7. Still on the Notice Design tab, click Edit Email Design to open the Storman email editor.
  8. Download the Ezidebit Change of Provider Email Template to your computer. Extract the ZIP file, then import the relevant template into Storman by clicking Import. Browse to the file you just downloaded and select it.
  9. Once imported, it will appear on the screen. Note: If you have chosen to on-charge the transaction fees to your customer (ask your Ezidebit Sales Representative for more details), you will need to make mention of this in the email. Feel free to add your logo or company details to this email (more on using the email editor: #NTCLTREDT01). When done, select OK. Don't forget to set the Email Subject by using the field provided; you may want to use a subject similar to Changes to our Automatic Payments Provider.
  10. Click OK, Done, then Done again to return to the Dashboard.

 

Setup step 5: Advising your customers of a Change in Provider

If you used a different provider prior to switching on Ezidebit, you'll likely want to inform your customers of the change so they know what to expect. You can use Storman's Bulk Communication Wizard to do this. Within this process, we'll be sending the Notice that you setup in Setup step 4 (above). Here's how...

 

How-to video:

 

How-to instructions:

  1. From the Customers menu, select Bulk Communication Wizard.
  2. Click Print, as we'll first target your AutoPay customers that don't have an email address on file.
  3. Click Customers, then Advanced Filter. The Query Editor window will appear.
  4. Download this search query file (called "ezidebit_searchquery1") to your computer, then import it into the Query Editor by pressing Load.
  5. Press Query; the Query Editor window close. Then press Next Step.
  6. The mail merge word processor will now open. Using the dropdown at the bottom of the window, select the Notice Template you created in Section D (above); it should be called AutoPay Changes. Your template will now open in the word processor.
  7. Click Print one test letter to ensure you are happy with its appearance; then click Print all letters.
  8. Next, we'll target your AutoPay customers that do have an email address on file.
  9. From the Customers menu, select Bulk Communication Wizard.
  10. Click Email.
  11. Click Customers, then Advanced Filter. The Query Editor window will appear.
  12. Download this search query file (called "ezidebit_searchquery2") to your computer, then import it into the Query Editor by pressing Load.
  13. Press Query; the Query Editor window close. Then press Next Step.
  14. The email merge word processor will now open. Using the dropdown at the bottom of the window, select the Notice Template you created in Section D (above); it should be called AutoPay Changes. Your template will now open in the word processor.
  15. Ensure you are happy with its appearance; then click Send to send the change-of-provider notification emails to your customers.

 

Setup step 6: Setting up Ezidebit for use with Storman Online Payments (OLP)

If you use our Online Payments (OLP) module to take customers payments via your website, our Support staff will need to make some changes on our internal servers. This step is for customers who use our Online Payments module.

  1. Please inform our Technical Support team that you have switched to Ezidebit. You can do this by lodging a ticket online, or by emailing support@Storman.com, or by calling your nearest Support office. Note: You will need to provide our Technical Support team with your Ezidebit Digital Key (this will be on your Ezidebit Welcome Email).
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Thank you for your assistance!

 

 


 

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