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ChargeLogic and Microsoft Dynamics NAV: The Perfect Payment Processing Solution for Retailers

Setting up and implementing a credit card processing system to function within Microsoft Dynamics NAV using Chargelogic is simpler than you might think.

What’s your retail environment like?

Before determining how you will set up your credit card processing system, the first consideration is the type of environment you operate in. Are you looking to accept credit cards over the phone only? Do you have retail storefronts with hundreds of customers coming through your doors daily? Are you somewhere in between? The answer to these questions will dramatically impact your decision as to how to implement ChargeLogic. Dynamics NAV and ChargeLogic work very well for accepting credit cards over the phone for standard NAV Sales Orders and can also be used for lower volume point-of-sale operations. However, if you don’t have a storefront or foot traffic is minimal, and you’re looking to find a solution to handle customers paying via credit card over the phone, then standard Dynamics NAV running ChargeLogic is the perfect solution.

If the traffic in your store is considerable or you have multiple stores with multiple registers, then Dynamics NAV is better paired with LS Retail. LS Retail is a more robust solution geared towards all types of retailers (super markets, apparel, electronics, hospitality, and many more) and offers seamless integration with ChargeLogic to successfully handle larger retail environments. However, introducing LS Retail also introduces a more complex and expensive implementation.

If LS Retail is a little steep for your company’s resources or budget—or it’s simply more than you need for your business—finding a solution for the middle ground can be a bit trickier. To bridge this gap, ArcherPoint has developed a custom solution based on a 2009 RTC version of Dynamics NAV. The solution is based on a greatly streamlined version of the Sales Order, which can be used in an environment that uses MSRs (magnetic swipe readers – for swiping credit cards) as well as with a barcode scanner, and the custom page has all the required hooks to utilize the full extent of ChargeLogic. This solution significantly reduces the order entry time to minimize a customer’s time at the register. Contact ArcherPoint to find out more about this custom solution.

After analyzing your environment, if you determine that Dynamics NAV running ChargeLogic will suit your needs, setting up and implementing your system is quite simple.

Setting up ChargeLogic

In a standard NAV order entry environment with no retail interface, the typical setup in order to get the system up and running is very minimal. The highlighted areas in Figure 1 represent the bulk of the required setup (in addition the EFT Setup Wizard can be used to streamline the setup steps).

EFT Menu with relevant areas highlighted


Figure 1. EFT Menu with relevant areas highlighted.

The setup process begins with the EFT Setup screen. Upon opening this screen for the first time in a company, the program will offer to populate default data. Click “YES”.

Message box that displays upon opening the EFT Setup Screen for the first time

Figure 2. Message box that displays upon opening the EFT Setup Screen for the first time.

If you plan to use hardware with ChargeLogic (such as an MSR), then answer “YES” to the next question:

Message box for using hardware with Chargelogic

Figure 3. Message box for using hardware with Chargelogic.

The EFT Setup screen will typically look like Figure 4 below, depending on how you want NAV to handle authorization and settlement of transactions. By selecting each of the check boxes on the right hand column, NAV will automatically send the EFT transaction for ‘Authorization’ upon release and/or shipment of a sales document and will send the transaction for ‘Settlement’ upon invoicing with no further button clicks aside from posting the Sales Order. The screenshots in Figure 5 demonstrate this functionality.

Typical EFT Setup Screen

Figure 4. Typical EFT Setup Screen.

In the example below, a standard NAV Sales Order has been prepared where the Payment Method of MC (Mastercard) has been selected. This Payment Method Code (of MC) has been linked with a ChargeLogic field called EFT Tender Type (set to Credit Card), which invokes the ChargeLogic code. Upon posting of the Sales Order, NAV will send the transaction for ‘Authorization’ and ‘Settlement’ all at once. This is the quickest method to process a sales order.

Please Note: If the user wants to record the CVV (Card Verification Value), a separate process to invoke a ‘Credit Card Authorize screen’ can be run, which will separate the ‘Authorize’ function (not shown below).

Example of processing a typical Sales Order

Figure 5. Example of processing a typical Sales Order.

The EFT Gateway Account Card is set up to properly identify the Gateway being used as the external service through which the system transmits EFT Transactions. The Gateway will, in turn, transmit the request to the payment processor. The Gateway, payment processor and your system all communicate back and forth to pass the ‘Authorization’ and ‘Settlement’ requests to complete your NAV EFT Sales transaction. Key pieces of information on the Gateway account card that need values include the Gateway No. being used, Terminal ID, Merchant ID, Datawire ID and License Key. These values, with the exception of the License Key, are obtained from your merchant and passed to ChargeLogic during the licensing process. The License Key is obtained from ChargeLogic and will initiate your ChargeLogic software.

EFT Gateway Account Card

Figure 6. EFT Gateway Account Card.

Once your EFT Gateway has been set up, you can use a Function directly from the Setup screen to create your required Store and Terminals. The licensed values will determine how many terminals and stores the system creates. Additionally, from the EFT Gateway Account Card, Account Types are set up that determine the types of EFT Transactions (Visa, Mastercard, Check, Cash) that are being used and assign them to an appropriate Cash Receipt batch with appropriate bank accounts, and Terminal Account IDs that properly link terminals being used to the Gateway are created.

Setup of Account Types and Terminal Account IDs

Figure 7. Setup of Account Types and Terminal Account IDs.

The Stores and Terminals that are created directly from the Gateway Account Card represent the licensed Stores and Terminals being used from within the company. If your license contains stores that appear in multiple companies, then these Stores and Terminals can be set up manually instead of using the Function from the Gateway Account Card. The Store Card identifies the Store Information and can be put in ‘Test Mode’ to keep transactions from being processed through the Gateway when the system is simply being tested. The terminal is used to identify a specific NAV Licensed User and to properly identify any hardware being used (such as an MSR or Verifone payment terminal).

EFT Store and Terminal Cards

Figure 8. EFT Store and Terminal Cards.

You use the Gen. Journal Batches to define how the EFT Transactions will flow into the Cash Receipts Journal. The rules can be Store specific, Store and Terminal specific or for all Terminals and Stores. By placing a checkmark in the Populate Cash Receipt Jnl. Field, the specified batch will automatically be populated upon posting of an EFT Transaction. Typically, funds charged to Visa and Mastercard are combined and are deposited once a day into your account by your payment processor. Funds from an AMEX account are processed separately, but also once per day as are funds from Discover.

General Journal Batches

Figure 9. General Journal Batches.

Upon final setup, the system is typically put into test mode. This can be achieved by using the Demo keys provided by ChargeLogic and/or ensuring the Store Card is in Test Mode. Once the store is in Test Mode, sample ChargeLogic transactions can be completed to test the setup and functionality. Typical test credit card numbers can be used to mimic a transaction using a Visa, Mastercard or American Express credit card. These values are as follows:

Visa – 4111111111111111

MC – 5454545454545454

AMEX – 371449635398431

Once the system has been tested and deemed to be error free, you must run a System Register transaction in order to receive your Datawire ID, and then you are ready go!

For additional information related to the setup and implementation of Dynamics NAV and ChargeLogic, contact ArcherPoint.