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SunLync Integration with SlimCD

Article ID: 551
Last updated: 20 Sep, 2017
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Purpose of article

This article is provided in order to display and walk you through the setting up the SlimCD / SunLync integration in order to process credit cards at point of sale and within the EFT Processing screen.


Table of Contents

Back Office Setup in SunLync
Entering / Updating SlimCD Credentials
Encrypted Card Reader Setup
SlimCD Chip Card Reader Setup
Credit Card Receipt Printer Settings 
Tokenization Pre-Authorization Settings


Point of Sale Functionality
Processing POS Transactions with SlimCD
Selling EFTs and Obtaining Tokens
Updating EFT Card Information


Processing EFTs through SlimCD
Create EFT Batch
SlimCD ACH Batch
Submit/ Export ACH File from SunLync
Import Initial Batch Results from SlimCD
Reconcile ACH Batch
Post Approvals & Rejections to Customer Account
SlimCD Credit Card Batch
Submit Credit Card Batch
Reconciling Batch Approval Totals
Manually Updating Erroneous Submissions
Resubmit Credit Card Batch


Back Office Setup in SunLync

Entering / Updating SlimCD Credentials

Once SlimCD has created your account, in order to process point of sale transactions and/or EFT recurring transactions, please follow the steps outlined below to enter these credentials into the SunLync system. If at any time, any of your credentials change (ie: password reset, new merchant ID, etc.), you will need to follow the steps below in order to update the system with this new information.

NOTE: After a change is made, you must restart POS at the stores in which the credentials were entered/changed.

1)      Log in to back office by double clicking the SunLync icon on your desktop or by going through the Start Menu.

2)      Go to the Parameters tab > Store Parameters > Credit Card Processing

3)      Enter SlimCD Credentials on the right hand side for both the POS Credentials and EFT Credentials.

NOTE: All stores in the database will need to have credentials entered into the credit card processing screen prior to token tokenization being run. If you have a store that is closed or that has been split out of the database, make sure to enter Corporate credentials or another store’s credentials into these stores as well.

4)      Check the applicable options on the left hand side

a.       “Process card through SunLync using SlimCD” must be checked to process POS credit card transactions through SlimCD.

b.       The other check boxes are optional. Please speak with a SunLync Support representative if you have questions

5)      If you plan to process POS transactions through a separate terminal and process EFTs through SunLync with SlimCD, set up your Credit Card Processing options like the example below.

This will bypass the SlimCD screen when you press the F10 Sale button at POS. This will still allow you to obtain EFT billing “tokens” manually and process your EFT batch.

 

Encrypted Card Reader Setup

Once you have received your key injected USB credit card reader from SlimCD, you will need to make some adjustments to SunLync in order for the point of sale software to communicate with the device. Please follow the steps below for each workstation that has a USB credit card reader attached which will process point of sale transactions.

1)      Log into the SunLync SunINI application by double clicking the SunINI icon on your desktop or by going through the Start Menu

2)      Expand the General menu and then client the CC/Check Readers menu item

3)      Set the connection drop down menu option to “Keyboard Encrypted”

4)      Make sure the Encrypted Type is set to “TDES” unless otherwise noted by SunLync or SlimCD

 

5)      Click Save and Close

SlimCD Chip Card Reader Setup

NOTE:  This will only be available in SunLync version 9 and later.

After you have received your chip card reader from SlimCD it will need to be setup in sunlync.  Please follow the steps below to configure it with the SunLync software.

1)      You will need to access the SlimCD Back Office in order to set the device up. You can access this section either by logging Into Back Office, click the Customers tab and then SlimCD Back Office. Or while logged into the POS, click Point Of Sale and then SlimCD Back Office.

2)      Click the SlimCD settings tab.

3)      Click EDIT

4)      From the Terminal Type drop down menu select the model of chip card reader you have.

5)      For the Connection Type drop you have two choices

i.  TCP/IP (if it connects to a modem/router) - the terminal IP address and port will show on the Chip Card Readers display once it is powered on.  If you hold down the Yellow Clear button and the Dash - keys at the same time, wait til it beeps then release the keys, it will display the IP address and Port

​ii.  ​Serial/USB (if it connects directly to the computer) - the software for these devices will need to be installed prior to setting it up in SunLync.  You can download from SlimCDs website https://stats.slimcd.com/downloads.html or contact SlimCD for assistance in getting it installed.  The COM Port assigned to the device will show in windows device manager.

6)      Click Save once you have entered all the information

7)      Restart the POS

Credit Card Receipt Printer Settings

1)      If you are processing point of sale credit card transactions through SlimCD, you can adjust credit card receipt settings and linked payment type settings by going to Customers > SlimCD Back Office from the POS or Back Office window.

Note: The “Link Payment Types” only need to be set once but the Receipt Options need to be set on each individual workstation that will process point of sale transactions.

 

2)      You will need to restart POS after these changes are made.

Tokenization Pre-Authorization Settings

Please check with your merchant account provider to confirm the options that you should select below.

If you have just had SunLync tokenize your database in order to replace customer billing information with tokens, the Tokenization tab will appear in Store Parameters and these options may need to be adjusted.

In most instances, “Process $0 Authorization” will work for all credit card payment types, which will complete a $0 Pre Authorization transactions on customer’s card (either via the manual entry or via encrypted card reader) when obtaining a token for an EFT Membership sale or card update. Some merchants do not allow $0 transactions to be run, so the “Load Account Info” or “Process $1 Authorization” option may need to be selected.

Note: You can test these options, by obtaining a token from a personal card, while selling a membership.

The  "Enable purchases using card on account" feature allows customers to be able to make purchases using the card they have on file. This can only be used if the customer has a valid credit card on file, associated to a billable EFT membership.

 

Point of Sale Functionality

Processing POS Transactions with SlimCD

The following steps will explain the process of processing a point of sale transaction using the SlimCD gateway if you are using SlimCD to process credit card sales.

1)      Log into SunLync POS

   

2)      At POS, once you’ve added an item to the transaction grid and have selected a credit card deduction type, you should Press the F10/ Sale button

 3)      You will then be prompted with a “Please swipe credit card…” screen

 

  • If you want to enter card information manually, select “Manually Enter Credit Card Number”

                                                               i.      You will be prompted with the following SlimCD interface. Yellow fields are required. You will need to enter all information in the window.

 

  • If you want to swipe the card through the encrypted card reader device, swipe the card
  • You will then see the following screen in the event the card is approved


4)      If the payment approves, SunLync will continue processing the transaction under the customer’s account.

5)      If the payment declines, SunLync will not process the transaction and the employee will have the ability to process the transaction with another payment type.

Selling EFTs and Obtaining Tokens

If you have recently tokenized your database with SunLync Support, you will need to obtain a token for EFT Memberships when selling or upgrading an EFT Membership or when updating card information. This is the process of sending the card data securely to SlimCD and having them return a token (or reference number) in order to store it in your database for recurring transactions.

1)      At POS, when selling an EFT Membership, you will see the following screen in the Memberships window

 

2)      Select the following information prior to obtaining a token

1 - Day of Draw

2 - Deduction Type (card type) that the customer is going to use for their EFT Monthly billing

3 - Bank/Creditor

4 - DOB

5 - Billing Address – Please note that this address should be a valid address with proper format. Failing to enter this information correctly could result in rejected transactions during the EFT batch submit.

3)      Press the “Update CC Info” button

4)      Enter password at the Security Check

5)      You will see the following prompt asking whether you want to enter the billing information manually or requesting you to swipe the card through the encrypted card reader device

 

6)      With most cases, a $0 or $1 pre authorization will be processed on the card to confirm the validity of the card. This transaction will “fall off” within 3-7 business days. Refer to the Tokenization Pre-Authorization Settings on how to set the pre-authorization option amount if you have not already.

If the pre-authorization is successful you will see the screen below. If an error message comes up check that the card information entered (If Manually) was correct. This could indicate also that the card may be invalid, the pre-authorization settings are not set up correctly or other issues. The error message may indicate what the issue is. If further assistance is needed contact SunLync Support

7)      The last 4 of the card, expiration date, and card holder name will then appear within the Membership sale window

 

8)      Click Save and proceed with the sale of the EFT membership

Note: The SlimCD EFT Credentials will be used to obtain a token for this customer’s billing information.

Updating EFT Card Information

If the customer has received a new card from their bank, they should inform the salon so that billing information can be updated in the SunLync system. This can be done by logging into back office or POS and accessing Customer Maintenance.

1)      Log into back office or POS and search for the customer

2)      Access The Customer Maintenance - EFT Information screen, as shown below -

 

3)      Click “Edit” and “Update CC Info”

4)      You will see the following prompt asking whether you want to enter the billing information manually or swipe the card. Enter the card information manually or swipe their card through the encrypted card reader device.

 

5)      With most cases, a $0 or $1 pre authorization will be processed on the card to confirm the validity of the card. This transaction will “fall off” within 3-7 business days. Refer to the Tokenization Pre-Authorization Settings on how to set the amount if you have not already.

If the pre-authorization is successful you will see the screen below. If an error message comes up check that the card information entered (If Manually) was correct. This could indicate also that the card may be invalid, the pre-authorization settings are not set up correctly or other issues. The error message may indicate what the issue is. If further assistance is needed contact SunLync Support

6)      The updated last 4 of the card, expiration date, and card holder name will then appear within EFT Information screen

Note: Customer’s that have Multiple Tokens enabled will need to make sure that updates to card information is completed on the correct membership. Once “multiple tokens” is enabled your staff should make sure to click the active EFT membership, in the drop-down list, before updating the credit card information.

Processing EFTs through SlimCD

Prerequisites

In order to create and submit your batch, this document assumes that you have set up your EFT parameters through the implementation phase and set up your payment types for EFT processing. For a video tutorial of the EFT setup options, you can review the video here. If you need additional assistance through this process, please contact the SunLync Support department.

Create EFT Batch

In order to submit your EFT customers, you will first need to create the EFT batch that will contain those EFT customers and transactions.

1)      Log in to back office by double clicking the SunLync icon on your desktop or by going through the Start Menu. If you are submitting your EFTs in separate batches, you will either want to change the “Current Store” location at this step or while logged into back office. (See step 1a)

 

a.       Change to the store location by going to Home > Location if you’re going to create a separate batch per stores to submit your EFT transactions.

 

2)      Go to Customers > EFT Processing

  

3)      The first step of this process is to click “1. Create New Batch”

 

4)      Select the draw date of the batch you’re creating

 

Click OK Once you’ve created your batch, you should see a prompt appear.5)     

6)      Depending on your EFT Setup Deduction (payment) types, you’ll see your EFT displayed in EFT Main Transaction Processing Screen. This screen will display:

 

  • Batch Number and Date
  • Provider Name
  • Number of Transactions and Total Dollar Amount
  • Rejected Transaction Total and Dollar Amount
  • Pre Paid Transaction Total and Dollar Amount if applicable)
  • Resubmit Fees

7)      You are now ready to submit your batches

SlimCD ACH Batch

Submit/ Export ACH File from SunLync

This process will show you how to submit your ACH EFT batches through SlimCD. Please make sure to review the section in full prior to proceeding.

1)      Log in to back office by double clicking the SunLync icon on your desktop or by going through the Start Menu. If you are submitting your EFTs in separate batches by location, you will either want to change the “Current Store” location at this step or while logged into back office. (See step 1a)

 

a.       Change to the store location by going to Home > Location if you’re going to create a separate batch per stores to submit your EFT transactions.

2)      Go to Customers > EFT Processing

3)      To submit your SlimCD ACH batch, highlight the ACH batch and press the “2. Submit Batch” button to export the ACH file

  

4)      The SlimCD EFT Export screen should appear and you will need to select the settings below based on how your Merchant Account and SlimCD Account are set up and your EFT parameters. Additional information below:

a.       1 - Billing for multiple stores (Use Pool) - For ACH transactions, this option should be left unchecked

b.       2 - SiteID –

                                                               i.      Use Site ID from store membership affiliation - Check this option if you are submitting your EFTs in separate batches per store, AND if each location’s SlimCD account is set up to process ACH.

1.       If you use this option, you will need to log into the SlimCD ACH utility with the corresponding location’s SlimCD account and import the file into the SlimACH utility before proceeding with the next location

                                                             ii.      Use Corporate Site ID for all transactions – (most common) Check this option if you are submitting your EFTs from one SunLync batch.

1.       If you use this option, you will need to make sure the Corporate location has the corresponding SlimCD credentials entered into the SlimCD EFT Credentials and confirm that this account is set up to process ACH with SlimCD.

c.       3 - Sec Code - The Sec Code option is merchant specific and the user should check with their provider what this option should be set to.

5)      Once the options have been selected, press the Export button.

a.       The file will be exported to one of the following folders depending on what operation system being used

                                                               i.      Windows Vista, 7, 8, 10: C:\ProgramData\SunLync\EFT\Export Files

                                                             ii.      Windows XP: C:\Documents and Settings\All Users\Application Data\Sunlync\EFT\Export Files

6)      Click No on the following message

 

Import ACH File into SlimCD ACH Application

The following steps will outline how to submit the file that was exported from SunLync to SlimCD through their ACH

import utility.

1)      Open the SlimCD ACH application

a.       The download can be found here: https://stats.slimcd.com/downloads.html

2)      Log into the application with the corresponding stores’ SlimCD credentials. This will be your SlimCD ClientID and Password. If you do not know your Client ID and password, please contact SlimCD and they may reset the password for you. If you use this account for a location’s point of sale transactions, you may need to update this new password in SunLync Back Office and restart POS.

 

3)      Click File > Open

 

4)      Navigate to the Export Files directory and double click the SLIMCD_ACH_EXPORT.REQ file.

a.       Note: This file should have a “Date modified” date & time of when you created the export file

 

5)      Once the file has been opened in the SlimCD Batch Processing application, press the Process Batch button. This will submit your ACH customers to SlimCD to be processed through Gulf Management

 

6)      Once the submission is complete, delete the .REQ file by pressing Yes on the following prompt and then close out of the SlimCD ACH application.

  

Import Initial Batch Results from SlimCD

Once you submit the file to the SlimCD ACH utility, the SlimCD ACH utility will return you an initial results file that will contain approvals and rejections. Please be aware that this isn’t a guarantee that the customer’s ACH approved – this is just an initial approval that confirms that the account numbers and routing numbers are correct and the account was submitted to Gulf to be processed

1)      On the SunLync EFT Processing screen, with the ACH batch still highlighted, press the “3. Import Batch” button

 

2)      Click OK on the following screen to “Select a local file to import”

 

3)      Navigate to the \SunLync\EFT\Export Files folder and select “All Files” in order to view the .ANS file

  1.  Windows Vista, 7, 8, 10: C:\ProgramData\SunLync\EFT\Export Files
  2. Windows XP: C:\Documents and Settings\All Users\Application Data\Sunlync\EFT\Export Files

 

4)      Double click to SLIMCD_ACH_EXPORT.ANS file

 

5)      Click the Import button to Import the records that were submitted. Most transactions should update to Approved, for now.

 

6)      Once the import is complete, press the Close button

 

7)      Close the EFT Processing screen and close SunLync

8)      Once completed, navigate to the Export Files folder and delete the “SLIMCD_ACH_EXPORT” files shown below. Leave the “SlimCDExport.ini” file in place.

Reconcile ACH Batch

Once you receive your ACH submission banking deposit, which takes about 10 days for you to receive,

you’ll then want to verify that the banking deposits match up to the Approval amounts shown in the SunLync EFT Processing Screen. In some instances, there are customers who reject in an ACH batch which will cause the deposit to be lower than the approval amount shown in the SunLync EFT Processing Screen.

To update the batch total, you will need to manually reject these customer’s EFT records, in the batch, prior to posting the ACH batch. To obtain a list of the customers who have rejection, you will need to complete the following steps.

1)      Log into your Gulf Management account via the URL below. If you use another processing company, for ACH, they should be able to provide you documentation and/or training for accessing their reporting.

a.       https://www.gms-operations.com/

You will then need to run/download reports to be able to determine which customers have rejected, so that you can manually update them in the ACH batch.2)     

Gulf Management, or your processing company, should be able to assist you in this processa.      

3)      Once you have this list, log in to back office by double clicking the SunLync icon on your desktop or by going through the Start Menu. If you have submitted your EFTs in separate batches by location, you will either want to change the “Current Store” location at this step or while logged into back office. (See step 3a)

a.       Change to the store location by going to Home > Location if you’re going to create a separate batch per stores to submit your EFT transactions.

4)      Go to Customers > EFT Processing

5)      You will want to Reject the transactions for those customers who appear in the Gulf Management rejection report. To do so, click on “View Batch Details” on the EFT Processing Screen.

 

6)      Click “Search” to find the customers, click the “Transaction Update” button to approve or reject the transactions and proceed to mark them Rejected with the appropriate reason and rejection fee.

 

7)      Once all transactions are either Approved or Rejected and you’ve verified that the approval totals match, you will now want to post your batch.

Post Approvals & Rejections to Customer Account

Posting is the process that will update the customer’s account ledger, next dues amount, next draw date, membership status, etc. This process isn’t reversible so it’s very important to reconcile the batch totals prior to posting.

On the EFT Processing Screen, highlight the ACH batch and press the “4. Post Open batch” button.1)     

 

2)      You will get prompted with a Warning message. Press OK

 

3)      You will get prompted with a Confirmation message. Confirm the amounts and press OK

 

4)      Once the posting process is started, you will see the progress in the bottom right hand corner of the EFT Processing Screen

 

5)      Once Posting is complete, you can either start the process for the next store or close out of the EFT Processing screen.

SlimCD Credit Card Batch

Submit Credit Card Batch

This process will show you how to submit your Credit Card EFT batches, through SlimCD. Please make sure to review the section in full prior to proceeding.

Failure to do so will cause EFT transactions to reject. If you have multiple locations and are tokenized, make sure to request SlimCD to POOL your accounts so to be able to process transactions against tokens that may have been acquired at different location than the location where the membership was purchased.NOTE:

1)      Log in to back office by double clicking the SunLync icon on your desktop or by going through the Start Menu. If you are submitting your EFTs in separate batches by location, you will either want to change the “Current Store” location at this step or while logged into back office. (See step 1a)

a.       Change to the store location by going to Home > Location if you’re going to create a separate batch per stores to submit your EFT transactions.

2)      Go to Customers > EFT Processing

3)      To submit your SlimCD Credit Card batch, highlight the batch and press the “2. Submit Batch” button

 

4)      Select the option to submit or export your credit card batch.

 

a.       1 - Directly Connect to SlimCD – (most common) This will allow you to submit your batch 1 transaction at a time but obtain an instant response for each customer’s transaction

b.       2 - Create Export File – This option should only be used unless previously approved by SlimCD. You will also need an FTP account created for this “export” option for credit cards. 

5)      The following screen will appear. Please select the following options based on your preference.

a.       1 - Process Accounts

                                                               i.      Process Open Transactions Only – This will process all transactions that haven’t been submitted yet.

                                                             ii.      Process Both Open and Rejected Accounts – This will process customers who are open and rejected customers.

b.       2 - SlimCD Credentials

                                                               i.      Use Corporate Credentials – This will process all transactions using the SlimCD “Corporate” credentials

                                                             ii.      Use credentials from store membership affiliation – This will process transactions using the stores’ SlimCD credentials that the customer’s membership is affiliated to.

                                                           iii.      Use other credentials – This will allow you to enter a SlimCD account to use to bill

c.       3 - Auto Batch Close

                                                               i.      Enabled – This will auto close your bank processing batch and reopen a new batch upon receiving 975 approvals. If your batch is over 1000 transactions, please confirm with your bank prior to proceeding to confirm if they have a batch limit. If they do, please enable this option.

                                                             ii.      Disabled – This will bypass the auto batch close process. This should be used if your batch is under 900 transactions.

d.       4 – Configure Auto Close Hour – Use this option to set the SlimCD credit card batch close time which is the time in which all credit card transactions batch out automatically. It is good practice to configure this option prior to submitting the batch to ensure timely banking deposits. It’s not recommended to set this to “Disabled”. If “Auto Batch Close” is enabled SunLync will reapply these settings against your SlimCD account upon closing the EFT Credit Card Processing window.

6)      Click Start Billing Accounts

7)      You will see the following screen update with approvals and rejections

 

8)      Once all billing has been completed, you will receive a “Billing is Complete!” prompt. Click OK

 

Reconciling Batch Approval Totals

1)      You will want to log into your SlimCD account to verify that the approval totals, shown in SunLync, match with SlimCD before posting your batch.

2)      To do this, log into your SlimCD by going to https://stats.slimcd.com

3)      Type in your SlimCD ClientID and Password. If assistance is needed for logging in or help using the SlimCD portal. Please Contact SlimCD at 877-475-4623

 

4)      Verify that your Gross Credit Card Transaction count and amount

 

…match with your Approval Count and Approval $ Amount in SunLync

 

Manually Updating Erroneous Submissions

1)      Once you’re done verifying approval totals, verify any transaction that may have received an error during the Submit process. These transactions will have a status of Open in the batch. You will need to either Reject or Approve these transactions. To do so, click on “View Batch Details” on the EFT Processing Screen.

 

2)      Go through the transactions to find Open transactions with an “E*” Reason listed. Click the “Transaction Update” button to approve or reject the transactions.

 

3)      Once all transactions are either Approved or Rejected and you’ve verified that the approval totals match, you will now want to post your batch.

Post Approvals & Rejections to Customer Records

Posting is the process that will update the customer’s account ledger, next dues amount, next draw date, membership status, etc. This process isn’t reversible so it’s very important to reconcile the batch totals prior to posting.

1)      On the EFT Processing Screen, highlight the SlimCD credit card batch and press the “4. Post Open batch” button.

2)      You will get prompted with a Warning message. Press OK

3)      You will get prompted with a Confirmation message. Confirm the amounts and Press OK

4)      Once the posting process is started, you will see the progress in the bottom right hand corner of the EFT Processing Screen

5)      Once Posting is complete, you can either start the process for the next store or close out of the EFT Processing screen.

Resubmit Credit Card Batch

1)      Log in to back office by double clicking the SunLync icon on your desktop or by going through the Start Menu. If you are submitting your EFTs in separate batches by location, you will either want to change the “Current Store” location at this step or while logged into back office. (See step 1a)

a.       Change to the store location by going to Home > Location if you’re going to create a separate batch per stores to submit your EFT transactions.

2)      Go to Customers > EFT Processing

3)      To resubmit your SlimCD Credit Card batch, highlight the batch and press the “Resubmit Batch” button

  

4)      Select the option to submit or export your credit card batch.

a.       1 - Directly Connect to SlimCD – (most common) This will allow you to submit your batch 1 transaction at a time but obtain an instant response for each customer’s transaction

b.       2 - Create Export File – This option should only be used unless previously approved by SlimCD. You will also need an FTP account created for this “export” option for credit cards. 

5)      The following screen will appear. Please select the following options based on your preference.

a.       1 - SlimCD Credentials

                                                               i.      Use Corporate Credentials – This will process all transactions using the SlimCD “Corporate” credentials

                                                             ii.      Use credentials from store membership affiliation – This will process transactions using the stores’ SlimCD credentials that the customer’s membership is affiliated to.

                                                           iii.      Use other credentials – This will allow you to enter a SlimCD account to use to bill

b.       2 - Auto Batch Close

                                                           iv.      Enabled – This will auto close your bank processing batch and reopen a new batch upon receiving 975 approvals. If your batch is over 1000 transactions, please confirm with your bank prior to proceeding to confirm if they have a batch limit. If they do, please enable this option.

                                                             v.      Disabled – This will bypass the auto batch close process. This should be used if your batch is under 900 transactions.

c.       3 – Configure Auto Close Hour – Use this option to set the SlimCD credit card batch close time which is the time in which all credit card transactions batch out automatically. It is good practice to configure this option prior to submitting the batch to ensure timely banking deposits. It’s not recommended to set this to “Disabled”. If “Auto Batch Close” is enabled SunLync will reapply these settings against your SlimCD account upon closing the EFT Credit Card Processing window.

6)      Click Start Billing Accounts

7)      You will see the following screen update with begin to process the transactions and you’ll receive additional approvals and rejections

 

8)      Once all billing has been completed, you will receive a “Billing is Complete!” with the totals of:

a.       Approved: This is the amount of customers that was resubmitted and approved for the amount listed.

b.       Rejected: This is the amount of customers who rejected in the resubmission attempt.

c.       Paid at Store: This is the amount of customers whose Account Ledger is lower than the amount that you’re attempting to bill them for. In most cases, these are customers who have paid their balance at the salon or their balance have been written off.

 

9)      Click OK on the prompt to return to the Submit screen and click Close.

10)   The totals on the EFT Processing screen will update for those customers who have Approved only

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