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Getting Started with Merchant Warehouse (U.S. only) #

To get started using Merchant Warehouse in the credit card processing with
your Spectra software, follow these simple steps.

1. Create a Merchant Warehouse account. Click
   here to receive a no-obligation quote from Merchant Warehouse,
   which is the first step in establishing your account. Once your account
   is established, Merchant Warehouse will email you your unique account
   credentials.

2. Using your account credentials, log into the
   Merchant Warehouse gateway and process a payment for $1. Doing so
   will ensure the account credentials are valid and that your account
   is set up properly. You can then void the test transaction.

3. Enter your account credentials in the Studio
   Preferences > Credit Card page in Spectra. Read more about
   this setup page in the Studio
   Preferences – Credit Cards topic in “Spectra Maintenance”
   chapter.

4. Use Data Entry
   Validation to make sure all credit card payments are successfully
   authorized before saving.

5. Create a test client and invoice, and then process
   a test payment in Spectra. See the section below for additional details
   on processing credit card payments in Spectra.

Processing Credit Cards in Spectra Using Merchant Warehouse #

When creating a payment record in Spectra, and after selecting a credit
card payment method from the Payment Methods list, you will be presented
with two additional buttons – Get Swiped
Card and Get Keyed Card.

If you enter an over-payment on an invoice, an alert will appear and give you the opportunity to go back and adjust the amount to either below or at the invoice balance amount. Select “No” to go back. If you select the Enter on the “Yes” default button, in error, you must create a refund to balance the over-payment.  

ATTENTION!
While there are many ways to process invoices, it is highly recommended that you do not, intentionally, enter an amount that is over the balance. For that reason, the alert box will appear if the amount entered for a payment exceeds the balance on the invoice. You do have the option to select the Yes or the No button. The Yes button is the default choice. If you select the Yes button in error, you should deduct the overpaid amount by creating a refund. See Creating a Refund or Processing Refunds below.

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Credit Card Swiping #

To enhance your credit card processing and to lower your credit card
processing fees, you can also use a USB credit card reader. The card reader
connects directly to the USB port of your computer, and can be used to swipe
a credit card, eliminating the need to manually key in a credit card number.
 

Two types of credit card readers can be used – encrypted and non-encrypted.
In the past, many StudioPlus clients received a standard non-encrypted
reader. Those readers will continue to function with the new credit card
processing methods provided in Spectra 2012. However, all new card readers
provided by Merchant Warehouse will be encrypted. Encrypted readers will encrypt the sensitive card details immediately in the reader hardware before the data ever reaches the computer, providing an additional level of security for your business. To order your credit card readers, contact Merchant Warehouse.

Click Get Swiped Card if your
client is with you and you have the ability to swipe their credit card.
When clicked, you will be presented with a window provided by Merchant
Warehouse. Once open, you can proceed to swipe the card using a card reader,
either encrypted or non-encrypted, purchased from Merchant Warehouse.

Keyed Cards #

Click Get Keyed Card if your
client is not with you and you are taking the card details over the phone.
When clicked, you will be presented with a window provided by Merchant
Warehouse. Once open, you can proceed to manually enter the card details
and then click Submit.

Once the card has been submitted (either by
swiping or keying it in) you will be presented with a message box telling
you if the transaction was approved or declined. If the transaction was
approved, the payment record will be saved automatically to prevent the
user from exiting out and not saving the record.

Note: Once a credit card is approved,
the payment amount will be locked by default. Only users with the appropriate
security clearance will be able to unlock the payment amount, authorization
code, and authorization date by clicking the padlock.

Processing Refunds #

When processing a refund, Merchant Warehouse
and Spectra will force the user to select the payment record that should
be refunded. You can refund any amount up to the amount of the original
payment. If you have multiple payments that you want refunded, then you’ll
need to create a separate refund for each payment.

Settling your Credit Card Batches with Merchant Warehouse #

Your account with Merchant Warehouse should be set to automatically
settle at the end of each day. If not, you may contact Merchant Warehouse
and request automatic settlement. You can also request the time of day
that the automatic settlement occurs.

Even though the settlement occurs automatically, it is highly recommended
that you verify each of your batches in Spectra to ensure that the payments
in Spectra are in balance with Merchant Warehouse. Here is the recommended
procedure:

1. Customize your End
   of Day Wizard so that similar payment methods are grouped and
   posted together. For example: ▪ If your MasterCard and Visa transactions
   are deposited into your bank account as a single deposit, then group
   them to appear on the same page. ▪ If American Express is deposited
   into your bank as its own deposit, then set American Express to appear
   on its own page. Click
   here for more information on customizing your
   End of Day Wizard.

2. Either at the end of your business day or at the
   beginning of your next day, perform an End
   of Day Posting. Click Tools
   > Accounting Link > End of Day Wizard.

   • If you are posting
     before you receive your settlement email you will need to open the Merchant
     Warehouse Gateway to get your totals for the day.
   • If you are posting
     after receiving your settlement email you can use that.
   • Either way,
     compare the totals showing in the Spectra End
     of Day Wizard with the batch totals provided by Merchant Warehouse.
     Ensure that all totals match. If not, you have an opportunity to correct
     your mistakes before completing the posting wizard.