Totalink Integrator Guide

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Credit Card Adjustments

Credit Card Adjustments

Adjustments are helpful for one-time adjustments or for processing cards when the system is off-line or you just need to make a correction.  We recommend that you do each step.  Pay particular attention to the statement at the end of this document.

All adjustment steps are preformed from Credit Card Adjustments menu found at POS-5-1-4. The process is not complete until steps one and three have been performed.

POS-5-1-4

Entering a Credit Card Adjustment

Before any other menu options in the Credit Card Adjustments menu can be used, you must enter the desired credit card adjustments. To do so, follow these steps.

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  1. In the Adjustment ID field, enter a period if you are entering a new adjustment, or enter an existing adjustment ID if you are modifying an adjustment. You can enter “??” to see a list of existing adjustments.
  2. In the Store Number field, enter the store number for which you are entering an adjustment. In most cases, this will be “1.”
  3. In the Transaction Date field, enter the date when the transaction you are adjusting was entered.
  4. In the Register Number field, enter the number that represents the register where the transaction was entered.
  5. In the Transaction Number field, enter the sequential transaction number that corresponds to the transaction.
  6. In the Account Number field, enter the credit card account number that was used for the transaction.
  7. In the Exp Date field, enter the expiration date that is printed on the credit card.
  8. In the Adjustment Amount field, enter the amount that you would like to charge the credit card. This amount can be either positive or negative. A positive amount means you are charging the card. A negative amount means that you are putting money back onto the card.
  9. In the Comments field, enter any comments that explain the reason for the adjustment.
  10. In the Tender Code field, enter the tender code that is used for the credit card that you are adjusting. This is almost always “CC.”
  11. If the adjustment has already received an authorization code, then enter that code in the Voice Auth Number field. If you enter a code here, it will not attempt to re-authorize the adjustment. For returns nothing is needed here.
  12. Press [ENTER] to save the adjustment.

You can delete an adjustment by entering “D”.

Credit Card Adjustment Report

The Credit Card Adjustments Report can be used to display information on adjustments that have been entered. It can be customized to select different adjustments based on several criteria.

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  1. From the POSiTrak Main Menu, select the Credit Cards & Communications option followed by the TotaLink Credit Cards option and the Adjustments option to get to the Credit Card Adjustments screen. Choose option two for the report (POS-05-04-02)
  2. If you wish to limit the adjustments that are shown on the report, complete one or more of these fields:
  • The Store Number field can limit the adjustments shown to adjustments from only one store. If you wish to do this, enter the store number for which you would like to print adjustments.
  • The Register Number field can limit the adjustments shown to adjustments from only one register. If you wish to do this, enter the register number for which you would like to print adjustments.
  • If you would like to print only adjustments that were entered after a certain date, then enter that date in the Beginning Date field.
  • If you would like to print only adjustments that were entered before a certain date, then enter that date in the Ending Date field.
  1. In the Enter Y for History field, enter a “Y” if you would like to print adjustments that have been sent to the history file. Otherwise, enter an “N.”
  2. Enter “Y” to get to the output selection screen, and select your desired output option. The report will print.

Posting Credit Card Adjustments

After you have entered an adjustment, it doesn’t take effect until you have posted the adjustment to the host. To do so, follow these steps.

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  1. In the Adjustment ID field, enter the code that is assigned to the adjustment you wish to post. You can enter “??” to see a list of adjustments, or enter “*” to post all adjustments.
  2. Press [ENTER] to post the adjustment. If the required process is not turned on, you will be given the option to manually authorize the adjustment.

When you post an adjustment it is goes through the same authorization process as any other credit card.  You will see the progress of the authorization on the screen and know if the charge is accepted or declined.

If the charge is accepted it is written into the open settlement file (TOTAL.CC.HOLD) where it will be settled along with all other credit card charges.  This will impact your daily report, so be aware of this and be sure to print the adjustment report to help you with your reconciliation.

If the charge is declined it will stay in the adjustments file where you can fix the cause of the decline and try again or wait a few days and try again until you get an authorization or give up.

Print Posting Report

You can now view the results of all posted adjustments by printing the Posting Results report.

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  1. If you wish to limit the results that are shown, complete one or more of these fields:
  • The Store Number field can limit the adjustments shown to adjustments from only one store. If you wish to do this, enter the store number for which you would like to print adjustments.
  • The Register Number field can limit the adjustments shown to adjustments from only one register. If you wish to do this, enter the register number for which you would like to print adjustments.
  • If you would like to print only adjustments that were entered after a certain date, then enter that date in the Beginning Date field.
  • If you would like to print only adjustments that were entered before a certain date, then enter that date in the Ending Date field.
  1. In the Enter Y for History field, enter a “Y” if you would like to print adjustments that have been sent to the history file. Otherwise, enter an “N.”

Please remember. When you post an adjustment it is goes through the same authorization process as any other credit card.  You will see the progress of the authorization on the screen and know if the charge is accepted or declined.

If the charge is accepted it is written into the open settlement file (TOTAL.CC.HOLD) where it will be settled along with all other credit card charges.  This will impact your daily report, so be aware of this and be sure to print the adjustment report to help you with your reconciliation.

If the charge is declined it will stay in the adjustments file where you can fix the cause of the decline and try again or wait a few days and try again until you get an authorization or give up.