ProtoBase Suite 6.01.06: ProtoBase UI Web Training

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ProtoBase Suite 6.01.06: ProtoBase UI

Web Training

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INDEX: Section One: Initial Login: Pop-up Blocker and Settings

Section Two: User Security

Section Three: Add Transaction

Section Four: Void Transaction

Section Five: Settlement Process

Section Six Settlement and Batch Reports

Section Seven: Transaction(s) Search

Section Eight: Help From ProtoBase and Bomgar

Created by:

Elavon Training Department

1. Initial Login: Pop-Up Blocker / Settings

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Pop-Up Blocker

The 6.01.06 Version of ProtoBase uses Internet Explorer to display and use the Software.

Internet Explorer usually has “Pop-up Blockers” set in order to block displays from pop-ups when you are logged onto the internet.

ProtoBase Reports display in the form of pop-ups, therefore, pop-up blockers must be turned off when the software is in use, otherwise no reports will display.

The procedure for turning off pop-ups must be repeated for each work station that uses ProtoBase. This is usually a one time function performed with only the initial login. However, if the pop-up blocker is restored when ProtoBase is shut down, it will need to be turned off again when logging into ProtoBase.

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Initial Log In : TURN OFF POP-UP Blocker

Instructions

• Initial Log in to ProtoBase

• Click on Tools

• Click on Pop-up Blocker

• Click on Turn Off Pop-up Blocker.

NOTE: This instruction applies to first time login only (from any work station). It will remain set automatically thereafter (if not manually re-blocked).

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Settings

The display settings for all locations are defaulted to display all transactions in the Active Database when initially installed.

It is recommended that the Administrator reset the Settings with initial log in. This is a “one time” operation that needs to be performed in order to insure the proper transaction display is visible to the user.

The default transaction display shows all transactions, including “Auth Only” transactions which are not part of any batch that can be settled. This often confuses the user in determining which transactions should / can be batched, and can “skew” presettlement reporting causing a mismatch, or no balance reconciliation. The Settings change will reset this default to display only those transactions that are ready for settlement, thereby reducing the chances for error or misinterpretation.

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Settings

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Instructions

• After Initial Log in, click on Setup.

• When the menu on the left displays, click on Location Information

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Settings

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Instructions

• Location Information window will display.

• From Select Location Dropdown box (on the left), select a location

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Settings

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ALL

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Instructions

• After Location displays, select Settings Tab at the top left of the Window.

• Settings information tab will then Display.

NOTE: Default Selection/Edit Display and Default Report Mode will both display the word “ALL.”

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Settings

ALL

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Instructions

• Change Defaults:

• Default Select/Edit Display to “Settlement, “ and

• Default Report Mode to “Selected.”

• Click Save, and then Click OK. You will be prompted to log out and re-login to activate change, Click OK again.

NOTE: This process must be repeated for all locations under the Initial General Set-up Tab. Each location (including Test Location) should be reset, and will require log out and log in to activate.

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2. User Security

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User Security Training Outline

The purpose of this training is to establish a standardized instruction focused on User Security Processes for Site Administrators.

The training is divided into four sections.– Setting Up Users– Determining Permissions:

• No Templates• Templates

– Unlocking locked out users– Systems Maintenance

• Deleting Former Users • and Changing Passwords

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Instructions

• Log in to ProtoBase

• Click on Set-up

Setting Up New Users

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Instructions

• Click on User Security in the menu located to the left side of the window.

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Instructions

• A window will open revealing User Security

• Click on add user.

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Setting Up New Users Instructions

Default Window. Note: Default settings are:

. No Template which means that permissions are determined manually. And Force Change which means user will be asked to change password with initial login (or password reset).

• Fill in login name (A login name is usually

constructed by using the first initial and last name of the individual. The letters are case sensitive).

• Fill in Name

• Create Password

• Verify Password

• Choose Group from dropdown

NOTE:A password must consist of aminimum of eight and a maximumof twenty characters. It mustcontain at least one special character or number. It is case sensitive (but not required).

********

jbrown John Brown

HOTEL1 ********

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Permissions (No Template)Instructions

• If you are creating

a password for an Administrator, or Assistant Administrator, check the Administrator block at the upper right of the display before continuing.

• This will set the Administrator password to unlock itself an hour after it has becomes locked, and give automatic access to User Security.

jbrown John Brown

****************

HOTEL1

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Permissions (No Template)

Instructions

• If you decide not to use or create a standardized template, you will need to select the permissions manually from the four tabs at the top of the page.

1. Transactions2. Management3. System4. Reports

jbrown John Brown

****************

HOTEL1

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Permissions (No Template) Instructions

• These are the permission displays for Transaction and Management Tabs.

• You may select permissions from the individual check boxes or check the heading boxes to select all the choices in the group below

• Normally, both Limited Users and Administrators will check the transaction heading and populate all the permissions in the Transaction Tab.

• Under the Management Tab, it is normal for only the Administrator to have User Security Selected (under Set-up) and Location Information. Administrator may also have both Database and View Log Headings checked. Limited users would only have the View Log heading checked.

• Permissions for these two tabs will allow all users to perform normal audit procedures, and permit Administrator(s) access to Create new users and perform some advanced database functions.

Administrators Only

Both Admins and LimitedUsers Access

Both Admins and LimitedUsers Access

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Instructions

• These are the permission displays for System and Report Tabs.

• System permissions are for advanced use only, and are generally supervised by the Elavon Help Desk. Only Admins should have any access to these including purging old Authorizations. The general use of these functions are related to systems maintenance and trouble shooting.

• Reports Permissions should be granted to all users. This enables all users to perform reporting functions within the system.


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Instructions

• Return to User Tab .

• Click on Save

• Click OK on “User has been added” ptompt.

• You will receive a prompt to log out and log in.

• Click OK and your screen will take you back to the original log in display


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Permissions (Creating and Using Templates)Instructions

• The purpose of a template is to create

standard users, thereby making it easier and quicker to add users, and eliminate guesswork determining user permissions.

• There are generally two types of users. (a) Administrators, and (b) Limited Users. The permissions discussed in the previous three frames define those users and can be preset. The basic difference is that the Administrator has access to User Security and some limited Database functions. The Limited User does not.

• Creating a template.

1. From the initial User Security Window click on Templates (first image).

2. Another window will open. Click on Add Template (second image)

3. In the new window, type in the Template Name (upper left, third image)

4. Assign appropriate permissions to each tab as previously discussed.

5. Click Save

6. You will receive a prompt that says Template has been added. Click OK.

7. You will then receive a prompt (as before) to log out and log in. Click OK. This activates the template.

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Permissions (Adding a User, Using an Existing Template)

Instructions

• Using existing Template.

1. Unclick “No Template” default after clicking on add new user. You will receive a prompt indicating you must choose a template for this user. Click OK.

2. Choose a template from the menu on the left

3. Set up user as before, excepting that you will not have to manually select the tabs and choose all the permissions. The Tabs will be auto-populated with the preset permissions designated for the template being used.

4. Click save on User Tab.

5. You will receive a prompt (as before) that says User has been added. Click OK

6. You will then receive a prompt (as before) to log out and log in. Click OK.

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Unlocking Locked Out Users

Instructions

• From the Initial User Security screen Click on the Login dropdown box and locate the user name of the locked out user.

• Click on user name of locked out individual, and the User Details for that individual will display.

• Remove check mark from the “Locked Out” block.

• Click on the Forced Change block and place check mark in that block.

• Change password and verify.

• Save. Log out and log in following prompts as before in order to activate changes.

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Systems Maintenance – Deleting Former Users

Instructions

• From the Initial User Security screen Click on the Login dropdown box and locate the user name of the person to be deleted.

• Click on user name of individual, and the User Details for that individual will display.

• Click on the delete button next to the add user button, click on both okay prompts.

• Log out and log in when prompted to activate changes.

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Systems Maintenance – Changing Password

Instructions

• Log In to ProtoBase

• Click on Change password on the toolbar.

• You will immediately be prompted to change password (enter old password then change password and login).

• Criteria for password is the same as stated previously, with the exception that you may not use one of the last four passwords used when changing your password.

NOTE: This feature may be used by any user at any time as needed.Every ninety days, you will be prompted to change your password anyway. This is a system requirement for compliance to Payment Card Industry (PCI) Regulations.

John Brown

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3. Add Transaction

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Add Transaction

The purpose of this section is to walk through the complete process of adding a transaction manually to ProtoBase.

From time to time, and for various reasons a need may arise to add a transaction manually to ProtoBase. The following presentation outlines the detailed steps required.

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Add Transaction

Instructions

• After Logging in click on Cylinder with green plus symbol at the upper left of the window..

• A window will display in the Active Database and request a location selection.

• Select location from the dropdown menu.

• Another window will display. This is the transaction detail window.

• Navigate from top to bottom, left to right.

• Go to next slide.

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Instructions

• When the transaction detail window opens, there will be only two tabs:

- Transaction Detail- AVS Data

Add Transaction

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NOTE: (HOTELS and Lodging Industry Only): The Lodging tab for the merchant key Hotel will not display until the credit card number is added. The Lodging tab must be filled out regardless of the credit card type used. ProtoBase will not accept any transaction without the

lodging tab completed.

• Enter a reference number and fill in the reference number block. (You may use folio numbers, or any significant number you choose such as a Point of Sale Reference Number, or Date).

• Skip Unique ID block.

• Select Transaction Type Prior Auth for a charge and Refund for any type of return.

• Go to next slide

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Instructions

• Select Terminal from dropdownmenu.

• Cashier ID is optional. This is usually used for tracking “who” has entered the manual transaction.

• Account: Enter full credit card number on the account line.NOTE: The Lodging tab will now appear (for lodging merchants only).

• Fill in amount. Do not use dollar sign. In the case of a refund, do not use minus symbol, or parenthesis. The refund amount is always a positive number.

• Enter expiration date from credit card (month and year).

• Skip CVV2 data block.

• Card Type, M-Key and Card Name will automatically populate when the credit card number is entered. Leave Global User Field and Account Balance blank.

• Upper right of window, enter Customer Name.

• Cash back amount is not used for manual entries.

• Tab three times past the dates and time. These will automatically populate.

• Go to next slide.

Add Transaction

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Instructions

• Enter authorization number or approval code from PMS/POS Report “if” the transaction was preauthorized.

• If no authorization number was previously assigned, leave block blank.

• If transaction is for Hotel Merchant, click on the lodging tab at the top and go to next slide.

• If transaction is NOT for a Hotel Merchant click “ADD” (bottom left).

• Go to next slide. Skip next slide if you are not a Hotel Merchant.

Add Transaction

12354

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Instructions

• Top to bottom on left.

• Enter Folio Number or Reference number from the Transaction Detail Tab.

• Charge Description: Always choose Lodging.

• Hotel Code: Always Choose Sale, even if it is a refund.

• Type in Check In and Check out dates, and room number.

• Enter at least 1.00 for room rate and for tax

• Upper right. Type in duration of stay.

• Click “ADD”.

Add Transaction (Lodging Tab, Hotel Merchant Only)

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Instructions

• IF your transaction was preauthorized and has an authorization number entered, you will receive a prompt that says Action Completed after you click on add.

• Click OK.

• The transaction will then be added (as the last transaction) to the active database display. This means it has been accepted and is ready to settle (deposit).

Add Transaction

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Instructions

• IF your transaction was NOT preauthorized, ProtoBase will attempt to authorize it when you click ADD.

• A Receipt Screen will display.

• If you need to print the receipt, click print. If you want to simply add it to ProtoBase and settle it, click close.

• NOTE: The auth number appears beneath the card (type).

• The transaction then automatically displays in the active database as before.

NOTE: A rejected transaction, will not authorize, and will not display in the Active Database,

Add Transaction

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4. Void Transaction

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Void Transactions

In previous versions of ProtoBase deleting transactions created challenges when the transaction later need to be retrieved for any reason. In those versions, when a transaction was deleted it was completely removed from the system, making it irretrievable.

In this new version, transactions are not deleted, they are voided. This means the transaction is retrievable, and stored in the history database.

This enhancement alone gives the user a greater flexibility handling and moving transactions, and enables the user to store / track and find any transaction when needed.

The process of voiding a transaction does not deactivate or remove authorizations from transactions. Only the Issuing Bank has that authority.

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Void Transactions Instructions

• Deleting a transaction can no longer be accomplished by right clicking the transaction and selecting delete, or by accessing the transaction detail and selecting delete. (The delete button was removed).

• There is new and simpler way of ridding the Active Data Base of an unwanted transaction. The method is initiated by creating a Void.

• Access transaction detail by clicking on the pencil to be deleted from active database.

• Click on Void

• A response will display Are you sure you want to void this transaction?

• Click on OK

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Void Transactions

Instructions

• Another response will confirm the transaction has been voided.

• Click OK.

• Transaction will display in the Active Database with a “V” to the right of the selection box.

• Next Page

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Void Transactions

Instructions

• Select and settle voided transaction with settlement.

• Transaction will not be sent to Third Party Processor (TPP).

• Transaction is sent to history (only).

• Transaction will appear in settlement report as seen here.

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5. Settlement Process

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Settlement Process

The purpose of this video is to present a thorough “How To” process related to presettlement and settlement procedures.

It is constructed in chronological order, step by step in order to provide a clearer picture of the complete process and all related elements.

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Pre-Settlement / Database DisplayInstructions

• After logging in, click on Active Transactions Tabto access the active transaction database.

• The transactions will display (below). Note the column headings to define order of visible transaction data.

• Clicking on headings will sort the order of the display by the heading information (chronologically, alphabetically or numerically).

• Navigation arrows at the lower left of the window will assist in navigating between pages of transactions.

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Pre-Settlement / Database Display Instructions

• Selection Display. a. Edit. To edit a transaction, click on the pencil. Transaction Detail will display with boxes that may be edited.

b. Transaction Log. Click on the document symbol to see history of each transaction. This procedure is also available for all transactions in the History Data base.

c. Click Manual Selection box for manual transaction selection.

a b c

a. Edit Transaction b. Transaction Log

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Settlement Process: Pre-Settlement InstructionsSelection Process

(follow sequence – red circles)

Presettlement Reporting. The purpose of this report is to reconcile transaction details and credit card deposit totals with the POS / PMS reports.

• Click on Green button containing white check mark (upper left). This will open the window below.

• Type date in selection screen below.

• Click Select.

Note: There are other choices. You may select by any column heading listed, or terminal chosen.

• You will then receive a prompt showing the number of transactions selected and the total dollars. Click OK. 2/8/10

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InstructionsPresettlement Report

(follow sequence – red circles)

• Click on book Icon located next to the green selection Icon (upper left).

• Window will open (below). Select “Terminal” for Report Criteria from the dropdown menu.

• Under Sub Total By:

Select Report type: DetailSelect Transactions: Selected

• Click OK

Settlement Process: Pre-Settlement

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InstructionsPresettlement Report

• Pre Settlement Report will display.

NOTE: Presettlement report will be organized by Location / Terminal. It will be further displayed by cc type alphabetically. Only the last four digits of the cc number will display. Credit Cards cannot be decrypted.

• There will appear a summary by totals for each credit card type at the bottom of the report. (shown below).

Settlement Process: Pre-Settlement

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Instructions

Create a Batch

General: No versions prior to 6.01X ProtoBase have a batch window.A Batch Window was created for this software specifically to manage the functions of creating, naming, settlement, and tracking batches created in the Active Database..

• Steps are follows:

• Once transactions are selected, and presettlement reporting is reconciled, click on Money Bag (upper left) to begin settlement.

• After Batch Window opens, click “Click On Create A Batch From Selected Transactions.”

Settlement Process:

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Instructions

Settlement Process (Continued)

• A small window will open and ask you to name batch.

• Type in batch name click in box

Note: This feature is optional. If you choose not to name batch, make no entry and click on save.

• Another prompt will come up. Click on Close Window.

• Batch will then appear. Select batch manually or click on the “Select All Batches” bar.

• Click on “Settle Selected Batches”

Settlement Process:

1-31-2010

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Instructions

Settlement Process (Continued)

• You will receive another prompt: “Start Settlement?”

• Click OK and launch settlement.

• After a few seconds another window will display. The message therein is directing you to close the window and check back later for report. Click OK

• Click Close (above OK prompt)

• Read Caution

• Click Next

• When the window is closed you will see a blue curved arrow on the picture tool bar. Click on the blue-curved arrow (version 17),

• or the document with the check mark (version 21).

• To the left of that arrow, you will see the word “NEW” in red, blinking. Click on “NEW”

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Settlement Process:

CAUTION: If you click the close immediately after the OK, you may discover that your settlement has not completed. If this has occurred, there is no fouland there is no report. There will be a few changes to the next several steps. The “NEW” (which will display next) won’t say new, It will say SIP. This is not a classic SIP, but specifically means the settlement has not completed, and is in progress. It does not shut down the settlement. Simply wait a while longer, refresh the screen again and eventually the “NEW” will display.

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Instructions

Settlement Process Continued

• Another window will open displaying Unviewed Settlement Reports.

• Click on Report line anywhere and open. This is the final settlement report for the batch in question. It will say passed at the bottom left.

• Right click on report and print.

Settlement Process:

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Instructions

Settlement Process

• Occasionally, a settlement may fail. Do not try to troubleshoot what has occurred, and do not resettle transactions that may have been left unsettled in the Active Database.

• CALL ELAVON HELP DESK.

a. Elavon Help Desk is in operation seven days a week, the year around including Holidays.

b. Phone Numbers are:

866-709-7880 or877-732-1799

Settlement Process:

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6. Settlement and Batch Reports

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Settlement and Batch Reports

The purpose of this video is to provide a step by step process for retrieving batch information.

Batch information is particularly useful for replacing lost settlement reports (older than seven days), researching past settlements and comparing settlement totals with funding reports.

Three types of reports will be discussed in this video:

– Settlement Report Archives

– Batch Summary Report

– Detail Batch Report

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Instructions

Archives

• From time to time you will need to find previous settlement reports. How do I find a past settlement report that says passed at the bottom?

• Select the money bag superimposed over documents on the Picture Tool Bar. This is the archive.

• The report list will display in chronological order.

NOTE: Archive reports are retained in the ProtoBase Archives for seven (7) days. After seven days, reports must be retrieved from batches stored in History. Archived reports say “passed” at the bottom. Batch reports do not say passed .

Settlement Archive Reports

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Instructions

Archives (continued)

• Click on date of report required.

• Appropriate settlement report will display.

Note: Message will say passed.

Settlement Archive Reports

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Instructions

Batch Summary Report

• Finding a specific batch is a two step process. This report is generally used to retrieve batch reports beyond the archive limit of seven days, and is also used to compare ProtoBase totals with on line bank deposit statemets.

Note: The specific order of instructions presented here must be observed in order to run a Processor Batch Summary.

• Click on History Tab

• Click on month in question, or changemonth of the “Database to Display” from the dropdown menu.

• The transaction display will then display all the transactions for the month chosen.


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Instructions


• Click on Report Icon

• Report window will open

• Populate window exactly as seen below (with month desired).

• Click on OK

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Settlement and Batch Reports Instructions


• Batch Summary Report will display.

• This report will be organized by location (underlined in red on the left).

• Each location will contain a list of all batches settled for the month in question.

• The batch summary list will be in chronological order.

• The Processor Batch Number is circled on the left (please ignore zeros. The batch number circled is actually 545).

• This report can be used to compare totals with bank statements, and is a cross-reference from date to batch number, and to batch total. It is also used as a tool to navigate to any specific batch older than seven days (by processor batch number).

• The details of each batch can be reviewed separately by accessing the Detail Batch Reports (instructions on next page).

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Detailed Batch Reports:

Instructions

Detailed Batch Report

• Click on report ICON.

• Report Criteria Window will display.

• Populate window exactly as seen here.

NOTE: Select month in question AND enter batch number (without the zeros).

• Click OK

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Detailed Batch Reports:

Instructions

Detailed Batch Report

• Detailed Batch Report will now display. This report is a detail report with summary of all transactions settled in the batch selected (545 in this demonstration).

• The detailed Batch Report may also substitute as a Final Settlement Report, excepting it will not say “Passed “ at the bottom of the report.

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7. Transaction(s) Search

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The purpose of this section is to walk through the complete process of searching for a transaction in ProtoBase.

From time to time every merchant has a need to search and find a specific transaction in order to resolve customer disputes over charges, and find supportingdata for research related to charges / refunds for specific past and present transactions.

There are three types of searches.

– Search of Active Database (current transactions not deposited)– Search of Authorized Only Database (Transactions authorized only and not “cashed” out).– Search for transaction(s) in the History Database (transactions from past batches).

Transaction(s) Search

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Instructions

Click on Binoculars ICON at the upper left of the window.

Select Location from the Dropdown menu.

NOTE: Select location. If not sure, select “All Locations”


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Instructions

A window will display showing all searchable fields.

It is recommended searching by the “indexed fields” (which are the first six fields) framed at the top of the search window.

Try searching using one or two fields. By limiting the number of search fields, you avoid the possibility of errors that will keep you from locating the transaction successfully.

Specifically, enter in the last four digits of the credit card number in the “Account / Last Four” field.

To search the Active Database containing transactions that are waiting to be settled, simply press the “Search” button at the bottom of the window


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Instructions

To search the Auth Only Database containing transactions that are authorized only, and are NOT ready to settle, simply find the field on the left that is titled Tran Type, and select the Auth option from the dropdown menu.

Press Search

NOTE: All other fields may be populated the same as instructed on the previous slide.


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Instructions

The upper window will contain a list of all cards ending in 4242 that are located in the selected Database.

Each transaction in the Search Results window is a hyper link. Single click on the transaction line (anywhere) and transaction detail will display for the transaction chosen. Lower window.


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Searching History

To search the history database, which contains transactions already settled, enter last four digits of the credit card number (as before).

Click on Search History Box.

Select the month, or range of months, using the drop-down menu at the bottom of the window.

Press “Search” button at the bottom of the window


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Searching History

A Window displays search results as before.

Again, click anywhere on the Search Results Transaction in question to view Transaction details.


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8. Help From ProtoBase and Bomgar

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Help From ProtoBase and Bomgar

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Occasionally our customers need direct assistance with troubleshooting problems in Protobase or researching day to day operational issues with credit cards. The purpose of this video is to show you how to create a link to the internet that will allow Protobase technicians to remotely connect to your server, or workstation, to assist with finding a resolution.

There are two applications that allow our technicians to remotely connect through the Internet

1. Go-To-Assist: designed for all sites that allow internet access

2. Bomgar: designed only for IHG sites

The following instructions explain how to create a desktop shortcut that will allow Protobase technicians to remotely connect to your server, or workstation, using one of these applications .

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Instructions

Help From Protobase and Bomgar

• Right Click on your desktop

• From Menu, select New and then Shortcut

• Create Shortcut window will open

• (Click Here). Type the location:

www.protobase.com/support or

if you are an IHG site, type in www.remote.ihg.com

• Click Next

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Next

www.protobase.com/supportt or www.remote.ihg.com (for IHG)


http://www.protobase.com/support

http://www.remote.ihg.com/

http://www.protobase.com/supportt

http://www.protobase.com/supportt

http://www.remote.ihg.com/

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Instructions

Help From Protobase and Bomgar

• A new window will display (at top).

• Type Name of Shortcut:

Help From Protobase or Bomgar if an IHG site

• Click Finish

First Slide


Short Cuts

• Appropriate shortcut will appear on the desktop.

ProtoBase Suite 6.01.06: ProtoBase UI Web Training

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