You will need the following information from your account.
Merchant ID
Payment API Access Passcode
Profile API Access Passcode
Copy Merchant ID and Admin API Access Passcode
In the upper right of the page you will see your Merchant ID. Make a note of it. You will need it.
Navigate to: Configuration > Payment Profile Configuration. Under Security Settings, locate API Access Passcode. If there is no code, click the Generate New Code button. Copy the API access passcode.
Obtain Payment Profile API Access Passcode
From the upper right of Bambora’s web page, click Administration > Account Settings > Order Settings.
Under Payment Gateway > Security/Authentication, locate the “API Access Passcode” field.
If there is no number, click the Generate New Code button.
Copy that code.
Create Gateway in Total Office Manager
You will need to create a new Gateway. Go to Customer > Electronic Transaction > Electronic Transaction List
Click Add New
In the Name field, enter a name for your Gateway. Example: Bambora Gateway
Enter the Merchant ID into Merchant ID field.
In the User Name and Passwords fields, enter your Bambora website user name and password.
Enter the Admin API Access Passcode into the Profile Passcode field.
Enter the Payment Profile API Access Passcode into the API Access Passcode field. Tester’s Note: The field might be called Payment Passcode when you test this. We are renaming it to API Access Passcode” for clarity.
Click Save. The form will close.
Tip: Bambora’s website can be confusing regarding terminology. Be extra careful when copying and entering the API passcodes. There are two different API passcodes that have the same field name but different locations.
Add a Payment Profile
Locate the customer you wish to use and open the Customer:Job form to edit.
Click the Manage Credit Card Profiles button.
Select a Gateway and click the OK button. The New Customer Profile form will open.
Enter a credit card number and other information as needed. We recommend that all fields be filled out including the CVC number. Remember, this number and the rest of the credit card information will not be saved. It will be converted into safe and secure token.
Processing a Credit Card Using a Profile
From the Receive Payments form, click the E Pay button.
448534XXXXXX1891 Visa
Please Note: The Batch Token Conversion ignores expired credit cards.
This help topic explains how Electronic Transactions – Gateway Setup is completed on Total Office Manager. This feature allows you to accept Checks and Credit Cards as customer payment and get those payments authorized using an internet connection. Setting up or changing processors may be required before Total Office Manager can accept payment.
Requirements for a Credit Card Gateway
You will need the following before this feature will work for you:
A Merchant Account
This usually includes a payment gateway and processor.
Total Office Manager cannot provide this for you.
Constant Internet connection like cable or DSL.
Modems will not work with Total Office Manager.
The internet connection must be “always on”.
A Card Not Present Gateway or Card Present Gateway account with Authorize.net will need to be established.
If you do both over the counter sales along with on-site sales then you may need both Gateway Account types.
If you have questions about obtaining a payment Gateway please contact Authorize.net at 801-492-6507 for a dedicated representative or 866-437-0476 for the main sales line.
Please be sure to mention that you are working with a reseller and already have our link to the online application.
Authorize.net – Payment Gateway Application
To apply for a Payment Gateway through Authorize.net, please read through the additional instructions and then click this link to complete.
After clicking the link, you will be taken to the online application home page. Before you can access the application, you will need to create an account by clicking the Create Login ID button. Enter your email address and create a password. Once you are finished, click Login Now. You will be taken back to the online application home page where you can then sign in and begin the application process.
During the application process, you will need to either sign up for a merchant account, or provide specific information on your existing merchant account.
If you need help finding this information, please call your assigned sales representative.
If you have questions regarding any page or section of the application, please click the Help link located in the upper right hand corner of any application page. These help files are extremely useful and should answer any questions you have.
Form Access
From the main menu, click Customers | Electronic Transaction | Gateway List.
Gateway List File Path
Usage
To add a new payment gateway, click the button to Add New.
Enter your login information as supplied by Authorize.net.
Electronic Transactions – Gateway Setup
Field and Button Definitions
New Gateway Form
Name – The gateway you use to connect to the credit card processor that authorizes the transaction. Your bank will give you this information when you apply for a Merchant Account.
Transaction Key – Provided by your Gateway or Merchant Account Bank. This is case sensitive.
Login ID – Like a user name, this information is provided by your Gateway or Merchant Account Bank. It is case sensitive.
Bank Account – The bank account you want the Credit Card transactions to be deposited to once they are approved.
Notes – Just FYI and not required.
Display Info on CC Transaction Form – When checked, the CC Processor Transaction Key and Login ID will be seen by Total Office Manager users.
Test Mode – When checked, transactions will not actually be authorized. No money will actually be exchanged. Useful for training purposes. Credit Card processes are simulated without the actual card being charged. Use this function with caution. (While credit card’s aren’t actually processed, payments ARE processed for the Invoices, affecting A/R)
Gateway Web Address – The web address of your Payment Gateway. Total Office Manager works with Authorize.net for the gateway.
Go – The Go button takes you to the website of the Gateway above.
Gateway Preferences
You will need to go select a default gateway in your company preferences. This can be found in Edit | Preferences | Company | Company Preference. Then navigate to the Credit Card Options sections and select the default gateway you wish to use.
Default Gateway Preference
Step-By-Step
Your first step is to setup your payment gateway. This is the internet host that handles your credit card transaction.
From the main menu, click Customer | Electronic Transaction | Gateway List. The “Gateway List” list will open.
In the “Gateway List”, click the Add New button to create a new Credit Card Gateway.
For the Gateway type, select the option that correlates with your processor.
This will be either Authorize.net or EnerBankUSA Financing.
If you don’t see your gateway, we may not currently support them.
Please contact helpdesk@aptora.com for more information.
Enter a name for the gateway you are setting up.
Enter your Transaction Key and Login ID.
This information is provided by your bank/ processor.
This information should be on your credit card processor paperwork and can sometimes be found directly online through your merchant portal.
You may need to contact your CC processor to get this information.
Select the Default ECheck Type.
Select the Total Office Manager bank account that the credit card funds are be deposited to.
When you setup your merchant account, the application would have asked you for the bank account name and account number.
This is what you are selecting in Total Office Manager.
You may also select to group these payments with the other Un-Deposited Funds.
Enter any notes or comments in the Notes field. This is not required.
Check the Display Info of the Credit Card Transaction Form check box if you wish for this information to be displayed to other Total Office Manager users when they are processing credit card payments. You can always change this setting later.
You can enter a Gateway Web Address if you wish. This step is not mandatory but may be helpful.
Credit Card Processors
United States
There are many credit card processors in the USA. Many software programs force you to use theirs and to pay their fees. We do not wish to force you to use credit card processor. That’s why we will work with your current processor to integrate their technology into Total Office Manager. This service is generally free. The only thing we require is that your processor cooperate with us. Obviously, we don’t have full control over what they will and will not do for us.
If you do decide to use ours, we can provide you with a higher level of support and advice. Our processor is very competitively priced. Please call us (913-322-4666) if you need for more information.
Total Office Manager and Aptora Mobile II utilize the payment gateway of Celero and Authozize.net in the USA and Bambora in Canada. You must have one of these payment gateway accounts in order to process credit cards in the desktop or field. Please speak with your merchant to obtain one of these accounts.
If you are in the USA, you may contact Celero to acquire a merchant account and an Authorize.net gateway account. Please contact them at (847) 655-1355 and let them know you are using Aptora products and would like to obtain an account. We recommend Celero. Celero offers merchant services and has been able to save money for many customers switching to their services.
Canada
If you are in Canada, you may contact Bambora at 888-472-2072 to inquire about gateway services. You may read more about setting up the Bambora settings here: https://www.aptora.com/help/gateway-bambora/
Common Terms Used
Processor (AKA: Credit Card Processor)
A third party vendor who will process the Credit Card payments submitted through Total Office Manager.
Merchant Account
A written, commercial bank account established by a contractual agreement between a merchant/business and a bank and/or a payment gateway. The agreement contains the respective rights, warranties, and duties with respect to accepting bankcards like Visa or MasterCard. You must apply for this account directly from your bank, or from the Payment Processor.
Payment Gateway
A combination of software and hardware that provides an interface to a bank card processing network.
EnerBankUSA offers bank financing for home remodeling projects. Aptora Mobile II has an interface with its system for both their mobile app and their website.
EnerBank USA is a wholly-owned subsidiary of CMS Energy Corp. (NYSE: CMS). EnerBank USA is a registered trademark of CMS Capital Corp. Aptora is not legally affiliated with EnerBank USA.
EnerBank Requirements
Be sure you already have an account with EnerBank. You will also need to have their app installed and set up on your mobile device.
You will first need to create loan templates on the Enerbank Application website. For Total Office Manager, we need the Program Phone Number, Contractor ID, Loan Code, and Description.
Total Office Manager Setup
In Total Office Manager, go to the gateway list. From the main menu, click Customer | Electronic Transaction | Gateway List
Select ‘Add New’ and choose ‘Financing – EnerBankUSA’ as the Gateway Type. Enter your Enerbank Loan Template info in the corresponding fields, using the description for the name field in Total Office Manager.
You can set up as many loan types as you want, using the information from the Templates that you created in the EnerBank App. When finished, your Gateway List in Total Office Manager may look something like this.
You’re now set up to use the EnerBank financing feature on Estimates in Aptora Mobile. In Mobile, open an Estimate, click the hamburger menu in the top right and choose the EnerBankUSA Financing Option.
You will see a list of the Loan Types that you set up in Total Office Manager. Click the desired option to continue.
If you are using an app, you will be taken to the EnerBank app. If you are using a browser, you will then be taken to the EnerBank website. You should notice the Loan Type information is filled in for you.
Follow the prompts on the EnerBank website or app. Once completed, take note of the status, amount, and reference number for the loan. If you are using the Aptora Mobile II app, then this information is automatically added to the Estimate’s details section upon closing the EnerBank application.
This help topic was designed to assist users with common electronic transactions – credit card troubleshooting they may be experiencing in Total Office Manager.
Common Problems
The most common cause of errors and problems is incorrectly entered credit card information or incomplete or incorrectly filled in fields. Here are the first things you should look over.
Periodically, it is possible that Authorize.net will inactivate the Transaction Key. A new Key will need to be generated directly from Authorize.net and then reenter it into Total Office Manager.
Transaction Key – Credit Card Troubleshooting
Be sure that you are entering all data correctly. Double check dates, punctuation, and special characters.
Note: Field (data) requirements are established in your user account at the Authorize.net website.
Be sure that you have entered in all of the require data. Open the Customer:Job form. You should make certain that your customer information is complete and includes a complete valid address with zip code and phone number.
24 Hour Fitness Customer:Job
In the Customer:Job Payment tab, make sure you have a first and last name, CVC number, and valid expiration date.
Preferred Payment Method
Authorize.net
Authorize.net is the only gateway supported by Total Office Manager. This the only gateway supported by Total Office Manager.
Below is a list of test card numbers for Authorize.net only. The numbers are used to test the overall software setup and computer connectivity.
Credit Card Troubleshooting – Test Mode
If the gateway is in test mode, these should always return an approval. If the gateway is in live mode, these cards will always be declined. For an expiration date, use a date greater then today. This numbers will also allow you to populate test databases with card numbers that will look valid, but are not actual credit card accounts.
Electronic Transactions – Credit Card Troubleshooting – Test Mode
Test Credit Card Numbers
These are test card numbers for Authorize.net only. This the only gateway supported by Total Office Manager at this time. The numbers are used to test the overall software setup and computer connectivity.
If the gateway is in test mode these should always return an approval. If the gateway is in live mode, these cards will always be declined. For an expiration date use a date greater then today. This numbers will also allow you to populate test databases with card numbers that will look valid, but are not actual credit card accounts.
370000000000002 American Express Test Card
6011000000000012 Discover Test Card
5424000000000015 MasterCard Test Card
4007000000027 Visa Test Card #1
4012888818888 Visa Test Card #2
4222222222222 Visa Error Test
3088000000000017 JCB Test Expiration Date 0905
38000000000006 Diners Club/ Carte Blanche (use test expiration date 0905)
How to Process Customer Credit Cards with the Batch E-Pay Utility
The E-Pay (EPay) utility will allow you to select one or more unpaid invoices and process customer credit cards in a batch mode. This help topic covers where to find that feature and how to use it.
Setting up or changing processors may be required before Total Office Manager can accept credit cards. You may need a Merchant Account from your own bank. Usually they can set you up with a credit card processor.
Electronic Transactions List – Credit Card Payment History
The Electronic Transaction list is used to view and manage all Electronic Transactions that are run in Total Office Manager. For how to setup and process transactions, please read the topic on Electronic Transactions – Gateway Setup.
Form Access
From the main menu, click Customers | Electronic Transaction | Electronic Transactions List.
Usage
This should be used to view and verify electronic transactions. For the Administrator user this list, there is also options to void and delete transactions shown on the list. ONLY Test Mode transactions should be “deleted” from this list.
If you overcharged a customer or you need to issue a refund, it is recommended that you allow the transaction to settle and then issue a refund as opposed to voiding an electronic transaction.
ETransactions List
Tips
If for any reason you need to void a transaction (e.g. overcharged) and your intent is to stop the transaction from completing, you may VOID the electronic transaction from this list but you MUST do so before the transaction has settled.
Transactions usually settle at the end of the day, though specific settlement periods may vary. You should contact Authorize.net for more information about your settlement period.
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