Credit Card Transactions (Setup)

By |2021-07-19T16:22:04-05:00March 26th, 2018|Comments Off on Credit Card Transactions (Setup)


This help topic explains how to setup credit card processing in Total Office Manager.  The credit card feature allows you to accept credit cards as payment and get those payments authorized using an internet connection.  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.  For information on how to actually process a credit card as a form of payment, please see the related topic, “Credit Card Processing”.


You will need the following before this feature will work for you.

  1. A Merchant Account (usually includes a payment gateway and processor).
  2. Constant Internet connection (like cable or DSL).  Modems will not work with Total Office Manager.  The internet connection must be “always on”.

Form Access

  • From the main menu, click Customers | Electronic Transaction List, then right-click anywhere in the list and click Setup from the pop-up menu.  The CC Payment Setup form will appear.

Field and Button Definitions

  • Default Gateway – 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 money to go in and out of.
  • Notes – Just FYI and not required.
  • Display Info on CC Transaction Form – If checked, your 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.  Also useful when evaluating Total Office Manager using a demo database.  Use this function with caution.
  • Gateway Web Address – The web address of your Payment Gateway.
  • Go – The Go button takes you to the website of the Gateway above.
  • Revised – The date and time this form was last revised. Useful for diagnostics and security purposes.
  • By – The last person that changed this form. Info recorded for security purposes.
  • Save – Saves and closes the form.
  • Cancel – Exits the form without saving.


Your first step is to setup your payment gateway.  This is the internet host that handles your credit card transaction.  The following instructions apply precisely to our own payment gateway ( If you use a different one, some details may be slightly different.

  1. From the main menu, click Customer | Electronic Transaction | Gateway List. The “Gateway List” list will open.
  2. In the “Gateway List” select Add New.
  3. For the Gateway type, select the option that correlates with your processor. This will be either or EnerBankUSA Financing. If you don’t see your gateway, we may not currently support them. Please contact for more information.
  4. Enter a name
  5. 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.
  6. Select the Default ECheck Type.
  7. Select the Total Office Manager bank account that the credit card funds are be deposited to. You may also select “Undeposited Funds”.
  8. Enter any notes or comments in the Notes field. This is not required.
  9. 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.
  10. You can enter a Gateway Web Address if you wish. This step is not mandatory but may be helpful.


Note: 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.

Credit Card Processors

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 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 also contact TransNational Payments to acquire an gateway account.  Please contact them at 847-655-2455 and let them know you are using Aptora products and would like to obtain an account.  TransNational Payments also offer merchant services and has been able to save money for many customers switching to their services.

If you are in Canada, you may contact Bambora at 888-472-2072 to inquire about gateway services.

Common Terms

Processor (AKA: Credit Card Processor)

A third party vendor who processes the credit card information.

Merchant Account

A written, commercial bank account established by 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 the bank card processing network.

Gateway Web Address

The web address of a web based payment gateway.

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Aptora delivers a true All-In-One services software solution including CRM, accounting, payroll, inventory, vendors, sales, marketing, dispatch, flat rate pricing, and more. NO 3rd party plugins or integrations required. Created by contractors for contractors, we know what it takes to grow your services-based businesses.


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