Daily Settlement Process

The following instructions are the recommended daily settlement procedures: 

1. From the ProtoBase Administrator window, Left-Click on the Selection Criteria icon (green check mark).

 

2. With all the fields blank, click Deselect.

 

3. It will tell you how many items have been deselected. Click OK.

 

4. From the ProtoBase Administrator window, select the Selection Criteria icon (green check mark).

 

5. Enter the business date you would like to settle. Click Select.

 

6. Click on the Reporting icon (the blue book).

 

7. Choose a selection from the Sub-Total by drop-down menu.

 

8. Choose Detail from the Report Type box.

 

9. Choose Selected from the Transactions box.

 

10. Click OK.

 

11. Confirm the totals are what you were expecting and choose the Deposit icon (the money bag).

 

12. Click on Settle Selected.

 

13. During settlement, a status window with black text will appear: DO NOT TOUCH THIS WINDOW! Settlement can take up to 30 minutes. If your settlement is taking longer than that, call SDC.

 

14. When settlement is completed, you will receive a Deposit Response Message. If it is a negative message, call SDC.

 

15. Print the report. 

Authorization Processing

Use the following steps to resolve authorization - Transaction Declined - issues:

1. Request another payment type from the customer. If not available, go to step 2.

 

2. Request a voice authorization. Use the telephone number for your Bank for making such a request.

 

During Authorization

 

1. If errors are occurring for all authorizations, retry the authorization. - If you continue to receive error messages, reset the modem, (if applicable).

 

2. If you continue receiving error messages, call SDC at 866-709-7880. 

             Adding a Transaction

1. From the ProtoBase Administrator window, select the Transactions icon.

 

2. Right-Click anywhere in the white space and choose Add. A window will pop up that says Select Location.

 

3. From the new window, select the proper location to which the transaction should be added. Click OK. A window will popup that says Transaction Details.

 

4. In the Transaction Details window, enter the information under the Transaction Detail tab and Lodging tab. Failure to enter requested fields may result in a rejected transaction.

 

5. Click Add. If the authorization number was entered, the transaction will be added to your Transactions tab; you are finished. If a transaction is entered without an authorization number, PbAdmin will display a window reading “Authorize now?” Choose Continue and continue to step 6.

 

6. If an approval message is displayed, click OK to finish. If the authorization is declined or not completed, click OK to return to the transaction tab and complete the remaining steps below.

 

7. Double-Click on the transaction to edit it and go to step 8. Right-Click on the transaction to delete it and re-enter it by returning to step 1.

 

8. Once you are done editing the transaction, click OK. PbAdmin will display a window reading “Authorize now?” Choose Continue and return to step 6.  

             Deleting a Transaction

1.From the ProtoBase Administrator window, select the Transactions tab.

 

2. Right-Click on the transaction you wish to delete and choose Delete. A window will pop up confirming that you want to delete it. Choose Continue.  

             Searching for a Transaction

1. From the ProtoBase Administrator window, select the binoculars.

 

2. Choose the location you would like to search from the drop-down menu.

 

3. Enter the criteria you would like to search for.

 

4. Click Search.

Note: If you would like to search through the history, make sure Search History is checked in the Search Criteria window. Then, enter the month range to search. You cannot search the main database and the history database at the same time.

   Generating Reports 

1. Make sure you are in the database in which you would like to generate a report.

 

2. From the ProtoBase Administrator window, select the Selection Criteria icon (green check mark).

 

3. With all the fields blank, click Deselect.

 

4. It will tell you how many items have been deselected, click OK.

 

5. From the ProtoBase Administrator window, select the Selection Criteria icon (green check mark).

 

6. Enter the selection criteria on which you would like to report. Click Select.

 

7. Click on the Reporting icon (the blue book).

 

8. Choose a selection from the Sub-Total by drop-down menu.

 

9. Choose the type of report you would like from the Report Type box.

 

10. Choose Selected from the Transactions box.

 

11. Click OK.

              Reversing a Charge

1. From the ProtoBase Administrator window, select the History icon (between the money bag and treasure chest).

 

2. Highlight the month/year when the charge was initiated by clicking on it. Click on the “+” just to the left of the month/year, then select the batch that the charge was in by highlighting it.

 

3. The Transactions tab will then be populated with all the transactions that were settled in that batch.

 

4. From the ProtoBase Administrator window, Left-Click on the Selection Criteria icon (green check mark).

 

5. With all the fields blank, click Deselect.

 

6. It will tell you how many items have been deselected. Click OK.

 

7. Locate the transaction(s) you want to reverse and put a check in the box that is on the same line as that transaction.

 

8. Click on the Database Management icon (between the icon of the man and the quote bubble).

 

9. The section on the far left of the ProtoBase Administrator window will be populated with options.

 

10. Click on Reverse and Copy to Main.

 

11. Click OK to confirm.

 

12. Click on the Main Database icon (the credit cards).

 

13. Your reversed transactions can now be found in the Main Database.

 

Note: Any Refunds that were reversed and are now Pr-Auth transactions need to have an authorization number. To get an authorization number, Double-Click on the transaction and enter an authorization number or click Add to have ProtoBase obtain one automatically