Application Configuration and Terminal Management

The Gift PayFacto application can run independently of the payment application running on your terminal or POS. If you are using Gift PayFacto as a standalone application, there are application and terminal settings you may want to configure to meet your business requirements.

If you use the PayFacto Payment application, the Gift PayFacto application inherits the common configuration settings, including theme, display language, and Administrator password.

 

IMPORTANT: If you use the Gift and Pay applications on the same terminal, changing the Administrator password in the Gift application only remains valid if you do not use the Pay application. When you start the Pay application, the Administrator password for the Pay application passes to the Gift application.

Understanding Passwords

The Gift PayFacto application uses an Administrator password to prevent unauthorized access to certain functions. As a fraud prevention method, you can also require the Administrator password when a transaction requires the manual entry of the gift card number rather than swiping the card.

Additionally, if you activate the Enable waiters function, each waiter will need to enter their unique password before they can perform a transaction. Refer to the INSERT SECTION NAME section for more information about the Enable waiters function.

Incorrect Password Entries

If you enter a password incorrectly, the terminal displays an Access refused error message. The Password field re-appears, prompting you for the required password with a number in parenthesis, which represents the number of tries remaining before the terminal locks out the user profile. An operator has 5 attempts to enter the password correctly; the counter resets after the password is entered correctly.

IMAGE OF FAILED PASSWORD ATTEMPT

Forgotten Password

If you have forgotten the Administrator password, the reset procedure requires that you contact Technical Support to obtain a Superuser password. To obtain support 24/7, contact PayFacto at 1-888-800-6622

Invoice Numbering

For bookkeeping purposes, invoices are numbered. The numbering can be done manually or automatically. By default, the terminal numbers the invoices automatically, in sequence. If you disable automatic invoice numbering, the terminal prompts the operator to manually input an invoice number (maximum of 12 numeric characters); you cannot process a redemption transaction without an invoice number.

(insert an image of what this option looks like on the main screen)

To enable/disable automatic invoice numbering:

1. Touch the Action button on the main screen.  
   
2. Touch Settings.  
   
3. Enter the Admin password and touch OK.
   
4. In the General section, toggle Automatic Invoice Number to On to enable automatic invoice numbering or toggle to Off to enter the invoice number manually for every redemption transaction.  
   
5. Touch the Exit icon twice to return to the main screen.  
   

Require Password for Manual Gift Card Entry

The magnetic stripe on gift cards can be damaged and become unreadable by the terminal. In such situations, the card number can be entered manually using the terminal’s number pad. Manual entry of card numbers is also susceptible to fraud, so it is strongly recommended to require the Administrator password prior to manually entering a card number. 

NOTE: This security featured is enabled by default.

To enable/disable password protection for manual card entry:

1. Touch the Action button on the main screen.  

2. Touch Settings.  

3. Enter the Admin password and touch OK.

4. In the General section, touch the Manual entry password toggle button to enable or disable password protection for manual card number entry.

5. Touch the Exit icon twice to return to the main screen.  

Waiter Management

Gift cards are an easy method for restaurants to encourage guests to return. If your business uses wait staff that access the payment terminal, you can require each server to identify themselves and enter a password before completing a transaction; this ensures that no unauthorized individuals can use the terminal.

Enable Waiters

By default, any number of servers can operate the terminal, but you can require individual servers to identify themselves. When enabled, the terminal requires that individual servers enter their identification number and password prior to completing a transaction.

To enable/disable waiters:

1. Touch the Action button on the main screen.  
   
2. Touch Settings.  
   
3. Enter the Admin password and touch OK.
   
4. In the General section, touch, touch the Enable waiters toggle button to enable or server identification.
   
5. Touch the Exit icon to return to the main screen.  
   

IMPORTANT: When you enable the use of waiters, you must add at least one waiter before you can process a transaction.

Add a Waiter

When you enable the use of waiters, you need to add at least one waiter to the terminal.

NOTE: If your business uses more than one payment terminal for gift cards, make sure to:

1. Activate the Enable waiters function on each terminal separately.
   
2. Configure the waiter identification credentials (numbers and passwords) on each terminal separately.
   

To add a waiter:

1. Touch the Action button on the main screen.  
   
2. Touch Settings.  
   
3. Enter the Admin password and touch OK.
   
4. In the General section, touch Waiters Management.
   
5. Tap the Add New Waiter button.
   
6. Enter the waiter’s unique identification number in the Waiter field; numbers can range from 1 to 999.
   
7. Touch the Password field and enter the waiter’s password. (see note below)
   
8. Touch the Repeat password field and re-enter the password to confirm.
   
9. Touch OK. The new clerk ID appears in a list.
   
10. Repeat steps 5 to 9 for each additional waiter you want to create.
    
11. Touch the Exit icon two times to return to the main screen.  
    

NOTE: Passwords are numeric (numbers only) and between 4 and 6 characters in length.

INFO: If a waiter forgets their password, you can use the Administrator password as a workaround. 

Change a Waiter’s Password

It is simple to change a waiter’s password. You may need to change a password if an employee is assigned another employee’s number, or you may want to change passwords on a recurring basis for terminal security.

To change a waiter’s password:

1. Touch the Action button on the main screen.  
   
2. Touch Settings.  
   
3. Enter the Admin password and touch OK.
   
4. In the General section, touch Waiters Management.
   
5. Locate the waiter whose password you want to change and touch the Edit (pencil) icon. Insert pencil icon
   
6. Enter the waiter’s current password in the Enter Old password field.
   
7. Touch the Password field and enter a new password that is 4 to 6 characters in length.
   
8. Touch the Repeat password field and re-enter the new password to confirm.
   
9. Touch OK. 
   
10. Touch the Exit icon two times to return to the main screen.  
    

Deleting Waiters

You may want to remove the requirement for waiters to identify themselves. There are 3 ways to remove waiters from the terminal:

1. Disable waiter identification
   
2. Delete individual waiters
   
3. Delete all waiters
   

IMPORTANT: If your business uses more than one terminal, you must disable or delete the waiter(s) from all terminals.

Disable Waiter Identification

If you choose to disable waiter identification, any waiters you have previously configured (including their passwords) will remain stored on the terminal. The procedure to disable waiter identification is the same as the Enable Waiters procedure, but you toggle Enable waiters to Off .

Delete an Individual Waiter

Deleting a single waiter only removes that clerk and the associated password from the terminal. All other waiters configured on the terminal remain operational.

To delete an individual waiter:

1. Touch the Action button on the main screen.  
   
2. Touch Settings.  
   
3. Enter the Admin password and touch OK.
   
4. In the General section, touch Waiters Management.
   
5. Locate the waiter you want to delete and tap the Delete (trash can) icon.
   
6. Touch OK to confirm you want to delete the waiter.
   
7. Repeat steps 5 and 6 for each individual waiter you want to remove.
   
8. Touch the Exit icon two times to return to the main screen. 
   

Delete All Waiters

If required, you can delete all existing waiters on the terminal at one time.

IMPORTANT: IF you delete all waiters from the terminal, you must either disable waiter identification or add at least one new waiter before you can process any gift card transactions. Refer to Disable Waiter Identification or Add a Waiter for the appropriate procedure.

To delete all waiters on the terminal:

1. Touch the Action button on the main screen.  
   
2. Touch Settings.  
   
3. Enter the Admin password and touch OK.
   
4. In the General section, touch Waiters Management.
   
5. Tap the Delete All Waiter button.
   
6. Touch OK to confirm you want to delete all the waiters from the terminal.
   
7. Touch the Exit icon two times to return to the main screen.  
   

Configuring Printer Options

If your terminal has a built-in printer, or connects to an external printer, there are several printing options you can enable in addition to the standard receipts that support the different gift card transactions.

Paired Devices

The B60 Bluetooth Printer section and the Paired devices function are not currently enabled.

Do not use this feature.  It is not ready yet

Configuring Transaction Printing Options

By default, the terminal prints 2 receipts for all gift card transactions, with the Merchant copy printing first. You can adjust these settings to suit your business needs. The available transaction printing options are:

1. Enabling or disabling the printing of receipts
   
2. Number of copies
   
3. Which copy does the terminal print first
   
4. Color depth of the printout
   

IMPORTANT: It is strongly recommended that you do not disable the printing of transaction receipts, as customers need their receipt to know the balance of their gift card or to reverse a redemption.

To adjust the terminal’s printing options:

1. Touch the Action button on the main screen.  
   
2. Touch Settings.  
   
3. Enter the Admin password and touch OK.
   
4. In the General section, touch Printer Options.
   
5. In the Copies section, toggle Receipt Copy Printouts to On to enable receipt printing or Off to disable printing.  
   
6. Touch Number of copies to set the number or receipts that print; touch 1 or 2.  
   
7. Touch Which one is printed first to select which receipt prints first; touch Merchant or Customer.
   
8. Touch Select color depth of printouts to set the color density of the receipts. The color depth and its associated printing speed affect the terminal’s battery life. The options are:
   
1. Pale: Lightest printout, prints faster and uses less battery.
   
2. Normal: Default printout setting, average printing speed and battery use.
   
3. Dark: Darkest printing, prints slower and uses more battery.  
   
9. Touch the Exit icon twice to return to the main screen.  
   

Hint: If you set 1 as the number of copies in step 6, you should select Customer in this step.

 

Additional Printing Options

In addition to printing receipts for completed gift card transactions, you can configure the following terminal printer settings:

1. Print declined transactions: Prints the transaction receipt when the transaction is declined
   
2. Print reverse on declined: Prints the transaction result in white on a dark background for declined transactions
   
3. Print ECR mode transactions: Uses the terminal’s printer for payment transactions processed on a separate device.
   
4. Print second copy on ECR mode: Uses the terminal’s printer for the second copy of a transaction processed on a separate device.
   

To enable/disable additional printing options:

1. Touch the Action button on the main screen.  
   
2. Touch Settings.  
   
3. Enter the Admin password and touch OK.
   
4. In the General section, touch Printer Options.
   
5. In the Receipts section, touch the toggle button to enable or disable printing for the declined end ECR mode printing options.
   
6. Touch the Exit icon twice to return to the main screen.  
   

Add a Personalized Receipt Header

You can add your business information at the top of every printed receipt. Your business and contact information can contain up to 4 lines with 44 characters (including spaces) per line. If you also use the PayFacto Pay application, the header values are inherited from the Pay application. The Pay application receives the header when you perform a Host Download (refer to the PayFacto Pay Application User Guide ( CONFIRM NAME) for more information). If you do not use the PayFacto Pay application, use this procedure to configure the information that appears in the receipt header.

HINT: You should prepare your header information on a piece of paper in advance, to ensure that you have the correct number of characters per line.

To add a personalized message to your printed receipts:

1. Touch the Action button on the main screen.  
   
2. Touch Settings.  
   
3. Enter the Admin password and touch OK.
   
4. In the General section, touch Printer Options.
   
5. Scroll down to the Merchant header section, toggle Merchant header Printing? to On.
   
6. Touch Merchant name and enter the text for the merchant name in the text field that appears and touch OK.
   
7. Touch Merchant street address and enter the text for the street address for your business in the text field that appears and touch OK
   
8. Touch Merchant city province and enter the text for the city and province in the text field that appears and touch OK. Insert screenshot
   
9. Touch Extra receipt and enter any additional information (for example, the phone number) in the text field that appears and touch OK. Insert screenshot
   
10. Touch the Exit icon two times to return to the main screen.  
    

NOTE: The header information appears on all printed receipts, the merchant copy as well as the customer copy.

Add a Personalized Receipt Footer

You can add a personalized message at the bottom of every printed receipt. Your message can contain up to 4 lines with 44 characters (including spaces) per line.

HINT: You should prepare your message on a piece of paper in advance, to ensure that you have the correct number of characters per line.

To a personalized message to your printed receipts:

1. Touch the Action button on the main screen.  

2. Touch Settings.  

3. Enter the Admin password and touch OK.

4. In the General section, touch Printer Options.

5. Scroll down to the Footer section, toggle Footer Printing? to On.  

6. Touch Footer Line 1 and enter the text for the first line of the message in the text field that appears and touch OK. Insert screenshot

7. If necessary, repeat step 6 for Footer Line 2, Footer Line 3, and Footer Line 4 as required

8. Touch the Exit icon two times to return to the main screen.  

NOTE: The personalized message appears on all printed receipts, the merchant copy as well as the customer copy.

Edit the Personalized Header or Footer

If you notice an error in your personalized header or footer, or you want to change some text in the message, you can easily edit your message. Repeat either the Add a Personalized Receipt Header or the Add a Personalized Receipt Footer procedure and adjust the text on the line(s) you want to modify.

Delete Personalized Messages

You can easily remove your existing header or footer to enter a new one, or to leave the receipts blank.

To a delete the receipt header:

1. Touch the Action button on the main screen.  

2. Touch Settings.  

3. Enter the Merchant password and touch OK.

4. In the General section, touch Printer Options.

5. Scroll down to the Merchant header section

6. Touch Merchant header Value Reset.

The Merchant name, Merchant street address, Merchant city province, and Extra receipt fields are cleared.

7. Touch the Exit icon twice to return to the main screen.  

1. Touch the Action button on the main screen.  

2. Touch Settings.  

3. Enter the Merchant password and touch OK.

4. In the General section, touch Printer Options.

5. Scroll down to the Footer section

6. Touch Footer Value Reset.

The Footer Line 1, Footer Line 2, Footer Line 3, and Footer Line 4 are cleared.  

7. Touch the Exit icon twice to return to the main screen.  

Reporting

The terminal can print reports, allowing you to view detailed or summary information on the day’s gift card transactions. You can print reports to view information on gift card transactions by employee of for the overall merchant account. Report data comes from the DataCandy server.

IMPORTANT: Gift card reports are based on the current day’s transactions. If you do not print a report for a specific day, you will not be able to print the previous day’s report the next day.

The available reports include:

• Daily detail report by employee: Prints a detailed report of all the day’s gift card transactions, separated by employee.

• Daily summary report by employee: Prints a summary report of the day’s different types of gift card transactions, separated by employee.

• Daily summary report by merchant: Prints a summary report of the day’s various types of gift card transactions for the merchant account.

1. Touch the Action button on the main screen.  

2. Touch Settings.  

3. Enter the Admin password and touch OK.

4. In the Details and summary reports section, touch the report you want to view: Daily detail report by employee, Daily summary report by employee, or Daily summary report by merchant.

The selected report appears on the terminal screen.

5. Touch the Exit icon twice to return to the main screen.  

1. Touch the Action button on the main screen.  

2. Touch Settings.  

3. Enter the Admin password and touch OK.

4. In the Details and summary reports section, touch D aily detail report by employee.

The selected report appears on the terminal screen.

5. Enter the Merchant password and touch OK.

6. Touch the Search icon.  

7. Use the keypad to begin typing the invoice or sequence number. 

Transactions matching the results appear automatically.

8. When you locate the desired transaction, touch the Expand (down arrow) icon to display the details.  

9. Touch the Exit icon three times to return to the main screen.  

Print a Report

You may want to have a printed copy of the daily gift card report(s) as part of your bookkeeping.

NOTE: Printing a detailed report can consume a large quantity of paper, depending on the number of employees and transactions processed during the day.

To print a report:

1. Touch the Action button on the main screen.  

2. Touch Settings.  

3. Enter the Admin password and touch OK.

4. In the Details and summary reports section, touch the report you want to print.

5. When the selected report appears on the terminal screen, touch the Print icon.  

6. Touch the Exit icon twice to return to the main screen.  

Change the Administrator Password

Before using the terminal, an Administrator password was assigned during the initial configuration. The Administrator password provides access to advanced terminal functions and can also enable password-protected operations. You can change the Administrator password whenever you feel it necessary.

IMPORTANT: Do not forget the new Administrator password; the only way to reset it is to contact the technical support team.

To change the Administrator password:

1. Touch the Action button on the main screen.  

2. Touch Settings.  

3. Enter the Admin password and touch OK.

4. Scroll to the Set passwords section, touch Administrator password.  

5. Enter the current Administrator password and touch OK.

6. Enter the new, 6-character password in the New Password field and touch OK.

7. Re-enter the new password in the Confirm Password field and touch OK.

If the passwords match, the terminal displays New password saved and returns to the Settings page.

If the passwords do not match, the terminal displays Invalid password and returns to the Settings page.

8. Touch the Exit icon twice to return to the main screen.  

DataCandy Settings

The DataCandy Settings section of the Settings page are generally configured prior to delivery or as part of the application’s setup process. They should not require modification. If your terminal is having problems communicating with the DataCandy server, you may need to adjust one or more of the fields contained in this section. Refer to the DataCandy email for the values.

NOTE: You should not change any of these fields unless instructed to do so by PayFacto or DataCandy support.

The available fields include:

• Production URL: Touch this toggle switch to On (Insert Screen Shot) to enable the terminal to communicate with the DataCandy server. When toggled to Off (Insert Screen Shot), the terminal cannot communicate with the DataCandy server.

• URL: The address of the DataCandy server. 

• WSN: The WorkStation Number; a unique value for each terminal. 

• Merchant ID: The information in this field should correspond to the Merchant ID sent to you by DataCandy. If the Merchant ID value does not match the one from in the DataCandy email, make the necessary corrections.

• Merchant password: The information in this field should correspond to the Merchant password sent to you by DataCandy. If the Merchant password value does not match the one from in the DataCandy email, make the necessary corrections.

• Version: This is a static value that should not be changed; it should always be 2010-01-06.

• Access key: The information in this field should correspond to the Access key sent to you by DataCandy. If the Access key value does not match the one from in the DataCandy email, make the necessary corrections.

• App Version: This field displays the current version of the Gift PayFacto powered by DataCandy app installed on the terminal; the field is read-only and cannot be modified.

IMPORTANT: Changing these fields to any value other than those provided by DataCandy or PayFacto will prevent your terminal from processing gift cards.

To change DataCandy settings:

1. Touch the Action button on the main screen.  

2. Touch Settings.  

3. Enter the Admin password and touch OK.

4. Scroll to the DataCandy Settings section.

5. Confirm that the Production URL toggle switch is set to On.

6. Confirm that the URL field is set to https://secure.datacandy.com./

If the value is different, touch the field, enter the correct value, and touch OK.

7. Confirm that the Merhcant ID field corresponds to the Merchant ID from the DataCandy email.

If the value is different, touch the field, enter the correct value, and touch OK.

8. Confirm that the Merhcant password field corresponds to the Merchant password from the DataCandy email.

If the value is different, touch the field, enter the correct value, and touch OK.

9. Confirm that the Access key field corresponds to the Access key from the DataCandy email.

If the value is different, touch the field, enter the correct value, and touch OK.

10. Touch the Exit icon to return to the main screen.