Difference between revisions of "Batch Reversal and Re-Run"

Latest revision as of 13:58, 24 January 2008

CreditLine Payment Processing Software Manual. This site can also be reached at http://docs.911software.com

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Loss Prevention

1. Don't Panic! CreditLine credit card software retains all the information necessary to move the money between acccounts correctly, as soon as the account is setup as required.
2. Before any changes, backup your entire 911 folder!
   
3. Update the software to the latest version before any major journal manipulation with CreditLine Batch Archive Dialog and Import/Export utilities. However, when performing routine software upgrades, batch out all outstanding transactions before upgrading the software.
4. Make sure that the account is setup correctly, licensed and that no errors are displayed on startup of the server or in the CreditLine Manager Info Panel.
   

Batch Reversal

In the event that you have accidentally batched transactions into the wrong merchant account, the following simple procedure will help you move the money as needed.

Bank Account Adjustment

In some cases the bank can move the money very easily. Make sure you call the bank and discuss your options. If they can both debit the wrong account and credit the right account for you, the problem is solved, otherwise - read on.

Carefully determine which one of the following possibilities apply to you:

1. The Bank can reverse the wrong account AND can move the money to the right account. Have them do both for you.
2. The Bank can reverse the wrong account BUT CANNOT move the money to the right account. You will need to follow the Manual Batch Rerun procedure.
3. The Bank CANNOT reverse the wrong account the wrong account AND CANNOT move the money to the right account. You will need to follow the Manual Batch Reversal AND then the Manual Batch Rerun procedures.
4. Rarely, The Bank CANNOT reverse the wrong account BUT can move the money to the right account. You will need to follow the Manual Batch Reversal procedure ONLY.

Journal Backup

You can view and manipulate the Journal Backups in the CreditLine Batch Archive Dialog
→In some extreme cases the transactions that you are looking for can only be found by clicking the Radio Buttons "Before Batch" and "Daily Backup" in the CreditLine Batch Archive Dialog

The number of days that the journals are backed up is specified in CreditLine Business Configuration Dialog. To restore the journal/batch you can rename the desired journal backup file to ccv_jor.dat and move it to 911\DATA directory. Don't forget to reload the configuration to apply the changes.

→ For multiple merchant setups replace JOR below with JOR? where ? is the merchant index.

Manual Batch Reversal

→This is the procedure for withdrawing the money from the wrong merchant account and crediting the customers that were charged.

In some cases the bank cannot credit the moneys to the right account. We will deal with this case here. Whether or not the bank can debit the moneys from the wrong account, you will need to follow the procedure below

 Do not reload the configuration or restart the program
 until the end of the entire process, because that will refresh the list of backed up batches
 to include the most recent batches and will make things confusing!

1. Setup the new account correctly. Make sure you followed the Loss Prevention procedure at the beginning of the guide. Don't forget to reload the configuration after all the changes!
2. Open CreditLine Batch Archive Dialog.
   →In some extreme cases the transactions that you are looking for can only be found by clicking the Radio Buttons "Before Batch" and "Daily Backup"
   

   a)Select the journal file to be reversed. You can click Open to review the journal and make sure that it is the correct journal to be credited.
   b) In the Output File field enter the path to the current journal file that will be created from a reversed copy of the backed up journal for the date and time selected.
   c) Click Reverse. This will reverse and copy the backed up journal into the the selected path.
3. 

   Check Credit To Sale to reverse all Credits to Sales. This will create a sale without proper authorization code in the wrong account but it will do the trick.
4. Now you have the selected batch journal reversed and installed as the current journal.
5. Do not reload the configuration or restart the program because that will refresh the list of backed up batches to include the most recent batches and will make things confusing.
6. Verify the new journal with CreditLine ViewModify Dialog
7. Batch the new journal as you normally would.
8. Note the time on the system clock: . The batches are time-stamped every minute. For proper accounting, please wait until the clock changes to the next minute before running the next batch: .
9. Do not reload the configuration or restart the program!
10. Go back to Step 2 and repeat the steps for every batch that you need to credit.
11. Ask the Bank to debit the wrong account. Tell them you have credited the charges manually.
12. If the bank can DEBIT the WRONG ACCOUNT, you are done, otherwise proceed to Manual Batch Rerun section but do not reload the configuration or restart the program.

Manual Batch Rerun

→This is the procedure for charging the customers again, and depositing the money into the correct merchant account. The procedure will attempt to use the already obtained Auth Codes from the wrong merchant account. This may not work across different processors. If the batch fails due to the wrong Auth Codes , follow Batch Re-Run With New Auth Codes procedure, which does the same thing but obtains new Auth Codes by authorizing the cards again (only one charge will get deposited).

In some cases the bank cannot debit the moneys from the wrong account. We will deal with this case here. Whether or not the bank can debit the moneys from the wrong account, you will need to follow the procedure below

 Do not reload the configuration or restart the program
 until the end of the entire process, because that will refresh the list of backed up batches
 to include the most recent batches and will make things confusing!

1. Setup the new account correctly. Make sure you followed the Loss Prevention procedure at the beginning of the guide.
2. Open CreditLine Batch Archive Dialog and follow the instructions below:
   

   a)Select the journal file to be credited. You can click Open to review the journal and make sure that it is the correct journal to be credited.
   b) In the Output File field enter the path to the current journal file that will be created from a copy of the backed up journal for the date and time selected.
   c) Click Open / ReSequence. This will copy the backed up journal into the the selected path and resequence the transaction numbers for safety.
3. Now you have the selected batch journal as the current journal.
4. Do not reload the configuration or restart the program because that will refresh the list of backed up batches to include the most recent batches and will make things confusing.
5. Verify the new journal with CreditLine ViewModify Dialog
6. Batch the new journal as you normally would. If the batch fails due to the wrong Auth Codes , abandon this procedure and switch to Batch Re-Run With New Auth Codes procedure, which does the same thing but obtains new Auth Codes by authorizing the cards again (only one charge will get deposited).
7. Note the time on the system clock: . The batches are time-stamped every minute. For proper accounting, please wait until the clock changes to the next minute before running the next batch: .
8. Do not reload the configuration or restart the program!
9. Go back to Step 2 and repeat the steps for every batch that you need to rerun.

Single Transaction Adjustment

In very rare cases there are transactions that are dated beyond the backup period. In this case you would have to conduct the credit and debit procedure manually one transaction at a time.