Integrated ENZ, also known as PC Eftpos is the solution provided by Eftpos New Zealand Ltd and is available for use in all versions of IBIS.
This document is intended for reference and guidance only. We strongly recommend that if there is any doubt as to whether an Eftpos transaction has been completed successfully you should consult your Eftpos manual, log in to your Eftpos software to view all recent transactions if applicable or contact your Eftpos provider to check. This document was written using a Verifone VX820 terminal.
TABLE OF CONTENTS
- Set up ENZ
- Logging on to IBIS
- Processing an ENZ EFTPOS transaction
- Processing an ENZ refund
- Processing a purchase with a cashout transaction
- Processing a cashout only transaction
- Processing a manual transaction
- Transaction timeouts
- What happens when a signature is required
- What happens if a transaction is declined
- What happens when the connection fails
- Eftpos functions in Point of Sale
- Troubleshooting and FAQ's
Set up ENZ
Once you have your hardware installed as per the provider's instructions you will need to pair IBIS and your terminal.
IBIS is unable to assist in installing the Eftpos software itself, you will need to consult your Eftpos provider manual or the provider themselves if you require assistance. To enable the EFTPOS system in IBIS, follow the steps below. You will need to do this for each computer you are enabling ENZ on.
- Log into IBIS
- Locate your Machine Settings screen under the System Menu.
- Select EnzEft from the dropdown menu for Eftpos provider
- Make sure you have your Till name and Receipt printer set correctly.
- Click Save and then close.
- You will now need to log out of IBIS and back in again to initiate the connection to your Eftpos machine.
Logging on to IBIS
Once you have completed the setup above you will notice when you log in again that the Point of Sale screen will open and you will get a series of boxes appearing in the sequence below to indicate that IBIS is connecting to your Eftpos machine:
If for any reason you wish to cancel you can do so in the initial login stages above (prior to the Please Wait box). If you do abort the connection you will get a message saying the 'Eftpos machine can't be reached' and you will need to change the Eftpos system to External and log out and back in again. To do this, simply reverse the Machine Settings above to select your 'Eftpos system' as External, then log out and back in again.
When completed the alerts will disappear and you will receive a printout saying the logon was successful as below. You should then be ready to use the Eftpos integration.
Processing an ENZ EFTPOS transaction
If you have previously been using Integrated Eftpos you should find that your payment types in Point of Sale are already set up to process integrated transactions. If not, click the links to learn more about how to set up payment types and how to add buttons to Point of Sale.
To process a transaction take the following steps:
- Once you have the sale in your POS screen click on your Eftpos button
- You will notice the POS screen turn grey and the Eftpos payment screen will appear:
While the Point of Sale screen in the background is grey you will be unable to click on any other buttons until the Eftpos transaction completes. This prevents any Point of Sale function from being accidentally activated during a sale. - The 'Amount payment' box should automatically fill in with the sale total
- If you need to make any amendments to the sale, click Cancel and you will be returned to the Point of Sale screen. Your sale will be saved in a status of Adding Items and you will be able to amend it as required
- If you don't need to amend, click on Process
- The total of the sale will be sent to your Eftpos machine to be processed
- At this point you will be prompted to swipe the customer card, follow the instructions on the machine/screen e to process the sale - the steps should show as follows:
The first prompt you get will be to request the card be swiped, inserted or tapped:
Once the card has been read by the machine there will be a prompt requesting the PIN:
If the PIN is entered correctly you will see this final popup letting you know the transaction was approved: - You will then be returned to your Point of Sale where you will notice the transaction now balances at $0.00. There will be an Eftpos payment reference associated with the transaction highlighted in the image below:
- You will also get your Eftpos receipts printed through your thermal printer if you have one set up:
This receipt will give you various information regarding the transaction. It should give you the time and date of the transaction, the card type and the amount along with information about whether the transaction was successful.
Processing an ENZ refund
- Depending on whether you are refunding a booking (operator systems), a ticket (agent systems) or a retail item, ensure the correct item(s) are on the screen in front of you for the correct negative value
- Click your Eftpos payment type to initiate the transaction, this will launch the payment popup box in refund mode
- The text above your amount should read 'Amount refund' and the amount should be negative
- If you generally allow cashout with purchases you will notice the Cashout facility is locked out for this type of transaction
- If you need to make any amendments to the sale prior to returning payment click Cancel at this point and make the amendments then click on your Eftpos button in POS once again, otherwise click Process
- You will initially receive a prompt asking you for the merchant password:
Your merchant password will be supplied by your Eftpos provider. If you do not know your password you will need to contact them directly. IBIS is unable to tell you what this password is. - The next prompt will appear asking you to swipe the customer card:
- Once swiped/inserted/tapped you will get a further prompt for the customer to enter their PIN:
- At this point you should get the following receipt printout requesting a signature from the customer:
- A prompt will appear to ask if the signature was OK:
- Click Yes if the signature was accepted, the final popup you will get lets you know that the transaction was accepted:
- You'll then be returned to POS, you should see your transaction balance to $0.00
- As with a purchase, you will now see an Eftpos reference number associated with that transaction
- As the merchant, you should retain the signed receipt. The following Customer Copy will be printed once the transaction is complete:
- Note the receipt states that it was a Refund transaction, the amount of the refund and that the refund was approved.
- If the signature the customer provides does not match that on the card, you will select No to the Signature OK prompt and be presented with the following box:
- Once OK is clicked on the popup, or the popup times out and disappears, you will be returned to your Point of Sale with the active refund still in Adding Items status. From here you can either reprocess the transaction or alternatively void the transaction to continue.
Processing a purchase with a cashout transaction
- To process cashout on Eftpos you will need to ensure your system setting 'Allow cashout on Eftpos' is set to true prior to opening POS
- Ensure all the items for the sale are taken through to Point of Sale
- Start the integrated Eftpos transaction in the usual way
- You should see your transaction total in the Amount payment box
- Enter the amount of cash the customer requires in the Amount cashout field:
- Click on Process, the total you should see on the Eftpos machine should equal the sum of the Amount payment and the Amount cashout ($119.00 in the above case)
- You will initially be presented with the following prompt:
Note that although similar to previous instances of this 'Awaiting Card' prompt, in this case, the option to enter the card manually is disabled/greyed out for security. You will also notice that the card will need to be inserted or swiped in the Eftpos machine. You will not be able to use paywave for this type of transaction. - The customer will now need to enter their account type:
- And then their PIN:
- And then when successful will be prompted with the following success popup:
- Once successful you will be returned to Point of Sale which should now show the breakdown of the transaction including the Eftpos references
Note that in the above image Point of Sale has broken down the transaction into the following- The Eftpos purchase of $99.00
- The Eftpos cash out charge of $20.00
- The amount of cash to return to the customer ($20.00)
- You will also get a receipt similar to the following:
Note that the TOTAL in the above example is the total charged to the customer card - If the customer selects an incorrect account type or enters the wrong PIN, you will get the following popup:
- This will be followed by a receipt similar to the following:
- This receipt can be given to your customer to reassure them that nothing has been debited from their account
Processing a cashout only transaction
If you regularly allow cashout only (i.e. if you allow customers to take cash out via your Eftpos machine without making a purchase) you can do so by following these steps:
- Firstly, you must ensure that you have a non-stock retail item set up with a price of $0.00 in the system called 'Eftpos Cash out' or similar
- Begin the sale by adding your 'Eftpos Cash out' item to the sale
- Click on your Eftpos payment button to start the transaction
- Enter the amount of cash out the customer requires into the Amount cashout field (the Amount payment should be left blank)
- Click process to send the amount to the Eftpos terminal
- You will then go through the following process on your Eftpos terminal
Again you will note that the Manual option is not selectable and you will be prompted to swipe or insert card - paywave is not valid for this type of transaction - Once the card is swiped/inserted:
- Once the correct account is selected:
- Then finally when the correct PIN is entered:
- Once the transaction is successful you will be returned to IBIS and the POS screen will look similar to the following
Note that the screen shows the Eftpos transaction with reference number and Cashout of $10, and a further line detailing the amount the customer is to receive. - You will also get a receipt printout similar to the following
Processing a manual transaction
If you find you need to enter a card manually, e.g. you are taking credit card payment over the phone, you can take the following steps:
- Enter the booking/ticket/retail item into IBIS as normal
- Select your Eftpos payment type
- Confirm the amount of the transaction and select Process
- When you get the following message, click 'Manual':
- You will then get a further popup:
This is directing you to enter the type of manual transaction on the pin pad. You will be asked to select from the following:- Telephone Order
- Mail Order
- Recurring
- In most cases, you will select Telephone Order
- You will then be prompted to enter the card number, expiry date and CVC:
- Enter the details as requested and hit the green enter key to complete the transaction
Transaction timeouts
If you have already clicked Process to start the Eftpos transaction, the total amount to debit has been sent to the Eftpos machine and the customer changes their mind about the payment type or even the purchase, you will need to cancel the transaction to be able to revert to POS and update the transaction. While waiting for the card to be swiped you will see the following box appear:
Click Cancel to cancel the transaction if necessary. If the screen is just left it will timeout after 30 seconds. In both scenarios you will see the following popup:
You will then be reverted to Point of Sale where you will be able to either reprocess the transaction with a different payment type or void the transaction.
What happens when a signature is required
Sometimes you may perform a transaction that requires a signature to validate. You may also select to accept a signature via the terminal instead of a PIN (you can instigate this when a card is either inserted or swiped, a prompt on the machine will request 'PIN or Enter' - selecting Enter will take you to the signature facility). On these occasions you will get a receipt printed prompting you for the customer signature as below:
This will be accompanied by an on-screen prompt:
If the customer signatures don't match, click No and you will be returned to Point of Sale. Otherwise, click Yes and you will get the following receipt:
What happens if a transaction is declined
If a transaction is declined you will see a popup similar to the below:
Clicking OK will take you back to your Point of Sale to deal with the transaction. You will also get the following receipt printed to indicate the transaction was declined:
What happens when the connection fails
Once in a while, you may find yourself in a situation where the transaction doesn't make it back to IBIS immediately due to a power or internet failure. In these instances, Point of Sale should recover the Eftpos transaction for you
- You have started a sale and swiped the customer card to charge
- Something happens which breaks the connection between the terminal and IBIS (power outage, Internet blip etc)
- The terminal says 'accepted' but nothing comes back to IBIS, the Eftpos message hangs
- You will then get the following message:
- At this point, if IBIS is still open you should try resetting your EFTPOS machine (pull the plug and then restart). If the transaction can be recovered you will get the following message when the Eftpos machine fully restarts:
- Click OK on this box and you will be returned to your Point of Sale with a completed transaction.
- If you click Abort on the above prompt, you will be presented with the following warning:
- Clicking No on this message will return you to the 'Checking Status' box above. If the Eftpos terminal can be recovered you take this option, otherwise, click Yes to full abort the recovery. You will then see this box:
- Clicking OK here will return you to the Point of Sale to deal with the transaction. It is important at this point to ascertain the status of the payment. You should have the ENZ application running in your system tray in the bottom right corner of your computer. The application, if operating normally, will be a white 'E' within a green circle (in the below example is it surrounded by an orange circle):
- If your ENZ icon is any colour other than green (purple or red generally) this may mean that your Eftpos terminal or software has an issue. If this is the case you should contact your Eftpos provider, IBIS cannot help diagnose these faults.
- If the icon is green, right mouse click on it and then select Show Application to bring up your ENZ dashboard. If you click on the menu item labelled 'Journal', you should see a screen similar to the below:
This screen instantly shows you successful and unsuccessful EFTPOS transactions. From this journal, you should be able to ascertain the status of the transaction that just occurred. If there is any doubt please contact your Eftpos provider to ask if the transaction was successful or not prior to continuing.
Eftpos functions in Point of Sale
There are a few functions you can perform on your Eftpos machine via your Point of Sale:
Eftpos Logon:
Selecting this option in your Point of Sale will initiate a logon to your Eftpos machine. This can be beneficial if your Eftpos machine doesn't initialise when you first log in to IBIS, or if for some reason the connection is dropped during the day. Once you select this option you will see a box popup with the caption Logon. As soon as the logon is complete the popup will change to say accepted, and you will get a small printout saying the logon has been completed:
Eftpos Settlement Enquiry:
This function can be used at the end of the day for reconciliation. Once you select this function you will be prompted to enter a date you wish to run this enquiry for:
The date will default to the current date, so if you wanted to run for a different date you would need to change it to the date required. Once you click OK, the receipt printer will print out a report for the days takings similar to the following image:
Eftpos Cutover:
The Eftpos cutover can normally only be done once per day and should be used at the end of the day once you have reconciled all your payments in IBIS and are happy they are all accounted for. Selecting the cutover should normally be done in conjunction with the IBIS Z - Off report. You will get a receipt printed similar to the enquiry, the major difference would be the last line which will read:
You'll also get the following popup:
Reprint Last Receipt:
Selecting this function will simply reprint the Eftpos receipt for the last sale taken.
Troubleshooting and FAQ's
How do I know my Eftpos machine is connected when I begin a transaction?
As soon as you initiate the transaction you will see the Eftpos popup appear. Along the top of this popup box is the Eftpos system you are connected to:
If your Eftpos is not connected or integrated you will see the following:
If you see the screen with 'External' you will need to check a few things:
- Your Eftpos machine has power
- Your Eftpos machine is active, connected and in a ready state (note that any issues with the Eftpos machine itself will need to be directed to the hardware supplier, IBIS is not able to assist in these circumstances)
- Your local settings are set to the correct integrated Eftpos settings
You can attempt a manual login via the Eftpos function listed above. If this doesn't work, try logging out and back in to IBIS once your local settings are correct.
I made an integrated Eftpos transaction, but nothing happened to IBIS
The most common cause of this is the POS transaction not balancing fully. The first thing to do is check your Point of Sale to see if the Eftpos transaction has connected to the sale. If your Point of Sale screen is still open you can perform a visual check immediately, otherwise, you may need to use the Find Old Sale screen to locate your sale and bring it to POS again.
When you have your Point of Sale screen open in front of you, attempt to locate the Eftpos transaction reference number. It will appear similar to below:
If this is the case you may have a rounding or balancing error in your Point of Sale screen. Firstly check that the balance of the transaction is $0.00. If the balance is not $0.00 it could mean there are further payments to be taken. Depending on the situation there are a few scenarios you could follow here:
If you are intentionally only taking part payment against a ticket which is resulting in the unbalanced sale you will need to amend the overall value of the sale so it balances at $0.00. Example:
You have booked a skydive ticket for two people at a total cost of $700 and taken this to Point of Sale. Only one person is paying now, the other will be coming in later and paying their share. You put through a payment of $350 for the first person. The Eftpos transaction registers against the transaction in Point of Sale and leaves a total balance outstanding of $350. The first $350 has not yet been registered against the ticket. To get around this you will need to change the overall price of the ticket in Point of Sale to $350. You can do this by ensuring the line you wish to edit in POS is highlighted and has ** next to the item name (indicates the price is editable). Ensure the cursor is flashing in the white box in the upper left corner of the POS screen (bordered by a red line in the picture above) Enter an amount to match the payment already taken (in this case $350) and hit enter. This will change the overall ticket price to $350 IN POS ONLY - the ticket will retain the total value of $700. Ensure now the Point of Sale shows a total of $0.00 outstanding Process a $0 cash transaction to complete the sale. You should then be reverted back to your ticket which shows an amount of $350 still outstanding
If you have the Point of Sale screen up and the total balances $0.00, simply process a $0.00 cash transaction against the sale which should then complete the transaction and print the receipts. If you are still unsure as to whether the payment has gone through successfully or not please consult your Eftpos software or provider in the first instance who should be able to tell you if the transaction was successful or not.
I'm getting too many Eftpos receipts printing after a sale
Check the Global/System settings and ensure 'Duplicate Eftpos receipt' is unticked/set to false.
I'm not getting enough Eftpos receipts printing after a sale
Check the Global/System setting and ensure 'Duplicate Eftpos receipt' is ticked/set to true
I don't have any of the Eftpos functions on my Point of Sale
Check out this article on how to add buttons
My Eftpos button doesn't send the amount down to the Eftpos machine - it just produces a popup asking for the payment amount
Open up your payment types screen and ensure that the payment type of Eftpos has the behaviour of Eftpos. It's the Eftpos behaviour that tells the Point of Sale screen to send the details to the Eftpos machine connected
All my Eftpos transactions are registered in Point of Sale as Eftpos, but I am sure there are Visa, MasterCard, Amex and other card types used?
The integrated Eftpos system relies on being able to match the payment type used with a payment type in your system. If all of your transactions are showing in Point of Sale as Eftpos you may need to set up payment types for each of the credit card types. You don't need to add them as buttons. You can find more details on how to add payment types. They need to be set up with a behaviour type of Eftpos. Note that if you already have some manual credit card payment types set up and in use, you will need to add further options to the menu.
I put an integrated Eftpos transaction through and it's registered against my sale, however, I made a mistake with the sale and now I can't void it
Once an integrated Eftpos transaction is allocated to a transaction on your POS you will not be able to void this sale. This is a security feature to ensure the transactional referencing is preserved - if the sale was voided the Eftpos reference would be completely lost. There are a few ways of dealing with this depending on the situation. Choose the one that bests suits your situation from the below, and if none of the scenarios matches your situation please get in touch with our helpdesk
- Option 1: Reduce the amount of the sale to the current amount already processed so the sale balances to $0 then process a $0 cash transaction against the sale to complete it. This can be done in the following ways:
- If there is a ticket or booking involved in the transaction you will see the item in POS is followed by **. Reduce the price of this ticket to make the overall sale balance to $0 by typing the new value in the box at the top left of the POS screen. For example:
Sale consists of a $700 ticket and $58 retail
$250 transaction has been processed against integrated Eftpos leaving $508 outstanding
Highlight ticket, then type $192 in the box in the top left corner and hit enter
This changes the ticket to $192, plus the $58 retail = $250
Now overall outstanding balance = $0
Process $0 cash to complete the transaction and return to Ticketing
Note that you will need to reverse/refund the sale - If you have the setting 'Allow add in pay made' you may be able to reduce the retail items in the sale to make the overall sale balance $0, you would then need to process a $0 cash transaction as above. For example:
Sale consists of 2 Retail Items for $40 total
$20 integrated Eftpos transaction is processed against the sale
Customer only wants 1 of the sold item
Using the - key reduce the amount of retail items to 1 and process $0 against the sale
- If there is a ticket or booking involved in the transaction you will see the item in POS is followed by **. Reduce the price of this ticket to make the overall sale balance to $0 by typing the new value in the box at the top left of the POS screen. For example:
- Option 2: Process the remainder of the transaction as cash to complete the sale, then cancel the ticket/return the retail items and split the refund amount so the correct amount is returned to the customer on their card and the remainder is processed as cash