IBIS Technology

Nitro by Skyzer is a fully integrated payment solution that allows businesses to process EFTPOS transactions directly within Ibis.

This document is intended for reference and guidance only.

If there is any doubt about whether an EFTPOS transaction was completed successfully, please consult your EFTPOS manual, review recent transactions in your EFTPOS software (if applicable), or contact your EFTPOS provider for confirmation.

TABLE OF CONTENTS

• Set up Skyzer
• Configuring payment types
• Logging on to IBIS
• Processing a transaction with a PIN
• Processing a transaction with a signature
• Declining a signature
• Cancelling a transaction
• Declined transactions
• Processing a purchase with a cashout transaction
• Processing a cashout only transaction
• Processing a refund
• Processing a manual PAN (card not present) transaction
• EFTPOS menu functions
• What happens when the connection fails?
• Troubleshooting/FAQ

Set up Skyzer

Once your EFTPOS hardware is installed according to your provider’s instructions, you need to update your IBIS settings to connect to the new machine. 

Note: Must be using application version 25.4.7 or higher to use Skyzer

We are unable to assist with installing the EFTPOS software itself. Please refer to your EFTPOS provider’s manual or contact them directly if you need help.

Important: 
Settings are configured at a computer level, so you must update each computer individually. 

1. Log into IBIS and locate your Machine Settings screen under the System menu. 
2. Ensure you have your receipt printer and cash drawer set correctly - the receipt printer will be used to print your Eftpos receipts.
3. Ensure your till name does not exceed 8 characters - change the till name in the Devices screen if required.
4. Locate the Eftpos provider setting, and select Skyzer from the list.
   
5. Enter your terminal IP address: 127.0.0.1:2011 
6. Click Save and then close
7. Log out of IBIS and log back in to establish the connection. 
8. The POS screen will open automatically and the efpos machine will logon.
   
   

Configuring payment types

For your end-of-day Reconciliation report to match your EFTPOS reconciliation, the PayCodes must be set up according to the list below. To configure the Payment Types, go to Point of Sale → Payment Types.

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:

Note: If there are any offline transactions to upload, they will be uploaded at this stage. Offline transactions are transactions that have been completed between POS and your EFTPOS terminal while your EFTPOS terminal has been unable to connect to the internet.  As IBIS requires an internet connection to operate, in most cases, you won't find any offline transactions that have taken place.  

You may also find your EFTPOS machine applies any required software updates at this stage.

When completed, the alerts will disappear and you will be returned to your Point of Sale screen to begin transacting.

Processing a transaction with a PIN

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, you can use these links to learn how to set up payment types and add buttons to Point of sale.  

To process a transaction, take the following steps:

1. Once you have the sale in your POS screen, click on your EFTPOS button
2. 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
   
   
3. The Amount payment box should automatically fill in with the sale total.
4. 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.
5. If you don't need to amend, click Process, and the total will be sent to your EFTPOS machine
   

At this point, you will be prompted to swipe, enter or tap the customer card, then follow the instructions on the machine to process the sale - the steps should show as follows:

1. The first prompt you get will be to request that the card be presented:

2. The card will be read, and the account will be requested:

3. Once the account has been selected, there will be a prompt requesting the PIN:

4. While the EFTPOS machine processes the transaction, you will see the following:

5. If the PIN is entered correctly, you will see this final popup letting you know the transaction was approved:

6. 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:

7. 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 a transaction with a signature

You may find yourself in a situation where you need to accept a transaction with a signature rather than a PIN.  In some cases, a card might automatically prompt for a signature; in others, you may need to initiate a signature receipt yourself.  If you need to take a signature instead of a PIN, follow the above steps until you get to the point where you get the popup saying 'Awaiting PIN'. At this point, you will see a prompt on the machine asking 'PIN or Enter'. Just press the Enter button and you will get the following prompt:

You should also notice that your printer will print an EFTPOS receipt similar to the following, leaving a blank space at the bottom for a customer signature:

This is your copy of the receipt (stating Merchant Copy at the bottom), and the one you should get the customer to sign. Check that the signature matches the signature on the back of their credit card and click Yes on the prompt above to indicate the signature is valid. You will then receive the following information box letting you know that you accepted the signature:

You will then be returned to POS, where you will see your transaction completed with the reference number correlating to that on the EFTPOS receipt.  You will also get a further receipt printed out identical to the above, however, this one will say 'Customer Copy' at the bottom. It is this one you should give to the customer if required, retaining the signed copy for yourself.

Declining a signature

If the signature does not match the back of the customer card, you will need to decline the transaction. To do this, when you get the prompt on your screen asking 'Signature Accepted', click No. The EFTPOS terminal should display 'Declined' or a similar message on the screen, and you will get the following popup:

You can then click on OK to dismiss this message.  You will get the following receipts printed - one Customer Copy and one Merchant Copy:

Provide the customer with the customer copy and retain the Merchant for your records. You will be returned to your Point of Sale screen with an incomplete transaction and the payment box still open.

At this point, you can click on Process to begin a further integrated EFTPOS transaction using a different card or click Cancel to return to POS and process a different payment type or void the transaction.

Cancelling a transaction

Once you have started a transaction, you can cancel at any time before the PIN is entered/receipt is signed and return to the Point of Sale to either amend or void the current transaction. This section details how to cancel the transaction at the various stages of transaction processing:

1. Before the amount being sent to EFTPOS for processing:
   Click the Cancel box in the lower right corner
   
2. Once sent to the EFTPOS terminal for processing:
   Awaiting Card, Awaiting Account, Awaiting PIN - in each of these cases, you can abandon the transaction by clicking the 'Cancel' button.
   You will then receive a message saying 'Trans cancelled' letting you know the transaction has been cancelled:
   You'll then be returned to the IBIS Payment Processing popup, which you can then cancel to return to POS, or process again if necessary:
   Note: Once a PIN has been entered into the terminal, a transaction can no longer be cancelled.

Declined transactions

Transactions can be declined for a variety of reasons, for example, if the customer selects the wrong account, enters an incorrect PIN, or has insufficient funds on the card. In these cases, the transactions will return to POS as declined and print out a receipt to let you and the customer know that no funds have been taken from their account. This section details a typical scenario with the steps you will see during the process.

1. In most cases, you will be processing a sale as detailed in the sections above describing how to process an EFTPOS transaction with a PIN or signature. When the transaction declines, you will receive a pop-up message from the Nitro interface detailing why the transaction declined.
2. At this point, you have multiple options:
   1. Click Process again to allow the customer to try and reenter their details
   2. Click Cancel to return to POS and try a different payment type
   3. Click Cancel to return to POS and void the transaction if the customer can't pay
3. You will receive 2 EFTPOS receipts from your thermal printer if you have one set up.  One will be a customer copy, and one will be a merchant copy.

Processing a purchase with a cashout transaction

1. To process a cashout on EFTPOS you will need to ensure your system setting 'Allow cashout on EFTPOS' is set to true before opening POS
2. Ensure all the items for the sale are taken through to Point of Sale
3. Start the integrated EFTPOS transaction in the usual way
4. You should see your transaction total in the Amount payment box
5. Enter the amount of cash the customer requires in the Amount cashout field:
   Note that when entering cashout amounts, the amount must be in multiples of 10c. If you enter an amount that is not a multiple of 10c and attempt to process, you will receive the following message:
   
   
   
   At this point, IBIS will either round the cashout amount up or down according to the Swedish rounding system.
   
   
6. Click on Process, the total you should see on the EFTPOS machine should equal the sum of the Amount payment and the Amount cashout ($30.00 in the above case)
7. Complete the transaction as per above for a standard transaction.
8. Once successful, you will be returned to the 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 $10.00
   • The EFTPOS cash out charge of $20.00
   • The amount of cash to return to the customer ($20.00)
     
     
9. You will also get a receipt similar to the following:
   Note: the TOTAL in the above example is the total charged to the customer card.
   
   
10. If the customer selects an incorrect account type or enters the wrong PIN, you will get an 'Invalid Transaction' error.

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:

1. 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
2. Begin the sale by adding your 'EFTPOS Cash out' item to the sale
3. Click on your EFTPOS payment button to start the transaction. A pop-up appears, select 'Add Payment'. 

   
   

   
   
4. Enter the amount of cash out the customer requires into the Amount cashout field (the Amount payment should be left blank)
   
5. Click process to send the amount to the EFTPOS terminal and process as normal. 
6. Once the transaction is successful, you will be returned to IBIS, and the POS screen will look similar to the following:
   Note: The screen shows the EFTPOS transaction with reference number and Cashout of $20, and a further line detailing the amount the customer is to receive
7. You will also get a customer and merchant copy of the receipt printout.
8. In the case of a customer entering an incorrect account or PIN, you will go through a similar process as in the section above, where you will see a popup stating the Transaction or PIN was invalid. At this point, you will be returned to POS to continue, and there will be 2 receipts printed out (one customer and one merchant copy), both stating the outcome of the transaction.

Processing a refund

1. 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
2. Click your EFTPOS payment type to initiate the transaction, which will launch the payment popup box in refund mode
3. The text above your amount should read 'Amount refund', and the amount should be negative
4. If you generally allow cashout with purchases, you will notice the Cashout facility is locked out for this type of transaction
   
5. If you need to make any amendments to the sale before returning payment, click Cancel at this point and make the amendments, then click on your EFTPOS button in POS once again; otherwise, click Process
6. You will initially receive a prompt asking you to swipe the merchant card:
   
   Note that your merchant card will be supplied by your EFTPOS provider. If you do not have a merchant card, you will need to contact your EFTPOS provider directly. IBIS cannot supply you with one
   
   
7. At this point, you should swipe your merchant card on the EFTPOS terminal. You will then receive the next prompt for the merchant PIN:
   
   Note: If you do not know the merchant PIN, contact your EFTPOS provider. IBIS cannot supply you with this information
   
   
8. Once you enter the merchant PIN, you will be prompted to present the customer card and can complete the transaction.
9. You'll then be returned to POS, you should see your transaction balance as $0.00.
10. As with a purchase, you will now see an EFTPOS reference number associated with that transaction.
    
11. You will also get a Customer and Merchant copy of a receipt printed detailing the refund:
    
    Note: the receipt states that it was a Refund transaction, the amount of the refund and that the refund was accepted.
    
    
12. If a refund is declined for any reason, you will receive a prompt stating the reason for the transaction declining.
    
    
13. You will also receive two copies (one merchant, one customer) of a receipt letting you know the transaction was declined and the reason for it:

Processing a manual PAN (card not present) transaction

A Manual PAN (Card Not Present transaction) is when you put through an EFTPOS transaction by manually typing in the card details, for example, if you are taking credit card payment over the phone or by email.  To process a Manual PAN transaction, you can take the following steps:

1. Enter the booking/ticket/retail item into IBIS as normal
2. Select your EFTPOS payment type
3. Confirm the amount of the transaction and select Process
4. You will first be presented with the usual Present Card prompt.
5. Press Enter and it will ask for the card number on the terminal.
   
   
   
6. Once you have finished typing the number, press the enter on the terminal.
7. The terminal will now prompt you for the expiry date in the format MMYY, and the screen prompt will change to the following:
   
8. At the next stage, you will see the following prompt on screen:
   
9. The EFTPOS machine will prompt you to confirm if there is a CSC present on the card.  The CSC is the 3-digit number printed on the signature strip on the back of the card. If there is a CSC on the card, you would select Yes and continue to enter the CSC as requested. If the CSC isn't present, you will get a list of reasons to select from prior to continuing. Once this stage has been completed, you will be prompted to enter the type of manual transaction from a list presented on your screen. In most cases, you will be selecting 'Single' for a single transaction.
   
   
   
10. Once you have selected from this menu, you will be presented with the usual menu process for processing the transaction, starting with selecting the account. Continue as normal from this point, and when the transaction is complete, you will be presented with two receipts, one for the customer and one for yourself. It is recommended that you retain the customer receipt for collection when they arrive for the activity/turn up to collect their tickets.

EFTPOS menu functions

There are 4 standard functions available through Point of Sale for EFTPOS administration. The following section deals with how to use these functions.

1. Eftpos Logon
   1. The EFTPOS logon should be initiated if POS has lost its link to the EFTPOS machine for some reason
   2. Click on the EFTPOS Logon button that you have set up in your Point of Sale
   3. This will initiate a manual login. If successful, you will get a receipt printed out stating that the login was successful, and you will be able to start using the EFTPOS integration again
   4. 
2. Reprint Receipt
   1. This should be used if you need to reprint a receipt for a client
   2. Click on the Reprint Receipt button that you have set up in your Point of Sale
   3. The latest receipt will print out. 
   4. Note that the receipt at the bottom will display the text *DUPLICATE RECEIPT*
3. EFTPOS Settlement Enquiry - Individual transactions
   1. A settlement enquiry is generally run to see how much has been taken since the last settlement cutover.  You would generally use this function as part of your end-of-day procedures in conjunction with the IBIS X Off to ensure that your EFTPOS terminal and your Point of Sale reconcile
   2. Click on the EFTPOS Enquiry button you have set up on your pos menu. 
   3. You will see the following menu:
      
   4. You can then view all the transactions that have gone through the EFTPOS terminal.
4. EFTPOS Settlement General Enquiry & Cutover
   1. The Settlement Cutover tells your EFTPOS machine that you have reached the end of the day. It commits your transactions for the day, ready for the next day's business.  This is normally used in conjunction with the Z Off function in the IBIS POS menu
   2. Click on the Settlement Cutover button in your Point of Sale. You will then see the following menu:
      
      
   3. You can then select 'Pre Settle' to settle the machine, to preview all transactions. 
   4. Select 'Settle' to fully cutover the eftpos machine. This will automatically print a receipt with your day's takings, which you can use to reconcile against your Z Off, similar to the following:
   5. Further transactions put through on your EFTPOS machine will now be included in your next settlement cutover.

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 most instances, Point of Sale should recover the EFTPOS transaction for you.  This section outlines how recovery can be initiated if required.

If Point of Sale becomes unresponsive or closes before the transaction is completed, however, the transaction has been accepted on the EFTPOS terminal:

1. In this case, you have seen the transaction be accepted on the terminal however, your Point of Sale screen either became unresponsive or closed before the transaction was accepted
2. At this point, you will need to restart IBIS. When IBIS reopens, your Point of Sale will launch immediately, and you will be presented with the Transaction Recovery prompt as below:
   
   
3. Click OK to initiate the attempted recovery
4. You will then be presented with the following screen:
   
5. If the transaction is successfully recovered, you will be presented with the following results screen:
   
   
   
6. At this point, click Continue in the bottom right corner to be returned to Point of Sale. You should then see that your transaction is complete and the payment has connected successfully.

Point of Sale becomes unresponsive or closes before the transaction completing. The transaction was declined on the EFTPOS terminal:

1. In this case, you will see the transaction show as declined on your EFTPOS terminal; however, your Point of Sale screen either became unresponsive or closed before the transaction being accepted
2. At this point, you will need to restart IBIS. When IBIS reopens, your Point of Sale will launch immediately, and you will be presented with the Transaction Recovery prompt as below:
   
   
3. Click OK to initiate the attempted recovery
4. You will then be presented with the following screen:
   
   
   
   
5. You will be presented with the following screen:
   Note: In this case, the red cross indicates an unsuccessful transaction. The failure message (Card or signature was declined) will vary depending on what the initial error was.
   
   
   
   
6. You will then be returned to your Point of Sale screen, where the transaction will be incomplete. At this point, you will need to either process a different payment type (or a different card) or void the transaction if the customer is unable to pay.

Point of Sale becomes unresponsive or closes before the transaction is completed. The EFTPOS terminal also becomes unresponsive, and you are unsure of the outcome of the transaction. You have restarted IBIS, but your terminal still doesn't respond:

1. Once IBIS restarts, your point of sale screen will open, and you will be presented with the following message:
   
   
   
   
2. Click OK to initiate the attempted recovery. You will then be presented with the following screen:
   
   
   
   
3. If your terminal is still offline and IBIS cannot communicate with it, you will then be presented with the following screen:
   
   
   
   
4. At this point, you should be able to access the communication log at C:\ProgramData\Ibis Technology\NxEftpos\Log.txt for more information on the cause of the failure (this may be helpful if you need to contact your Eftpos provider for assistance in diagnosing the fault further)
5. Note that at this point, IBIS is required to try once again to recover the transaction prior to abandoning it.
6. To initiate a further recovery attempt, click Try Again...
7. If your EFTPOS terminal is still unreachable, the following screen will appear with the option to manually fail the transaction:
   
8. Click on the Fail Transaction button, and you will get the following warning:
   
9. This warning is to let you know that if you continue by clicking yes, you will not be able to recover the EFTPOS transaction and link it to your POS transaction after this point.  IBIS will not know the status of your transaction. If you still do not know whether the transaction was processed successfully, you MUST contact your EFTPOS provider to find out. At this stage, IBIS will not be able to tell you the status of the transaction
10. By clicking Yes, you will set the transaction to failed manually and be returned to the Point of Sale screen to continue with the transaction in some other way.

Troubleshooting/FAQ

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 logon 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. E.g. you have booked a skydive ticket for two people at a total cost of $700 and taken this to Point of Sale, but only one person is paying now; the other will be coming in later. 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, and 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 printed 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 pop-up 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 here. They need to be set up with a behaviour type "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 best suits your situation from the ones below, and if none of the scenarios match your situation, please get in touch with our help desk

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:
  The sale consists of a $700 ticket and a $58 retail item
  $250 transaction has been processed against the 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:
  The sale consists of 2 Retail Items for $40 total.
  A $20 integrated EFTPOS transaction is processed against the sale
  The customer only wants 1 of the sold items
  Using the - key reduce the number of retail items to 1 and process $0 against the sales
  
  

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