3Delta Systems

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How to create a transaction template

A transaction template can be created ahead of time and shared with other transaction processing users. You can add as much or as little information to your transaction template as you desire.  You can fill in any blank fields from the template while using it on the Process Transaction screen. 

Step 1: Click on the EC-Zone > Create Templates option from the EC-Navigator menu on the left side of the screen.  You will be directed to the Create Transaction Templates screen, which looks very much like the Process Transaction screen.

Step 2: If applicable, select the appropriate Merchant and Location from the drop-down in the Location Selection section.

Step 3: In the Template Information section, enter a unique identifying Template Name for the new template. A Template Name is required to store a transaction template.

Step 4: If desired, check the Share Template box to make this template available to other users who can process transactions under the same location. If the Share Template box is left unchecked, the template will only be available to the Template Owner.

Step 5: If you would like to save credit card data with your template, you can search for a previously stored credit card in the Search Stored Cards section (or ‘Search CardVault’ section for accounts using our integrated CardVault® application).  Please note that only previously stored credit card data can be entered into a transaction template.

If you do not wish to store credit card data with your transaction template, you may skip this step.

You can search for a stored credit card record in one of the following ways:

  • Using the ‘Search Stored Cards’ button:

Please note that for accounts using our integrated CardVault application, the button will show as ‘Search CardVault’. 

    1. Click on the ‘Search Stored Cards’ button. The Credit Card Selection dialog box will display
    2. If desired, use the Filter Criteria section to locate the stored credit card record.
    3. Choose the ‘Select’ link to the left of the appropriate credit card. You will be navigated back to the Process Transaction tab and the stored credit card data will be populated on the page.
  • Using the ‘Friendly Name’ or ‘Name on Card fields’:
    1. Begin typing the friendly name or name on card value associated with the desired card into the appropriate field. As you type, available stored cards that match what is being entered will appear in a drop-down.
    2. From the drop-down, select the appropriate stored card. Once selected, the page will populate with the stored card data.

Once you have selected a stored credit card record, the Template Credit Card Information and the Template Cardholder Information sections will automatically populate with read-only stored card data.

Step 6: If desired, select the appropriate transaction type from the drop down menu in the Template Transaction Type section.

There are four possible options which determine the type of transaction that will be submitted when the template is selected for transaction processing:

  • Authorize and Capture - Attempt to authorize the transaction and, if successful, immediately capture it for settlement.
  • Authorize Only - Attempt to authorize the transaction. If successful, this option requires that the transaction be captured manually at a later time in order for settlement to occur.
  • Force - Force a transaction to be captured for settlement without electronically authorizing first. This option requires that you first obtain an offline authorization and manually input a valid authorization code for the transaction.
  • Card Account Verification - Perform a card validation transaction to ensure that a card account is valid.

Step 7: If you did not select a stored credit card for this template, you can still enter the optional card holder information into the Template Cardholder Information section. 

Please note that if you are attempting to qualify for the best possible interchange rate, your transactions should contain a Postal Code.

The following fields are available:

  • First Name - The first name of the cardholder.
  • Last Name - The last name of the cardholder.
  • Title - The title of the cardholder at their organization.
  • Email - The email address of the cardholder. If entered, an electronic copy of the receipt will be emailed to this address when the transaction is submitted.
  • Address Line 1 - The primary street billing address of the card.  Used for Address Verification (AVS).
  • Address Line 2 - The secondary street address information (optional).
  • City - The City associated with the billing address of the card.
  • Country - Select the country of the cardholder from the drop-down.
  • State - Select the state or province of the cardholder from the drop-down.
  • Postal Code - The postal code associated with the billing address of the card. Enter the ZIP Code for U.S. cardholders in this field. Maximum of 9 characters. This field should be populated in order for Address Verification to be performed to help maximize Level-3 cost savings on interchange.

Step 8: If desired, add one or more line items in the Template Line Item Detail section.

You can enter a line item to your transaction in one of the following ways:

  • Use the ‘Select Line Item’ button to select a previously stored product.
    1. Click on the ‘Select Line Item’ button. The Product Selection dialogue box will open containing the previously stored products available on your account.
    2. Use the Filter Criteria section to search for the desired product.
    3. Click the ‘Select’ link for the product that you wish to use. The details of that product will populate on the Process Transaction screen.
  • Use the ‘Product Code’ type-ahead field to select a previously stored product.
    1. Place your cursor in the white field labeled ‘Product Code’.
    2. Begin typing the product code of the desired product. As you type, available products that match what is being entered will appear in a drop-down.
    3. From the drop-down, select the appropriate product code. Once selected, the page will populate with the stored product data.
    4. Hover your mouse over the Actions radial button and select ‘Add’ to add the line item to the transaction.
  • Enter each of the required line item fields manually.
    1. Enter the appropriate information into each of the following fields:
      • Product Code – an internal designation used to quickly identify and locate a product. To achieve the best possible interchange qualification, this field should not be populated with all “0s”.
      • Description – a textual description of the product or service
      • QTY – the quantity of this product or service being purchased
      • AMT – the unit cost of the product or service
      • EXT AMT – the extended amount of the line item. This field will automatically populate with the total of the QTY multiplied by the AMT.
      • UOM Code – the Unit of Measure code. This code should be two alpha-numeric characters.  We recommend entering “EA” to achieve the best possible interchange qualification.  You can enter a value directly into the field or select from a comprehensive list by hovering over the Actions Radial button and selecting the “Select UOM” option.
      • CMDTY Code – the Commodity Code. To achieve the best possible interchange qualification, this code should be at least 4 digits and should not begin with “0”.  You can enter a value directly into the field or select from a comprehensive list of UNSPSC codes by hovering over the Actions Radial button and selecting the “Select CMDTY Code” option.
    2. Hover your mouse over the Actions Radial button and select ‘Add’ to add the line item to the template.

Once you have entered your first line item, you can enter additional line items to your template by selecting the ‘Add Line Item’ button.

Step 9: If desired, enter any relevant tracking information in the Template Tracking Information section.

Please note that if you are attempting to qualify for the best possible interchange rate, your transactions should contain a Customer Ref Value.

The following fields are available:

  • Customer Ref Value - A merchant defined field, often filled with a purchase agreement number, sales order number or some other important tracking data.  It is also the most likely field to be transmitted to the cardholder.
  • User Defined Fields 1, 2 and 3 - Internal tracking fields for merchant use. Any relevant tracking or reconciliation data may be entered.
  • Ship From Postal Code - If a merchant ships product, the postal code from which the product was shipped. This field will be populated based on the address on file for the Location.
  • Shipping Company - If a merchant ships product, the shipping company used.
  • Tracking Number - If a merchant ships product, the tracking number associated with the shipment can be entered during transaction processing.
  • Notes - An optional field for the convenience of the merchant. The Notes are displayed on the transaction receipt and are stored with the transaction history.

Please note that you cannot add the Order Number, Invoice Number or Invoice Date to a template.  These values must be added when the template is used to run a transaction.

Step 10: If desired, enter any of the following information in the Template Transaction Totals section:

  • Net Amount - The net amount of the transaction. This value will automatically populate with the combined total amount of any line items that have been added to the transaction.
  • Sales Tax - The sales tax, if any, associated with the transaction. Enter a percentage or manually enter the sales tax amount.
  • Freight Amount - The freight charge, if any, associated with the transaction.
  • Freight Tax - The tax, if any, applied to the freight charge. Enter a percentage or manually enter the freight tax amount.
  • Duty Amount - The duty charge, if any, associated with the transaction.

Step 11: Click on the ‘Create Template’ button at the bottom of the Template Transaction Totals section to save the template for future use. 

Note: Clicking on the Create Template button stores the transaction template but does not submit it for processing. To process a transaction using a stored transaction template, navigate to the EC-Zone®Credit Card Processing menu option, retrieve, update and submit the transaction.  For additional information on processing transactions, please see How to create a new transaction.

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