Processing an Offline Transaction

If the "Connection Failed" message displays when you attempt to authorize a payment, Millennium is unable to establish an Internet connection to Element's payment processing gateway.  In this situation, you need to call Element and process an offline transaction.

There are two ways to process an offline transaction.

Method 1

Call Element and obtain an offline approval code so that you can process an offline transaction through Millennium.  Once you re-establish your Internet connection, you can send the offline transaction to Element for completion.

Important:  You cannot use this method if you selected the Do Not Store Credit Card Numbers in Millennium option on the Business Information window.  When you select this option and the "Connection Failed" message displays, you cannot accept card payments until you re-establish your Internet connection.

• Pre-Authorization Tipping

  If you are reading this guide because the "Connection Failed" message displays after attempting to authorize a payment, click OK and start at Step 7.

  1. Click on the toolbar.

  The Register displays.

  2. In the Paying Client field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  The client's details display.

  3. Enter the item(s) the client wants to purchase and click Sale.

  The Payment Types window displays.

  4. Click Process Credit Card.

  The Credit Card Authorization window displays.

  5. Ask the client if they want to apply a tip or present the tip receipt to the client, then type the tip in the Tip Amount field.

  6. Complete the following to enter the client's card details:

  • Credit card = Click Use Card on File, swipe the client's card, or type the card details.

  • Debit card = Swipe the client's card.  If you allow cash back, ask the client if they want to get cash back and type the desired amount in the Cash Back field.

  Important:  If you type a debit card number, Element will decline the payment.

  7. Call Element to obtain an offline approval code for the transaction.

  8. Select Off-Line, type the offline approval code you received, and click Authorize.

  Important:  If the client is paying with a debit card, ask the client to type their PIN on the PIN pad.

  The "Charge was approved" message displays.

  9. Click OK.

  The Charge/Credit Receipt window displays.

  10. Complete the following:

  1. Click Merchant Copy and click Print to print the payment authorization receipt.  Present the receipt to the client so that they can authorize the payment.

  2. If the client wants a copy of the payment authorization receipt, click Client Copy and click Print.

  11. Click Close.

  The cash drawer opens and the Change Due window displays.  If the client opted to get cash back on the transaction, give the client their cash back.

  12. Click Apply Tips.

  The Employee Tips window displays with the employee(s) that serviced the client(s) highlighted in red.

  13. Apply the tips to the service provider(s) by making an entry in the Tip field(s) next to their name, then click Ok.

  The Change Due window displays.

  14. Click Ok.

  15. Repeat Steps 1-14 to process additional offline transactions as necessary.

  16. Once you re-establish your Internet connection, restart Millennium, and log in again.

  The Process Offline Transaction message displays to indicate the number of offline transactions you need to send to Element for completion.

  17. Click Yes.

   

• Restaurant Style Tipping

  If you are reading this guide because the "Connection Failed" message displays after attempting to authorize a payment, click OK and start at Step 6.

  1. Click on the toolbar.

  The Register displays.

  2. In the Paying Client field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  The client's details display.

  3. Enter the item(s) the client wants to purchase and click Sale.

  The Payment Types window displays.

  4. Click Process Credit Card.

  The Credit Card Authorization window displays.

  5. Complete the following to enter the client's card details:

  • Credit card = Click Use Card on File, swipe the client's card, or type the card details.

  • Debit card = Swipe the client's card.  If you allow cash back, ask the client if they want to get cash back and type the desired amount in the Cash Back field.

  Important:  If you type a debit card number, Element will decline the payment.

  6. Call Element to obtain an offline approval code for the transaction.

  7. Select Off-Line, type the offline approval code you received, and click Authorize.

  Important:  If the client is paying with a debit card, ask the client to type their PIN on the PIN pad.

  The "Charge was approved" message displays.

  8. Click OK.

  The Charge/Credit Receipt window displays.

  9. Complete the following:

  1. Click Merchant Copy and click Print to print the payment authorization receipt.  Present the receipt to the client so that they can authorize the payment.

  2. If the client wants a copy of the payment authorization receipt for their records, click Client Copy and click Print.

  10. Click Close.

  The Tip Amounts window displays.

  11. Type the tip and click Ok.

  The cash drawer opens and the Change Due window displays.  If the client opted to get cash back on the transaction, give the client their cash back.

  12. Click Apply Tips.

  The Employee Tips window displays with the employee(s) that serviced the client(s) highlighted in red.

  13. Apply the tips to the service provider(s) by making an entry in the Tip field(s) next to their name, then click Ok.

  The Change Due window displays.

  14. Click Ok.

  15. Repeat Steps 1-14 to process additional offline transactions as necessary.

  16. Once you re-establish your Internet connection, restart Millennium, and log in again.

  The Process Offline Transaction message displays to indicate the number of offline transactions you need to send to Element for completion.

  17. Click Yes.

   

Method 2

Call Element and get them to process the card payment for you.  Element will provide you with an approval code.  You can then process a transaction through Millennium using a specially created payment type and enter the approval code in the transaction notes.

Important:  If you choose this method, you do not need to do anything once you re-establish your Internet connection.  However, you will need to run reports in the Element Core Management System to track the card payments that Element processed for you.

• Instructions

  1. Select Data > Credit Cards/Payment Types.

  The Credit Cards & Payment Types window displays.

  2. Click New.

  3. Complete the following:

  1. In the Payment Type field, type "Offline Credit Card".

  2. In the Abbreviation field, type "OCC".

  4. Click Save.

  5. Click on the toolbar.

  The Register displays.

  6. In the Paying Client field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  The client's details display.

  7. Enter the item(s) the client wants to purchase.
  8. Call Element to process a payment for the balance due.
  9. Record the approval code for the payment.
  10. Move back to Millennium and click Sale.

  The Payment Types window displays.

  11. Complete the following:

  1. Click next to Offline Credit Card.

  2. In the Enter Offline Credit Card Notes Here field, type the approval code.

  3. In the Amount field next to Offline Credit Card, type the balance due.

  12. Click Ok.
  13. Repeat Steps 5-12 to process additional offline transactions as necessary.

   

related links

Configuring the Credit Card Processing Interface