Credit Card Processing Frequently Asked Questions

Last reviewed: 08/17/2010
Article ID: R11265

The information in this article applies to:

Summary

This article provides answers to frequently asked questions regarding the following subjects:

Frequently Asked Questions

The following is a categorized list of questions frequently asked by users regarding the Tabs3 Credit Card Authorization Module.

Introduction & Getting Started

Why should I accept credit card transactions?
By accepting credit cards, you will offer your clients a convenient way to pay, which will help you get paid faster, reduce write offs, and help you spend less time collecting past due billings.
 
Why should I use Tabs3 to authorize credit cards?
When you authorize a credit card in Tabs3, you will save time and mistakes because you will not need to manually add credit card transactions into Tabs3 that you process some other way. And as a Tabs3 user, you will save money with low, negotiated processing fees from First National Merchant Solutions® (FNMS) – including a discount rate as low as 1.42% or 1.93% depending on the type of transaction. Other fees also apply. You will need to apply for a merchant account from FNMS to receive a specific quote for your firm.
 
What is a merchant account?
Any firm who wants to accept credit card transactions must have a merchant account. A merchant account is a pass through account with a payment processor (FNMS) for processing credit card payments. Once the credit card is processed, funds from your transaction are deposited into any other bank account that you choose.
 
Why did Tabs3 choose First National Merchant Solutions (FNMS)?
We chose FNMS because it is a top 10 payment processor in the United States, with over 50 years of credit card experience. Our relationship with FNMS ensures that all transaction information, for both firm and client, remains safe and secure. Like Tabs3, FNMS has an outstanding local support team (not outsourced), so you can call them with any questions you may have about your merchant account.
 
What fees are charged for credit card processing?
As a Tabs3 user, you are entitled to low, negotiated processing fees from FNMS. For example, FNMS offers discount rates as low as 1.42% for transactions when you physically swipe the card, and as low as 1.93% for transactions when you type in the card information. Other fees also apply. To get a specific quote for your firm, call 1-800-354-3988, send an e-mail to merchantaccount@tabs3.com, or fill out the form found at www.tabs3.com/ccf. And remember, to receive the low, negotiated rate for Tabs3 users, be sure to mention you are a Tabs3 user when you contact FNMS.
 
How do I start authorizing credit cards via Tabs3?
The first step is applying for a merchant account with FNMS. To apply, call 1-800-354-3988, send an e-mail to merchantaccount@tabs3.com, or fill out the form found at www.tabs3.com/ccf. And remember, to receive the low, negotiated rate for Tabs3 users, be sure to mention you are a Tabs3 user when you contact FNMS.
 
Is credit card processing secure?
Using Tabs3 – yes. The Tabs3 Credit Card Authorization Module has been reviewed and accepted by the PCI SSC. As of March 10, 2009, Tabs3 is the only legal billing application listed on the Security Standards Council’s List of Validated Payment Applications. A list of applications accepted by the PCI SSC can be found at: https://www.pcisecuritystandards.org/security_standards/vpa/. The PCI SSC includes American Express, Discover Financial Services, MasterCard Worldwide, and Visa Inc. Tabs3 encrypts and transmits sensitive credit card information to FNMS via a SSL (Secure Socket Layer); however, no sensitive credit card information is actually stored in Tabs3.
 
Even though the Tabs3 Credit Card Authorization Module is fully compliant with the rigorous PCI Data Security Specifications, firms must take additional steps to protect credit card information, such as restricting access to specified Tabs3 functions (such as Tabs3 Customization, Payment Entry, etc.), ensuring all users have unique User IDs and passwords, restricting the number of users who have manager rights, and more. Additionally, firms should also review the credit card processing best practices and implement a training program for all employees who work with credit card information. Detailed information on our implementation guidelines and recommended best practices can be found in Chapter 2 of the Tabs3 Credit Card Authorization Users Guide as well as in KB Article R11248, Credit Card Processing Training Materials.
 
I have an existing merchant account; can I configure Tabs3 to use it?
No, but credit card authorizing in Tabs3 will not force you to change your overall banking relationships. It does require a merchant account with First National Merchant Solutions (FNMS). Once set up, your FNMS account can deposit funds into any other account at any other bank that you designate. Opening a merchant account with FNMS is easy. To open your merchant account with FNMS, call 1-800-354-3988, send an e-mail to merchantaccount@tabs3.com, or fill out the form found at www.tabs3.com/ccf.  And remember, to receive the low, negotiated rate for Tabs3 users, be sure to mention you are a Tabs3 user when you contact FNMS.
 
Which cards can I accept?
When you configure your merchant account in Tabs3, your firm can choose to accept any of the following credit cards: Visa®, MasterCard®, Discover®, American Express®, and Diners Club®.
 
What hardware do I need to be able to accept credit cards?
You do not have to purchase any additional hardware to accept credit card payments; however, Tabs3 is compatible with the Mini Swipe USB reader by MagTek® (part number 21040102 or 21040101). Using a credit card reader is optional, but you may receive slightly lower processing fees from FNMS if you use a swipe reader.
 
Who do I call if I have a question about my merchant account?
Once you have a merchant account, you can call FNMS at 1-800-354-3988. Representatives are available Monday thru Friday, 8:00 a.m. to 5:00 p.m. Central Standard Time.
 
How are credit card processing fees charged?
FNMS extracts all credit card processing fees out of your designated account at the end of the month; not per transaction. That way, deposits from your merchant account to your designated account will match the amount of the payment.
 
How long does it take to get a merchant account?
Merchant accounts generally take two to three business days to open. To open your merchant account with FNMS, call 1-800-354-3988, send an e-mail to merchantaccount@tabs3.com, or fill out the form found at www.tabs3.com/ccf.  And remember, to receive the low, negotiated rate for Tabs3 users, be sure to mention you are a Tabs3 user when you contact FNMS.
 
Can I accept debit cards?
As long as the debit card has a credit card logo (Visa, MasterCard, Discover, etc.) of a credit card that your firm accepts, you can authorize a debit card payment exactly as you would a credit card payment.
 
How can I check if a credit card transaction was processed?
You can manually log into the PayFuse Web site to generate a list of credit card transactions that were submitted. The PayFuse Web site is located at: https://www.payfuse.com/cgi-bin/clearcommerce_engine.exe.

Using & Setting Up Credit Card Processing

How can I track credit card transactions?
In Tabs3, credit card payments can be tracked on a Transaction File List for payments, sorted by receipt type. In Tabs3 and TAS, a Credit Card Authorization List can be printed for all credit card transactions processed via Tabs3 or TAS. You can also track credit card activity on FNMS's PayFuse Web site.
 
Can I make deposits to a trust account via credit card?
Before allowing a client to make a trust payment with a credit card, you should talk to your state bar about rules for accepting credit card payments for trust accounts because it differs by state. Accepting credit card payments for trust is possible with a First National Merchant Services (FNMS) account. FNMS can take fees and chargebacks out of an operating account, instead of taking them out of a trust account, if that is what you need to satisfy your state bar trust requirements. Tabs3 Trust Accounting System (TAS) Version 15.3 allows credit card deposits to be authorized using the Tabs3 Credit Card Authorization Module. Fees will be deducted from the operating account in one lump monthly sum to make it easier to reconcile client payments. For details on how to process the payments, please contact FNMS at merchantaccount@Tabs3.com.
Can I make deposits into client funds via credit card?
Before allowing a client to make a client funds deposit with a credit card, you should talk to your state bar about rules for accepting credit card payments for retainers because it differs by state. We are currently working on an integrated solution for Tabs3 client funds, but today, credit card payments for client funds need to be processed via the PayFuse Web site. Once credit card payments have been processed on the PayFuse Web site, you can enter the deposit in client funds. Alternatively, enter the amount as a payment transaction in Tabs3. Note that once available, credit card transactions in client funds will be designed for non-refundable amounts and will be deposited in the same bank account used for Tabs3 payments. If you need to accept credit cards for client trusts, it is recommended that you consider using Tabs3 Trust Accounting Software (TAS), because TAS can be set up to deposit funds in a separate bank account to avoid commingling of funds, or you can manually process these credit card transactions via the PayFuse Web site.
 
Can I save a payment with a receipt type of credit card if my merchant account is not with FNMS?
Yes you can, but you will not be able to use the Tabs3 Credit Card Authorization Module features. You will need to enter your merchant account entries manually.
 
Can you apply a credit card payment to multiple files in Tabs3?
Credit card payments cannot be accepted for payments to multiple files from within Tabs3. However, you can use the PayFuse Web site to process one transaction to change the credit card, and then enter a regular payment with a different receipt type (such as Other), and apply the payment to multiple files. Note that this transaction will not be linked to the Payfuse transaction, so Tabs3 cannot void or credit the transaction. Any adjustments to the credit card must be made using the PayFuse Web site.
 
Can I have more than one merchant account?
Yes. When you set up merchant accounts, you will have the option to set up accounts at the Timekeeper level (Timekeepers can have separate merchant accounts), location level (each branch office can have a separate merchant account) or at the firm level (all credit card payments can use the same merchant account), or any combination thereof.
 
How do I void or credit a credit card payment?
Simply reverse the payment in Tabs3 as you would any other payment, within 90 days of processing it, and it will automatically void/credit the credit card payment.
 
I use fee and cost payments to apply credit card payments to specific billed amounts. How can I combine these into a single payment?
Rather than entering separate fee and cost payments, you can enter a single regular payment for the full amount. Regular payments can be applied to any due amount. Click the Edit Payment Allocation button to view or change the allocation of a payment to apply a specific amount to fees versus expenses and advances. More information regarding applying a regular payment to specific billed amounts is provided in KB article R11297, "Use Tabs3 Regular Payments Instead of Fee, Expense, and Advance Payments."

Integration

How does credit card processing affect my other Tabs3 and PracticeMaster programs?
Tabs3 is the only program that is directly affected by credit card processing. Payments made via credit card, like other payments, will still integrate to General Ledger as they have previously.
 
How should I keep track of credit card processing fees in GLS?
Since not every firm’s Chart of Accounts or accounting procedures are the same, it would be best to check with your accountant. However, most firms would create a new expense account for credit card processing fees in GLS. Then once a month you would create a manual entry debiting this new expense account and crediting the account that is being used to pay for these transactions.

Troubleshooting

I received a credit card rejection message. Who should I contact?
Software Technology, Inc. does not provide technical support for credit card rejections. If you need assistance with correcting issues that are causing rejections, please contact PayFuse Technical Support at 1-800-228-2443. Additional information about rejections and errors while submitting credit card transactions can be found in KB Article R11249, Credit Card Error Messages and Rejection Codes.
 
There is an unused portion of a credit card deposit in my client's trust account. How can I refund this amount back to the credit card?
TAS does not have the capability to automatically refund a portion of a deposit via PayFuse. This can easily be done using the PayFuse Web site, however. Simply enter an EFT transaction in TAS to refund that portion to the client, then manually process the refund on the PayFuse Web site.
 
We already accept credit cards for payments in Tabs3 and are interested in accepting credit cards for deposits in Tabs3 Trust Accounting (TAS). Do we have to have two merchant accounts from First National Merchant Solutions® (FNMS)?
Yes. When trust account funds are deposited into a different bank account than the one in which Tabs3 payments are deposited, then you will need to set up a second merchant account. However, our relationship with FNMS lets you designate a different bank account for the fees associated with the trust bank account. This allows trust funds to be deposited into one account, and fees taken out of another account.
 
The "Enable processing of Credit Card Payments" check box in Tabs3 is dimmed and cannot be selected. Why?
The Credit Card Authorization feature is not available with Trial Version software, software with a demo serial number, or when using the sample data provided with Tabs3. It is also unavailable if the correct version of the T3CCAUTH.DLL file is not present in the Current Working Directory on the server, or if this file is missing.
 
Note: You can determine if T3CCAUTH.DLL is present by opening the About window (Help | About Tabs3 or About TAS). In the middle section of the window, scroll to the bottom. If present, a Credit Card Processing section will display the version and release date of the Tabs3 Credit Card Authorization Module.

Resources

THE INFORMATION PROVIDED IN THE SOFTWARE TECHNOLOGY, INC. KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. SOFTWARE TECHNOLOGY, INC. DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL SOFTWARE TECHNOLOGY, INC. OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF SOFTWARE TECHNOLOGY, INC. OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY.

© 1999-2010 Software Technology, Inc.   All rights reserved. Terms of Use
The maker of Tabs3 and PracticeMaster
Tabs3, PracticeMaster, and the “pinwheel” symbol (The "Pinwheel" symbol is a Registered Trademark of Software Technology, Inc.) are registered trademarks of Software Technology, Inc.
e-Mail Suggestions for the Knowledge Base to: kb@Tabs3.com
Technical Support via e-mail is not available.
Knowledge Base:   http://support.Tabs3.com
Web Site:   http://www.Tabs3.com