Applies to: RollMaster (RM) Core, Charge It Pro (CIP), Gravity
Covers how to set up and use the Gravity Payments (formerly ChargeItPro) payments processing add-on feature in RollMaster software.
Does not cover: Broadlume Payments, Cyncly Payments, Cyncly Pay, or Payments Flex
Initial Setup:
Once Gravity (formerly ChargeItPro) has been enabled in your system at the Company Control level and the equipment and software installed at your location, you will be ready to use the functionality. At this point, you will have decided how to batch your transactions, i.e., all credit cards together for bank rec, or some split out separate, such as American Express and/or Discover. This documentation will include a brief reminder regarding Payment Type Code setup and a more in-depth explanation of the two Gravity User Control 6 options.
In the User Control 6 screen of each Branch, set the Gravity User Controls for each User. Those controls appear as follows:
The first allows a User access to the Vaulting (card on file) feature and the Gravity Maintenance module (explained below), accessible from the Hardware Maintenance menu. The second option determines which Users are allowed to skip or bypass the Gravity screens for situations where no money is charged or refunded to the customer’s card. For example, if a Deposit is posted that should have been applied to an A/R Invoice, by skipping the Gravity screens, you won’t generate a credit to the customer’s card when deleting the Deposit to move it in the system. Another example is if your internet is down and a credit card was swiped when you later enter the transaction into the system, you don’t want to process the card twice and will skip the Gravity screen.
During the initial installation and training with Broadlume, you were assisted with mapping existing Payment Type Codes to Gravity codes in at least one Branch. However, you must complete this setup in every Branch for multi-Branch operations. As a reminder, fields appear in the Payment Type Code Maintenance screen to map and help with integration to the system Bank Reconciliation module, etc. Those fields appear as follows:
The first step is to select a Format Code, such as Discover in the screenshot above, and then use the drop-down arrow in the Gravity field to select or “map” the matching Discover Card option. There should be a corresponding Gravity code in the drop- down menu for every possible Format Code scenario. The Print on Documents checkbox was added because you will not produce a traditional CC receipt via this process. However, with this box checked, the system will print a version of that data on system documents, including the Sales Agreement, Customer Receipt, Invoice, and Credit Memo. The Alternate Bank Rec Group field, also accessible for non-Gravity customers, can be used to “join” Payment Types together so that they total together in the Bank Rec program for easier reconciliation. The drop-down menu contains a list of pre-defined “Groups” that should cover all scenarios. In most cases, Visa, Master Card, and Discover will be grouped together under a generic “Credit Card” Group, leaving American Express to Group by itself as American Express. However, every company is different, so this field can be used to create a myriad of combinations.
Gravity Maintenance:
For Gravity Administrators, the Gravity Maintenance module is located in the Hardware Maintenance menu, accessible from the System Maintenance menu. When you enter this module, a Gravity Setup screen will appear as follows:
In addition to initial setup, this screen can be accessed to search for Gravity transactions, lookup a customer card on file, and delete a customer card on file. The Functions menu contains the following option: View Customer Credit Cards. This option prompts a list of saved Credit Cards, sortable by Customer name. If you right-click on a credit card, an option to Delete Card will prompt. The View Transactions button will prompt a Gravity Transactions screen as follows:
You can filter the data to help locate a specific transaction in this screen, and you can right-click on a transaction to prompt the following: Print Receipt. This prints the receipt data to paper in the event a customer requests a copy. Also, to see any transactions in BMS (formerly RollMaster), not linked to a Gravity transaction, click the Only Show Items Missing a Match option, and then click the Build button.
Processing A Payment:
Anywhere money can be taken into or returned in the system, the payment integration and Gravity screens will now prompt. This includes Deposits, Receive Money, Post Customer Payments, Invoice, and Credit Memo. From a job or quote, when you click the Add Deposits button from the Deposits screen, the system will first prompt the Add New Deposit box as follows:
If Gravity: Active appears at the top left and a mapped credit card is selected from the Payment Type field, once you tab through this field, the system will initiate the CIP process. To skip CIP, click the Skip Gravity Routine option prior to selecting a Payment Type. Once you tab through the Payment Type field, the system will prompt the following Credit Sale screen:
While the system is sitting on this screen, you will physically swipe the card. You will also be prompted to capture a signature from the customer. Once that is complete, the system will prompt a Get Signature screen and display the signature as follows:
Click the Accept button to continue. The final screen will appear as follows:
Click the Close button to complete the process. The system will then prompt a Success message as follows:
If there are any issues during processing, the system will prompt an Error message, along with additional prompts for you to determine how to proceed. Please Note: if you select Discover in the Payment Type field, but swipe an American Express, the system will recognize the error and correct it automatically. Also, if you are unable to swipe the card, you can click the Virtual Keypad icon in the Credit Sale screen to type in the CC data and process manually.
Since the initial introduction of Gravity, two new benefits have been added as follows: (a.) Auto-void – when deleting/refunding a payment, the program automatically first attempts to VOID. If that fails, then it refunds. VOIDS have a significant cost savings to your business. With traditional systems, the User has to consciously decide to process a void. By automatically attempting VOID first, Gravity takes the guess work out of you no longer having to rely on staff to make the decision, thereby increasing the effort to help you get the lowest rate.
(b.) Level 2- when taking a Business credit card, with Gravity the client is automatically eligible for “Level 2" savings. While this is only .3%, it adds up quick on $1MM in eligible transactions, delivering $3000 in savings. During the transaction, BMS/Gravity automatically passes along the Order#, Address information, and other “Level 2" data. If the card is eligible for Level 2 savings, the program automatically captures it.
Re-Using Credit Card On File:
For subsequent payments, you can run the Add Deposit option again, or, you can highlight an existing Deposit and right-click to prompt the following: New Deposit Reusing Gravity Credentials. This option appears in the screen as follows:
When this option is selected, the system will prompt the following:
If you click Yes from this box, the system will prompt a Deposit Amount box. Type in the amount to process and hit enter. The system will then prompt an Enter Billing Zip Code box. Type in the billing zip code for the card selected to continue processing.
If the system has a stored credit card on file for a customer on an existing job, the system will prompt the following:
If you click the Yes button, the system will then prompt a Gravity Saved Credit Cards screen as follows:
Highlight the card you wish to use and then click the Select button at the bottom right. If you highlight and then right-click on a line, you will see an option to Delete Card. Important Note: In order to use a stored or “Vaulted” card in Post Customer Payments or on a new job or quote, the User must have permission enabled in the User Control 6 screen.
Change & Delete Gravity Deposits:
Once a Deposit is added via the Gravity process, if you click Change Deposit or Delete Deposit, the system will first prompt the regular Deposit box where Users with permission will have the option to click the Skip Gravity Routine process if applicable. The system will first prompt the Return by Company Check option. If No is selected, the system will prompt the following:
The Gravity functionality will automatically process a refund to the stored CC on file used to make the initial Deposit. The system Credit Memo will operate the same way, so be sure you wish to refund the money to the card on file during these transactions.
View Transactions From Job/Quote:
From within a Job or Quote, you can click the View menu to prompt the following: Gravity Transactions. This will appear as follows:
Selecting this option will prompt the Gravity Transactions screen displaying a history of all Deposits processed on the job via Gravity as follows:
This is a similar screen to the one that prompts from the View Transactions option in the Gravity Maintenance module, explained above. From within the screen above, you can highlight and then right-click on a line item to prompt the following: Print Receipt. That option appears as follows:
Receive Money with Gravity:
When posting payments via Receive Money, the system will prompt for an Item Reference prior to processing via Gravity. You can type a quick reference, but the system will automatically replace that with the Approval Number from the completed Gravity transaction. You will also see the Gravity: Active verbiage as follows:
Once a Gravity Payment Type is selected, Users with permission will see a Skip Interface prompt. Most times, you will not skip, but hit enter to continue. The system will then prompt you to Enter Billing Zip Code. Type in the applicable code for the card to be used. If the customer has a stored credit card on file and the User has Admin permission, the system will prompt the following:
Click Yes to prompt the Gravity Saved Credit Cards screen (explained above) and select the card to be charged. Click No to launch the Gravity Interface screen and process a new card. Once complete, the system will prompt the following:
The Updated Reference # comes from the Approval Number in the Credit Sale Complete screen. This number will automatically prompt in the Item Reference field for the payment in the system. When you click OK, the system will then prompt the following: Do you wish to print receipt? If the customer requires a receipt, you can click Yes at this prompt.
Post Customer Payments with Gravity:
In Post Customer Payments, the process for the Gravity Interface works similarly to what is outlined above in Receive Money. Once you type a “Y” at the Receive New Payment prompt, the system will place you at the Item Reference field, which will revert to the Approval Number after processing a Gravity payment. You will need to type something here in order for the system to prompt the Payment Does Not Exist box. At the Source Type field, hit enter to make a Gravity Credit Card selection. This will trigger the Skip Interface prompt, and the process will flow exactly as outlined above.
Credit Memo Refunds with Gravity:
During the Credit Memo process, if a payment was made using the Gravity Interface, the system will provide prompts allowing you to refund the customer’s credit card seamlessly. To begin, in the Refund/Credit Screen, if there is an amount in the Amount of Refund to Return field, you can adjust the amount or leave the full amount before typing a Credit File Comment and clicking the Continue button. After the next prompt, the system will display a Customer Refund box prompting the credit card data on file for the last payment made on the Invoice as follows:
If you do not wish to automatically apply the return to the card that is prompted in this screen, Users with permission can check the Skip Gravity Routine box. You can also opt to select a different Payment Type to process the refund another way. If you click Finalize in the box above, the system will prompt the following:
By clicking Yes, the system will prompt the Gravity Saved Credit Cards screen for you to select the card to use for the refund and complete the process.
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