Configure USAePay in Cashiering

Overview

Complete these 5 key steps in the suggested order to fully configure USAePay. You will need to be logged into both Cashiering and USAePay during this process so you can go back and forth between the two systems. Login details for USAePay are provided by Persolvent when the account is created.

• Step 1: Create the USAePay credit card processor in Cashiering
• Step 2: Create a Fee Schedule
• Step 3: Create the USAePay tender type(s) in Cashiering
• Step 4: Pair the EMV device(s) to USAePay
• Step 5: Add the EMV device(s) to Cashiering
• Step 6: Set up the hardware console in Cashiering

Step 1: Create the USAePay credit card processor in Cashiering

You will need to have USAePay and Cashiering open at the same time to complete this step.

Go to USAePay to create a source.

1. Go to Settings in the left menu bar and expand your options
2. Click on API Keys
3. Click the Add API Key button in the upper right corner
4. Name = Tyler Cashiering
5. PIN = Create a unique alphanumeric pin 
6. Scroll down to the bottom right corner and click Save, but do not navigate away from the page!
7. Scroll back up to API Key and click the Copy button to copy your API key. This is the only time it will be shown in full. It will be masked for security when you navigate away from this page. If you need the full key again in the future, please reach out to mygovpay@persolvent.com. 

Go to Cashiering to create the credit card processor.

1. Go to the Credit Card Processors page
2. Click the + button to add a new processor
3. Name = USAePay
4. Type = select USAePay from the dropdown
5. Payment Engine Endpoint URL = https://usaepay.com/api/v2/
6. Payment Form URL = you will find this in USAePay (see below)
   If this field is not on your screen, you need to run the Cashiering 2024.1 Release
7. Query Limit = 10
8. API Key = paste the API key you just created in USAePay
9. API Pin = paste the PIN you just created in USAePay
10. Click Save

Your Payment Form URL in USAePay.

1. Go to Settings in the left sidebar
2. Click on Payment Forms
3. Locate the Cashiering Form and click to view details
4. Use the Form Link at the top of the page.

Important! When selecting items to copy in USAePay, make sure there are no leading or trailing spaces. Spaces will impact functionality.

Step 2: Create a Fee Schedule (service fee pricing only)

If your pricing model charges your customer a service fee to cover the cost of the transaction, you must set up the service fee in Cashiering. This ensures the fee is included in the transaction total before your customer's payment is processed. If you are paying processing fees, skip ahead to Step 3. 

1. Go to Administration > Fee Schedules in Cashiering
2. Add or Edit a fee schedule named Serv Fee (Ext)
3. Configure the settings
4. Collected externally is off
5. Include all steps is on
6. Click + Add Step
7. Method = Percentage
8. Value = enter the service fee rate (example - use 0.0299 if you charge a 2.99% service fee)
9. Click Save

Step 3: Create the USAePay tender type(s) in Cashiering

There are two tender options for USAePay: an EMV device and manually keyed payments. You can enable both tenders to maximize options for your cashiers, but you do not have to enable both. If there is a method you aren't going to use, you do not need to add the Tender type.

Create a card present Tender type for your EMV device. 

1. Go to Administration > Tender Types in Cashiering
2. Create a new Tender type
3. Name = USAePay
4. Description = USAePay
5. Make sure the Active is on
6. Fee Schedule = If using a service fee, select Serv Fee (Ext). Otherwise, leave blank.
7. Click Save 
8. Go to the Advanced tab
9. Open cash drawer toggle is off
10. Allow debit PIN is off
11. Card not present is off
12. Real-time authorization is on
13. Processor = USAePay
14. Customize any other settings on the page
15. Click Save
16. Go to the Access tab
17. If your new tender type defaulted to no users, you need to add all users here to allow the new USAePay tender option
18. Click Save

Create a card not present Tender type for manually keyed payments. 

1. Go to Administration > Tender Types in Cashiering
2. Create a new Tender type
3. Name = USAePay CNP
4. Description = USAePay
5. Make sure the Active is on
6. Fee Schedule = If using a service fee, select Serv Fee (Ext). Otherwise, leave blank.
7. Click Save 
8. Go to the Advanced tab
9. Open cash drawer toggle is off
10. Allow debit PIN is off
11. Card not present is on
12. Real-time authorization is on
13. Processor = USAePay
14. Customize any other settings on the page
15. Click Save
16. Go to the Access tab
17. If your new tender type defaulted to no users, you need to add all users here to allow the new USAePay tender option
18. Click Save

Step 4: Pair the EMV device(s) in USAePay (card present only)

For the Lane 8000:

1. Remove the device, 3-way connector cable, and power supply from the box
2. Connect the plug end of the cable into the port on the back of the device
3. Connect the ethernet cable to an ethernet port with open access
4. Plug the power adapter into the 3rd end of the connector cable
5. Plug the power adapter into an outlet
6. Wait for the device to power on

For the Move 5000:

1. Remove the device and any charging cables from the box (device may need charging)
2. Hold down the green key to power on the device
3. Hold down the 9-key on the device until it beeps twice
4. Select your WIFI network
5. Enter the WIFI password (Note: Your network must be secured with a password for this device. An open guest WIFI network with no password will not work.)

When the device powers on, you should see Enter ID Number. If you see Sorry Lane Closed, click the link for your terminal type to review settings for accuracy: Lane 7000/8000 or Move 5000. It is likely there is a network issue preventing the connection. If all settings are correct and you still can't get to the Enter ID Number screen, call 1-800-838-9699 or email mygovpay@persolvent.com for advanced help with troubleshooting. 

1. Enter ID Number is the prompt for a pairing code
2. Log into USAePay
3. Go to Settings in the left menu bar and expand your options
4. Click Device Manager
5. Click + to add a device
6. Device Name = type in Device 1
7. Search for Source Key = select Tyler Cashiering
8. Terminal Type = select Direct
9. Click Register
10. Click Done
11. USAePay will display the 6-digit pairing code
12. Use the keypad on the device to enter the code (you may need to hit the green button after depending on the device)
13. Once properly paired, you will see a welcome screen on Castles devices or Sorry Lane Closed on Ingenico devices. USAePay will display the device key and serial number

Configure the device settings.

1. Go back to the Device Manager
2. Click on the device you just added to view details
3. Go to Default Terminal Configuration
4. Check the boxes next to Enable EMV, Enable Contactless, and Enable Tip Adjust
5. Do not check the box next to Debit MSR 
6. Check the box next to Update Notifications
7. Click Save

Step 5: Add the EMV device(s) to Cashiering (card present only)

1. Go to Credit Card Processors in Cashiering
2. Locate USAePay and click the 3 vertical ellipsis icon on the right
3. Select Devices
4. On the Credit Card Device window, click the + button to add
5. Device Name = Device 1 (or the device name you created in USAePay)
6. Go back into USAePay > Device Manager
7. Click on Device 1 in USAePay to view details
8. Copy the Device Key making sure there are no spaces on the front or the end 
9. Hardware Serial Number = paste the Device Key from USAePay
10. Click Save
11. If you have more than 1 device, repeat this process until all devices have been added.

Step 6: Set up the hardware console in Cashiering (card present only)

1. Go to the nine-box in the upper right corner of Cashiering
2. Select Hardware Console 
3. The page that opens lists your active devices
4. Click the Maintain icon in the lower right corner to add a device
5. Go to Credit Card Reader and select EMV Capable Device from the dropdown 
6. Go to HSN and select a device from the dropdown
7. Click Save
8. If you have more than 1 device, repeat this process until all devices have been added.