This instruction sheet will show DOC employees how to operate the Transact Payment system for external, alumni, faculty, and staff patrons.
The Transact system can only be accessed by the PC computer in the center of the shop. The system uses a card reader for all credit card purchases, so the card reader is connected to the computer at all times. This system also allows us to accepts checks as well.
The Digital Output Center encourages all patrons to pay with Credit Cards or Checks. Cash is not accepted, outside of supervisor approval.
Step 1: Open the web browser and click on "Transact Payments".
Start by opening the Microsoft Edge, then go up to the top of the screen where Transact Payments is bookmarked. Click on the link and it will take you to the login screen.
Step 2: Login Screen
Once you click on the link, you will be taken to a login screen for Transact Payments. The info to log in should already be filled in and all you have to do is click log in.
Note: Every 90 days, the password for Transact Payments must be changed. Supervisors will handle this matter. No employees should ever try to change the password for any reason.
Home Screen
Once you have logged in you will be taken to a home screen where you can create a new batch for transactions.
Step 3: Starting/Resuming a batch
In the center of the home screen, there is a button that says "Start a New Batch". Click on this and it will start a new batch for the day. A batch keeps track of all the transactions made within a day. Only one batch needs to be created a day.
If you log in and see that a batch has already been started for the day, then you can simply resume the batch, instead of creating another one.
To resume a batch, you need only to click on the "Resume" button off to the right side of the screen.
Step 4: Select Cashier
After you have started or resumed a batch, you will be taken to the cashiering screen. You need to click on the "Cashier" tab on this screen. All other tabs can be ignored.
Step 5: Customer ID
Once you have selected cashier, you will be taken to a customer ID screen. All customers will use the same ID number. This number should be entered into the Student ID tab and then click on "Retrieve" to continue the transaction. The customer ID is listed below.
Customer ID: 214889
Transaction Screen
After clicking on retrieve, you will be taken to a screen where you will officially charge out the patron.
Step 6: Selecting transaction codes
Once you have navigated to this page, you will begin by selecting 1 of the 4 buttons listed in the center of the page. Each button is used based on the patron you are charging out.
External customers will use the DOC_External button.
Faculty (anyone who teaches at CIA) will use the DOC_Faculty button.
Staff (anyone who works at CIA and does not teach) will use the DOC_Staff button.
Alumni customers (anyone who graduated from CIA) will use the DOC_Alumni button.
The "Tax" button is used to add tax onto a patrons transaction. All patrons should have tax added onto their payments, unless they are from a non-profit organization.
Step 7: Entering Transaction amounts
After selecting a button, you will be able to enter the amount of the patrons order in the right hand box. The amount that you enter should be the cost of the order without tax. After you have entered the amount in, hit "Add item" to continue with the transaction.
Here is an example of what it looks like to enter a patrons amount in. The example shows a transaction for an external customer.
Step 8: Adding Tax
All patrons should have tax added onto their transaction. The only patrons exempt from this are those who are working for non-profit organizations.
After adding the cost of the order, click on the "Tax" button and then enter the amount on the right. This will look similar to the previous step.
Here is an example of what adding tax looks like.
Step 9: Selecting Payment Method
After you have added the price of the order and the tax for it, you will then be prompted to select a payment method.
Each button is used for a different type of transaction. Select a button based on the patrons preferred method of payment.
The buttons represent the following:
CC is for Credit Cards
CK is for Checks
CA is for Cash
Cash should only be accepted if a supervisor has approved it.
Step 10: Credit Card Option
If you are doing a credit card transaction, click on "CC" then type in the patrons name in the box on the left. The total for the order should automatically be filled in on the right side.
You will have two options with this method. You can choose to either insert/swipe the card or type in the info. Both methods will utilize the card reader.
If you choose to type in the info on the card reader, then you will need the patrons card number, expiration date, and zip code. This method can also be used to accept payments over the phone.
When a credit card transaction is completed, you will be given a prompt on screen that lets you know that the transaction was approved.
Step 10: Check Option
If you are doing a check transaction, click on "CK" then type in the patrons name in the box and the number of the check on the left.
Additionally, all checks should be made out to "Cleveland Institute of Art".
Here is an example of where the check number can be found.
Here is an example of what it should like.
Once the info is listed correctly, you can add the payment. Then take the check and put it on Josh Werling's desk. Your supervisors will take care of getting the check processed.
Step 10: Cash Option
If you are doing a cash transaction, click on "CA" then type in the patrons name in the box on the left.
Note: With cash you will have to enter the amount the patron is paying on the right side.
Once you have added the amount that they are paying, press add payment.
Step 11: Completed Transaction & Receipts
When the transaction is completed, you will have the option to email the patron their receipt. After the transaction is approved the option to email them their receipt will appear at the top of the screen.
Click the "email receipt" button and enter their email. This will send them the receipt from this transaction.
If you fail to or forget to email them their receipt, inform your supervisors and they will email the receipt to the patron.
Note: We do not have the ability to print receipts for patrons.
Here is an example of what the screen will look like after a transaction.
You can also add the email to the transaction before you officially charge them out. Enter the email in the box at the bottom of the screen for it to be sent automatically.
Step 12: Leave the Page and return to the home screen.
Back on the home screen, you should be able to see the amount that you just charged out in the batch information. This number will show how much money has been charged out for the day.
