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Gateway Storefront Production Implementation

Gateway Storefront Production Implementation

Owned by Cecilia Do
Last updated: Feb 01, 2011Version comment

This document describes the process for a department to go live with the CCCS (Campus Credit Card System) Payment Gateway.

The Gateway Mode is a "hands off" approach and allows your department to direct a customer from your website to OIT's secure CCCS payment page where your customer can enter his/her own credit card payment.

Prerequisites

In order to to go through the production implementation procedure, the department must complete testing the department storefront against CCCS Test in the test environment. If this still needs to be done, you can contact I-Rong Lin from OIT for more information.

The exception to this is if the department had previously developed a storefront, completed the testing, and are currently incorporating a new profile/program to the same storefront. However, it is still strongly recommended to test against CCCS Test before going live.

Setup on Business End

Getting setup on the business financial end entails creating a gateway program and getting it fully approved.

Authorization to Access CCCS Online Application

The first thing you will need to do is to contact your DSA (Department Security Administrator) and have them define the departmental access for CCCS (each role can include more than one person).  The roles are as follows:

CCCS Role

Description

Department Head / Business Manager

This is the chief financial administrator and/or administrators in your department responsible for approving the programs that your Profile Creator sets up in the CCCS. They will also be notified by email of credit card activity such as voids or refunds that are done.
This should be someone other than the Profile Manager so that there is a separation of duties within your department.

Profile Creator

This is the person and/or persons in your department who will set up programs in the CCCS. The Profile Creator will define a program name and description and the account/fund information for a conference or goods being sold.

Key Entry Operator

This is the person and/or persons who will be doing the key entry of the credit card payments in the CCCS Online Application. This user has access to void authorized transactions and view reports.

Refund Operator

The person in your department who will request refunds to be issued.

For questions regarding your DSA, SAMS, or SAMS access setup,

you can contact the Help Desk.

For questions regarding the CCCS roles and/or who in your department should be setup,

you can contact Pamela Platz from Accounting or Dianne Bean from Central Cashier.

Creating a Gateway Program

The Profile Creator will need to log into CCCS and create a program profile. CCCS can be accessed under the Applications tab in SNAP.

Here is a list of the data fields that will need to be filled out for a program:

  1. Title
  2. Description
    1. Include goods/services being sold
    2. Indicate if taxable
    3. Include dates of event if applicable
  3. (warning) Program Type is "Gateway"
    1. Is easy to miss. Correcting this may delay the overall process. Don't let this happen to you!
  4. At least one income account
  5. Exactly one expense account

When you are done setting up the program, you will need to submit it for approval, which will send a notification to the approvers to review your program. The Profile Creator will receive a notification once a program is fully approved.

For questions regarding how to use CCCS,

please consult the CCCS User's Guide, which includes screen shots. The User Guide can also be accessed from the CCCS home page.

Remember if you have any questions,

you can always contact the Help Desk.

If you have account-fund or tax-related questions,

you can contact Pamela Platz from Accounting or Dianne Bean from Central Cashier.

Program Approval

The approvers will receive an email notification to view your program. There are three approvers:

Role

Contact

Campus Credit Card Coordinator

Pamela Platz from Accounting

Central Cashier

Dianne Bean from Central Cashier

Department Head

 

If you want to check on the status of your program approval, your department head can look this up. Inquiries regarding a specific approval should be directed to the appropriate approver.

Once a program is fully approved, both the Profiler and the Department Head will receive an email.

For more details on approval module,

you can view the Approval section of the User Guide, which can be found here.

Quick Walkthrough for Approver

  1. Open CCCS, which can be accessed under the Applications tab in SNAP
  2. Go to Approval tab
  3. Find specific program that needs approval
  4. Click on appropriate magnifying glass to view program details
  5. Review info
  6. Fill in optional comment and select "Approve Program" button

If the program needs to be edited, you can select the "Error - Send Back for Editing" button at step 6.

Setup on Technical End

The CCCS Payment Gateway needs to be configured to interface correctly with each departmental storefront. The departmental storefront needs to be configured to interface with the production Gateway. In addition, the storefront will need the program and FAU codes for the new event program created in production CCCS.

Department Gateway Configuration

This step will be coordinated with the technical contact for the Payment Gateway, Cecilia Do from OIT. You will need to fill out a document.

Storefront Configuration

Once the program is fully approved, please contact the Gateway technical contact with the program code. She will then be able to give you the necessary information for implementation, including your program and FAU codes.

Testing Real Credit Card Payments

You may use your own credit cards for testing against the Payment Gateway. Your department Key Entry Operator can void same day transactions before 4:30PM. After this cutoff, your department Refund Operator can issue a refund to the credit card.

FAQs

  1. How do I know that my program is approved?
    You can contact your department head, as s/he has access to look up program information in CCCS. You will be able to see who has already approved your program and also who is still pending.
    Also, note that the department head and profiler will receive an email notification when the program has been approved.
  2. My program does not have "Gateway" for the program type. What do I do?
    1. If you have not submitted your program for approval, then you can simply change the program type option and press one of the green add buttons.
    2. If the program is still pending approval, contact one of the pending approvers to send your program back for editing.
    3. If the program has already been fully approved, the profiler will need to create a new program. You will probably want to archive the incorrect program and create a new program with the correct "Gateway" option selected.

Other sources for help:

  1. Consult handy CCCS User Guide
  2. Contact Help Desk
  3. For business or finance-related questions, contact Pamela Platz from Accounting or Dianne Bean from Central Cashier
  4. For technical setup questions, contact Cecilia Do from OIT