How to Change a Merchant Provider

How to Change a Merchant Provider

Before beginning this process, have everyone log out of Theatre Manager including the Web Listener. Transactions cannot be processed until the new Merchant account is in place. You may also choose to backup the pccw.mdb file for your old Merchant account before adding the new one.

Backing up the pccw.mdb file

1. Complete the End of Day Deposit process in Theatre Manager.
   For more information on completing the End of Day process in Theatre Manager, click here.
2. Minimize Theatre Manager.
3. Open PC Charge.
   This will be on a separate computer.
   
4. Click the EOD button.
   
5. Ensure the batch totals are zero.
   
6. Click the Cancel button.
7. Close out of PC Charge (do not minimize).
8. Open My Computer.
   There will be an icon for this on the desktop.
9. Navigate to c:\Program Files\Active-Charge
10. Right-click on the pccw.mdb file.
11. Select Send To >> Compressed Zipped Folder.
12. Allow the file to zip.
13. Right-click on the zipped copy of the pccw file (it will be a yellow folder with a zipper on it).
14. Select Rename.
15. Add the date to the end of the file name but before the .zip extension.
16. Right-click on the original pccw.mdb file.
17. Select Delete.
18. Move the zipped pccw file to a location for storage and backup.
    The BoxOffice\Backups folder containing daily backups is a good option.
19. Start up PC Charge.
    Upon starting PC Charge a new pccw.mdb file will be created. This file will continue to store future transactions for you.

Switching Merchant Information in PC Charge

1. Goto Setup >> Credit Card Company.
   
2. Click Change and edit the credit card company information.
   
3. Update the serial number and merchant numbers, then click OK
   Merchant /TID must match the Server ID number in Theatre Manager.
4. Click Extended and set your extended fields.
   

Switching Merchant Information in Theatre Manager

1. Goto Setup >> System Tables > Merchant Accounts.
   This will open the Merchant Accounts List window.
2. Open your old merchant account.
   
3. Change the Account Name to the new account.
4. Select the new provider from the Merchant Provider drop down list.
5. Change the "Server ID" to become your Merchant/TID number you entered in PC Charge.
   The server ID must match Merchant/TID in PC charge.
6. Change the "Merchant Number" to be your Merchant ID if you want it to appear on the ticket face.
7. Click Save in the toolbar

Once the Merchant Account is updated in Theatre Manager and all Merchant Numbers have been updated, run a test transaction in the database. Run an End of Day in Theatre Manager to ensure the transaction batches properly. Due to Merchant Provider standards you will need to run three more charges in Theatre Manager before you can refund the original test charge. Once you are sure the transactions are processing correctly you can then start up the web sales again and employees can log back into the database.

Switching your Ticket Faces to print your New Merchant Account Information

1. Goto Setup >> Ticket Faces
   This will open the Ticket Faces List window.
2. Locate your Credit Card ticket Face
3. Edit the ticket face
   
4. Locate the line of code that displays your current merchant account number(s) (if they are hard coded on the ticket face). If the field is MM_MERCHANT_NUMBER, then no change is require to your ticket faces
5. Edit the line of code to have your new merchant account information
6. Click the Save button
7. Click Save the toolbar