Manually Adding Transactions

1. Overview

This user guide walks you through creating new transactions as well as bulk importing debit and refund transactions into the SmartMCA system. Bulk imports utilize templates that are detailed in this document as well.

2. Adding Single Transactions

2.1 Adding Transactions in the DEALS page

Single transactions can be added to a specific deal under the TRANSACTIONS tab in MCA DEALS. The following options are available:

1. Add Bounce

Use this option when adding a bounce transaction from a processor not currently integrated with SmartMCA.

2. Add Transaction

Use this option when adding payments, fees or other accounting related transactions.

3. REFUND

Use this option when sending back money to the merchant. It can be any amount or specific to a debit already received.

Figure 2‑1 Add Transaction buttons

· All types of transactions can be added by clicking the Add Transaction button and selecting them from the TYPE dropdown list. For bounces, use the Add Bounce button.

· A description of each transaction is available by clicking the help “?” symbol near the TYPE dropdown list.

Figure 2‑2 Transaction Type Help

2.2 Adding Transactions via TRANSACTIONS tab in Main Menu

A stated above, single transactions can be added to a specific deal under the TRANSACTIONS tab in MCA DEALS. They are also available in the TRANSACTIONS tab in the main menu, using the Add button.

Figure 2-3. The Add button

When you add a transaction this way, you assign it to a deal via the dropdown list shown in figure 2-4. The other options are the same:

Figure 2-4. Deal dropdown list.

3. Adding Bulk Debits

· Debits and Refunds bulk imports are managed separately in SmartMCA. In this section, we will discuss adding bulk debits.

· Adding bulk debits into the system is a two-step process. First, the system needs to have the bank schedule ID mapped to the system deal number. After that, the data can be uploaded in simple .csv format, and automatically mapped to the correct deals. Let’s see this in detail:

3.1. Mapping the Deal number to the Bank transaction ID

Click on Settings and then ACH Scheduler ID Mapping. Select the Generic ACH Deal Mapping sub tab. Click the Add button.

Figure 3‑1 +Add button under ACH Scheduler ID Mapping

· Under EXTERNAL IDENTIFIER, add the processor schedule ID. This is provided by the processor to identify the specific account being debited as well as the recurrence.

· Select the DEAL NUMBER from the dropdown list. The system automatically fills in the MERCHANT NAME based on the deal number.

· Click Save.

3.2. Importing the Data

· Download the transactions from your bank in simple .csv format.

Note: The system will not accept anything besides simple .csv. Please double-check that you don’t save it in another similar format such as, CSV UTF-8.

· In your .csv, or when exporting from the bank, separate your positive transactions from your negative ones. Meaning, for example, debits you collected from refunds you sent out. Refunds will be described in section 4 Adding Bulk Refunds.

· Go to ACH Transaction Files under Settings.

· Click Select CSV File and navigate to the downloaded .csv.

· Click Import.

Figure 3‑2 Importing bulk debit transactions

The system now has all your information stored under the correct deal.

Note: You only need to do step 3.1 the first time you upload transactions, in order to for the system to have the correct mapping. You do not need to repeat step 3.1 each time you upload to that same deal afterwards.

3.3. Formatting of the debits .csv file

The debits .csv must include the following 7 columns:

1. External Schedule Identifier

2. Unique Debit Instruction Identifier

3. ACH Transaction Date

4. ACH Transaction Amount

5. ACH Transaction Status

6. Authorization Code

7. Description

Figure 3‑3 The 7 necessary columns of the debits .csv

3.4. Additional Features

If you’ve made a mistake in the .csv, you can click Undo Import to delete all the information uploaded. You can also download the uploaded data in .csv format anytime in the future by clicking the Download button.

4. Adding Bulk Refunds

In step 3.2, we discussed separating positive and negative transactions, namely Debits and Refunds. To import refunds, first create a .csv from your exported bank transactions, listing only your refunds.

Note: these numbers should be listed using positive numbers, such as 3500, not -3500. The refund system reads this as a refund, and will calculate this number. Negative numbers are not recognized by the system.

Navigate to Transactions in the MCA DEALS dropdown, and click Import Refunds.

Figure 4‑1 Importing bulk refund transactions

· Click Select CSV File and navigate to your refunds .csv.

· Click Import.

· The system will file your data. To download the imported data at any time in the future, click the Download button next to the uploaded .csv transaction file.

Note: Your .csv will match the ACH schedule mapping done in step 3.1. If you have not done that step, you must do it before you upload the Refund data. Again, the mapping in 3.1 only needs to be done one time per deal. All future refunds and debits will follow that mapping scheme.

4.1. Formatting of the refunds .csv file

The .csv for refunds must have the following 5 columns:

1. Date of the Transaction

2. Description

3. Transaction Amount

4. Deal No

5. External Schedule Identifier

Figure 4‑2 Refunds .csv format

5. Conclusion

This covers the process of manually adding transactions. If you have any further questions or need assistance, please refer to the user manual video or contact our support team.