TreezPay: Debit Tip Workflows & Reconciliation (2Accept)

Overview

Depending on the retailer’s desired workflow, there are several ways to track and reconcile debit tips via the Dejavoo terminal and iPOS portal.

 Skip To: 

• General Setup (All Workflows)
• Track by Employee; Batch End of Processing Period
• Track by Shift; Batch by Shift
• Track by Employee & Shift; Batch End of Shift
• Pooled Tips

General Setup (All Workflows)

 Regardless of workflow in order to start processing debit and collecting tips, the retailer will need to:

1. Contact processor to enable tips
2. Setup terminal and connect to internet / Wi-Fi (See debit provider for hardware specific instructions)
3. Configure the terminal in Treez
   • Navigate to Configurations > Config Page > Payment Types and enable Integrated PIN Debit 
   • Navigate to Configurations > Config Page > Hardware > and select the desired location
   • From the dropdown input Register ID and Auth Key
     • Register ID & Auth Key can be found in processor portal or in device configurations
   • Input terminal register id and auth key in desired terminal location

 Track by Employee; Batch End of Processing Period

In order to track tips by employee regardless of desired batch time, the device must first be configured to associate transactions with an employee. If opting to track tips by assigning a single batch to a single employee shift, this step can be skipped. 

 Input Employee Id on Terminal:

• Navigate to “Bypass” (top right corner)
• Enter unique employee id under “Clerk ID” (left of payment amount)
• Confirm and navigate back to integrated payment screen via “Spin” (top right corner)
• Employee processes payments / collects tips, business as usual

**Important Note** At the end of an employee shift or prior to another employee using the terminal (regardless of if batched or not) the employee should clear their ID in the terminal. This will allow the next employee to input their unique ID in the terminal and associate tips with themselves. 

 Clear Employee Id on Terminal

• Navigate to “Bypass” (the top right corner)
• Select “Clerk ID” (left of amount)
• Clear the Clerk ID (hit “X”)
• Confirm and navigate back to integrated payment screen via “Spin” (top right corner)

 Reconciliation:

• Navigate to the processor portal > “Transactions” report
• Filter by “custom” date range
• Select “POS” and choose date 
• This ensures the transactions are grouped by POS/terminal time rather than gateway server time
• Export report to CSV
• Sum original amount
• Ensure this amount reflects the “Debit” amount recorded in Treez for the same processing period
• Sum the after amount
• Subtract the difference between original and after amount
• This should be the total due in tips
• Sum the tip column
• This should match the sum difference between original amount and after
• Sum the tips per employee id
• This is the amount owed in tips to that employee for the specified reporting period

Track by Shift; Batch by Shift

To track tips by employee shift, but NOT associate each transaction with an employee ID, a retailer can choose to simply batch at the end of the employee shift. While this workflow requires less setup, it requires a single employee be designated a single terminal during their shift. It also requires the additional step of batching at the end of every shift.

Batch on Terminal

• At end of a shift, the employee will navigate to “Favorites” (star icon at bottom of screen)
• Select “Show/Settle Batch” from list
• Select “Settle” (top right corner) and hit confirm
• Summary batch report will be printed from terminal
• Provide summary report to manager

 Reconciliation: Summary Report 

• Verify summary report key data points and reconcile with Treez close shift report
• Key data points:
• Batch out date/time
• Terminal Number (TPN)
• Debit sales count
• Total w/o Tip
• “Total Tip” = amount owed to employee

 Reconciliation: Processor Portal

• Navigate to 2accept iPOS portal > batch report 
• Select batch time period
• Batches sorted by most recent descending
  • You have the ability to apply date filters if searching for older records
• Select desired batch record
• Details provided on summary report printout
• TPN also located on device
• Batch can be identified by last four of device TPN and batch date/time

Batch Record: iPOS / 2Accept

In addition to the same data points on the summary report needed to reconcile with Treez, the batch record also includes:

• Transaction details
• Ability to export batch record to excel or pdf for payroll / payout purposes
• Ability to generate a tip report (for specified batch)

Track by Employee & Shift; Batch End of Shift

Combine both workflows 1 & 2 to track tips by shift, but also associate an employee ID with each transaction. Although this method requires the highest amount of effort, it is valuable for creating detailed tip reports over a period of time. Remember, to batch out at the end of the employee shift as well as clear the employee id before the next employee uses the terminal. This will ensure there is no unintentional co-mingling of tips. 

**Important Note** At the end of an employee shift or prior to another employee using the terminal (regardless of if batched or not) the employee should clear their ID in the terminal. This will allow the next employee to input their unique ID in the terminal and associate taxes / tips with themselves. 

 Clear Employee Id on Terminal

• Navigate to “Bypass” (the top right corner)
• Select “Clerk ID” (left of amount)
• Clear the Clerk ID (hit “X”)
• Confirm and navigate back to integrated payment screen via “Spin” (top right corner)

Pooled Tips

Lastly, if opting to pool tips, you only need to ensure that tips are enabled at the processor level (outlined in general setup). So long as tips are enabled, you can defer to either the batch report or transaction report to determine tip amounts per your desired processing period. A simple calculation to determine tip sum (transaction report) divided by the total employees working during the specified time frame will give you the individual amount owed per employee.