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Setting Up and Using Vantiv Payment Gateway (Swiper/Hosted Pay)

Print

Chapter 1. For Administrators and Servers

This document will guide you through setting up a mobile card reader (aka a “swiper”) and a Hosted Pay solution. As well, it show you how to process payments with a credit card or a gift card using your hardware.

Chapter 2. Setting Up a Vantiv Mobile Card Reader

Section 1. Configuring Vantiv in TouchBistro

1. Open your restaurant on TouchBistro.

2. Log in as Admin.

3. Tap Admin | Admin Settings in the top right hand corner.

4. Tap Payment Gateways under Settings.

5. Tap Vantiv to enable it as your payment gateway. Ensure there’s a checkmark Vantivsetupimage004 Setting Up and Using Vantiv Payment Gatewayin the Vantiv cell row.

6. Tap Setup.

7. Plug your uDynamo card reader into the iPad’s audio jack and ensure the volume is turned all the way up. If you have an iDynamo plug it into your iPad’s lightning port.

8. Tap Web Services.

9. Enter the Merchant ID and Password from the dealer letter (pictured above). If you received a Hosted Checkout ID and password enter those.

10. Tap Done to exit the Vantiv setup screen.

11. Tap Options.

12. Tap Batch Summary to verify. If the setup is correct, you can view a batch summary.

13. Tap Ok.

14. Tap Done.

15. If you are setting up a swiper, select if you want the customer to sign on the screen or sign a printed credit card slip.

Chapter 3. Configuring your Vantiv Hosted Pay Settings

Vantiv offers a hosted pay solution. That is, when a payment needs to be processed, one is directed to a page hosted by Vantiv to process the actual payment details. TouchBistro supports payments by this method as well.

Section 1. Configuring TouchBistro

1. Open your restaurant on TouchBistro.

2. Log in as Admin.

3. Tap Admin | Admin Settings in the top right hand corner.

4. Tap Payment Gateways under Settings.

5. Tap on Vantiv and ensure that a check mark appears in the cell row.

6. Tap Setup.

7. Enter the Hosted Checkout ID (“Hosted Checkout Manual Entry Merchant ID”) and HC Password (“Hosted Checkout Password”) you received from Vantiv.

8. Slide AVS to the green position if you wish to enable the Address Verification Service fields. This should be optional unless you’re told otherwise in your welcome letter. If enabled, your hosted pay screen will ask for address information. If the address information doesn’t largely conform with the information on file, the card can be rejected. It’s an extra layer of card security.

9. Tap Done.

Chapter 4. Accepting Credit Card Payments

After you’ve set up your Merchant details in the Admin section, you or your staff are now ready to start accepting credit card and gift card payments. Remember, since the swiper uses the audio jack, ensure the volume is turned all the way up.

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1. From the Checkout screen, tap Credit Card.

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2. Slide the credit card through the reader. The magnetic stripe should be down and facing away from you.

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3. Tap Pay in Full. Do not include tip. Alternatively, if the customer only wishes to pay a portion of the full amount, enter the amount the customer wishes to charge to the card and tap Charge. See Closing the Table for how to handle a bill that requires multiple payments.

4. If TouchBistro is setup for sign on screen, continue with the steps under For Sign on Screen. If TouchBistro is setup for sign on receipt, continue with the steps under For Sign on Slip.

Section 1. For Sign on Screen

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1. If you set up TouchBistro to accept on screen sign-ons, you will be prompted to pass the iPad to the customer. Tap Continue.

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2. TouchBistro will present the customer with tipping options. Instruct the customer to select a tip and tap Done when ready.

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3. TouchBistro will present the customer with a sign on screen box. Instruct the customer to sign with the tip of their finger or an iPad compatible stylus in the white box.

4. Tap Done to process the checkout.

Note: tips left on credit cards are assigned to the owner of the table. If another staff member clocks in and processes the payment, the tip will be assigned to the table owner, not the clocked-in staff member who takes the payment. For example, Sally opens and serves the table. During her break James clocks in and the table asks to pay. James processes the payment. The tip left on the credit card will be assigned to Sally.

Section 2. For Sign on Slip

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1. If you set up TouchBistro to require signatures on the printed slip, you will be presented with a Charge Amount screen.

2. Retain the iPad, do not pass it to the customer, and tap Pay in Full. Do not include tip. Alternatively, if the customer only wishes to pay a portion of the full amount, enter the amount the customer wishes to charge to the card and tap Charge. See Closing the Table for how to handle a bill that requires multiple payments.

3. TouchBistro will print your credit card receipt printer.

4. Present the receipt to the customer for signing and inclusion of a tip.

Important: If a tip is entered on the printed receipt, TouchBistro has no way of knowing the full amount that needs to be charged to the card (bill total + tip). A manager or admin needs to reconcile tips entered on the printed receipt with the bill total recorded as paid in TouchBistro. See Reconciling Tips Written on Receipts (Managers and Admins) for information how to reconcile and get the full amount properly charged to the card.

Section 3. Closing the Table

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1. After the bill has been paid in full, TouchBistro will prompt you to close the table.

2. Tap one of the receipt options.

3. If the patrons wish to linger after paying and may purchase more, tap Continue Without Closing Table.

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4. If the bill was not paid in full, you will be returned to the Checkout screen. You will see the amount remaining. Additional payments can be made using the options under Payment Options.

1) Cases Where a Customer Might Use Multiple Payment Methods

Although it doesn’t seem readily obvious why a customer wouldn’t pay the full bill with the offered card, there are common scenarios:

•The customer is using a gift card with a balance that won’t cover the full amount.

•The customer believes he/she is near his/her credit limit and can only put part of the bill on the offered card.

•The customer is using a debit card and the funds remaining in the account don’t cover the full bill.

If the customers each want to pay a portion of the bill, do not use the multiple payment method. Use Split by Seating.

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Tap Split by Seating on the Checkout screen and tap the seat sub-bills at the bottom of the Checkout screen to arrange by-seat payments.

Section 4. Reconciling Tips Written on Receipts (Managers and Admins)

1. If the customer writes in a tip on the credit card receipt, the table owner or a user with a manager or admin passcode needs to login and access the closed bill and enter the tip.

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2. From the floor plan layout screen, tap Orders.

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3. Tap the All Closed Bills tab.

4. Locate the bill with Tip Required. If you have a lot of closed bills, slide Only show if tip required to the green position to filter out bills not requiring tip reconciliation.

5. Tap the bill’s cell area.

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6. Tap the listed payment’s cell area.

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7. Enter the tip written on the receipt in the Tip field. Tap Done.

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8. Verify you want to charge the credit card for the new amount and tap Yes.

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9. You will see an approval message.

10. Repeat if the bill had multiple payments requiring the entry of tips.

Note: tips left on credit cards are assigned to the owner of the table. If another staff member clocks in and processes the payment, the tip will be assigned to the table owner, not the clocked-in staff member who takes the payment. For example, Sally opens and serves the table. During her break James clocks in and the table asks to pay. James processes the payment. Only Sally (or a manager or admin) will have access to the order to complete the pre-auth. The tip left on the credit card will be assigned to Sally.

Chapter 5. Credit Card Voids, Returns, Adjustments, and Reprints

Note: You need Manager or Admin access to use these functions.

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1. If you need to process a void, a return, adjust the amount, or reprint a credit card slip, return to the Edit Payments screen.

2. Starting at the Floor Plan screen tap Orders | All Closed Bills and tap the bill’s associated Information Vantivsetupimage028 Setting Up and Using Vantiv Payment Gateway icon.

3. Tap the function you wish to perform.

Section 1. Reprint a Credit Card Slip

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1. If you need to reprint a credit card slip tap Payment Info from the Edit Payments screen.

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2. Tap Reprint Slip.

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3. On the Signature Line screen, tap Yes if you need to reprint the credit card slip with the signature line. For example, you sent the slip to print and the paper ran out. You need to reprint the slip with the signature line because the customer still needs to sign the slip. Tap No if you just need to generate an additional copy that doesn’t require a signature.

Chapter 6. Bar Tab Creation with a Credit Card Swipe

When opening a bar tab, typically you hold onto the card and input name and card data into the Bar Tab screen to keep record of which card is held against which tab. To speed up this process, you can open a bar tab, swipe the offered card, and automatically populate the Bar Tab details screen.

When you tap the Add  button to add the bar tab, you will be prompted to swipe the card. Upon swiping the card, you will be immediately taken to the Order screen.

Tap Manual Entry to create the bar tab without the card.

TouchBistro will also add the name on the card and the last four digits to the Bar Tab details screen.  If you later transfer the tab to a table, the name captured by the swipe will be carried over to the table.

Section 1. Authorization

If you are using Vantiv as your integrated payment provider, you can enable TouchBistro obtaining a Vantiv “valid card” authorization when swiping to create a bar tab. After swiping the card to create the tab, TouchBistro will receive an authorization token that lets you process the card from the checkout without having to re-swipe the credit card when the patron wishes to close his/her bar tab.

It’s important to understand no pre-authorization is issued by Vantiv. Vantiv issues a “zero auth”. In other words, the swipe does not check if the card holder has enough remaining credit limit to pay for the accrued tab. The charge may still be rejected. So you should retain the card even if you’ve enabled this zero auth option.

1) To enable zero auth

1. Access Admin | Admin Settings | Payment Gateways and enable Create/Open Bar Tabs by Swiping Card.

2. Ensure Sign on Slip is enabled. Vantiv Zero Auth is not available with Sign on Screen.

3. Tap Vantiv’s associated Setup option.

2. Enable Save card for payment when opening Bar Tabs.

3. When you enable this feature note the limitations and possible higher merchant fees for these kinds of transactions. You cannot use this feature with American Express cards.

4. Tap Save.

2) Using the Zero Auth to close a Bar Tab

1. Add a bar tab and swipe the card.

2. When the patron wants to close the tab and pay, tap Checkout.

3. Under Payment Options you will see the charge card offered. Tap it.

4. Process the payment as prompted.

Section 2. Disable Swiper Prompt

If you prefer not to use this method to populate bar tabs, you can turn it off under Admin | Admin Settings | Payment Gateways.

Disable Create/Open Bar Tabs by Swiping Card.

Chapter 7. Using Hosted Pay

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1. From the Checkout screen, tap the Information Vantivsetupimage028 Setting Up and Using Vantiv Payment Gateway icon next to Credit Card.

2. Tap Charge Using Hosted Checkout.

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3. Tap Pay in Full. Do not include tip.

4. Enter the credit card details and tap Submit.

5. If TouchBistro is setup for sign on screen, follow the steps under For Sign on Screen.

6. If TouchBistro is setup for sign on receipt, follow the steps under For Sign on Slip.

Chapter 8. Using Vantiv Gift Cards

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1. The checkout screen will have a payment option labeled Gift Card. Tap Gift Card.

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2. TouchBistro will prompt you to slide the gift card through the reader. You can tap Manual Entry to process the card manually.

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3. You will see the Charge Amount screen. Tap Pay in Full.

4. Tap Charge to process the payment.

Section 1. Manually Processing a Gift Card

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1. If you need to bypass the card swipe prompt and manually process a gift card (for example, the card’s magnetic stripe appears damaged), tap Gift Card.

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2. Tap Manual Entry to process the card manually.

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3. Enter the gift card’s number and tap Next.

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4. You will see the Charge Amount screen. Tap Pay in Full. Do not include tip. Alternatively, if the customer only wishes to pay a portion of the full amount, enter the amount the customer wishes to charge to the card and tap Charge. See Closing the Table for how to handle a bill that requires multiple payments.

5. Tap Charge to process the payment.

Section 2. Managing the Gift Card

You can activate/add funds to a gift card, process a refund onto the gift card (return a dollar amount to the card), or view a gift card’s balance from the checkout.

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To access the Gift Cards options menu, tap the Information Vantivsetupimage039 Setting Up and Using Vantiv Payment Gateway icon associated with the Gift Card link.

1) Activate Gift Card

Activating a gift card requires Manager approval. If the user is not a manager, they will see a Manager Confirmation screen first before they are shown the Activation screen.

To activate a card:

1. Tap Activate Gift Card.

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2. Enter in amount the customer wants to put on the card.

3. The dialog box will prompt you to slide the card through the reader.

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4. Tap Yes to confirm you want to activate the card and load the entered balance.

2) Reload Gift Card

Reloading a gift card requires Manager approval. If the user is not a manager, they will see a Manager Confirmation screen first before they are shown the Reload screen.

To reload a card:

1. Tap Reload Gift Card.

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2. Enter in amount the customer wants to put on the card.

3. The dialog box will prompt you to slide the card through the reader.

4. Tap Yes to confirm you want to add the entered balance.

3) Processing a Refund Amount Back Onto a Gift Card

Refunding a purchase made with gift card requires Manager approval. If the user is not a manager, they will see a Manager Confirmation screen first before they are shown the Refund screen.

If a purchase was made with a gift card and you need to process a return and refund the purchase price back onto the gift card, follow these steps:

1. Tap Gift Card Return.

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2. Enter the amount to refund.

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3. The dialog box will prompt you to slide the card through the reader.

4. Tap Yes to confirm you want to refund the amount to the card.

5. This will return the entered amount to the gift card. For example, if the card’s balance was $10 and you processed a $55 gift card return, the new balance will be $65.

4) View Remaining Balance on Gift Card

If you wish to check a gift card’s balance before processing it follow these steps:

1. Tap View Balance.

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2. The dialog box will prompt you to slide the card through the reader.

Chapter 9. Selling Gift Cards

When you activate or load a gift card, TouchBistro logs the sale in the Gift Card Activity report’s Gift Card Activity section (pictured above). However, it’s important to log any value added to a gift card as a menu item sale to help balance out your cash drawer and credit card receipts as well as accurately log payment methods.

Although it might seem unnecessary to log a gift card value addition as a sale when the Gift Card Activity report already captures a sale, it only provides half the necessary information. Imagine, for example, a customer topped up a gift card for $50  and paid with a $50 bill. Your Gift Card Activity report would show a $50 value addition but your End of Day sales report would have no record of the $50 cash payment. Your cash drawer would be $50 over and you could only guess that that $50 represents the $50 gift card top up. As well, many customers will want to pay for the gift card value add with  a credit card. To be able to process a sale, you need a gift card value menu item to execute the credit card sale.

To ensure complete and accurate accounting, follow the following steps:

Section 1. Setting Up Your Menu

1. Access Menu.

2. Tap Sales Category. Create a Sales Category called Gift Cards or Merchandise (if you want to sell other non food/drink items).

3. Create a Menu Category called Gift Cards. Set the Sales Category for Gift Cards or Merchandise (depending on what you created in step 2).

4. Ensure you disable Taxation by removing the checkmark from the included tax. Tap Done

5. Tap Icon and set an appropriate icon.

6. Tap Save.

7. Access Menu Items. Tap Gift Cards.

8. Create a  Gift Card Value Add menu item under the Gift Cards category.

9. Give the menu item name something like Gift Card Value Add. This will will be used when a new card is purchased and value is added to it or when an existing card is topped up.

10. Set it for an Open Price.

11. Ensure Taxes is set to No Tax.

12. Enable Is a Gift Card.

13. Return to the Menu setting screen and tap Menus.

14. Tap a menu category (for example Full Menu).

15. Tap Add Menu Category and add our Gift Cards menu category.

16. Tap Save and then add the Gift Cards menu category to additional Menus as necessary.

Section 2. Processing the Order

1.  Open your cash register.

2.  Tap your Gift Card menu category.

3.  Tap your Gift Card Value Add menu item.

4.  Enter the value you wish to add to the card and then tap Set Price.

5.  Double check you set this menu item up not to charge tax. In most jurisdictions, you do not charge tax on values added to a gift card, as the tax is paid when the gift card is used to pay for a good or service. Tap the Checkout icon.

6.  Tap the Information  icon associated with Gift Card payment option. Select an option. In this example, we’re going to reload (add additional value) to an existing gift card.

7.  Enter the amount you wish to add to the card. You can swipe the card or tap Manual Entry and input the gift card number manually. Vantiv also supports scanning the card in via a QR code. If you gift cards have a QR code, tap Scan Code.

8.  Confirm the amount by tapping Yes.

9.  You will see the new balance. Tap OK.

10. Even though we’ve added a value to the card, we have yet to actually collect payment for the value addition. You can now tap a payment option to collect. If the customer wants to pay cash, tap Cash. Or tap a integrated payment option if the customer wants to pay with a card.

11. After selecting your payment method, tap Pay in Full and complete the sale as you would complete any other menu sale.

If you need to load a gift card (or perform another gift card function) without accessing the register screen, access Admin | Admin Settings | Payment Gateways. Tap the Gift Cards option.

Section 3. Reporting

When you do your end of day, you will be prompted to generate the Gift Card Activity Report along with the usual End of Day Report.

In the pictured example above, our Gift Card Activity report shows we sold one menu item flagged as a gift card (the Gift Card Value Add menu we created above). It also logs the actual value addition we did, indicating the amount loaded onto the card. Waiter indicates the staff member who added the card value.

In the pictured example above, our End of Day report also captures the gift card menu item sale in Sales Totals. It’s important to keep gift card value associated with their own sales category to help separate out such sales and keep food/alcohol cost reports accurate.

The Gift Card Activity report helps us properly account for sales we can recognize for that day or period. For example, we have $92.11 in pre-tax sales. However, our Gift Card Activity report indicates $50 was a gift card value addition. We know to deduct $50 from today’s sales, leaving us with $42.11 in sales we can realize for that day. Of course, when the customer spends the $50 gift card on food, drinks, merchandise, or services, TouchBistro will capture those menu sales and the $50 will be realized then.

Chapter 10. Closing Your Batch

Follow these steps to close your batch via TouchBistro:

1. Login as an Admin or Manager.

2. Tap Admin or Options (if you’re logged in as a Manager profile).

3. Tap Payment Gateway Options.

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4. Tap Batch Summary.

5. Review the batch summary and tap Batch Close.

6. TouchBistro will prompt you your batch has been submitted successfully. Tap OK.

Chapter 11. Testing Your Setup

1. Scroll to the bottom of your payment setup page.

2. Tap Test Payment Gateway.

3. Tap Untested next to each feature you support and follow the on-screen prompts.