Factor 4 MPA Training Manual

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To access the PDF version of this document, click the link below.

Factor4 Gift Cards

Basic Navigation Guide

Figure 1: Factor 4 Log in Screen

Accessing Your Portal

To begin, access your portal using the link below:
https://myprogramadmin.com

Login Requirements

You will need the following credentials:

Location ID
Employee ID
Password

If you do not have this information, please contact your sales representative.

Important Notes

Cookies must be enabled in your browser.
Login credentials are case sensitive, so enter them exactly as provided.

Signing In

Enter your Location ID
Enter your Employee ID
Enter your Password
Click “Sign In”

Special Instructions for Existing Users

If your credentials in the previous system included leading zeros, remove them when logging in.

Example:
Old Employee ID: 0084
New Login ID: 84

Main Location Page Overview

Figure 2: Factor 4 Main Location Page

Navigation Structure

Each of the main tabs at the top of the page has a set of sub tabs. This helps you to navigate the program and narrow down your desired activity.

Tracking Your Navigation

As you navigate through the program, a set of links develop under the sub tabs. These help you track forward and backward through the pages you have visited.

Understanding Links

Links are shown as text in colored font. If a name, number, or word is a color, clicking it will bring you to a new page or show you a report associated with it.

Reporting

Figure 3: Factor 4 Reports Tab

REPORTS

You can run reports for:

Transactions (most often used)
Data
Liability
Employees
Terminals

How to run a Transaction Report (multiple options):

Figure 4: Factor 4 Transaction Report Tab

Accessing the Quick Report

Navigate to your Location Home Page
Locate the Transaction Reporting section on the right side of the screen.
In the drop down menu choose the date or date range you want a report for.
Select the Report option

After running the report, you will notice a grey box that shows the date range you chose to report on, as well as several check boxes to the right.

The check boxes control what information you view in your report. Each check box represents a column in the report.

You can edit what information you view by checking and unchecking the appropriate boxes, then clicking “Go”, this will regenerate the report.

The Transaction Totals Summary gives you a snapshot of what types of transactions were run, how many of each, and the total values. In the report, if a transaction is highlighted pink it means that the transaction was voided.

Programs Tab

Figure 5: Factor 4 Programs Tab

You will see an index of the programs your location is currently a part of.
To view the reports that are available for that program, click on the program name.

Figure 5.1: Factor 4 Programs Tab

There is a header labeled Reporting on the right side of the screen. Under this heading are several reporting options. Anything in colored font is a link, clicking on any report name here will take you to the report.

Below is a description of each report:

Report	Description
Transaction	Detailed report of all transactions run within a given time period. This can be done for a specific program or for a location as a whole.
Centralized	For merchants with more than one location and an accounting system that uses one main account where funds are deposited and then dispersed from.
Decentralized	For merchants with more than one location and an accounting system where locations pay each other rather than depositing into one main account.
Account Data	Allows you to see the customer data that has been added to card numbers.
Totals by Program	Summary of the number and types of transactions run in each program.
Liability	Card status summary showing how many cards are active, expired, and in inventory, as well as the total value on those cards.

Reports Tab

Figure 6: Factor 4 Reports Tab

This allows you to search for the report you are looking for

Type in the name of the program you want a report for and click Search.
This will generate a list of the reports for that Program.
You can then click on the Report name.

Card Edit

Figure 7: Factor 4 Card Edit Tab

On the Locations home page type in the card number, you are looking for in the “Single Card” box.

If you are simply looking for card information such as balance details and customer data already entered, you can click “Report” which will bring you to the card summary page.

If you need to edit the card (add customer information, change a card status or change the balance) you will click “Edit”. You will notice several different headers on the Edit page.

Figure 8: Factor 4 Single Card Edit

At the top left is the basic card information, including the card number, pin, and activation date.

The right side of the screen shows the Balance information and the option to change the expiration date.

To edit the expiration date from Active to Expired:

Enter in a date in the past in the expiration date box on the right, then click “Update Expiration”.
This will automatically update the Status box on the left. Similarly, if you are changing the status from Expired to Activated, you can change the expiration date.
Click Update Expiration and the status will be updated.

To change the balance of a card:

Enter in the difference amount in the Difference box under the Balance header.
Select the Type of value you are adding or subtracting and click Adjust.

Figure 9: Factor 4 Custom Fields

Scroll down to see the Custom Fields on the left and the customer information on the right.

To edit this information, you will need to fill in the appropriate fields, then click “Save Customer” at the bottom of the page.

If you are adding mobile numbers or email addresses for marketing purposes, be sure to check the corresponding “Opt-In” box in order to ensure that the SMS and Email broadcasts are sent to the customer.

EMPLOYEE ADD AND EDIT

Figure 10: Factor 4 Employee Add & Edit

You will need to add the employees into your portal IF:

You require an employee id and/or password at the terminal level
You have additional employees that you should have access to the online portal

To do this, from your location home page:

Scroll down to the Employee header
Click Add
This will bring you to the Employee Add page, which will allow you to add a new employee.

Figure 11: Factor 4 Employee Add Page

Below is a description of each field on this page:

Field	Description
Employee Id	This is your choice for how you want to identify your employees. Typically it is a numeric 1-4 digit number.
Password	This first password is for web administration access. If you are adding an employee that is going to be allowed access to the online portal, you must assign a web password. It must be at least 6 digits long. If the employee does not have access to the online portal you can leave this blank.
First/Middle/Last Names	This is the name of the employee you are adding.
E-mail	This is an optional field to store the email address of your employee.
Phone	Another optional field to store additional employee information.
Status	Any employee you add that will be running transactions or logging in to the portal needs to be at Enabled status. However, if you need to suspend their access at any time, you can change the status to Quit, Suspended, or Terminated. If an employee is set at any of those statuses they will not be allowed to log in or run transactions.
Password at POS	This is for any employee that will be entering a password into the terminal. It should be numeric only, typically 4 digits in length.
Administrator	If this employee should have access to the online portal, this box must be checked. If it is not checked, they will not be allowed to sign in.
Account	Every card number has a corresponding account number, which contains customer, card, and balance information.
Card	If you want the employee to be able to view or edit card information (such as balances or expirations), check the appropriate boxes.
Customer	You can choose whether or not the employee can view or edit customer information such as name, phone number, and address.
Employee	This allows the employee to view and edit other employee information.
Location	This allows the employee to view and edit the merchant location information.
Broadcasts	You can allow your employees to send SMS and/or Email broadcasts.
Transaction	You can choose which transactions you want each employee to perform, in this case the employee can only do Gift Issuances and Redemptions, Loyalty Issuance and Redemption as well as Inquiries and Tips. However, the transaction would fail if the employee tried to void a transaction.
Save	Once you have finished choosing the employee privileges, click Save. A blue confirmation box will show up.
Additional Questions	This document covers the main functions of your online portal. Contact your gift card provider with any additional questions you may have.

Contact Type	Information
Factor 4 Website	www.factor4gift.com
Email	Support@factor4gift.com
Phone	484-471-3963