Overview
Paytronix Systems, Inc. has been successful in converting cards used in other gift and/or loyalty processing systems so that they can be used in the Paytronix system. Converting from an existing vendor to Paytronix requires some key steps to ensure success.
Here are the key items in this conversion process. They are discussed in more detail in the sections below.
We need to receive 10 sample cards. Please mail the cards to us.
We need a data file from the current provider that contains the following items for each card: Card Number, Date of Activation, Store of Activation and Current Balance
We need to receive the full range of card numbers that exist. We need to know the first number and the last number for all the cards that exist in your other system.
We need to review the language on the back of the card and make sure that it appears correct for the Paytronix system. If the cards have a 1-800 number printed on the back we need to acquire the number and re-point it to our system.
Requirements for Card Conversion
Paytronix requires the following for conversions:
1. Paytronix needs to be able to map the printed card numbers to valid track II data on the magnetic stripe so that the cards can be swiped at the POS. To create this mapping, Paytronix needs 10 sequential cards of each type that the merchant wishes to transfer over into Paytronix. (Note: The actual human-readable card number may not be “sequential” as there may be random digits/check digits appended to the card number. But all batches of cards have a sequence to them. We need 10 cards of each batch in sequence.) These cards should be sent to:
Card Conversion
Paytronix Systems Inc.
80 Bridge Street
Newton, MA 02458
2. The maximum card number length that can be imported into Paytronix is 38.
3. Provide Paytronix with the card ranges for each batch of cards purchased and which card template they apply to. This is especially important if Paytronix is going to upload inactive cards. Here is an example of this information
BATCH1 (25,000 cards) - TYPE = GIFT
first # = 6000104000000
last# = 6000104024999
BATCH2 (15,000 cards) - TYPE = GIFT
first # = 7992289000000
last # = 7992289014999
BATCH3 (3,000 cards) - TYPE = COMP
first # = 1090203000000
last # = 1090203002999
4. We need a file for each type of card being imported into the system. We need one file per type of card; e.g., one file for $25 gift cards, a separate file for non-denominated cards, one for loyalty cards, etc. These card files MUST include the following information:
Printed Card Number
Store code of activation (where the card was sold)
Date/Time of activation
Current card balance(s)
5. You are responsible for the quality of the card conversion data. This is very important. If we get a file with inaccurate data, the cards will have the wrong information after conversion.
6. Paytronix will support you in the process of validating the data. You can provide us with Login access to the existing provider’s interface so that we can help find the best reports for download.
Limitations to the process
There are some limitations in the process that are important to understand.
Paytronix uploads the activation date/store and the current balance NOT the full transaction history of the card. We will not be able to import the full transaction history of the cards. You should obtain a backup of the transaction data from your existing provider.
Paytronix may not be able to upload inactive cards (cards that have never been sold previously through your legacy provider). It will depend on whether we can generate a full list of the cards.
Additional Loyalty Card Conversion Information
The above instructions primarily targeted gift cards. Paytronix can also import data for COMP and loyalty cards. These types of cards can handle additional wallets beyond stored value or gift dollars. Please include a tab delimited file or excel spreadsheet with a column for each type of wallet. The header row should have the wallet name and each field below this header should have the balance for the row’s card number.
It is possible to upload guest Registration Information along with card. Paytronix supports the following fields of customer data to be brought over from other gift/loyalty systems:
Column Header | Format | Description | Example |
Card Number | Numeric 5..38 | Card number as printed on the card | 9876543210999054 |
Alphanumeric 60 | Email address | ||
Date of Birth | Alphanumeric 40 | Date value representing date of birth | 10/31/1963 |
Anniversary Date | Alphanumeric 40 | Date value representing anniversary date | 10/31/1963 |
Opt-In | Boolean (Yes/No) | Yes if cardholder opts in to mailings | Yes |
First Name | Alphanumeric 30 | First name | Mary |
Middle Initial | Alphanumeric 1 | Middle initial | I |
Last Name | Alphanumeric 30 | Last name | Smith |
Company Name | Alphanumeric 50 | Company name | Company, Inc. |
Title | Alphanumeric 10 | Paytronix name for a salutation, i.e., Mr., Mrs. or Ms. | Ms. |
Address | Alphanumeric 100 | First line of address | 123 Main Street |
Address 2 | Alphanumeric 100 | Second line of address | Apt. 1 |
City | Alphanumeric 50 | City | Boston |
State | Alphanumeric 2 | 2-character postal abbreviation for US state or Canadian province | MA |
Zip Code | Alphanumeric 10 | US or Canadian Zip/Postal code | 02452 |
Country | Alphanumeric 50 | Country full name. Only “United States” and “Canada” are allowed | United States |
Phone Number | Alphanumeric 11 | Phone number including area code | 617-649-3300 |
Mobile Phone | Alphanumeric 11 | Mobile phone number including area code | 617-649-3300 |
Fax | Alphanumeric 11 | Fax number including area code | 617-649-3300 |
All registration information needs to be put into an excel spreadsheet with the above list as the column headings. You must include Card Number as the first column. All other information is optional and you should include columns for information being collected in the prior program. If you are including any optional information it must meet our data validation requirements.
Conversion Process
The following are the steps followed when converting a customer from another gift/loyalty provider to Paytronix:
Merchant ships Paytronix 10 card samples of each type of card it wishes to bring into the Paytronix system.
Timing: During sales evaluation process
Paytronix reviews cards sent, and validates that the card numbers can be brought into the system
Timing: During sales evaluation process
Merchant provides login information to Paytronix Customer Support team
Timing: Immediately following the signing of the contract.
Merchant provides test data for trial run of conversion:
Card sequence file (including track information and card number)
Activation information (store and date)
Card balance information
Registration information (guest name, address, phone, etc…)
Timing: Within 2 weeks of contract signing
Paytronix uses test data to simulate crossover
Evaluate the completeness of data
Evaluate the accuracy of data
Report findings back to merchant
Timing: Within 3 weeks of contract signing
Final files provided to Paytronix (the same list of files as used for the test – but with COMPLETE, current data). The merchant must validate that all balance information is correct prior to handing the data over to Paytronix.
Timing: 24 hours prior to switch over
Paytronix Customer Support uploads files into the Paytronix database, and the Merchant is live
Timing: Early morning of the date the Merchant goes live with Paytronix
Catch-up Adjustments – a complete set of data files needs to be provided from the legacy system 48 hours after going live with Paytronix. This will capture any transactions that have occurred on the legacy system that were not in the original conversion files. These transactions could be due to data latency in the legacy system, a time delay in deleting the old buttons that point to the legacy system or training errors. It is your responsibility to stop any future use of the legacy system.
Timing: 48 hours after launch
Additional Services
The Paytronix Conversion Process requires that the merchant be the point of contact for all of the gathering of information from the existing system. Once the data is gathered, it is also expected that the merchant will be responsible for any data cleaning that needs to occur.
Should the merchant not have the resources to do this work, Paytronix Customer Support can do these functions for an additional fee.
Regardless of who gathers and cleans the raw data, the merchant will be responsible to signing off on the balances prior to the actual upload into the Paytronix database.
Dealing with Legacy IVR Systems
Some merchants advertise a phone number on the back of their cards so that a guest can check their balance by phone. The Legacy system will not be updated with any transactions after the conversion to Paytronix takes place. If any guests call this phone number they are likely to get incorrect information and this can be very confusing.
The best way to handle this is to ask your legacy provider for this 1-800 number. If they have dedicated it for your use, you can take control of the phone number and forward it to the Paytronix Interactive Voice Response (IVR) system. If this phone number is pointed to Paytronix, it will always provide the correct balance.
However, many legacy providers have only one phone number for all of their clients and cannot relinquish control of the phone number. If this is the case, you need to communicate clearly to guests and restaurant staff that you are switching gift card providers and that the IVR phone number has changed. We recommend the following:
All restaurant staff told in training for the conversion that the IVR number is converting as well
Post on your website that the IVR number had been changed
Post a notice near the host stand that says the gift card provider has changed and that there is a new IVR number.
These notifications make it clear to the guest that a change has happened and that the old IVR does not have valid data. It should alleviate any guest confusion or complaints.
Frequently Asked Questions
Will loyalty card holders have to re-register in the Paytronix System?
Yes, even if they have signed up and registered in a legacy system, they will need to complete the Paytronix registration. The form will be pre-populated with all the information that was uploaded. They will have the ability to correct any information that has changed and fill-in any missing information. At a minimum they will have to select a username and password which cannot be brought over from the legacy system. This is a slight inconvenience for the guest, but it does have the benefit that they will get a chance to review and update their information – many people move or change email addresses. Additionally, a registration email is sent to the guest which they will be instructed to accept out of their bulk email folders so that future promotions can reach them more efficiently.
How will dormancy fees, escheatment and card expiration be affected?
The cards will keep their original activation data and enrollment store code. Any escheatment rules that are based on card sale date will be unaffected. The date of last load (add value) or last transaction will be the date of data conversion so any escheatment or dormancy rules that are based on these dates are effectively reset and the guest gets a longer time period for money to remain on their cards.