Credit Card Number Security

The GlobalWare database stores credit card numbers for use on corporate reports, accounts receivable statements, refund and exchange notices (RENs), and corporate reconciliation reports. Credit card numbers can come into GlobalWare from GDS interface files and files from other sources, such as credit card companies for reconciliation purposes.

You can use GlobalWare to secure credit card numbers in several ways:

• The Employee Security function, which you can access on the System submenu, enables you to restrict specific employees from viewing or editing credit card numbers by masking the numbers. To mask credit card numbers for an employee, ensure that Mask CC# is selected under Accounts Access on the Employee Security screen for the employee's profile. For more information about employee security, see Employee Accounts Overview.

• For tracking purposes, GlobalWare stores partial credit card numbers for agency plastic and group plastic as check numbers and descriptions in the general ledger and subledgers. You cannot restrict employees from seeing this data, but you can limit the number of credit card digits stored by using the # Agency Plastic for Check Num and # Group Plastic Digits for Comments boxes on the System tab of the System Control screen. For details, see System Tab.

• You can have the interface store only certain digits from credit card numbers (for example, storing only the last four digits while using a replacement character, such as 'X', for all other digits). To do this, ensure that the Store all CC #'s through interface check box is not selected on the System tab of the System Control screen, and then specify the number of digits to store and the replacement character to use for the other digits. For details, see System Tab.

  Note: This option replaces digits; it does not encrypt them.

• The PCI Security function, which you can access on the System submenu, enables you to encrypt data for selected GlobalWare fields. You can also use this function to automatically destroy credit card data according to the schedule you set up. For more information, see Changing PCI Security.

  WARNING: You cannot recover data destroyed by the PCI Security function. Make sure you back up your data outside of GlobalWare.