Cardknox Merchant Portal User Guide

Overview

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The Cardknox Merchant Portal is a revolutionary, user-friendly online platform for seamless management of Cardknox payment processing accounts. The intuitive and fluid interface features user-friendly, robust tools for:

  • Report creation
  • Batch and transaction viewing
  • Payment processing
  • Customer profile management
  • Customizable recurring billing
  • Portal user management

With the help of our diverse search filters, you can seamlessly locate transactions or generate custom-made reports that pinpoint exact data, all in a lot less time.

Using capabilities and more, it’s easier than ever to keep a finger on the pulse of your business.

The Cardknox development team is continually adding new features and functionality to further enhance the user experience.

The following describes the main features of the Cardknox platform. It contains information about features within the application including screen samples, field descriptions, and procedures for managing your transactions and customer information.

Cardknox Merchant Portal

When you sign in to the Cardknox Merchant Portal, the application opens with the Welcome to Cardknox Portal screen and displays your company’s Dashboard. The Dashboard gives you a quick overview of what’s happening with your business and contains the most important data from the features you currently use.

Use the menu tabs on the left side of the welcome screen to navigate through the application and take action on your transaction data.

Tips:
  • After 30 minutes of inactivity on any tab, the application closes. If you close your browser, the system clears your session after 15 minutes, and if you open a new browser window, you must log in again.
  • You can click the Collapse Menu button to collapse the menu bar at the left-hand side of any page, giving you more room to view data. Click the button again to expand the menu bar.

Dashboard

The Dashboard tab displays business information in graphical format. The Dashboard tab opens yesterday’s data displayed by default. Interactive graphics give you an at-a-glance view of your company’s current financial details on one screen to help you spot trends and monitor activity by transaction type, such as transaction counts and amounts. See the item description table below for more information about these features.

Dashboard Tab

Tips:
  • The Customers and Recurring Schedules modules are not included in the Cardknox Starter plan. To upgrade to the Standard plan, which includes access to these modules, click on either Customers or Recurring Schedules on the navigation menu.
Dashboard Tab Item Descriptions

Item Description
Gateway status Displays a message about the status of an event such as a system outage.
Notifications button Click this button to display notification messages.

Account name Displays the name of the account.

Click the arrow to open a list of your accounts.

Type your search criteria in the search field or click an option in the list.

User button Displays your account’s email address.

Click this button or arrow to log out of the Cardknox Portal.

Calendar button Click this button and choose a day from the list, or select Custom from the list and enter a date range on the calendar and click Apply to display graphical images of the features you currently use.

If you choose Custom, the following edits are in place:

  • The date you enter cannot exceed 7 days from today’s date
  • You must enter a valid date range (i.e., 2018 to 2019, not 2019 to 2018).
New Transaction Allows you to create a new transaction
Gross revenue Displays a graph showing sales, credit, and totals information for the date you select.

Hover your pointer over a point on the graph to view monetary details by time and date.

Transaction activity Displays the calculated sales, credit, total, and average transaction amounts for the date you select.
Sales Summary Displays sales summary information by product.

Hover your pointer over the graphic to view total transaction count and amount information.

Credit Summary Displays credit summary information by product.

Hover your pointer over the graphic to view total transaction count and amount information.

Dashboard Displays your company’s main Dashboard based on the features you select to view.
Transactions Allows you to view or take action on existing transactions.
New + Allows you to create a new transaction
Send Payment Request Allows you to send a payment request link to your customers.
Quick Reports Allows you to view or take action on reports.
Gift Report Allows you to view or take action on gift reports.
Batches Allows you to view or take action on batches.

Note: If your account does not support batches, this tab is not visible.

Customers Allows you to view or take action on customer records.
New + Allows you to create a new customer.
Recurring Schedules Allows you to view or take action on recurring payment schedules.
Company latest news Click this link to access the Cardknox Newsroom page to read the latest press releases and news articles.
Settings Allows you to modify selected portal settings.
Help Click this link to expand the Help menu.
Contact us Click this link to find information about how to contact us for merchant and partner sales information, software integration, and technical support.
FAQ Click this link to access the Cardknox FAQ page.
User Guide Click this link to access the Cardknox Merchant Portal User Guide documentation.
Remote Support Click this link to access the Cardknox online support and collaboration portal.

Transactions

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The Transactions tab provides a quick overview of your existing transactions and enables you to view and manage all your transaction data from one page.

By default, the Transactions tab opens with the last 7 days of transaction records displayed. Click on “Last 7 Days” to select a different time period or define a custom time period.

At the top of each column, you can type in criteria text to filter the transaction data. For example, to see only transactions for April 3, 2020, type in 04/03/2020 in the text field at the top of the Date column.

Upon clicking a transaction reference number, you can view all transaction information— including the transaction date and time, amount, cardholder’s name, payment card account number and card type, approval status, transaction type, and a description of the transaction.

On the Transactions tab, you can perform the following actions:

  • Process a new transaction
  • Schedule a transaction for later processing
  • Search for a transaction
  • Export a transaction
  • Modify a transaction
  • Apply voids and refunds
  • Link a transaction to a customer
Tips:
  • The Transactions tab opens with the last 7 days of data displayed by default.
  • Enter search criteria in the fields next to the column headings to search for a transaction.
  • Click the arrow to the right of any column heading to sort the column.
  • Click the arrow to the left of any row to expand the row and display transaction detail information.
  • Certain column headings display a screen tip when you hover your mouse over the column name.
  • Click between column headers to select and resize any column.
  • Customize your page view by selecting the columns you want to appear by default.

Note: Only a partial screen sample is displayed below. All fields are documented in the following item description table.

Transactions Tab

Expanded Search Features

Certain fields include drop-down menus you can use to narrow the results of your display settings. For example, the Card Type field menu displays a list of available card types. Click the arrow in the column headings for the following fields to open a menu with more search options:

  • Card Type
  • Command
  • Currency
  • Entry Method
  • Payment Method
  • Result
  • 3D Secure Result
Transactions Tab Item Descriptions

Item Description
Calendar button Click the calendar button and choose an option from the list.

Valid values are as follows:

  • Yesterday
  • Today
  • Last 7 Days
  • Last 30 Days
  • Last 60 Days
  • Last 90 Days
  • Custom

If you choose Custom, the system opens a calendar you can use to select a date range and a time range. The following edits are in place:

  • The date you enter cannot exceed 7 days from today’s date
  • You must enter a valid date range (i.e., 2018 to 2019, not 2019 to 2018).
  • You can display up to 100 days of data.
  • You cannot select dates in the future

The system displays an error message if you enter an invalid date or date range.

Select a date range in the calendar fields, select a time range in the From and To fields, and click Apply.

Filter Click this button to select filter criteria (such as card number or status).

Click which filter to use, and type in the criteria in the text box that is displayed:

Click the right arrow (or press the Enter key) to apply the filter right away, or you can choose more criteria from the dropdown.

To see more filters, click + Advanced.

Tip: To always display the Advanced filters, select the Always Expand checkbox.

Click Reset all to clear all selected filters in the Filters list. Click Done to close the dropdown and save your changes.

Reset filter Click this link to reset all filters.

When you click Reset filter, the system:

  • Clears all selected filters in the Filters list
  • Clears all selected options in the Settings button Available Columns list and reverts to the default column page view
New transaction Click this button to open the Add new transaction dialog box and create a new transaction.
Download button Click this button to choose whether to export the current view or all transactions in CSV or Quickbooks format.

Print Click this button to print a transaction report.

Select Current view (PDF) to open a dialog box and print a report of the current view.

Select All transactions (PDF) to open a dialog box and print a report of all transactions.

Settings button Click the gear icon to change the transactions columns that are displayed while you are logged in to Cardknox. The columns you select from here are also reflected if you download a report from this screen.

On the dropdown, under Available Columns, select the columns you want to appear on the transactions list. Click Done to save your changes.

Note: If you click Reset filter, Cardknox clears all selected options in the Available Columns list and reverts to the default column page view.

To change the columns that are always displayed on this tab:

  1. Click Settings. Cardknox opens Report Settings with the Transaction Report displayed.
  2. In the Fields Configuration section, under the Show in Report section, you can select the columns you want to appear on the transactions list.
  3. Click Save. The columns you selected are saved as the default view.
Show/hide button Click the right arrow to show the date range or click the down arrow to hide the date range.
Load more Displays options to select the number of transactions to display on the page.

Valid options are as follows:

  • 50
  • 100
  • 500
  • 1000
  • All
Total Approved Displays the count and total amount of all Approved and Auth-only transactions on the current page in the currency you select.

Note: Only US dollars and British pounds are currently supported.

Count Displays the number of transactions on the current page.
Total by Card Click this link to open the Total by Card dialog box and view the total amount and count of Approved transactions by card type.

Click the Download button to export the current view in CSV format.

Display Transaction Details

Beta Feature

You can view transaction details by clicking on a transaction row. This expands the view and opens the details section on the right-hand side of the screen.

Transaction Details

To close the transaction details, click the icon in the upper right corner.

In the upper right, action buttons let you print, email, download, and view a transaction receipt:

Below the transaction details, you can use the buttons to perform other actions, like void or refund the transaction:

Complete the fields as described in the following table to view transaction details or take action on the transaction.

Transaction Details Item Descriptions
Item Description
Transaction Information Displays the status of the transaction.

Below Transaction Information is four collapsible sections:

  • General Information
  • Billing Information
  • Shipping Information
  • Additional Information

You can expand and close the sections by clicking the * and * arrows to the left of the section name. You can also click and directly above General Information).

General Information Displays the following information:

    Amount – Amount of the transaction

    Transaction Type – AuthOnly, Capture, Sale, Save

    Payment Type – Credit card or check

    Invoice – Invoice number

    Account Number – Last 4 digits of the account number. Click the account number link to see all transactions associated with this credit card number.

    Entered Date – Date and time the transaction was entered

    AVS – AVS result

    Custom fields (if any)

Billing Information
    Name – The payee’s first and last name.

    Company – Click the company name link to see all transactions associated with this company.

    Phone number –The payee’s phone number.

Shipping Information
    Name

    City, State, and Zip

Additional Information Transaction details
Issuing Bank Information Cardknox displays the issuing bank name and other information (if available).

This section displays if you have selected the Include Issuing Bank Details in Transaction Details checkbox (Settings > Transactions > Other Settings).

Action Buttons on Transaction Detail
Item Description
Printer button Click the printer button to open a dialog box and print the transaction receipt.

The transaction receipt contains includes the following information:

Receipt Header Information:

  • Company name
  • Company address
  • Company phone number

Processing Information:

  • Amount
  • Date
  • Transaction type
  • Status

Card Information:

  • Card type
  • Card expiration
  • Card number
  • Cardholder name

Additional Information:

  • Entry method
  • Payment method
  • Reference number
  • Payment type
  • Authorization code

Signature:

  • Customer signature line

Email button Click the email button to open a dialog box:

Cardknox populates the Email field with the customer’s email address from their biling information. You can change this to a different address by typing in the Email field.

Click the Send button and Cardknox immediately sends the transaction receipt as an email to the customer.

Download button Click this button to export the transaction in CSV format.
View button Click this button to view the transaction receipt.

The transaction receipt contains includes the following information:

  • Transaction Reference Number
  • Company Name
  • Company Address
  • Phone Number

Transaction Information:

  • Amount
  • Billing Information
  • Shipping Information
  • Entered Date

Transaction Detail:

  • Payment type
  • Transaction type
  • Card type
  • Transaction entry method
  • Card number
  • Card expiration
  • Ref # – Reference number

Click the Printer button to open a dialog box and print the transaction receipt.

Click the Email button to open a dialog box to send an email message.

Add New Transaction Click this button to open the Add new transaction dialog box and create a new transaction.
Add New Customer When you click Add Customer , you’ll need to choose New Customer or Existing Customer. For more information, see the Link a Customer to a Transaction section.
Void Click this button to open the Void dialog box.
Refund Click this button to open the Refund dialog box.

Complete the fields to issue either a full or partial refund. Click Refund to process the refund, or click Cancel to clear the form and discard your changes.

A fully refunded transaction displays the badge REFUNDED.

A partially refunded transaction displays the badge PARTIALLY REFUNDED.

  • Hover your pointer over the partially refund badge to view a tooltip message showing the amount of the full or partial refund.
  • Hover your pointer over the Refund button to view a tooltip message that the transaction was partially refunded.

Adjust Click this button to open the Adjust dialog box.

Complete the fields to issue an adjustment.

Click Adjust to process the adjustment or click Cancel to clear the form and discard your changes.

Create a New Transaction

You can quickly process a new transaction by either selecting Transactions from the navigation menu on the left side of the screen or clicking the New Transaction button at the top right side of the screen. Click either option to open the Add New Transaction dialog box to create a new transaction.

Tips:
  • When you click New Transaction, the system populates fields in the Add New Transaction dialog box with any saved customer and transaction information
  • The * symbol indicates a required field.
  • Click the Expand view button at the top of the dialog to display all fields.

Add New Transaction Expanded View

  1. Click the New Transaction button at the top right side of the screen or select the New button next to Transactions on the navigation menu:
    Cardknox opens the Add new transaction pop-up (shown below).
  2. Complete the fields. For field information, see the table below.
  3. Click the Save button.
Add New Transaction Item Descriptions

Item Description
Transaction Settings Click this link to open the Transaction Required Fields subtab of the Settings module to modify transaction field settings.
View button Click this button to open the Transaction Fields subtab of the Settings module to modify transaction field settings.
Expand view button Click this button to expand all rows and view transaction details before processing.
Amount* Enter the transaction amount. Required field for both credit card and check payments.
Convenience Fee Select this checkbox to include the convenience fee.

If you select the Allow Customer Option to Include/Exclude Conv Fee checkbox in the Transaction Fields section of the Settings tab, the Convenience Fee checkbox is selected by default.

If you leave the Allow Customer Option to Include/Exclude Conv Fee checkbox in the Transaction Fields section of the Settings tab blank, the Convenience Fee checkbox does not appear and the convenience fee is automatically added.

Exclude Convenience Fee Select this checkbox to exclude the convenience fee.
Credit Card The following fields appear only when you select the Credit Card tab.
Transaction Type* Click the arrow and select a transaction type.

Valid values are as follows:

  • Charge
  • Save
  • Auth Only
  • Refund
  • Post Auth
  • Gift: Issue
  • Gift: Redeem

Note: The default setting for this field is Charge. To change this default to another option, go to Settings > Transactions > Other Settings and change the Default Transaction Type field.

Card Number* Enter the customer’s 16-digit payment card number. Required field.
Exp Date* Enter the payment card’s expiration date in MM/YY format. Required field.
Security Code Enter the payment card’s CVV number.

The CVV is required only for new transactions.

Check The following fields appear only when you select the Check tab.
Account Type Click the arrow and select an account type.

Valid values are as follows:

  • Checking
  • Savings

Account Name* Enter the name on the account. Required field.
Routing Number* Enter the account’s bank routing number. Required field.
Account Number* Enter the account number. Required field.
Terms* Select the I Agree checkbox. Required field.
The following fields appear on both the Credit and Check tabs.
Use different payment method Click this link to create a new payment method.
Use the same payment method Click this link to open the fields associated with the same payment method.
Email Enter the customer’s email address.
Send Receipt Select this checkbox to send a receipt to the customer.

If you select the Send The Customer A Receipt By Default checkbox in the Transaction Fields section of the Settings tab, the system automatically selects this checkbox by default.

Send me a copy Select this check box to send a copy of the transaction to the customer.

If you select the Send Me A Receipt By Default checkbox in the Transaction Fields section of the Settings tab, the system automatically selects this checkbox by default.

Billing Information This section contains the same fields as the Shipping Info section. If you select the Same As Billing? checkbox, the shipping information fields collapse.

Complete the following fields:

  • First Name
  • Last Name
  • Company
  • Address
  • City
  • State
  • Zip
  • Country*
  • Phone Number
  • Same as Billing?
Shipping Info
  • Same as Billing?

This section contains the same fields as the Billing Information section.

Transaction Details Complete the following fields, if applicable:

  • Invoice
  • PO Number
  • Description
  • Order Id
Custom Fields Complete any custom fields, if applicable.
Expand All Click this button to expand all fields.
Collapse All Click this button to collapse all fields.
Save As Customer Select this check box to create a new customer while adding a new transaction.
Process Click this button to process the customer’s payment.
Click this button to schedule a later date to process the customer’s payment. On the pop-up that displays, select the date for processing:

Note: Cardknox saves this scheduled transaction in Recurring Schedules as a one-time recurring schedule. It will not display in Transactions until after it has been processed.

Link a Customer to a Transaction

You can link a new or existing customer record to a transaction by clicking the Add Customer button in the Transaction Information section of the Transactions screen.

When you click Add Customer, you’ll need to choose New Customer or Existing Customer:

Link Transaction To Customer Popup

  • Link to a new customer —See the “Customers” section of this guide.
  • Link to an existing customer —See the steps below.

After you click the Existing Customer button, the system displays the Link transaction to an existing record dialog.

  1. Use the filter fields at the top of the dialog to locate the customer record:
  2. Click on the customer record to select it.
  3. Click the Save button.

To view the linked transaction, open the customer record and view the Transaction History tab.

Transactions by Auth Only or Sale Only Users

Beta Feature

Users who have Auth Only or Sale Only user permissions can create new transactions on a specific transactions screen with a limited number of fields.

To access this screen, the Auth Only or Sale Only user logs in to Cardknox and clicks New Transaction on the left-side navigation tab.


Limited Transaction Screen

After filling in the required fields, save and process the transaction by clicking the Process button or pressing the Enter key.

Reports

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The Reports tab enables you to quickly and easily generate a variety of on-demand transaction reports to help you analyze and manage transaction activity. Options on this tab allow you to sort transactions by date, reference number, cardholder name, invoice number, or amount. You can also refine your report criteria by transaction type and transaction status.

Additionally, a set of predefined reports are listed under “Quick Reports” and “Other Reports” on the far right.

Options on the Reports page enable you to do the following:

  • Under “Quick Reports,” generate predefined reports
  • Under “Other Reports,” generate an end-of-year report and expired payments report
  • Generate predefined reports under “Quick Reports”
  • Generate an end-of-year report under “Other Reports”
  • Create custom reports with the Create new report feature
  • Save an existing custom report with a new name for future use
  • View, download, print, edit, and delete saved reports

Note: When selecting a date range which is greater than 90 days, expect slower response time.

Reports Page

Create a Custom Report

Complete the following steps to create a custom report.

  1. In the Create new report section, choose options from the following fields:
    • Select Date
    • View / Sort By
    • Transaction Type
    • Transaction Status
  2. Click Add filters and select additional report options.
  3. Click Save Report; the Custom Saved Report dialog box opens.
  4. Type a name for the report in the Report Name field and click Save; the system saves the report and adds it to the Custom Saved Reports section.

Create new report

Custom Saved Reports

Complete the fields as described in the following table to manage your reports information.

Reports Page Item Descriptions

Item Description
Hide filters Click this link to collapse the filters list.
Print Click this button to open a dialog box and print the transaction report.
Download Click this button to export the report in CSV format
Save Report Click this button to save the custom report.
View Report Click this button to view the transaction information used to generate the report as displayed on the Transactions tab.
Custom Saved Reports Displays your custom reports.

When you create a custom report and click the Save Report button, the system saves the report and adds it to the Custom Saved Reports list (at the top right-hand section of the page) so you can access it later.

(Customer report name) When you create a custom report and click the Save Report button, the system saves the report and adds it to the Custom Saved Reports list so you can access it later.
Preview button Click this button to view the transaction information used to generate the report as displayed on the Transactions tab.
Download button Click this button to export the transaction in CSV format.
Edit button Click this button to open the Add Filters list and update the custom report fields.
Delete button Click this button to delete the custom report.
Quick Reports

Other Reports

This section contains options to create reports using predefined report categories. Except for the End-of-Year report, the default date range for predefined reports is the last 30 days.

The predefined reports include:

  • Approved, by source key
  • Auths, by source key
  • Errors by date
  • Sales by date
  • Sales by Custom01
  • Sales by batch number
  • Refunds by amount
  • Sales by amount
  • End-of-year
  • Expired payment methods
  • Expired payment methods (Active Recurring)
Preview button Click this button to view the transaction information used to generate the custom report as displayed on the Transactions tab.
Download button Click this button to export the transaction in CSV format.

Gift Report

The Gift Report tab includes the following three reports to help you track and manage your gift cards all on one page:

  • Activity
  • Summary
  • Liability

These reports give you a quick overview of gift card information such as transaction reference number, transaction date and time, amount, gift card number, location, gift card type (Issue or Redeem), and any custom fields you created. You can also download and print report results.

The Gift Report tab opens with the Activity report.

Tips:
  • You can navigate between reports by clicking the toggle-through report titles at the top left side of the page.
  • Click between column headers to select and resize any column.
  • You can search for transactions by gift card number (if one exists) within a date range.

Activity Report

The Activity report shows today’s data by default and displays a list of all reports in your database.

Activity Report

Activity Report – Expanded

Complete the fields as described in the following table to manage your gift card report information.

Activity Report Item Descriptions

Item Description
Calendar icon Click the calendar button and choose a day from the list.

Valid values are as follows:

  • Today
  • Yesterday
  • This month
  • Last 7 Days
  • Last 30 Days
  • Last 60 Days
  • Last 90 Days
  • Custom

The default setting is Last 90 days.

Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.

Search by Gift Card number Type a gift card number and press Enter to search by gift card number.
Advanced Filter Click this link to select one or more filter options from the list.

When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

Valid values are as follows:

  • Amount
  • Reference Number

Click Reset all to clear all filters or click DONE to close the form and save your changes.

Filter icon Click the filter button to select one or more filter options from the list.

When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

Valid values are as follows:

  • Amount
  • Reference number
  • Gift Card Number

Note: If you choose the Gift Card Number option, enter the gift card number and select a day or date range from the calendar.

Click Reset all to clear all filters or click DONE to close the form and save your changes.

Download button Click this button to export the current view or all gift card transactions in CSV format.
Print button Click this button to open a dialog box and print a gift card report.
Reference Number Displays the gift card transaction reference number.
Gift Card Number Click the gift card number to view a breakdown of activity for this gift card.

  1. Type a gift card number in the search field and click Apply to display the remaining gift card balance.
  2. Click the Export button to download a report of all gift cards in CSV (Excel) format.
  3. Click the Print button to open a dialog box and print a report of the current view.
Amount Displays the gift card transaction amount.
Cardholder Name Displays the cardholder’s name.
Date and Time Displays the entered date and time.
Location Displays the location.
Command Displays the command.
Invoice Displays the invoice number.
Custom 01 Displays the custom search criteria.
Count Displays the number of items on the current page.
Amount Displays the total amount of all transactions.

 

Summary Report

The Summary report displays summary gift card information by date. The report shows the total dollar amount for all transactions on a specific date or within a date range you select. Use the search fields to search for a different gift card.

Summary Report

Complete the fields as described in the following table to view gift card summary information and generate a report of the totals.

Summary Report Item Descriptions

Item Description
Calendar button Click the calendar icon and choose a day from the list.

Valid values are as follows:

  • Today
  • Yesterday
  • This month
  • Last 7 Days
  • Last 30 Days
  • Last 60 Days
  • Last 90 Days
  • Custom

The default setting is Last 90 daysv.

Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.

Download button Click this button to export the current view or all gift card transactions in CSV (Excel) format.
Print button Click this button to open a dialog box and print a gift card report.
Location Displays the branch location of the business.
Transaction Count Displays the number of transactions.
Total Amount Displays the total gift card amount.
Parent Location Displays the location of the general business, including all branches, if applicable.
Count Displays the number of items on the current page.
Amount Displays the total amount of all transactions.

Liability Report

The Liability report displays the balance remaining on each individual gift card.

Liability Report

Complete the fields as described in the following table to view gift card balances and generate a report of all liabilities.

Liability Report Item Descriptions

Item Description
Download button Click this button to export the current view or all gift card transactions in CSV (Excel) format.
Print button Click this button to open a dialog box and print a gift card report.
Gift Card Number Displays the gift card number.
Remaining Balance Displays the balance remaining on the gift card.
First Name Displays the customer’s first name.
Last Name Displays the customer’s last name. Required field.
Email Displays the customer’s email address.
Count Displays the number of items on the current page.
Remaining balance Displays the total remaining balance of all gift cards.

FraudWatch Report

The FraudWatch report (available to merchants who’ve signed up for the product) enables you to monitor your payment and gift card transactions for possible fraudulent activity.

Tip:
  • Use the search fields at the top of each column to perform another search.

FraudWatch Report

 

FraudWatch Report Item Descriptions

Item Description
Calendar button Click this button and choose a day from the list.

Valid values are as follows:

  • Yesterday
  • Today
  • Last 7 Days
  • Last 30 Days
  • Last 60 Days
  • Last 90 Days
  • Custom

Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.

Filter button Click this button to select one or more filter options from the list.

When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

Click Reset all to clear all filters or click Done to close the form and save your changes.

Export Click this button to export the current view or all transactions in CSV (Excel) format.
Print Click this button to open a dialog box and print a customer report.
Ref # Displays the reference number.
Date Displays the transaction date.
Amount Displays the amount of the transaction.
Account # Displays the cardholder’s account number.
Cardholder Name Displays the cardholder’s name.
Invoice Displays the invoice number.
Status Displays the status.

Valid values are as follows:

  • Not Guaranteed
  • Guaranteed
Status Details Displays the status details.

Batches

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The Batches tab enables you to easily view and manage your open and closed batch transactions.

Note: This tab is not visible for accounts that do not support batches.

The Batches tab opens in the Closed Batches view with the last 30 days of data displayed by default and provides an overview of your batch transactions by date, including sales, credit, transaction total counts and amounts. Closed batches show the date the batch closed, and open batches show the date range for all open batches. Interactive graphics give you an at-a-glance view of your batch details to help you spot trends and view sales and credit summary information by card type. The Batches tab also provides batch detail information.

In addition, the Breakdown by Card feature helps you manage your batch information by enabling you to view a breakdown of payment card types for multiple batches. It provides a breakdown of counts and amounts for sales, credit, voids, and totals by payment card type, and gives you the option to download and print a report of breakdown details. See the item description table below for more information about these features.

Tips:
  • You can view either closed or open batches by clicking Closed Batches and Open Batches at the top left side of the page.
  • The calendar feature is disabled for open batches.

Batches Tab – Open Batches

Complete the fields as described in the following table to manage your batch transaction information.

Batches Tab Item Descriptions

Item Description
Menu button Click this button to open the action menu.

  • Click Export to export the current view in CSV (Excel) format.
  • Click Close current batch to close the page.
Closed Batches Click this link to view all closed batches for a selected date or date range.
Open Batches Click this link to view all open batches.

Note: If you choose this view, the system disables the calendar function and displays open batches only.

Calendar button Click this button and choose a day from the list. This feature is enabled for closed batches only.

Valid values are as follows:

  • Today
  • Yesterday
  • This Month
  • Last Month
  • Last 7 Days
  • Last 30 Days
  • Last 60 Days
  • Custom

Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.

Batch Number Type a batch number to view all batches within a selected date range.
Batch summary date range Displays the date range you selected.
Breakdown by Card Click this link to open the Breakdown by Card dialog box and view totals by card type.
Sale Displays the total amount and count of sales transactions.
Void Displays the total amount and count of voided transactions.
Credit Displays the total amount and count of credit transactions.
Total Displays the total amount and count of both sales and credit transactions.
Batches Details This section displays batch detail information.
ID # Displays the batch ID number.

Click the arrow to expand the row to view a breakdown by card type for this batch.

Close Date and Time Displays the date and time the batch closed.
Sale Displays batch sales amount information.
Void Displays open batch void information.
Credit Displays credit amount information.
Batch Total Displays total batch sales and credit amount information for open and closed batches.
View button Click this button to open the Transactions tab and view the transactions in this batch.

When you click this button in the Closed Batches view, the system opens the Transactions tab in a new browser window and displays batches based on the filters you select.

Print button Click this button to open a dialog and print the batch transaction.
Sale Summary by Card Type Displays sales summary information by product.

Hover your pointer over the graphic to view detailed sales transaction amount and count summary information.

Credit Summary by Card Type Displays credit summary information by product.

Hover your pointer over the graphic to view detailed credit transaction amount and count summary information.

View Batch Transactions Click this link to open the Transactions tab and view the transactions in this batch.

When you click this link in the Closed Batches view, the system opens the Transactions tab in a new browser window and displays batches based on the filters you select.

Total Displays total batch sales and credit amount information for open and closed batches.
View Batch Transactions Click this link to open the Transactions tab and view the transactions in this batch.

When you click this link in the Closed Batches view, the system opens the Transactions tab in a new browser window and displays batches based on the filters you select.

 

View Totals by Card Type

You can view more batch details on the Breakdown by Card page.

View Totals by Card Type

 

Breakdown by Card Dialog Box Item Descriptions

Item Description
Breakdown by Card (MM/DD/YYYY – MM/DD/YYYY) Displays the date range you selected.

Note: If you choose the Open Batches view, the system displays open batches only.

Print button Click this button to open a dialog and print the breakdown by card.
Download icon Click this button to export the breakdown by card type in CSV (Excel) format.
Card Type Identifies the payment card type.

Valid card types are as follows:

  • American Express
  • Discover
  • EBT
  • Mastercard
  • Visa
Sale Displays the amount and transaction count for sales transactions for the card type.
Void Displays the amount and transaction count for voided transactions for the card type.
Credit Displays the amount and transaction count for credit transactions for the card type.
Total Displays the total amount and transaction count for both sale and credit transactions for the card type.
Close Click this button to close the dialog.

Disputes

Cardknox Go merchants use the Disputes feature to manage active disputes. To display the Disputes tab in the left-hand menu, select the Show ‘Disputes’ Tab in the Cardknox Go Settings section of the Transaction Settings subtab of the Settings tab.

Disputes Tab Item Descriptions

Item Description
Calendar icon Click the calendar button and choose a day from the list.

Valid values are as follows:

  • Today
  • Yesterday
  • This month
  • Last 7 Days
  • Last 30 Days
  • Last 60 Days
  • Last 90 Days
  • Custom

The default setting is Last 90 days.

Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.

Filter Click this button to select one or more filter options from the list. When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

Valid values are as follows:

  • Dispute Amount
  • Cardholder Name
  • Reference Number

Click Reset all to clear all filters or click Done to close the form and save your changes.

disputes-two

Customers

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The Customers tab displays a list of customers and enables you to easily manage your customer information.

You can use this tab to perform the following actions.

  • Add a new customer record
  • Update customer information, payment methods, and recurring schedules
  • Delete customer records
  • View existing customer details
  • Search for a customer
  • Export or print customer information
  • View expired or soon-to-expire payment methods
  • Charge and bulk charge customers
Tips:
  • Use the search fields at the top of each column to type in filter criteria.
  • Click the arrow to the right of any column heading to sort the column.
  • Click the arrow to the left of any row to display customer detail information.
  • Click between column headers to select and resize any column.

Note: Only a partial screen sample is displayed. All fields are documented in the item description table below.

Customers Tab

Complete the fields as described in the following table to manage your customer information.

Customers Tab Item Descriptions

Item Description
Filter Click this button to select one or more filter options from the list.

When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.
Valid values are as follows:

  • Customer ID
  • Customer #
  • Company
  • First Name
  • Last Name
  • Street
  • City
  • State (United States) Province (Canada)
  • Zip (United States) Postcode (Canada)
  • Phone Number
  • Email

Click Reset all to clear all filters or click Done to close the form and save your changes.

Bulk Charge Click this button to bulk charge the selected customer(s) the same amount. A number to the right of the + sign indicates how many customers you have selected.

For more information, see the Bulk Charge Customers section.

Note: This button displays only if you have selected one or more customers.

Delete Click this button to delete the selected customer record(s). Cardknox displays a message asking you to confirm the deletion.

Note: This button displays only if you have selected one or more customers.

New Customer Click this button to open the Add a new customer dialog box and add a new customer.
Download button Click this button to export the current view or all customers in CSV format.
Print button Click this button to open a dialog box and print a customer report.
Settings button Click this button to open a set of options to customize your page view as follows:

  1. In the Available Columns list, select the columns you want to appear on your Customers page by default.
  2. Select the Save Selection checkbox and click Done to save the columns you selected as the default view.
  3. Alternatively, click Settings; the system opens the Report Settings subtab with the Customer Report displayed.
  4. In the Show in Report section, select the columns you want to appear on your Customers page and click Save; the columns you selected are saved as the default view.

The columns in this list are in the same order as the fields in the Customer Report list on the Report Settings subtab of the Settings tab.

Note: If you click the Reset filter link, the system clears all selected options in the Available Columns list and reverts to the default column page view.

New transaction Click this button to open the Add New Transaction dialog box and add a new customer record.
Send payment request Click this button to send a payment request.

The system opens the Send Payment Request page and prefills the Payment Fields section with previously saved payment information.

Delete customer Click this button to delete the customer record.

Display Customer Details

You can view customer details by clicking on a customer row. This expands the view and opens the customer details section on the right-hand side of the screen. Cardknox highlights the currently select customer in blue:

Customer Details

Options in this section enable you to update a customer’s account profile information, payment method, and recurring schedule, as well as view other transactions linked to the customer.

Tips:
  • Click another Schedule Name to display the customer details for a different customer’s recurring payment schedule without having to close the expanded view.

Complete the fields as described in the following table to view customer details or take action on the record.

Customer Details Item Descriptions

Item Description
General This section contains general customer information.
Customer # Enter a unique customer reference number.
Note Free-form text field for additional customer information.

Type a note then press Save to save your changes. To add another note, either type a new note after an existing one or type over the existing note.

Email Address Enter the customer’s email address.
Billing Information Contains billing information fields.
First Name Enter the customer’s first name.
Last Name Enter the customer’s last name.
Company Enter the company name.
Address 1 Enter the first line of the customer’s address.
Address 2 Enter the first line of the customer’s address.
City Enter the customer’s city.
State Enter the customer’s state.
ZIP Enter the customer’s postal code.
Phone Number Enter the customer’s phone number.
Mobile Phone Number Enter the customer’s mobile phone number.
Shipping Information Contains shipping information fields.
Mobile Phone Number Enter the customer’s mobile phone number.
Same as billing Select this checkbox to use the same address for shipping as billing.
Custom Fields This section contains user-defined fields.
Custom01 – Custom20 Custom fields let you save miscellaneous customer data, such as comments.

Note: You cannot edit Custom01 and Custom02 fields.

Add Custom Field Click this link to add a new custom field.
Save Click this button to save your changes.
Close Click this button to close the tab.
Payment Method This section contains payment method fields.
Credit Card Click this link to display the customer’s available credit card payment methods.
Set To Default Select this checkbox to set this payment method as the default payment method.
Remove Card Select this checkbox to remove the payment card.
Exp Date * Enter the payment card’s expiration date in MM/YY format. Required field.
Address Enter the customer’s address.
Cardholder Zip Enter the customer’s ZIP Code.
Save Click this button to save your changes.
Close Click this button to close the tab.
Add Card Click this button to open additional credit card payment method fields.
Customer ID Displays the customer ID number.
Payment Name Enter the name of the payment method.
Cardholder Name Enter the cardholder’s first and last name.
Card Number* Enter the 16-digit payment card number. Required field.
Check Click this link to display the customer’s available check payment methods.
Set To Default Select this checkbox to set this payment method as the default payment method.
Add Check Click this button to open additional check payment method fields.
Delete button Click this button to remove the check.
Payment Name Enter the name of the payment method.
Account Name* Enter the name on the account. Required field.
Routing Number* Enter the account’s bank routing number. Required field.
Account Number* Enter the account number. Required field.
Recurring Schedule This section contains recurring schedule fields.
Add Recurring Schedule Click this button to open additional recurring payment schedule fields.
Active Click this button to indicate whether the recurring payment schedule is active.

This button only appears in existing transactions.

Preview button Click this button to open the Schedule preview dialog box. See Customers Tab Item Descriptions for more information.

This button only appears in existing transactions.

Remove Schedule Select this checkbox to remove the recurring schedule.
Schedule Name Enter a name for the recurring payment schedule.
Save As Template Select this checkbox to save the recurring schedule as a template.
Start Click this button and select a recurring payment start date.
Description Enter a description for the recurring payment schedule.
Frequency Indicate the number of times the payment occurs during a specified time period.

For example, to set the payment frequency at twice per month:

  • Type the number 2 in the first field
  • Click the arrows in the second field and select Month from the list
Amount Enter the amount of the recurring payment.
Skip Sabbath And Holidays Select this check box to skip the Sabbath and holidays.
Send Receipt Select this checkbox to send a receipt to the customer.
Retry Declined Recurring With Default Card Only Select this check box to retry the declined recurring transaction using the default payment card.
End Click the arrow and select an option from the list.

Valid values are as follows:

  • Never
  • Date
  • Number of Payments
Number of Payments Enter the number of payments.

This field appears only if you select the Number of Payments option in the End field.

Date Click this button and select a recurring payment end date.

This field appears only if you select the Date option in the End field.

Send Payment Request Click this button to open the Send Payment Request page and send a payment request to the customer. See the Send Payment Request tab for more information.
Calendar Type Click the arrows and select a calendar type.

Valid values are as follows:

  • Gregorian
  • Hebrew

Transaction History This section contains historical transaction information.
Reference Number Displays the transaction reference number and the status of the transaction.
Amount Displays the transaction amount and whether the amount was voided or refunded.
Entered Date Displays the date and time the transaction was created.
Account Number Displays the cardholder’s account number.
Transaction Description Displays a description for the transaction.
View all customer transactions Click this link to view all transactions for this customer.
The following fields appear on all tabs.
New Transaction Click this button to open the Add new transaction dialog box.
Save Click this button to save all changes.
Delete Click this button to discard all changes.

Bulk Charge Customers

  1. Select multiple customers by checking the box to the left of the customer record.
    Tip: To select all rows, click the top-level checkbox to the left of the Filter button.
  2. Select the icon to the right of the Filter button. A number to the right of the + sign indicates how many customers you have selected. Cardknox displays a pop-up:
  3. Type the dollar amount of the charge in the Amount field. This amount will be charged to all of the selected customers.
  4. Check the Send me a copy box to have a receipt emailed to your email address.
  5. Click the Transaction Details and Customer Fields sections to expand them and fill in additional information, if necessary.
  6. Click the Apply Bulk Payment button to proceed.
  7. Before applying the charges, Cardknox displays a message asking you to confirm the transactions. Confirm the transactions to complete them.

Recurring Schedules

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The Recurring Schedules tab enables you to easily manage your recurring payment schedules. You can use this tab to perform the following actions.

  • Add a new recurring payment schedule
  • View existing recurring payment schedules
  • Update customer recurring payment schedules
  • Export or print recurring payment schedule information
  • Update customer payment methods
  • Create a custom recurring schedule from a template
  • Create a new recurring schedule using a short form
Tips:
  • The Recurring Schedules tab opens with the recurring schedules page with today’s data displayed by default.
  • Click the Templates link at the top of the page to open the custom recurring schedule template page.
  • You can navigate between Recurring Schedules and Templates by clicking the toggle-through titles at the top left side of the page
  • Use the search fields at the top of each column to perform another search.
  • Click the arrow to the right of any column heading to sort the column.
  • Click the arrow to the left of any row to expand the row and display recurring payment schedule detail information.
  • Click between column headers to select and resize any column.
  • Hover your pointer over the information icon next to a column heading to open a tooltip message identifying the type of data displayed in the column.
  • Update ‘start date’ for future schedules. Once a schedule is running, the ‘start date’ can no longer be modified.

Note: Only a partial screen sample is displayed below. All fields are documented in the following item description table.

Recurring Schedules Tab

Complete the fields as described in the following table to manage your recurring schedules information.

Recurring Schedules Tab Item Descriptions

Item Description
Templates Click this link to open the Templates page and create a custom recurring schedule.
Filter Click this button to select one or more filter options from the list.

When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

Valid values are as follows:

  • Schedule Name
  • Company
  • Start Date
  • Frequency
  • Remaining Charges
  • Amount
  • Customer
  • Description
  • Active

Click Reset all to clear all filters or click Done to close the form and save your changes.

New Customer Click this button to open the Add a new customer schedule dialog box and create a new schedule.
Download button Click this button to export the current view or all schedules in CSV format.
Print button Click this button to open a dialog box and print a schedule.
Settings button Click this button to open a set of options to customize your page view as follows:

  1. In the Available Columns list, select the columns you want to appear on your Recurring Schedules page by default.
  2. Select the Save Selection checkbox and click Done to save the columns you selected as the default view.
  3. Alternatively, click Settings; the system opens the Report Settings subtab with the Recurring Report displayed.
  4. In the Show in Report section, select the columns you want to appear on your Recurring Schedules page and click Save; the columns you selected are saved as the default view.

The columns in this list are in the same order as the fields in the Recurring Report list on the Report Settings subtab of the Settings tab.

Note: If you click the Reset filter link, the system clears all selected options in the Available Columns list and reverts to the default column page view.

This icon appears in the Total Charges column. If you have changed the amount of a recurring schedule that has already started, click this icon to view the updated total charges for the schedule
New transaction Click this button to open the Add New Transaction dialog box and add a new customer record.
Send payment request Click this button to send a payment request.

The system opens the Send Payment Request page and prefills the Payment Fields section with previously saved payment information.

Delete schedule Click this button to delete the recurring schedule.

Display Recurring Schedule Details

You can view recurring schedule details by clicking the arrow to the left of the Schedule Name. This expands the view and opens the customer details section on the right-hand side of the screen. Options in this section enable you to update a customer’s account profile information, payment method, recurring schedule, as well as view other transactions linked to the customer.

Tips:
  • Click another Schedule Name to display the customer details for a different customer’s recurring payment schedule without having to close the expanded view.
Recurring Schedules Details – General Settings
Recurring Schedules Details – General Settings Item Descriptions

Item Description
General This tab contains general customer information fields.
Customer # Type the customer’s unique ID number. This field is required if linking the schedule to an existing customer.

This field can never be updated.

Email Address Type the customer’s email address.
Note Free-form text field for additional customer information.
Billing Information Contains billing information fields.
First Name Type the customer’s first name.
Last Name Type the customer’s last name. Required field.
Company Type the name of the customer’s company.
Address 1 Type the first line of the customer’s address.
Address 2 Type the second line of the customer’s address.
City Type the customer’s city.
State Type the customer’s state.

For Canadian addresses, this field label displays Province.

ZIP Type the customer’s postal code.

For Canadian addresses, this field label displays Postcode.

Phone Number Type the customer’s phone number.
Mobile Phone Number Enter the customer’s mobile phone number.
Shipping Information Contains shipping information fields.
Same as billing Select this checkbox to use the same address information for shipping as billing.
Last Name Type the customer’s last name. Required field.
Company Type the name of the customer’s company.
Address 1 Type the first line of the customer’s address.
Address 2 Type the second line of the customer’s address.
City Type the customer’s city.
State Type the customer’s state.

For Canadian addresses, this field label displays Province.

ZIP Type the customer’s postal code.

For Canadian addresses, this field label displays Postcode.

Phone Number Type the customer’s phone number.
Mobile Phone Number Enter the customer’s mobile phone number.
Custom Fields Contains custom fields information.
Custom01 – Custom20 Type the name of the custom field.
Delete button Click this button to remove the custom field. This button appears only if you add a new custom field.
Add Custom Field Click this link to add a custom field.
Save Click this button to save your changes.
Close Click this button to close the tab.

Recurring Schedules Details – Payment Method Settings
Recurring Schedules Details – Payment Method Settings Item Descriptions

Item Description
Payment Method This tab contains credit card and check information.
Customer ID Displays the customer’s ID number.
Credit Card This section contains credit card fields.
Add Card Click this button to open additional card payment fields.
Set To Default Select this checkbox to set this payment method as the default payment method.
Remove Card Select this checkbox to remove the associated credit card.

Note: If you remove the only payment method, Cardknox deactivates the recurring schedule.

Payment Name Type the name of the payment method.
Cardholder Name Type the cardholder’s first and last name.
Card Number* Type the 16-digit payment card number. Required field. Cardknox saves the card number with only the last four digits displayed.

If any transactions are associated with this card, the last four digits display as a hyperlink. Click the link to open a new browser tab that displays this card’s transactions.

Exp Date* Type the payment card’s expiration date in MM/YY format. Required field.
Address* Type the CVV number.
Cardholder ZIP* Type the cardholder’s Zip code.

For Canadian addresses, this field label displays Cardholder Postcode.

Save Click this button to save your changes.
Close Click this button to close the tab.
Check This section contains check fields.
Add Check Click this button to open additional check payment fields.
Set to Default Select this checkbox to set this payment method as the default payment method.
Delete button Click this button to remove the check.
Payment Name Type an internal name you can use to identify the payment method, which is helpful if you have more than one payment method saved.

If you don’t enter a name, Cardknox uses an icon to represent the card type (Visa, Mastercard, American Express, etc.) plus four asterisks and the last four digits of the card number.

Example:

Account Name* Type the name on the account. Required field.
Routing Number* Type the account’s bank routing number. Required field.
Account Number* Type the account number. Required field.
Address* Type the CVV number.
Cardholder Zip* Type the cardholder’s Zip code.

For Canadian addresses, this field label displays Cardholder Postcode.

Save Click this button to save your changes.
Close Click this button to close the tab.

Recurring Schedules Details – Recurring Schedule Settings
Recurring Schedules Details – Recurring Schedule Settings Item Descriptions

Item Description
Recurring Schedule This tab contains recurring schedule fields.
Customer ID Displays the customer’s ID number
Add Recurring Schedule Click this button to open additional recurring payment schedule fields.
Micro menu button Click this button to open a menu of the following additional actions:

  • Deactivate Schedule – Select this option to deactivate a recurring schedule. If you choose this option, the system deactivates the schedule but does not remove it. Click Activate Schedule to reactivate the schedule.
  • Save As Template – Select this option to save the recurring schedule as a template.
  • Preview Schedule – Select this option to preview the recurring schedule details:

  • View Payments – Select this option to see the payments that apply to this recurring schedule.


Use the icons in the upper right corner to download the list of payments to a .csv file or print to a PDF file.

Note: If more than 20 payment transactions exist, you can view them by clicking the View All Scheduled Payments button in the lower right corner.

  • Remove Schedule – Select this option to permanently delete the recurring schedule.
Schedule Name By default, Cardknox populates this field with a unique schedule ID. You can type in a different schedule name; if you do this Cardknox displays the original schedule ID to the right of the name:
Description Type a description for the recurring payment schedule.
Amount Type the amount of the recurring payment.

You cannot update the amount for an existing schedule. If you want a different amount you must create a new recurring schedule.

Frequency Indicate the number of times the payment occurs during a specified time period.

Note: You cannot change the frequency for an existing schedule.

For example, to set the payment frequency at twice per month:

  • Type the number 2 in the first field
  • Click the arrows in the second field and select Month from the list
Invoice The invoice number associated with this recurring schedule.
Start Click this button and select a recurring payment start date.

The start date must be within one year of today’s date.

The default value is today’s date

Calendar Type Click the arrows and select a calendar type.

Note: You cannot change the calendar type for an existing schedule.

Valid values are as follows:

  • Gregorian
  • Hebrew

This field can only be changed before the schedule begins.

The default value is Gregorian.

Run Recurring At A Specific Day Of The Week Click this checkbox to run monthly recurring transactions on the same weekday as the first transaction.

Example: if the first recurring payment occurs on the second Tuesday in November, all future transactions after that would also run on the second Tuesday of the month.

Skip Sabbath And Holidays Select this checkbox to skip the Sabbath and holidays.
End Click the arrow and select an option from the list.

Valid values are as follows:

  • Never
  • Date
  • Number of Payments

This field can only be changed before the schedule is completed.

Send Receipt Select this checkbox to send a receipt to the customer.
Retry Declined Recurring With Default Card Only Select this check box to retry the declined recurring transaction using the default payment card.
Save Click this button to save your changes.
Close Click this button to close the tab.

Recurring Schedules Details – Transaction History
Recurring Schedule Details Item Descriptions

Item Description
Customer ID Displays the customer’s ID number.
Reference Number Displays the transaction reference number and the status of the transaction.
Amount Type the amount of the recurring payment.

You cannot update the amount for an existing schedule. If you want a different amount you must create a new recurring schedule.

Date Displays the date and time the transaction was created.
Account Number* Type the account number. Required field.
Payment Type dentifies the payment type.

Valid values are as follows:

  • Check
  • Credit Card

Transaction Type Identifies the transaction type.

Valid values are as follows:

  • Sale
  • AuthOnly
  • Capture
  • Save
Invoice Identifies the invoice number.
Transaction Description Displays a description for the transaction.
View all customer transactions When you click this link, Cardknox opens a new tab and displays all transactions for this customer.
Save Click this button to save your changes.
Close Click this button to close the tab.

Create a New Customer Schedule

You can quickly create a new customer and recurring schedule by clicking the New Customer button at the top right side of the screen. This opens the Add a new customer schedule dialog box.

The Add a new customer schedule pop-up is a short form that contains only the basic fields necessary to create a new recurring customer and recurring schedule. You can access additional fields by clicking Advanced View at the bottom of the screen.

Note: To view all of the fields on the Add a new customer popup, scroll down:

Add a New Customer Schedule Dialog Box

Complete the fields as described in the following table to create a new customer schedule.

Note: The table below lists the fields shown in the Advanced view. If you are viewing the basic Add New Customer pop-up, you won’t see all of these fields.

Add New Customer Schedule Pop-up Item Descriptions

Item Description
Amount Type the amount of the recurring payment.
Frequency Indicate the number of times the payment occurs during a specified time period.

For example, to set the payment frequency at twice per month:

  • Type the number 2 in the first field
  • Click the arrows in the second field and select Month from the list
Send Receipt Check this box to email the customer a receipt after the transaction is completed. After you check the box, type the customer’s email in the Email address field:
Retry declining recurring with default card only Check this box to ensure that for declined payments, Cardknox retries the transaction using only the customer’s default credit card.

Note: For more information about recurring retries, see Settings > Recurring > Processing.

Start Date Click the calendar button and select a recurring payment start date.
End Select one of the options in the dropdown menu:

  • Never: Use this option to run the recurring payment schedule indefinitely.
  • Date: Use this option to stop recurring payments after a specific date. Select the date on the calendar in the Date field that appears.
  • Number of Payments: Use this option to indicate the number of payments included in this recurring schedule. Type the number in the Number of Payments field that appears.
Skip Sabbath and Holiday Select this checkbox to skip the Sabbath and holidays.
Run Recurring At A Specific Day Of The Week Click this checkbox to run monthly recurring transactions on the same weekday as the first transaction.

Example: if the first recurring payment occurs on the second Tuesday in November, all future transactions after that would also run on the second Tuesday of the month.

Until Click the calendar button to select a recurring payment end date.
Credit Card Displays credit card fields.
Add Card Click this button to open additional credit card payment method fields.
Set To Default Select this checkbox to set this payment method as the default payment method.
Delete button Click this button to remove the payment method.
Card Number Type the 16-digit payment card number. Required field.
Exp Date Type the payment card’s expiration date in MM/YY format. Required field.
First Name Type the customer’s first name.
Last Name Type the customer’s last name.
Company Type the company name.
Check Displays check fields.
Add Check Click this button to open additional check payment method fields.
Set To Default Select this checkbox to set this payment method as the default payment method.
Delete button Click this button to remove the payment method.
Routing Number Type the account’s bank routing number.
Account Number Type the account number.
First Name Type the customer’s first name.
Last Name Type the customer’s last name.
Company Type the company name.
Advanced Fields Click this link to display additional payment field options.
Customer # Type the customer reference number.
Email Address Type the customer’s email address.
Note Free-form text field for additional customer information.
Billing Information Contains billing information fields.
First Name Type the customer’s first name.
Last Name Type the customer’s last name. Required field.
Company Type the name of the customer’s company.
Address 1 Type the first line of the customer’s address.
Address 2 Type the first line of the customer’s address.
CIty Type the customer’s city.
State Type the customer’s state.

For Canadian addresses, this field label displays Province.

ZIP Type the customer’s postal code.

For Canadian addresses, this field label displays Postcode.

Phone Number Type the customer’s phone number.
Shipping Information Contains shipping information fields.
Same as billing Select this checkbox to use the same address for shipping as billing.
Custom Fields Contains custom fields information.
Custom01 – Custom03 Type the name of the custom field.
Add Custom Field Click this link to add a custom field.
Cancel Click this button to clear the form and discard your changes.
Save Click this button to save all changes.

Create a Recurring Schedule Template

You can create a custom recurring schedule template using the Templates feature. When you click the Templates link at the top of the Recurring Schedules page, the system opens the Templates page. You use this page to open a dialog box and set up a new recurring schedule for an account based on the criteria you choose. Once you create the new schedule, it is saved to the Templates page where you can take further action, such as to apply the template, edit the fields, or delete the template. See New Schedule Template Dialog Box for recurring schedule setup information.

Templates

Templates Item Descriptions

Item Description
Recurring Schedules Click this link to open the Recurring Schedules page.
New schedule template Click this button to open the New schedule template dialog box.
Download button Click this button to export the current view or all schedules in CSV format.
Print button Click this button to open a dialog box and print a schedule.
Settings button Click this button to open a set of options to customize your page view as follows:

  1. In the Available Columns list, select the columns you want to appear on your custom template by default.
  2. Select the Save Selection checkbox and click Done to save the columns you selected as the default view.

Note: If you click the Reset filter link, the system clears all selected options in the Available Columns list and reverts to the default column page view.

Ellipsis button Click this button to open a menu and take action on the recurring schedule.

New Schedule Template Dialog Box

Note that any changes you make in the template do not affect any existing recurring schedules that currently use this same template.

Complete the fields as described in the following table to create a new recurring schedule.

New Schedule Template Dialog Box Item Descriptions

Item Description
Schedule Name* Type a name for the custom recurring schedule. Required field.
Amount Type a dollar amount for the recurring payment.
Frequency Indicate the number of times the payment occurs during a specified time period.

For example, to set the payment frequency at twice per month:

  • Type the number 2 in the first field
  • Click the arrows in the second field and select Month from the list
Number of Payments Type the number of payments for the recurring payment schedule.
Skip Sabbath And Holidays Select this checkbox to skip the Sabbath and holidays.
Cancel Click this button to clear the form and discard your changes.
Save Click this button to save your changes.

Send Payment Request

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The Send Payment Request tab enables you to send a payment request link to your customers so they can access a payment site and submit their payment. You can prefill the form with customer billing and transaction information which allows your customers to enter their payment method and submit the payment quickly and conveniently without having to enter additional information. In addition, you can save time by easily modifying previously-entered information and updating the payment site link without having to reenter all information again.

Tip:
  • If your account doesn’t include the Send Payment Request feature, you’ll see information about it at the top of the screen. To add PaymentSITE to your account, click the Sign Up button.

Note: Only a partial screen sample is displayed below. All fields are documented in the following item description table.

Send Payment Request

Note: If the Copy, View, and Email buttons are disabled, this means there is no PaymentSITE associated with your account. Contact Customer Support for assistance.

Send Payment Request Item Descriptions

Item Description
System message Click this feature to access a video that walks you through the process of completing the payment form and generating a payment site link.

Click Customer Service to send an email to Customer Service.

Send payment request using your existing PaymentSITE If you have one PaymentSITE configured in Cardknox, it’s not necessary to change this field.

If you have more than one PaymentSITE, select from the dropdown list which PaymentSITE to use to send a payment request:

You can click the Set As Default button to set the currently selected PaymentSITE as the default (the one that’s always displayed when you open the screen).

Save Click this button to create the payment site link.
Previously generated link Displays the name of the previously generated payment site link, if one exists.

Populate Fields For recurring transactions, update the appropriate Payment Fields and click this button to prefill the form with the new values.
Copy Click this button to copy the previously-generated payment site link.
Payment Fields
Billing Info This section contains billing information fields.
Amount Enter the payment amount.
Allow User To Adjust Amount Select this check box to enable the customer to change the amount due in the Amount field on the payment form.

This checkbox is selected by default. To prevent the customer from changing the amount due on the payment form, you must clear the check box.

Name Enter the customer’s name.
Company Enter the name of the customer’s company.
Address Enter the first line of the customer’s address line 1
Address 2 Enter the customer’s address line 2, if applicable.
City Enter the customer’s city.
State Enter the customer’s state.
ZIP Enter the customer’s postal code.
Country Enter the customer’s country.
Phone Enter the customer’s phone number.
Email Enter the customer’s email address.
Different Shipping Address Select this checkbox to indicate whether to use a different address for shipping.
Transaction Details This section contains transaction information fields.
Invoice Enter the invoice number.
PO Number Enter the purchase order number.
Description Enter the transaction description.
Shipping Info This section contains shipping information.
Same As Billing Select this checkbox to use the same address for billing as for shipping.
Transaction Details This section contains transaction information fields.
Description Enter the transaction description.
Recurring Schedule Fields This section contains recurring schedule fields.

Note: You must enable recurring schedules on your PaymentSITE to use these fields.

Frequency Indicates the recurring schedule payment frequency by interval type.

Type a frequency in the EVERY field then click the arrow and select an interval from the list.

Hover your cursor over the information icon to display a popup message.

Number Of Payments Indicates the number of recurring schedule payments.
Type a number of payments. The default is set to Indefinite.

Hover your cursor over the information icon to display a popup message.

Share this payment link Displays the link created based on the information you entered into the Payment Fields section.
Copy Click this button to copy the payment site link to share with your customer.
View Click this button to preview the payment site form.
Email Click this button to open a pop-up.

Note: If this is your first time using the Send Payment Request feature, first set up your email template by clicking the gear icon. For more information, see the Settings > Send Payment Request section.

Cardknox fills these fields in as described below, but you have the option to change them:

  • To Email: Cardknox prefills with the email entered in the Billing Information section (if one was entered).
  • From Email: Cardknox prefills with the Portal user email.
  • From Company: Cardknox prefills with the selected Company DBA in the portal account.

Click the Send Email button to send the payment request.

Generate Payment Link

Complete the following steps to prefill the payment form and generate a link to the payment site your customer uses to submit their payment.

  1. If you have more than one PaymentSITE form, in the Send payment request using your existing PaymentSITE section, select the form to use.
  2. Complete the appropriate billing and transaction fields for the transaction in the Payment Fields section.
  3. In the Recurring Schedule Fields section:
    1. Type a number in the EVERY field.
    2. Click the arrow and select a time period from the list.
    3. Type the number of payments in the Number of Payments field.
  4. In the Share this payment link section, you can click the View button to view the payment site. (This is optional.)
  5. To share the payment link, you can either:
      1. Click the Copy button to copy the link and paste it into an app to share with the customer (email, IM, etc.)

    OR

    1. Click the Email button. Cardknox opens a pop-up with the email fields prefilled. For more information, see a description of the Email button in the “Send Payment Request Item Descriptions” table above.

Settings

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The Settings tab contains features you use to manage your portal settings. This tab contains the following subtabs:

  • Display
  • Transaction
  • Recurring
  • Reports
  • Keys
  • Users
  • PaymentSITE
  • Logo
  • Send Payment Request
  • Setup MFA

Click Save to save your changes, or click Reset to Default to discard your changes and restore the default settings.

Click Expand All / Collapse All to expand or collapse all sections.

Display Settings

Display Settings controls how accounts display in the account name drop-down menu.


Display Settings

Settings > Display > General

Display Settings – General – Item Descriptions

Item Description
Timezone Click the arrow and select a time zone

Default Dashboard Date Range Click the arrow and select the default date range to display for the Dashboard.

First Screen After Login Click the arrow and select the default tab to display at login.

Expand New Customer Popup By Default Select this checkbox to always expand the Add a new customer dialog box by default.

Settings > Display > Batches

Display Settings – Batches – Item Descriptions

Item Description
Display Open Batches By Default Select this checkbox to always display the Open Batches view on the Batches tab by default.

Transactions Settings

The Transaction Settings settings only affects the transaction fields in the Merchant Portal.

You can perform the following actions:

  • Add customized field labels
  • Select which fields are required
  • Choose whether to show or hide selected fields
  • Add custom fields
  • Set up sales tax
  • Set up a convenience fee
  • Set up Cardknox Go options

Transaction Settings

Fields Configuration

In this area, you can assign different names to the fields displayed in the Transactions module. You can also:

  • Mark fields as required.
  • Hide fields that you don’t want to display.
  • Add custom fields.
Display Settings – Field Config – Item Descriptions

Item Description
Display Open Batches By Default Select this checkbox to always display the Open Batches view on the Batches tab by default.

Processing

These Transactions settings control some aspects of the transaction behavior in the Merchant Portal.

Display Settings – Processing – Item Descriptions

Item Description
Send The Customer A Receipt By Default Select this checkbox to always send the customer a receipt by default when a transaction is completed.
Send Me A Receipt By Default Select this checkbox to choose whether to always send yourself a receipt by default when a transaction is completed.
Allow User to Process Duplicate Transactions Select this checkbox to choose whether to always allow the customer to process duplicate transactions.

Convenience Fee

This section enables you to define a convenience fee to apply to a credit card transaction, an ACH transaction, or both. When you enable the convenience fee feature, Cardknox automatically checks the Convenience fee checkbox for new transactions (see below). Cardknox also displays the convenience fee amount based on what you configured in this section.

Complete the steps as described in the following table.

Convenience Fee Item Descriptions

Item Description
Enable Convenience Fee If you select this box, the Convenience Fee checkbox is automatically selected for new transactions, with the convenience fee amount displayed below the Amount field.

The ability of a customer to deselect the Convenience Fee checkbox for a transaction depends on the Allow Customer Option To Include/Exclude Conv Fee setting below.

CC Percent Select this checkbox and type a percentage in the CC Percent field.
ACH Percent Select this checkbox and type a percentage in the ACH Percent field.
CC Set Amount Select this checkbox and type a dollar amount in the CC Amount field.
ACH Set Amount Select this checkbox and type a dollar amount in the ACH Amount field.
Custom Field To Save The Convenience Fee Amount Click the arrow and select the field you want to display the convenience fee amount on the Transactions page.

This field is set by default.

Custom Field To Save The Original Amount If you want customers to have the ability to deselect and select the Convenience Fee checkbox for transactions, select this checkbox.
Allow Customer Option To Include/Exclude Conv Fee Select this checkbox to include or exclude an additional convenience fee.
Apply Convenience Fee Before Sales Tax This field is set by default, and Cardknox applies the convenience fee for a transaction before applying the sales tax. That is, the convenience fee is taxed.

If you deselect this checkbox, Cardknox first applies sales tax and then applies the convenience fee to transactions. That is, the convenience fee is not taxed.

Sales Tax

Beta Feature

This section enables you to define a sales tax to apply to transactions. When you enable sales tax, Cardknox automatically checks the Sales Tax checkbox for new transactions (see below). Cardknox also displays the sales tax amount based on the percentage you configured:

Set up Sales Tax Item Descriptions

Item Description
Enable Sales Tax If you select this box, the Sales Tax checkbox is automatically selected for new transactions, with the sales tax amount displayed below the Amount field.

Depending on the last two settings in this section (Allow Users To…), the user may or may not be able to deselect the Sales Tax checkbox and/or change the sales tax amount.

Tax The tax percentage to apply to transactions.
Custom Field To Save The Original Amount By default, this field is set to Custom10.

Note: Changing this field also changes it for convenience fees.

Allow Users To Include/Exclude Sales Tax If you want Cardknox users to have the ability to deselect and select the Sales Tax checkbox for transactions, select this checkbox.
Allow Users To Override Sales Tax If you want Cardknox users to have the ability to type in a different tax amount for transactions, select this checkbox.

Cardknox Go Settings

Cardknox Go functionality is available only to Cardknox Go merchants. Use options in this section to enable this feature.

Complete the steps as described in the following table.

Cardknox Go Settings Item Descriptions

Item Description
Show ‘Disputes” Tab Select this checkbox to display the Disputes tab in the tab menu on the left-hand side of the screen.
Include Split Pay Transactions Select this checkbox to include information about split-pay transactions on the Transactions tab.

If you choose this option, the system adds the Processing details link to the General Information section of the transaction details on the Transactions tab; you use this link to display additional processing information.

See Display Transaction Details for more information about the Processing details link.

Availability: This feature is available to Cardknox Go merchants only.

Recurring Settings

The Recurring Settings subtab contains options to manage certain recurring payment functions. These settings apply across your entire Cardknox account and will affect all users on your Cardknox account. However, changes you make to the Enable Recurring Schedule Email Summary Report field affects only your account.

Recurring Settings Item Descriptions

Item Description
Upon Adding A New Card, Automatically Set It As The Default Card If this box is checked, when you add a new credit card on the Payment Method tab, Cardknox sets this card as the new default payment method.
Hide ‘Skip Sabbath And Holidays’ Checkbox In Recurring Schedules Dialog Box Select this checkbox to hide the Skip Sabbath And Holidays checkbox for recurring schedules.
Create The Schedule Even if The Initial Payment Fails Select this checkbox to create a recurring schedule if the first payment fails.

If you choose this option, the system creates a recurring schedule even if the payment method fails.

After X Retries With X Day(s) Between Retries… This setting lets you configure Cardknox behaves when a transaction is declined:

  • First, define how many times (0 – 10) you want Cardknox to retry a declined transaction.
  • Second, define the number of days between retry attempts.
  • Third, choose what should happen if all retry attempts fail:
    • Disable Recurring Schedule: Disable the customer’s recurring payments schedule.
    • Maintain Recurring Schedule: Keep the customer on their current recurring payments schedule.

Note: Merchants who have been with Cardknox for less than seven months have a default setting of three retries across three days. If these retries fail, Cardknox will disable the recurring schedule for that customer (payee). During the initial seven-month period, merchants cannot change this setting.

Send The Customer A Recurring Receipt By Default Select this checkbox to always send the customer a receipt by default when a recurring transaction is completed.
Enable Recurring Schedule Summary Report Select this checkbox to receive a summary of the day’s recurring transactions.
Send Email When Max. Number of Retries is Reached Select this checkbox to have Cardknox send an email when the maximum number of retries (specified above) is reached.
After checking this box, type in the email address(es). Separate multiple email addresses with a comma.

Report Settings

Use this area to change which columns are displayed for transactions, disputes, customers, and so forth. This affects the column display on the screen as well as exported reports.

The changes you make to the Report settings apply only to your screens and the reports that you run. They do not affect how reports display to other users on your Cardknox account.

However, there are two exceptions to this:

  1. Recurring Templates settings affect the entire Cardknox account.
  2. Custom reports that you create and save are available across the entire Cardknox account for other users to access.

Show, Hide, and Rearrange Columns
Select or deselect a checkbox to show or hide a column. To change the column’s position on the screen (and reports), click and drag the row up or down.

Add Custom Columns

For Transactions and Customers, you can display custom field data configured for your Cardknox account. (Transaction custom fields are configured in the Settings area of the portal.)

To display custom field data:

  1. At the bottom of the list of column names, click Add Custom Field:Cardknox displays the next CustomXX field.
  2. You may have to click Add Custom Field several times until the custom field you want is displayed:
  3. Select the checkbox of the custom field(s) you want to display. You can also drag the custom field to a new location by clicking on it and holding down the mouse button.
  4. Click the Save button.

Module-Specifc Report Settings

Two modules – Transactions and Disputes – have specific reports settings that are explained in this section.

Transaction Report Item Descriptions

Item Description
Save Click this button to save your changes.
Default Date Range Identifies the default date range.

Click the arrow and select a date range from the list.

Default Load Limit Identifies the number of items displayed on the page.

Click the arrow and select the number of results you want to load by default.

Show Approved-Only Transactions By Default To display only transactions that are approved on the Transactions page, select this checkbox.
Show Void Status When Exported (Downloaded) To display the Void status for exported transaction reports, select this checkbox.
Show in Report Heading for which columns to show on the Transactions page.

The field names displayed here reflect the names you set in the Custom Display Label section of the Transaction Fields subtab.

Select All / Unselect All Select or clear this checkbox to display or unselect all columns by default, or select the checkbox next to the column label to indicate which columns to display by default.
Drag to edit order Drag and drop a field to change the order in which columns appear.
Available fields The fields that appear on the Transaction report vary depending on which fields you select here.

Note: You can add up to 10 custom fields. To remove a custom field, click this trash can icon .

Add Custom Field Click this link to add a custom field.
Delete button Click this button to delete the custom field.

This button only appears if you add a custom field.

Reset to Default Click this button to reset all fields and filters to their default settings.
Save Click this button to save your changes.

Disputes Report Settings

Disputes Report Item Descriptions

Item Description
Default Date Range Identifies the default date range.
Click the arrow and select a date range from the list.
Default Load Limit Identifies the number of items displayed on the page.
Click the arrow and select the number of results you want to load by default.

Users

The Users subtab controls user account information. You use this module to manage the users in your database. Use this section to perform the following actions:

  • Add a user
  • Update an existing user
  • Remove a user
  • Assign and change user roles
Tips:
  • The * symbol on any screen indicates a required field.
  • Click the arrow to the right of any column heading to sort the column.

Users

Users Item Descriptions

Item Description
New User Click this button to open the Add a new user dialog box and create a new user.

See Add A New User for more information.

Download button Click this button to download all user data to a spreadsheet or .csv file.
Print button Click this button to print a report of all users.
User Identifies the user.
Role Identifies the user’s role. See a description for each user role in the “User Roles” section.

See “Add A New User” for more information.

Edit button Click this button to open the Edit User dialog and update the user’s information.

Note: The Edit User dialog box contains the same fields as the Add a new user dialog box except that the Email field is not editable. for the Email field.

See “Edit A User” for more information.

Delete button Click this button to remove the user.

Add A New User

Complete the following steps to add a new user.

  1. Click the New User button to open the Add a new user pop-up.
  2. Enter the user’s email address, which is a required field.
  3. Select a user role from the Role list. (To see all user permissions, click “+Additional roles” and scroll down.)
  4. Click Create and Invite User button to save.

Note: To see all user permissions, scroll to the bottom of the pop-up.

Edit A User

When you edit a user, you cannot change a user’s email address, but you can change the user’s role to give them more or less system permissions. (If you need to change a user’s email address, follow the steps to add a new user instead.)

Complete the following steps to update an existing user.

  1. For the user you want to edit, select its Edit icon (). This opens the Edit User pop-up. The Edit User pop-up contains the same fields as the Add a new user pop-up, except that the Email field is not editable.
  2. Select a user role from the Role list. (To see all user permissions, you may need to click “+Additional roles” and scroll down.)
  3. Click Save to save your changes.

User Roles

The following table describes the modules each role can access and the actions each role can perform. All roles can control their own portal settings; however, Admin is the only role that controls all settings.

User Role Descriptions

User Role Module Access Role Actions
Admin This role has access to all permissions including user management in the Settings module.

  • Dashboard
  • Transactions
  • Quick Reports
  • Gift Report
  • Batches
  • Customers
  • Recurring Schedules
  • Settings
This role can perform the following actions:

  • Create new transactions
  • Modify existing transactions
  • Generate transaction reports
  • Process the following credit card transactions:
    • Adjustment
    • Authenticate
    • AVS-only
    • Auth-only
    • Balance
    • Capture
    • Credit
    • Lookup
    • Post Auth
    • Refund
    • Sale
    • Uncapture
    • Void
  • Process the following check transactions:
    • Adjustment
    • Credit
    • Refund
    • Sale
    • Save
    • Void
  • Update account settings
  • Manage user permissions (add, delete, update permissions)

Only the Admin role can modify account settings. The Admin role cannot assign or reset passwords; for security purposes, users set their own passwords.

Advanced User This role has access to all permissions except for user management and account settings.

  • Dashboard
  • Transactions
  • Quick Reports
  • Gift Report
  • Batches
  • Customers
  • Recurring Schedules
This role can perform the following actions:

  • Create new transactions
  • Modify existing transactions
  • Generate transaction reports
  • Process the following credit card transactions:
    • Adjustment
    • Authenticate
    • AVS-only
    • Auth-only
    • Balance
    • Capture
    • Credit
    • Lookup
    • Post Auth
    • Refund
    • Sale
    • Uncapture
    • Void
  • Process the following check transactions:
    • Adjustment
    • Credit
    • Refund
    • Sale
    • Save
    • Void
  • Set their own portal preferences

The Advanced User role cannot manage user permissions, nor can they edit account settings.

Standard User This role can process a new transaction but cannot modify an existing transaction.

  • Dashboard
  • Transactions
  • Quick Reports
  • Gift Report
  • Batches
  • Customers
  • Recurring Schedules
This role can perform the following actions:

  • Create new transactions
  • Process the following credit card transactions:
    • AVS-only
    • Auth-only
    • Balance
    • Capture
    • Post Auth
    • Sale
  • Process the following check transactions:
    • Sale
    • Save
  • Generate transaction reports
  • Set their own portal preferences

The Standard User role cannot manage user permissions, edit account settings, or process voids or refunds on existing transactions.

View Only This role can only download and view reports in the following modules.

  • Transactions
  • Quick Reports
  • Gift Report
  • Customers
  • Recurring Schedules
The View Only role can perform the following actions:

  • View historical report information

This role cannot create new transactions and cannot modify existing transactions.

Save Only This role can only run save commands. This role cannot create new transactions and cannot modify existing transactions.
Auth Only This role can only process authorizations.
  • Create new authorization.
  • Set their own portal preferences

Sale Only This role can process a new transaction but cannot modify an existing transaction.

  • New Transaction (a limited Transactions screen)
  • Customers
  • Create new transactions.
  • Process a credit card transaction as a sale.
  • Process a check transaction as a sale.
  • Set their own portal preferences

PaymentSITE

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The Cardknox PaymentSITE Management module (BETA) lets you create customized payment forms. For example, on the form, you can:

  • Add custom fields
  • Change the names of field labels
  • Move fields and sections around
  • Adjust form settings to include ACH, convenience fees, terms & conditions, etc.
  • Add your business logo

After you complete the form, you can request payment from customers by sending them a payment request link. The customer types in their payment details, submits the form, and you get paid.

To access the new PaymentSITE Management module, go to Settings > PaymentSITE.

Cardknox displays the PaymentSITE Management screen. Any existing forms are shown on the list:

Note: To download a list of the payment forms, click the icon.

Build the Basic Form
To start building a payment form, click either the name (under the Name column header) or the pen icon:

Cardknox opens the Payment Form Configuration screen. The default form is displayed to the right of the Manage Layout and General Settings tabs. It includes a Credit Card section with the following fields:

  • Card Number
  • Exp Date
  • CVV

Note: The fields and initial configuration of your form may be different from what is shown here.

You can add additional sections and fields to the form. At any point, you can click the Undo button (upper right) to undo your last step.

The high-level steps for creating a form are listed below. Instructions for performing these steps are listed below.

  1. Add preconfigured fields and sections.
  2. Add custom sections.
  3. Add custom fields.
  4. Add optional sections (including a business logo) from General Settings tab.

Additionally, to make minor adjustments to the form, you can:

  • Set fields as required.
  • Move fields and sections.
  • Rename sections.

After building the form, you need to:

  1. Publish it.
  2. Test it.
  3. Send the payment link to the payee.

Add Preconfigured Fields or Sections

The Configuration screen includes three preconfigured sections:

  • Billing Information
  • Shipping Information
  • Transaction Details

These sections are located on the Manage Layout tab. Click the icon to expand a section and view the available fields:

Preconfigured fields are any fields contained in the preconfigured sections. For your reference, these fields are listed below in alphabetical order:

Preconfigured Fields

Billing Information & Shipping Information Sections Transaction Details Section
  • Address
  • Address 2
  • Cell Phone
  • City/State/Zip
  • Company
  • Country
  • Email
  • First Name
  • Last Name
  • Phone
  • Number

  • Amount
  • Description
  • Invoice
  • PO Number

To add preconfigured sections and fields, follow the steps below:

    1. On the Manage Layout tab, click on a section to expand it. The Transaction Details section is shown here as an example:
    2. Click Add Entire Section to add the section (and all of its fields) to the form.

OR

  1. Click the checkbox to add individual fields to the form. When you click, Cardknox adds the field to the design area on the right.
    Repeat steps 1 and 2 for the other two sections (Billing Information and Shipping Information), if desired.

Add a Custom Section

When you first add a custom section, it is blank. After adding a custom section, you can add custom fields to it.

  1. On the Managed Layout tab, click on the New Section button and hold down the mouse button.
  2. While holding the mouse button down, drag to the right into the design area.
  3. Pause the mouse pointer over the general area where you want to place the new section. The mouse pointer indicates where you can place the new section:

    Mouse pointer is over an area that’s NOT allowed for a new section.
    The mouse pointer is over an area that IS allowed for a new section.
  4. Release the mouse button. If the new section was added correctly, you will see a “New Section.”
  • If you change your mind, you can delete the new section with the trashcan icon:
  • To move the new section up or down, use the ↑ and ↓ arrows.
  • To rename “New Section” to something else, click the pen icon and type in different text:

Add a Custom Field

When you add a custom field, Cardknox places it in a custom section. (You can click and drag it to a different location if necessary.)

  1. On the Managed Layout tab, click on Custom Fields to expand it:
  2. You have two options to add a field to the form design area:
    Option 1: You can click on the checkbox of a custom field to add it.
    Option 2:You can drag it:
  1. Click on the custom field and hold down the mouse button.
  2. While holding down the mouse button, drag the field onto the form design area.
  3. Pause the mouse pointer over the general area where you want to place the new field. The mouse pointer indicates where you can place the new field: Mouse pointer is over an area that’s NOT allowed for a new field. The mouse pointer is over an area that IS allowed for a new field.
  4. Pause the mouse pointer over the general area where you want to place it and release the mouse button.

Note: Cardknox adds the custom field to the nearest section or custom section. You can drag it to a new location if necessary.

3. By default, the field you insert is a single-line text field. You can change it to a different field type:

    1. Hover over the field until you see the pop-up with icons:
    2. From the pop-up, click the desired field type.
      Field Types

      Item Description
      Single-line text

      Multi-line text

      Type over “CustomXX” with a new name for the field:

      The system automatically saves the new field name.

      Hidden A hidden field displays only to you on reports and screens in the system.

      Fill in both fields:

      • CustomXX: Type in the field name you want to use.
      • Value: Type in the value that will always be submitted on the PaymentSITE form. This could be a number or text specific to your business.

      Dropdown list
      1. On the Dropdown Options popup, fill in both fields:
        • Display Label X: Type the option name to use on the dropdown list.
        • Reporting Value X: Type an internal name for this option item. This displays only to you on reports and screens in the system.

      2. To add another option, click the Add Option button.
      3. Repeat steps 1 and 2 for the items you want on the dropdown list.
      4. When you are done, click the Save button.
      Radio button
      1. On the Radio Options pop-up, fill in both fields:
        • Display Label X: Type the name of the radio button item.
        • Reporting Value X: Type an internal name for this option item. This displays only to you on reports and screens in the system.

      2. To add another option, click the Add Option button.
      3. Repeat steps 1 and 2 for each radio button item you want to display.
      4. When you are done, click the Save button.

4. To make the field required (see Note), click the star icon to the left of the field:

A field marked as required has a filled star by its name:

Note: When you set a field as required, the payee must type in the relevant information. Otherwise, it won’t be possible for them to complete the payment transactions.

The General Settings tab includes optional components to include on your form:

  • Terms and conditions information
  • Convenience fees fields
  • Allowed transaction types
  • Business logo
  • ACH payment fields

To add one of these components to the form, select its checkbox on the General Settings tab. Cardknox immediately adds it to the design form. Some additional configuration may be needed in the design area to the right.

Note: To reposition these sections, go back to the Manage Layout section.

Display Terms And Conditions

Adds a Terms and Conditions section to the form design area. After you click the Terms and Conditions checkbox, while General Settings is displayed, configure the section with the following steps:

  1. Type in a title name.
  2. Either type in or paste in the actual terms and conditions text.
  3. If you want to require the payee to select an Agree checkbox before completing the payment transaction, check Display Agree Checkbox and in Agree Label, type in the text that will appear next to it:

Display Convenience Fee

The Display Convenience Fee settings let you add convenience field fees for credit card and/or ACH transactions.

  1. Select checkboxes to define if fees are a percentage of the payment amount or a flat fee:
  2. Type in the percentage or flat amount:
  3. Link the Convenience Fee Amount and Original Amount to two custom fields:
  4. Determine if the customer can include or exclude the convenience fee.
  5. Optionally, add text to explain the convenience fee.

Allowed Transaction Types

The Allowed Transaction Types section lets you add up to three transaction types to the form. Select a checkbox to add it to the form:

Display PaymentSITE Logo

Checking the Display PaymentSITE logo box lets you add a business logo to a PaymentSITE form. The logo is displayed centered at the top of the form.

Before you upload the logo as an image file, make sure it conforms to these specifications:

  • Maximum image width is 700 pixels. (Images that are too large are automatically sized down; this could affect the quality of your displayed logo.)
  • Formatted as .png, .jpg, or .jpeg.

After you check the Display PaymentSITE logo box, the system displays the PaymentSITE logo section to the right.

  1. Click the Choose File button.
  2. On the popup that’s displayed, locate and select the image file you want to upload.Cardknox uploads the image and shows a preview of it. (To use a different image, click the Remove Logo button and click Choose File again.)When you publish the PaymentSITE form, the logo is visible centered at the top.

Display ACH

When you check Display ACH in General Settings, you need to define whether or not you want to require the payee to type in the Account Number and Routing Number twice. If so, check the Remove Re-Enter For ACH Account/Routing Numbers checkbox.

This is what ACH fields are included on the form:

Make Form Adjustments
This section explains how to make minor adjustments to the form, such as:

  • Setting a field as required
  • Moving a field or section
  • Renaming a section or field

Set a Field as Required

When you set a field as required, the payee must type in the relevant information. Otherwise, it won’t be possible for them to complete the payment transactions.

To define a field as required, click the star icon to the left of the field: . The star changes to red:

Note: Some fields (for example, Card Number and Exp Date for credit cards), are set to required by default and cannot be changed. A field with a red star that is disabled cannot be changed:

Move a Field or Section Up or Down
To move a field or section:

  1. Click on the field or section in the design area and hold down the mouse button.
  2. Drag the section up or down.
  3. Pause the mouse pointer over the general area where you want to place the field/section. The mouse pointer indicates where you can place it:
    Mouse pointer is over an area that’s NOT allowed.
    The mouse pointer is over an area that IS allowed.
  4. Release the mouse button.

Rename a Section

Any section in the design area that has a pen icon () next to it can be renamed. For example: PenEdit-Gray.png

  1. Click on the pen icon to open the text field for editing:
  2. Click Save to save the new name.

Delete a Section
When you delete a section, it also removes all of the fields in that section. Delete a section by clicking on its trash can icon:

A section that does not have a trash can icon is a required section and cannot be removed, such as Credit Card, ACH, Terms and Conditions, Convenience Fee.

Publish the Form
A form, once you published it, is available online, and the payee can use it to make a payment. However, before sending the payment link to the payee, we recommend first testing the form. See the next section for more information.

When you are done creating the form, click the Publish button in the upper right corner:

If you have recently changed the form, it may take a few minutes for Cardknox to display those changes.

Revert the Form
If you have published the form but want to return to the previous version, you can click the Revert button that appears next to the Publish button:

Test the Form
When you test the form, you are making sure that it’s accessible online and that it’s designed and works as you expect it to do.

To test the form:

  1. If you have been working on the form, click < Back to return to the PaymentSITE Management screen. (Otherwise, you can get to the screen by clicking Settings > PaymentSITE).
  2. For the form you want to test, click the URL in the PaymentSITE URL column.
  3. Cardknox opens the form in a new browser tab:
  4. Fill in mock data to make sure the form works as you expect it to.

Logo Management

In this section, you can upload your company logo, which will be displayed on your customer email receipts. You can also choose to display your logo on your portal print receipts, Send Payment Request emails, and on your Portal webpage account.

Any changes you make in this section will affect all users on your Cardknox account.

Logo Management Item Descriptions

Item Description
Choose File Click this button to open a popup where you can select the image file to upload. By default, the logo displays on customer receipt emails.
Include my logo on my merchant portal account Select this checkbox to also display the logo at the bottom of the navigation menu.
Include my logo on portal print receipts Select this checkbox to also display the logo on printed portal receipts.
Include my logo on Send Payment Request emails Select this checkbox to also display the logo on Send Payment Request emails.

Upload a Logo Image File
Before you upload an image file, make sure it conforms to these specifications:

  • Maximum image width is 360 pixels.
  • Formatted as .png, .jpg, or .jpeg.
  1. Go to Settings -> Logo.
  2. Click the Choose File button.
  3. On the pop-up, locate and select the image file you want to upload. Cardknox uploads the image and shows a preview of it:
  4. To display the logo in other areas of Cardknox besides the customer email receipt, select the appropriate checkboxes.
  5. Click the Save button.

Remove a Logo Image File

  1. Go to Settings -> Logo.
  2. Below the logo preview, click the Remove logo button.
  3. Click the Save button.

Key Management

The Key Management module enables Admins to add security by controlling API access. There are two methods you can use to configure API security:

  1. Whitelisting IP addresses – Define which IP addresses can make API calls for your Cardknox account.
  2. Creating keys for API calls and iFields – Create API keys and assign them a permission level to control what type of API calls it can make. You can also define the IP addresses that can use the key.

Key Management

Keys Items Descriptions

Item Description
Whitelist IPs To whitelist IP addresses for your entire account, click the Whitelist IPs button. Cardknox opens a pop-up:

Type the IP address(es) into the text box. To enter multiple IPs, type each one on a separate line. Click the Apply button to save your changes.

These are the IP addresses that have permission to use your API keys. Only computers that have these IP addresses will have permission to make API calls with the API keys.

Any other IP addresses will be denied access to the Cardknox API. Note that when you whitelist IP addresses here, it overrides any IP addresses that are whitelisted at the key level.

Important! If you leave this field empty, all IP addresses are whitelisted with no restrictions.

Create a Key Click the Create a Key button to open the Create a Key pop-up. See the “Add a Key” section below.
Key Description (column) This column displays the key description you defined when you created the key.
Key Description (filter field) To search for a key, begin typing its description in this field. Cardknox refreshes the list to display the relevant results.
Key Type (column) This column displays the key type you chose when you created the key.
Key Type (filter field) To search for a key by its type, type either “API” or “iFields” in this field. Cardknox refreshes the list to display the relevant results.
Edit Click this button to open the Edit a Key pop-up for the associated key. See the “Edit a Key” section below.
Copy Click this button to create a copy of the associated key, which you can then edit. See the “Copy a Key” section.
Delete Click this button to delete the associated key. Use this command with caution; if any software is using the key, it will no longer work. See the “Delete a Key” section below.

Add a Key

  1. Click the Create a Key button.
  2. On the pop-up, define the following fields:
    Keys Field Pop Up
    Item Description
    Type Choose API or iFields.
    Description The description you define must be unique:

    • For an API key: Select PaymentSITE, Store, Website, or Other. To type in a unique description, select Other.
    • For an iFields key: Type in a unique description.
    Key Permissions Select a permission level for the key based on its function. To see more permissions, click “+Additional roles.”
    Allowed IPs If you leave this field blank, all IP addresses can use this key.

    To add more security, you can restrict the key to one or more IP addresses. To enter multiple IPs, type each one on a separate line.

    Cardknox only supports the IPv4 format (not IPv6).

  3. Click the Create and View button to save.

Edit a Key

Note that editing a key does not change the assembly of characters and numbers that make up the unique key. Instead, you can change the key’s description, permissions, and allowed IP addresses.

  1. For the key you want to edit, select its Edit icon (). This opens the Edit a Key pop-up.

    Edit a Key

    The Edit a Key pop-up contains the same fields as the Create a Key pop-up, except that the Type field is not editable.

  2. Make changes to the key’s description, permission, or allowed IPs. For more information, see the field descriptions in the “Add a Key” section.
  3. Click the Save Changes button.

Copy a Key

When you copy a key, Cardknox duplicates the key in every way, except it generates a different key (i.e., the unique assembly of text and numbers). Since the copy steps are very similar to creating a key, use the “Add a Key” steps as a reference.

  1. For the key you want to copy, click its Duplicate icon (). Cardknox opens the Create a Key pop-up with the fields prefilled based on the key you used.
  2. Change the Description field so that it is unique.
  3. If necessary, make changes to the key permission or allowed IPs.
  4. Click the Create and View button to save.

Delete a Key

Before you delete a key, make certain that none of your organization’s software is using the key to access Cardknox.

  1. For the key you want to delete, click its Delete icon (). Cardknox displays a warning message, asking you to confirm the deletion.
  2. Click Yes to confirm the deletion.

Send Payment Request

Use this section to change the email text that gets sent to a customer with the Send Payment Request feature. You can also change the default setting of the checkbox that allows the payee to adjust the amount due.

Send Payment Request Settings Item Descriptions

Item Description
Send Payment Request Email You can add, remove, or change the text that displays in the email’s Subject line or in the body of the email.

Tip:Reset button.

You can insert placeholders for variable information such as invoice number, name, etc. Cardknox automatically fills in the appropriate information when sending the email.

The available placeholders are:

  • [company] – Inserts your company’s business name.
  • [invoice] – Inserts the invoice number associated with the request for payment.
  • [name] – Inserts the customer’s name.
  • [link] – Inserts the PaymentSITE website address that is specific to this customer’s payment request.

Before saving your changes, you can send a test email:

  1. Click the Send Test Email button. Cardknox displays a pop-up.

  2. Type your email address in the To email field.
  3. Optionally, you can change the From email and From company fields.
  4. Click the Send Email button to send the test email.
Allow User To Adjust Amount Checkbox Unchecked By Default This checkbox controls the default setting for the Allow User To Adjust Amount checkbox that is displayed on the Send Payment Request screen:

  • If this box is selected, the Allow User To Adjust Amount checkbox is unchecked by default.
  • If this box is not selected, the Allow User To Adjust Amount checkbox is checked by default.

Setup MFA

With Multi Factor Authentication (MFA), you can feel more secure about your Merchant Portal account. MFA adds another layer of security beyond the standard login with password.

Once you enable MFA for your account, if the system detects a login problem, it requires the user to type in a code to complete the login process.

To use MFA for your Merchant Portal account:

  1. You (as the Cardknox administrator) need to install an MFA app. (Some examples are Authy, Google Authenticator, and LastPass Authenticator.)
  2. Turn on MFA (Settings > Setup MFA) and perform a one-time configuration step.
  3. Instruct other Merchant Portal users to install an MFA app.

How MFA Works When Logging In

  1. While logging in, the user types in an incorrect password.
  2. If Cardknox detects a suspicious login, it displays a message that asks the user to type in the code that is currently displayed on their MFA app (Authy, Google Authenticator, etc.).

  3. The user types in the code, clicks Confirm Sign-in, and the system logs the user in.

Cardknox Beta Portal

You can try out new Portal features before they are released to all users. When we release a beta version of the Portal, you will be alerted in Notifications. To access the beta version, click on the link in the announcement:

Another way to access the beta version is to click on to the right of your username.

If you change your mind and want to switch back to the previous version, click on to the right of your username.

Test

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