Cardknox Merchant Portal User Guide

Overview

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, and more, making it easier than ever to keep a finger on the pulse of your business. And 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.

Note that additional features and functionality to further enhance the user experience are currently in development. Customer profile management capabilities, customizable recurring billing options, and portal user management are just a few of several upcoming enhancements.

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

Dashboard Tab Item Descriptions

Item Description
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.
Customers Allows you to view or take action on customer records.
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.
Contact us Click this link to find information about how to contact us for merchant and partner sales information, software integration, and technical support.
Settings Allows you to modify selected portal settings.

Transactions

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. The Transactions tab opens with the last 7 days of data displayed by default and shows a list of all transaction records.

By clicking a transaction reference number you can display 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. You can also apply filters to pinpoint the type of transaction data you want to as well as using additional options to take action on a transaction and to create a new transaction or new customer record.

The Transactions tab helps you manage your business by enabling you to easily perform the following actions.

  • Process a new transaction
  • Search for a transaction
  • Export a transaction
  • Modify a transaction
  • Apply voids and refunds
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.

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

Transactions Tab

Transactions Tab Item Descriptions

Item Description
Calendar button Click the calendar 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

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.

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

When you choose a filter, the system opens either a menu with an additional list of criteria to select, or a text box displaying information about what filter criteria to enter.

For example, if you select Card number, the text box informs you to enter the Last 4 digits of the payment card number. If you select Status, a menu displays the options Approved, Declined, Error, and Auth you can choose.

Valid values are as follows:

  • Cardholder Name
  • Reference Number
  • Invoice number
  • Disable Date Range
  • Amount
  • Result
  • Advanced

Note: If you select Advanced, the system opens an additional list of options.

  • Advanced
    • CVV Result
    • AVS
    • Transaction Type
    • Card Type
    • Batch
    • Email
    • Auth Code
    • Terminal Number
    • PO Number
    • Order ID
    • Custom fields
    • Source Key

Note: If you select Card Type, the system opens a menu allowing you to select multiple payment card types.

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

Reset filter Click this link to reset all filters.
New transaction Click this button to open the Add new transaction dialog box and create a new transaction.
Download button Click this button to export the current view or all transactions in CSV (Excel) format.
Print button Click this button to print the current view.
Settings button Click this button to open a menu of column settings.

Choose one or more options to customize your page view. You also have the option to select or deselect all columns, and save a group of selected columns.

When you click Done, the system displays additional columns for the options you selected.

Reference Number Displays the transaction reference number.

Note: Click the arrow to the left of the reference number to expand the row and open the Transaction Information section and view transaction details.

Enter a reference number in the search field to perform another search.

Date Displays the transaction date and time.
Amount Displays the transaction amount.
First Name Displays the customer’s first name.
Last Name Displays the customer’s last name.
Cardholder Name Displays the cardholder’s name.
Account # Displays the cardholder’s account number.
Result Displays the transaction result.

Valid values are as follows:

  • Approved
  • Declined
  • Error
Command Displays the command.

Valid values are as follows:

  • CC:Sale
  • CC:Save
  • CC:Credit
  • CC:Refund
Company Displays the company name.
Description Enter a transaction description.
Email Displays the email address.
Batch Displays the batch number.
Invoice Displays the invoice number.
CVV Displays the CVV (Card Verification Value) code.
Auth Code Displays the authorization code.
Order ID Displays the order ID number.
PO Number Displays the PO (purchase order) number.
AVS Displays the AVS (Address Verification Service) search result.

Valid values are as follows:

  • Address: No Match & 5 Digit ZIP: No Match
  • Unknown
Source Key Displays the source key.
Terminal Number Displays the terminal number.
User Name Displays the user name.
IP Address Displays the computer’s IP address.
Custom01 – Custom04 Displays custom field information..
Load more Click the arrows to select the number of transactions to display on the page.

Valid options are as follows:

  • 50
  • 100
  • 500
  • 1000
  • All
Total Displays the total amount of all transactions on the current page.
(Count: ) Displays the number of transactions on the current page.

Display Transaction Details

You can view transaction details by clicking the arrow to the left of a transaction reference number showing transaction information, billing information, and shipping information. In addition, options enable you to void or refund the transaction as well as create a new transaction or create a new customer record.

Transaction Details

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
Printer button Click the printer icon to open a dialog box and print the transaction details.
Email button Click the email icon to open a dialog box to send an email message.
Download button Click the download icon to export the transaction in CSV (Excel) format.
Transaction Information Displays the status of the transaction and the following information:

  • Amount of the transaction
  • Date and time the transaction was entered
  • Last 4 digits of the account number

Billing Information Displays the customer’s billing information, if available.
Shipping Information Displays the customer’s shipping information, if available.
Void Click this button to void the transaction. The system displays the following confirmation message.

Click Cancel to cancel the action or click Void transaction to process the void.

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.

New Transaction Click this button to open the Add new transaction dialog box and create a new transaction.
New Customer Click this button to open the Add a new customer dialog box and add a new customer.

 

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 the New Transaction button 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

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

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.
Expand view 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.
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
  • Auth Only
  • Refund
  • Post Auth
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.
CVV Enter the payment card’s CVV number.
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.
Credit Card and Check 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 check box to send a receipt to the customer.
Send Me A Copy Select this check box to send a copy of the transaction to the customer.
Billing & Shipping Information This section contains two sets of identical fields: One for billing information and one for shipping information. 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?
Transaction Details Complete the following fields, if applicable:

  • Invoice
  • PO Number
  • Description
Custom Details Complete the following fields, if applicable:

  • Custom08
  • Custom09
  • Custom10
Expand All Click the plus sign (+) to expand all fields.

This field only appears if you do not click the Expand button to display all fields in the dialog.

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.

Create a New Customer Record

You can easily create a new customer record by clicking the New Customer button in the Transaction Information section of the Transactions screen.

Tip:
  • When you click New Customer, the system populates fields in the Add a new customer dialog box with any saved customer and transaction information.
  • The * symbol indicates a required field.

>Note: The Add a new Customer dialog contains 3 tabs: General, Payment Method, and Recurring Schedule. The dialog box opens with the General tab displayed, as shown in the example below. All tab fields are documented in the following item description table.

Add a New Customer

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

Add New Customer Item Descriptions

Item Description
General This tab contains general customer information fields.
Note Free-form text field for additional customer information.
Customer # Enter the customer reference number.
First Name Enter the customer’s first name.
Last Name Enter the customer’s last name. Required field.
Company Enter the name of the customer’s company.
Address 1 Enter the first line of the customer’s address.
Address 2 Enter the second 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.
Email Address Enter the customer’s email address.
Payment Method This tab contains credit card and check information.
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.
Delete button Click this button to remove the payment method
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.
Exp Date* Enter the payment card’s expiration date in MM/YY format. Required field.
CVV Enter the CVV number.
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 payment method.
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 tab 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.
Preview button Click this button to open the Schedule preview dialog box. See Customers Tab Item Descriptions for more information.
Remove Schedule Select this checkbox to remove the recurring schedule.
Schedule Name Enter a name for the recurring payment schedule.
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.
Start Date Click this button and select a recurring payment start date.
Skip Sabbath And Holidays Select this checkbox to skip the Sabbath and holidays.
Until Determines how long recurring payments remain in effect.

Select the Number of Payments option and enter a number of payments.

Select the End Date option and click the calendar button to choose a date.

Calendar Type Click the arrows and select a calendar type.

Valid values are as follows:

  • Gregorian
  • Hebrew
Cancel Click this button to clear the form and discard your changes.
Save Click this button to save your changes.

Send Payment Request

new

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.

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.

Enter your payment site name Type the name of your payment site.
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.
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.
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 automatically generate an email message to the customer which includes a link to the payment site.

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. Type the name of your payment site in the Enter your payment site name field and click Save; the system creates a payment site link.Note: You will not need to reenter the payment site name again unless you want to enter a different PaymentSITE name.
  2. Complete the appropriate billing and transaction fields for the transaction in the Payment Fields section.
  3. In the Share this payment link section, click Copy to copy the link created based on the information you entered into the Payment Fields.
  4. (Optional) Click View to view the payment site.
  5. Click Email to automatically generate an email message to the customer which includes a link to the payment site.
  6. Share the link to the payment site containing the prefilled transaction information with your customer, and include a request to enter their payment information.

For recurring transactions, you can use the Previously generated link section to make minor changes to saved customer information without having to reenter all the payment fields. For example, to change the transaction amount from $10 to $20, type $20 in the Amount field and click Populate Fields. The system applies the new value and updates the link in the Share this payment link field accordingly.

Quick Reports

The Quick 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.

Additional options on the Quick Reports tab enable you to choose from a set of predefined report categories or use over a dozen filters to create and download customized reports. See the following item description table for a complete list of report options.

Tip:
  • Fields displayed on the mobile version are limited by default. Click the Settings icon to display all available options.

Quick Reports Tab

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

Quick Reports Tab Item Descriptions

Item Description
Create new report This section contains fields for creating a custom report.
Select Date Click the calendar icon 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.

Transaction Type Click the arrows and select a transaction type.

Valid values are as follows:

  • All
  • Sale
  • Auth
  • Capture
  • Refund
  • Credit
View / Sort By Click the arrows and select how to sort the transactions.

Valid values are as follows:

  • Default
  • Date
  • Ref#
  • Cardholder name
  • Invoice Number
  • Amount
Transaction Status Click the arrows and select a transaction status.

Valid values are as follows:

  • Approved
  • Declined
  • Error
  • Auth
Add Filters Click this link to expand a list of filter fields.
When you choose a filter, the system opens either a menu with an additional list of criteria to select, or a text box displaying information about what filter criteria to enter.

Valid filter options are as follows:

  • Amount
  • Card Number
  • Cardholder Name
  • Reference Number
  • Invoice Number
  • CVV
  • AVS
  • Card Type
  • Batch
  • PO Number
  • Description
  • Order ID
  • Auth Code
  • Custom Fields
  • Terminal Number
  • Source Key
Hide filters Click this link to collapse the filters list.
Download Click this button to export the report in CSV format
Print Click this button to open a dialog box and print the transaction report.
View Click this button to view the transaction information used to generate the report as displayed on the Transactions tab.
Quick reports This section contains options to create reports using predefined categories.

Valid quick report options are as follows:

  • All approved, by source key (past 30 days)
  • All Auths, by source key (past 30 days)
  • All sales by date (past 30 days)
  • All sales by date (past 60 days)
  • All sales by Custom01 (past 30 days)
  • All sales by batch number (past 30 days)
  • All refunds by amount (past 30 days)
  • All sales by amount (past 30 days)
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.

Gift Report

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

  • General
  • Liability
  • Summary

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 General report.

Tips:
  • You can navigate between reports by clicking the report names at the top left side of the page.
  • Use the search fields at the top of each column to search for a different gift card.

General Report

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

General Report

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

General Report Tab Item Descriptions

Item Description
Calendar icon Click the calendar icon 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 icon Click the filter icon 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.

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.
Entered Date and Time Displays the entered date and time.
Amount Displays the gift card transaction amount.
Gift Card Number Displays the gift card number.
Location Displays the location.
Command Displays the command.
Custom 1 Displays the custom search criteria.
Entries on page 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.
Entries on page Displays the number of items on the current page.
Remaining balance Displays the total remaining balance of all gift cards.

 

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:

  • 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.

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.
Entries on page Displays the number of items on the current page.
Amount Displays the total amount of all transactions.

FraudWatch Report

The FraudWatch report 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

The Batches tab enables you to easily view and manage your batch transactions. The Batches tab opens with yesterday’s data displayed by default and provides an overview of your batch transactions by date, including sales, credit, transaction total counts and amounts, and the date the batch closed. 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, and totals by payment card type, and gives you the option to download a report of breakdown details. See the item description table below for more information about these features.

Batches Tab

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

Batches Tab Item Description

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.
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.

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.
Credit Displays the total amount and count of credit transactions
Total Displays the total amount and count of both sales and credit transactions
Sales Summary by Card Type Displays sales summary information by product.

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

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.
Credit Displays batch credit amount information.
Total Displays total batch sales and credit amount information.

 

View Totals by Card Type

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

Breakdown by Card Dialog Box

 

Breakdown by Card Dialog Box Item Descriptions

Item Description
Breakdown by Card (MM/DD/YYYY – MM/DD/YYYY) Displays the date range you selected.
Download icon Click the download icon to export the breakdown by card type in CSV (Excel) format.
Card Type Identifies the payment card type.

Valid card types are as follows:

  • Visa
  • MasterCard
  • Discover
  • Amereical Express
  • EBT
Sale Displays the amount and transaction count for sales 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.

Customers

The Customers tab enables you to easily manage your customer information.

The Customers tab shows a list of all transaction records. By clicking a transaction reference number you can display 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. You can apply filters to pinpoint the type of transaction data you want to as well as using additional options to take action on a transaction and to create a new transaction or new customer record.

You can use this tab to perform the following actions.

      • Add a new customer record
      • View existing customer details
      • Search for a customer
      • Export or print customer information
      • Update customer payment methods
      • Update customer payment recurring schedules
Tips:
  • The Customers tab opens with today’s data displayed by default.
  • 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 customer detail information.

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 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.

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 (Excel) format.
Print button Click this button to open a dialog box and print a customer report.
Settings button Click this button to open a menu of column settings.

Choose one or more options to customize your page view. When you click Done, the system displays additional columns for the options you selected.

Customer ID Displays the customer’s ID number.

Note: Click the arrow to the left of the ID number to expand the row and open the Customer Information section and view customer details.

Enter an ID number in the search field to perform another search.

Customer # Displays the customer reference number.
Company Displays the name of the customer’s company.
Name Displays the customer’s name.
Recurring Schedule Displays the customer’s recurring payment schedule.

Hover your mouse over the schedule name link to open a tooltip and view a description of the schedule.

Alternatively, click the schedule name link to open the Schedule preview dialog box to view schedule details.

Click the Download button to export the schedule in CSV (Excel) format.

Click the Print button to open a dialog box and print the schedule.

Click the Back button to close the dialog.

Street Displays the customer’s street address.
City Displays the customer’s city.
State Displays the customer’s state.
Zip Displays the customer’s postal code.
Phone Number Displays the customer’s phone number.
Email Displays the customer’s email address.

Display Customer Details

You can view customer details by clicking the arrow to the left of a customer ID number to expand the row and open the customer details section. 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.

Customer Details

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 the customer’s 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.
Shipping Information Contains shipping information fields.
Same as billing Select this checkbox to use the same address for shipping as billing.
Delete Click this button to discard all changes.
Payment Method This section contains payment method fields.
Credit Card Click this link to display the customer’s available credit card payment methods.
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.
Remove Card Select this checkbox to remove the payment card.
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.
Exp Date* Enter the payment card’s expiration date in MM/YY format. Required field.
Check Click this link to display the customer’s available check payment methods.
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 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.
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.
Start Date Click this button and select a recurring payment start date.
Skip Sabbath And Holidays Select this check box to skip the Sabbath and holidays.
Until Determines how long recurring payments remain in effect.

Select the Number of Payments option and enter a number of payments.

Select the End Date option and click the calendar button to choose a date.

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.

Recurring Schedules

      • 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
Tips:
  • The Recurring Schedules tab opens with today’s data displayed by default.
  • 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.
  • 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.

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
Filter icon Click the filter icon 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.

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

New Schedule 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 menu of column settings.

Choose one or more options to customize your page view. When you click Done, the system displays additional columns for the options you selected.

Customer Displays the customer’s name.

Enter a name in the search field to perform another search

Schedule Name Displays the name of the schedule.

Enter a schedule name in the search field to perform another search.

Date Created Displays the date and time the schedule was created.

Enter a date and time in the search field to perform another search.

Start Date Displays the date the schedule started.

Enter a start date in the search field to perform another search.

Next Billing Date Displays the date the next billing cycle begins.
End Date Displays the schedule’s end date.
Frequency Displays the number of times the payment occurs during a specified time period.

Enter a schedule name in the search field to perform another search.

Remaining Charges Displays the number of remaining charges.

Enter a number in the search field to perform another search.

Amount Displays the amount of remaining charges.

Enter an amount in the search field to perform another search.

Remaining Balance Displays the amount of the remaining balance.
Total Charges Displays the amount of total charges.
Description Displays a description for the schedule.

Enter a schedule name in the search field to perform another search.

Status Displays the status of the schedule.

Valid values are as follows:

  • Approved
  • Error
  • Declined
  • Declined/Retrying

If the status is Declined/Retrying, the system retries the authorization for 5 times at 3-day intervals.

Active Displays a symbol indicating whether the schedule is active.

Click the arrow and select an activity status to perform another search.

Amount Displays the total amount of remaining charges for the recurring schedule.

Create a New Customer Schedule

You can quickly create a new recurring schedule by clicking the New Schedule button at the top right side of the screen to open the Add a new customer schedule dialog box.

Note: The Add a new Customer Schedule dialog contains 3 tabs: General, Payment Method, and Recurring Schedule. The dialog box opens with the General tab displayed, as shown in the example below. All tab fields are documented in the following item description table.

Add a New Customer Schedule Dialog Box

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

Add New Customer Schedule Dialog Box Item Descriptions

Item Description
General This tab contains general customer information fields.
Customer # Enter the customer reference number.
Note Free-form text field for additional customer information.
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. Required field.
Company Enter the name of the customer’s company.
Address 1 Enter the first line of the customer’s address.
Address 2 Enter the second 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.
Shipping Information Contains shipping information fields.
Same as billing Select this checkbox to use the same address for shipping as billing.
Payment Method This tab contains credit card and check payment fields.
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.
Delete button Click this button to remove the payment method.
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.
Exp Date* Enter the payment card’s expiration date in MM/YY format. Required field.
CVV Enter the CVV number.
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 payment method.
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 tab 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.
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.
Start Date Click this button and select a recurring payment start date.
Skip Sabbath And Holidays Select this checkbox to skip the Sabbath and holidays.
Until Determines how long recurring payments remain in effect.

Choose one of the following options:

  • Select the Number of Payments option and enter a number in the Number of Payments field.
  • Select the End Date option and click the calendar button and choose a date in the End Date field.
Calendar Type Click the arrows and select a calendar type.

Valid values are as follows:

  • Gregorian
  • Hebrew
Cancel Click this button to clear the form and discard your changes.
Save Click this button to save your changes.

Settings

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

      • User Settings
      • Transaction Fields
      • Transaction Reports

User Settings

The User Settings subtab controls how accounts display in the account name drop-down menu.

You can perform the following actions to manage your user settings:

      • Set a custom account name label
      • Sort fields alphabetically
      • Drag and drop fields to customize the order in which accounts appear
      • Select a time zone

User Settings

Complete the fields as described in the following table to customize your user settings.

Transaction Report Item Descriptions

Item Description
Sort Alphabetically Select this checkbox to sort fields alphabetically.

Note: To customize the order in which the fields appear in the account name drop-down menu you must first clear this checkbox.

Accounts Identifies the account name.
Alias Type the name you want to display in the account name drop-down menu at the top right-hand side of the screen.
Timezone Click the arrow and select a time zone
Save Click this button to save your changes.

Transaction Fields

The Transaction Fields settings only affect the portal transaction fields. If you change the default field name, the name you set in the Custom Display Label field becomes the column name displayed in the Transaction Report subtab.

You can perform the following actions:

      • Select which fields are required
      • Choose whether to show or hide selected fields
      • Add customized field labels
      • Add custom fields

The Transaction Fields subtab contains the following sections: General, Billing Information, Transaction Details, and Custom Fields.

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

Transaction Fields

Note: The following fields are required by default; the Required checkbox cannot be cleared and the fields cannot be hidden. You can only change the names of these fields.

      • Amount
      • Card Number
      • Exp Date

Complete the fields as described in the following table to customize your field settings in each section.

Transaction Fields Item Descriptions

Item Description
The following fields appear in all sections.
Custom Display Label Type a field name to change the default field label.
Required Select this checkbox to indicate the field is required.
Visible Click this button to show or hide the field.

This option is disabled for certain fields.

General Contains general information field options.
Amount Identifies the transaction amount.

This field is required by default. You cannot clear the checkbox or hide the field.

Card Number Identifies the payment card number.

This field is required by default. You cannot clear the checkbox or hide the field.

Exp Date Identifies the payment card expiration date.

This field is required by default. You cannot clear the checkbox or hide the field.

CVV Identifies the CVV (Card Verification Value).
Email Identifies the email address.
Billing Information Contains billing information field options.
First Name Identifies the customer’s first name.
Last Name Identifies the customer’s last name.
Company Identifies the customer’s company.
Address Identifies the customer’s street address.
City Identifies the customer’s city.
State Identifies the customer’s state.
ZIP Identifies the customer’s postal code.
Country Identifies the customer’s country.
Phone Number Identifies the customer’s phone number.
Transaction Details Contains transaction detail field options.
Invoice Identifies the invoice number.
PO Number Identifies the PO (purchase order) number.
Description Identifies the transaction description.
Custom Fields Contains custom field options.
Add Custom Field Click this link to add a custom field.

You can add up to 10 custom fields.

Delete button Click this button to delete the custom field.

This button only appears if you add a custom field.

Save Click this button to save your changes.

Transaction Report

You use the Transaction Report subtab to customize how your transactions display on the Transactions tab.

You can perform the following actions:

      • Select default columns to display
      • Add custom columns
      • Select the default date range
      • Drag and drop fields to set the order in which columns appear
      • Choose whether to expand the Add new transaction dialog box by default

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

Transaction Report

Transaction Report Item Descriptions

Item Description
Select All Select this checkbox to display 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.
Date Identifies the transaction date.
Amount Identifies the transaction amount.
First Name Identifies the customer’s first name.
Last Name Identifies the customer’s last name.
Cardholder Name Identifies the cardholder’s name.
Account # Identifies the cardholder’s account number.
Result Identifies the transaction result.
Command Identifies the command.
Company Identifies the company name.
Description Identifies the transaction description.
Email Identifies the email address
Batch Identifies the batch number.
Invoice Identifies the invoice number.
CVV Identifies the CVV (Card Verification Value) code.
Auth Code Identifies the authorization code.
Order ID Identifies the order ID number.
PO Number Identifies the PO (purchase order) number.
AVS Identifies the AVS (Address Verification Service) search result.
Source Key Identifies the source key.
Terminal Number Identifies the terminal number.
User Name Identifies the user name.
IP Address Identifies the computer’s IP address.
Entry Method Identifies the entry method.
Custom1 – Custom4 Identifies custom field information.

You can add up to 10 custom fields.

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.

Default Date Range Identifies the default date range.

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

Expand New Transaction Popup By Default Indicates whether to expand all fields when the Add new transaction dialog box opens
Save Click this button to save your changes.

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