Virtual Terminal User Guide

Introduction

The Virtual Terminal allows merchants to process transactions, manage customer profiles, and customize receipts through a simple interface. This guide walks through configuring the virtual terminal settings, receipts, and performing transactions.

Configuring Virtual Terminal Settings

To configure the Virtual Terminal settings, follow these steps:

1. Accessing Virtual Terminal Settings

• Login to Transaction Manager.
• Select Virtual Terminal Options under Virtual Terminal in the top menu.
• Select Virtual Terminal Settings from the dropdown list.

2. Device-Specific Settings

• Devices Dropdown: Select the specific terminal/device for which you want to configure settings. If there are multiple terminals, each terminal can have unique settings.

3. Transaction Configuration

• Decline When AVS Mismatch: Enable this option to decline transactions where the address does not match the billing address on the card (Address Verification System).
• Decline When CVV Mismatch: Enable this option to decline transactions where the CVV code does not match the one on file.
• Partial Authorization Enabled: Allows partial payments if the full amount cannot be authorized.
• Decline and Reverse Partial Approval Transactions: Automatically declines transactions where only partial approvals are given.

4. Tax Configuration

• Tax One Enabled: Enables the primary tax configuration for transactions.
  • Tax 1: Check this box to enable the primary tax calculation for transactions.
    • Tax: A generic term for general sales tax.
    • IVA: This is a value-added tax.
    • INC: Represents income tax.
    • City: Tax levied by local city governments.
    • State: State-level tax.
    • ITBIS: Tax on the transfer of industrialized goods and services.
    • OTROS: A generic term for other taxes that may be applied.
  • Tax One Text: Input the label or name for this tax (e.g., “Sales Tax”).
  • Tax One Auto Calculate Tax: Automatically calculates this tax based on the percentage entered.
  • Tax One Percentage: Enter the percentage for the tax (e.g., 7%).
• Tax Two Enabled: Enables a secondary tax option for transactions.
  • Tax 2: Check this box to enable the secondary tax calculation for transactions.
  • Tax Two Text: Input the label or name for this tax.
  • Tax Two Auto Calculate Tax: Automatically calculates the secondary tax.
  • Tax Two Percentage: Input the percentage for the secondary tax.
• CVV: Option to describe the status or handling of the CVV (Card Verification Value) during a transaction.
  • Want To Bypass: Select this option if you wish to skip the CVV verification process for the transaction.
  • Value Illegible: Use this option when the CVV on the card is present but cannot be read due to damage or wear.
  • Not On Card: Choose this option if the card does not have a CVV printed on it, which can happen with some types of cards.
  • Enter CVV: This option indicates that the CVV is present and should be entered as part of the transaction for validation purposes.

5. Cash Discount Configuration

• Cash Discount: Enables discounts for cash transactions.
  • Cash Discount Label: Specify the label for the cash discount.
  • Cash Discount Type: Select the type of discount, either percentage or amount.
  • Cash Discount Value: Input the discount percentage or amount.
  • Apply Cash Discount To: Set the discount to apply either to all transactions or specific transactions such as credit or ACH.

6. Display Fields Configuration

• Show Customer Number: Displays the customer’s number on the screen during transactions.
• Show Invoice Number: Displays the invoice number during the transaction.
• Show Clerk Number: Displays the clerk’s number or ID for reference during the transaction.
• Enable BIN Lookup: This option becomes available when Cash Discount is selected in the Virtual Terminal settings. It allows the system to perform a BIN (Bank Identification Number) lookup during transactions.

Note: When Cash Discount is not selected, this option is not visible in the settings.

7. Save Settings

• Update: Saves the configuration.
• Clear: Resets the receipt configuration back to previously saved values.

Configuring Virtual Terminal Receipts

Virtual Terminal Receipts allow merchants to customize receipts for each transaction. To configure receipts, follow these steps:

1. Accessing Receipt Configuration

• From the Virtual Terminal Options dropdown, select Virtual Terminal Receipts.

2. Device-Specific Receipt Configuration

• Devices Dropdown: Select the device you want to configure receipts for. If multiple devices are present, you can configure each terminal individually or apply the settings to All.

3. Merchant Information

• Name: Enter the merchant’s name to appear on the receipt.
• Address, City, State, Zip, Phone: Enter the merchant’s contact information.

4. Custom Headers and Footers

• Header Fields (1-4): Enter custom text for up to four lines at the top of the receipt (e.g., “Thank you for your business!”).
• Footer Fields (1-4): Enter custom text for up to four lines at the bottom of the receipt (e.g., “Visit us again!”).

5. Save or Reset Receipt Settings

• Update: Saves the receipt configuration.
• Clear: Resets the receipt configuration back to default values.

Processing Transactions Using Virtual Terminal

To process a transaction using Virtual Terminal, follow these steps:

Step 1: Accessing Virtual Terminal

• From the Virtual Terminal Options menu, select Virtual Terminal.

Step 2: Select Device and Payment Type

• Devices Dropdown: Select the terminal you are using for the transaction.
• Payment Type: Select Credit, Gift Card, Cash, or Check Card depending on the method of payment.
  Note: Each merchant may be set up with a different variety of Payment Types based on their customer base. The most common is Credit. 
  
• Transaction Type: Select Sale from the Transaction Type dropdown.
  

Note: Other types of transactions available may include:

• Return: This transaction allows a merchant to reverse a completed Sale if the cardholder decides to cancel the purchase.
• Auth Only: This transaction confirms that funds are available on the card for a future Sale without completing the transaction.
• Force (Force Capture): This completes a Sale after a prior Auth Only, where both merchant and cardholder agree to finalize the purchase.
• Account Verification: This transaction verifies the validity of a card without deducting any funds or reserving any amount.
• Incremental Auth: This allows a merchant to add additional funds to an existing Auth Only if the initial amount is insufficient.

Step 3: Using Customer Profiles to Autofill Transaction Details

Instead of manually filling out the transaction form, you can select a customer profile to automatically populate the required fields.

Steps to Use Customer Profiles:

1. Search Customer Profile: Click the Search Customer Profile button.
2. Search or Select Customer: In the customer profile search popup, you can either:
   • Use the search bar to find a specific customer by their customer number.
   • Browse the list and select the desired customer from the table.
     
3. Autofill Transaction Form: Once you select the customer, the form will automatically populate with the customer’s details (such as card number, expiration date, address, etc.).
4. Review Information: Ensure the details populated from the customer profile are correct, especially the amount field if the transaction involves specific pricing.
5. Process the Transaction: Click Process to complete the transaction with the pre-filled details.

Note: Refer to the Customer Import Specifications guide to add customers to the Customer Vault.

Step 4: Manually Filling Transaction Form (If Customer Profile is not used)

• Transaction Type: Choose the type of transaction (e.g., Sale, Return, Force, Auth Only, Account Verification).
• Customer Number: Optionally, input the customer’s number for profile-based transactions.
• Card Number: Enter the card number manually, or if your Virtual Terminal is set up to support a card reader, run the card present transaction through the reader.
• Exp Date: Input the card’s expiration date.
• Card Present: Choose whether the card is physically present (swiped) or not.
• Address & Zip Code: Optionally, input the billing address and zip code for verification.
• CVV Indicator: Choose whether to verify the CVV or bypass it.
• CVV: If the CVV Indicator is set to Enter CVV and the card is being manually entered, enter the CVV code from the card in this field.
• Clerk Number: Enter the clerk number for the clerk processing the transaction.
• Invoice Number: Enter the invoice number associated with the transaction.
• Amount: Enter the amount for the transaction.
• Subtotal and Tips: Enter any tip amount if applicable.
• Grand Total: Review the total amount before processing.
• Purchase Card: Select this option if the transaction is being processed with a purchase card.
• Tax Exempt: Check this box if the customer or the transaction qualifies for tax exemption.
• Purchase Code: This field allows you to enter a specific code related to the purchase.

Step 5: Enable Recurring Payments

• Is Recurring: Select the Is Recurring checkbox if the payment needs to recur on a scheduled basis.
• Dropdown Menu: You can choose how often the payment will recur. The options available are:
  • Daily: The payment will occur every day.
  • Weekly: The payment will occur once per week.
  • Bi-Weekly: The payment will occur once every two weeks.
  • Monthly: The payment will occur once per month.
  • Yearly: The payment will occur once per year.
  • Quarterly: The payment will occur once every three months.
  • Semi-Annually: The payment will occur once every six months.
• Number of Payments Field: Enter the total number of recurring payments that should be made. For example, if the customer is to be charged monthly for 12 months, enter 12.
• Effective Date Field: This field will display the date when the recurring payments will begin. The default value is the current date, but you can modify this to set a future start date if necessary.

Step 6: Process the Transaction

• Review the transaction details.
• Click Process to complete the transaction.
  

Step 7: Transaction Completion Response Screen

Once a transaction is successfully processed, the following response screen will be displayed:

• Status: Shows APPROVED if the payment is successfully processed.
  • Approval Code: Unique code associated with the transaction approval.
  • Transaction ID: Unique identifier for the transaction.
• Action Buttons:
  • Print Receipt: Allows printing a physical copy of the receipt.
  • Email Receipt: Enables sending a digital copy of the receipt to the customer’s email.
  • Text Receipt: Allows sending the receipt to the customer’s mobile via SMS.
  • New: Resets the form for a new transaction.

How to Use This Screen

• Review the Status: Ensure the transaction has been successfully processed.
• Choose a Receipt Option: Print, email, or text the receipt based on the customer’s preference.
• New: Start a new transaction if needed.