The “Virtual Terminal” allows you to manually process payments on behalf of customers.
Required user roles
Admin, TransactionUser, VirtualTerminal
How to access
Select “Virtual Terminal” from the left (this is found under the "Payments" header).
In order to use the “Virtual Terminal” you will need a MOTO (Mail Order Telephone Order) Merchant Id. If you do not have one and would like to make use of this facility, please contact our Support Team.
Welcome to the new Virtual Terminal
Check the username - the transaction will be recorded under this operator username.
To start a new transaction, fill in the form on the left and submit.
You can change "Settings" to automatically populate the form with your preferred defaults.
Recent Virtual Terminal transactions are shown on the right. Select one to view more info.
Getting started
To start a new transaction, fill in the form provided:
- Site Reference - The account through which the payment will be processed.
- Order Reference (Optional) - You can assign a custom reference for your own records.
-
Request - Choose either:
- Final AUTH - For when the final amount is known up-front. Must settle within 7 days. Learn more.
- Account Check - Check cardholder details and create token for future payment. Learn more.
- Pre AUTH - Reserve funds ahead of final capture. Use in conjunction with Settle Due Date and Settle Status fields to defer settlement (see below).
-
Settle Due Date - Defer settlement until selected date. Note:
- Final AUTH can be deferred for up to 7 days.
- Pre AUTH can be deferred for up to 31 days.
- Transactions that are still pending after these cut offs are automatically cancelled.
-
Settle Status - Choose either:
- Pending - This setting instructs the system to include this transaction in next settlement batch.
- Manual - This stronger setting overrides internal fraud checks for trusted customers (if enabled).
- Suspended - Transaction will be suspended until updated for settlement. Learn more.
- Credentials on File - If this card is to be used again for future transactions, ensure "Stored for re-use" is selected. This is mandated by Visa and Mastercard. Learn more about Credentials on File.
Once the form has been filled in, please select from one of the following two options:
- "Continue with Payment" - This allows you to enter the final transaction and card details to process the transaction, bypassing the forms for optionally adding billing and delivery details.
- "Continue with Customer" - This allows you to enter the customer's billing and delivery details before completing the transaction.
Customer Details
If you select "Continue with Customer", you will be prompted to enter the customer's details (these are all optional). You can enter separate addresses for billing and delivery if needed. Select "Continue" to move onto the final step.
Payment
Before you can process the payment, you must specify the Currency and Value (e.g. £10.99), as well as the customer's Card number, Expiration date and Security code.
When you are ready to process the payment, select "Complete Payment".
Response
After the payment has been processed, you will be presented with details of the processed request as confirmation:
Let's take a look at the details shown here:
Check the Settle Status shown:
| Status | Description |
|
Pending Settlement (0) Manual Settlement (1) |
Transaction will be settled in the next settlement batch with no further action required. |
| Suspended (2) | Transaction will need to be updated before it can be processed for settlement. |
| Cancelled (3) | The transaction will not be settled. |
Note the Transaction Reference:
The Transaction Reference uniquely identifies the transaction on our system, allowing you to:
Review the Security Code, Address and Post Code checks
The Security Code, Address and Post Code fields display the results of Address Verification System (AVS) and security code checks:
| Status | Description |
| Not given (0) | The info required to perform the checks was not provided. |
| Not checked (1) | The checks could not be performed on the info provided. |
| Matched (2) | The info provided matches the card issuer’s records. |
| Not matched (4) | The info provided does NOT match the card issuer’s records. |
Learn more about Address Verification System (AVS) and security code checks
Settings
To save time and reduce the likelihood of mistakes while operating the Virtual Terminal, you can assign default values that will be prefilled when you open the page.
To access these settings, select "Settings" in the top right. Remember to save your settings before returning to the Virtual Terminal to ensure the defaults are applied going forward.
