Online User Guide. ABN: Australian Financial Services Licence No

Transcription

1 Online User Guide ABN: Australian Financial Services Licence No PO Box 6290, Upper Mt Gravatt, QLD 4122 P (07) F (07) E admin@integrapay.com

2 Contents INTRODUCTION... 3 Change Processing Status Online... 3 Transactions LOG IN... HOME PAGE Communication... Auditing BUSINESS DETAILS... 6 ADD NEW PAYER View Details... Transactions... s TRANSACTIONS... REPORTS... REALTIME TRANSACTIONS Users / Staff... 8 TRANSACTION RECEIPTS PAYERS... 9 Payer Search... View Payer... Payer Set Up... Edit Details... Edit Payments... Generate a new schedule of debits... Add an extra transaction to the schedule Modify amount debited Modify the debit period Online User Guide v1 Page 2 of 20

3 INTRODUCTION Online The Online Website is your secure portal providing the freedom and flexibility to access and manage your customers details and payment information. From within the Online portal, you can establish new direct debits, view existing payment details, generate reports, and make payment amount or schedule changes live 24/7 in complete security. online is located at the following URL: The Online portal is secure with 128 Bit SSL Encryption to ensure the highest level of protection. All data is protected with our comprehensive off site data storage / recovery facility. Records are backed up in real time and stored on Enterprise Grade servers within Australian Level 1 PCI DSS compliant and T4 Certified data storage and processing centres across two capital cities. is Level 1 (Version 2) PCI DSS compliant and a registered Australian Financial Services License holder (AFSL No ) with ASIC. The Online portal is s ongoing commitment towards delivering the essential tools to better manage your Cash Flow. Online User Guide v1 Page 3 of 20

4 LOG IN To access Online you must be a registered client with and have received a username and password from. If you have not received you Username and Password, please contact on To commence simply enter your Username and Password into the fields provided and click the Log In button. If you are logging in for the first time you will be requested to change the issued Password to one more memorable to you. To change your password you will be prompted to enter the issued Password followed by your new password. NB: To ensure maximum security your password must be a minimum of 10 characters long and contain at least 2 non-alphanumeric characters (symbols). Please note, if you don t access your account for more than 30 days, your access may be locked and you may need to contact to unlock it or reset your Password. Online User Guide v1 Page 4 of 20

5 HOMEPAGE The first screen you will see after logging in is your Home page or Business Snapshot. It contains a menu bar at the top of the page for navigation to the services you have available to you. It also provides you with a snapshot of your business operations with. (When accessing the site for the first time, each of the areas will be blank) Recent Settlements shows the date and value of the last 3 settlements to you. Past Income is a list of the past 6 months settlements for the calendar months listed. Recent Communications is a list of the latest reports issued by for quick reference. Clicking on the date will open the report in PDF. Upcoming Debits displays the total value of the scheduled debits for the next 5 business days. Payer Status Summary is an overview of all your customers, broken into the 3 major status groups of Active, Cancelled and Suspended. Payer Status Counts is a more detailed list of your customer s current statuses. Clicking on the status in this section will display all of the customers that are set to the status selected. Online User Guide v1 Page 5 of 20

6 BUSINESS DETAILS The Business Details screen displays the basic information you have provided relative to your business. By default the page will open to the View Details page as shown in the grey Sub-Menu bar. View Details business details and contact information of your business. Only authorised users may change this information upon written request. Transactions is a detailed list of all transactions performed by in date order. The list includes the customer name, account type, payment value and the result of the payment. Clicking on the customer name or report will open the selection in a new window. Online User Guide v1 Page 6 of 20

7 BUSINESS DETAILS (continued) s This section allows you to search, view and print any report or invoice has previously ed. The search function allows you to refine your search to date, and/or report type or show all reports ever issued. To view the report, click on the report number in blue and then the report name listed on the Attachments line. You also have the ability to re-send the by adding an address in the Resend area at the bottom of the page. Online User Guide v1 Page 7 of 20

8 BUSINESS DETAILS (continued) Users / Staff Upon the initial set up of the Business with, Principle User access to the Online Portal is granted to the nominated manager / owner. The Principle User has the ability to perform all functions available within the site including the ability to add additional Users/Staff access to the Online Portal. As an added security measure, records the User, IP address and log in times of the User upon access and whenever there is a change made to a record. To Add a New User, select Users/Staff in the Sub-Menu and then select ADD NEW USER. Enter the details of the User/Staff as requested and select what access/actions they require in the section called Website Access. To save, select Create User. Upon creation the users User Name and Password all appear on the page. Copy the details to provide to the User. Online User Guide v1 Page 8 of 20

9 PAYERS Payers is the terminology we use to reference your customers as these are the people who are paying you. The Payers section is your access point for everything relating to your Payers from creating new debit arrangements, searching for Payers or amending existing Payer records. By default, the page will open at the Payer Search page. Payer Search The Payer Search area allows you to search for a specific Payer based on selection criteria. To display all of your Payers simply click on Search without selecting a criteria. To search for a specific Payer, you have the option to enter one or multiple fields. You can search by: Reference ID (Our reference number or your reference ID) First Name Last Name Address (enter partial or full address) Payer Status Bank Account Number Credit Card (search looks at the first 6 and last 3 numbers only) The search results can be sorted by column heading by clicking on the heading name. To select and view a particular Payer from this list, click on the Payer #. Online User Guide v1 Page 9 of 20

10 PAYERS (continued) View Payer Payer Set Up Upon selecting a Payer their record will open in the Payer Setup page. This is the dashboard view to the Payer, their contact details, debit details, current payment schedule and payment statistics overview. Using the circled icons on the Payer s Payment Schedule you can or print a Payers schedule. From this page use the sub-menu (grey menu bar) to perform amendments or view past transactions, notes you may have made or access the audit history. Online User Guide v1 Page 10 of 20

11 PAYERS (continued) Edit Details This page allows you to change the personal details of the Payer, including the account details or card they are being debited from. Click on SAVE once all amendments have been added. When altering a Payer s bank or card details you should obtain a new, signed Direct Debit Request Form as proof of authority to debit the customer s account. Alternatively, click on Send eamendment and an will be sent to the Payer allowing them to submit their new details electronically. Once submitted, the change will occur automatically and a copy of the change will be sent to you and the Payer for your records. Online User Guide v1 Page 11 of 20

12 PAYERS (continued) Edit Payments The Edit Payments page allows you to alter the Payer s schedule as displayed on the right hand side of the page. You can: Generate a new schedule of debits Add an extra transaction to the schedule Modify amount debited Modify the debit period Change the processing status The Current Schedule shows the next 10 scheduled payments for this Payer. In the example shown, the Payer has an unending schedule, set to occur on 15th of each month for the amount of $ You will notice the payment for the month of May has been increased to $ as a one-off payment. Online User Guide v1 Page 12 of 20

13 PAYERS (continued) Generate a new schedule of debits This function generates a brand new schedule of payments. NB: This function will completely remove the current schedule of payments for the Payer and replace it with a new payment schedule. Past payment history however will remain intact. To generate a new schedule select/complete all of the requested information about the new schedule. Then click on Generate Schedule to save the changes. Add an extra transaction to the schedule This function allows you to add an extra payment to the Payers payment schedule in addition to their existing payments. To add an additional payment for the Payer, simply enter the amount and date for the debit then click Add to Schedule to save the changes. The payment will be immediately added into the Payers schedule. Online User Guide v1 Page 13 of 20

14 PAYERS (continued) Modify amount debited This function allows you to change the payment value for a specific payment or all/some future payments for a Payer without changing the date or frequency of the Payers payments. This function is used to cater for single or permanent fee changes. Select the single payment to change or the date of the first payment you wish to change. Select only for a single change or onwards to change the current and future payments. Enter the new payment amount and click Modify Amount to save the changes. Modify the debit period This function allows you to modify the frequency of payments from a specified date. Select the payment frequency, the day (or date if monthly) and then select date from which you would like this change to take effect. Click Modify Period to save the changes. Change Processing Status This function allows you to change the Payers Status. Within the system there are 3 Status groups; Active (green), Suspended (yellow) and Cancelled (red). Suspended and Cancelled status will stop any debits from taking place. Activating a Payer after they ve been Suspended or Cancelled will trigger the Payment Schedule to commence again. If you are unable to select the desired status for your Payer, you may need to contact our office by either phone or to make the change for you. Online User Guide v1 Page 14 of 20

15 PAYERS (continued) Transactions This screen displays all the past transaction requests and results for the selected Payer. By default the page will show the most recent payments. To view specific payments enter a date range and click Search. To view all past payments, click Show All. Communication This section allows you to make general notes and/or communication that you may wish to keep relative to your Payer. Online User Guide v1 Page 15 of 20

16 PAYERS (continued) Auditing The Auditing page displays all activity for the Payer since the record was created. The page displays the date the change was made, a description of the change and who made the change. You will see some changes have been made manually by a User Name, or automatically by the payment processing system or via your API connection if you have integrated software. Online User Guide v1 Page 16 of 20

17 ADD NEW PAYER To add a new Payer, select Payers on the main menu (black menu bar) and click Add New Payer in the sub-menu (grey menu bar). Complete the requested information. Fields marked with an asterisk (*) must be completed. Click Save will generate a Payer ID for the Payer you have created and you will be returned to the Payer View Setup screen upon completion. The field marked Unique Internal ID can be used to record your own reference details for your customer, if applicable. If this field is left blank, the system generated Payer ID will be utilised instead. You should verify the information you have entered and the relevant payment schedule to ensure it is what you and your customer have agreed to. NB: When entering a customer ensure that you have a signed direct debit authority from the Payer. Ensure the Card or Account Holder has signed the form. Failure to do so may result in funds being refunded back to the Payer by their financial institution if there is a dispute of payment. Online User Guide v1 Page 17 of 20

18 TRANSACTIONS This screen displays all the transactions has performed for your business. Search parameters can be narrowed by utilising the Transaction Type, Date Range, Transaction Amount and/or Status fields. You can also search for all transactions performed on a specific card number or bank account. REPORTS The Report viewer allows you to generate general reports for viewing, printing and saving. Simply select the desired report, confirm the date range and then click Load Report. Some reports may require you to select from an additional menu. The report view window with then allow you to scroll through the report and pages. You also have the ability to save the report as an Excel, CSV or PDF file as well as print. Online User Guide v1 Page 18 of 20

19 REALTIME TRANSACTIONS This is s Virtual Terminal and allows you to enter credit/debit card details to collect a payment instantly. To perform a realtime payment, complete the required fields. The field marked Assign to Payer ID is optional. If you are collecting a payment from a Payer who is already established with a Payer ID, the payment collected via the Virtual Terminal will be recorded in the Transaction page for that Payer. Simply insert the Payer ID and click Process Transaction. Similarly, the Receipt To field is optional. Once the fields are completed, click Process Transaction and the results will be displayed immediately. This screen also includes a search function for all realtime transaction history. Online User Guide v1 Page 19 of 20

20 TRANSACTION RECEIPTS To access a Transaction Receipt, locate the transaction and click on View Receipt. The Transaction Receipt will then be displayed. The circled icons can then be used to or print the receipt: Online User Guide v1 Page 20 of 20