APEXX Portal Guidelines 

Version Control 

0.1Original document



Paybylink Added.

Rename VT Refund to Original Credit. 

Ability for users to Search by Masked Pan.


Paybylink Added.

Rename VT Refund to Original Credit. 

Ability for users to Search by Masked Pan.



  1. Login
  2. Forgot Password
  3. User Management
  4. Transaction Management
  5. Transaction Actions
  6. Dashboard
  7. Virtual Terminal
  8. PaybyLink

1. Login

  • Provide valid Email address and Password and click on “Login” button to login into Apexx Portal.

  • Enter your one-time Password emailed to you on successfully login. If your code is not sent to you, please either check your junk mail or select resend code

2. Forgot Password

  • Click on the ‘Forgot Password’ link on the Login screen which will redirect the user to the  Forgot Password screen.

  • To Reset your Password, users need to enter the valid registered email address. After entering the valid email address users will be emailed a set of instructions. 

  • Users need to click on the provided link  within the Reset Password email, they will then be redirected to Reset Password Screen

  • Users should enter the password as per given instructions on the Reset Password screen, Users password will be reset when the users will click on Set new password after entering the valid password in ‘New password’ and ‘Confirm New password’ field.

  • After resetting the password, the user will be able to login with the new password.

Locked out

  • To unlock the user, please use forgotten password functionality to get full access soon as possible. 

  • If the user waits for 30 mins then their account will be unlocked automatically.

  • Alternatively users can contact a Super user or Operations user to unlock them.

3. User Management

Below is a list of roles, features and privileges available. Please note, not all Menu features are relevant for your organisations set up.  



With the relevant privileges, users can be managed via the settings tab. 

Here you’ll find the status of each user.

By selecting the three dots against the user in question, you’re able to deactivate, activate, unlock, or clone the user. If a User’s details need to be changed you will need to Deactivate the user first before performing the update. 

To add a new user, select the ‘Add user’ icon at the bottom right of the screen.  

Complete the mandatory fields, save the users role and select save.  

Note, if the merchant has multiple hierarchies the User can select the mechant Child toggle at the top of the page. 

4. Transaction Management

Transaction List Screen

  • This Screen will display all the transactions processed by you.

  • Currency

    • This will filter all the transactions based on the selected currency in the dropdown

  • Processor

    • -This will filter all the transactions based on the selected Processor in the dropdown

  • Acquirer

    • This will filter all the transactions based on the selected Acquirer in the dropdown

  • Status

    • This will filter all the transactions based on the selected status of the transaction in the dropdown

  • Search :

    •  User have drop down available to search using the following criteria

      • Transaction (transaction ID, Processor, shopper interaction, masked PAN)

      • Merchant Reference

      • Customer Email Address

      • Currency 

      • Date

      • Status

Each criteria can be combined or used on its own, however the date field will always be active.  If you wish to look for a certain Transaction using the Merchant ref, please ensure the date field is within the timeframe of the transaction. 

Transaction Details

  • To get further detail on a particular transaction, the user should select the three dots on the right against the transaction. A Drop down will appear where a user can find further information in relation to the transaction when selecting “details”

  • There are an additional 4 tabs the user can go through, each one provides specific info in relation to the transaction. 

    • Customer provides Email address, Telephone number and address info if the information has been passed in the API.

    • Routing provides information on the path the transaction followed and the rule number that was triggered. 

    • Auth provides any detail in relation to 3Ds data. 

5. Transaction Actions

Transaction Updates

  •  Depending on your privileges, users can perform the below actions against a transaction

    • Capture Transaction

    • Cancel Transaction

    • Refund Transaction

Capture Transaction

  • User can do full and partial both types of the capture by selecting the capture button

  • To do the Full capture the user needs to input the whole amount of the authorisation, to complete a partial capture the user needs to input lesser value than the authorised transaction. 

Cancel Transaction

  • To cancel the transaction, Users need to click on “Cancel” button.

Refund Transaction

  • To Refund the transaction, users need to enter the Amount and then click on the Refund button.

  • For Full refund user needs to enter the full transaction amount and for partial refund user needs to enter Less than captured or full transaction amount.

5. Dashboards

There are a number of Dashboards available for merchants, ranging from providing insights to generating reports that users can download into CSV format.. 

Given the nature of what is presented on Dashboards, only Apexx Support are able to assign this feature. If you would like to assign Dashboards or would like more info, please contact Apexx Support <support@appex.global> who will be able to help you further. 

6. Virtual Terminal

Pay/Original Credit

Depending on your privileges,  a user is able to perform live transactions via the Virtual Terminal. 

 All mandatory fields need to be completed. 

Please ensure the correct Merchant is selected via the dropdown.

* Pay VT are treated as Captures.

*Original Credits  are treated as OCTs (Original Credit Transaction), Please note, if a VT OCT is performed, a user will need to manually select the transaction via the transaction screen and capture the amount to credit the Card Holder.


7. PaybyLink

This feature allows merchants to issue out Paybylinks via the Apexx Portal to customers who wish to pay via a link. The link is issued out via donotreply@apexx.global,  On clicking on the URL the Card holder is taken to a hosted payment page. 

Setting up a Paybylink - 

Creating an Email Template. 

With the correct privileges,  you will need to navigate to Paybylink and select templates. 

Select the merchant you wish to create a template for using the merchant drop down on the right. 

Select  ‘add template’ button on the bottom right 

Here you’ll be able to create your email Template that is received by your customers. 

Once created you’ll find the new template available under Templates in the main menu. 

In order to start using this template, you will need to toggle from Draft to Active. 

Email Customisation

With the relevant privileges, users are able to edit the email look and feel by navigating to Email customisation under the setting tab. 

users should customise the look and feel of the email with their own branding.  Users are able to upload their own logo and background image.

Payment Page Customisation

Just like email Customisation, users are able to edit the look and feel of the payment page within the portal.  Users should navigate to Settings  and select Payment customisation

Here, users are able to upload custom backgrounds, logos,  customise fields such as Billing address, Delivery Address and provide T&C links. 

Creating a PaybyLink

To create a link, users will need to navigate to paybylink on the menu and select create link. 

here, you’ll find the relevant email customisation has now been applied and the user has the capability to select the relevant template created. 

If a customised email is required, users are able to edit the template for a single payment request by selecting customise message under the email address field. 

 Once sent, card holder should receive the following email where they will be able to follow through to the payment page. 

Sent Links 

Users will be able to find the status of a paybylink by navigating the sent link pae via the menu. 

Here, users will be able to expire, resend or clone paybylinks.  You’ll also find the status of a link,  either its been successfully authorised,  failed, still pending payment or the link has expired.