PURPOSE: This article provides a user guide on how to use the Virtual Terminal in the Atomic Portal 


KEY INFORMATION

This guide will help you understand how the Virtual Terminal (VT) works, the difference between Pay and Original Credit, and how to take payments or issuing credits via the VT. 

NOTE: all screenshots display test data from our Sandbox environment.



TABLE OF CONTENTS




1. Virtual Terminal 


1.1.  General information


The Virtual Terminal (VT) allows you to take payments or issue credits to customers from the Atomic Portal. It is used only for MOTO payments.



 NOTE  - What is a MOTO Payment?

MOTO (Mail Order Telephone Order) are transactions where customers provide their card information to the merchant most of the time over the phone. They differ from e-commerce payments, which happen online, or from in-person payments (i.e. in a physical shop). 

Unlike e-commerce payments however, MOTO payments are used when a customer’s card is not physically present.



Via the APEXX Virtual Terminal you have the ability to take payments (Pay) or credit customers (Original Credit). 

  • Pay: allows you to take payments (i.e. charge customers) 

  • Original Credit: allows you to credit money back to the customers. 




 NOTE 

An Original Credit is not a refund as it is not linked to an original transaction. As such, we refer to Original Credits as standalone credits as they are not related to any pre-existing transactions. 



If the VT has been enabled for your organisation, to access it simply log into the Atomic Portal. 


 NOTE 

If the VT has been enabled for your organisation, not all Atomic Portal users will have access to it. This depends on the role and privileges allocated to individual accounts. Role management in the Portal is determined when your organisation is onboarded with APEXX, though it can be subject to change later on to better align with your needs.




1.2. Enabling the Virtual Terminal 

If you would like to enable the Virtual Terminal for your organisation, please get in touch with your Relationship Manager or contact relationshipmanagement@apexx.global. 


If you are an onboarding merchant, please get in touch with your Sales Manager (or at sales@apexx.global) or your Implementations Manager (or at implementations@apexx.global).


If you are having issues accessing the VT, please check with our Support team at support@apexx.global or with the Implementations team (implementations@apexx.global) if you are an onboarding merchant.


2. Pay


Pay allows you to take a payment from a customer. To start, click on the Pay option under Virtual Terminal. You will then land on a page where you will be asked to select the merchant under which you want to create the transaction.



 NOTE 

You may have one or several merchant organisations available - this depends on your configuration with APEXX, and whether one or several merchant locations have been set-up in your overall merchant hierarchy. 



Once you have selected the merchant, add all the relevant information to take the payment:





Merchant Reference: you can either create a unique merchant reference for the transaction, or tick the box underneath for a random merchant reference to be automatically generated 

Tokenisation: this feature allows you to tokenise the PAN or use a card token (see below for further information)

Card Details: enter the card information as communicated by your customer including the card number, expiry date, and CVC, and cardholder’s name.

Billing Address: add your customer’s billing address.  NOTE  if your customer is from the United States or Canada, an additional field will appear - State - which is mandatory. The state must be the 2-letter ISO code and must be in capital letters e.g. FL for Florida.

Customer: input the Contact Number (i.e. mobile phone) and Email, and First and Last Name. 

Amount : you will need to select the Currency before you can enter the amount




 NOTE  - Virtual Terminal Tokenisation


VT Tokenisation allows you to enter the card details of your customer and to tokenise it for future use. This means that you will no longer need for your customer to dictate their card number and can use the card token instead, with your customer’s agreement, for the next payment. To tokenise the card, you would select the “Tokenise Pan” option. 


If you already have a token on file, you can input the token after clicking on “Use Token” to take the new payment. 


To enable Virtual Terminal Tokenisation, please get in touch with your Implementations Manager if you are an onboarding merchant (implementations@apexx.global) , or to your Relationship Manager (relationshipmanagement@apexx.global)  if you are already live with APEXX.




Once you have added all the information, click on Proceed. You will then land on a confirmation page where you will be asked to confirm the payment. 




The payment, once it has been created, will be reflected into the Transactions List (see Transactions article for further information) under the merchant you have used to create the payment. You will be able to look up the payment using the merchant reference that you have created or generated when creating the payment. 


3. Original Credit


To create an Original Credit, click on the Original Credit option in Virtual Terminal, and select a merchant. 


 NOTE 

You need to select an acquirer that supports this functionality and ensure that it is enabled for you. You may be issued with separate MIDs for OCT transactions.


You may have one or several merchant organisations available - this depends on your configuration with APEXX and whether one or several merchant locations have been set-up in your overall merchant hierarchy. 




After selecting the relevant merchant you will land on the below homepage. As with the Pay option, Virtual Terminal Tokenisation may be enabled for you (see above). If you do not have this option available, the tokenisation section will not appear and you will simply add the Card Details in the correct field.





Merchant reference: create a unique merchant reference for your credit, or select the tick box underneath for a random one to be generated for you

Tokenisation: if this option is enabled for you, you can either use the clear PAN (i.e. enter the card details) or use a pre-existing token. In this case, click on token and add the card token in the field. 

Card Details: add the card number, the cardholder name and the expiry date. As you’re not taking a payment, you do not need the CVC. 

Billing Address: input the customer’s billing address.  NOTE  if your customer is from the United States or Canada, an additional field will appear - State - which is mandatory. The state must be the 2-letter ISO code and must be in capital letters e.g. FL for Florida.

Customer: add your customer’s information.

Amount : you will need to select the Currency before you can enter the amount.



The Proceed button will remain greyed out until all the information is added. There is a layer of validation that has been applied on the page to ensure the information added is correct. If you enter wrong information, the incorrect field will be highlighted in red and the reason for the error will appear as well, as shown in the example below.



Once you have completed all the information click on Proceed - see below for a completed example. Once you click on Proceed, you will be led to a confirmation page where you will be able to confirm the credit. 




As with Pay, your newly-created original credit will be displayed in the Transactions list in the Portal, under the merchant you selected to create the Original Credit.