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Website: www.vcs.co.za Contact: +27 (0) 11 257 6222 E-mail: [email protected]
Virtual Card Services (Pty) Ltd Registration Number: (Pty) 2001/000136/07 previously CK98/20677/23
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Virtual Terminal capabilities... 3
Virtual Terminal transaction procedure ... 3
How to login to Virtual Terminal... 3
How to do an online credit card authorisation ... 3
How to find an authorised transaction ... 3
How to do a voice authorisation ... 4
How to delay settlement ... 4
How to refund an approved transaction... 4
How to re-try a declined transaction ... 4
How to send a receipt / the Virtual Terminal page via e-mail ... 4
Request for information and charge-backs ... 4
Recurring Transactions ... 5
Batch Authorisations... 5
Merchant Administration ... 6
Security Alert Administration ... 6
Invoices Administration... 7
User Administration ... 7
Fees Administration ... 7
Online Transaction Log ... 7
Online Notifications... 7
Virtual Terminal capabilities
• Virtual Terminal can be used as a credit card processing facility by merchants who do not have their own websites but have internet access e.g.: small call centers, infrequent sales or low-volume merchants.
• Virtual Terminal requires no software integration.
• Virtual Terminal facilitates the processing of credit card transactions from any internet-linked PC regardless of the merchant’s location.
• As a credit card processing facility transactions are processed real-time via a secure encrypted session.
• As a back office facility for websites the merchant has no access to the credit card details submitted from his site.
• Virtual Terminal’s PAM (Personal Authentication Message) is a security measure to prevent hackers from creating a “spoofed” web page in an attempt to steal credit card information from Virtual Terminal users. VCS stores a PAM for each individual Virtual Terminal user. Only the real VCS Virtual Terminal facility will be able to display the correct PAM. When the Virtual Terminal user logs into the Virtual Terminal server, VCS displays his PAM to him. The correct PAM confirms to the Virtual Terminal user that he is connected to VCS. If no PAM or an incorrect PAM is displayed the Virtual Terminal user will immediately know that he is not connected to VCS.
Virtual Terminal transaction procedure
Important Note:
Virtual Terminal users please use the buttons and links provided on the Virtual Terminal pages, refrain from using the browser’s buttons.
How to login to Virtual Terminal
• Start an Internet browser and go to www.vcs.co.za.
• Click on Admin Login and select Virtual Terminal from the VCS menu on the left. • Enter VCS login ID and click Login
• Enter password and click Continue.
How to do an online credit card authorisation
• Click on the Authorisation link. • Enter the credit card details. • Click the Submit button.
• A point of sale USB interface card reader, with swipe capability to read track 1, 2 & 3, e.g. Mercer MMSR – 730, can be used to swipe card information into Virtual Terminal.
To swipe a card, tick the Swipe option on the New Online Transaction page. Swipe the card, enter the CVC, the amount and click the Submit button.
To automatically populate the Goods Description on the New Online Transaction page enter and save a default Goods Description on page 3 of the Merchant Administration settings.
How to find an authorised transaction
• Click on the Find Transaction link and enter search criteria in any one of the fields provided that applies to the cardholder, e.g. smith in the Card Holder Name field. A name search only needs a few digits as search criteria, e.g. enter van in the surname field to search for all surnames starting with “van”, you do not have to enter the complete surname.
• Please note that the date range at the bottom of the page applies to all search criteria entered. • Transaction search results can be e-mailed in the form of a comma-delimited file.
How to do a voice authorisation
• Manual intervention is required for credit cards that receive a CALL bank response.
• The merchant must phone the Acquiring Bank Authorisation Center who will request the merchant’s complete merchant number and all the credit card details of the card that received the CALL bank response.
• If the Authorisation Center authorises the transaction they will issue an authorisation number that must be submitted manually to obtain settlement.
• To submit the authorisation number, go to the Virtual Terminal credit card Authorisation page. • Click on the arrow next to the Transaction Type box and select Voice Authorisation.
• Enter the authorisation number, the credit card details and click the Submit button.
How to delay settlement
• The delay settlement option is only available if an Authorise Only transaction was submitted. • The merchant must manually tick the settlement field to submit the settlement.
How to refund an approved transaction
• Find the approved transaction that must be refunded by using the Find Transaction or the Recent 10 Transactions link.
• Click on the reference of the approved transaction to view the transaction details. The reference fields of all authorised transactions are displayed as blue links.
• Click on the Refund button.
• Edit the amount, if necessary, and enter a reason for the refund before clicking on the Refund button again.
How to re-try a declined transaction
• Find the declined transaction using the Find Transaction or Recent 10 Transactions link. • Click on the reference field of the declined transaction to view the transaction details. • Click on the Retry button to forward the credit card details to the bank for authorisation.
How to send a receipt / the Virtual Terminal page via e-mail
• Find the transaction by using the Find Transaction or the Recent 10 Transactions link. • Click on the reference of the transaction.
• A receipt link will be available on the authorisation results page. The transaction receipt can be printed or e-mailed.
• The email link on the authorisation results page will email a screen shot of Virtual Terminal page to the recipient.
Request for information and charge-backs
• If a cardholder disputes a transaction the Acquiring Bank will send a Request for Information (RFI) document to the merchant. The merchant must then supply the Acquiring Bank with proof of purchase.
• Find the transaction by using the Find Transaction link and click on the reference of the transaction.
• Click the Send RFI link to send a detailed receipt to the Acquiring Bank. Unresolved disputes may lead to the transaction being charged-back.
• A charge-back is when the merchant's bank account has been debited with the disputed amount and the merchant can then capture the charge-back in Virtual Terminal by using the Flag Charged-Back link. This is purely for administration purposes and would NOT result in any further financial transactions between the merchant and cardholder accounts.
Recurring Transactions
• The recurring facility provides a service to debit credit cards automatically at set intervals. • Declined transactions can automatically be retried / re-submitted for authorisation at a set
interval. The automatic retry setting is restricted to the “off-line” services only i.e. recurring and batch transactions. Request activation of retry setting from [email protected].
• A transaction receipt will be e-mailed to the cardholder after each occurrence, if email address loaded.
• The call-back setting, Merchant Administration page 6, enables the merchant to create a web page to receive real time notification of recurring transactions.
• The merchant selects Load New to load a new recurring transaction and to set the occurrence date and intervals.
• The Import link enables the uploading of a batch file of recurring transactions, request the recurring file layout from [email protected].
• The Files Imported link provides a history of recurring files imported.
• The Auths Due link enables the merchant to view and / or delete recurring authorizations that will be retried as per retry setting.
• Recurring transactions failing the pre-validation checks will be listed in the recurring transactions Errors link where the transactions can be modify and resubmit to the online system for authorisation.
• The merchant can view all his recurring transactions by clicking on the Find button.
o Recurring detail expiring soon can be viewed by selecting a date range from the Cards Expiring Soon drop down.
o Expired recurring details can be viewed by selecting from the Recurrence Anomalies to view transactions where the recurrence interval, occur count or occur frequency has elapsed or where the card expiry date has expired.
o Recurring payment details can be modified and / or suspended via the modify link. o Recurring transactions can be deleted by clicking on the delete link.
o Click on the transactions link to view the transaction history of the recurring transaction or to submit the recurring card details for a once-off authorization click the Once-off button.
Batch Authorisations
• Import bulk authorisation files to request online authorisation from the bank via the Batch Authorizations link.
• VCS provides a template to be used as the platform for capturing a bulk file or a comma delimited batch file layout, request the template or file layout from [email protected]
• The merchant imports the bulk authorisation file by clicking on the Import link then on the Browse and Upload buttons. Once the file has been uploaded VCS request online authorisation from the bank and dispatches the reports to the merchant.
• Declined transactions can automatically be retried / re-submitted for authorisation at a set interval. Request activation of retry setting from [email protected].
• The Files Imported link provides a history of batch files imported.
• Batch transactions failing the pre-validation checks will be listed in the batch transactions Errors link where the transactions can be modify and resubmit to the online system for authorisation. • The call-back setting, Merchant Administration page 6, enables the merchant to create a web
Merchant Administration
• Merchant Administration 1. General Information
VCS displays this merchant information on the credit card transaction receipt that’s emailed to the cardholder.
The daily VCS reports will go the general correspondence Email Address. • Merchant Administration 2. Address & Banking Details
VCS presents the debit for the VCS transaction fees to this bank account. • Merchant Administration 3. Vcs Interfacing (page 1)
Merchants with web sites must submit their approved and declined URLs here. • Merchant Administration 4. Vcs Interfacing (page 2)
Merchants with web sites can enable or disable automated merchant and cardholder receipts for each individual credit card transaction on this page.
This page also provides the ability to change the Virtual Terminal login email setting and add or remove the signature line from the transaction receipts.
• Merchant Administration 5. Authentication Settings (3DS)
These settings enable the 3D merchant to decide whether he wishes to continue with the authorisation process if 3D-Secure is unable to complete the cardholder authentication successfully.
Option 1 is when the card is not enrolled for 3D-Secure.
Option 2 is when the 3D-Secure lookup process is unable to authenticate the card. Option 3 is when the Authentication process is unavailable.
Option 4 is when the authentication process acknowledges that an attempt at authentication has been made even though it may not have been successful.
• Merchant Administration 6. Callback Settings
Merchants can create an additional web page for receiving notification of ALL transactions processed named a call-back page.
In addition to the normal response, to the web merchant’s approved and declined URLs, VCS will also call the merchant’s call-back page with the authorisation response in a non-browser dependant way.
Please note that the call-back page will be invoked after EVERY authorization, that includes manual transactions captured via Virtual Terminal, batch processing and recurring transactions. To activate the call-back setting enter the call-back URL, select the call-back protocol (HTTP or HTTPS), method (POST or GET) and the response format (ccForm, or XML).
• The List Bins link shows the prefixes of the card types that the merchant is allowed to process.
Security Alert Administration
• By using the Virtual Terminal security alert configurations merchants using the VCS secure payment page can block persistent attacks by particular fraudsters.
• Users with access to more than one terminal can Copy Alerts from one terminal to another. • To load a security alert click on the Add New Alert link.
• Select an Alert Type from the drop down selection, e.g. Card Holder Name • Enter the Alert Value, e.g. Joe Soap
• Select an Occurrence Action from the drop down, e.g. Send Notification (to Notification Email address) and Decline (block the transaction).
Invoices Administration
• The Invoices Administration link provides a service that enables the merchant to create, manage and e-mail invoices to his customers displaying an Online (credit card) Payment link. • The merchant’s logo will be displayed on the invoice, if provided.
• The merchant first loads, click Load Customers, and then saves his customer profile, click Save button.
• Once the customer profile has been loaded the merchant will be able to create an invoice for the customer, click Load Invoice link.
• Enter the invoice details and click the Save invoice button. The VAT amount can be removed from the invoice by highlighting the VAT amount and entering 0.
• Saved invoices will display an e-mail link to dispatch the invoice to the customer. • The email recipient will receive the invoice as an Adobe® Acrobat® (.PDF) attachment.
• The merchant will be able to dispatch monthly statements to his customers, showing all paid and unpaid invoices, by follow the Statements link.
• The Merchant Invoice Payments link provides a history of paid invoices.
• The merchant can enable or disable receiving Reports listing all unpaid invoices. Select the frequency of the unpaid invoices reports from the dropdown on the Merchant Invoice Administration page and click the Save link. Unpaid Invoices can be deleted from the invoice system.
• When the customer has paid the invoice via the Online Payment link the merchant will be able to view the payment details in his Virtual Terminal facility.
User Administration
• The User Administration link on Virtual Terminal enables the merchant to manage the terminal users.
• New users can be added to the user table, click Add New User. A terminal may have many users.
• The terminal supervisor will be able to identify and manage the different users by allocating a user name, security access level and password to each terminal user.
• Virtual Terminal user security access levels:
Security level 1 = the supervisor = access to authorisations, sales, refunds and all admin. Security level 2 = a normal user = access to authorisations and restricted access to admin. Security level 3 = an authorisations only user = access to authorisations and enquiries only. • A user can have multiple terminal access using the same user name and password for the
different terminals.
• Existing user details can be modified and users can be deleted from the user table.
Fees Administration
• The Fees Administration link gives the merchant access to view, print and e-mail the VCS fees invoices and statements.
Online Transaction Log
• The online transaction log is useful to monitor web interface transactions.
Online Notifications
• The Online Notifications link contains messages that VCS has posted to keep the merchants up to date with VCS developments.
Automated Reports
• The Automated Reports link provides the facility where the merchant can select which reports he wants or does not want to receive via e-mail.
