freedompay – confidential and proprietary …

Confidential and Proprietary Information – Not for Distribution without prior written consent from FreedomPay, Inc. of 30

FREEDOMPAY – CONFIDENTIAL AND PROPRIETARY INFORMATION NOTICE


Contents 1.0 ACCESS TO VIRTUAL TERMINAL ................................................................................................. 4

1.1 VIRTUAL TERMINAL HOME PAGE ............................................................................................................... 5 2.0 VIRTUAL TERMINAL ............................................................................................................................. 6 TOOLS: SALE, VOID, REFUND, CARDSAFE ................................................................................................ 6

2.1 ENTERING A SALE ...................................................................................................................................... 7 2.1 ENTERING A SALE (CONT)............................................................................................................................ 8

2.1.1 Terminal Details .......................................................................................................................... 8 2.1.2 Customer Info ............................................................................................................................. 8 2.1.3 Invoice Details ............................................................................................................................ 9 2.1.4 Total ........................................................................................................................................ 10 2.1.5 Payment Information ................................................................................................................. 11 2.1.6 Finalize Order ........................................................................................................................... 12 2.1.7 Receipt .................................................................................................................................... 12

2.2 VOIDING A TRANSACTION .......................................................................................................................... 13 2.2.1 Select Client/Branch .................................................................................................................. 13 2.2.2 Enter Search Criteria ................................................................................................................. 13 2.2.3 Filter ........................................................................................................................................ 14 2.2.4 Void a Transaction .................................................................................................................... 15

2.3 PROCESSING A REFUND ............................................................................................................................ 16 2.3.1 Select Client/Branch .................................................................................................................. 17 2.3.2 Enter Search Criteria ................................................................................................................. 17 2.3.3 Filter ........................................................................................................................................ 18 2.3.4 Refund a Transaction ................................................................................................................ 18 2.3.4 Refund a Transaction (cont) ....................................................................................................... 19 2.3.4 Refund a Transaction (cont) ....................................................................................................... 20

2.4 CARDSAFE ............................................................................................................................................. 21 2.4.1 Creating a CardSafe Account ..................................................................................................... 21 2.4.2 Existing CardSafe Accounts ....................................................................................................... 22 2.4.3 Filtering/Searching CardSafe Accounts from CardSafe Screen ...................................................... 22 2.4.4 Using CardSafe Accounts from CardSafe Screen ......................................................................... 23

2.5 VIEW TRANSACTIONS ............................................................................................................................... 24 2.5.1 Filter ........................................................................................................................................ 25 2.5.2 View Details .............................................................................................................................. 25 2.5.2 View Details (cont) .................................................................................................................... 26 2.5.3 Exporting Transaction Detail ....................................................................................................... 27

3.0 FAQS.................................................................................................................................................... 28 3.0 FAQS (CONT) ..................................................................................................................................... 29 4.0 TROUBLESHOOTING ......................................................................................................................... 30


1.0 Access to Virtual Terminal Access to the Virtual Terminal is provided via successful registration as a FreedomPay customer. To access the Virtual Terminal, navigate to: https://portal.vibenow.com

The above login screen will appear. Enter the username and password as provided by FreedomPay Merchant Support. If you do not have a username, please contact:

VIBE Support FreedomPay

Five Radnor Corporate Center 100 Matsonford Road, Suite 100

Radnor, Pennsylvania 19087 (888) 587-3488 Office

484-920-1465 Fax [email protected]

https://portal.vibenow.com

mailto:[email protected]


1.1 Virtual Terminal Home Page The Virtual Terminal Home Page will display a navigation bar in the header. Depending on your package settings, you may also have access to additional VIBE tools: Incentives Manager – create and send purchase incentives to your customers. Analytics – view and schedule reports Administrator – manage additional users

In the upper right corner, you will find links to assist with account management and preferences. User: Name of the person who is currently logged into the account.

Make this Default Page: Clicking here will make the current portal page your default page for all future logins. When on the default page, this link will revert to ‘Default Page.’

My Account: Update user information, default page and password. See graphic at right.

Log out: Allows user to exit session.

User Name Make this Default Page My Account Log Out


2.0 Virtual Terminal Tools: Sale, Void, Refund, CardSafe Help: Links to User Guides and support team information. Select ‘Tools’ to bring up ‘Tool Links’ on the left toolbar.

Sale – Enter customer sales. Sections 2.1 Void – Cancel a transaction processed the same day. Section 2.2 Refund – Credit a posted sale transaction. Section 2.3 CardSafe – Add new ‘Account on File’ information. Section 2.4


2.1 Entering a Sale Select ‘Sale’ from under ‘Tool Links.’ Several sections of the Sale page will display and can be accessed via the scroll bar (depending on screen size and resolution). The remainder of this section will detail processes within individual sections of the full page.

To complete a sale, enter Terminal Details, Customer Info, Invoice Details, and Line Item Detail Payment Information. The fields marked with a red asterisk (*) are required and must be completed for the sale to process successfully.


2.1 Entering a Sale (cont) Fields that have an arrow are drop down fields. Make your selection from one of the provided drop down choices.

2.1.1 Terminal Details Client Select appropriate Client from the drop down menu. Branch Select the appropriate Branch from the drop down menu. Merchants with access to a single branch and/or terminal will not see a drop down selection option.

2.1.2 Customer Info Input customer details in appropriate fields (not required).


2.1.3 Invoice Details

Employee ID The 16 character name or number associated with the person entering the transaction. If left blank, this field will default to the internal account ID of the logged in user. Invoice Number The 8 character invoice number associated with the transaction. Invoice Date The invoice date associated with the transaction. Value will default to today’s date.


2.1.4 Total

Subtotal The total amount to be tendered. The Subtotal field is where the user enters the total amount of the transaction. Grand Total Amount The grand total amount of the transaction. This field will auto-populate with the value in the Subtotal field if additional fields (Freight, Tip, Tax) are not populated. Charge Amount The total amount to be tendered. Field will auto-populate with the value in the Subtotal field. Charge amount may be changed to be less than the Grand Total Amount. If so, after a successful partial payment a confirmation message will appear: The Charge Amount will auto populate with the remaining balance due and is shown in red below ‘Current Paid Amount’ as Balance Due.


2.1.5 Payment Information

Payment Type Required Field. (See FAQ to get details if tabbing with a keyboard instead of a mouse). Public Bank Cards (Credit Cards) – Valid Public Bank Cards accepted are Visa, MasterCard, American Express, and Discover. When this payment type is selected, the CVV and Expiration Date are required. Other payments types include Cash and Freedompay. Card Number Required field. The card number corresponding to the Payment Type selected. If an MSR device is being used, this field will auto-populate with the card swipe. Please refer to the MSR User Guide for more information. Name on Card Required field. The name displayed on the Public Bank Card being used for payment. Alternatively, this field will be automatically filled via the Public Bank Card Magnetic Stripe Reader (MSR), if applicable. Expiration The expiration month (2 digits) and year (4 digits) of the Public Bank Card selected. Required field. Will auto-populate when card is swiped. CVV Number Card Verification Value. In the case of a Visa, MasterCard, Discover or JCB, the CVV number is a non-embossed number printed in the signature panel on the back of the card, immediately following the account number. In the case of American Express, the CVV number is found above and to the right of the embossed number on the front of the card. Required field. Will auto-populate when card is swiped. AVS Checkbox Click here to turn on Address Verification Service. When selected, additional fields will display for Street Address and Zip Code. At minimum, zip code is required for an AVS payment transaction. This field applies to Public Bank Cards Only (i.e. American Express, VISA, MasterCard, Discover) Not a required field; see your Public Bank Card processor with questions on how to use AVS for PBC.


2.1.6 Finalize Order To finalize the sale click the [Submit] button.

Note: To start the sale over from the beginning, click the [Reset] button. This will clear the contents in all the fields of the sale screen and reset the form.

You will receive a confirmation message to ensure all details of the transaction have been reviewed and are accurate. Check the transaction for accuracy and click the [OK] button to continue.

2.1.7 Receipt A successful transaction will result in a receipt. Receipts should be printed in duplicate. The customer will sign one copy, to be retained by the merchant, and the second copy should be attached to the original invoice.

Jane Doe


2.2 Voiding a Transaction Transactions processed the same business day, and prior to batch qualify to be voided. From the Tools Links, select ‘Void.’

Only those transactions that qualify for a void action will display. 2.2.1 Select Client/Branch Make selections from the corresponding drop down menus. 2.2.2 Enter Search Criteria The ‘Enter Search Criteria’ text box and the ‘Search’ button allow the user to search for a specific transaction. Search criteria may be entered for any of the columns displayed (Transaction Type, Invoice Amount, Date & Time, Invoice Number, Card Type, Account or Auth Code).


2.2.3 Filter To use a filter, enter search criteria and click the filter icon. A menu box will display for the user to select the search operators. Click on the filter operation to view the qualifying transactions. Note: When selecting Between or Not Between, key a space between the two search criteria entries. To reset screen without filters the user must choose [NoFilter] to return to default setting.


2.2.4 Void a Transaction

To void the desired transaction, click Void that corresponds to the transaction. A confirmation dialogue box will appear. Click OK to continue.

A receipt will display for printing, confirming the successful void.


2.3 Processing a Refund Transactions processed and booked on a prior business day must be refunded rather than voided. You must process a void prior to the batch closing at end of day. Please note that only amounts are refunded, there is no functionality for specific line items to be returned. From Tools Links, select Refund. A report of the qualifying transactions within a two month period will appear.

Note: If the line item is red, a portion or all of the transaction has already been returned.


2.3.1 Select Client/Branch Make selections from the corresponding drop down menus.

2.3.2 Enter Search Criteria You may change the desired Start Date and End Date for the transactions displayed. Enter the desired start and end date for your transaction return search, then click on [Search]. The [Enter Search Criteria] text box and the [Search] button allow the user to search for a specific transaction. Search criteria may be entered for any of the columns displayed. Clicking column headers on the displayed report will sort the columns.

A report of the qualifying transactions will appear.

.


2.3.3 Filter To use a filter, enter search criteria and click the filter icon. A menu box will display for the user to select the search operators. Click on the filter operation to view the qualifying transactions. Note: When selecting [Between] or [Not Between], key a space between the two search criteria entries, as shown here. To reset screen without filters the user must choose [NoFilter] to return to default setting.

2.3.4 Refund a Transaction If the line item is red, a portion or all of the transaction has already been returned.

To refund the desired transaction, click the Refund link that corresponds to the transaction (user may return only one transaction at a time).


2.3.4 Refund a Transaction (cont) A confirmation dialogue box will appear. Click [OK] to continue.

Transaction detail will display in a new window. At this time, please enter the amount of the refund by updating the [Enter Amount] field. Click [Submit] to process the refund.


2.3.4 Refund a Transaction (cont) A confirmation dialogue box will appear. Click [OK] to continue.

A receipt will display for printing, confirming the success.


2.4 CardSafe CardSafe provides “Account on File” functionality for repeat customers. Credit Card account information is captured, encrypted and stored in a secure database as a “token”. The token can then be used in place of the credit card without having any credit card data stored locally.

2.4.1 Creating a CardSafe Account Select CardSafe from Tools Links in Virtual Terminal. Enter the account information including:

First Name, Last Name Swipe or enter Account # (this will appear as masked after clicking/tabbing off the Account # field) Expiration Street Address, City, Country, State, Postal Code Phone Number

Next click the Submit button to create the account. The account will then show under ‘Existing Account(s) on File.


2.4.2 Existing CardSafe Accounts On the CardSafe Screen, a grid displays current CardSafe accounts with filter/search capability. Select the Client and Branch to display the Existing Account(s) on File.

2.4.3 Filtering/Searching CardSafe Accounts from CardSafe Screen

To use a filter, enter search criteria and click the filter icon. A menu box will display for the user to select the search operators. Click on the filter operator to view the qualifying transactions. Note: When selecting [Between] or [Not Between], key a space between the two search criteria entries. To reset screen without filters the user must choose [NoFilter] to return to default setting.


2.4.4 Using CardSafe Accounts from CardSafe Screen Once the correct CardSafe account is found, click the USE link to open the Sale screen with the account Information populated with the CardSafe data.

Here the CardSafe account has been loaded into the Sale screen.


2.5 View Transactions Users will have access to view recent transactions for their user defined accounts. From the top dropdown menu, select [Analytics].

From the Analytics section, select the [Reports] tab.

A report of recent transactions for the user defined merchant will appear. Default sort order is ‘Transaction Date;’ however filters are available for each of the columns. The date range cannot exceed more than 7 days.


2.5.1 Filter To use a filter, enter search criteria and click the filter icon. A menu box will display for the user to select the search operators. Click on the filter operator to view the qualifying transactions.

Note: When selecting [Between] or [Not Between], key a space between the two search criteria entries To reset screen without filters the user must choose [NoFilter] to return to default setting.

2.5.2 View Details To view the details for a single transaction, click on any desired row to select. Once selected, the background of the row will darken. Click the View link to view details.


2.5.2 View Details (cont) Details for the corresponding transaction will display in a new window. If a duplicate receipt is needed, click [Print] button to print a receipt of the selected transaction. Or you may email a copy of the receipt to a recipient by clicking [Email].


2.5.3 Exporting Transaction Detail To download the transactions into a Microsoft Excel spreadsheet, click [Export] to export the current page of transactions.


3.0 FAQs There are multiple Sales Representatives at our store. How do I confirm that I am logged in under the correct User Profile?

The current user name will display in the upper right hand corner of the Virtual Terminal Home screen along with all main menu screens.

How do I log out a previous user so that I can enter a new transaction? Click on “Logout” in the upper right hand corner of any main menu screen. Log in through the Sign In page.

What is the preferred internet browser for using the Virtual Terminal site?

The Virtual Terminal site runs best on the Internet Explorer (IE) web browsers (Except IE10), Mozilla Firefox and Chrome. Other browsers are supported, though some features may appear to run slowly, and an upgraded browser is preferred.

What is the best resolution setting to view the Virtual Terminal site? Due to the amount of data entry allowed during the point of sale, and subsequently displayed

by the Virtual Terminal site, as well as the amount of data displayed in the reports, it is advised to set your monitor resolution to at least a 1024x768 resolution. The site is best viewed in a resolution of 1280x800 or above.

Why can’t I view reports when I click on the ‘View Reports’ button? Please make sure that your browser has allowed pop-ups to be displayed on the Virtual

Terminal site and that you have privileges.

When I view reports, I don’t see a second or third window pop-up after viewing the first report. Am I doing something wrong?

If the user views a report, leaves the report window open and goes back to view another Report, the Report window will NOT automatically pop up. The recommended procedure is to X out of the Report window before viewing another report. This will allow the next Report to pop up automatically.

How do I properly print a report? When I print from an internet browser directly, it does not always format correctly.

The best method for printing reports is to first export the report to one of the available formats, and then print from that application directly (i.e. – first export to a PDF, and then print directly from your PDF viewing software).


3.0 FAQs (cont) How do I reprint a receipt?

If you need to re-print a receipt for the customer, navigate to ‘Analytics,’ and then locate the transaction in the ‘View Transactions’ page. You can view the details of this transaction, and then click ‘Print’ for a re-print of the receipt.

I want to use the keyboard for the entire sale screen process, how do I select ‘Payment Type’ after entering the line items?

By pressing the [CTRL] and [Enter] key at the same time, it will automatically present the list of payment types. At that point, you can navigate through them using the up and down arrows. Once you’ve highlighted your desired payment type, press the [Enter] key again to choose that option. You can then [TAB] to the next field. Upon choosing your payment type, you may notice a slight delay, depending on how long it takes for the screen to adjust to which payment type was chosen.


4.0 Troubleshooting What if I cannot log in to Virtual Terminal?

Contact the FreedomPay Help Desk at 888-587-3488. What if I get a “User Not Authorized” message at sign in?

Contact your local System Administrator.

What if the system is slow or freezes up? First contact your System Administrator to see if there is a network issue. If it is not a network

issue contact the Help Desk. What if an older version of screens appears after a software version update?

Clear out temporary internet files and cookies. Note: This will remove all saved usernames and passwords that are saved on your computer for all websites.

o For Internet Explorer 6 users: 1. Click the Tools menu, the click Internet Options 2. In the Temporary Internet Files section, click Delete Cookies… button and

click [OK] 3. In the Temporary Internet Files section, click Delete Files… button and click

[OK] 4. Click OK in the Internet Options screen

o For Internet Explorer 7 and Internet Explorer 8 users:

1. Click the Tools menu, the click Internet Options 2. In the history section, click Delete button – This opens the Delete Browsing

History screen 3. Click Delete files button and click OK button 4. Click Delete cookies button and click OK button 5. Click Delete forms button and click OK button 6. Click Close button in the Delete Browsing History screen 7. Click OK button in the Internet Options screen

VIBE Support FreedomPay

Five Radnor Corporate Center 100 Matsonford Road, Suite 100

Radnor, Pennsylvania 19087 (888) 587-3488 Office

484-920-1465 Fax [email protected]

https://portal.vibenow.com

mailto:[email protected]

freedompay – confidential and proprietary …

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