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Paywire VPOS Guide

Introduction

Welcome to the Paywire's Virtual Point of Sale User Guide.

The Paywire Virtual Point Of Sale (VPOS) is the User Interface for the gateway. This enables merchants to perform the following:

  1. Process transactions
  2. Manage recurring plans
  3. View transaction details
  4. View reporting
  5. Manage Customers in the Paywire Vault
  6. Administration

URLs

The VPOS is available in two environments.

Staging     https://dbstage1.paywire.com

Production    https://dbtranz.paywire.com

The Staging environment can be used for testing.

Authentication

To access the VPOS you will need user credentials to log in.

If you do not have these credentials you may request them by emailing support@paywire.com.

Test Cards

The following are available for you to test with the Paywire gateway:

Card Scheme Number CVV
VISA 4761739001010267 999
mastercard 5413330089010608 998
Discover 6510000000000034 996

Home Page

On logging in users are presented with the Home Page, displaying the username of the active user (3), their rights and a table of merchants available to the user (2).

VPOS Home

Navigation

Users can navigate using the navigation bar on top (1). Each menu-item may display a secondary list of options to navigate to.

  1. The "Home" button returns users to the Home Page, with a secondary option:

    • "All News Postings", containing news relevant to the VPOS.

    VPOS Navbar - Home

  2. The "Payment" button provides secondary options to:

    • Make Payment
    • View Recurring Billing plans
    • Search Transactions
    • Manage Customers

    VPOS Navbar - Payment

  3. The "Reports" button provides secondary options to:

    • View transaction reports
    • View a user report
    • View a merchant report

    VPOS Navbar - Reports

  4. The "Admin" button provides secondary options to:

    • Manage batch settlement
    • Manage users
    • Manage merchants
    • Manage news
    • Manage departments
    • Manage cashiers
    • View logs

    VPOS Navbar - Admin

  5. The "Help" button opens options to:

    • Navigate to VPOS or OSBP documentation
    • View the Licence Agreement
    • View and Open support tickets

    VPOS Navbar - Help

Merchant Selection

Functions such as making a payment requires that the user selects a merchant prior to accessing the page.

This is done by using the merchant selection table, accessible from the home screen or displayed automatically when attempting to access pages that require a merchant to be selected.

VPOS Merchant Table

Four filters are available on this table:

  1. Merchant ID
  2. Merchant Name
  3. Type
  4. Department

All filters perform a startsWith query, meaning that the value submitted needs only to partially match the prefix of the column values to find a match.

By default, the table is limited to 10 rows but can be increased up to 50 using a drop-down at the bottom of the table next to paging.

To select a merchant simply click the 'Select' hyperlink to the left.

Payment

Make Payment

This page contains a form with which users can complete a payment with.

On opening the page, Payment Type is defaulted to Credit Card Sale. Changing this value will alter the displayed fields, relevant to the type of payment being processed.

For merchants using the Paywire Vault, this page also includes an option to use a stored customer and their payment tokens.

All required fields are marked with a red asterisk: these change depending on the currently selected merchant's type and the chosen Payment Type.

Once done, click 'Process Payment' to submit the payment form:

Credit Card Sale

Selecting Credit Card Sale as the Payment Type will require the user to populate at least the following fields:

  1. Sale Amount
  2. Card Number
  3. Expiration Date

VPOS Make Payment

Credit Card Sale with EMV Reader

Selecting Credit Card - EMV Reader as the Payment Type will require the user to populate at least:

  1. Sale Amount

VPOS CC EMV Payment

Using iPP320

On clicking 'Process Payment', the Paywire Receiver will connect to the EMV reader on which the payment must be completed.

VPOS CC Paywire Receiver

The iPP320 reader will switch to the card swipe interface where the user can swipe/insert a card to process, or press F1 button to key in the card number or use the red button to cancel the transaction.

VPOS CC EMV Reader

Card Swipe

Swipe a card and wait until the reader receives the transaction response.

VPOS CC EMV Reader Swipe

EMV Chip Card

  1. Insert an EMV chip card in the bottom slot to process an EMV transaction.
  2. Depending on the card used, the language or an on-chip application type (e.g. Debit/Credit/Checking/Savings) may need to be selected.
  3. Confirm transaction total by pressing the F1 button.
  4. Wait until the reader receives the transaction response before removing the card.

VPOS CC EMV Reader Chip

Key-in Card Number

  1. Press the F1 button to key in the card number, then press the Green button.
  2. Enter the expiration date with format MM/YY, then press the Green button.
  3. Enter the CVV code, then press the Green button.
  4. Wait until the reader receives the transaction response.

VPOS CC EMV Reader Keyin

E-Check Sale

Selecting E-Check as the Payment Type will require the user to populate at least the following fields:

  1. Sale Amount
  2. Routing Number
  3. Account Number
  4. Acct. Holder First Name
  5. Acct. Holder Last Name

VPOS Make Payment ECheck

Remote Check Batch

Selecting Remote Check Batch as the Payment Type allows users to scan checks. This will require the user to populate at least the following fields:

  1. Batch ID
  2. Control Amount

VPOS Make Payment Remote Check

Scanning Checks

  1. Please the checks in the scanner.
  2. Click . A popup is displayed - click 'Scan'.
  3. The Information from the scanned checks will populate the table. The user must manually enter any data not populated, i.e Amount, First Name, Last Name, Grant Number and Principal Investigator. The scanner does not capture the correct information 100% of the time it is the users responsibility to ensure that the captured information is correct.
  4. After the initial scanning of checks the user may scan additional checks by clicking 'Add Checks'.

VPOS Remote Check Paywire Receiver

VPOS Remote Check Table

SAP Values

If scanned checks belong to the same SAP revenue account the user may apply the same SAP information to multiple checks with out having to type the inforamtiuon repeatedly for individual checks.

  1. Input the SAP information into the fields located within the SAP Values section.
  2. Click the checkbox for each check that belongs to the same SAP revenue account.
  3. Click 'Apply'.
  4. Columns Cost Center, SAP G/L and Fund Number of the checks that were ticked will be populated.

VPOS Remote Check SAP

Recurring Credit Card Billing

Selecting Recurring Credit Card Billing as the Payment Type will require the user to populate at least the following fields:

  1. Sale Amount - amount of each payment
  2. Card Number
  3. Expiration Date
  4. Card Holder First Name
  5. Card Holder Last Name
  6. Email
  7. Payment Frequency
  8. Start On - date the recurring plan should process the first payment
  9. End After - the number of payments after which the recurring plan should stop processing payments

Other fields:

  1. Periodic Payment Total - the total amount of the plan.
  2. Final Payment Amount - the amount of the last payment.

Once 'Periodic Payment Total' and 'Sale Amount' are populated, 'End After' and 'Final Payment Amount' are automatically calculated and displayed.

This enables users to set up a recurring plan that processes payments to cover a specified total amount over a period of time.

VPOS CC Recurring

Recurring E-Check Billing

Selecting Recurring E-Check Billing as the Payment Type will require the user to populate at least the following fields:

  1. Sale Amount - amount of each payment
  2. Card Number
  3. Expiration Date
  4. Card Holder First Name
  5. Card Holder Last Name
  6. Email
  7. Payment Frequency
  8. Start On - date the recurring plan should process the first payment
  9. End After - the number of payments after which the recurring plan should stop processing payments

Other fields:

  1. Periodic Payment Total - the total amount of the plan.
  2. Final Payment Amount - the amount of the last payment.

Once 'Periodic Payment Total' and 'Sale Amount' are populated, 'End After' and 'Final Payment Amount' are automatically calculated and displayed.

This enables users to set up a recurring plan that processes payments to cover a specified total amount over a period of time.

VPOS ECHECK Recurring

Confirmation Page

Merchants can be configured to have a confirmation screen before the transaction is being processed. On clicking 'Process Payment', provided that the form is valid, the user is redirected to the confirmation page displaying a summary of the transaction to be processed.

VPOS CC Confirm

Transaction Result Page

On clicking confirm (or 'Process Payment' if merchant is not configured to show a confirmation page) the transaction is posted to the processor and the transaction result is displayed on the screen that follows:

VPOS CC Result

From this screen users are able to email or print a receipt using the buttons provided:

  1. Clicking will display an email field, pre-populated with the email (if any) submitted in the payment form.
  2. Clicking will display the receipt in a new window from where it can be printed.

Recurring Billing

The Recurring Billing page displays a list of active recurring plans for a given merchant.

VPOS Recurring Billing Table

Clicking 'Select' will open a recurring plan details page from which users can view and modify the plan.

VPOS Recurring Billing Details 1

The first page shows editable fields for the plan, pre-populated with what was submitted in the creation request.

VPOS Recurring Billing Details 2

Clicking 'Next' redirects to the second page, listing the last transaction processed within the plan. If changes were made to the recurring plan, the expected transactions before and after the change are also listed.

Search Transactions

On opening the 'Search Transaction' page, transactions posted by the active user are displayed in a table. The default sorting is by the Entered Date Time value in descending order, but can be changed by clicking the relevant column header within the table.

Four filters are available to quickly search the user's recent transactions. Click 'Advanced Search' for additional ones.

VPOS Search Transaction

Clicking on the 'Search Transaction' screen will open up a list of filters to search transactions by.

VPOS Search Transaction - Advanced Search

Clicking on this screen will apply your filters and return your search results:

VPOS Search Transaction - Search Results

Transaction Detail

Clicking 'Select' for a particular transaction will open the transaction details.

Different actions can be performed based on the Transaction Type and Status of the transaction.

Void

Captured transactions which have not yet been settled (i.e. their batch has not yet been closed) can be voided.

VPOS Search Transaction - Detail 1

Click on the transaction detail to void the transaction.

Credit

Settled transactions can be refunded back to the customer. This can be either the full or partial amount of the purchase.

If the transaction was already partially credited, then the remaining amount of the transaction will be displayed.

VPOS Search Transaction - Detail 2

Input the refund amount and click on the transaction detail to refund the transaction.

Re-Charge

From the transaction detail screen users may re-charge a card.

Input an amount in the New Charge Amount field and the CVV (if necessary) and click .

A new transaction will be posted.

Receipts

This screen also allows users to manually print or email receipts.

Customer

On opening the 'Customer' page, a list of customers stored in the Paywire Vault are displayed in a table.

Four filters are available to search customers.

VPOS Customers List

New Customer

Clicking will load the following form:

VPOS New Customer

This requires at least:

  1. External Customer ID - user-defined identifier for this customer
  2. First/Last Name

Once saved, the user is redirected back to the Customers List.

Customer Details

Clicking 'Select' on a row within the Customers List will open the selected customer's details.

VPOS Customer Detail

From this page, users can:

  1. Modify the customer's basic information
  2. Add/edit/delete existing Payment Tokens
  3. Process a payment using one of the listed tokens
  4. View Recurring Billing Plans associated with the customer
  5. Generate a historical report of all transactions associated with the customer
  6. Delete the customer

Adding a new Payment Token

Clicking from the Customer Detail page will load a form to create a new Payment Token.

VPOS New Token

Receipts

The Paywire Gateway support both automated and manual receipt distribution to customers/payees.

Automated emails can be configured in the merchant admin page.

Manual emails can be sent from the transaction result page or the transaction detail page.

The receipt sent will be similar to the following:

Paywire Receipt

Reports

Transaction Reports

The following are available in this section:

For merchants configured with Convenience Fees, the following are also available:

For merchants configured with Cash Discount, the following is available:

VPOS Reports - Transaction Reports

Transaction Details Report By Location

This report lists individual transactions based on the filters applied.

VPOS Reports - Transaction Reports: Detail by Location

Filters include:

  1. Date range - based on transaction timestamp
  2. Based on Settled Batch - will only return transactions in settled batches
  3. Group by Batch ID - will group the transactions in the report by batch
  4. Custom ID 1 - a merchant-assigned identifier optionally submitted in the transaction request
  5. Report Generation - users have the option to directly download the report or view the report in browser (also with an option to download)

Transaction Details Report By Card Type

This report also lists individual transactions, but also groups them by the card type used (i.e. VISA, mastercard, Discover, etc.).

VPOS Reports - Transaction Reports: Detail by Card

Filters include:

  1. Date range - based on transaction timestamp
  2. Based on Settled Batch - will only return transactions in settled batches
  3. Custom ID 1 - a merchant-assigned identifier optionally submitted in the transaction request
  4. Report Generation - users have the option to directly download the report or view the report in browser (also with an option to download)

Transaction Summary By Card Type

This report displays card totals per merchant, splitting Visa/MasterCard/Discover and AMEX.

VPOS Reports - Transaction Reports: Summary by Card

Filters include:

  1. Date range - based on transaction timestamp
  2. Based on Settled Batch - will only return transactions in settled batches

Cashier Batch Summary

This report will display all transaction batches for any cashiers configured to process on a merchant.

VPOS Reports - Transaction Reports: Cashier Batch Summary

Advanced Search

Clicking will open a screen with a few filters. These include:

  1. Transaction Status
  2. Date range

VPOS Reports - Transaction Reports: Cashier Batch Summary Filters

Check Returns By Location

This report lists any ACH returns received.

VPOS Reports - Transaction Reports: Check Returns

Credit Card Chargeback & Retrieval By Location

This report lists any Chargebacks or Retrieval Requests received from the Card Networks.

VPOS Reports - Transaction Reports: Check Returns

Download Report List

Larger datasets and reports run with Report Generation of 'Download Only' will be listed on this screen once processed and available.

VPOS Reports - Downloads

These reports will be encrypted with a password and have an expiry timestamp. The password can be found within the same entry.

Convenience Fee Detail Report By Date

For merchants configured with Convenience Fees, this report will list individual transactions along with their State submitted, a CF Fee flag to describe whether the transaction qualified for a Convenience Fee, the Convenience Fee amount and the Sales Tax applied (if any).

Transaction are grouped by transaction date and merchant. Subtotals per Card Type (VISA, mastercard, Discover, AMEX, Other), Payment Type (Card, ECheck) and Merchant are included.

VPOS Reports - CF Detail

Filters include:

  1. Date range - based on transaction timestamp
  2. CF State - flag to describe whether transactions qualified for a Convenience Fee
  3. Report Generation - users have the option to directly download the report or view the report in browser (also with an option to download)

Convenience Fee Funding Summary

For merchants configured with Convenience Fees, this report will summarize settled transactions by Payment Type (Card, ECheck) and displays the funds expected in merchant's bank account along with the adjustment total (Convenience Fees) for each summary.

Summaries are grouped by settlement date (batch close date) and merchant. Subtotals per Payment Type and Merchant are included.

VPOS Reports - CF Summary

Filters include:

  1. Date range - based on settlement date (batch close date)

Cash Discount Summary

For merchants configured with Cash Discount, this report will summarize transaction by batch and displays the Gross Sales amount, Adj. Amount (the discount) and any Sales Tax.

Summaries are grouped by merchant.

VPOS Reports - CD Summary

User Report

This report will return a list of users with their basic information along with their last login timestamp.

VPOS Reports - User Report

Two filters are available:

  1. Merchants
  2. User Level

Merchant Report

This report lists detailed information about merchants.

VPOS Reports - Merchant Report

This can only be filtered by merchant.

Admin

Users configured with administrative functions have access to the Admin section.

Batch Settlement

This screen allows administrators to manually close batches.

VPOS Admin - Batch Settlement

On opening, any open batches will be listed under the 'Open Batch' table.

Clicking 'Settle' will close the batch and transactions within that batch will have their status changed to SETTLED.

Clicking 'Hold' will move the batch to the 'Pending Batch' table.

Users

This screen lists users created on the Paywire Gateway related to the merchant(s) assigned to the active user.

VPOS Admin - Users

The following user types are available:

  1. Paywire Administrator - all rights
  2. Primary Administrator - can view and modify assigned merchants
  3. Secondary Administrator - can maintain certain merchants within their department
  4. VPOS User - rights are assigned by an administrator on creation
  5. OSBP User - used to process transactions via the Off Site Buy Page

Adding a New User

Clicking will open a form with 5 steps:

1. General Information

VPOS Admin - Add User

Fields 'Password' and 'Confirm Password' are visible upon selecting a User Role.

Click to go to step 2.

2a. Assign Department For Department Admin

Applies only to 'Secondary Administrator'.

VPOS Admin - Add Secondary Admin

Clicking 'Select' will move the selected row to the 'Assigned Departments' table.

Click to go to step 3.

2b. Assign Merchant(s) For User

Applies only to 'VPOS User'.

VPOS Admin - Add VPOS User

Clicking 'Select' will move the selected row to the 'Assigned Merchants' table.

Click to go to step 3.

3. User Rights

VPOS Admin - Add User: User Rights

This screen is used to set permissions for the new user.

4. Confirmation

The last step will summarize the input and require confirmation.

VPOS Admin - Add User: Confirmation

Click to create your user.

Merchants

This screen lists all merchants in a table.

VPOS Admin - Merchants

Clicking 'Select' will pull up the merchant information, including the Client ID and Merchant Key used for the OSBP.

Level 3 Processing Defaults

The merchant configuration page allows setting default values for the API Level 3 Processing request parameters as follows:

VPOS Admin - Merchants Level 3 Defaults

Departments

This screen will display a list of departments in a table.

VPOS Admin - Departments

Clicking 'Select' from within the table will allow the user to edit the Department Name and modify the assigned merchants.

Clicking 'Add New Department' will display a Department Name field to create new.

Logging Out

To log out of the VPOS users need to click the 'Logout' button to the right of the navbar.

VPOS Logout

Software Installation

Paywire Receiver

Paywire Receiver is a Windows application that communicates between web browsers and credit card readers (iPP320) or check scanners (TS240).

System Requirements

  1. Windows 7/ Windows 8.1/ Windows 10 (32bit or 64bit)
  2. Microsoft .NET Framework 4.5 (automatically installed by the installation batch file referenced in this document)
  3. Visual C++ Redistributable for Visual Studio 2015 (automatically installed by the installation batch file referenced in this document)
  4. Internet Explorer 11, Chrome or Firefox Browser

Installation

  1. Make sure all iPP320 and TS240 devices are disconnected from the PC.
  2. Download setup packages here: https://project.paywire.com/download.aspx
  3. After downloading and extracting the installation package, there should be 3 folders per the below:

    Paywire Receiver Folders

    Step1_PaywireReceiver is mandatory for all merchants, Step2_Ingenico_USB_Driver and Step3_TS240_USB_Driver are optional depending on credit card merchants or remote check merchants.

  4. Locate the Install.bat file of each folder, double click to run, or right click and run as administrator.

    If the User Account Control prompt appears, click on Yes to continue.

  5. Depending on different drivers, this process could take up to several minutes to complete. The expected result should be “Success” without any error codes.

    Paywire Receiver Step 1

    Paywire Receiver Step 2

    Paywire Receiver Step 3

    If the Windows Security Alert appears, check the options for Paywire Receiver to use internet connection depending on your network setting, then click on “Allow access".

  6. Once completed, the Paywire Receiver should be running in the system tray on the bottom right corner of the task bar, as shown below.

    Paywire Receiver System Tray

Browser Configuration

  1. Internet Explorer 11

    Add https://dbtranz.paywire.com to trusted sites if it is not already added.

    Tools → Internet Options → Security Tab → Trusted sites → Sites.

    Paywire Receiver Browser Config

    In Advanced Tab, make sure Use SSL3.0 is NOT checked.

    Paywire Receiver Browser Config 2

  2. Google Chrome

    Go to the config page using: chrome://flags/#allow-insecure-localhost

    Click on “Enable” for Allow invalid certificates for resources loaded from localhost.

    Paywire Receiver Browser Config Chrome

  3. Mozilla Firefox

    Make sure Paywire Receiver is running and the VPOS service is ON.

    In the address bar, goto https://127.0.0.1:7778

    Click on “Advanced” then “Add Exception”.

    Paywire Receiver Browser Config Firefox 1

    Paywire Receiver Browser Config Firefox 2

Paywire Receiver Configuration

The Paywire Receiver will be ready to use after the installation. No further configurations needed.

This section is only for system administrators to use for troubleshooting purposes.

  1. Open configuration page by double clicking or right clicking on the Paywire Receiver icon in system tray.

    Paywire Receiver Open

  2. Service Activation

    The Paywire Receiver can work in different modes. For VPOS users, please make sure “VPOS Service” is on.

  3. Transaction Settings

    Allow EMV Swipe: In case the chip on the credit card is corrupted or damaged, this feature will allow user to swipe the chip card from the magnetic stripe reader on the right side of the iPP320. If turned off, the chip card will be rejected when swiped from the magnetic stripe reader and the user will be required to insert the EMV card in the EMV slot.

    Allow Debit Card: If this option is checked, the reader will prompt user to select payment method as credit card or debit card. However, the debit transaction will not be approved unless the merchant is configured to process debit cards.

    Allow ACH: This is in preparation for user to key in ACH account number from iPP320. (Not activated at this time, i.e. for future use)

    Require ZIP Code: If this option is checked, when the user keys in the credit card number on iPP320, there will be an interface to enter ZIP code.

  4. Debugging

    iPP320 Test App:
    Test the connectivity of Ingenico iPP320 EMV credit card reader. If any error messages returned, please send the error message to your technical support representative.

    Paywire Receiver Test App

    TS240 Test App:
    Test the TS240 check scanner. If any error messages returned, please send the error message to your technical support representative.

    Paywire Receiver Test App 2

    Update iPP320 Config:
    When a reader’s configuration is corrupt, administrators can use this button to restore or update the configuration file for iPP320.

Convenience Fees

Paywire also offers a Convenience Fee solution with the VPOS, wherein customers are charged a fixed fee per transaction, significantly cutting down merchants' processing costs.

For enrolled merchants, this is configured on the gateway by Paywire and will require that STATE is submitted with each payment. There are a few U.S. states that do not allow convenience fees. The gateway will by default assess a Convenience Fee if the STATE submitted is not one these.

The VPOS will display the below box if a "Fee-State" is selected from the 'State' drop-down in the Make Payment page.

VPOS CF Box

The message at the bottom is configurable in the merchant admin page.

Users have the option to override charging a fee by ticking the 'Waive CF' checkbox:

Waive CF

On completing the payment, the transaction confirmation, transaction result and transaction detail pages will include the following lines in their summary:

Payment Result CF

Receipts sent to customers/payees will also include line items for the convenience fee:

Paywire Receipt CF