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DOCUMENTATION

Virtual Payment Terminal

User Guide

version 1.6 | publishing date: 23/07/2015 
 
1. Introduction
1.1 Octo3 Payment Service

Octo3 Payment Service is the high performance, highly reliable and secure payment processing platform provided by Octo3 (“Octo3”).  It supports multiple payment channels including unified EFT/EDC terminals (Retail), virtual terminals (MOTO – Mail Order / Telephone Order) and online payment processing gateway (e-commerce and m-commerce).

 

Octo3 Virtual Payment Terminal (VPT) is a web-based application for merchants to accept sales orders in remote locations or via telephone, fax or mail, and then perform payment transactions in a secure and easy way.  It also supports Email Invoices in which the merchant can issue and deliver invoices to customers through email, and then the customers can make the payment via online channel, possibly going through the 3D Secure mechanism (e.g. Verified-by-Visa or MasterCard SecureCode), without the need to disclose any credit card information to the merchant.

1.2. Purpose of This Document

This User Guide aims to provide usage guidelines for the merchants to use the VPT.

 

Section 1 introduces the purpose of this document.

Section 2 provides a list of requirements / pre-requisites for using the VPT.

Section 3 provides guidelines on accessing the VPT and describes its screen layout.

Section 4 describes operations related to performing transactions (e.g. Sale).

Section 5 describes operations related to performing invoice payments.

 

Appendix 1 summarizes all functions of the VPT into a list for easy reference.

Appendix 2 provides a list of transaction response codes and error messages for reference.

1.3. Applicability of This Document

Unless otherwise stated in the future correspondence to the merchants, this User Guide is applicable to Octo3 Virtual Payment Terminal Release 3.1 and onwards.

1.4. Target Audience of This Document

The target audience of this User Guide is the merchant’s employees who are responsible to process customers’ sales orders of goods and/or services remotely such as via telephone, fax or mail, e.g. sales hotline, customer service centre, etc.

2. Preparation
2.1 System Requirement

The web-based Virtual Payment Terminal (VPT) is accessible by most of the web browsers that are commonly used.  The following web browsers were test and confirmed to be compatible with the VPT.

 

Please note that the screenshots shown in this document may look slightly different than the ones that are displayed by your particular version of web browser.

2.2 Login Information

The following information is required for the users of VPT to access the system:

The Portal Administrator in the merchant is responsible for creating and maintaining all the VPT user accounts of the merchant.

3. Getting Started​
3.1. User Login

The User Login Page of VPT can be accessed via the URL (as shown in Section 2.2) using your web browser (as shown below):

 
Octo3 VPT User Login.png

Figure 3-1: Octo3 VPT User Login

Upon successful login, the system will display the “Perform Sale Transaction” page (as shown in Figure 3-2), and you are ready to use the system.  There are two roles of users in VPT that can be defined by the merchant’s Portal Administrator (using the Octo3 Merchant Portal):

1. VPT User

 

This group of users can perform the basic operations of the VPT such as:

  • Perform a Sale / Authorization (“Auth”) transaction

  • Create an Invoice

  • Search for a transaction / invoice which was created by the same user

  • Void / Refund a transaction / invoice which was created by the same user

  • Change his/her own password

2. VPT Supervisor

 

This group of users can perform all the operations that a VPT User can perform, plus the following supervisory operations:

  • Search for a transaction / invoice which was created by any user

  • Void / Refund a transaction / invoice which was created by any user

General Layout of VPT.jpg

Figure 3-2: General Layout of VPT

Basically, there are four main areas in the VPT layout:

 

  1. Top Banner: It shows the VPT’s banner and the Last Login date/time of the current user.

  2. Main Content: This is the main area to display transaction details and provide operation UI.

  3. Menu: In this sidebar area, all available functions for the current user are shown here as menu items.

  4. MID Navigator: For merchants having multiple MIDs, this navigator can be used to swap between MIDs.  The selected MID will be applied to all the transaction-related functions such as Sale, Invoice, etc.

3. Change Password

Menu Location:  Administration >> Change Password

User can use this function to change his/her own password.  Users are advised to change their own passwords regularly for security reason.

Change password.png

Figure 3-3: Change Password

The entered values for “New Password” and “Confirm Password” should be the same.

 

For security reason:

  • password length is required to be 8 characters or more;

  • both alphabetic and numerical characters are required in the password; and

  • the new password cannot be the same as the previous 4 – 8 passwords (which depends on the specific configuration of the password policy in the system).

 

Moreover, users are strongly advised to use strong passwords which have the following characteristics:

  • contain both upper and lower case characters (e.g., a-z, A-Z);

  • have digits and punctuation characters as well as letters e.g. 0-9, ! @ # $ % ^ & * ( ) _ + | ~ - = \ ‘ { } [ ] : " ; < > ? , . /

  • are at least eight alphanumeric characters long;

  • are not a word in any language, slang, dialect, jargon, etc.;

  • are not based on personal information, names of family, etc.

 

3.4. Logout

 

Menu Location:  Logout

 

Users are strongly advised to logout from the VPT whenever they are finished with using it so as to prevent unauthorized usage, e.g. unauthorized access via an unattended workstation.

 
4.   Performing Transactions
4.1. Perform Sale / Auth Transactions

Menu Location:  Operation >> Perform Sale Transaction

                        Operation >> Perform Auth Transaction

Once logged in, the Perform Sale Transaction page will be displayed by default.

Perform Sale Transaction Page.jpg

Figure 4-!: "Perform Sale Transaction" Page

Users can also access this Perform Sale Transaction page or the Perform Auth Transaction page by clicking the corresponding item in the Menu:

Access Perform Sale Auth Transaction.png

Figure 4-2: Access "Perform Sale / Auth Transaction" from the Menu

The steps to perform a Sale / Auth transaction are outlined below.

 

  1. Choose the desired MID in the MID Navigator.

  2. Enter the Card Number (e.g. Visa or MasterCard).

  3. Enter the Expiration Date in MMYY format (e.g. “0112” for January 2012).

  4. Enter the CSC / CVV of the credit card.

  5. Enter the transaction amount (amounts which are lower than the Lower Limit of, or higher than the Upper Limit of, merchant transaction amount will be rejected).

Mandatory Information for performing sal

Figure 4-3: Mandatory Information for Performing Sale / Auth Transaction

  6. Users can also enter the following optional information:

 

  • Recipient Name and E-mail (if defined, an email receipt will be sent to the recipient)

  • CC to Merchant E-mail (if marked with a “ü”, the email receipt for the customer will also be sent to the Merchant Contact’s email address)

  • Merchant Order Reference (max. 34 characters)

  • Remark (max. 150 characters)

Optional Information for performing sale

Figure 4-4: Optional Information for Performing Sale / Auth Transaction

  7. After pressing the “Submit” button, the Review Transaction page will be shown (as below).

Review Txn.png

Figure 4-5: "Review Transaction" Page

8.  Review the transaction details before pressing the “Confirm” to proceed.

9.  The transaction result will be displayed after the transaction is completed.

4.2. Search Transactions and View Details

Menu Location:  Transaction Details >> Search Transaction

The search criteria available for users to perform search of VPT transactions is shown at the top of the Search Transaction page.  A sample screenshot is shown below.

Search TXN Page.png

Figure 4-6: "Search Transaction" Page - Search Criteria

The selectable values in the drop-down lists are shown below:

The result list is shown at the bottom of the page.  If the result list is too long, users should refine the search criteria in order to narrow down the search result for a more precise search.

Search TXN Page results.png

Figure 4-7: "Search Transaction" Page - Search Result

By clicking the “View” button on the left-hand-side of the result list, users can see more details of the corresponding VPT transaction.  A sample screenshot is shown below.

txn details.jpg

Figure 4-8: Transaction Details

The table below describes the meaning of each data field:

4.3. Perform “Capture” on Auth Transactions

Menu Location:  Transaction Details >> Search Transaction >> “Capture”

Capture can be done once a successful Auth transaction is performed.  After using the Search Transaction function to locate the Auth transaction in concern, users can simply click on the “Capture” button (located at the right-hand-side) to perform the Capture.

capture txn.jpg

Figure 4-9: Capture Transaction

4.4. Perform “Void” / “Refund” on Sale / Capture Transactions

Menu Location:  Transaction Details >> Search Transaction >> “Void” or “Refund”

Both “Void” and “Refund” are used to cancel a completed Sale / Capture transaction.  Their difference is: Void is applicable to un-settled transactions, whereas Refund is applicable to settled transactions.

To perform Void or Refund, first use the Search Transaction function to locate the Sale / Capture transaction in concern, and then click on the “Void” or “Refund” button (located at the right-hand-side) to perform the cancellation.

void txn.jpg

Figure 4-10: Void Transaction

refund txn.jpg

Figure 4-11: Refund Transaction

Certain rules apply here:

  • Only Accepted / non-refunded Sale transactions with no related Void is voidable.

  • Only Accepted / non-voided Sale & Capture transactions with no related Refund is refundable.

  • Both full and partial refund is supported in the system.

4.5.  View Daily Transaction History

Menu Location:  Transaction Details >> Daily Transaction History

This function is used to list all the transactions of the current day (as shown below).

daily txn history.jpg

Figure 4-12: Daily Transaction History

By clicking the “View” button on the left-hand-side of the result list, users can see more details of the corresponding VPT transaction.  A sample screenshot is shown in Figure 4-8.

5.   Performing Invoice Payments
5.1. Create and Deliver Invoices to Customers

Menu Location:  Operation >> Create Invoice

The steps to create an invoice are outlined below:

  1. Choose the desired MID in the MID Navigator.

  2. In the Create Invoice page, enter the Recipient Name and the Recipient E-mail for invoice delivery purpose.  Put a “ü” mark in the checkbox “CC to merchant E-mail” if desired.

  3. Enter the Invoice No. (if applicable).  If this field is left blank, the Octo3 system will generate an invoice number for the merchant, which is in the format of INV-XXXXXXXXXX (where XXXXXXXXXX is a sequential number).  This Invoice No. will also be used as the merchant transaction number when the customer settles the payment.

  4. Change the pre-filled Invoice Date and the Invoice Due Date if desired.

  5. Enter each of the items in the invoice, including its quantity and price.

  6. Enter Terms and Conditions and Notes to Recipient, if applicable.  Both of these are optional fields.

  7. Enter your (optional) internal Memo, if applicable.  This field is different from Notes to Recipient in which the latter will be displayed to the customer, whereas the Memo field is for merchant’s internal use only.

 
create invoice page.jpg

Figure 5-1: "Create Invoice" Page

8. Press the “Preview” button to preview the invoice.

preview invoice.jpg

Figure 5-2: "Preview Invoice" Page

9.   Press the “Send” button to send the invoice to the customer.  If amendment is required, use the “Back” button to go back and change the        details.

10. The invoice will be sent out to the customer’s email address at around 30 minutes.  A sample email invoice is shown below.

sample email invoice sent.jpg

Figure 5-3: Sample Email Invoice Sent to the Customer

5.2.  Perform Invoice Payment by Customers

Upon receiving the email invoice, the customer can pay the invoice by simply clicking the “Pay Invoice” button (as shown in Figure 5-3).

Alternatively, the customer can also copy the link (as shown under the “Pay Invoice” button) and paste it in a web browser to display the Review Invoice page, and review the invoice details before performing the payment.  A sample Review Invoice page is shown below.

review invoice.jpg

Figure 5-3: Sample "Review Invoice" Page

Upon clicking the “Pay Invoice” button (either in the invoice email or in the Review Invoice page), the customer will be re-directed to Octo3 Pay Page for performing the online payment.  A sample Octo3 Pay Page is shown below:

pay page.jpg

Upon successful payment, a confirmation page will be displayed to the customer for acknowledgement.

5.3.  Search Invoices and View Details

Menu Location:  Transaction Details >> Search Invoice

The search criteria available for users to perform search of invoices is shown at the top of the Search Invoice page.  A sample screenshot is shown below.

search invoice page.jpg

Figure 5-6: "Search Invoice" Page - Search Criteria

The selectable values in the Status drop-down list are shown below:

The result list is shown at the bottom of the page.  If the result list is too long, users should refine the search criteria in order to narrow down the search result for a more precise search.

search invoice result.jpg

Figure 5-7: "Search Invoice" Page - Search Result

view invoice page.jpg

Figure 5-8: Sample "View Invoice" Page

5.4.  Resend Invoices

Menu Location:  Transaction Details >> Search Invoice >> “Send”

Invoice can be re-sent to the same email address or to another email address.  After using the Search Invoice function to locate the invoice in concern, users can simply click on the “Send” button (located at the right-hand-side) to resend the invoice.  Users will be prompted to enter the Recipient Name and E-mail (as shown below).

enter recipient info to resend invoice.p

Figure 5-9: Enter Recipient's Information to Resend the Invoice

5.5.  Void Invoices

Menu Location:  Transaction Details >> Search Invoice >> “Void”

Invoice can be voided if it is no longer valid and has not been paid.  After using the Search Invoice function to locate the invoice in concern, users can simply click on the “Void” button (located at the right-hand-side) to void the invoice.  Users will be prompted to confirm the void (as shown below).

confirm or cancel invoice.png

Figure 5-10: Confirm or Cancel the Void of the Invoice

Appendix 1 – Function List of Virtual Payment Terminal
 
Appendix 2 – Response Codes and Error Messages

 

The following table provides the list of response codes and their associated error messages, together with the suggested action for the merchant in case such response is received when performing transactions.