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This article goes over how to run a transaction sale using the integration between the Dejavoo terminal and our payment gateway.

How do I initiate a sale?

1. Login, and click Dejavoo Terminal in the payment processing area.
2. The default contact fields needed to initiate the transaction. Fill them out or search for an existing contact by clicking the search existing contact button.
3. Choose transaction type Sale.
4. Enter the transaction amount, then choose whether you would like to print receipts using the dropdown.
5. Click submit payment.
6. The transaction will now be pushed to the dejavoo terminal for the card to be tapped, swiped, or inserted.

These terminal transactions are available within the gateway portal reports in real time. To view the transaction history for the dejavoo terminal, click Dejavoo Transactions.

Follow these steps to void or refund a sale:

1. Search the contact and select between void and return on the dropdown. 
   *Voids are done only if the transaction has not been batched out yet.
   *The return option is chosen if the transaction batch has already been closed.
2. Enter the reference number for the desired transaction and you will see the amount populate.
3. Choose your receipt option from the dropdown and click submit payment.
4. The terminal will have the amount displayed, be ready with the card that the refund is designated for to be tapped, swiped, or inserted.

These terminal transactions are available within the gateway portal reports in real time. To view the transaction history for the dejavoo terminal, click Dejavoo Transactions.

Our Virtual terminal has the ability to set up recurring payment schedules. Read below to learn how to set up a recurring transaction.

• Login and navigate to Virtual Terminal, located on the left-hand side of the dashboard.
• When you are on your desired terminal, fill out the contact details or click Search Contacts to find a pre saved contact.
• Now under Payment Details select your payment method using the dropdown menu.

A Virtual Terminal allows you to send and receive payments for your customers. Successfully using the Virtual Terminal requires two simple steps:

1) Create your Virtual Terminal(s)
2) Select the Virtual Terminal you wish to use and begin submitting payments

To create a Virtual Terminal, you will first need to locate the Virtual Terminal tab on the menu located on left-hand side of the window. The first time you access this page, you need to create a Terminal. If you have already created a Virtual Terminal but wish to create another one, begin by clicking the button labeled Create Terminal located towards the top of the page.

1. Creating A New Virtual Terminal

• Click ‘Create New Terminal’

2. Add Terminal Settings

• You can add a terminal name. As well as flag whether you would like to make this your default terminal.

3. Predefined Fields

• For ‘Predefined’ fields, Email and/or Phone number, First Name, and Last Name are required fields. When the 'Prefill default fields' option is enacted, contact details of your choice will pre-fill into the according fields.
• The Reference ID, Business Name, and Address are optional.

4. Custom Added Fields

• To add a Custom field, click the ‘+ Add New Field’
• Enter a field Label and Select a field type.
• Select if you would like this to be a required field.

5. Receipt Field Settings

• You can choose to include the additional fields to the receipt
• You can choose to send email receipts, and if you would like custom content to be displayed on those receipts as well.

6. Save your Virtual Terminal and use it to process payments

• After clicking ‘Save’ you can use the ‘Go to Terminal’ button to begin processing payments with this tool.

To setup your Magtek Mini or Dynamag card reader to work with your Virtual Terminal:

1. Plug your Dynamag reader into a USB port on your computer

2. Access the Virtual Terminal located on the sidebar

3. On the Virtual Terminal page, create a new Terminal or simply edit an existing terminal by selecting Edit at the top of the page and then select to swipe card

4. Once card reader has been selected, continue to setup the Virtual Terminal

5. Once the Virtual Terminal is setup, continue by filling in all the contact information for your customer

6. When all the information has been filled in, click the green Swipe MINI option, located on the bottom right-hand side of the window

7. You will now be able to swipe cards

After the card has been successfully swiped, you will be able to print out a receipt with a signature line included for your customer to swipe or continue making transactions
Click Back to Virtual Terminal to process more payments.

Note: The swipe function is only available to TSYS multiplass merchant accounts.

For an existing customer, select the Existing Contact option and find the customer you would like to debit. For a new customer enter the information in Payment Details. 

In order to receive money, make sure the Transactions Type says Receive Money, if you are looking to send money make sure the Transactions Type says Send Money.

To create an email template, follow the steps below. 

From the dashboard, navigate to the Email dropdown and click Request Payment.

Click Add Template to start a fresh one.

Name your template, then select which payment page you would like to be used from the dropdown menu. 

If you do not have a page created, please view the payment page video to learn how to make one.

Next, add a subject line that will be used on the emails when sent.

In the body field there is a default message, or you can create a customized message that your recipient will see when they open the request. You can also use Variables to add specific information into each of your emails.

To include variables in the email body, click on the desired variable from the selection.

When your template is ready for use, Click Save.

If needed, you can edit or delete a template using these buttons.

To request a payment by email please follow the steps below.

Send a “payment request” via email to your customers.

Select the template name you would like to use from your existing options, if one has not been created yet or you would like to add a new option click here to see the steps on how to build a new template.

To send a Request for Payment, click the green send email button of the template you would like to use.

Select the contact to who you would like to send it to. You can select an existing contact, add contact, or upload a list of contacts.

Once ready, Click Send emails.

When your customers view the email, there is a link they can click on where they will be directed to a secure payment page. The amount they are requested to pay is specified by you.

You can send a single payment request or hundreds at once.

 In order to utilize Send Payment services you must first request the service. 

Once your Send Payment service request has been verified you may select Emails from the left-hand menu, and then Send Payment.

On the Send Payment page, you will see that you can enter and manage Payee information in a convenient single location. You must fill out all the information below. After the first payment has been made, their information will be stored for you to be able to quickly send payments to that Payee in the future. To do so you will select the blue button labeled Use Existing Payee. If you choose to use an existing payee, their information will be displayed accordingly in the Send Payment Settings fields for easy editing. Detailed instructions have been listed below.

1. To add a payee, fill in the following fields:

• Company Name (Optional)
• First Name
• Last Name
• Email
• CC (Optional)
• BCC (Optional)
• Phone
• Invoices (Optional)
• Zip
• Address
• Amount

2. If you would like to connect your payment data to be downloaded into your Quickbooks accounting software as an IIF file, you may click on the Include GL Account checkbox to bring up the Quickbooks General Ledger account fields. These fields will allow you to specify the Quickbooks GL bank account, GL expense account, and a Description that will be imported into Quickbooks. (see note located at the bottom of this article)

3. You can also set up recurring payments. All you have to do is select Yes to allow them. Now you will be able to select the frequency and the number of payments that you would like to have sent out.

4. Enter a custom message to Payees in the Message box if desired.

5. After all the fields have been filled out, select Preview Payment to verify that all the information is correct before sending.

6. If all the information is correct, select Send Payment and the payment will be sent automatically.

7. After submission, you will receive an on screen notification letting you know that your payment has been sent successfully.

8. You may now check your History for status updates.

Note: If you connected your payment data to be downloaded into your QuickBooks you may download the QuickBooks file; Click the History tab and select the QuickBooks link at the bottom.

Located in the optional settings when sending an Email Payment Request, if the Reminder Email is checked, a second payment request email will be sent 3 days prior to the original request's expiration date. This new email will include the original request for payment with a new subject line that can be customized in the Reminder Email Subject field.

To see what your email template looks like, we've provided you an easy-to-use tool that allows you to preview your email templates.

On the left-side of the screen under Payment Processing, select Email, then Request Payment. On the Templates page, you can click on the magnifying glass icon next to the email you'd like to preview.

Once you've clicked the icon, you are shown what your email will look like when you send it to your contacts.

Note: If you want to make changes after previewing your email, you can always edit your template.

On the left-side of the screen under Payment Processing, select Email, then Request Payment. On the Templates page, you can click on the pen icon in the Actions column, this allows you to edit the selected email request Template. 

Simply modify the [Name], [Subject], and [Body] sections of the template that you wish to change and click Save when you are finished.

To use our invoicing tool, you will first need to set up your invoice settings.

Do this by logging in, to your merchant portal and navigate to Settings and then Invoice Options.

Here you will see a settings page with three different tabs of invoice settings.

The first page is named General. Here you can provide your Business Information, a starting invoice number, and other default information for your invoices. 

The next page is named Items. This is where you populate your list of services or products to be sold. You can add, remove, or edit items on this item list at any time.
Note: you can also add items in bulk using a csv file.

Lastly, we have Payment Terms. Here, you select from the existing payment terms for your invoices, or you can add one that suits your business better, select a default term and you’re good to go.

Finally, we will set a default payment page that will be on the invoice for the customer to make payment.

Navigate to the Payment Page tab. 

Next to the desired page, mark the default check box and that page will be used for payment when a customer receives an invoice.

Once you’ve setup the invoice settings, you’ll be able to send out an invoice and have you paid quickly and efficiently.

To send out an invoice, login and go to:

1. Payment Processing.
2. Click on ‘Invoices’.

This will bring you to a page to see your invoice history or create a new itemized invoice.

Notice here on your existing invoices, you can click on this dropdown here to resend, mark the invoice as Paid, Void, Download a PDF, edit, or delete invoice.

As these invoices are paid the status will update to 'Paid'.

To start a new invoice, click on the 'Create New Invoice' button.

Choose an existing contact or add a new one (this is who the invoice will be sent to).

If needed, enter a shipping address and choose if you would like to CC or BCC someone on this invoice.

Once a contact is selected, you can add items to the invoice by clicking 'Add Item' and selecting an item you already created.

You can edit the items description, quantity, and rate by clicking on this pencil icon.

The 'total' will calculate based on the total amount of items you have added to the invoice. You can choose to add a tax percentage rate here or a shipping amount if desired.
Any extra notes can be added in the notes section.

Lastly, you can send the invoice to a manager for approval or if you have the correct user permissions, you can send it directly by clicking here and it’s off to your customer for payment. 

To navigate to the Invoice Report History page:

The user is able to make changes to an invoice that has already been sent as long as the invoice has not yet been paid. 

1. Find Payment processing, open Invoicing, then select Reports

2. Find the transaction you wish to edit, then click on the ‘Options’ drop down, then select ‘Edit’  

3. Once the update has been made, select ‘Save’ and the invoice will be successfully saved.

Create unique campaigns to tag incoming transactions for reporting management. Campaigns can be branded with an image and description, so your contacts know exactly what they are paying for.

1. Creating a Campaign

• To create a Campaign, start by entering the name of your campaign and clicking ‘+ Add Campaign’, you can create as many campaigns as you’d like.
  

2. Settings for your Campaign

• To edit campaign settings, you can click the green ‘Settings’ button on the right side of the desired campaign.
• You can edit your Campaign name
• You can add a description to the campaign. (This description gets displayed on the payment page when the page gets tagged with the campaign)
• You can add an image to your campaign. (This image gets displayed on the payment page if the page gets tagged with the campaign)

Once the campaign settings meet your needs, you can then assign the campaign to a payment page. All payments made to a payment page with a campaign will be tagged with the campaign name, to help with reporting management.

*Note that only one campaign can be tagged per payment page.

Payment page allows your contacts to submit payments using a generated tiny URL. These can be distributed to your contacts on your webpage, email, SMS etc.

Existing customers can also save payment types to use on future payments as well.

1. Creating a Payment Page

• To create a payment page, start by entering the name of your payment page and click ‘Create Link’

2. Customizing your Payment Page

• To customize your payment page form, click the grey ‘Form’ button on the right-hand side.
• You can add the fields you would like from the selection.
  

Field Selections include:

• Text – Input text field allows user the to enter any text into the field. You can name the field to indicate what information is requested from the payee.
• Number – Number field allows user the to enter any text into the field. You can name the field to indicate what information is requested from the payee.
• Dropdown – Dropdown field allows the user to choose an option from the dropdown selections provided on the payment page.
• Date – Date field allows the user to select a given date from the calendar pop up when the field gets clicked on.
• Address – Address field allows the user to enter their address.
• Phone – Phone field allows the users to enter their phone number.
• Checkbox – Checkbox field allows the user to check or uncheck the box. You can name the field to indicate what the payee is checking the box for.
• Look up – allows user to search data manager records to make a payment using the lookup value.
• Output Text – Output Text field allows any text to be outputted for the payee's view on the payment page.
• Customer Reference ID – The Reference ID Label represents a universal field that can be
  referenced in your account. As an example, the label of the
  reference ID could be an 'Account Number' that is associated.
  with each customer. The customer Account Number will then be
  available throughout your account. If a custom label is not set, it
  will automatically appear as Reference ID.
• Customer External ID – This field is used to reference the customer to an external system               

- Field(s) can be made required for the merchant by clicking the ‘Required’ check box (this makes the merchant to fill out that field on the payment page)

- Field(s) can be made visible, or hidden, by clicking the ‘Visible’ checkbox next to the desired field.
- If you want to make the fields populate on the same row in the form, click on the ‘Same Row’ check box. (This will populate the field on the same row as the field above)

3. Settings for your Payment Page

• To edit settings for your payment page, click the ‘Settings’ icon on the right side.
  - You can edit the Payment Page Name
  - You can Enable and disable an SMS Number. Enabling SMS provides you a toll-free number that people may text to make a payment (rates apply)
  -  You can have a set amount that is not able to be changed by anyone but you                                - You can assign a campaign to the payment page                                                                              - You can choose to apply an Automatic Adjustment                                                                          - You can enable Apple Pay                                                                                                                    - You can choose to enable Recurring Transactions

*Note: for more information on campaigns, please see the campaigns article

3. Deploying your payment page.

• When your page is created, you can deploy your link anywhere you please so customers can make payments.

Here is an example of one of our payment pages:

The Data Manager allows you to add single records as well as import bulk data through our API. This tool working hand in hand with the ‘Look up’ field on the payment page allows payees to enter a look up value (Invoice #’s, Contact #’s, Client ID’s, Etc.) and pay the amount set up with that look up value through the payment page. Once a Look up value is paid, the status on the ‘Data Manager’ table will switch to ‘Closed’ unpaid look up values will remain ‘Open’.

1. Adding a record to the Data Manager

• To add a record to the Data Manager, click the ‘+ Add’ (Or use our API's to import data)
• You then enter a look up value, and an amount.
• With the status set to open, click save.

2. Editing/Deleting a record on the Data Manager

• To edit a record, click the ‘Edit’ Icon with the pencil on it on the right side. You can then edit the field you would like.
• To delete a record, click on the ‘Delete’ icon with trashcan icon on the right side.3. When look up values are paid the status will update to 'closed' when unpaid they will stay 'open'.