Realtime Payment Manager Guide
- Browser Basics
- User Level Definitions
- Logging In
- Changing Your Password
- Navigation
- POS
- Help
- Search
- Reports
- Logout
- Appendix
- AVS Responses
- Bank Processor Cut-Off (Batch Close)
Browser Basics(SDK)
Each merchant receives access to RPM, our back-office web product that audits transactions conducted through our gateway services. Upon registration you may establish multiple staff to have access to your E-xact transaction records, including Activity and Deposit Reports, the Search engine for every transaction processed, and virtual Point Of Sale (POS).
Internet Browser Requirements
RPM is viewed through your web browser - Firefox or Internet Explorer.
Minimum Requirements:
- Cookies must be enabled
- 128 bit SSL settings
- Browser Version: Firefox 2.0.0.14 and higher and Internet Explorer 7.0
User logins and passwords are provided by E-xact Transactions and administered to your business’ Account Administrator.
To access RPM go to our website at https://pos.e-xact.com Each user receives an individual User Login and Password.
User Level Definitions
Users can have different access levels. There are three currently available:
- Read Only: Access to all screens except POS. Also no transactional functions in Search.
- Merchant: Access to all screens. Can use POS and transactional functions through Search.
- Merchant Refunds: Access to all screens. Unmatched Refunds can occur in POS. (Requires
authorization) - Merchant Forced Post (Allowed): Access to all screens. Allows for Voice Authorizations through
POS. (Requires special E-xact authorization) - Merchant Administrator: Has access to change account address, view bank terminal information, view and edit E-xact Production Gateway Password, and can add and edit other Users in your account.
Email Notifications
Individuals can also receive different email reports. These are:
- Alert – sends notification of possible scheduled or unscheduled interruptions in service, etc.
- Daily – daily deposit report (of total deposits on record through E-xact) and Alert notifications
- Monthly – monthly deposit report and Alert notifications
Making Changes to Users
Addition of users and access restrictions are handled by the Merchant Administrator for the account.
Logging In
Viewing Transactional Information in RPM
1) Go to https://pos.e-xact.com
2) Enter your User Login and Password.
3) Press Login.
4) If this is your first login you will be prompted to change your password. See next page on changing your password.
5) Once logged on you will be at the RPM Homepage.
Changing your Password
On first login or every 30 days, you will be prompted to change your password
Enter a new alphanumeric password (must contain at least one number) two times in the fields indicated. Be sure to enter the current password (to be changed) just under the User Name.
If you incorrectly enter any of the information you will see prompts in red text as to your error
Once you have changed your password successfully, you need to enter your new password once more to login.
Troubleshooting User Logins
Entering Password Incorrectly
If you enter your password incorrectly more than 3 times you will be automatically locked-out for 24 hours. You will not be able to login that day unless your User ID is reset. If this happens, please ask your supervisor to contact E-xact
Entering User Name incorrectly
In the event you enter the User Name incorrectly, you will be informed in red text that you have used an invalid User ID (even if the password is correct).
Timeouts
Time Out You will be automatically logged out after 20 minutes of inactivity. You will need to log in again. Logouts can also occur if there has been a disruption of Internet connectivity.
POS
Select Merchant Account
You will first need to select the Merchant Account you wish to conduct a transaction on:
Once the account is selected you are taken to the following Point of Sale Terminal page.
Select Terminal (if required)
The account has been selected based on the choice made on the preceding page so you will now need to select the appropriate virtual terminal. If there is only one terminal, it is automatically selected for you.
Enter Transaction Information
Next select the Transaction Type. You can conduct Pre-Authorizations, Pre-Authorization Completions, and Purchases within POS. Select users can also be authorized to do open refunds.
Enter the cardholder information and dollar amount:
Next enter the authorization information (if required):
Authorization Number is an alternative option to using SEARCH (see page 14) to do a Pre-Authorization Completion. For US-based accounts, an authorization number will need to be passed through. You can only conduct a refund through POS if you have a pre-set refund level; otherwise refunds can be conducted more easily through SEARCH (see page 14).
Transaction Tag is for use when E-xact’s Software has been configured for Tags and the information is returned to the client internal database. You will not use this function if using POS regularly.
Next enter any reference information (if required):
Reference Number can be inputted in this field. This is provided by your internal referencing system and will display on the CTR and in Member Services SEARCH.
Customer Reference Number is another internal reference (but not displayed on the CTR or in Member Services SEARCH).
Address Verification String is used for domestic US Accounts for the AVS system (Please note: AVS is not available for US dollar accounts from Canadian banks). This checks US Cardholder addresses against records at the credit card companies and rates the level of match (see Appendix).
To enter the Address Verification String correctly, follow these rules:
Street Address enter:
For example: 1391ELMSTREET40404
Street Address with Suite or Apartment Number enter: space
For example: 1391ELMSTREET605 40404
PO Box Addresses enter: space
For example: P.O.BOX2456 404045555
Some additional rules apply:
Separate numerals always require a space between them.
You cannot enter more than 29 characters. If exceeded, drop the street address information
and make sure zip code is complete. For nine digit zip codes drop the dash.
Submit the Transaction
When all information is entered on the POS click “Send Transaction”. When the transaction has been authorized you will receive a CTR response back from the bank network:
Search
Steps for using SEARCH
1) Within SEARCH first select the account.
2) Then enter the parameters to find your transaction.
3) Select the terminal to which you sent the transactions (if you have more than one set up).
4) Enter your search parameters. The most popular is date range. Keep in mind that the larger the date range, the slower the search returns. The more parameters entered, the longer it will take to search the database. Other search fields are: dollar amount, transaction and card type, cardholder details, and reference number. The Max Records Return and Results Per Page options will limit or extend the amount of records viewable on your browser.
5) To begin the Search, click the “Begin Search” button.
6) Search result(s) will be returned. You will see the transaction record returned with specific information on the transaction.
From within the Search Results page you can get further transaction details or conduct Pre-Authorization Completions and Refund transactions.
Clicking the “New Search” link will bring up a new “Enter Search Transactions” screen. Similarly, the “Modify Search” link will generate a screen pre-populated with parameters from the previous search for ease of modification.
The “Download All” link creates a complete MS Excel .CSV file of the Search Results page(s) in a pop-up window.
Transaction Details
By clicking on the magnifying glass icon on left you can view further details on the transaction.
The detail record gives information that would appear on the CTR along with additional information regarding the transaction.
If a Customer Reference # is used it will show up here. The Bank Response Message also appears here and can be looked up by clicking on the yellow question mark “Help” icon.
Clicking the “Print Friendly” button will generate a pop-up window with the only the CTR information displayed for easy printing.
Audit History
By selecting the gold “H” button in the middle you can view the history of the transaction.
For example, viewing the history of a refunded transaction will generate a list report of the original purchase as well as the refund details.
Transactions within SEARCH
Next to each transaction detail magnifying glass (on the far left) there may be a transaction icon. Each of these icons indicates an action that can be taken, or if an action has occurred. Here is a brief rundown. If you do not remember the meaning of each symbol, the icon syllabus is at the top of the Search screen.
Example of Refunding from SEARCH
1) Click the red “R” next to the transaction record.
2) A POS terminal will appear with the amount to be refunded pre-populated in the Amount box.
3) Enter any necessary reference data.
4) Click on the “Refund Transaction” button.
5) A CTR receipt will appear if the refund has been approved. A separate transaction record for the refund will now be listed if you search the card again. Also the red “R” that was next to the purchase item will now be a green “R” (see above) if you refunded the total amount.
Refund a transaction
Do a Pre-Auth. Completion on a Pre-Authorization
This Purchase has been refunded.
This Pre-Auth. has been completed
Refunds or Pre-Auth. Completions will be blank
Partial Refund
If you wish to make a partial refund go through steps 1-4, but adjust the dollar amount. A partial refund will refund only the specified amount to that purchase. The red “R” will remain next to the purchase or pre-authorization completion items until the full amount is reimbursed. If you click on the red “R” again, you can do a second refund for up to the remaining amount.
How to Send a Pre-Authorization Completion from SEARCH
1) Go to Search.
2) Select the transaction type you wish to search for. In this case - “Pre-Authorization”
3) Select the Date Range for the transactions. Please note Pre-Authorizations are only valid for approximately 2-7 days
4) Press the “Begin Search” button.
5) Your search results will be returned detailing the Pre-Authorizations, if any, within the date range.
6) Check the icon to the Left of the transaction record. If a blue “CT” appears, this indicates the pre-authorization has not been completed. The date the pre-authorization was sent, along with other details, is listed on the item line or can be seen by clicking on the magnifying glass icon.
Note the Tran Type, Status, and CT icon to the left.
Submitting a Pre-Authorization Completion
1) Click the blue “CT” next to the transaction record. Please note only Pre-Authorization transactions will have a “CT” icon next to them.
2) A POS screen will appear with the dollar amount and transaction type (default Pre-Authorization Completion) fields already pre-populated.
At this point you can simply click on the “Complete transaction” button to send the completion. Or, you can enter a lesser dollar amount, fill in a reference number, and then click the button.
A CTR will be returned within a few seconds displaying the results of your submission. If the transaction is approved, the CTR will list it at the top and bottom of the screen. If declined, it will display “Transaction Not Approved”/Declined.
Once a pre-authorization has been completed, the “CT” icon will change to within SEARCH, indicating a “Completed Transaction”.
Search results will also show a separate transaction listing for the “Tagged Completion”.
Reports
Activity – Virtual Terminal is the report which displays all transactions conducted through E-xact’s system (including declines) while the Activity – Pre-Authorization report will display all pre-authorization transactions conducted the previous day. The Deposit reports show all authorized transactions conducted through E-xact’s system categorized by card type or terminal depending on the report. All reports display information from the previous day by default.
Reporting Date Option
The Reporting Date option is for you to be able to adjust the date range for viewing Activity – Virtual Terminal or Deposit reports. E-xact automatically displays the report of the previous day with cut-off times dependent on each account’s specifications (ex. 12am to 12am). To adjust the reporting date, simply select a different date on the calendar.
Then to change the date range, enter the desired number of days and click “Update.”
Previous months can be viewed by clicking on the small white triangle beside “Reporting Date.”
Activity Reports
There is currently one type of activity report: Activity - Virtual Terminal. In turn, there are three report types linked within it: Summary, List, and, Audit History.
Activity – Virtual Terminal
When you click on Activity – Virtual Terminal the screen will display a Summary Report similar to the one below based on reporting date and range.
The drop-down list at the top of the screen can be used to switch between different types of reports.
Activity represents all transactions, failed and approved. Therefore the total dollar amount is NOT necessarily the amount that will be settled, as declined transaction dollar amounts are included.
Clicking on a “Details” link will display the List Report for that transaction type.
Depending on the length of the List Report, there are links to the first and last pages of the report as well as the previous or next ten transactions. The “Back to Previous Report” link will return you to the preceding report.
As with Search, you can conduct transactions and view the transaction details or Audit History Report from the List Report by clicking on the appropriate icons.
Download the Activity File by clicking on the “Download All” hyperlink in the List Report. This generates an MS Excel .CSV file that can be downloaded to your desktop or viewed in a separate browser.
Depending on your browser settings you will either be prompted to Save the file to a location or Open it directly. Or if neither is prompted, you can right click on the hyperlink for the option to Save As… to your desktop.
DEPOSIT REPORTS
The deposit reports are separate from what your bank will report for settlement as they are generated by E-xact’s system, not the bank processors.
If E-xact’s Deposit totals do not synchronize with the totals that appear on your bank statements for that day, possible reasons are:
- E-xact’s default deposit report is from the previous day’s deposit records from midnight to
midnight (or a set period based on the terminal). The E-xact deposit reports do not reflect actual settlement time, which is usually 24-48 hours after the initial processed transaction. - The bank processor being used for your accounts may “close” your daily settlement at a different time from what we display (you can have this adjusted to match up with your processor – contact Customer Support details).
- American Express and other Private Label cards can take longer in settling funds to your account, depending on their merchant terms.
- Refunds take longer to accrue to the cardholder, and therefore withdrawals from the merchant’s account can be delayed.
Similar to Activity – Virtual Terminal, there are three report types linked within the Deposit Reports: Summary, List, and Audit History.
Deposits – Virtual Terminal
The Summary Report will be the first screen displayed when this report is selected and will allow you to view deposits categorized by terminal.
Sorted By Virtual Terminal Screen Breakdown
The ”Details” link will display a List Report.
Similar to the Activity Report, there are links in the Deposit List Reports to POS, Details and Audit History Reports, and the “Download All” option for downloading reports.
Deposits – Card Type
This option will display the same reports as seen in Deposits – Virtual Terminal except that the Summary Report will be categorized by credit card type.
Logout
To end your session with E-xact’s Member Services, click on Logout. We recommend you log out each time you leave your computer unattended or have finished using it, for security purposes. Otherwise, the default time for automatic logout due to inactivity is 20 minutes.
Transaction Type
- Link to List Report
- Go to Previous day
- Card Types on
- Gateways
- Different E-xact
- Gateway Accounts
Appendix
Vital Batch Numbers
Transactions successfully settled through the Vital Processing Network (used for US-Based merchant accounts) are returned with a corresponding Batch Number and a Settlement Time. The Batch Number can be used to reconcile funds transferred into your deposit account by your merchant bank. It can also be used to search for errant transactions by the bank-processing network.
AVS Responses
AVS Message/AVS Code
Exact match, 9 digit zip / X
Exact match, 5 digit zip / Y
Address match only / A
9-digit zip match only / W
5-digit zip match only / Z
No address or zip match / N
Address unavailable / U
Non-U.S. Issuer does not participate / G
Issuer system unavailable / R
Not a mail/phone order / E
Service not supported / S
Bank Processor Cut-Off (Batch Close)
These times are subject to change, but are generally accurate. Moneris (Royal Bank) Close time:
Canadian Dollar accounts: 11PM PST
US Dollar accounts: 6PM PST
BCE Emergis Close time:
2 AM EST (often varies between 1am – 3am EST)
Vital Systems (Visanet):
Midnight PST