Payment Manager User Guide

Payment Manager is the portal used by partners processing on PayFacto API v1.0, covering live transaction reporting, user management, virtual terminal, and transaction refunds.

Contents

Through the administrative interface, the client can control all transactions transmitted by its representatives or clients to the PayFacto server. With this tool the client can assign users, who may then generate reports helping them to:

• Identify all transactions transmitted to the payment server
• Generate exception reports to identify future improvements to internal or external processes
• Perform demographic analyses of the client base by product/service usage, as needed
• Identify the best methods to launch new products on the market
• Monitor possible hardware and software-related problems for faster correction and prevention

With this tool, a customer administrator can create a security structure to determine which employees are authorized to query the data required by the payment server. Designated users can then generate reports specific to their needs. This guide covers both the customer administrator role and the user role.

If you're logging in for the first time, or your password was changed by an administrator, you'll be prompted to change your password. It must contain between 8 and 30 characters, including at least one letter and one number, and must differ from your last 4 passwords. Repeat the new password, then click "Change password."

Once logged in, the main menu appears with two elements: Customer Administrator and User.

Clicking "Customer Administrator" opens a menu with the following submenus:

User Groups

All users sharing the same profile are grouped together and share the same rights. A user group must be created before users can be added — users are always linked to a group. The User Groups screen has three buttons: Add, Modify, Delete.

• Add: Enter a Group name (e.g., "Accounting") and select the Level (always "User" — a customer administrator may only add users; contact PayFacto customer service for admin-level users). Selecting the level reveals the functions available at that level. Assign functions by checking the boxes, then click Create; a success message confirms the update.
• Modify: Same screen as Add, pre-filled. Change the group name or functions and click Modify.
• Delete: Select the group and click Delete, then confirm. A group cannot be deleted if it contains users — an alert will indicate this.

Users

Displays all users associated with the merchant. Includes Add, Modify, Delete buttons.

Once filled in, click Create. A user group must exist before a user can be added.

Modify: select a user and click Modify to change first/last name, password, language, group, logon status, or merchant assignment.

Delete: select the user and click Delete, then confirm. If the deleted user was the only one covering certain merchants, make sure those merchants are redistributed to other users.

Client Table Management

Click "Client Addresses" to see all addresses associated with the client. Includes Add, Modify, Delete.

Add: select a merchant from the dropdown, click Add, then fill in:

• Displayed name — name of the place of business
• Person — name of the contact
• Responsibility position — title of the person in charge
• Address, City, Province, Country, Postal code
• Phone number, Phone number 2 and 3 — see format table below
• Fax number
• E-mail — business address or address of the person in charge

Click Add to save. A success message confirms the addition.

Modify: select an address, click Modify, update the fields, then click Modify to save.

Delete: select the address by business name, then click Delete to confirm removal.

Transactions

Used to issue reimbursements for credit card purchase transactions for e-business merchants. Two submenus: Internet active (Refund) and Batch processing.

Refund

Allows reimbursement of purchase transactions made by credit card for Internet, unattended, and MOTO merchants. Click "Internet active" then "Refund" to open the search form. The more detail you provide, the more accurate the search — the date fields are the most important.

Batch Payment

Allows making payments using a batch process. [CONFIRM: full procedure not included in the source material — see the separate "Batch payment" document in the Payment Manager's documentation vault.]

Redirection Configuration

Only for merchants using redirection mode. Configures whether the Payment Manager sends a confirmation email and which sender address it uses. By default, the receipt email is sent from the CT-Payment support address.

• Email input checkbox — checked: a sender address can be configured; the redirection page shows an email input field for the customer.
• Email input checkbox — unchecked: any address entered is ignored, no email input field appears on the redirection page, and no confirmation email is sent. The merchant receives "NO" as the value of the return parameter "Email."
• Only merchants integrated into redirection benefit from a configured sender address — the option is visible to others but doesn't function in their environment.

To access: Customer Administrator → Redirection Configuration. To specify or modify the sender address, choose the merchant, enter the sender's e-mail address in the adjacent box, and click Modify. The Payment Manager validates the address; an invalid one is rejected with an error message next to the merchant's input box, and the merchant keeps its previous value. If several merchants are modified at once and one address is invalid, only that merchant is left unchanged — the rest are updated.

You can also set a display name for the sender, using the format Name of sender <Sender e-mail> — e.g., "Payment Solution <paiement@cgi.com>."

To reinstall the default sender address, delete the configured email address for the merchant and press Modify — subsequent receipts use the payment solution's default address.

Recurrence

Allows performing recurring transactions and managing subscriptions. [CONFIRM: full procedure not included in the source material — see the separate "Recurring payment" document.]

Personalized Fields

For the full configuration procedure (adding fields, adding list values, editing/reordering), see the Virtual Terminal guide.

API Keys

Click "Add a new key" to generate and manage keys. Two options are available:

• A key for All Merchants
• A key per specific merchant

Assign the merchant(s) in the "Assigned merchants" field and click Save. Keys can be replaced or removed using the adjacent buttons.

ApplePay Configuration

Search for a merchant and manage its ApplePay entries and certificates from this screen (generate a certificate request, upload a signed certificate). See the ApplePay documentation for full details.

Group for Token Sharing

Two options for sharing tokens:

• Check "Share tokens between all merchants" so every merchant of the client shares tokens — all merchants in the group can then add, use, modify, and delete the shared tokens.
• Or click "Add a group" and add specific merchants that will share tokens with each other.

If both groups and the "share between all merchants" checkbox are configured, the all-merchants setting takes priority. Click Confirm to save.

Customer administrators can access this menu via "User" on the main menu; regular users land here directly. The menu includes:

Reports — Transaction List

Views transactions matching your search criteria. Available filters:

• Period: From/To date and time (defaults to the current day).
• Transaction status: All, Accepted, Unauthorized, or Cancelled.
• Return code: only usable together with the Unauthorized status — otherwise an error appears while processing.
• Register/Cashier No.: the "Register Num." lookup button lists cashiers active in the selected period.
• Transaction Type: All, or a specific type such as Purchase, Refund, Void, Pre-authorization, Batch Close, Cash, etc.
• Merchant: All, or a specific merchant.
• Entry type / Capture mode: All, Internet, POS terminal, or MOTO.
• Batch No.: the "Batch numbers" lookup button helps find it.
• Card type: All, or a specific card (MasterCard, Diners Club, American Express, Visa, Debit, Discover, Fanbox, Sears, Visa Debit, JCB).
• Invoice No.: enter directly, or use the "Invoice numbers" lookup button.
• Authorization number.
• Terminal range or terminal list: use either "From terminal No. xx to xx" or a non-sequential "Terminal list" — not both.
• Groups: group the report by up to five of: Transaction Date, Terminal No., Merchant number, Batch no., Card type, Register Num.
• Ordered by: Invoice number (default) or Transaction Date.

Click "Display the Report" to view results. Column reference:

Reports — Other Views

• Fanbox transaction list: views loyalty transactions, using the same fields as Transaction List.
• Ticket: prints a cash register receipt — enter an invoice number and click Show Report, or a transaction number and click Display the Report.
• Personalized fields transaction list: displays data entered in personalized fields — see the Virtual Terminal guide for how personalized fields are configured.
• Summary: uses the same search fields as Transaction List (up to four groups) and returns totals: authorized amount, unauthorized amount, authorized transaction count, unauthorized transaction count, billable transaction count, non-billable transaction count, and total transaction count.
• Fanbox summary: a summary of loyalty transactions, using the same search fields as Transaction List.

Profile

Change your password and/or language:

• Old password: your current password.
• New password: 8–30 characters, at least one letter and one number, different from your last 4 passwords.
• Confirm password: re-enter the new password.
• Language: your preferred display language.

Click Change Profile to save. Passwords expire after 90 days; accounts unused for more than 90 days are deactivated.

Extra Search

Three lookup tools, each with a "Report all" button to view the full reference list:

• Search by Return Code: enter the code exactly as it appears on the report (e.g., "0005", not "05") and click Search.
• Search by Transaction Status: enter the 4-character status code and click Search.
• Search by Transaction Code: enter the 2-character transaction code and click Search.

Transaction Status Report (full list):

Transaction Codes Report (full list):

Documentation

Lists all PayFacto documentation available to you, grouped by category (e.g., "Products and solutions," "Technical and integration"), each with version, modification date, and owner. Click a document's blue link to download it; hover over a title for a short description. Documents added or modified within the preceding 15 days are flagged with an "X" in the New column.

Refund & Virtual Terminal

The Refund option here follows the same procedure described under Transactions above. For the full Virtual Terminal procedure — credit card and debit card transactions, and personalized fields — see the Virtual Terminal guide.