Merchant Portal

Overview

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The Cardknox Merchant Portal is a revolutionary, user-friendly online platform for seamless management of Cardknox payment processing accounts. The intuitive and fluid interface features user-friendly, robust tools for:

  • Payment processing

  • Report creation

  • Batch and transaction history and filtering

  • Customer profile management

  • Recurring payment schedules

  • Email invoicing

  • PaymentSITE customization

  • Key management

  • User management

The Cardknox Development Team is continually adding new features and functionalities to further enhance the user experience.

This guide describes the main features of the Cardknox Merchant Portal. It contains information about features within the application with relevant screenshots, field descriptions, and procedures for managing your transactions and customer information.

Don’t yet have an account? Once you have a Merchant account set up with Cardknox, visit portal.cardknox.com/register to register for online access to the Merchant portal.

Logging In

When you sign in to the Cardknox Merchant Portal, the application opens with the Welcome to Cardknox Portal screen and displays your company’s Dashboard. The Dashboard gives you a quick overview of what’s happening with your business and contains the most important data from the features you currently use. You can edit which screen displays upon login in User Settings.

Use the menu tabs on the left side of the welcome screen to navigate through the application and take action on your transaction data.

Tips:

  • After 30 minutes of inactivity on any tab, the application closes. If you close your browser, the system clears your session after 15 minutes, and if you open a new browser window, you must log in again.

  • You can click the Collapse Menu button to collapse the menu bar at the left-hand side of any page, giving you more room to view data. Click the button again to expand the menu bar.

Dashboard

The Dashboard tab displays business information in a graphical format. The previous day’s data is displayed by default. Interactive graphics give you an at-a-glance view of your company’s current financial details all on one screen to help you spot trends and monitor activity. You’ll be able to see a breakdown of transaction types, counts, and amounts. See the item description table below for more information on these features.

Item

Description

Notifications button

Click this button to display notification messages.

Item

Description

Account Name

Displays the name of the account.

Click the arrow to open a list of your accounts.

Type your search criteria in the search field or click an option in the list.

Item

Description

User button

Displays your account’s email address.

Click this button or arrow to log out of the Cardknox Portal.

Calendar button

Click this button and choose a day from the list, or select Custom from the list and enter a date range on the calendar and click Apply to display graphical images of the features you currently use.If you choose Custom, the following edits are in place: The date you enter cannot exceed 7 days from today’s date. You must enter a valid date range (i.e., 2018 to 2019, not 2019 to 2018).

New Transaction

Allows you to create a new transaction.

Gross revenue

Displays a graph showing sales, credit, and totals information for the date you select.

Hover your pointer over a point on the graph to view monetary details by time and date.

Transaction activity

Displays the calculated sales, credit, total, and average transaction amounts for the date you select.

Sales Summary

Displays sales summary information by product.

Hover your pointer over the graphic to view total transaction count and amount information.

Credit Summary

Displays credit summary information by product.

Hover your pointer over the graphic to view total transaction count and amount information.

Dashboard

Displays your company’s main Dashboard based on the features you select to view.

Transactions

Allows you to view or take action on existing transactions.

New +

Allows you to create a new transaction

Send Payment Request

Allows you to send a payment request link to your customers.

Quick Reports

Allows you to view or take action on reports.

Gift Report

Allows you to view or take action on gift reports.

Batches

Allows you to view or take action on batches.

Note: If your account does not support batches, this tab is not visible.

Customers

Allows you to view or take action on customer records.

New +

Allows you to create a new customer.

Recurring Schedules

Allows you to view or take action on recurring payment schedules.

Company latest news

Click this link to access the Cardknox Newsroom page to read the latest press releases and news articles.

Settings

Allows you to modify selected portal settings.

Help

Click this link to expand the Help menu.

Contact us

Click this link to find information about how to contact us for merchant and partner sales information, software integration, and technical support.

FAQ

Click this link to access the Cardknox FAQ page.

User Guide

Click this link to access the Cardknox Merchant Portal User Guide documentation.

Remote Support

Click this link to access the Cardknox online support and collaboration portal.

Transactions

The Transactions tab provides a quick overview of your existing transactions and enables you to view and manage all your transaction data from one page.

By default, the Transactions tab opens with the last 7 days of transaction records displayed. Click on “Last 7 Days” to select a different time period or define a custom time period.

At the top of each column, you can type in criteria text to filter the transaction data. For example, to see only transactions for April 3, 2020, type in 04/03/2020 in the text field at the top of the Date column.

Upon clicking a transaction reference number, you can view all transaction information— including the transaction date and time, amount, cardholder’s name, payment card account number and card type, approval status, transaction type, and a description of the transaction.

On the Transactions tab, you can perform the following actions:

  • Process a new transaction

  • Process a new transaction off of a previous transaction

  • Schedule a transaction for later processing

  • Search for a transaction

  • Export a transaction

  • Modify a transaction

  • Apply voids and refunds

  • Link a transaction to a customer

Tips:

  • The Transactions tab opens with the last 7 days of data displayed by default.

  • Enter search criteria in the fields next to the column headings to search for a transaction.

  • Click the arrow to the right of any column heading to sort the column.

  • Click the arrow to the left of any row to expand the row and display transaction detail information.

  • Certain column headings display a screen tip when you hover your mouse over the column name.

  • Click between column headers to select and resize any column.

  • Customize your page view by selecting the columns you want to appear by default.

Note: Only a partial screen sample is displayed below. All fields are documented in the following item description table.

Expanded Search Features

Certain fields include drop-down menus you can use to narrow the results of your display settings. For example, the Command field menu displays a list of commands used in transactions. Click the arrow in the column headings for the following fields to open a menu with more search options:

  • Command

  • Currency

  • Payment Method

  • Result

  • 3D Secure Result

Calendar Button

  • Click the calendar button and choose an option from the list. Valid values are as follows:

    • Yesterday

    • Today

    • Last 7 Days

    • Last 30 Days

    • Last 60 Days

    • Last 90 Days

    • Custom

    If you choose Custom, the system opens a calendar you can use to select a date range and a time range. The following edits are in place:

    • The date you enter cannot exceed 7 days from today’s date

    • You must enter a valid date range (i.e., 2018 to 2019, not 2019 to 2018)

    • You can display up to 100 days of data

    • You cannot select dates in the future

    The system displays an error message if you enter an invalid date or date range.Select a date range in the calendar fields, select a time range in the From and To fields, and click Apply.

Filter

  • Click this button to select filter criteria (such as card number or status).

  • Click which filter to use, and type in the criteria in the text box that is displayed:

  • Click the right arrow (or press the Enter key) to apply the filter right away, or you can choose more criteria from the dropdown. To see more filters, click + Advanced.

Tip: To always display the Advanced filters, select the Always Expand checkbox.

  • Click Reset all to clear all selected filters in the Filters list. Click Done to close the dropdown and save your changes.

Reset Filter

  • Click this link to reset all filters.

  • When you click Reset filter, the system:

    • Clears all selected filters in the Filters list

    • Clears all selected options in the Settings button Available Columns list and reverts to the default column page view

New Transaction

  • Click this button to open the Add new transaction dialog box and create a new transaction

Download Button

  • Click this button to choose whether to export the current view or all transactions in CSV or Quickbooks format.

Print

  • Click this button to print a transaction report.

  • Select Current view (PDF) to open a dialog box and print a report of the current view.

  • Select All transactions (PDF) to open a dialog box and print a report of all transactions.

Settings Button

  • Click the gear icon to change the transactions columns that are displayed while you are logged in to Cardknox. The columns you select from here are also reflected if you download a report from this screen.

  • On the dropdown, under Available Columns, select the columns you want to appear on the transactions list. Click Done to save your changes.

Note: If you click Reset filter, Cardknox clears all selected options in the Available Columns list and reverts to the default column page view.

To change the columns that are always displayed on this tab:

  1. Click Settings. Cardknox opens Report Settings with the Transaction Report displayed.

  2. In the Fields Configuration section, under the Show in Report section, you can select the columns you want to appear on the transactions list.

  3. Click Save. The columns you selected are saved as the default view.

Refresh Results

Show/hide Button

  • Click the right arrow to show the date range or click the down arrow to hide the date range

Load More

  • Displays options to select the number of transactions to display on the page.

    Valid options are as follows:

    • 50

    • 100

    • 500

    • 1000

    • All

Total Approved

  • Displays the count and total amount of all Approved and Auth-only transactions on the current page in the currency you select.

Count

  • Displays the number of transactions in the current page

Total by Card

  • Click this link to open the Total by Card dialog box and view the total amount and count of Approved transactions by card type.

  • Click the Download button to export the current view in CSV format.

Display Transaction Details

You can view transaction details by clicking on a transaction row. This expands the view and opens the details section on the right-hand side of the screen.

To close the transaction details, click the X icon in the upper right corner.

In the upper right, action buttons let you print, email, download, and view a transaction receipt:

Below the transaction details, you can use the buttons to perform other actions, like void or refund the transaction:

Complete the fields as described in the following table to view transaction details or take action on the transaction.

Transaction Information

Displays the status of the transaction.

Below Transaction Information is four collapsible sections:

  • General Information

  • Billing Information

  • Shipping Information

  • Additional Information

You can expand and close the sections by clicking the * and * arrows to the left of the section name. You can also click and directly above General Information).

General Information

Displays the following information:

  • Amount – Amount of the transaction

  • Transaction Type – AuthOnly, Capture, Sale, Save

  • Payment Type – Credit card or check

  • Invoice – Invoice number

  • Account Number – Last 4 digits of the account number. Click the account number link to see all transactions associated with this credit card number.

  • Entered Date – Date and time the transaction was entered

  • AVS – AVS Street and AVS Zip details

  • Custom fields (if any)

Billing Information

  • Name – The payee’s first and last name.

  • Company – Click the company name link to see all transactions associated with this company.

  • Phone number –The payee’s phone number.

Shipping Information

  • Name, City, State, and Zip

Additional Information

Transaction details

Issuing Bank Information

Cardknox displays the issuing bank name and other information (if available).

This section displays if you have selected the Include Issuing Bank Details in Transaction Details checkbox (Account Settings > Transactions > Other Settings).

Transaction Information

Displays the status of the transaction.

Below Transaction Information is four collapsible sections:

  • General Information

  • Billing Information

  • Shipping Information

  • Additional Information

You can expand and close the sections by clicking the * and * arrows to the left of the section name. You can also click and directly above General Information).

General Information

Displays the following information:

  • Amount – Amount of the transaction

  • Authorization Amount - Amount authorized for the transaction

  • Transaction Type – AuthOnly, Capture, Sale, Save

  • Payment Type – Credit card or check

  • Invoice – Invoice number(s)

  • Account Number – Last 4 digits of the account number. Click the account number link to see all transactions associated with this credit card number.

  • Entered Date – Date and time the transaction was entered

  • AVS – AVS Street and AVS Zip details

  • Custom fields (if any)

Billing Information

  • Name – The payee’s first and last name.

    Company – Click the company name link to see all transactions associated with this company.

    Phone number –The payee’s phone number.

Shipping Information

Name, City, State, and Zip

Additional Information

Transaction details

Issuing Bank Information

Cardknox displays the issuing bank name and other information (if available).

This section displays if you have selected the Include Issuing Bank Details in Transaction Details checkbox (Settings > Transactions > Other Settings).

Create a New Transaction

You can quickly process a new transaction by either selecting Transactions from the navigation menu on the left side of the screen or clicking the New Transaction button at the top right side of the screen. Click either option to open the Add New Transaction dialog box to create a new transaction.

Tips:

  • When you click New Transaction on an existing transaction row, the system populates fields in the Add New Transaction dialog box with any saved customer and transaction information

  • The * symbol indicates a required field.

  • Click the Expand view button at the top of the dialog to display all fields.

  1. Click the New Transaction button at the top right side of the screen or select the New button next to Transactions on the navigation menu: Cardknox opens the Add new transaction pop-up (shown below).

  2. Complete the fields. For field information, see the table below.

  3. Click the Process button.

Transaction Settings

  • Click this link to open the Transaction Required Fields subtab of the Settings module to modify transaction field settings.

View Button

  • Click this button to open the Transaction Fields subtab of the Settings module to modify transaction field settings.

Expand View Button

  • Click this button to expand all rows and view transaction details before processing.

Amount

  • Enter the transaction amount. Required field for both credit card and check payments.

Electronic Transfer Fee

  • Select this checkbox to include the electronic transfer fee.

  • If you select the Allow Customer Option to Include/Exclude Conv Fee checkbox in the Transaction Fields section of the Settings tab, the Electronic Transfer Fee checkbox is selected by default.

  • If you leave the Allow Customer Option to Include/Exclude Conv Fee checkbox in the Transaction Fields section of the Settings tab blank, the Electronic Transfer Fee checkbox does not appear and the electronic transfer fee is automatically added.

Exclude Electronic Transfer Fee

  • Select this checkbox to exclude the electronic transfer fee

Transaction Type

  • Click the arrow and select a transaction type.

  • Valid values are as follows:

    • Charge

    • Save

    • Auth Only

    • Refund

    • Post Auth

    • Gift: Issue

    • Gift: Redeem

Note: The default setting for this field is Charge. To change this default to another option, go to Settings > Transactions > Other Settings and change the Default Transaction Type field.

Card Number*

  • Enter the customer’s 16-digit payment card number. Required field.

Expiry Date*

  • Enter the payment card’s expiration date in MM/YY format. Required field.

Security Code

  • Enter the payment card’s CVV number. The CVV is required only for new transactions.

The following values only appear when you select the Check tab.

Account Type

  • Click the arrow and select an account type.

  • Valid values are as follows:

    • Checking

    • Savings

Account Name*

  • Enter the name on the account. Required field.

Routing Number*

  • Enter the account's bank routing number. Required field.

Account Number*

  • Enter the account number. Required field.

Terms*

  • Read the Terms & Conditions and select the I Agree checkbox to proceed. Required field.

The following values only appear when you select the Credit and Check tabs.

Use different payment method

  • Click this link to create a new payment method

Use the same payment method

  • Click this link to open the fields associated with the same payment method

Email

  • Enter the customer's email address

Send Receipt

  • Select this checkbox to send a receipt to the customer.

  • If you select the Send The Customer a Receipt By Default checkbox in the Transaction Fields section of the Settings tab, the system automatically selects this checkbox by default.

Send me a copy

  • Select this check box to send a copy of the transaction to the signed in user.

  • If you select the Send Me a Receipt By Default checkbox in the Transaction Fields section of the Settings tab, the system automatically selects this checkbox by default.

Billing Information

  • This section contains the same fields as the Shipping Info section. If you select the Same As Billing? checkbox, the shipping information fields collapse.

  • Complete the following fields:

    • First Name

    • Last Name

    • Company

    • Address

    • City

    • State

    • Zip

    • Country*

    • Phone Number

    • Same as Billing?

Shipping Information

  • This section contains the same fields as the Billing Information section.

AVS Info

Complete the following fields, if applicable:

  • AVS Street

  • AVS Zip

Transaction Details

  • Complete the following fields, if applicable:

    • Invoice

    • PO Number

    • Description

    • Order ID

Custom Fields

  • Complete any custom fields, if applicable

Expand All

  • Click this button to expand all fields

Collapse All

  • Click this button to collapse all fields

Save As Customer

  • Select this check box to create a new customer while adding a new transaction.

Ignore AVS

  • Select this checkbox to override the AVS fraud setting defined for your Cardknox account

Process

  • Click this button to process the customer's payment.

Schedule Transaction

  • Click this button to schedule a later date to process the customer's payment. On the pop-up that displays, select the date for processing.

Note: Cardknox saves this scheduled transaction in Recurring Schedules as a one-time recurring schedule. It will not display in Transactions until after it has been processed.

Schedule a Transaction

You can schedule a transaction to run at a later date. Transactions can be scheduled for both ACH and Credit Card payments.

To schedule a transaction, navigate to the Transactions and click New Transaction.

Select the Schedule for Later icon.

When hovering over a transaction, you will see an option for Link Payment Method.

After you click the Link Payment Method button, the system displays the Link transaction to an existing record dialog.

  1. Use the filter fields at the top of the dialog to locate the customer record.

  2. Click on the customer record to select it.

  3. Click the Save button.

To view the linked transaction, open the customer record and view the Transaction History tab.

Transactions by Auth Only or Sale Only Users

  • Link to a New Customer — See the “Customers” section of this guide.

  • Link Payment Method — See the steps below.

After you click the Link Payment Method button, the system displays the Link transaction to an existing customer dialog.

  1. Use the filter fields at the top of the dialog to locate the customer record.

  2. Click on the customer record to select it.

  3. Click the Save button.

Users who have Auth Only or Sale Only user permissions can create new transactions on a specific transactions screen with a limited number of fields.

To access this screen, the Auth Only or Sale Only user logs in to Cardknox and click New Transaction on the left-side navigation tab. The Transaction Type is set to Auth Only.

After filling in the required fields, save and process the transaction by clicking the Process button or pressing the Enter key.

Capture an Auth Only Sale

Once an Auth Only transaction is processed, it will appear in the Transactions tab with the Approved or Denied status. To Capture, the transaction, click the Capture icon on the right side of the Transactions screen.

A modal will appear, prompting you to confirm the amount to capture. Once finished, click the Capture button.

Process a Gift Transaction

Merchants can process gift cards in the Merchant Portal by selecting the Gift commands. This will remove the Expiration and CVV fields as gift cards do not require that information.

Merchants can process gift cards using credit card commands, however Expiration and CVV may be required (depending on the Merchant’s Portal settings). Gift cards can also be added as customers' payment methods in place of credit cards and used for recurring payments.

Gift Issue: Issues gift card, charging a credit card or ACH to issue the gift card.

Gift Redeem: Redeems a gift card, using the gift card number.

Transfers

The Transfers tab provides a quick overview of your existing transfers. This tab allows you to see the flow of money in and out of your account.

Tips:

Transfers tab management is very similar to Transactions tab.

  • The Transfers tab opens with the last 7 days of data displayed by default.

  • Use the Date Selector to choose a desired Date Range.

  • Use the Filter button next to Date Selector to choose your desired criteria.

  • Enter search criteria in the fields next to the column headings to search for a transfer.

  • Click the arrow to the right of any column heading to sort the column.

  • Click between column headers to select and resize any column.

  • Customize your page view by selecting the columns you want to display by default.

  • Use Export and Print buttons to export or print your results.

Reports

The Reports tab enables you to quickly and easily generate a variety of on-demand transaction reports to help you analyze and manage transaction activity. Options on this tab allow you to sort transactions by date, reference number, cardholder name, invoice number(s), or amount. You can also refine your report criteria by transaction type and transaction status.

Additionally, a set of predefined reports are listed under “Quick Reports” and “Other Reports” on the far right.

Options on the Reports page enable you to do the following:

  • Under “Quick Reports,” generate predefined reports

  • Under “Other Reports,” generate an end-of-year report and expired payments report

  • Create custom reports with the Create new report feature

  • Save an existing custom report with a new name for future use

  • View, download, print, edit, and delete saved reports

Note: When selecting a date range that is greater than 90 days, expect a slower response time.

Create a Custom Report

Complete the following steps to create a custom report.

  1. In the Create new report section, choose options from the following fields:

    • Select Date

    • View / Sort By

    • Transaction Type

    • Transaction Status

  2. Click Add filters and select additional report options.

  3. Click Save Report; the Custom Saved Report dialog box opens.

  4. Type a name for the report in the Report Name field and click Save; the system saves the report and adds it to the Custom Saved Reports section.

Complete the fields as described in the following table to manage your report's information.

Hide filters

Click this link to collapse the filters list.

Print

Click this button to open a dialog box and print the transaction report.

Download

Click this button to export the report in CSV format.

Save Report

Click this button to save the custom report.

View Report

Click this button to view the transaction information used to generate the report as displayed on the Transactions tab.

Custom Saved Reports

Displays your custom reports.

When you create a custom report and click the Save Report button, the system saves the report and adds it to the Custom Saved Reports list (at the top right-hand section of the page) so you can access it later.

(Customer report name)

When you create a custom report and click the Save Report button, the system saves the report and adds it to the Custom Saved Reports list so you can access it later.

Preview button

Click this button to view the transaction information used to generate the report as displayed on the Transactions tab.

Download button

Click this button to export the transaction in CSV format.

Edit button

Delete button

Quick Reports

This section contains options to create reports using predefined report categories. Except for the End-of-Year report, the default date range for predefined reports is the last 30 days.

The predefined reports include:

  • Approved, by source key

  • Auths, by source key

  • Errors by date

  • Sales by date

  • Sales by Custom01

  • Sales by batch number

  • Refunds by amount

  • Sales by amount

  • End-of-year

  • Expired payment methods

  • Expired payment methods (Active Recurring)

Preview button

Download button

Gift Report

The Gift Report tab includes the following three reports to help you track and manage your gift cards all on one page:

  • Activity

  • Summary

  • Liability

These reports give you a quick overview of gift card information such as transaction reference number, transaction date and time, amount, gift card number, location, gift card type (Issue or Redeem), and any custom fields you created. You can also download and print report results.

The Gift Report tab opens with the Activity report.

Tips:

  • To use the Gift Report, you must have Cardknox Gift enabled. To enable, navigate to Feature Add-Ons. Once enabled, it can be managed in Account Settings.

  • You can navigate between reports by clicking the toggle-through report titles at the top left side of the page.

  • Click between column headers to select and resize any column.

  • You can search for transactions by any information associated with the gift card (gift card number, name, date, location, etc.).

Activity Report

The Activity report shows today’s data by default and displays a list of all reports in your database.

Gift Activity Report

The Gift Activity tab displays all gift activity. Merchants can view all issue and redeem transactions as well as filter and search for specific transactions. Complete the fields as described in the following table to manage your gift card report information.

Calendar Icon

  • Click the calendar button and choose a day from the list.

  • Valid values are as follows:

    • Today

    • Yesterday

    • This month

    • Last 7 Days

    • Last 30 Days

    • Last 60 Days

    • Last 90 Days

    • Custom

The default setting is Last 90 days

Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.

Search by Gift Card number

  • Type a gift card number and press Enter to search by gift card number.

Advanced Filter

  • Click this link to select one or more filter options from the list.

  • When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

  • Valid values are as follows:

    • Amount

    • Reference Number

  • Click Reset All to clear filters or click DONE to close the form and save your changes.

Filter icon

  • Click the filter button to select one or more filter options from the list.

  • When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

  • Valid values are as follows:

    • Amount

    • Reference Number

    • Gift Card Number

Note: If you choose the Gift Card Number option, enter the gift card number and select a day or date range from the calendar.

Click Reset all to clear all filters or click DONE to close the form and save your changes.

Download button

  • Click this button to export the current view or all gift card transactions in CSV format.

Print button

  • Click this button to open a dialog box and print a gift card report.

Reference Number

  • Displays the gift card transaction reference number.

Gift Card Number

  1. Type a gift card number in the search field and click Apply to display the remaining gift card balance.

Amount

  • Displays the gift card transaction amount.

Cardholder Name

  • Displays the cardholder's name.

Date and Time

  • Displays the entered date and time.

Location

  • Displays the location

Command

  • Displays the command

Invoice

  • Displays the invoice

Custom

  • Displays the custom search criteria

Count

  • Displays the number of items on the current page

Amount

  • Displays the total amount of all transactions

Summary Report

The Summary tab allows Merchants with multiple locations to track summaries of funds issued and redeemed across locations. The Summary report displays summary gift card information by date. The report shows the total dollar amount for all transactions on a specific date or within a date range you select. Use the search fields to search for a different gift card.

Complete the fields as described in the following table to view gift card summary information and generate a report of the totals.

Calendar Icon

  • Click the calendar button and choose a day from the list.

  • Valid values are as follows:

    • Today

    • Yesterday

    • This month

    • Last 7 Days

    • Last 30 Days

    • Last 60 Days

    • Last 90 Days

    • Custom

The default setting is Last 90 days

Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.

Download button

  • Click this button to export the current view or all gift card transactions in CSV (Excel) format.

Print button

  • Click this button to open a dialog box and print a gift card report.

Location

  • Displays the branch location of the business.

Transaction Count

  • Displays the number of transactions.

Total Amount

  • Displays the total gift card amount.

Parent Location

  • Displays the location of the general business, including all branches, if applicable.

Count

  • Displays the number of items on the current page.

Amount

  • Displays the total amount of all transactions.

Liability Report

Liability report shows a list of all cards on the account as well as it’s remaining balance and activation status.

Complete the fields as described in the following table to view gift card balances and generate a report of all liabilities.

Download button

  • Click this button to export the current view or all gift card transactions in CSV (Excel) format.

Print button

  • Click this button to open a dialog box and print a gift card report.

Gift Card Number

  • Displays the gift card number

Remaining Balance

  • Displays the balance remaining on the gift card

First Name

  • Displays the customer's first name.

Last Name

  • Displays the customer's last name. Required field.

Email

  • Displays the customer's email address.

Count

  • Displays the number of items on the current page.

Remaining Balance

  • Displays the total remaining balance on all gift cards.

FraudWatch Report

The FraudWatch report (available to merchants who’ve signed up for the product) enables you to monitor your payment and gift card transactions for possible fraudulent activity.

Tip:

  • Use the search fields at the top of each column to perform another search

Calendar Icon

  • Click the calendar button and choose a day from the list.

  • Valid values are as follows:

    • Today

    • Yesterday

    • This month

    • Last 7 Days

    • Last 30 Days

    • Last 60 Days

    • Last 90 Days

    • Custom

The default setting is Last 90 days

Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.

Filter button

  • Click this button to select one or more filter options from the list.

  • When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

  • Click Reset all to clear all filters or click Done to close the form and save your changes.

Export

  • Click this button to export the current view or all transactions in CSV (Excel) format.

Print

  • Click this button to open a dialog box and print a customer report.

Batches

The Batches tab enables you to easily view and manage your open and closed batch transactions.

Note: This tab is not visible for accounts that do not support batches.

The Batches tab opens in the Closed Batches view with the last 30 days of data displayed by default and provides an overview of your batch transactions by date - including sales, credit, transaction total counts, and amounts. Closed batches show the date the batch closed, and open batches show the date range for all open batches. Interactive graphics give you an at-a-glance view of your batch details to help you spot trends and view sales and credit summary information by card type. The Batches tab also provides batch detail information.

In addition, the Breakdown by Card feature helps you manage your batch information by enabling you to view a breakdown of payment card types for multiple batches. It provides a breakdown of counts and amounts for sales, credit, voids, and totals by payment card type, and gives you the option to download and print a report of breakdown details. See the item description table below for more information about these features.

Tips:

  • You can view either closed or open batches by clicking Closed Batches and Open Batches at the top left side of the page.

  • The calendar feature is disabled for open batches.

Complete the fields as described in the following table to manage your batch transaction information.

Menu button

    • Click Export to export the current view in CSV (Excel) format.

Closed Batches

  • Click this link to view all closed batches for a selected date or date range.

Open Batches

  • Click this link to view all open batches.

Note: If you choose this view, the system disables the calendar function and displays open batches only.

Calendar Button

Click this button and choose a day from the list.

This feature is enabled for closed batches only.

Valid values are as follows:

  • Today

  • Yesterday

  • This Month

  • Last Month

  • Last 7 Days

  • Last 30 Days

  • Last 60 Days

  • Custom

Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.

Batch Number

  • Type a batch number to view all batches within a selected date range.

Batch summary date range

  • Displays the date range you selected.

Breakdown by Card

  • Click this link to open the Breakdown by Card dialog box and view totals by card type.

Sale

  • Displays the total amount and count of sales transactions.

Void

  • Displays the total amount and count of voided transactions.

Credit

  • Displays the total amount and count of credit transactions.

Total

  • Displays the total amount and count of both sales and credit transactions.

Batches Details

This section displays batch detail information.

ID #

  • Displays the Batch ID number

Close Date and Time

  • Displays the date and time the batch closed.

Sale

  • Displays batch sales amount information

Void

  • Displays open batch void information

Credit

  • Displays credit amount information

Batch Total

  • Displays total batch sales and credit amount information for open and closed batches.

View button

  • Click this button to open the Transactions tab and view the transactions in this batch.

    When you click this button in the Closed Batches view, the system opens the Transactions tab in a new browser window and displays batches based on the filters you select.

Print button

  • Click this button to open a dialog and print the batch transaction.

Sale Summary by Card Type

  • Displays sales summary information by product.

    Hover your pointer over the graphic to view detailed sales transaction amount and count summary information.

Credit Summary by Card Type

  • Displays credit summary information by product.

    Hover your pointer over the graphic to view detailed credit transaction amount and count summary information.

View Batch Transactions

  • Click this link to open the Transactions tab and view the transactions in this batch.

    When you click this link in the Closed Batches view, the system opens the Transactions tab in a new browser window and displays batches based on the filters you select.

Total

  • Displays total batch sales and credit amount information for open and closed batches.

View Totals by Card Type

You can view more batch details on the Breakdown by Card page.

Breakdown by Card

  • Displays the date range you selected.

    Note: If you choose the Open Batches view, the system displays open batches only.

Print Button

  • Click this button to open a dialog and print the breakdown by card.

Download Button

  • Click this button to export the breakdown by card type in CSV (Excel) format.

Card Type

  • Identifies the payment card type. Valid card types are as follows:

    • American Express

    • Discover

    • EBT

    • Mastercard

    • Visa

Sale

  • Displays the amount and transaction count for sales transactions for the card type.

Void

  • Displays the amount and transaction count for voided transactions for the card type.

Credit

  • Displays the total amount and transaction count for both sale and credit transactions for the card type.

Total

  • Displays the total amount and transaction count for both sale and credit transactions for the card type.

Close

  • Click this button to close the dialog.

Disputes

Cardknox Go merchants use the Disputes feature to manage active disputes. To display the Disputes tab in the left-hand menu, select the Show ‘Disputes’ Tab in the Cardknox Go Settings section of the Transaction Settings subtab of the Settings tab.

Calendar Icon

  • Click the calendar button and choose a day from the list.

  • Valid values are as follows:

    • Today

    • Yesterday

    • This month

    • Last 7 Days

    • Last 30 Days

    • Last 60 Days

    • Last 90 Days

    • Custom

The default setting is Last 90 days

Note: If you select Custom, the system opens a calendar. Select a date range and click Apply.

Filter button

  • Click this button to select one or more filter options from the list.

  • When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

  • Click Reset all to clear all filters or click Done to close the form and save your changes.

Customers

The Customers tab displays a list of customers and enables you to easily manage your customer information.

Note that the Customers and Recurring Schedules modules are not included in the Cardknox Starter plan. If you are on the Starter plan and you attempt to access either module, you will be prompted to upgrade your account.

You can use this tab to perform the following actions.

  • Add a new customer record

  • Update customer information, payment methods, and recurring schedules

  • Delete customer records

  • View existing customer details

  • View customer transactions

  • Search for a customer

  • Export or print customer information

  • View expired or soon-to-expire payment methods

  • Charge and bulk charge customers

Tips:

  • Use the search fields at the top of each column to type in filter criteria.

  • Click the arrow to the right of any column heading to sort the column.

  • Click the arrow to the left of any row to display customer detail information.

  • Click between column headers to select and resize any column.

Note: Only a partial screen sample is displayed. All fields are documented in the item description table below.

Complete the fields as described in the following table to manage your customer information.

Filter button

  • Click this button to select one or more filter options from the list.

  • When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

  • Click Reset all to clear all filters or click Done to close the form and save your changes.

  • Valid values are as follows:

    • Customer ID

    • Customer Number

    • Company

    • First Name

    • Last Name

    • Street

    • City

    • State

    • Zip

    • Phone Number

    • Email

Bulk Charge

  • Click this button to bulk charge the selected customer(s) the same amount. A number to the right of the + sign indicates how many customers you have selected.

    For more information, see the Bulk Charge Customers section.

Note: This button displays only if you have selected one or more customers.

Delete

  • Click this button to delete the selected customer record(s). Cardknox displays a message asking you to confirm the deletion.

Note: This button displays only if you have selected one or more customers.

New Customer

  • Click this button to open the Add a new customer dialog box and add a new customer.

Download button

  • Click this button to export the current view or all customers in CSV format.

Print button

  • Click this button to open a dialog box and print a customer report.

Settings button

  • Click this button to open a set of options to customize your page view as follows:

    1. In the Available Columns list, select the columns you want to appear on your Customers page by default.

    2. To Search for Available Columns, enter the column name in the search bar.

    3. Select the Save Selection checkbox and click Done to save the columns you selected as the default view.

    4. Alternatively, click Settings; the system opens the Report Settings subtab with the Customer Report displayed.

    5. In the Show in Report section, select the columns you want to appear on your Customers page and click Save; the columns you selected are saved as the default view.

  • The columns in this list are in the same order as the fields in the Customer Report list on the Report Settings subtab of the Settings tab.

  • Note: If you click the Reset filter link, the system clears all selected options in the Available Columns list and reverts to the default column page view.

New Transaction

  • Click this button to open the Add New Transaction dialog box and add a new customer record.

Send Payment Request

  • Click this button to send a payment request.

  • The system opens the Send Payment Request page and prefills the Payment Fields section with previously saved payment information.

Delete Customer

  • Click this button to delete the customer record

View Recurring Schedule Information

  • Hover over the recurring schedule link to view the schedule information

Display Customer Details

You can view customer details by clicking on a customer row. This expands the view and opens the customer details section on the right-hand side of the screen. Cardknox highlights the currently select customer in blue:

Options in this section enable you to update a customer’s account profile information, payment method, and recurring schedule, as well as view other transactions linked to the customer.

Customer Details

Options in this section enable you to update a customer’s account profile information, payment method, and recurring schedule, as well as view other transactions linked to the customer.

Tips:

  • Click another Schedule Name to display the customer details for a different customer’s recurring payment schedule without having to close the expanded view.

Complete the fields as described in the following table to view customer details or take action on the record.

Customer Details Item Descriptions

Customer #

Enter a unique customer reference number.

Note

Free-form text field for additional customer information.

Type a note then press Save to save your changes. To add another note, either type a new note after an existing one or type over the existing note.

Email Address

Enter the customer’s email address.

Billing Information

Contains billing information fields.

First Name

Enter the customer’s first name.

Last Name

Enter the customer’s last name.

Company

Enter the company name.

Address 1

Enter the first line of the customer’s address.

Address 2

Enter the first line of the customer’s address.

City

Enter the customer’s city.

State

Enter the customer’s state.

ZIP

Enter the customer’s postal code.

Phone Number

Enter the customer’s phone number.

Mobile Phone Number

Enter the customer’s mobile phone number.

Shipping Information

Contains shipping information fields.

Mobile Phone Number

Enter the customer’s mobile phone number.

Same as billing

Select this checkbox to use the same address for shipping as billing.

Custom Fields

This section contains user-defined fields.

Custom01 – Custom20

Custom fields let you save miscellaneous customer data, such as comments.

Note: You cannot edit Custom01 and Custom02 fields.

Add Custom Field

Click this link to add a new custom field.

Save

Click this button to save your changes.

Close

Click this button to close the tab.

Bulk Charge Customers

  1. Select multiple customers by checking the box to the left of the customer record. Tip: To select all rows, click the top-level checkbox to the left of the Filter button.

  2. Select the icon to the right of the Filter button. A number to the right of the + sign indicates how many customers you have selected. Cardknox displays a pop-up:

  3. Check the Send me a copy box to have a receipt emailed to your email address.

  4. Click the Transaction Details and Customer Fields sections to expand them and fill in additional information, if necessary.

  5. Before applying the charges, Cardknox displays a message asking you to confirm the transactions. Confirm the transactions to complete them.

Recurring Schedules

The Recurring Schedules tab enables you to easily manage your recurring payment schedules. You can use this tab to perform the following actions.

  • Add a new recurring payment schedule

  • View existing recurring payment schedules

  • Update customer recurring payment schedules

  • Export or print recurring payment schedule information

  • Update customer payment methods

  • Create a custom recurring schedule from a template

  • Create a new recurring schedule using a short form

Tips:

  • Note that the Customers and Recurring Schedules modules are not included in the Cardknox Starter plan. If you are on the Starter plan and you attempt to access either module, you will be prompted to upgrade your account.

  • The Recurring Schedules tab opens with the recurring schedules page with today’s data displayed by default.

  • Click the Templates link at the top of the page to open the custom recurring schedule template page.

  • You can navigate between Recurring Schedules and Templates by clicking the toggle-through titles at the top left side of the page

  • Use the search fields at the top of each column to perform another search.

  • Click the arrow to the right of any column heading to sort the column.

  • Click the arrow to the left of any row to expand the row and display recurring payment schedule detail information.

  • Click between column headers to select and resize any column.

  • Hover your pointer over the information icon next to a column heading to open a tooltip message identifying the type of data displayed in the column.

  • Update ‘start date’ for future schedules. Once a schedule is running, the ‘start date’ can no longer be modified.

Note: Only a partial screen sample is displayed below. All fields are documented in the following item description table.

Complete the fields as described in the following table to manage your recurring schedules information.

Templates

  • Click this link to open the Templates page and create a custom recurring schedule.

Filter

  • Click this button to select one or more filter options from the list.

    When you choose a filter, the system opens a text box displaying information about what filter criteria to enter.

  • Valid values are as follows:

    • Schedule Name

    • Recurring ID

    • Company

    • Start Date

    • Frequency

    • Remaining Charges

    • Amount

    • Customer

    • Description

    • Active

  • Click Reset All to clear all filters or click Done to close the form and save your changes.

New Customer

  • Click this button to open the Add a new customer schedule dialog box and create a new schedule.

Download button

  • Click this button to export the current view or all customers in CSV format.

Print button

  • Click this button to open a dialog box and print a customer report.

Settings button

  • Click this button to open a set of options to customize your page view as follows:

    1. In the Available Columns list, select the columns you want to appear on your Customers page by default.

    2. Select the Save Selection checkbox and click Done to save the columns you selected as the default view.

    3. To Search for Available Columns, enter the column name in the search bar.

    4. Alternatively, click Settings; the system opens the Report Settings subtab with the Customer Report displayed.

    5. In the Show in Report section, select the columns you want to appear on your Customers page and click Save; the columns you selected are saved as the default view.

  • The columns in this list are in the same order as the fields in the Customer Report list on the Report Settings subtab of the Settings tab.

  • Note: If you click the Reset filter link, the system clears all selected options in the Available Columns list and reverts to the default column page view.

Total Charges icon

  • This icon appears in the Total Charges column. If you have changed the amount of a recurring schedule that has already started, click this icon to view the updated total charges for the schedule.

New Transaction

  • Click this button to open the Add New Transaction dialog box and add a new customer record.

Send Payment Request

  • Click this button to send a payment request.

  • The system opens the Send Payment Request page and prefills the Payment Fields section with previously saved payment information.

Delete Schedule

  • Click this button to delete the recurring schedule.

Display Recurring Schedule Details

You can view recurring schedule details by clicking the arrow to the left of the Schedule Name. This expands the view and opens the customer details section on the right-hand side of the screen. Options in this section enable you to update a customer’s account profile information, payment method, recurring schedule, as well as view other transactions linked to the customer.

Tips: Click another Schedule Name to display the customer details for a different customer’s recurring payment schedule without having to close the expanded view.

Item

Description

General

This tab contains general customer information fields.

Customer #

Type the customer’s unique ID number. This field is required if you are linking the schedule to an existing customer.

This field can never be updated.

Email Address

Type the customer’s email address.

Note

Free-form text field for additional customer information.

Billing Information

Contains billing information fields.

First Name

Type the customer’s first name.

Last Name

Type the customer’s last name. Required field.

Company

Type the name of the customer’s company.

Address 1

Type the first line of the customer’s address.

Address 2

Type the second line of the customer’s address.

City

Type the customer’s city.

State

Type the customer’s state.

For Canadian addresses, this field label displays Province.

ZIP

Type the customer’s postal code.

For Canadian addresses, this field label displays Postcode.

Phone Number

Type the customer’s phone number.

Mobile Phone Number

Enter the customer’s mobile phone number.

Shipping Information

Contains shipping information fields.

Same as billing

Select this checkbox to use the same address information for shipping as billing.

Last Name

Type the customer’s last name. Required field.

Company

Type the name of the customer’s company.

Address 1

Type the first line of the customer’s address.

Address 2

Type the second line of the customer’s address.

City

Type the customer’s city.

State

Type the customer’s state.

For Canadian addresses, this field label displays Province.

ZIP

Type the customer’s postal code.

For Canadian addresses, this field label displays Postcode.

Phone Number

Type the customer’s phone number.

Mobile Phone Number

Enter the customer’s mobile phone number.

Custom Fields

Contains custom fields information.

Custom01 – Custom20

Type the name of the custom field.

Delete button

Click this button to remove the custom field. This button appears only if you add a new custom field.

Add Custom Field

Click this link to add a custom field.

Save

Click this button to save your changes.

Close

Click this button to close the tab.

Recurring Schedule

  • Tab containing the recurring schedule fields

Customer ID

  • Displays the customer's ID number

Add Recurring Schedule

  • Click this button to open additional recurring payment schedule fields.

Micro menu button

  • Click this button to open a menu of the following additional actions:

    • Deactivate Schedule – Select this option to deactivate a recurring schedule. If you choose this option, the system deactivates the schedule but does not remove it. Click Activate Schedule to reactivate the schedule. Activation/Deactivations will automatically refresh the page to display the changes. Reactivating a schedule after a missed payment will automatically charge the payment.

    • Save As Template – Select this option to save the recurring schedule as a template.

    • Preview Schedule – Select this option to preview the recurring schedule details:

  • Use the icons in the upper right corner to download the list of payments to a .csv file or print to a PDF file.

  • Note: If more than 20 payment transactions exist, you can view them by clicking the View All Scheduled Payments button in the lower right corner.

    • Remove Schedule – Select this option to permanently delete the recurring schedule.

Schedule Name

  • By default, Cardknox populates this field with a unique schedule ID. You can type in a different schedule name; if you do this Cardknox displays the original schedule ID to the right of the name:

Description

  • Type a description for the recurring payment schedule.

Amount

  • Type the amount of the recurring payment.

  • You cannot update the amount for an existing schedule. If you want a different amount you must create a new recurring schedule.

Frequency

  • Indicate the number of times the payment occurs during a specified time period.

  • Note: You cannot change the frequency for an existing schedule.

  • For example, to set the payment frequency at twice per month:

    • Type the number 2 in the first field

    • Click the arrows in the second field and select Month from the list

Invoice

  • The invoice number associated with this recurring schedule.

Start

  • Click this button and select a recurring payment start date.

  • The start date must be within one year of today’s date.

  • The default value is today’s date.

Calendar Type

  • Click the arrows and select a calendar type.

  • Note: You cannot change the calendar type for an existing schedule.

  • Valid values are as follows:

    • Gregorian

    • Hebrew

  • This field can only be changed before the schedule begins.

    The default value is Gregorian.

Run Recurring at a Specific Day of the Week

  • Click this checkbox to run monthly recurring transactions on the same weekday as the first transaction.

  • Example: if the first recurring payment occurs on the second Tuesday in November, all future transactions after that would also run on the second Tuesday of the month.

Skip Sabbath and Holidays

  • Select this checkbox to skip the Sabbath and holidays.

End

  • Click the arrow and select an option from the list.

  • Valid values are as follows:

    • Never

    • Date

    • Number of Payments

  • This field can only be changed before the schedule is completed.

Send Receipt

  • Select this checkbox to send a receipt to the customer.

Retry Declined Recurring With Default Card Only

  • Select this check box to retry the declined recurring transaction using the default payment card.

Save

  • Click this button to save your changes.

Close

  • Click this button to close the tab.

Item

Description

Customer ID

Displays the customer’s ID number.

Reference Number

Displays the transaction reference number and the status of the transaction.

Amount

Type the amount of the recurring payment.

You cannot update the amount for an existing schedule. If you want a different amount you must create a new recurring schedule.

Date

Displays the date and time the transaction was created.

Account Number*

Type the account number. Required field.

Payment Type

dentifies the payment type.

Valid values are as follows:

  • Check

  • Credit Card

Transaction Type

Identifies the transaction type.

Valid values are as follows:

  • Sale

  • AuthOnly

  • Capture

  • Save

Invoice

Identifies the invoice number.

Transaction Description

Displays a description for the transaction.

View all customer transactions

When you click this link, Cardknox opens a new tab and displays all transactions for this customer.

Save

Click this button to save your changes.

Close

Click this button to close the tab.

Create a New Customer Schedule

You can quickly create a new customer and recurring schedule by clicking the New Customer button at the top right side of the screen. This opens the Add a new customer schedule dialog box.

The Add a new customer schedule pop-up is a short form that contains only the basic fields necessary to create a new recurring customer and recurring schedule. You can access additional fields by clicking Advanced View at the bottom of the screen.

Note: To view all of the fields on the Add a new customer popup, scroll down:

Complete the fields as described in the following table to create a new customer schedule.

Note: The table below lists the fields shown in the Advanced view. If you are viewing the basic Add New Customer pop-up, you won’t see all of these fields.

Item

Description

Amount

Type the amount of the recurring payment.

Frequency

Indicate the number of times the payment occurs during a specified time period.

For example, to set the payment frequency at twice per month:

  • Type the number 2 in the first field

  • Click the arrows in the second field and select Month from the list

Send Receipt

Check this box to email the customer a receipt after the transaction is completed. After you check the box, type the customer’s email in the Email address field

Item

Description

Retry declining recurring with default card only

Check this box to ensure that for declined payments, Cardknox retries the transaction using only the customer’s default credit card.

Note: For more information about recurring retries, see Settings > Recurring > Processing.

Start Date

Click the calendar button and select a recurring payment start date.

End

Select one of the options in the dropdown menu:

  • Never: Use this option to run the recurring payment schedule indefinitely.

  • Date: Use this option to stop recurring payments after a specific date. Select the date on the calendar in the Date field that appears.

  • Number of Payments: Use this option to indicate the number of payments included in this recurring schedule. Type the number in the Number of Payments field that appears.

Skip Sabbath and Holiday

Select this checkbox to skip the Sabbath and holidays.

Run Recurring At A Specific Day Of The Week

Click this checkbox to run monthly recurring transactions on the same weekday as the first transaction.

Example: if the first recurring payment occurs on the second Tuesday in November, all future transactions after that would also run on the second Tuesday of the month.

Until

Click the calendar button to select a recurring payment end date.

Credit Card

Displays credit card fields.

Add Card

Click this button to open additional credit card payment method fields.

Set To Default

Select this checkbox to set this payment method as the default payment method.

Delete button

Click this button to remove the payment method.

Card Number

Type the 16-digit payment card number. Required field.

Exp Date

Type the payment card’s expiration date in MM/YY format. Required field.

First Name

Type the customer’s first name.

Last Name

Type the customer’s last name.

Company

Type the company name.

Check

Displays check fields.

Add Check

Click this button to open additional check payment method fields.

Set To Default

Select this checkbox to set this payment method as the default payment method.

Delete button

Click this button to remove the payment method.

Routing Number

Type the account’s bank routing number.

Account Number

Type the account number.

First Name

Type the customer’s first name.

Last Name

Type the customer’s last name.

Company

Type the company name.

Advanced Fields

Click this link to display additional payment field options.

Customer #

Type the customer reference number.

Email Address

Type the customer’s email address.

Note

Free-form text field for additional customer information.

Billing Information

Contains billing information fields.

First Name

Type the customer’s first name.

Last Name

Type the customer’s last name. Required field.

Company

Type the name of the customer’s company.

Address 1

Type the first line of the customer’s address.

Address 2

Type the first line of the customer’s address.

CIty

Type the customer’s city.

State

Type the customer’s state.

For Canadian addresses, this field label displays Province.

ZIP

Type the customer’s postal code.

For Canadian addresses, this field label displays Postcode.

Phone Number

Type the customer’s phone number.

Shipping Information

Contains shipping information fields.

Same as billing

Select this checkbox to use the same address for shipping as billing.

Custom Fields

Contains custom fields information.

Custom01 – Custom03

Type the name of the custom field.

Add Custom Field

Click this link to add a custom field.

Cancel

Click this button to clear the form and discard your changes.

Save

Click this button to save all changes.

Upload Customers and Recurring Schedules

Recurring Schedules can be created in bulk by uploading a CSV vile containing the schedule information. To upload recurring schedules, navigate to the Customers page and click the Upload Customers and Schedules link.

You'll be navigated to a page with a downloadable template file. Click the Download icon to download the template. The fields must be formatted in the same order as the template in order for the upload to be successful.

There is also a Requirements file that can be accessed, detailing the formatting requirements for the upload file.

Clicking the Requirements link will initiate a pop-up with the file requirements. All requirements can be viewed by scrolling.

The file requirements are as follows:

  • General Info

    • Billing First Name, Billing Last Name, or Company fields are required.

  • Payment Info

    • When adding a payment method, provide Payment Type as “CC” or “Check.”

    • If uploading credit card information, ensure the expiration date is in XXXX format.

    • If uploading a check, please provide a 9-digit routing number and an account number ranging from 4 to 17 digits.

    • If uploading ACH information, select payment type of "CC" or "Check" and include the token in the "Token" field.

  • Schedule Info

    • When uploading a schedule, you must include a payment method.

    • When uploading a schedule, ensure dates are in MM/DD/YYYY format. You can use “day,” “week,” “month,” or “year” in the Every field.

    • For multiple schedules, the first payment method added becomes the default. Use a CSV file format for your upload.

Once your file is formatted and ready to upload, click the Click to upload button under the Upload File section at the bottom of the page. Upon uploading, your data will be displayed in the portal. You can edit the data by clicking into the text boxes.

Fields that were not uploaded successfully due to improper formatting or invalid data types will trigger an error. The number of errors will be displayed, and fields will be highlighted.. If an error occurs, all of the failed rows can be downloaded as a separate file to be edited. Once ready to upload again, click the Upload Data button at the top-right of the screen.

Create a Recurring Schedule Template

You can create a custom recurring schedule template using the Templates feature. When you click the Templates link at the top of the Recurring Schedules page, the system opens the Templates page. You use this page to open a dialog box and set up a new recurring schedule for an account based on the criteria you choose. Once you create the new schedule, it is saved to the Templates page where you can take further action, such as to apply the template, edit the fields, or delete the template. See New Schedule Template Dialog Box for recurring schedule setup information.

Item

Description

Recurring Schedules

Click this link to open the Recurring Schedules page.

New schedule template

Click this button to open the New schedule template dialog box.

Download button

Click this button to export the current view or all schedules in CSV format.

Print button

Click this button to open a dialog box and print a schedule.

Settings button

Click this button to open a set of options to customize your page view as follows:

  1. In the Available Columns list, select the columns you want to appear on your custom template by default.

  2. Select the Save Selection checkbox and click Done to save the columns you selected as the default view.

Note: If you click the Reset filter link, the system clears all selected options in the Available Columns list and reverts to the default column page view.

Ellipsis button

Click this button to open a menu and take action on the recurring schedule.

Note that any changes you make in the template do not affect any existing recurring schedules that currently use this same template.

Complete the fields as described in the following table to create a new recurring schedule.

Item

Description

Schedule Name*

Type a name for the custom recurring schedule. Required field.

Amount

Type a dollar amount for the recurring payment.

Frequency

Indicate the number of times the payment occurs during a specified time period.

For example, to set the payment frequency at twice per month:

  • Type the number 2 in the first field

  • Click the arrows in the second field and select Month from the list

Number of Payments

Type the number of payments for the recurring payment schedule.

Skip Sabbath And Holidays

Select this checkbox to skip the Sabbath and holidays.

Cancel

Click this button to clear the form and discard your changes.

Save

Click this button to save your changes.

Send Payment Request

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The Send Payment Request tab enables you to send a payment request link to your customers so they can access a payment site and submit their payment. You can pre-fill the form with customer billing and transaction information which allows your customers to enter their payment method and submit the payment quickly and conveniently without having to enter additional information. In addition, you can save time by easily modifying previously entered information and updating the payment site link without having to re-enter all information again.