Batch Manager

The Batch Manager is considered the most important section of the merchant console. This is where all your successful debit card and credit card transactions are stored. If a transaction has been declined or received an error, it will NOT be placed into a batch and therefore will not be in the Batch Manager.

To access the Batch Manager, click on ‘Batches’ on the side menu bar then select ‘Batch Manager’ from the drop down menu.

Batch Manager

Your current open batch is displayed when you first enter the Batch Manager page. The open batch contains all transactions that have not yet closed or settled.

Batch Manager

Batch Summary

The top section of the Batch Manager shows a detailed and graphical breakdown of your current batch. The specific breakdowns are:

  • A detailed list of the Batch Total based on your Total Sales, Total Voided, and Total Credits (or refunds).
  • A vertical bar graph based on the total amount of your Total Sales, Total Voided, and Total Credits (or refunds).
  • A pie chart showing a breakdown of your total Sales By Source.
  • A pie chart showing a breakdown of your total Sales by Card.

Batch Manager

The bottom section of the Batch Manager shows the transaction details for the current batch such as the Date, Cardholder’s Name, Card Type, Card Number, Address Verification System or AVS, Card Verification Value or CVV2, the Amount of the transaction, and the Authorization Code.

Batch Manager

Remove Summary

If you prefer not to have this section on your Batch Manager Page, click on the ON/OFF switch on the top right side of the graph section.

Batch Manager

When the graphs are turned off, you will only see the transaction list. Once changed, this will be the default for whenever you login to the merchant console. This setting is set at the user level, so each user can set their own default.

Batch Manager

View Detailed Batch Summary

Click the 'Batch Summary' button located on the top right hand side of the page. A pop up window will appear showing the following information:

By Source

This shows you the total funds, transaction count, and total credit. 
Note: A Source Key is a 16 alphanumeric digit that allows merchants to integrate with shopping carts, 3rd party softwares, and the ability to build a payment form. It identifies the source of where and how the transaction was processed. Please Note: A Source Key is a 16 alphanumeric digit that allows merchants to integrate with shopping carts, 3rd party softwares, and the ability to build a payment form. It identifies the source of where and how the transaction was processed.

Batch Manager

By Users

This shows all the transaction count, total credit, and total funds by users in your account.

Batch Manager

By Card Type

This shows the source by credit card type, the total amount of transaction from each credit card, the count, and total credit.

Batch Manager

Click 'Close' to exit the Batch Summary.

Customize View

Rearrange Your Table

By default, your batch is arranged with the most recent transaction at the top and the oldest (or first) transaction of the batch at the bottom. The table can be rearranged based on the Card Holder’s first name, Card Type, Card Number, Amount, or the Authorization Code. For example, click ‘Card Holder’ on the top bar of the table to rearrange the table by the Card Holder's name.

Batch Manager

Customize Your Table

You can customize your table by adding or removing specific fields. Click 'Options' on the top right hand side of your Batch Manager page then click ‘Customize Table’.

Batch Manager

The ‘Table Options’ pop up window will appear showing your current fields and available fields. To add more columns into your current batch table, drag and drop a field button into the ‘Current Fields’ section. To remove a specific column, drag and drop the desired field button from the 'Current Fields’ section to the 'Available Fields’ section.

Batch Manager

Once you have finished adding or removing specific fields, click 'OK.' If you want to reset your table to default, click 'Reset Default.'

Search For A Transaction

To search for a specific transaction, click the search icon located at the top right hand side of the Batch Manager page. A transaction can be searched by typing in the last four digits of the Card Number, Cardholder’s Name, Transaction Amount, Authorization Code, or Transaction ID.

Batch Manager

The image below shows an example of searching for a transaction by the card holder’s name. Enter the name of the card holder in the search field. All transactions that match the criteria entered will appear on the page.

Batch Manager

View Transaction Details

To view a transaction’s details in your current batch, click on the desired transaction.

Batch Manager

Once you click the transaction, you will be taken to a new page with that transaction’s complete details. Please Note: You will only be able to view approved debit or credit card transactions in the Batch Manager.

From this page, you can view the following information (see below):

  • Main Transaction Details
    • Cardholder Name
    • Transaction Date
    • Transaction Time
    • Transaction Amount
    • Tip Amount (if applicable)
    • Customer Number
    • Transaction Reference Number
    • Invoice Number
    • The card information:
    • AVS(Address Verification) Result
    • CVV Result
    • Billing Address
    • Shipping address

Batch Manager

There are also the following drop down menus which will reveal more transaction details if you click on them:

  • Transaction Results
    • Transaction ID
    • Type of Transaction
    • Status of the Transaction
    • Batch Number
    • Authorization or Auth Code
    • AVS Result
    • CVV2 Result
    • Card Level Result

Batch Manager

  • Transaction Source
    • User
    • Source
    • Server IP
    • Client IP

Batch Manager

  • The Line Items
    • SKU
    • Line Items
    • Count
    • Quantity
    • Subtotal
    • Taxable

Batch Manager

From this page, you also have a few options for action:

  • Print Receipt
  • Email Receipt
  • Import to Billing DB (Database) - This adds the customer’s billing information to your recurring billing database.
  • Queue Transaction - This moves the transaction to your Queued Transactions allowing you to change the amount of the transaction. A transaction can only be moved to your Queued Transactions BEFORE the transaction has settled.
  • Void Transaction - A transaction can only be voided BEFORE it has settled.
  • Block Card - This blocks the customer’s debit or credit card.
  • Quick Sale - This is a link to perform a sale transaction with the same credit card information.
  • Quick Refund (credit) - This is a link to return funds to the customer with the same credit card information.
  • View Related Card Activity - This shows all the processed transactions associated with the card, including errors, voids, and declines.

Void Transaction

Voids can be processed from the Transaction Detail page or from the Batch Manager home page.

Please Note: A transaction can only be voided if the transaction is still in your current open batch. If a transaction is closed or settled, you can only issue a refund.

Void From Transaction Details

Click on ‘Void Transaction’ in the Options section, on the right hand side of the Transaction Detail page.

Batch Manager

A pop up window will appear to confirm the void. To release the funds back to the customer’s bank account immediately, check the ‘Release funds immediately’ box then click 'Confirm.'

Batch Manager

Void Transaction From Batch Manager

Right click on the transaction, then click ‘Void’.

Batch Manager

A pop up window will appear to confirm the void. To release the funds back to the customer’s bank account immediately, check the ‘Release funds immediately’ box then click 'Confirm.'

Batch Manager

Quick Refund

Much like issuing a void, you can issue a Quick Refund from a Transaction Detail page or from the Batch Manager home page. Please Note: A refund can only be issued when a transaction from a batch is settled.

From Transaction Details

Click on ‘Quick Refund (credit)’ in the Sale Actions section, on the right hand side of the Transaction Detail page.

Batch Manager

A pop up window will appear. Fill out the desired fields (Amount, Tax, Invoice, Order ID, PO#, Customer ID, or Description) to process the refund.

The ‘Amount’ field is the only field required, all the other fields are optional. Once all desired fields have been entered, click 'Refund'. Please Note: There is no prompt to confirm the refund transaction. Be sure to double check information is correct before processing.

Batch Manager

A confirmation message will appear with one of three responses: ‘Transaction Approved’, ‘Transaction Declined’, or ‘Error’.

From Batch Manager

Right click on the transaction, then click ‘Quick Refund’.

Batch Manager

A pop up window will appear. Fill out the desired fields (Amount, Tax, Invoice, Order ID, PO#, Customer ID, or Description) to process the refund.

The ‘Amount’ field is the only field required, all the other fields are optional. Once all desired fields have been entered, click 'Refund'. Please Note: There is no prompt to confirm the refund transaction. Be sure to double check information is correct before processing.

Batch Manager

A confirmation message will appear with one of three responses: ‘Transaction Approved’, ‘Transaction Declined’, or ‘Error’.

Quick Sale

The Batch Manager allows you to process a quick sale through a transaction’s detail page or the Batch Manager homepage.

From Transaction Details

Click on ‘Quick Sale’ on the Sale Actions section on the right side of the Transaction Detail page.

Batch Manager

A pop up window will appear. Fill out the desired fields (Amount, Tax, Invoice, Order ID, PO#, Customer ID, or Description) to process the Quick Sale.

The ‘Amount’ field is the only field required, all the other fields are optional. Once all desired fields have been entered, click 'Sale'. Please Note: There is no prompt to confirm the refund transaction. Be sure to double check information is correct before processing.

Batch Manager

A confirmation message will appear with one of three responses: ‘Transaction Approved’, ‘Transaction Declined’, or ‘Error’.

From Batch Manager

Right click on the transaction, then click ‘Quick Sale’.

Batch Manager

A pop up window will appear. Fill out the desired fields (Amount, Tax, Invoice, Order ID, PO#, Customer ID, or Description) to process the Quick Sale.

The ‘Amount’ field is the only field required, all the other fields are optional. Once all desired fields have been entered, click 'Sale'. Please Note: There is no prompt to confirm the refund transaction. Be sure to double check information is correct before processing.

Batch Manager

A confirmation message will appear with one of three responses: ‘Transaction Approved’, ‘Transaction Declined’, or ‘Error’.

Close Batch

The current (open) batch MUST be closed to receive processed funds. To close your current (open) batch, click 'Close Batch' located on the top right hand side of your Batch Manager page.

Batch Manager

Once you close the batch, a pop up window will appear to confirm if your batch was successfully closed or if it failed to close due to an error. Please Note: You may choose to set your account to automatically close open batches on a daily basis. This can be done in Settings.

Batch Manager

Batch History

All closed batches can be viewed in your Batch History. To view your previous closed batches, follow these steps:

Step 1

Click 'Batch History' located at the top hand right side of your Batch Manager homepage. See image below:

Batch Manager

Step 2

To view a closed batch for specific dates, click ‘Closed Batches’ from the drop down then select the date(s) on the calendar. Once you have selected the dates, click 'Done'.

Batch Manager

Step 3

A pop up window will appear with all the closed batches for that date. The pop up window provides detailed information about the batch, including the BatchRefNum, Seq, Date Opened, Date Closed, Errors, Transaction Count, and the Total Amount.

Batch Manager

Step 4

To view more details about each batch, click on the search icon.

Batch Manager

You will then be taken to the batch summary page. This page displays the Card Holder’s Name, Card Type, Card Number, AVS, CVV2, Amount, and Auth Code by default. You can view more fields by customize the Batch Manager table. To customize this table, Customize View section of this page.

Batch Manager

Export Batch

The Batch Manager allows you to export your current batch or previous batches. To export your current batch, click 'Options' then select ‘Export’ from the drop down menu.

Batch Manager

Select the desired file type (CSV, Tab Delimited or a JSON file) in the pop-up window, then click 'Export'.

Batch Manager

The file should automatically download in your browser.

The Batch Manager allows you to print your current batch or previous batches. To print your current batch, click 'Options' then select ‘Print’ from the drop down menu.

Batch Manager

A PDF print window will pop up on your web browser, click ‘Print’ to print your PDF copy.

Batch Manager

Email Batch

The Batch Manager allows you to email your current batch or previous batches. To email your current batch, click 'Options' then select ‘Email’ from the drop down menu.

Batch Manager

The ‘Email Report’ pop up will appear. Fill in the fields: ‘Your Email’, ‘Email To’, ‘Subject’, and ‘Message’.

Check the Attach box, to attach the PDF report file in the email, then click 'Send Email'.

Batch Manager

Please Note: The exported, printed, and emailed files will only contain information displayed on the Batch Manager page. To add more fields into your files, see the Customize View section of this page.

 

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