Frequently Asked Questions: Virtual Terminal Plus
April 17th, 2019

How do I process a new transaction?

From the homepage of Virtual Terminal Plus, click “Process Transaction” located in the dark-colored toolbar on the left-hand side. Select “Credit Card” from the dropdown menu. Under transaction type, you will see four options:

  • Credit Card Authorization: Reserves funds for a transaction to be completed at a later date.
  • Credit Card Sale: Processes a transaction to be completed immediately.
  • Credit Card Force: Used to complete a transaction with a prior authorization.
  • Credit Card Credit: Allows the merchant to issue a credit to a customer without need for an existing transaction.

After selecting the type of transaction, enter the payment information requested, including the transaction amount, card number, expiration date, and security code. This is all that is needed to complete a transaction, however, Virtual Terminal Plus offers additional fields if you wish to give more detail to the transaction. For example, you can enter a shipping address (if it differs from the billing address) or name specific items included in the purchase.

After you’ve entered the necessary information, click submit. This will complete the transaction and produce a receipt based on the information provided. These can be viewed in the “Reporting” tab on the left-hand side of the screen.

NOTE: Virtual Terminal Plus also allows you to enter information for Level 2 and Level 3 transactions. These are reserved for business-to-business sales, and require additional information. If you are able to provide this information, qualifying transactions will incur lower interchange rates.

Where can I find previous transactions?

All transactions are saved in the “Reporting” tab. From this page, you can select a date range and sort transactions by various criteria. If you wish to export sales data from Virtual Terminal Plus, you can do so from this page.

How do I update a previous transaction?

Transactions that have not yet been batched can be edited. This is especially helpful in cases where an incorrect amount has been charged or a customer wishes to make a change to their purchase. To make changes, click “Update Transaction” in the dark colored toolbar on the left-hand side of the page.

From this page, you can search for the transaction with a Transaction ID or by sorting transactions using whatever criteria you wish. Once you’ve located the transaction, the terminal will give you several options:

  • Receipt: Allows you to print or email a second copy of the receipt for a customer.
  • Rebill: Allows you to charge the existing card for either the same or a different amount.
  • Capture: Allows you to assign the transaction for settlement at a later date.
  • Return: Allows you to refund a full or partial amount of the transaction.
  • Reverse: Allows you to release cardholder funds from a pending authorization.
  • Void: Allows you to remove a transaction before it has settled.

How do I send invoices on Virtual Terminal Plus?

From any page on Virtual Terminal Plus, select “Invoice Management” on the toolbar. The dropdown will give you the option to create a new invoice or manage existing invoices. Click “Create New Invoice” and enter the information required. You will only need your customer’s email address to send them an invoice.

If you wish to make a change to an existing invoice, select “Manage Invoices” from the “Invoice Management” dropdown. Here, you can search for a specific invoice using an invoice number or filter invoices by date. After locating the invoice you wish to change, use the blue “View” button to see the invoice details. Edits can be made from this page.

Invoices can be cancelled using the blue “Cancel Invoice” button. Customers will be notified of the invoice’s cancellation.

How do I set up a recurring payment?

To begin, select “Recurring Payments” from the left-hand side panel. From the dropdown, select “Manage Payments” to set up a new recurring payment. On this page, you can use the blue “Add New” button to create a new customer profile. After providing the customer’s name, click “Save.” This will add the individual to your customer list.

To set up a recurring payment for the customer, click the customer name in the customer list. Your first step is to add payment information. This can be done by clicking “Add New” under “Credit Card Payment Methods.” Here you will be asked to provide the card number, expiration date, and billing address for the customer. Click “Save” to add the card to the customer profile.

Once the payment method has been added, you will be able to set up a recurring payment. To do so, click “Add New” under “Recurring Payments.” Here, you will be asked to select the start date, recurring amount, payment frequency, and the number of payments to be made. Before the information can be saved, Virtual Terminal Plus requires that you to gain authorization from the customer. Authorization forms are provided, which you can print or email to the customer.

Once the authorization forms have been completed, click “Save” and the payment will be added to your queue. The first payment will be made on the start date indicated.

How do I edit existing recurring payments?

If you need to make changes to an existing recurring payment, click “Manage Payments” in the “Recurring Payments” dropdown menu. Locate the desired account from the “Customers” list and click to open payment details. Navigate to the “Recurring Payments” section of the page to find existing payment plans. Select the payment you wish to make changes to, and click “Edit Selected” to make changes. Here, you can change the frequency, or number of payments.

If an amount, payment method, or payment date needs to be changed, the existing payment should be deleted completely using the “Delete Selected” button and recreated as a new recurring payment.

Can I add transactions I’ve completed elsewhere to Virtual Terminal Plus?

If you have used another Virtual Terminal or stored transactions in a spreadsheet previously, you can upload them in Virtual Terminal Plus for reporting purposes. To do so, select “Upload Transactions” from the left-side panel. Here, you can upload .XLS or .CSV files. To optimize the upload, we recommend using the Excel template provided. Once the upload is complete, transactions from the file will be searchable in reports, but cannot be edited or changed.

More detailed instructions can be found in the Virtual Terminal Plus Users Guide. If you run into issues or have further questions about how to best utilize Virtual Terminal Plus, please reach out to (available Monday through Friday from 9 AM to 5 PM CST). After-hours support is also available at 1-800-808-6394.