Account Management System Guide
This guide provides an introduction to how to use the Account Management System (AMS) to manage your account. This guide is intended to provide help in a range of topics including:
business and Merchant Account management
financial management
transaction management
gateway integration
This guide is therefore aimed at a range of different ‘users’ of the Account Management System.
What is the Account Management System?
The Account Management System is an online, menu-driven management and reporting tool you can use to manage your Cashflows Payment Service. The online system helps users to carry out a range of tasks, including:
business and Merchant Account management
make and receive bank payments
financial reporting & reconciliation
real time transaction reporting
refund and void transactions
dispute and chargeback management
gateway integration.
Accessing the Account Management System
To access the Account Management System, you will need an Internet connection, a browser and an Account with Cashflows. Access to the Account Management System is via the email address and password supplied to you by Cashflows upon completing the application.
Login via the Account Login page at the following URL: https://secure.cashflows.com/admin/login
Enter your user email address and password and select the Login button.
Note
After three failed login attempts before your account will be locked. To unlock your account, please follow the resetting your password process below.
Account Management System Home Page
Once you have successfully logged into the Account Management System you will be presented with one of two pages. A Select Profile page, if you have multiple profiles, allowing you to choose a default profile. Or if you have only one profile or have already defaulted a profile you will be presented with the Profile Details page showing you the details of your profile and its associated currency merchant accounts.
Managing your Password
Resetting your Password
If you have forgotten your password, you can reset your password by selecting Reset password on the Account Login page. The Reset Password page is then displayed, enabling you to reset your password by entering your user email address and selecting the Reset button.
An email will then be sent to the email address associated to your user which contains a reset password link. By selecting the link, you will be presented with the Change Password page enabling you to enter and confirm a new password.
You will then need to retype your new password into the Confirm new password field, before pressing Continue. Once you have successfully entered your new password the Password Change Confirmation page will be displayed confirming that your new password is now active.
Note
Passwords automatically expire after 90 days. Passwords must contain both letters & numbers, are at least seven characters long and not been previously used in the last 12 months. Your password must also not be the same as your memorable word that you use to call our Customer Services Team.
Changing your Password
To change your password, select Password Change from the header navigation The Password change page is then displayed enabling you to change your password.
Simply type in your Old password and the New password in to the input fields provided. You will then need to retype your new password into the Confirm new password, before pressing the Continue button.
Note
Your new password must be at least seven characters long, contain both letters & numbers, and not been previously used in the last 12 months.
Once you have successfully entered your new password the Password Change Confirmation page will be displayed confirming that your new password is now active.
User Management
The Account Management System enables your business to provide unique login credentials for each user requiring specific access. For example, having multiple users with different access permissions you can allow your store developers access to the gateway integration configuration, accountants access to your financial reporting and even your call centre staff exclusive access to the Virtual Terminal. To add new users with specific permission to your account, please contact: support@cashflows.com stating the user’s full name, email address and the permissions required. For Further details regarding our user permissions please see the Appendix.
Merchant account
You can view your Merchant Account balances and settlement batches, using the Merchant Accounts section of the Account Management system. The Merchant Accounts Overview page displays each of your currency Merchant Accounts enabling you to view your account statements, settlement batches, remittance payments and current pricing plan.
Life Cycle of a Card Payment
A shopper makes a transaction on your website; this transaction is authorised and can be viewed in the Gateway Transaction management system*.
- At the end of the day all authorised transactions are batched and sent to the card schemes to be cleared.
The funds are then settled to your Merchant Account, net of any fees or security.
After a fixed number of days (usually 3-7 calendar days) this batch matures and the funds of the batch are transferred for remittance or instantly remitted to your Cashflows Business Account. Any reserve will be deducted from the batch prior it being remitted.
To help you view each stage of a card payment the Account Management System has been designed to show statement views providing both an overview and a searchable detailed report of all transfers associated with the payment within your Merchant Account.
To help reconcile your Merchant Account so you know actually when and how much you will be remitted, we have also provided a Settlement Batch Report showing the funds that were sent daily for clearing with the card schemes.
Merchant Account Statement
To view your settled transactions for a specific Merchant Account, select the Account Statement inline navigation for the account. The Merchant Account Statement page displays an overview of your account balance, balances of any Security and Reserve held and a report of all the transfers made to and from the account.
To view the transaction’s transfer details in more detail, select the reference number in the initial column, you will then be presented the Transaction Transfer Details page.
Search and Export facility
To filter your view of your Merchant Account, Security or Reserve statements, you can search by:
Ref - Search only for transfers with a specific Reference ID
Cart ID - Search only for transactions with a specific Cart ID (business reference)
Start and End Date - Search only for transfers with a specific date range using the calendar function
Description - Search only for transfers with a specific transfer description
Type – Search by a specific type of transfer relevant to the section you are on.
To receive a detailed breakdown of the interchange and scheme costs that have applied to your settled transactions, select the Export Cost Statement button to download your cost statement as a CSV file. For further details on the cost statement, please see the Appendix.
Statements
Security Statement
Security is a fixed amount to cover your business risk, we also take a security for any transaction that is flagged as High Risk or Copy Request (disputed transaction) to cover any chargeback and fraud risk. If a transaction is flagged as High Risk the full sales amount is added to your security, allowing 60 days for any dispute to be handled. After 60 days and no chargeback or refund has occurred the full sales amount is returned into your Merchant Account to be remitted to your Cashflows Business Account.
To view your security, select the Security Statement from the Merchant Account’s Top Menu. The security statement page is broken down into each of your settlement currencies enabling you to easily view each of the transfers from your Merchant Account into security. The statement also displays when a transaction is deemed secure and is transferred back to your Merchant Account.
To view the transfer details in more detail, select the reference number in the initial column, you will then be presented the Transaction Transfer Details page.
Reserve Statement
A reserve is a rolling amount that we hold to cover any future chargeback and fraud risk. A reserve amount is taken from the batch balance before the Merchant Account batch funds are remitted to you. We usually hold the reserve for 6 months on each remittance batch, subject to terms and conditions. Please refer to your pricing plan for further details of your reserve terms.
To view your reserve, select the Reserve Statement from the Merchant Account’s Top Menu. The reserve statement page displays all the transfers from your merchant account and details when a reserve has matured and the funds returned back to your merchant account for remittance.
To view the transfer details in more detail, select the reference number in the initial column, you will then be presented the Transaction Transfer Details page.
Remittance Statement
To view the funds that are due for remittance by selecting the Remittance Statement from the Merchant Account’s Top Menu. You will also need to create a payment schedule for funds to be paid out to your external beneficiary bank account.
The remittance statement page displays all the transfers from your merchant account and out to your external bank account. The remittance statement enables you to search your transfers by date, amount, description and type.
To view the transfer details in more detail, select the reference number in the initial column, you will then be presented the Transaction Transfer Details page.
Payment Scheduler
To set up when and where your remittance funds will be paid to, select Payment Scheduler from the Remittance Statement dropdown in the Merchant Account’s Top Menu.
The first time you visit the Payment Scheduler page you will be requested a set a Payment Password. Enter your password and press the Save Payment Password button, you will then receive an email requiring you to verify the password creation.
To set up a payment schedule for each of currencies either enter a Minimum Remittance balance, and when your remittance funds reach this amount we will automatically remit the full balance or alternatively specify the day(s) of the week that you wish for your full available balance to be paid into your external Business Bank Account minus any fees. You will also need to enter the beneficiary and beneficiary bank details into the schedule.
Note
Due to the way the international payments are sanction checked, the details you provide must only contain Latin English characters, for example é (e-acute) must become simply e.
Select the Create Schedule button and you will be presented with a confirmation page, which requires you to confirm your schedule details by entering your login password, a selection of characters from your Payments Password and a Beneficiary Passcode, which will have been emailed to the email address associated to your user.
Select the Confirm button to create the payment schedule; you will then be presented with the schedule result page.
Settlement Batch Report
Just after midnight, a daily batch of all the transactions that have been authorised is sent to the card schemes for the funds to be cleared and then settled to your Merchant Account. At this point all fees and security are debited from the batch and are reported as separate transfers allowing you to reconcile your costs.
Your remittance period, normally 7 days in arrears will determine how many open batches you can view. If you refund a transaction within your arrears days, the transaction will debit from the original batch that was sent for settlement.
After 7 days, your first batch will mature and your funds will be made available and are viewable in your remittance statement or in your Cashflows Business Account, minus any reserve. The batch is then closed and no further transfers can take place within the batch.
If you refund a transaction after your arrears days or receive a chargeback, the next available open batch will be debited with these transfers. When a reserve or security matures, you will also be credited in the next available open batch.
To view all Open and Closed batches, select the Settlement Batch Report from the Merchant Account’s Top Menu.
To view a breakdown of all the payments that make up the batch and their transfer details, select the Batch Reference Number from the batch report.
The Batch Detail Statement page provides a detailed report and overview details of the batch including the balance of the batch, when it was created and when it will mature.
To view a specific transfer in more detail, select the reference number in the initial column, you will then be presented the Transactional Transfer Details page. You can also download the batch statement in either CSV or PDF format to help you reconcile.
Your Pricing Plan
To view the pricing applied your merchant account, select Pricing Plan from the Merchant Account’s Top Menu. The pricing plan has been designed to show you the Merchant Service Charges breakdown and the transactional fees as clearly as possible.
What is Interchange Plus Plus pricing?
Interchange Plus Plus pricing works by adding a constant, flat margin on top of Interchange and Scheme Fees. This enables us to price your Merchant Account fairly, because the margin we charge you remains consistent when you process different types of cards and transactions.
Understanding your cost breakdown
To fully understand the cost of a sales transaction you will need to know how the Merchant Service Charge in broken down into its cost components:
Interchange: Fee that the customer’s issuing bank charges Cashflows as the acquirer
Scheme Fee: Fee charged to Cashflows as the acquirer for using the card schemes network
Processing Cost: A fixed percentage and/or pence per transaction paid to Cashflows for the processing of the transaction, covering auxiliary scheme costs, providing customer service, risk management, integration assistance etc.
Note
Fixed fees are charged in Pounds Sterling with a daily FX rate applied to non GBP Merchant Accounts. In addition, the monthly fee is deducted from your Merchant Account’s remittance a month after you are activated and will be deducted every month on that day.
For further help and advice about our Interchange Plus Plus pricing, please visit: http://support.cashflows.com/interchange-explained.php
Blended Pricing
If you wish to have your Merchant Service Charged blended by card type and class, you can opt out of receiving Interchange Plus Plus pricing by contacting us at: blendedoptin@cashflows.com
Real time gateway transaction management
To help you manage your business orders our online Account Management System enables you to search, review, refund and report on your gateway transactions in real-time.
Transaction Search
To view your transactions, select Transaction search from the Gateway Transactions menu. This enables you to run a search on all the transactions that have been processed on each Profile. The search can be run between two selected dates and can be downloaded as an Excel, CVS, or TSV file.
Note
The Transaction Search page only displays the first 150 rows; to view all the results of your transaction search please select the download option.
If you have multiple Profiles then each will be listed in the Profile dropdown, allowing you to quickly search for a transaction across all your profiles.
Filtering your search results
If you have a large number of transactions, you can further filter your results using the Search for or Type fields.
The Search for filter enables you to enter a specific value and search for that value in following transactions fields:
Transaction ID – Search only for transactions with a specific Transaction ID
Email Address – Search only for transactions with a specific consumer email address
Cart ID – Search only for transactions with a specific Cart ID (business reference)
Card Number – Search only for transactions on a specific card
The transaction Type dropdown enables you to filter your results by the specific type of the transaction:
Any – Search for all transaction types
Sale – Search only for Sales
Void – Search only for Voids
Refund – Search only for Refunds
Refund Reversal – Search only for refund Reversals
Verify – Search only for verify Transactions
Disputed – Search only for Disputed Sales
Copy Request – Search only for Copy Requests (Dispute Request for Information by the issuer)
Fraud Report – Search only for sales on which a fraud report has been received
High risk warning – Search only for sales that have been issued with a High Risk warning
Chargeback – Search only for Chargebacks
Refund Chargeback – Search only for Chargebacks of a refund
Chargeback Reversal – Search only for Chargebacks that have been reversed by the issuer
Representments – Search only for a successful a Representment of a Chargeback
2nd Chargeback – Search only for chargebacks that have been charged back twice from the issuer
Select the required search filters and select the Generate Report button for the search results to be displayed on screen.
Once you have found the transaction you require, select the transaction’s reference number to view all the transaction details. From this page you can also perform additional functions such as a refund or void.
Voiding a Sale
For transactions where the funds have not yet been requested from the card issuer it is possible to void the transaction. For Sale transactions this has to be done on the same day and is an alternative to refunding the transaction. Indeed, if a refund is attempted on a Sale prior to the funds of a transaction being requested from the bank, then we will automatically process it as a Void instead.
To void a transaction, you will need to select the Void button on the Transaction information pop up.
The Void button will only be shown on sale transactions that have not yet had funds requested from the card issuing. Voiding a transaction will prevent funds from being requested from the card issuing, for that transaction.
Refunding a Transaction
To process a refund, select the transaction’s reference number. The transaction details will be displayed in a pop up overlaying your search results.
To make a full refund, select the Refund button. An alert box will be displayed enabling you to confirm or cancel the refund request.
You can process a “partial refund” for a transaction by entering a smaller amount than the full sale amount.
Note
You cannot refund more than the original sale amount. The option to refund a transaction will only appear for transactions where there are funds have moved in to your merchant account.
You will be unable to complete a partial refund on the same day that the transaction was processed.
Transaction holds
Placing a transaction on hold
Prior to the funds of a transaction being requested from the card issuer it is possible to place the settlement of a transaction on Hold for up to 7 days. To place a transaction on Hold you will need to select the Hold button on the Transaction information pop up.
Note
The option to place a transaction on hold is only available before the transaction has been settled to your merchant account.
The Hold button will only be shown on sale transactions that have not yet had funds requested from the card issuer.
Warning
If the transaction is not released within the 7 consecutive days it will expire and will no longer be cleared for settlement.
Upon request, we can enable your profile to place all transaction on Hold, automatically enabling you to manually set specific sales transactions to be cleared for settlement.
Releasing an “On Hold” transaction To release a transaction that is currently on hold simply select the Release button on the Transaction information pop up for that transaction.
The Release button is only displayed for transactions that have been placed on hold. Releasing a held transaction will request of funds from the card issuer.
Batch releasing on hold transactions
To release a set of transactions that are currently on hold you can either release each of the transactions individually as described early in this document, or using the batch release facility you can release multiple transactions by uploading a batch file.
To view the on hold batch release facility, select On hold Release from the Gateway Transactions Menu. The on hold release page then shows all of your recent on hold batch release uploads and provides you with the facility to upload a batch file of transaction that you wish to release.
To upload an on hold batch file use the Browser button to find your locally stored batch release file, then select the Upload button to upload the file.
The on hold batch release file can be uploaded in a CSV or TXT file format and should contain all of the transaction reference number that you wish to release, for example: 01S001B42D0, 01S001B42CE, 1S001B42CD, 1S001B42CC.
After uploading your batch release file, the system will take around 5-10 minutes depending of the size of the file to complete the release of the transactions. You must then download a report on the batch release responses to confirm successful processing.
Merchant Transaction & Dispute Emails
To help you manage your transactions you can receive email notification for an authorised sale and/or when a transaction has been disputed.
The example below shows the details of the plain text ‘Sale Notification’ email including the results of the address verification and 3D Secure authentication:
Subject: Sale Notification of an authorised Sale
A Sale has been authorised for your Cashflows profile - 'Test@:
Transaction Id: 01S00000237
CartId: myId-TSTCartId
Description: Testing Notifications
Shopper’s Name: John Smith
Shopper’s Email address: xxxxxxxxxx@cashflows.com
AVS results: Address - Matched, Postcode - Matched
CVV/Security Code result: Matched
3D Secure authentication result: 6 - Attempted Authentication
When a transaction has been disputed you will receive an email for the following types of dispute:
High Risk Warning
Copy Request/ Request for Information (RFI)
Chargeback /2nd Chargebacks / Refund Chargeback
Representment
Chargeback reversal
The example below shows the details of the plain text ‘Chargeback Notification’ email including the original transaction details associated with the Chargeback request:
Subject: Notification of a Chargeback
A Chargeback has been processed against your Cashflows profile - 'Test':
Chargeback Transaction Id: 01F00000238
Amount: £51.34
Chargeback Reason: (75) Transaction Not Recognized
Original transaction details:
Transaction Id: 01S00000237
CartId: myId-TSTCartId
Description: Testing Notifications
Shopper’s Name: John Smith
Shopper’s Email address: xxxxxxxxxx@cashflows.com
AVS results: Address - Matched, Postcode - Matched
CVV/Security Code result: Matched
3D Secure authentication result: 6 - Attempted Authentication
To defend the chargeback, the card issuer requires additional information
stating that the cardholder recognises the transaction and no longer wishes
to raise a dispute.
You will need to provide us with this supporting documentation within 7
days of receiving the chargeback.
For details about how to defend against a chargeback, please refer to the
Chargeback & Anti-fraud guide available at: http://support.cashflows.com/guides/
For further information about fighting fraud and reducing the risk of a
chargebacks, please visit: http://support.cashflows.com/reducing-fraud.php
Note
If you wish for your dispute emails to be sent to a different email address from the ‘Sale Notification’ email, please contact our Support Team at: support@cashflows.com.
Upgraded Business Account
To help you manage your business’s money the Account Management System provides a detailed statement for each of your accounts, an easy way to transfer your money from your account and a full pricing breakdown so you know exactly how much each payment costs your business. To upgrade your Merchant Account to include the additional functionality of the Cashflows Business Account, please contact us at: info@cashflows.com.
Business Account Statement
To view a specific account statement, select the Account Statement inline navigation for the account. The Business Account Statement page displays an overview of your available balance, balances of any Merchant Accounts that remit to the account and a report of all the payments made to and from the account. The statement enables you to search your payments by date, amount, description and type.
The account page also displays your account details, when your next monthly fee is due, any overdue fees and how many free payments are remaining.
To view your business’s payments in more detail, select the reference number in the initial column, you will then be presented the Transactional Transfer Details page.
Make a Payment
To make a payment from your Business Account, select Make a Payment from the Business Account’s Top Menu. The Make a Payment page enables you to make a one off payments, Standing Orders (recurring scheduled payments) or upload Batch Payments.
The first time you visit the Make a Payment page you will be requested a set a Payment Password. Enter your password and press the Save Payment Password button, you will then receive an email requiring you to verify the password creation.
To make a one-off payment select the Cashflows Business Account that you wish the funds to be taken from, enter the amount of the payment and the beneficiary’s bank details.
Warning
Due to the way the international payments are sanction checked, the details you provide must only contain Latin English characters, for example é (e-acute) must become simply e.
Select the Make a Payment button and you will be presented with a confirmation page, which requires you to confirm your payment details by entering your login password and a selection of characters from your Payments Password. If you have forgotten or you wish to change your Payments Password, please contact support@cashflows.com.
Note
If the beneficiary details are new or have changed from the previously stored version you will receive an email with a unique beneficiary passcode. To confirm the beneficiary details and payment you will also need to enter this passcode into the confirmation page.
When a beneficiary has been saved, you can select their name from the drop-down list, their bank details will then be automatically populated, saving you both time and effort.
Select the Confirm button to make the payment, you will then be presented with the payment result page enabling you to make another payment or view your account’s payments.
Create a Standing Order
To create a standing order or scheduled payment, select the Standing Order tab and enter the amount of the payment and the beneficiary’s bank details. To setup up the payment schedule, enter the start date of the schedule (at least 2 days in the future) and a Payment Interval. The payment interval is set by stating the number of weeks, months or years between the payments. You must then set when the payments will finish, either until further notice, to a specified end date or by number of payments.
Select the Create Standing Order button and you will be presented with a confirmation page, which requires you to confirm your Standing Order details by entering your full login password and a selection of characters from your payments password, then selecting the Confirm button.
When you have created your standing orders you can amend their details by selecting the description from the Scheduled Payments Report or delete them using the delete icon within the report.
Creating batch payments
To upload a set of batch payments you will need to create either a CSV or XML batch file for the payment requests, an example of a CSV or XML batch request file can be downloaded at: http://support.cashflows.com/downloads/BatchPaymentTemplate.csv
For details of the required CSV content, please see the Appendix C.
Note
Within the CVS batch file the last four columns (business_id, business_name, payment_count and currency_summary) must be identical for each row, to prevent an error in the uploading of the file. The last column (currency_summary) is used to check the contents of the file, therefore it must be in the following format: currency_iso=total_currency_amount;currency_iso2=total_currency_amount2 i.e. GBP=210;EUR=500
Warning
Due to the way the international payments are sanction checked, the details provided in the batch file must only contain Latin English characters, for example é (e-acute) must become simply e.
The XML batch file will need to follow the standards outlined in the XSD file available at: http://support.cashflows.com/downloads/paymentrequest.1.0.0.xsd
Once you have uploaded a CSV or XML batch file successfully, it will appear in the Batch Payment table enabling you to select multiple files to process. Select the batch files you wish to process by checking the checkbox next to the batch’s ID, enter your login password and a selection of characters from your Payments Password, then select the Process button to run the batch payments.
To view the payments that make up the batch, select the Batch ID. The Batch Payment Transaction page displays each payment request and the status of the request. If the batch has not yet been process you can run the batch by entering your login password and a selection of characters from your Payments Password, then selecting the Process button.
Advanced Pricing Plan
To view your Business Account’s pricing plan, select Pricing Plan from the Business Account’s Top Menu. The pricing plan has been designed to show all the cost and fees as clearly as possible.
Note
The monthly fee is deducted from your account a month after you are activated and will be deducted every month on that day. If there are insufficient funds in the account, you will be unable to make payments out of any of your Business Accounts. If you wish to change the account where you monthly fee is deducted from, please contact support@cashflows.com.
Virtual Terminal
A Virtual Terminal enables your business to accept payments from cardholders by phone, fax and post. The Virtual Terminal can be used as a standalone service or in conjunction with accepting credit card transactions from your website.
Our Virtual Terminal is available from within our Account Management System or from our mobile friendly standalone URL: https://secure.cashflows.com/admin/vt
Both the mobile standalone and the Account Management System versions allow your staff to easily submit card and cardholder details through to the payment gateway for authorisation and processing. Your sales transactions are authorised and processed in just a few seconds and a response is sent back to the Virtual Terminal to inform you of the result.
Example of how to use Virtual Terminal within your business:
A cardholder telephones you to place an order.
You enter the card details into the Virtual Terminal.
The cardholder waits on the telephone while the transaction is processed.
We check the card number and cardholder details with the issuing bank, and authorise and process the transaction.
You are notified on screen that the transaction has been authorised.
You inform the cardholder that the transaction has been authorised and arrange to despatch the goods to the cardholder.
Our Virtual Terminal removes the expense normally attributed to physical credit and debit card processing terminals and provides your business a simple and convenient payment processing solution. The Virtual Terminal is accessed via your internet browser, thus allowing you to take card payments from anywhere there is an internet connection and supports multiple users simultaneously on any single account, meaning that it is ideal for call centres, or when you are on the move.
Accessing the Virtual Terminal
To access your business’s Virtual Terminal, select Virtual Terminal from the Menu, within the Account Management System, or visit the standalone version at: https://secure.cashflows.com/admin/vt
If accessing the standalone version from a tablet or mobile device, we would recommend that you save the bookmark to your device.
The profile that the transaction will be processed through is shown in the header. If you wish to change the profile, simply select the Switch Profile icon and select your preferred profile. The Virtual terminal will then automatically refresh for that profile.
If you are using the standalone version you will only have the option to process transactions for your default profile, if you have more than one profile we recommend that you request a new VT user for each of your profiles.
Submitting a Payment
To submit a payment for authorisation using the Virtual Terminal you must complete the following fields before, selecting the Make Payment button.
Virtual Terminal Fields
It is important that all fields on the Virtual Terminal are completed accurately:
- Purchase Details
Amount - This is the amount to be debited from the card
Currency - This is the currency that the product/service is priced in.
Transaction Ref - This field is used to describe the product/service being paid for i.e. “Teddy Bear”
Description - This field is used to provide additional information about the transaction. (Only displayed on the AMS Version.)
- Card Details
Card Number - This is the long number on the front of the card
Security Code/CVV - This is the CVV/CVC Number on the card
Start Date - This is the “Valid From” date in the format mmyy (Only displayed on the AMS Version.)
Issue Number – Not all cards have an issue number, however if it does then it is very important that it is entered as it appears on the card otherwise the transaction will not authorise. (Only displayed on the AMS Version.)
Expiry Date -This is the “Valid to” date in the format mmyy
- Cardholder Details
Name - This is the Cardholder name as it appears on the card
Email - This should be the cardholders email address; this email address will be used to send the cardholder a transaction confirmation email.
Address - This should be the address to which the cardholder’s card statement is sent.
Post/Zip code - This should be the Post/ZIP/Area code for the address to which the cardholder’s card statement is sent.
Country - This should be the country for the address to which the cardholder’s credit card statement is sent.
Telephone - This should be the cardholder’s telephone number.
Note
Where possible we will use the Address Verification System (AVS) to verify the cardholder details.
Funds Recipient details - Optional
For merchants with the MCC 6012 (Financial Institutions – Debt Repayment) the following additional fields will be displayed:
Recipients Account Number - This is the Customer’s Account Number (1 to 32 alpha numeric characters, including +/-) or Customer’s First 6 and Last 4 of their PAN.
Recipients Surname - This is the Customer’s Surname or Last name (2-64 characters’ alpha characters, including –).
Recipients Post/Zip code - This is the Customer’s Post/Zip code (2 to 16 characters’ alpha characters, including spaces).
Recipients Date of Birth - This should be the Customer’s Date of Birth.
If you make a mistake you can select the Cancel button to clear all the fields and start again.
Once you have successfully completed all the required fields, select the Make Payment button to send the details to us for authorisation. You will then be shown the response page detailing whether the transaction was successful or not.
Gateway Administration
To enable your business to accept e-commerce & m-commerce payments, your business must integrate to a payment gateway. To help integrate your business website to our payment gateway we provide a range of methods enabling different levels of control over the payment process.
If you are using our hosted Payment Page integration method, the Account Management System provides a number of functions enabling you to set up secure payment requests, customise the payment page and redirect the payment callback responses.
If you are using the Remote API Integration method, please contact support@cashflows.com to enable us to configure your account.
Integration Settings
To configure your global profile integration settings, select Integration settings from the Gateway Administration Menu.
The Integration Settings page enables you to add a Secret Hash Key to your payment request, set your callbacks URLs and enable your consumer return URLs.
Cart Details
These fields enable you to increase the security of your payment requests and payment page:
Hash type - Using the dropdown provided you can choose to encrypt your payment request transfer with, SHA256, SHA1, or MD5 algorithms. For further information about hash encryption, please see the hash generator section
Secret Key - Enter the text that you wish to form the secret key component of the hash encryption used in the payment request transfer. For further information about hash encryption, please see the hash generator section.
Referrer – To add additional reassurance that only the payment request generated from your website will be accepted by the payment gateway, enter the exact URL from which the purchase token is sent from. If this value does not match the value in the HTTP_REFERER in the header of the posted payment request, then the transaction request will be rejected.
Note
Not all browsers send a HTTP_REFERER value; therefore, if it is not present, or you leave the referrer empty the payment gateway will skip this check.
Delivery - To display the submitted consumer delivery address on your hosted payment page, select either edit or show from the dropdown menu.
Note
The consumer delivery address is not returned in the payment callback response; therefore, we would recommend that you display the consumer delivery address as read only by selecting the show option.
Lifetime - This function enables you to set a time limit for the transaction. Enter a number from 1 to 15 for the number of minutes that you wish for the payment request data to remain valid. On average a consumer will complete a transaction in less than 2 minutes, however depending on your product and services and your accessibility guidelines this may vary.
Callbacks URLs
These fields enable you to set up your payment callback response, so that your system is informed of the result of a payment request:
Authorised - Enter the full URL including any parameters that you wish the callback to be sent to when a payment request has been authorised.
Failed - Enter the full URL including any parameters that you wish the callback to be sent to when a payment request has failed.
Note
The consumer may try again therefore this is not an indication that the purchase will not be completed.
Cancelled - Enter the full URL including any parameters that you wish the callback to be sent to when a payment request has been cancelled.
Password - To provide additional reassurance that the callback has been sent by us you may wish to enter a callback password into the field provided. The callback password we will be returned to you in the callback response, providing you with a basic security check.
Email – Enter an email address which will receive an email notification in the event of a callback failure.
For further information on the callback response parameters that are returned to you, see the Cashflows Gateway guide.
Return URLs
These fields enable you to set up the return URLs that are displayed on the payment result pages which enables the consumer to return to your website.
Authorised - Enter the full Return URL including any parameters that you wish to include on your payment successful result page.
Cancelled - Enter the full Return URL including any parameters that you wish to include on your payment cancelled result page.
HTTP methods – You can set the method which you wish to receive the return parameter, either in the URL as a GET String or via a HTTP POST to you return URLs.
Automatic Redirect – Select Enable from the dropdown to automatically redirect the shopper to the Authorised or Cancelled Return URL.
For further information on the Return URL parameters that are returned to you from the consumer’s browser, see the Cashflows Gateway guide.
Once you have configured your global profile integrations settings, select the Update button to confirm.
URL Override
If you wish to override your global profile integration settings, for example if you have an offer and you wish consumers to be returned to a specific page different from the standard, you can create specific new callback and return URLs by selecting URL override from the Gateway Administration Menu.
When you have created your specific URL overrides, you will need to include them in the payment request that is sent to the payment gateway. To view the additional payment request code, select the Generate code button.
For further information on the payment request parameters, please see the Cashflows Gateway guide.
Generate a Hash Code
To protect the payment request from being tampered with whilst being transferred to the payment gateway; the payment request can include a cryptographic hash digital signature.
The digital signature or ‘message digest’ is generated using one of 3 algorithm methods MD5, SHA1 or SHA256. The hash generator produces the ‘message digest’ using the following values: secret_key:store_id:cart_id:amount:currency:test:description.
As only you and the payment gateway know the secret_key element of the ‘message digest’ the payment gateway compares the ‘message digest’ sent with its own ‘message digest’ that it has created from your order information. The two ‘message digest’ have to match for the transaction to be processed.
To generate a ‘message digest’ for each of your payment requests enter your secret_key and your payment request details into the fields provided and select the Generate hash button.
This will produce sample code for your payment request, including the 32 digit ‘message digest’. This can then be copied into your website integration. For further information on all the payment request parameter, please see the Cashflows Gateway guide.
This facility is also very useful for testing your integration and payment page customisation, as it completes a full payment request to your profile’s payment page when you select the Buy Now button.
Payment Page
To help you customise your payment page so that it looks like the rest of your website, the Merchant Administration System enables you to change the colour scheme used on the hosted payment page and upload images, style sheets and HTML payment pages’ surround.
Basic Customisation
To change the colour scheme of the payment page you can either upload your own style sheet or use our basic customisation facility, by selecting Payment page customisation from the Gateway Administration menu. Here you will be able to change the colour scheme of a wide range of elements that are displayed on the payment page and specify a secure (https://) URL for the top banner image.
To change the colour of a payment page element, enter a Hex colour reference without the # prefix into the fields provided.
If you wish to replace the standard payment page logo at the top of the page, specify the full secure URL, for example, https://support.cashflows.com/images/logo.png. You will also need to specify the size of the image in the field provided as this may lead to distortion of the image.
Advanced customisation
You can completely customise the payment pages look and feel to match your websites or mobile design, by uploading your own style sheet, images and payment page container files. By providing you with greater control over the look and feel it can help reduce dropout rates and installs brand confidence to your shoppers. For more information about how to fully customise your payment page, please see the Hosted Payment Pages guide.
Customisation File Upload
To enable you to fully customise your payment page you can upload files to your customisation directory located on our servers. You can upload payment page container files however these files must not contain any type of server or client side scripting. To avoid browser security alerts you should upload all images and style sheets used for the payment page/e-invoicing. Images that can be uploaded must be either: .gif, .png, .jpg or .jpeg.
Reducing fraud
To reduce the risk of fraud and chargebacks to your business, we provide a range of services and procedures including a way to block transaction from specific country IP ranges.
Country Restrictions
To control your own risk country rules, select Country Restriction from the Gateway Administration Menu.
There are three levels of country blocking:
System wide – This level is controlled by our own rules on risk across all merchants. All sanctioned countries (under OFAC & Bank of England rules) are automatically blocked on all accounts.
If the transaction passes the system wide check it moves on to:
Business level – Cashflows use this level to create specific risk country rules for your business.
If the transaction is still to be processed after this, it goes on to
Profile level – This level enables you to create your own country rules.
The system will check three country codes for each transaction - the country the user gave for their billing address, the country the card was issued in (if known), and the registered country for the IP address of the user (if known). Checks at each of the above levels are done for each of these country codes.
The rules for a country can be:
Allow
Block
Country match
Region match
Country match means that the Billing country, Card country and IP country must all match Region match means that the Billing country, Card country and IP country must all be from the same region (e.g. Europe) The checks will be processed until either all nine possible checks have been completed, or until one of the checks results in the transaction being blocked.
Examples of Country Control checks
Billing = US, Card = US, IP = FR
Rules for US may be set to allow Rules for FR may be set to block This will result in the transaction being blocked (the IP address was from FR)
Billing = GB, Card = GB, IP = FR
Rules for GB = Country match Rules for FR = Allow Transaction blocked (country match triggered on GB, IP address does not match)
Billing = GB, Card = GB, IP = FR
Rules for GB = Region match Rules for FR = Allow Transaction allowed (Region match triggered on GB. GB and FR both in Europe)
Configuring your risk country rules
To change the risk rules for specific countries or regions, you can use the dropdown menu for each country or the three small buttons located in the region header.
To block all countries within a region, select the red circle button. To Block Bill or Card for all countries with a region, select the yellow circle button and to reset all countries in a region to allow, select the white tick button.
Note
Allowing a country is not a guarantee that a transaction from that country will be automatically accepted as risk rules and issuer responses may still lead to the transaction being blocked.
Once you have configured your risk country rules, select the Update Rules button to confirm or select the Reset button to clear all of the fields and start again.
Appendix
User Permissions
Permissions |
Meanings |
|---|---|
|
Required to run real-time transaction reports NOTE: This permission is required if the user requires Refund, Void & Hold/Release functionality |
|
Enables the user to refund a transaction |
|
Enables the user to void a transaction |
|
Enables the user to place the transaction settlement on HOLD |
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Enables the user to process MOTO transactions via the Virtual Terminal |
|
Enables the user access to e-Invoicing |
|
Enables the merchant to block transactions based on certain criteria NOTE: Will require Edit Integrations permission to access the Country Controls menu |
|
Enables the user to access the Hosted Payment Page configuration menu NOTE: This permission is required if the user requires batch HOLD release or e-Invoicing functionality |
|
Enables the user to access the Hosted Payment Page customisation menu NOTE: This permission is required if the user requires batch HOLD release or e-Invoicing functionality |
|
Removes the user permission to make a Business Account payment or setup a Remittance Schedule |
Accounts
Account Name |
Meaning |
|---|---|
|
The merchant account contains all funds that have been settled for the processing of card transactions. The settled funds are contained in a daily settlement batch with any fees, refunds or disputes being taken from the batch. |
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The security account contains and the total value of any transaction that has had a Fraud Advice or has been disputed by the card issuer. The security account may also have an additional fixed amount to cover your business risk. |
|
The reserve account contains a rolling amount that we hold on your behalf to cover any future chargeback and fraud risk. A reserve percentage is taken from each of your settlement batches on the total value of the sales and is taken when the batch has matured and transferred for remittance. |
|
The Business Account shows all your available funds either due for remittance to your external bank account or for your business to make a payment. |
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For customers that have upgrade to the full business account, shows the status of all the payments that have been requested using the Account Management System feature. |
Types
Type |
Meaning |
|---|---|
|
Indicates that a sale has been cleared by the card scheme and the funds have been settled into your Merchant Account. |
|
Indicates the transfer of funds from your Merchant Account back to the card issuer for the refund of a sale transaction. |
|
Indicates the transfer of funds back to your Merchant Account from the card issuer for a refund that has been reversed. |
|
Indicates the transfer of funds from your Merchant Account to the security account for the full sale’s amount that has been disputed or has received a fraud advice. If the disputed transaction is resolved the full sale’s amount is returned to the Merchant Account. |
|
Indicates the transfer of funds from the security account back to the Merchant Account after the 60-day security maturity period. |
|
Indicates the transfer of funds from your Merchant Account to the reserve account. The reserve is a percentage of the total value of the sales in a matured settlement batch. |
|
Indicates the transfer of funds back to your Merchant Account from the reserve account. The reserve matures after a specific time period allowing for the percentage of the total value of the sales for the settlement batch to be returned. |
|
Indicates the transfer of funds from your Merchant Account back to the card issuer as the card holder has disputed the transaction and you have not provided sufficient defence material. |
|
Indicates the transfer of funds back to your Merchant Account from the card issuer as you have successfully represented the transaction that was charged back. |
|
Indicates the transfer of funds back to your Merchant Account from the card issuer as card issuer has reversed their Chargeback request. |
|
Indicates the transfer of taken Chargeback Fee back to your Merchant Account issuer as card issuer has reversed their Chargeback request. |
|
Indicates the transfer of funds back to your Merchant Account from the card issuer due to card issuer rejecting the refund back to the card holder. |
|
Indicates the transfer of funds from your Merchant Account back to the card issuer as the card holder has again disputed the transaction even after a successful representment of the initial chargeback. |
|
Indicates the transfer of funds from your Merchant Account to your Cashflows Business Account or made available for your remittance payment schedule |
|
Indicates that a matured batch had a negative value and therefore will not be making these funds available instead the negative value will be deducted from the next available positive mature batch before any fund are made available for remittance. |
|
Indicates the transfer of funds from the merchant or business account for a manual adjust of the account including the collection of overdue fees or releasing of fixed security amounts. |
Business Account Types |
|
|---|---|
|
Indicates the transfer of funds from a matured settlement batch into the Business count. |
|
Indicates the transfer of funds from different Cashflows Business Account into your upgraded Business Account. |
|
Indicates the transfer of funds from the Business Account to an external bank account including the actual remittance payment to an external bank account. The following transfer types will be added as a prefix: FASTER PAYMENTS, CHAPS, SEPA, INTERNATIONAL |
|
Indicates the transfer of funds back into from Business Account due to a failure of the payment request within the banking network. |
|
Indicates the transfer of funds back into from Business Account due to the Payment Request being reversed. |
|
Indicates the transfer of funds from Business Account into another Cashflows Business Account. Transfer to cover refund When required Cashflows may request a transfer of funds from your Business Account back into the Merchant Account to cover any refunds or fees they have occurred in your Merchant Account. |
Fees Types |
|
|---|---|
|
The fee taken from the merchant for processing each card transaction. |
|
The fee taken from the merchant account for the total number of requests sent to the schemes for authorisation including verifies. |
|
The fee taken from the merchant account for the total number of requested authorisations that were declined by the schemes. |
|
The fee taken from the merchant account for each refund to the schemes. |
|
The fee taken from the merchant account for receiving a chargeback from the card schemes. |
|
The fee taken from the merchant account for receiving a second chargeback from the card schemes. |
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The fee taken from the merchant account for receiving a Copy Request or Request for Information (RFI) from the card schemes. |
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The fee taken from the merchant account for receiving a Fraud Advice (TC40/SAFE) from the card schemes on a transaction. |
|
The fee taken from the merchant account for receiving a chargeback from the card schemes on a refund. |
|
The fee taken from the merchant account for reversing a refund. |
|
The fee taken from the Business Account or before your scheduled remittance payment for having the Cashflows Payment Service. |
|
The fee taken for making a scheduled remittance payment to an external bank account or making a payment from your upgraded Business Account. |
|
The fee taken from the Business Account or before your scheduled remittance payment for having the Cashflows Payment Service. |
Batch Bank Payments
Field Name |
Meanings |
|---|---|
|
The date of when the bank payment is to be made. This must be the date of when you uploaded the batch file for payments |
|
The method of the payment - FASTER_PAYMENTS, CHAPS, SEPA, INTERNATIONAL, INTERNAL payment |
|
The reference you what to add to the payment for you own internal processing. (max 16 characters) |
|
The currency of the bank payment (ISO 3 characters) |
|
The amount of the bank payment (decimal - max 18 characters) |
|
Your Cashflows Business Account’s Sort Code |
|
Your Cashflows Business Account’s Account Number |
|
Your Business Name |
|
Your Business Address first line (max 35 characters) |
|
Your Business Address second line (max 35 characters) |
|
Your Business Address third line (max 35 characters) |
|
Your Business Address Country (ISO 2 characters) |
|
The (person your wish to pay) beneficiary’s Bank Sort Code |
|
The beneficiary’s Bank Account Number |
|
The beneficiary’s Bank Identification Code |
|
The beneficiary’s Intermediary Bank Identification Code (If Required) |
|
The beneficiary’s IBAN |
|
The beneficiary’s Bank’s Local Account Number |
|
The beneficiary’s Bank Name |
|
The beneficiary’s Bank Address first line (max 35 characters) |
|
The beneficiary’s Bank Address second line (max 35 characters) |
|
The beneficiary’s Bank Address third line (max 35 characters) |
|
The beneficiary’s Bank Address Country (ISO 2 characters) |
|
The main Id for your business, provided in your activation email |
|
Your Cashflows registered business name |
|
The total count of the number of payments within the batch file. |
|
To enable the beneficiary to receive the full amount of the payment you may wish to to accept the cost to the Beneficiary for receiving the payment. To accept the cost to the Beneficiary you will need to enter a ‘Y’ value. |
|
The summaryCurrencyCheck is used to check the contents of the file, therefore it must be in the following format:
|
Cost Statement
Column Heading |
Meanings |
|---|---|
|
The reference number for the transfer of funds from the merchant account to our cost account. |
|
The date of when the cost was taken from the merchant account. |
|
The description of the cost, for example: Merchant Service Charge for Sale Ref: 01S00006B41 |
|
The type of Cost taken, for example: Merchant Service Charge. |
|
The amount of the original sale of which the cost was calculated from. |
|
The amount of cost debited from the merchant account. |
|
The type of cost taken, enabling you to cross reference with scheme’s interchange table, for example: Visa: VI_IntraEEA: VI Immediate Debit: Standard / Non-Electronic (Scheme: Fee Program: Interchange descriptor: Fee Rate) |
|
The amount of interchange paid to the issuer for a transaction when the interchange rate is a percentage of the sales amount. |
|
The amount of interchange paid to the issuer for a transaction when the interchange rate is a fixed amount. |
|
The currency of the fixed interchange rate that is applied. |
|
The foreign exchange rate applied to a fixed interchange amount when not in same currency of the account. |
|
The amount paid to the scheme for a transaction when the scheme fee is a percentage of the sales amount. |
|
The amount paid to the scheme for a transaction when the scheme fee is a fixed amount. |
|
The currency of the fixed scheme fee that is applied. |
|
The foreign exchange rate applied to a fixed scheme fee when not in same currency of the account. |