Quick Reference Guide

Card Present Transaction

  1. Click on Swipe Card from the Virtual Terminal Menu.
  2. Swipe your customer’s card through the magnetic card reader connected to your internet-capable device.
  3. Click the Process button
  4. Verify the truncated card number, customer name, and expiration date that appear in PayTrace match the information on the customer’s card.
  5. Select the transaction type.
  6. Enter the transaction amount (including the decimal point).
  7. Enter any optional information that may enhance the transactions reporting (e.g., Invoice, Billing Address, Email Address and Description).
  8. Click the Process button and confirm that you want to process this transaction.
  9. Once the transaction has been processed, you will be taken to an "Approval" or "Declined" response page.
  10. You may now choose to view the printable receipt or invoice, save the customer’s information, and/or email a receipt to your email address and your customer’s email address.

Card Not Present Transaction

  1. Click on Key Enter Card from the Virtual Terminal Menu.
  2. If the transaction is to be processed on an existing customer’s profile, then select the customer profile and click the Select button.
  3. Select the transaction type.
  4. Enter the transaction amount (including the decimal point).
  5. If the transaction is not being processed on an existing customer’s profile, enter the customer’s card number and expiration date.
  6. Enter the other optional information that may enhance the transactions reporting (e.g., Invoice, Billing Address, Email Address and Description).
  7. Click the Process button and confirm that you want to process this transaction.
  8. Once the transaction has been processed, confirm the authorization response.
  9. You may now choose to view the printable receipt or invoice, save/modify the customer’s information, and/or email a receipt to your email address and your customer’s email address.

Viewing Reports/Receipts

  1. Click on View Transactions from the Virtual Terminal Menu.
  2. Select the appropriate search criteria (e.g., Transaction Type, Customer Profile, User Account, AVS Response, CSC Response, etc.).
  3. Select the start and end dates and click on the Search button.
  4. The report will load in a fixed-size frame. Click the View Printable Results link to load the report in a new window.
  5. Click on the ID link of any transaction to see the printable details of the transaction.
  6. Click on the Receipt link of any transaction to view the transaction's printable receipt.
  7. Click on the Download Results link to download the transaction report into a spreadsheet.

Void a Transaction

  1. Click on Void Transactions from the Virtual Terminal Menu.
  2. Select the start and end dates of transactions you want to void and click the Search button; usually Voids are for "same day" transactions.
  3. Select the transaction you want to void by checking the corresponding check box.
  4. Click the Process button and click to verify that you want to process the void(s).

Refund a Transaction

  1. Click on Refund Transactions from the Virtual Terminal Menu.
  2. Select the start and end dates of transactions you want to refund and click the Search button.
  3. Select the transaction you want to refund by checking the corresponding check box.
  4. Enter the refund amount if the refund amount is different than the original transaction amount.
  5. Click the Process button and click to verify that you want to process the refund(s).

Capture a Transaction

  1. Click on Capture Transactions from the Virtual Terminal Menu.
  2. Select the start and end dates of transactions you want to capture and click the Search button.
  3. Select the transaction you want to capture by checking the corresponding check box.
  4. Click the Process button and click to verify that you want to process the capture(s).

Settle Transactions

Settle Transactions functionality is available for PayTrace Professional accounts only; and only for merchants whose processing account is set up on a Terminal Data Capture processing network. This link will not appear for merchants who are not on this type of processing network.

  1. Click on Settle Transactions from the Virtual Terminal Menu.
  2. Verify that all of the transactions listed in the view are ready to be settled.
  3. If any of the transactions should not be settled, follow the instructions to Void Transactions for those transactions.
  4. Click on the Settle button and click to verify that the transactions should be settled.
  5. A batch report will be sent to the email address(es) assigned to your PayTrace account.

NOTE:
PayTrace will automatically settle all transactions that are pending settlement at 8:00 pm Pacific Time. Batch reports are emailed to all merchants for every settled batch. However, if you wish to settle transactions manually, then follow these instructions.