Online User Guide - IntegraPay Payment Solutions · IntegraPay Online portal, you can establish new direct debits, view existing payment details, generate reports, and make payment

ABN: 63 135 196 397

Australian Financial Services Licence No. 418105

Online User Guide

PO Box 6290, Upper Mt Gravatt, QLD 4122

P (07) 3040 4320 F (07) 3343 8590

E [email protected]

www.integrapay.com

IntegraPay

IntegraPay Online User Guide v1 Page 2 of 20 www.integrapay.com

INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

IntegraPay Online. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

LOG IN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

HOME PAGE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

BUSINESS DETAILS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

View Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Emails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Users / Staff. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

PAYERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Payer Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

View Payer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Payer Set Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Edit Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Edit Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Generate a new schedule of debits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Add an extra transaction to the schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Modify amount debited. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Modify the debit period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Change Processing Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Communication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Auditing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

ADD NEW PAYER. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

TRANSACTIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

REPORTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

REALTIME TRANSACTIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

TRANSACTION RECEIPTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Contents

3

3

4

5

6

6

6

7

8

9

9

10

10

11

12

13

13

14

14

14

15

15

16

17

18

18

19

20

IntegraPay


IntegraPay Online

The IntegraPay Online Website is your secure portal providing the freedom and flexibility

to access and manage your customers’ details and payment information. From within the

IntegraPay Online portal, you can establish new direct debits, view existing payment details,

generate reports, and make payment amount or schedule changes ‘live’ 24/7 in complete

security.

IntegraPay online is located at the following URL:

https://console.integrapay.com.au

The IntegraPay Online portal is secure with 128 Bit SSL Encryption to ensure the highest level

of protection. All data is protected with our comprehensive off‑site data storage / recovery

facility. Records are backed up in real time and stored on Enterprise Grade servers within

Australian Level 1 PCI DSS compliant and T4 Certified data storage and processing centres

across two capital cities.

IntegraPay is Level 1 (Version 2) PCI DSS compliant and a registered Australian Financial

Services License holder (AFSL No. 418105) with ASIC. The IntegraPay Online portal is

IntegraPay’s ongoing commitment towards delivering the essential tools to better manage

your Cash Flow.

INTRODUCTION

IntegraPay


To access IntegraPay Online you must be a registered client with IntegraPay and have received

a username and password from IntegraPay. If you have not received you Username and

Password, please contact IntegraPay on 1300 592 283.

To commence simply enter your Username and Password into the fields provided

and click the “Log In” button.

If you are logging in for the first time you will be requested to change the IntegraPay issued

Password to one more memorable to you. To change your password you will be prompted to

enter the IntegraPay issued Password followed by your new password.

NB: To ensure maximum security your password must be a minimum of 10 characters long and

contain at least 2 non‑alphanumeric characters (symbols).

Please note, if you don’t access your IntegraPay account for more than 30 days, your access

may be locked and you may need to contact IntegraPay to unlock it or reset your Password.

LOG IN

IntegraPay


The first screen you will see after logging in is your “Home” page or “Business Snapshot”.

It contains a menu bar at the top of the page for navigation to the services you have

available to you.

It also provides you with a snapshot of your business operations with IntegraPay.

(When accessing the site for the first time, each of the areas will be blank)

Recent Settlements – shows the date and value of the last 3 IntegraPay

settlements to you.

Past Income – is a list of the past 6 months IntegraPay settlements for the calendar

months listed.

Recent Communications – is a list of the latest reports issued by email for quick

reference. Clicking on the date will open the report in PDF.

Upcoming Debits – displays the total value of the scheduled debits for the

next 5 business days.

Payer Status Summary – is an overview of all your customers,

broken into the 3 major status groups of Active, Cancelled and Suspended.

Payer Status Counts – is a more detailed list of your customer’s current statuses.

Clicking on the status in this section will display all of the customers that are set to

the status selected.

HOMEPAGE

IntegraPay


The Business Details screen displays the basic information you have provided relative to your

business. By default the page will open to the ‘View Details’ page as shown in the grey

Sub‑Menu bar.

View Details

business details and contact information of your business.

Only authorised users may change this information upon written request.

Transactions

is a detailed list of all transactions performed by IntegraPay in date order.

The list includes the customer name, account type, payment value and the result of the

payment. Clicking on the customer name or report will open the selection in a new window.

BUSINESS DETAILS

IntegraPay


Emails This section allows you to search, view and print any report or invoice IntegraPay has previously

emailed. The search function allows you to refine your search to date, and/or report type or

show all reports ever issued.

To view the report, click on the report number in blue and then the report name listed on the

Attachments line. You also have the ability to re‑send the email by adding an address in the

‘Resend’ area at the bottom of the page.

BUSINESS DETAILS (continued)

IntegraPay


Users / Staff

Upon the initial set up of the Business with IntegraPay, Principle User access to the IntegraPay

Online Portal is granted to the nominated manager / owner. The Principle User has the ability to

perform all functions available within the site including the ability to add additional Users/Staff

access to the IntegraPay Online Portal.

As an added security measure, IntegraPay records the User, IP address and log in times of the

User upon access and whenever there is a change made to a record.

To Add a New User, select Users/Staff in the Sub‑Menu and then select ‘ADD NEW USER’. Enter

the details of the User/Staff as requested and select what access/actions they require in the

section called ‘Website Access’. To save, select ‘Create User’.

Upon creation the users User Name and Password all appear on the page. Copy the details to

provide to the User.

BUSINESS DETAILS (continued)

IntegraPay


“Payers” is the terminology we use to reference your customers as these are the people who

are paying you. The Payers section is your access point for everything relating to your Payers

from creating new debit arrangements, searching for Payers or amending existing Payer

records. By default, the page will open at the Payer Search page.

Payer Search

The Payer Search area allows you to search for a specific Payer based on selection criteria.

To display all of your Payers simply click on ‘Search’ without selecting a criteria.

To search for a specific Payer, you have the option to enter one or multiple fields.

You can search by:

• Reference ID (Our reference number or your reference ID)

• First Name

• Last Name

• Address (enter partial or full address)

• Payer Status

• Bank Account Number

• Credit Card (search looks at the first 6 and last 3 numbers only)

The search results can be sorted by column heading by clicking on the heading name.

To select and view a particular Payer from this list, click on the Payer #.

PAYERS

IntegraPay


View Payer

Payer Set Up

Upon selecting a Payer their record will open in the Payer Setup page.

This is the dashboard view to the Payer, their contact details, debit details, current payment

schedule and payment statistics overview.

Using the circled icons on the Payer’s Payment Schedule you can email or print

a Payers schedule.

From this page use the sub‑menu (grey menu bar) to perform amendments or view past

transactions, notes you may have made or access the audit history.

PAYERS (continued)

IntegraPay


Edit Details

This page allows you to change the personal details of the Payer, including the account details

or card they are being debited from.

Click on SAVE once all amendments have been added.

When altering a Payer’s bank or card details you should obtain a new,

signed Direct Debit Request Form as proof of authority to debit the customer’s account.

Alternatively, click on “Send eAmendment Email” and an email will be sent to the Payer allowing

them to submit their new details electronically.

Once submitted, the change will occur automatically and a copy of the change will be sent to

you and the Payer for your records.

PAYERS (continued)

IntegraPay


Edit Payments

The Edit Payments page allows you to alter the Payer’s

schedule as displayed on the right hand side of the page.

You can:

• Generate a new schedule of debits

• Add an extra transaction to the schedule

• Modify amount debited

• Modify the debit period

• Change the processing status

The Current Schedule shows the next 10 scheduled

payments for this Payer.

In the example shown, the Payer has an unending

schedule, set to occur on 15th of each

month for the amount of $50.00.

You will notice the payment for the month of May has

been increased to $200.00 as a one‑off payment.

PAYERS (continued)

IntegraPay


Generate a new schedule of debits

This function generates a brand new schedule of payments.

NB: This function will completely remove the current schedule of payments for the Payer and

replace it with a new payment schedule.

Past payment history however will remain intact.

To generate a new schedule select/complete all of the requested information about the new

schedule. Then click on ‘Generate Schedule’ to save the changes.

Add an extra transaction to the schedule

This function allows you to add an extra payment to the Payers payment schedule in addition to

their existing payments.

To add an additional payment for the Payer, simply enter the amount and date for the debit then

click “Add to Schedule” to save the changes. The payment will be immediately added into the

Payers schedule.

PAYERS (continued)

IntegraPay


Modify amount debited

This function allows you to change the payment value for a specific payment or all/some future

payments for a Payer without changing the date or frequency of the Payers payments. This

function is used to cater for single or permanent fee changes.

Select the single payment to change or the date of the first payment you wish to change.

Select “only” for a single change or “onwards” to change the current and future payments.

Enter the new payment amount and click “Modify Amount” to save the changes.

Modify the debit period

This function allows you to modify the frequency of payments from a specified date.

Select the payment frequency, the day (or date if monthly) and then select date from which you

would like this change to take effect.

Click “Modify Period” to save the changes.

Change Processing Status

This function allows you to change the Payers Status. Within the IntegraPay system there are 3

Status groups; Active (green), Suspended (yellow) and Cancelled (red).

Suspended and Cancelled status will stop any debits from taking place.

Activating a Payer after they’ve been Suspended or Cancelled will trigger the Payment Schedule

to commence again. If you are unable to select the desired status for your Payer, you may need

to contact our office by either phone or email to make the change for you.

PAYERS (continued)

IntegraPay


Transactions

This screen displays all the past transaction requests and results for the selected Payer.

By default the page will show the most recent payments.

To view specific payments enter a date range and click “Search”.

To view all past payments, click “Show All”.

Communication

This section allows you to make general notes and/or communication that you may wish

to keep relative to your Payer.

PAYERS (continued)

IntegraPay


Auditing

The Auditing page displays all activity for the Payer since the record

was created. The page displays the date the change was made,

a description of the change and who made the change.

You will see some changes have been made manually by a User Name,

or automatically by the IntegraPay payment processing system or via

your API connection if you have integrated software.

PAYERS (continued)

IntegraPay


To add a new Payer, select ‘Payers’ on the main menu (black menu bar)

and click “Add New Payer” in the sub‑menu (grey menu bar).

Complete the requested information. Fields marked with an asterisk (*) must be completed.

Click “Save”

IntegraPay will generate a Payer ID for the Payer you have created and you will be returned

to the Payer View Setup screen upon completion.

The field marked Unique Internal ID can be used to record your own reference details for your

customer, if applicable. If this field is left blank, the system generated Payer ID will be utilised

instead.

You should verify the information you have entered and the relevant payment schedule to

ensure it is what you and your customer have agreed to.

NB: When entering a customer ensure that you have a signed direct debit authority from the

Payer. Ensure the Card or Account Holder has signed the form. Failure to do so may result in

funds being refunded back to the Payer by their financial institution if there is a dispute

of payment.

ADD NEW PAYER

IntegraPay


This screen displays all the transactions IntegraPay has performed for your business.

Search parameters can be narrowed by utilising the Transaction Type, Date Range, Transaction

Amount and/or Status fields. You can also search for all transactions performed on a specific

card number or bank account.

The Report viewer allows you to generate general reports for viewing, printing and saving.

Simply select the desired report, confirm the date range and then click “Load Report”.

Some reports may require you to select from an additional menu.

The report view window with then allow you to scroll through the report and pages.

You also have the ability to save the report as an Excel, CSV or PDF file as well as print.

TRANSACTIONS

REPORTS

IntegraPay


This is IntegraPay’s Virtual Terminal and allows you to enter credit/debit card details to collect

a payment instantly.

To perform a realtime payment, complete the required fields.

The field marked “Assign to Payer ID” is optional. If you are collecting a payment from a Payer

who is already established with a Payer ID, the payment collected via the Virtual Terminal will be

recorded in the Transaction page for that Payer. Simply insert the Payer ID and click

“Process Transaction”.

Similarly, the “Email Receipt To” field is optional.

Once the fields are completed, click “Process Transaction” and the results will be displayed

immediately.

This screen also includes a search function for all realtime transaction history.

REALTIME TRANSACTIONS

IntegraPay


To access a Transaction Receipt, locate the transaction and click on “View Receipt”.

The Transaction Receipt will then be displayed. The circled icons can then be used to email

or print the receipt:

TRANSACTION RECEIPTS

Documents

Online User Guide - IntegraPay Payment Solutions · IntegraPay Online portal, you can establish new direct debits, view existing payment details, generate reports, and make payment