Virtual Terminal
Getting started with Virtual Terminal for Number
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Getting started with Virtual Terminal for Number
Last updated
Was this helpful?
The Virtual Terminal is a web application that provides all types of credit card processing functionality. The VT is the fastest way to start trying out our payment services.
When you log in to the Virtual Terminal, you are brought to the home screen. The number of open transactions and scheduled payments due display at the top of the screen. Your default merchant and user roles are listed just below, along with the expiration date of your password.
Instructions on how to manage various payments using the Virtual Terminal.
Before you start, you may want to read about using your Verifone device with the Virtual Terminal in the Verifone guide.
Make non-EMV manual sales using the Virtual Terminal.
Click the Credit Cards tab on the left side of the screen, then Sale. Manually enter all of the information from your keyboard, and enter the $ amount to be charged.
A guest ID or a service description can also be added here and searched for later. The ID will also print on the receipt, and the service description will print on the settlement report.
Make EMV payments using the Virtual Terminal.
Click the Credit Cards tab on the left side of the screen, then on Sale-EMV. You will then need to click on Insert Chip or Manual Card Entry.
Clicking on Insert Chip will prompt the end-user or customer to insert or tap their card for contactless payments. For Manual Card Entry, the end user must enter the full card number, expiration date, and CVV code by pressing the green enter button on the Verifone after each entry.
Surcharge and convenience fees are automatically calculated during a credit card sale, both manual entry and EMV, as well as when charging an existing card on file.
The surcharge / convenience fee is automatically calculated based on the percentage set in the Client Admin Portal and the card type used. The Virtual Terminal will also ensure that fee does not go over the card brand rules of 3%.
Users have the option to waive the fee on any transaction if required. The fee can be waived before processing by checking the Waive Fee box on the form.
The receipt will detail the charge amounts including the base amount, fee, and total amount charged. Rules require that the fee amount is visible to the customer. In addition to the receipts, the Virtual Terminal reporting and detail views show the fee as part of the total amount.
All consent types allow a card to be charged without the card or customer being present. Consents can be created by swiping the card or manually entering the information.
A consent receipt is always created by the system for your customer to sign. We encourage your office to get signatures for consents whenever possible.
An email address can be added to the consent so your customer will receive a receipt when the consent has been used.
Creating annual and one-time consents allows your office to charge a card at a later date. This can be useful in situations where you expect a balance to be due after services have been provided.
An annual consent can be used multiple times, and a one-time consent can only be used once.
Both annual and one-time consents are valid until the card expires or 365 days have passed.
Click the Consents tab on the left side of the screen, then Create Annual Consent, Create Annual: EMV, or Create One-Time Consent depending on the type of consent you need and payment method.
Annual consents require that a max charge be determined as a limit per transaction. This can be any $ amount determined by your office.
An email address can also be added to the consent so your customer will receive a receipt when the consent has been used.
Creating a fixed recurring consent allows your office to set up a payment plan with your customer. This can be useful in situations where your customer has an outstanding balance due.
Fixed recurring consents can be setup for any length of time.
Click the Recurring tab on the left side of the screen, then Create Recurring Consent or Create Recurring: EMV based on the payment method.
An email address can be added to the consent so your customer will receive a receipt
Creating a subscription consent allows your office to set up a re-occurring payment indefinitely. This can be useful in situations where your customer makes a regular donation or payment to your organization.
The subscription consent end date is always automatically set to the card expiration date.
Click the Recurring tab on the left side of the screen, then Create Subscription.
Subscription payments can be processed manually or automatically depending on your preference. You can change the payment amount as well as the scheduled dates for your subscription consent.
To alter the schedule, you will modify the Payment Adjust Date. The system will discard the previously scheduled payment plan and calculate a new one. Only those scheduled payments for today and beyond will get processed, and it will not attempt to process payments for dates in the past.
You can also place a subscription on hold. This will pause all processing until the hold is released. Once released, payments will resume for all present and future payments as calculated using your dates and amounts.
The consent list is where you will manage your consents after they have been created. The query filter can be used to search your consent list.
Click the Reports tab on the left side of the screen, then Consents.
In the Consent Operations box right above the table, there are several options available to help you manage your consents. The availability of each option will vary depending on whether the selected consent is annual or recurring.
Allows you to reprint the consent agreement. You can choose between the customer, merchant, and dual receipt options.
The scheduled payments view is where you will view and manage all scheduled payments.
Click the Scheduled option on the left side of the screen.
Run fixed recurring consents and subscriptions.
Scheduled payments can also be run automatically on the day they are due. Contact Number and we'll turn this feature on up for you.
Filter the consents you want to run by date range and consent type. Once you have the consents you want to charge filtered, you can click Process All to process all payments due. You can also individually select consents and run them by clicking Process Selected.
The option to Reschedule or Cancel Payment are also available.
If a customer’s card is declined, you will receive a notification report.
Displays a history of payments run on a particular consent through the Scheduled Payments option.
The transaction list is where you will view and manage the transactions.
Click the Reports tab on the left side of the screen, then Transactions.
In the Transaction Operations box right above the table, there are several options available to help you manage your transactions.
Reprint the receipts. You can choose between the customer, merchant, and dual receipt options.
Filter transactions based on the merchant the transaction was processed under, the date range, transaction status, and transaction type.
For filtering by transaction status and transaction type, see the table below.
OPEN - An authorized transaction that has not been settled.
CCAUTHONLY - Authorization only, not a live transaction.
SETTLED - A finalized transaction sent for deposit to your account.
CCSALE - An authorized transaction.
FAILED - Transaction did not receive an authorization.
CCFORCE - Number Support team use only.
LOCKED - Transaction has an error.
CCVOICE - Transaction authorized by voice authorization operator.
VOID - Transaction was voided.
CCADJUST - A credit issued through administrative adjustment. Number Support team use only.
HOST - Transactions with surcharge or a convenience fee.
CCCREDIT - A credit transaction refunded to customer card.
Search your database, create reports based on results, void, credit, and reprint receipts.
Find the search value in a specific field by using the Search for a dropdown.
Acct LastName - Last name of the cardholder.
Acct FirstName - First name of the cardholder.
Cust LastName - Last name of the customer (if different than cardholder).
Cust FirstName - First name of the customer (if different than cardholder).
RefID - The custom user-defined value entered at the time of transaction.
Amount - The $ amount of the transaction.
The value to search for in the specified field.
Choose the desired comparison type for search.
View and manage the settlements.
Click the Settlement option on the left side of the screen.
Select the appropriate merchant account.
Select individual transactions, and click Settle Selected. Click Settle All to settle all open transactions, or click Preview Batch to see what will be settled.
Displays a list of your settlements and allows for reprinting of batch reports.
Click on the Reports tab on the left side of your screen, then Batch History.
In the upper right-hand corner of the screen, there is a menu of miscellaneous operations.
In order to protect our client’s information, it is necessary for us to lockout users who cannot provide correct credentials. A lockout will occur if incorrect credentials are entered 6 times in a row.
There are two types of lockouts:
User lockout occurs when a user entered their password incorrectly for 6 successive attempts.
Endpoint lockout causes your entire office to be locked out because the username entered was unknown to our system, and used for 6 successive attempts.
If you are experiencing problems authenticating, contact your administrator to reset your credentials. We recommend to do this before the 6th attempt which could cause a lockout.
If you do experience a user lockout, you will need to follow these steps to continue:
Visit the reset page to clear any cookies that have been set on your terminal.
If you do experience an endpoint lockout, you will first need to need to call the Number support team to get the lock removed, then follow the instructions for a user lockout.
As an additional security precaution, passwords expire after 4 months. You can see your password expiration date every time you log into the Virtual Terminal.
You may choose to change your password as often as you wish, however you must change your password every 4 months at a minimum. Entering an expired password 6 times in succession will cause a user lockout as described above.
A guest ID or a service description can also be added here and searched for later. The ID will also print on the receipt, and the service description will print on the batch report.
A guest ID or a service description can also be added here and searched for later. The ID will also print on the receipt, and the service description will print on the batch report.
A guest ID or a service description can also be added here and searched for later. The ID will also print on the receipt, and the service description will print on the batch report.
A guest ID or a service description can also be added here and searched for later. The ID will also print on the receipt, and the service description will print on the batch report.
If the customer information is different than the cardholder information, uncheck the Same As Cardholder box and enter the appropriate information.
If the customer information is different than the cardholder information, uncheck the Same As Cardholder box and enter the appropriate information.
If the customer information is different than the cardholder information, uncheck the Same As Cardholder box and enter the appropriate information.
If the customer information is different than the cardholder information, uncheck the Same As Cardholder box and enter the appropriate information.
If the customer information is different than the cardholder information, uncheck the Same As Cardholder box and enter the appropriate information.