Virtual Terminal payments

Overview

The Virtual Terminal is a web-based application that allows merchants with required role permissions to process transactions from the OnlinePay dashboard. You can use the Virtual Terminal to manually enter card details and process payments for your customers with card details taken over the phone or via mail.

Card details shared with you over the phone or via mail must be treated as sensitive information. Ensure compliance with the Payment Card Industry Data Security Standard (PCI DSS) requirements when handling cardholder data. PCI DSS outline the minimum security requirements for protecting cardholder data. See Your guide to the payment card industry data security standard for more information.

Access to the Virtual Terminal

To access the Virtual Terminal, you must have the required role permissions.

The following roles can access the Virtual Terminal:

• Merchant Cashier - Initiate payments and cancel or void payments.
• Merchant Supervisor - Initiate payment, refund, cancel, or void payments.

Roles with no access to the Virtual Terminal:

• Merchant Admin
• Merchant Reviewer
• Merchant User

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Note

Users can have multiple roles. Only one of the roles needs to have access to the Virtual Terminal to use it.

Take a payment using the Virtual Terminal

To take a payment using the Virtual Terminal:

1. Log in to the OnlinePay dashboard.

2. From the top navigation menu, click Commerce > Payment Tools > Virtual Terminal.

3. In the Virtual Terminal Payment Settings, select the channel for which you want to process the payment:

   • Mail - Payments processed via mail or email.
   • Telephone - Payments processed over the phone.

4. Enter the payment amount in AUD. The minimum payment is $0.01.

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   Important

   The minimum or maximum payment amount may vary based on any blocking rules applied to your account.

5. (Optional) Enter a Merchant Reference to help you identify the payment. This reference appears in the transaction details and reports in the dashboard.
   If no reference is provided, the system generates DefaultMerch as the reference in the Commerce dashboard.

6. Click Continue to Payment to proceed to the Payment Form for the card payment.

7. On the Payment Form, enter the card details:

   • Card Number
   • Expiry Date
   • CVV

8. Click Pay AMOUNT.

The Payment Status page displays either a success or failure message.

You can also view more details about the payment by clicking More Details.

This opens the Commerce > Orders/Transactions page, where you can view the transaction details and perform other actions, such as refunds or emailing the receipt.