Using your Virtual Terminal (phase 1)

Created by Migration Bot, Modified on Thu, 3 Sep at 4:51 PM by Migration Bot

Published 25 July 2023, last updated 20 September 2023 on the Club Systems help centre; the original author was not recorded.

Head to Finance and select Virtual Terminal
This will load to a page called ‘Finance | Virtual Terminal’ with text of “Use this terminal to process unlinked adhoc payments for members and visitors.”.
- If the club do not have a ClearAccept Virtual Terminal Account created then instead we will display text of, "To process Virtual Terminal payments please create a ClearAccept Virtual Terminal Account within the Online Payment settings." With a button for "Online Payment Settings".
There will then be an option to ‘Lookup’ an existing record at the club or alternatively to manually enter the following person details, Forename, Surname, Email, Telephone Number, Address Line 1, Address Line 2, Town/City, County and Country. Selecting a person from the lookup will populate the above fields with their information from their ClubV1 record.
Below the person details there will be a numeric field for ‘Amount’ and a ‘Description’ field.
Once all the Person Details fields apart from Address Line 2 and County have been entered the user will be able to select, ‘Add Payment’.

When selecting ‘Add Payment’ if a record already exists with the associated email address, then the payment will link to that record, if there are no records associated with the email address then a ‘Contact’ record will be created with the person details entered.
After selecting ‘Add Payment’ the user will be required to enter the following Payment Details, Name on Card, Card Number, Expiry Date and CVV.
There will be an option for ‘Cancel’ which when selected will redirect the user back to the Virtual Terminal details page.
Once all the Payment Details have been entered the user will be able to select ‘Pay (Amount)’.

After selecting ‘Pay’ if the payment fails then the user will be returned to the Virtual Terminal page with a message detailing the reason why.
After selecting ‘Pay’ if the payment is successful then the user will be redirected to the Merchant Payments page.
On the Merchant Payment page the payment will show in the payments table, with the following details, Date, Person, Total, Payment Type which will be ‘Virtual Terminal’, Payment Status, Description, and an option to Refund.

Selecting ‘Refund’ will load a confirmation modal with a heading of ‘Refund Payment’ and text of “Do you also wish to process a refund via ClearAccept?” with a slider toggle and two options of ‘Close’ and ‘Refund’.
Selecting ‘Refund’ will set the Payment Status to ‘Refunded’ and if the slider toggle is selected this will also refund the payment via ClearAccept.
After selecting Refund, a toast notification will appear confirming if the refund has been successful or not.

We have added a Filter Payment Type for ‘Virtual Terminal’ so the user can filter the Merchant Payments table for those specific payments.

We have added a ‘Virtual Terminal’ user permission with text of “This permission will give access to the Virtual Terminal which will allow you to take payments over the phone”. This permission is enabled for System Admin, Membership Admin and Membership Users by default.