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1. Introduction 

Our Back Office not only allows you to look up your transactions you have processed via one of our integration modes. Thanks to our platform's flexibility, you can also modify (i.e. perform captures, refunds etc.) them directly there.

Access any of your transactions in the module Operations > View transaction, which offers a variety of possible actions. 

Have a look at the following chapters to learn what is possible and how you can achieve it.

Make sure your Back Office user profile has read/write access to Operations > View transaction

2. Find transactions

Depending on the transaction's global status, you can perform the following modifications (also known as "maintenance operations"): 

To perform any of these actions, you need to look up the transaction(s) in question: 

  • Log in to the Back Office and go to Operations > View transactions
  • Fill in the search mask to look up the transaction you want to modify
  • Click on "SHOW LIST" to execute the search
  • In the table overview, click on the transaction in question in column "Pay ID" to access the transaction overview
Learn more in our dedicated guide on how to look up transactions

Before you perform any maintenance operation, make sure to understand between (final) partial and full maintenance operations. 

3. Understand (final) partial and full maintenance operation

Our platform allows you to 

  • keep a transaction open for maintenance operations or close it after the the first one of the same kind
  • capture/cancel/renew/refund maintenance operations for the full amount or only a part of it

Regardless of the use case, you have to enter the amount you wish to process in the field next to the action button and (un)flag "Last one" next to it:

ModifyYourTransactions-1.png
The image above shows where to find the field to enter the amount to process and the "Last one" flag box.

You can enter any amount between the original authorised/captured amount or less, resulting in either a

  • Partial maintenance operation - if you enter less than the original amount.
    You can perform follow-up operations until you have covered the full amount. Make sure to unflag "Last one" if you wish to do so.
    If you want to prevent any further capture/cancellation/renewal/refund after the first one, flag "Last one" instead. This will result in a final maintenance operation, closing the transaction for subsequent operations of the same kind
  • Full maintenance operation - if you enter the full original amount. Our platform treats such a maintenance operation always as final. Consequently, the transaction's global status will change according to the maintenance operation you have just performed

The "Global" flag for authorisaion renewals or manual authorisations has the same functionality as the "Last one" flag. 

A transaction's global transaction status will remain unchanged until you have either

  • processed so many maintenance operations until you have covered the full amount
    or
  • you mark any (subsequent) maintenance operation as final
Learn more about the global transaction status in our Find your transactions guide

4. Modify transactions

Once you have found the transaction you want to modify, consult one of the dedicated chapters below to perform the desired action. 

We offer the following actions also as API calls for server-to-server requests:

a. Capture authorisations

Depending on your business model, you might choose to process transactions in two separate steps:

  1. Authorise the amount you want to charge at the time of the order. By doing so, you block only funds on your customers' credit cards without transferring them to you right away
  2. Capture (=confirming) the authorised amount, advising your acquirer to transfer the funds for the order to you 

As soon as you want to capture the full or partial amount, proceed as follows:

  1. In the transaction overview screen, look for the "CONFIRM PAYMENT (DATA CAPTURE)" button
  2. (Un)Flag "Last one" next to the button if you want to lock the transaction or keep it open for any subsequent captures
  3. Enter the amount you wish to capture in the field next to the flag "Last one". You can enter any amount between the original authorisation amount or less, resulting either in a partial or full capture
  4. Click on the "CONFIRM PAYMENT (DATA CAPTURE)" button

ModifyYourTransactions-2.png
The image above shows where to find the field to enter the button, the field to enter the amount to process and the 'Last one' flag box in the transaction overview.

Once you have pressed the button, the Back Office adds a line to the overview table of all maintenance operations processed so far on this transaction, documenting the operation you have just performed. The (global) transaction status has changed to status 91

ModifyYourTransactions-3.png
The image above shows the added line of the maintenance operation just performed in overview table of all maintenance operations.

Depending on your acquirer's response, our platform will update the transaction to either status 9 or 93 after a couple of hours. 

b. Delete authorisations

If you process transactions in two separate steps, you can delete an authorisation instead of capturing it.
To free the blocked amount on your customer's card, proceed as follows:

  1. In the transaction overview screen, look for the "DELETE AUTHORISATION" button
  2. (Un)Flag "Last one" next to the button if you want to lock the transaction or keep it open for any subsequent deletions
  3. Enter the amount you wish to delete in the field next to the flag "Last one". You can enter any amount between the original authorisation amount or less, resulting either in a partial or full deletion
  4. Click on the "CONFIRM PAYMENT (DATA CAPTURE)" button

ModifyYourTransactions-4.png
The image above shows where to find the field to enter the button, the field to enter the amount to process and the 'Last one' flag box in the transaction overview.

Once you have pressed the button, the Back Office adds a line to the overview table of all maintenance operations processed so far on this transaction, documenting the operation you have just performed. The (global) transaction status has changed to status 61

ModifyYourTransactions-5.png
The image above shows the added line of the maintenance operation just performed in overview table of all maintenance operations.

Depending on your acquirer's response, our platform will update the transaction to either status 6 or 63 after a couple of hours. 

c. Renew authorisations

The validity period of an authorisation is limited and depends on your acquirer. It is possible that an authorisation is already expired if you want to capture it eventually. Luckily, you can renew these kind of authorisations with these steps: 

  1. In the transaction overview screen, look for the "SEND ANOTHER AUTHORISATION REQUEST" button
  2. (Un)Flag "Global" next to the button if you want to lock the transaction or keep it open for any subsequent renewals
  3. Enter the amount you wish to renew the authorisation for in the field next to the flag "Global". You can enter any amount between the original authorisation amount or less, resulting either in a partial or full re-authorisation
  4. Click on the "SEND ANOTHER AUTHORISATION REQUEST" button

ModifyYourTransactions-6.png
The image above shows where to find the field to enter the button, the field to enter the amount to process and the 'Global' flag box in the transaction overview.

Once you have pressed the button, the Back Office adds a line to the overview table of all maintenance operations processed so far on this transaction, documenting the operation you have just performed.

ModifyYourTransactions-7.png
The image above shows the added line of the maintenance operation just performed in overview table of all maintenance operations.

Not all acquirers support this functionality, especially as PSD2 guidelines normally require a 3-D Secure check for (renewed) authorisations. Make sure to check with your acquirer before you use this feature 

d. Perform manual authorisations

In some cases you can turn a declined status 2 transaction into a valid authorisation. If your acquirer has provided you with an authorisation code for such a declined authorisation, you can manually re-authorise it by following these steps: 

  1. In the transaction overview screen, look for the "MANUAL AUTHORISATION" button
  2. (Un)Flag "Global" next to the button if you want to lock the transaction or keep it open for any subsequent manual authorisations
  3. Enter the amount you wish to authorise for in the field next to the flag "Global". You can enter any amount between the original authorisation amount or less, resulting either in a partial or full re-authorisation. Enter the authorisation code you have received from you acquirer in field "Code"
  4. Click on the "MANUAL AUTHORISATION" button

ModifyYourTransactions-8.png
The image above shows where to find the field to enter the button, the field to enter the amount to process, the 'Global' flag box and the "Code" field in the transaction overview.

Once you have pressed the button, the Back Office adds a line to the overview table of all maintenance operations processed so far on this transaction, documenting the operation you have just performed.

ModifyYourTransactions-9.png
The image above shows the added line of the maintenance operation just performed in overview table of all maintenance operations.

e. Refund payments

If you need to reimburse your customers, you can perform a refund on status 9 transactions. To do so, follow these steps

  1. In the transaction overview screen, look for the "REFUND" button
  2. (Un)Flag "Last one" next to the button if you want to lock the transaction or keep it open for any subsequent manual refunds
  3. Enter the amount you wish to refund in the field next to the flag "Last one". You can enter any amount between the original captured amount or less, resulting either in a partial or full refund. If necessary, you can enter the refund reason in field "Reason for the operation". It will appear in the detailed maintenance operation overview under "Reason for the operation"
  4. Click on the "REFUND" button

ModifyYourTransactions-10.png
The image above shows where to find the field to enter the button, the field to enter the amount to process, the 'Last one' box and the "Reason for the operation" field in the transaction overview.

Once you have pressed the button, the Back Office adds a line to the overview table of all maintenance operations processed so far on this transaction, documenting the operation you have just performed. The (global) transaction status has changed to status 81

ModifyYourTransactions-11.png
The image above shows the added line of the maintenance operation just performed in overview table of all maintenance operations.

Depending on your acquirer's cut-off time and/or the settlement status of the fund transfer between acquirer and issuer, the "REFUND" button states "DELETE PAYMENT" instead: 

ModifyYourTransactions-12.png

As the funds linked to this operation have not been paid to you yet, our platform simply cancels the future request for a fund transfer. Consequently, the transaction will be in status 71 and turn into 7 or 73 eventually.  

5. Modify multiple transactions

If you want to look up transactions and perform maintenance operations on them at once, the Back Office allows you to do so easily.

Queries you have run via Operations > View transactions produce an overview page with columns “REN” / “SAS” / “RFS”. Flagging either of them for individual transactions or all via “Select all” allows you to

  • REN: Renew the authorisation for statusOutput.statusCode=5 transactions for which the authorisation has expired
  • SAS: Capture statusOutput.statusCode=5 transactions to turn them into status 9
  • RFS: Refund statusOutput.statusCode=9 transactions

The image shows how to perform maintenance operations on transactions directly in the Back Office.

6. Delete transactions from platform

Following the introduction of the GDPR guideline, you might receive requests from your customers to delete all information held on of their transactions. Our Back Office allows you to do so easily by following these steps:

  • Log in to the Back Office and go to Operations > View transactions to look up the transaction in question
  • Click on the Button "SET TO [date 90 days in the future]"
  • In the overview, "Purge date" now states the date from the button you have just clicked. Our platform will delete this transaction on this date
  • Once our platform has deleted a transaction, you cannot recover it anymore. Make sure to save any data in your system you might need in the future
  • If you request the deletion of a transaction older than 90 days, our platform will delete it within 24 hours