This is an old revision of the document!
The Batch Manager is considered the most important section of the Merchant Console. Transactions that have been processed through the gateway are grouped together into batches or bundles, which must then be closed or settled for the transactions to be complete. As soon as a batch is settled, the funds processed in the transactions are deposited into your merchant service bank account.
When you first enter the Batch Manager what you see is the Current (Open) Batch. The open batch contains all of your most recent transactions that have not yet been settled. When each batch is settled, it is given a timestamp designating the exact date and time that the batch was settled. To view any of your settled batches, select the appropriate timestamp from the Batches drop down menu and click the View button.
The default view for the current, open batch, is in a list sorted by date. You can resort the list by clicking on any of the other column headings. To sort the list in descending instead of ascending order, click the column heading a second time. The categories by which the list may be sorted are as follows:
|Date||The date on which the transaction took place. This is the default view with the newest transaction listed at the top. To sort the list from oldest to newest, click on the Date heading.|
|Cardholder||Click this column to sort the list alphabetically by Cardholder name.|
|Type||Click this column to sort the list by the type of card used (visa, mastercard, amex, etc.).|
|Cardnumber||Click to sort the list by card number. (Please note: Full cardnumbers can not be displayed in the merchant console. Click here for more details.)|
|AVS||Click here to sort the list by AVS results.|
|CVV2||Click here to sort by CVV2/CVC results.|
|Amount||Click here to sort the list by total amount of the transaction.|
|Auth||(Authorization) Click here to sort the list by authorization status (Approved, Declined, Credit, Void, etc.)|
You always have the option to print or email any of the batches (open or settled) in your console. By clicking the Print button, you will be taken to a printer friendly version of the report you are viewing and a printer window will open asking you to confirm the printing job.
To email any of the batches (open or settled) in your console, click on the Email button. You will be taken to a screen that will ask you to input your email address, the email address you would like to send the report to, a subject heading, and any personal messages to include in the email. When the email is ready to send, click the Send Email button located at the bottom of the page. You may send the email to multiple addresses by separating the addresses with commas in the Email to: field.
You can also export any batch as one of the file types listed in the Export drop down menu. These file types allow you to export the report into programs such as Microsoft Word, Excel, and Access. You can import your exported file into programs such as Microsoft Money, and Intuit Quicken, and QuickBooks.
Exported files from the batches section of the console will only contain the information displayed on your screen. To download more detailed reports that include information, such as customer address, email, and phone number, you must use the Export feature in the Reports section of the console.
Each batch contains all of types of transactions that you have processed including sales, credits and voids. Remember that a sale in an open batch can be voided, but a sale in a settled batch must be returned as a credit.
Each transaction type has a distinct look to make it easy for you to tell them apart in the batch manager. Sales (and PostAuth transactions) are always displayed in BLACK and have an authorization number in the Auth column. Voids are always displayed in GREEN, and have the word void in the Auth column. Credits are always displayed in RED and will have the word credit in the Auth column.
To void a transaction in the open batch, check the box in the Void column and click the Process Changes button at the bottom of the screen. The system will then ask you to confirm the void (or voids). Once you confirm the void, the transaction will be removed from your the batch and the customer's card will not be charged for the sale.
In settled batches the Credit column serves the same function for sales that have already been settled. Since settled transactions can not be voided, checking the box in the Credit column will place a new credit transaction for the exact amount of the original transaction in your current (open) batch for settlement. The credit will be issued as soon as your current batch is settled.
From the Transaction Details viewing page, you will be able to confirm transaction details as well as process a quick sale or credit to the customer.
For more information visit the Transaction Details support page.
A Master merchant account is required to unlock individual credit cards. When you click on the padlock, you will be prompted to enter your master password in order to continue.
Only transactions in the open batch can be voided/un-voided (see QuickVoid, QuickCredit above). The system will not allow you to un-void transactions that have been settled.