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  • Welcome

    This is your manual for the CrefoPay 'Merchant Service Area'. It should help you to use the Merchant Service Area efficiently. Please use the navigation menu on the left to navigate through this manual or alternatively use the search function in the upper left corner to search for a specific topic.

    Overview

    The merchant service area is your control centre for all your transactions and payments. As soon as you are logged in you can

    Usage

    Through the menu in the header of the Merchant Service Area some basic settings can be made which affect the functions which can be found in the main menu in the sidebar.

    Change shop

    If you are a retailer and operate several shops in different currencies, you can switch to one of the other shops via the 'Change shop' menu item. If you click on the menu item 'Change shop', a selection window appears to select the corresponding shop:

    Change Shop

    Login

    To use the Merchant Service Area you need credentials consisting of a username and a password. The minimum password lenth is 8 characters. It has to contain at least 1 lower case letter, 1 capital letter, 1 number and 1 special character. If a wrong password is entered 3 times in a row, the account will ber locked for 30 minutes and a login is not possible during this time.

    Logout

    By clicking on 'Logout' you log out of the Merchant Service Area.

    After 30 minutes of inactivity you will be logged out automatically for security reasons.

    Select language

    To the right of the menu item 'Logout' you can select the language in which the Merchant Service Area should be displayed.

    You can choose between the following languages:

    Depending on which areas are activated for you, you will find all functions for the administration of shops, transactions and users in the main menu.

    Dashboard

    When you log in to the Merchant Service Area, you will automatically be taken to the Dashboard page. Here you see the most important up to date statistics for your business:

    Dashboard

    Currently, the dashboard contains the following areas:

    By selecting the appropriate tab, you can switch from current daily values to monthly or annual values.

    Calculation basis

    The calculation of sales and transaction volume is based on all so-called "reserved" transactions. Reserved transactions are transactions initiated by the customer and confirmed during the purchase process and therefore transferred from the shop system to the CrefoPay system for further processing. The transaction volume is therefore not the same as the real cash flow, as this depends on various other factors. (e.g. whether the entire transaction amount was captured or only a partial amount of it)

    The predefined time period always refers to the time when the query was started. This is illustrated by the following examples:

    Log in to the Merchant Service Area on 12.03.2018 at exactly 15:00 and select 'Day' in the dashboard as the predefined period. You will receive the sales and transaction volume for 12.03.2018 for the period from 0:00 to 15:00.

    If you then change the predefined period on the corresponding tab to 'Month', you will receive the sales and transaction volume for the period from 01.03.2018 starting from 0:00 to 12.03.2018 15:00.

    If you then click on the 'Year' tab, you will receive the turnover and transaction volume for the period from 01.01.2018 starting from 0:00 to 12.03.2018 15:00.

    By clicking on the heading you will be forwarded to the Statistics section to view further details.

    Revenue and transaction volume

    The first dashboard chart shows the revenue and the number of transactions made (transaction volume) in a predefined time period (day, month or year).

    Transactionvolume

    The total volume is the sum of the turnover of all transactions across all sales channels:

    Transaction total bar chart

    This bar chart shows your sales separated by different sales-channels and subdivided into the different time units of the predefined period:

    Transaction sum

    The sales volume of the various sales channels are marked with different colours and added up to the total sales volume. If you move your mouse over one of the bars, a window will appear showing you the respective period, the sales channel and the total sales volume.

    Pie chart payment methods

    The pie chart shows the distribution of the various payment methods depending on the transaction volume for the selected predefined time period. If you move your mouse over the diagram, a window appears for the respective area. This displays the name and number of transactions, as well as the percentage of the payment method. If you click on a payment method in the legend, the corresponding section is highlighted in the diagram.

    Payment Methods

    Successful and Failed Payments

    This bar chart shows the ratio of successful payments compared to failed payments, separated by different payment methods, for the selected predefined period. If you move the mouse pointer over the areas 'Successful' or 'Failed' in the bar chart, an information-window opens showing the precise number. To see detailed information about failed transactions of a payment method, click on the 'Failed' section in the corresponding bar of the chart.

    Conversion diagram

    By clicking on the 'Table' link, the data can also be displayed in tabular form. This table provides not only the number of transactions but also the corresponding transaction volumes.

    Conversion table

    Geographical distribution of customers

    The geographical distribution of your customers is illustrated on a world map

    Worldmap

    By clicking on the heading you will be redirected to the Statistics section to view further details.

    If you move the mouse pointer over the world map, a detail-window appears for the respective country. This will again show you the name of the country and the number of customers.

    Transactions

    Transaction details

    A payment transaction in the CrefoPay system has many different facets. Therefore, the transaction overview is divided into different areas, each of which provides information about a different aspect of the transaction and allows you to captures, refunds or debt-collection cases.

    A summary of the most important information of the transaction is displayed in the overview on top of the page. At the same time the Merchant Service Area offers you the possibility to trigger different actions depending on the transaction status.

    Basic data

    Capture details

    Details of a completed booking (capture) are displayed in the 'Booking Details' section.

    Booking Details

    Field Description
    Capture date Date and time when the capture was made
    Capture ID The unique reference generated by the merchant to a transaction, such as the invoice number.
    Capture status The status of the booking as well as a time specification for the last status change
    Captured The amount posted for this capture
    Reduced The amount by which this capture was reduced.
    Refunded The sum of all refund amounts for an existing capture
    Paid The amount that was paid. With many payment methods, such as credit card, the cash flow takes place at the time of booking, then the amount paid is always the same as the captured amount. For payment methods such as invoice, the amount paid is only displayed when the money has actually been received
    Returned If a receivable is deducted after it was sold to CrefoPayment in the context of payment guarantee, the amount is shown here
    Guaranteed The amount paid by CrefoPayment in the context of the payment guarantee
    Open Outstanding amount

    Payment history

    In the 'Payment history' section, you can see the status of the payment flows for a transaction or a capture. This is a very technical view on the actual cash flow which, depending on the payment method, also reflects the communication with different banks, gateways or acquirers. Normally this information is not needed, but in case of an error it can help to analyse the cause.

    Payment History

    Field Description
    Date/time Date and time, of the action
    Reference Depending on the action, the corresponding ID is displayed here, e. g. the Capture ID for captures
    Action The action performed.
    Code Result of the action
    Status Status after execution of the action
    Details In case of error this column is used to display details about the error
    Amount The amount processed in this transaction

    Basic data - Customer details

    In the first area of the basic data, you will find the following customer-specific information:

    Customer Details

    Basic data - Shopping cart

    You will see the following information about the shopping cart of the transaction:

    Shopping cart

    Field Description
    Risk class This is the risk class you passed to an item. This class is not changed by the CrefoPay Fraud Management
    Text The item description
    Type As shipping costs, coupons or fees are also transferred as item items in the 'StartTransaction' call, you will find the corresponding information about the type of this item. Possible values are here:
    • DEFAULT
    • SHIPPINGCOSTS
    • COUPON
    Amount Item price
    Quantity Number of items

    Basic data - dunning process

    This section contains all details about the dunning process. However, this section is only visible if CrefoPay manages the dunning collection of the merchant and the transaction is actually in the dunning process.

    Dunning process

    Invoice information

    This section shows an overview of the invoice data added to a transaction or capture via the Merchant Service Area or the API. The provision of invoice data is necessary if dunning and collection shall be managed by CrefoPay and handled by CrefoPay partners. The call centre of the debt collection service provider needs this data for information purposes.

    Capture

    Notifications

    In the 'Notifications' section, you can see which information was sent at what time by the CrefoPay system to the URLs configured by the merchant as part of the 'Merchant Notification Services' (MNS). The 'Merchant Notification Service' is a push service that automatically informs the merchant about status-changes of transactions or captures. This is particularly important for asynchronous status-changes, such as for incoming payments. An insight into the notifications is usually only required during the integration phase or during troubleshooting.

    Notifications

    Transaction management

    Cancel transaction

    If no capture has been triggered yet and the transaction is still in status 'MerchantPending', it is possible to cancel the transaction completely. The transaction then changes its status to 'Cancelled'. For payment methods that do not allow reservation, such as 'Sofort' the money is already transferred during the reservation. In this case, the full amount will be refunded to the customer in the event of cancellation.

    Initiate capture

    The 'Capture' button can be used to initiate one or more captures for a transaction. This normally happens as soon as the goods have been shipped to the customer. If the goods are shipped in several partial deliveries, a capture should be created for each delivery. The specified amount, which may not exceed the original transaction amount, is then debited via the respective payment method. The Capture ID, which must be entered in addition to the amount, is later used to identify captures, especially in the case of partial captures. Here, for example, the invoice number can be used if each delivery is accompanied by a separate invoice.

    Especially for transactions with the payment method bill payment and direct debt captures are required, so that following processes can start.

    Captures with direct debit

    In case of direct debit transactions, the capture triggers the collection order. The collected amount will always equal the captured amount. This means if no capture is performed, no money will be collected.

    Captures with bill payments

    For bill payments the capture signifies that a bill was created and a claim for the money exists. Optimally the captures are performed at the same time that the delivery of goods is triggered/ordered. This is critical for following processes such as dunning and collection in case that no money was received. Without a capture CrefoPay will assume that no claim exists, and the customer will never go into dunning or collection. The exact time of capture is important for the dunning process. If you want a customer to go into dunning 14 days after bill creation/delivery, you must make sure that the capture is performed at the same time.

    Capture

    Initiate refund

    If a refund is to be issued to the customer as a result of a return shipping or as a gesture of goodwill, it can be triggered via the 'Refund' button. A refund always refers to a previous capture and may not exceed its amount.

    Refund

    Finish transaction

    Transactions can be finished if at least one partial capture has triggered, but the transaction has not yet been fully captured. For payment methods such as Sofort, where money is collected immediately after reservation, the difference between the amount collected and the amount captured (or the sum of all amounts captured) is automatically refunded to the customer when the transaction is finished. Therefore, a transaction should always be finished if, for any reason, the full amount cannot be captured. This usually happens with partial deliveries, where some of the ordered items are no longer available.

    Add invoice information

    You can use the function 'Add invoice information' to add invoice information to existing transactions/captures. This is important if the invoice data for a transaction or capture is generated by the ERP system after the transaction has been completed. In addition, a due date for invoice purchases can also be transferred here. This means that the default due date can be overwritten individually for each transaction.

    Add invoice

    Field Description
    Order ID This is a unique identifier for a transaction which is created by the shop.
    Capture ID This is the unique reference of a capture or a partial capture (e.g. the invoice number).
    invoice number The invoice number
    Date of invoice The date when the in voice was created
    original invoice amount The original amount of the invoice.
    Due date Invoice due date. For further information see below
    Payment target Only relevant for bill payments.
    Invoice PDF The original invoice as PDF
    Date of dispatch Date of dispatch of the order
    Tracking number The tracking number of the shipping service provider
    The free text field can be used to provide additional information such as the item number so that the collection service provider can see which item(s) the dunning process refers to.

    Difference between due date, payment target and default

    You can use the Payment target parameter to specify when an invoice is due for payment (due date of the receivable). If this deviates from an immediate due date, the customer must be informed of this on the invoice. The due date thus determines by when the customer must pay the invoice.

    The German Civil Code (Bürgerliches Gesetzbuch) regulates via § 286 para. 3 when a customer is in default, so that the dunning process can be initiated and claims for damages such as dunning charges, interest etc. can be asserted from a delayed payment. This statutory default period is 30 days.

    The due date and receipt of the invoice are prerequisites for the commencement of the default process. If a due date is specified on the invoice, this automatically postpones the date on which the default occurs.

    Example: If the invoice amount is due 30 days after receipt of the goods, the default shall not occur until 60 days after receipt of the goods.

    Currently, CrefoPay's receivables are transferred to the collection service provider as standard 35 days after booking (30 days legal default period + 5 days transition period). The capture date should therefore always be the same as the invoice date and the shipping date of the goods.

    The 'due date' parameter can be used to overwrite the default value of 35 days for the respective transaction. If the customer is granted a payment term other than an immediate due date, for example 10 days, and no further transition period is to be granted to the customer after the 30-day default period has expired, a due date calculated from 'capture date + 40 days' must be set. This date must be printed on the invoice in the relevant section. The 'due date' parameter thus determines when a receivable is transferred to the collection service provider. The 'Payment term' parameter is purely informative and does not control any process.

    Add payments

    If payments were received which CrefoPay does not know about (for example cash payments, or payments on bank accounts unknown to CrefoPay), then it is possible to manually to add these manually to a transaction. This informs CrefoPay about the incoming payment, which is especiallly important for transactions which might start a dunning or collection process if not paid.

    Payments can generally be added to invoice and cash in advance transactions that were successfully reserved by the customer. Specifically for direct debit payments it is only possible to add payments, if the initial withdrawal of money from the customers bank account failed.

    By clicking on the "Add payment" button a form with the following fields will be displayed:

    Field Description
    Amount Amount to be added to the transaction.
    Capture ID The reference to a capture given by the merchant, to which the payment should be added. Mandatory for direct debit transactions.
    Message Payment reference
    IBAN IBAN of the account from which the money was received.
    Value date Date of when the money was effectively received.
    Account holder Name of the account holder of the account from which the money was received.

    Status overview

    Transaction status

    Status Description
    New The transaction was created. Transaction creation usually occurs when the customer enters the checkout process
    AcknowledgePending The purchase was confirmed by the customer
    Expired Transaktion ist ausgelaufen, wenn innerhalb der definierten Warenkorbgültigkeit keine weitere Aktion erfolgt ist The transaction expired. This happens if a customer does not confirm the purchase within a configured time frame
    CIAPending The transaction is waiting for an incoming payment (cash in advance, PayPal)
    FraudPending Optional status. The transaction is in manual review due to possible fraud. The merchant can manually accept or decline the transaction
    FraudCancelled The merchant declined a transaction in status FraudPending
    Cancelled The transaction was cancelled by the merchant
    MerchantPending A purchase was completed and the shop was successfully notified about it. The transaction is waiting to be captured by the merchant, which triggers the transfer of funds. A capture signals that the delivery was triggered and an invoice was created
    InProgress The transaction is underpaid. Either no incoming payment was registered yet, or the payment was reversed
    Done The transaction is completed. Completed means that the open amount is zero and therefore no further payments are expected

    Capture status

    Status Description
    PayPending No incoming payment was registered yet. Usually this signals that an invoice is still unpaid or a SEPA payment was not yet completed
    Paid The payment was received, or the open amount was reduced due to a refund
    PaymentFailed The payment process/collection failed
    Chargeback The payment was reversed by the account/card holder
    DunningPending The due date was reached while the transaction was still waiting for a payment. The open claims were forwarded and the transaction is waiting for confirmation from the dunning service provider. In this status no actions (such as refunds) are allowed
    InDunning A confirmation from the dunning service provider was received. The dunning process was started
    InCollection The dunning process ended and resulted in no payments. The claims were forwarded to collection services and the collection process starts

    Search

    In this area you have four submenu items with different search options at your disposal, where you can search for transactions, captures, credit notes or terminal transactions on the basis of various, flexibly combinable data.

    Search for transactions

    In this area, you can search for one or more transactions using either an OrderID or alternatively the advanced search function.

    Search for OrderID

    First select whether you want the search to cover all shops or one or more selected shops. No wildcards or placeholders are allowed when searching for an OrderID. The OrderID must correspond exactly to the one used when creating the transaction.

    Search by OrderID

    Under "Advanced Search" you can define various search criteria to be used for filtering. You can also combine different search criteria by clicking on 'Add field'.

    Extended Search

    If you select a search criterion from the dropdown menu, the corresponding input fields open.

    You can search according to the following criteria:

    Criterion Description
    Order ID This is a unique identifier for a transaction which is created by the shop.
    Additional Order ID An additional reference passed through the API or plugin when creating the transaction
    Payment reference This is the reference text to which the user needs to refer within his remittance so that CrefoPay can link the incoming payment(s) with the outstanding amount(s) of a transaction.
    Customer name Name of your customer
    Customer e-mail Customer email address
    Transaction amount The amount of the transaction
    Uncaptured amount Amounts reserved but not yet captured
    Balance Transactions that are overpaid, underpaid, or balanced
    Payment method The payment method used
    Channel The channel e.g. E-Commerce, Terminal, ...
    Transaction status Status of the transaction
    Transition to Status Change of transaction status at a specific time

    Search conditions

    Depending on the selected search criterion, you can specify flexibly what you want to search for. If the search criterion is a character string, as for example when searching by customer name, you can choose whether the search criterion should exactly match a certain value or only contain one value within a character string. If the search refers to an amount, mathematical operators such as amount is equal, greater than equal, greater than, less than equal and less than can be used. To search for a specific status, payment method, or channel, you can use the corresponding dropdown menus.

    Search by date

    The search can generally be restricted to a certain period of time. Day, week or month are available as preselected options. You can also define an individual period over which the search is to extend. However, the search will only return results that are no more than one year in the past.

    You can also use the date type to further differentiate the period by specifying which transaction event the period should refer to. You can choose between them:

    Search result

    You receive the result of your search in tabular form

    Search result

    Field Description
    Date The date that you defined as the search criterion
    OrderID This is a unique identifier for a transaction which is created by the shop.
    Shop The name of the shop.
    Payment method The payment method used for the transaction
    Transaction status The current status of the transaction
    Transaction amount The transaction amount
    Uncaptured amount The amount that was reserved but not captured yet
    Balance The account balance of this transaction

    If you click on a row in the results table, a detailed view opens in which you can see all the information about the transaction and the corresponding captures. A detailed explanation of this view can be found in the subitem: Transaction details

    Search result details

    Export of results

    Using the 'Export' function, the result can be downloaded as a CSV file. There are 2 options for this

    Search Export

    Option Description
    Export current view Exactly the same information as can be seen in the result table is exported
    Export complete view In addition to the visible columns, 20 additional data fields are exported

    Search for captures

    The search for captures differs from the transaction search only in that the unique ID here is the 'Capture ID'. In contrast to the 'OrderID', which can only be used for one transaction in each shop, a 'Capture ID' can be used in several transactions. Therefore you should pay attention to assign unique IDs like for example the invoice number, because this makes any following searches much easier.

    Search for bookings

    Search for refund & reduction

    Since credit memos do not have a unique ID, but each credit memo is assigned to a transaction, an 'Order ID' is used to search for credit memos. As with the transaction search, the advanced search can also be used to find refunds & reductions with different criteria such as 'Description', 'Capture ID', 'Status', 'Type' or 'Amount'.

    Search for terminal transactions

    In this area, you can search for terminal transactions either using a transaction number or alternatively using the advanced search function. The transaction number is the unique number assigned by the terminal and shown on the receipt.

    Search for Terminal Transactions

    In the advanced search, the following parameters can be used to search for terminal transactions:

    Parameter Description
    TA-Nr. Transaction number on the document
    TA-Nr. (old) Transaction number on the document to which the action refers
    Card type Type of card used
    Receipt number Number of the transaction receipt
    Reference Additional transaction information
    Terminal ID Identification number of the terminal
    Type Type of notification to be searched
    Amount Amount of transaction
    Processing method Describes how the transaction was processed; e.g. Offline, Online
    Transaction status Current status of the transaction
    Status message Error Description. This field is set if an error occurred during the transaction
    Text Additional transaction information
    Result
  • Success -> Successfully processed
  • Failure -> Error during processing
  • If you click on a row in the results list, a detailed view of the transaction is displayed.

    Terminal transaction details

    The details of a terminal transaction are different from a standard e-commerce transaction because the terminal stores different data than the CrefoPay system stores in e-commerce transactions.

    Terminal Transactionedtails

    The 'Related entries' section lists all transactions that are related to the currently opened transaction. By clicking on the respective entry, you will be redirected to the corresponding detailed view.

    Search for risk checks

    In this area, you can search for risk and solvency checks that have been carried out. Here the search can be limited by special products or rules, as well as by a time period.

    Search for risk assessments

    Both the checks and its outcome, as well as details of the transaction itself are presented. By clicking on one of the result rows, you go directly to the detailed view of the transaction for which the check was performed.

    Saved searches

    Searches created using the 'Advanced Search' function can be saved and reused later. This is especially useful if you want to perform the same searches routinely over and over again. The shops that are searched for and the set criteria are saved, but not the search period.

    Save search

    After a click on 'Save search' you will be asked to enter a name and confirm the saving. Now you can select and execute the search at any time via the menu item 'Saved searches'.

    Saved Search

    Pay By Link

    The 'Pay by Link' function enables you to send an e-mail with an integrated payment link. When the customer opens the e-mail, he can start the payment process by clicking on the payment link. In a PCI-compliant, secure environment, a payment selection page opens where the customer can select his preferred payment method and pay with it. This fast and secure payment method can be used immediately after activation without any implementation effort. Business transactions such as reservations, down payments and invoices can thus be carried out easily.

    Alternatively, it is also possible to generate only the payment link without triggering an automatic e-mail dispatch. The link can then be delivered in any way.

    Pay by Link

    How to start a Pay By Link transaction

    After entering the mandatory fields and clicking on the 'Continue' button, a confirmation page with the newly created order number and the generated payment link is displayed. The payment link can also be found in the transaction details. In this step, initial risk assessments are also carried out automatically, provided the necessary data is available. The more data available, the more reliable the checks.

    Customers

    In the Customers area, you will find an overview of all customers assigned to a selected shop.

    Customers

    The customer view is divided into a search filter and a list of customers.

    Customers can be searched for using the following criteria:

    Create new customers

    By clicking on 'Add', a new window opens in which new customers can be created. Fields marked with an asterisk are mandatory. The 'User ID' must be unique for the selected shop. If the 'User ID' is already assigned to another customer, an appropriate error message is displayed. The data of the user stored under this ID will not be overwritten.

    Create customer

    Customer Details

    By clicking on a specific customer in the customer overview the customer details page will be displayed. In the area ‚Customer Details‘ all currently saved customer data and addresses are displayed. By clicking on the ‚Edit‘ button within this area, it is possible to modify said customer data. It should be noted that it is not possible to change a private customer into a business customer though. With the ‚Add subscription‘ button a new subscription based on a previously created subscription plan can be added to the customer.

    CustomerDetails_1

    Below the area ‘Customer Details’ another area ‘Transaction History’ can be found. This area contains a table which displays all transactions created by the selected user. By clicking on individual entries within the table, the related transaction details page will be opened. Additionally, by clicking on the button ‘Display transactions in transaction search’ a new advanced transaction search will be started, which only returns the relevant customer transactions. This can be used to add additional criteria and effectively filter the transaction list of a single user, or export the transaction list.

    CustomerDetails_2

    Subscriptions

    CrefoPay's subscription feature provides you with comprehensive subscription management for flexible and easy processing of recurring payments. The processing of all transactions is fully automated and according to your individual specifications, so that you can completely outsource these processes and still retain full control. Individual intervals, prices and periods of notice allow even complex, multi-level models to be mapped without difficulty.

    Recurring payments can either be processed via API call, e.g. to create subscriptions directly from a shop, or alternatively manually via the Merchant Service Area. The API version is only compatible with the integration types 'Direct API Integration' and 'Direct API Secure Fields Integration'. Details on the API integration can be found in the Integration Manual. Manual processing via the Merchant Service Area works with all types of integration.

    Creating a subscription is as easy as can be

    You first create a subscription plan, in which you define the basic conditions for a subscription such as debit interval, rate, duration, trial period, etc.. This plan is then assigned to a customer.

    Subscription plan + customer = subscription

    As soon as the customer has been assigned such a plan, he will receive an e-mail with the details of the subscription and a link through which he can activate the payment. The amount collected can be adjusted with each payment cycle, both manually and via API.

    Subscription plans

    Under Subscription Plans you can view existing subscription plans, search for them and create new plans.

    Subscription Plans

    The section is divided into a search filter and a list of subscription plans.

    Subscription plans can be searched for using the following criteria:

    Create new subscription plans

    If you click on "Add" in the lower area, a new window will open allowing you to create new plans.

    Create subscription plans

    Parameter Description
    Reference Identification feature of the plan. This can consist of a maximum of 15 characters and must be unique per shop
    Name Name of the subscription plan (max. 25 characters)
    Description Here you can enter a description of the subscription (max. 100 characters). This is used for example in the confirmation email sent to the customer
    Standard rate The rate per selected interval, e.g. 4.50 EUR per interval
    Interval Select the interval in which billing is to take place. The following options are available: Daily, Weekly, Fortnightly, 4-weekly, Monthly, Quarterly, Half-yearly and Yearly
    Free trial period (in days) If you want to grant your customers a trial period, enter the number of days here. The normal billing cycle does not begin until the specified days have elapsed.
    Number of installments (excl. trial duration) If the subscription is to be limited in time, e.g. annual subscription with 12 issues, which ends automatically, enter the total number of installments to be debited over the entire period here.
    Contact details (displayed in the automated e-mails sent to your customer) Here you can provide the contact details displayed in the confirmation e-mail, such as a phone number or e-mail address.

    Once you have provided all the details, click 'Save' to create the new subscription plan.

    Start subscriptions

    Once you have created a plan, subscriptions for customers can be started.

    In the customer overview, first select the customer for whom you want to set up a subscription. To do this, click on the existing entry in the customer list.

    Below the customer details displayed in the newly opened window, you will find the 'Add subscription' button. After clicking, a new window opens, which gives you the opportunity to search for existing subscription plans and assign them to the customer.

    Create subscriptions

    After selecting a plan, you can adjust the rate, the start date and the free trial period. Click on 'Subscribe' to create the subscription.

    Your customer will then receive an e-mail with a payment link. At this point the subscription has the status 'UserPending'. The status is also displayed in the overview of subscriptions assigned to the customer.

    Once your customer has clicked on the payment link and completed all further payment steps, the subscription is active and the status is changed to 'Active'. An overview of all possible subscription statuses can be found here: subscription status

    You can also assign several different subscription plans to a customer. If you are looking for an existing customer who has already started subscription, you will find another tab in the detailed view for the customer that displays all of his current subscriptions.

    Subscriptions Overview

    Manage subscriptions

    In the subscription management, you get an overview of which subscriptions are active.

    Subscriptions Management

    The overview shows the following information

    Column Description
    Subscription ID Shop unique subscription reference
    User ID Shop unique customer reference
    Reference Shop unique ID of the subscription plan used for this subscription
    Name Short description of the subscription
    Interval Interval at which the installment is debited
    Status Subscription status

    As soon as you click on an entry in the overview, you will be redirected to a new view that gives you more detailed information about the subscription, the customer and the payment status.

    Subscriptions Details

    The page is divided into four sections. In the upper left section you will find detailed information about the subscription, to the right you will find information about the subscriber. Below this is a selection box in which you can perform actions depending on the subscription status.

    Action Description
    Change Rate Here you can change the subscription rate. The change takes effect at the next interval.
    Pause With this action you can pause the subscription until a certain time. This is only possible if the subscription has already been started by the customer.
    Reactivate With the action 'Reactivate' you can manually reactivate a paused subscription.
    Cancel subscription With 'Cancel' the subscription is irrevocably cancelled.

    The customer is informed by e-mail about all manual changes to the subscription.

    At the bottom of the page you will find an overview of the payments made so far.

    Subscription status

    Subscriptions Status

    Statistics

    While the dashboard provides you with a quick overview of your current transaction and sales situation by means of easy-to-understand graphics, the statistics section provides you with detailed figures on various evaluation options.

    You can filter your transactions according to the following criteria or time periods

    Criteria:

    Periods of time:

    Export For further processing, you have the option of receiving all statistical evaluations as a comma-separated file. Simply click on the 'Export' button on the page.

    Statistics

    Comparison periods

    Depending on the selected time period, the system displays the current values of the time period and the values of the comparison period in all evaluations. The following examples are intended to illustrate this:

    Suppose it is Wednesday, 02.03.2016, 15:00 o'clock and you select the option:

    Current day - Previous day

    You will then receive the data from 02.03.2016 from 0:00 o'clock to the time of retrieval (15:00 o'clock) (column 1). You will also receive the data from the previous day (01.03.2016) starting from 0:00 to 15:00 as a comparison value. (column 3)

    Current week - previous week

    You will then receive the data from Monday beginning, i.e. from 29.02.2016, 0:00 hrs to 02.03.2016 until the time of retrieval (15:00 hrs) (column 1). You will also receive the data for the previous week from Monday beginning 22.02.16, 0:00 to 24.02.2016, 15:00 as a comparison value. (column 3)

    Current Month- Previous Month

    You will then receive the data from Tuesday, 01.03.2016 from 0:00 hrs to 02.03.2016 until the time of retrieval (15:00 hrs) (column 1). You also receive the data for the previous month from 01.02.2016, 0:00 hours beginning to 02.02.2016, 15:00 hours as a comparison value. (column 3)

    Current year- Previous year

    You will then receive the data from 01.01.2016 starting at 0:00 hrs to 02.03.2016 up to the time of retrieval (15:00 hrs) (column 1). You will also receive the data for the previous year from 01.01.2015, 0:00 hrs beginning to 02.03.2015, 15:00 hrs as a comparative value. (column 3)

    Individual

    Suppose you select "Individual" in the Statistics area and define the period to be evaluated as 13.02.16 - 18.02.16:

    You will then receive the data from 13.02.2016 from 0:00 o'clock beginning to 18.02.16, 23:59 (column 1) As comparison period you receive the data of the previous year of the same time span, thus from 13.02.2015, 0:00 clock to 18.02.2015 23:59 clock. (column 3)

    The 'Change in %' column shows the percentage change over the previous period.

    Payment methods

    If you have narrowed down your search 'by payment method', you will receive the transaction and sales volume divided into payment methods. Furthermore, in the column 'Distribution' you will find a calculation indicating the percentage share of the individual payment method in the total volume.

    Statistics Payment methods

    Transaction context

    If you have narrowed down your search 'by transaction channel', you will receive the transaction and sales volume subdivided by sales channel. Furthermore, in the column 'Distribution' you will find a calculation indicating the percentage share of the individual sales channel in the total volume.

    Statistics Context

    Customer distribution

    If you have narrowed down your search 'by user distribution', a list of all countries with the respective number of customers and the number of transactions made in the specified period will appear. To determine the country of origin of a customer, the country of his delivery address is used as the basis.

    Statistics Customers

    Reporting

    In the Reporting area, you can download settlement files and other evaluations.

    The date corresponds to the day on which the corresponding report was created. Various reports are provided.

    Reports

    Name Description
    Invoice Invoice documents in PDF and CSV format
    Payment guarantee Special settlements for transactions with payment guarantee.
    Accounting Account movements and payment notifications
    Other Individual reports agreed with the customer

    General

    Format

    The accounting file is delivered in CSV format (comma-separated). All currency amounts are provided in the smallest currency unit (usually EUR cent). Sales tax is not included in the reported costs. All fees charged to the merchant are marked with the '-'. character, meaning a negative amount. Credit memos in favour of the merchant are delivered without sign as a positive amount.

    Legend

    Type Description
    f Fixed field length
    v Variable field length
    Format Description
    n Numeric values without special characters
    to Alphanumeric values, also special characters possible

    Bills

    Content

    The aim of reporting is to provide a detailed list of all billing-relevant events. Everything for which service fees or commissions are charged directly by CrefoPay is relevant for invoicing. The supplied booking file can be used as a basis for an automated booking of the fees charged by CrefoPay. Reporting is delta reporting. All billing-relevant transactions for the billing period are displayed.

    Filename

    IN-xxx - The file name represents the corresponding invoice number.

    Field name Type Max. Length Format Contents
    type f 5 an Identification of the type of item, see table 'Payment types'
    paym_id f 7 n Identification of payment as specified in notification to shop
    orderno v 30 an Identification of the order or position. Unique OrderID from 'createTransaction' call
    mer_ref v 40 an Merchant reference, for invoice items the explanation of the position
    event_date v 16 an Date and time of posting of bank statement or assignment of payment to transaction
    paym_method v 7 an Method of payment
    tx_curr f 3 an Transaction currency
    amt_tx_curr v 10 n Amount of the transaction in transaction currency
    set_curr f 3 an Payment currency
    amt_set_curr v 10 n Amount of payment in payment currency
    merchant_id v 4 n Merchant ID
    shop_id v 4 n Store ID
    tx_fee v 10 n Transaction fee calculated directly by CrefoPay
    cb_fee v 10 n Charges calculated directly by CrefoPay for chargebacks and return debits in the payment currency
    commission v 10 n Commission calculated directly by CrefoPay in payment currency

    Payment types in 'type' field

    Type Description
    AN001 Transaction confirmed by end customer and handed over to shop
    ON001 Payment notification of outgoing payment
    ON002 Payment notification of return debit
    IC002 Account statement: Payment received and manually assigned by CrefoPay
    IC003 Account statement: Payment received but not attributable to a Crefopay transaction
    OF001 Other fees charged by CrefoPay (see invoice items in 'orderno')
    IF001 Fees refunded by CrefoPay (see invoice item 'Man_Korr')

    Identification of invoice items in 'orderno' field

    Designation Contents
    Bereitst_Geb Monthly provision fee
    Boni_checks Calculation of creditworthiness checks carried out by Boniversum
    Einr_Geb One-time setup fee
    Man_Korr Manual correction of position

    Payment guarantee

    These reports use the same format as settlement reports.

    Settlement

    Content

    Settlement reporting is provided in two parts. A file explains all account movements of the CrefoPay sub-account, including the references to the underlying transactions. The opposite vote is displayed in the notification file. All payment notifications to the shop about incoming and outgoing payments are displayed here. In addition, deductions from amounts received due to dunning or collection fees that are later charged to the merchant are listed.

    Filename

    The file names of the reports are supplemented by the ID of the reporting on shop level.

    Field name Type Max. Length Format Contents
    type f 5 an Identification of the type of item, see table 'Payment types'
    paym_id f 7 n Identification of payment as specified in notification to shop
    event_date v 16 an Date and time of posting of bank statement item or assignment of payment to transaction
    ext_ref v 100 an Payment reference for bank account statement items, otherwise payment gateway payment reference e.g. Paypal ID (see detailed table below)
    orderno v 30 an Identification of the order or position. Unique OrderID from 'createTransaction' call
    mer_ref v 40 an Merchant reference, for invoice items the explanation of position
    paym_method v 7 an Method of payment
    tx_curr f 3 an Transaction currency
    amt_tx_curr v 10 n Amount of the transaction in transaction currency
    set_curr f 3 an Payment currency
    amt_set_curr v 10 n Amount of payment in payment currency
    tx_fee v 10 n Transaction fees calculated on payment in settlement period in payout currency
    commission v 10 n Commission calculated on payment in settlement period in payment currency
    cb_fee v 10 n Charges calculated directly by CrefoPay for chargebacks and return debits in the payment currency
    cost_total v 10 n Total costs in disbursement currency attributable to the payment in the settlement period
    nc_amount v 10 n Payment amount on account statement, relevant for settlement
    cc_brand v 10 an Brand of the credit card (e.g. VISA, Mastercard)
    cc_type v 10 an Credit card type (private or business card)
    cc_region v 30 to EU or Non-EU Credit Card
    merchant_id v 4 n Merchant ID
    shop_id v 4 n Store ID
    batch_id v 5 n Batch/SEPA file containing payment
    settlem_id v 100 an

    Accounting

    Match payments

    In this area you are able to manually process payments, which could not be matched to transactions automatically.

    Match Payments: Bank Statements

    On the page „Match Payments: Bank Statements“ you can access a search form which enables you to display your bank statements depending on the status within a certain time frame.

    In the area „Search by field(s)“ you can filter the results by the status „InProgress“ and „Done“.

    Status Description
    InProgress The bank statement has records which still need processing.
    Done All records of the bank statement have been processed.

    By clicking on a search result you will be redirected to the “Match Payments: Records” page.

    Bank statements

    Match Payments: Records

    This page contains a list of all records of the selected bank statement. Using the drop down menu “Status” you are able to filter the displayed records.

    Status Description
    Not matched Only displays records, which still require processing.
    Manually ignored Shows all records, which were manually ignored.
    Manually matched Shows all records, which were manually processed.
    Automatically ignored Shows all records, which were automatically ignored.
    Automatically matched Shows all records, which were automatically matched.

    By clicking on a record the fields in the area “Record details” will be populated and you get the options “Match payment”, “Refund” and “Ignore”.

    Records

    Button "Match payment"

    By clicking on the button “Match payment” you will be redirected to a separate page, which also displays the record details. Additionally, you can provide an order ID, select a shop and provide the amount of the record that should be matched.

    After successfully matching the amount by clicking on “Match”, you will be redirected back to the page listing the records of the bank statement.

    Button "Refund"

    After clicking on the button “Refund” a prompt will be displayed. By confirming the action, a refund to the customer of the remaining not matched amount will be triggered.

    Button "Ignore"

    After clicking on the button “Ignore” a prompt will be displayed. By confirming the action, the remaining not matched amount of the record will be ignored.

    External fees

    The values that can be entered on this page do not affect the transaction amounts or the costs for the merchant. They are only used to improve the CrefoPay billing reports. If you use this setting to correctly set the chargeback fee for direct debits that are charged by your bank or for your account, these fees will be included in the reports.

    Settings

    In the Settings area you have the possibility to manage basic data about your company and your shop, to change various settings and to change your password. Furthermore, if you use the 'Hosted Pages' integration option, you can customize the design of these pages.

    Shop Details

    Basic information

    In the basic information you can change the name of your shop. The shop ID cannot be changed because it is also used as an authentication feature for API calls.

    Settings Shop Name

    Settings

    In the Settings section, you can view and change some of the configuration settings.

    Field Description
    CSV version Displays the version of the CSV file that lists your clearing-relevant transactions/bookings. Normally this field is deactivated because a new report format is used. This is defined in the chapter Reporting
    Confirmation URL When using 'Hosted Pages', the customer is redirected to this URL after selecting a payment method
    Success URL After successful payment with a redirection payment type such as PayPal, the customer is redirected to this URL
    Error URL If the customer cancels the payment with a redirect payment type such as PayPal or the reservation fails, the customer is redirected to this URL
    Redirect URL The redirection target: Redirection can take place within the 'Hosted Page' or redirect to a new page. The options 'Parent window' or 'Inside Iframe' are available
    Notification Target URL Addresses to which the system notifications of the Merchant Notification Services are sent
    Timezone The time zone configured for the merchant

    Notification service (MNS)

    All notification targets and their statuses are displayed in this area. If the notifications do not reach their destination, this is reflected in the status and the last error message is displayed. If 10 consecutive transmission attempts fail, transmission to this destination is stopped. Click on the 'Refresh' button to reload the display. If a destination is blocked, a 'Reactivate' button will appear, which can be clicked to restart sending messages for that destination.

    Details regarding the configuration of the URL can be found in the Integration Manual in the chapter 'Callback'.

    Payment methods

    In this area the payment methods activated for your shop are displayed. Some of the payment methods can be switched on and off manually by the merchant.

    Settings payment methods

    Payment Page URL

    In this area the Payment Page URL for the products 'Pay By Link' and 'Subscription via Merchant Service Area' can be defined. This is required if you do not want to display the 'Hosted Payment Page' directly to the customer, but instead display it in an iFrame in your own environment. The URL of the iframe is: https://crefopay.de/hosted-pages/<SESSIONID>. The SessionID must be configured as part of the callback in the URL. Example: https://meinshop.de/paybylink/-SESSIONID-

    Order Confirmation URL

    In this area the order confirmation URL for the products 'Pay By Link' and 'Subscription via Merchant Service Area' can be defined. The customer will be redirected to this URL after finalizing a payment.

    Details about the configuration of the URL can be found in the Integration Manual in the chapter 'Callback'.

    Furthermore, it can be determined whether an order confirmation e-mail should be sent by the CrefoPay system when the payment is completed.

    Hosted Page Customisation

    Here you can customize the design of your Hosted Page to better integrate it into your shop. The various features can be adapted, e.g. background of the hosted page, font forms/types, display of buttons, etc. All colors can be selected via a color code or directly from the color palette.

    You can check the result of the changes by using the preview function.

    The following parameters can be configured

    Layout Colours

    In this area different layout colours are configurable.

    Option Parameter Description
    Background colour Colour The color of the background
    Error colour Colour The color of the box in which error messages are displayed
    Box colour Colour The colour of the boxes in which input elements are located, e.g. credit cards or bank data
    Line colour Colour The colour of the separators between the payment methods

    Example

    Layout HostedPages

    Fronts

    In the 'Fonts' section, you can adjust the display in terms of colour, font type and size for various text displays such as heading, main headings, labels, form fields, standard texts, fee display and links.

    Option Parameter Description
    Headlines Font colour, Font weight The colour and weight of headings. The following options can be set as font weight:
    • normal
    • bold
    • bolder
    • lighter
    Main headline Font size The size of the main heading at the top of the page
    Label Font size The size of field labels
    Form fields Font colour The colour of text in input boxes.
    Basic text styles Font colour, Font family, Font size The colour, size, and font of any text that cannot be configured separately. The following fonts can be selected:
    • Arial
    • Helvetica
    • Times
    • Times New Roman
    • Courier New
    • Courier
    • Georgia
    • Palatino
    • Arial Black
    • Impact
    Payment fee Font size The size of the fee display
    Links Font colour, Hover colour Colour of Links

    Example

    Layout HostedPages

    Buttons

    In the 'Buttons' section you can change the font colour, frame color, colour, mouse over colour and the radius of the frame corners for the design of primary and secondary buttons.

    Option Parameter Description
    Secondary Button Font colour, Border colour, Button colour, Hover colour The colour of the font, frame, and background of the button
    For all buttons Border radius The radius of the corners of the buttons. This setting is required for round buttons
    Primary button Font colour, Border colour, Button colour, Hover colour

    Example

    Layout Buttons

    Layout Form Field for Mobile View

    In this section you can define the width of the form boxes for payment instruments in the 'Hosted Pages' in order to optimize them for mobile devices.

    Option Parameter Description
    Width of form boxes Width The width of form boxes. The width must be entered in pixels, e.g. '400px'

    Example

    Layout width Formbox

    Under the item 'CrefoPay Logo' you can configure whether the CrefoPay logo should be displayed on the "Hosted Page" or not.

    Hosted Fields Customisation

    If you have selected the integration type Secure Fields, you can design the hosted fields according to your corporate design under this menu item. You can customize various features such as font, colour, style, background color of fields, error message display, placeholder within fields, etc. All colours can be selected via a colour code or directly from the colour palette.

    You can check the result of the changes using the integrated preview on the right.

    Fonts

    In the 'Fonts' section you can adjust the text and field display within the 'Hosted Fields' in terms of font type, colour, size, thickness and style.

    You can see how the text is displayed within the 'Hosted Fields' on the right side under "Preview".

    FostedFields Fonts

    You can see what the color adjustment looks like on the right side under 'Preview'.

    Error handling

    In this section, you can configure the layout of the fields in the event of an error. If no other layout is to be used in the event of an error, this entire part can be deactivated using the On/Off radio buttons. If the 'Off' option is selected, errors are displayed in the same layout as standard fields.

    FostedFields error

    Field Placeholders

    In this area you can configure the text that is used as placeholder in the fields.

    FostedFields Placeholder

    User settings

    Under this menu item you can manage the password for your user account and in which country-specific view all transaction information should be displayed.

    Password

    To change your password, first enter your old password in the top field. Then enter type your desired password into the field below and repeat it again. Then press 'Change password' at the bottom right.

    Now your password is changed and you can log in with your new password.

    Country Settings

    Depending on which language and country combination you select, you will see:

    E-mail Settings

    The CrefoPay system can automatically send e-mails to your customers (SEPA direct debit mandate and pre-notification, pay-by-link e-mails, subscription e-mails). It is possible to set your own e-mail address as the sender and as the reply address and upload your own logo. By doing this the merchant can ensure a seamless shopping experience in his name and brand.

    Server Configuration

    Under "Server Configuration" Settings you can configure your own e-mail server, with which you can send e-mails from the CrefoPay system to your customers via your own email address. In this way, you can offer your customers a clean and consistent purchasing process; CrefoPay is only visible to the customer when you want it to be.

    Before you can configure the e-mail addresses from which the e-mails are sent, you must first configure your e-mail server. Press the 'Add' button below the 'Server Settings' area. You will now be taken to a new page where you can select the server name, host, port, username, password and security protocol. After filling the fields, you can check the configuration using the 'Test' button. Our system uses it to check the availability of your server.

    If you now click on a server that you have already saved, you can edit the existing configuration. For security reasons, the password field here is always empty. You can still delete the entire server configuration here, but only if no e-mail type has been assigned to this server configuration. The default e-mail address for all e-mails is service@crefopay.de and the default server name is 'CrefoPay'.

    E-mail Configuration

    Once you have saved your server configuration, you can set your 'From' and 'To' e-mail addresses, which your end customers will then see. You can define different addresses for SEPA Direct Debit Mandates, PayByLink e-mails and subscription e-mails. These options are only given to you if you use the corresponding products. If you would like to know more about these products, please feel free to contact us at service@crefopay.de

    Save the corresponding 'From' and 'To' e-mail addresses and select one of the previously created e-mail servers. If you leave the 'To' email address blank, the field will automatically be filled with the 'From' address. You can send a test e-mail to test your configuration. The default e-mail address for all emails is service@crefopay.de and the default server name is 'CrefoPay'.

    Click on the "Browse..." button. Select your logo and click 'Upload logo'. Please note that the logo may have a maximum size of 512 × 512 pixels and a maximum file size of 128 KB. The file name must not exceed 256 characters. Use the preview to see what your logo will look like. If you click on "Delete", the CrefoPay logo will be set as default again.

    Documentation

    Under the menu item "Documentation" you will always find the latest version of the Integration Manual, which gives you basic information about the system, its functionality, processes and terminology and also describes the API calls that are available to you. Additionally you will find links to the Merchant Service Area and the Risk Management documentation

    History Log

    In the History Log area, you can see which changes were made by which user. There are two types of changes

    Transactions

    Transaction changes

    Column Description
    Date The time at which the change was made
    Source The source from which the transaction change was initiated. Possible values:
    • API2 -> Change was initiated via API
    • MSA -> Change was initiated via Merchant Service Area
    • MESSAGE -> Change was initiated by Crefopay internal system
    User The user who initiated the change: UPG, if an employee of CrefoPay's internal system has initiated the changes. Otherwise the name of the merchant or the e-mail address of the user will be displayed.
    Order ID Order ID of the transaction to which the transaction relates
    Action The action that was performed. See also table 'Possible action types'
    Description Description of the action that specifies further details such as the Capture ID
    Transaction status New status of the transaction

    Possible action types

    Column Description
    ACKNOWLEDGE The transaction was successfully created and the merchant was informed
    ADAPTAMOUNT The transaction amount has been changed
    ADJUSTMENT TODO
    BILLCOMPLETE An incoming payment was matched to an invoice transaction
    CANCEL A transaction has been cancelled
    CIACOMPLETE An incoming payment was matched to a prepayment transaction
    CLEARED A real cash receipt was posted for a transaction associated capture or partial capture, so that this could now be billed to the shop
    CREATE A transaction was created in the CrefoPay system after the shop has transferred all relevant data such as customer and shopping cart data
    EXPIRE The transaction was not completed by the customer within the validity period of the shopping basket
    FRAUDCANCEL The transaction was canceled after a check for suspected fraud
    FRAUDOK The transaction was cleared after a suspected fraud check
    FRAUDPENDING This transaction appears fraudulent and is being checked manually
    MERCHANTCONFIRMED A capture has been made on the transaction
    PAYMENTFAILED The payment for a capture or partial capture has failed
    PAYMENTSUCCESS A capture or partial capture has been paid.
    REFUND A refund has been initiated.
    TRANSACTIONDONE The transaction has been completed
    USERCONFIRMED The customer has confirmed the transaction

    Configuration

    Column Description
    Date The time at which the change was made
    Source The source from which the transaction change was initiated. Possible values:
    • API2 -> Change was initiated via API
    • MSA -> Change was initiated via Merchant Service Area
    • MESSAGE -> Change was initiated by Crefopay internal system
    User The user who initiated the change: UPG, if an employee of CrefoPay's internal system has initiated the changes. Otherwise the name of the merchant or the e-mail address of the user will be displayed.
    Action Displays the action that was performed: Possible values:
    • Update
    Element Shows on which page configuration changes were made
    Shop ID Displays the shop based on the shop ID where the change was made
    Field Shows which field was changed
    Previous value The previous value that has been changed
    New value The new value

    Risk Management

    The 'Risk Management' area will be described in a separate Risk Management Handbook.

    User Administration

    Under this menu item you can manage further users of the Merchant Service Area.

    If you select a user in the overview, all associated data will appear. In addition to the e-mail address and name of the user, the shop/s to which the user has access is also displayed. Here you can also reset the password of the user or delete the user account.

    Register new user

    If you want to add a new user, select the 'Add' button in the overview and enter the name and e-mail address and specify which of your shops the user can access.

    UserManagement

    You can assign one of the following roles to new users that you have added:

    A shortened summary of the rights for different roles can be found in the following table:

    Rule merchantAdmin riskManager standardUser standardUserPayByLink transactionReviewer
    User administration X
    Change log X
    Customers X X X
    Dashboard X X X X
    PayByLink X X X
    Reporting X X X
    Risk Management X X
    Search X X X X X
    Settings X
    Settings - Configuration X X X
    Settings - Shop X X X
    Statistics X X X
    Transaction Management X X X
    Virtual Terminal X
    Payment matching X

    The user will then receive a welcome e-mail with a link. The link takes the new user to a page where he can set his personal password.