Welcome to the Merchant Dashboard Comprehensive Guide. This guide is designed to help you navigate and utilize all the features of the Merchant Dashboard effectively. The dashboard allows you to manage your transactions, batches, funding, authorizations, statements, and more—all in one place.
TABLE OF CONTENTS
- Navigation Toolbar
- Merchant(s) to Display
- Funding
- Batches
- Transactions
- Notifications
- User Management
- Frequently Asked Questions
Navigation Toolbar
The toolbar helps you navigate through various sections of the dashboard.
Options on the Navigation Toolbar
- Funding: Information on funding events.
- Batches: Overview and details of all batches processed.
- Transactions: View and manage all transactions.
- Authorizations: Access details of transaction authorizations.
- Disputes: Manage and track dispute cases.
- Statements: Access your statements.
Merchant(s) to Display
A merchant refers to a business or organization that accepts payments in exchange for goods or services. In the context of this guide:
- If you are a district user, you will be able to view all the merchants associated with all the schools within your district.
- If you are a school user, you will see up to two merchants: one for "card-not-present" transactions and one for "card-present" transactions.
Please note that when the "card-present" option is activated, the name of the merchant will include "POS" (Point of Sale) to indicate that it is for in-person transactions.
You can customize the view of your dashboard by selecting specific merchants and creating groups for quick access.
Customize Your Merchant Display
- Selecting Merchants: Choose which merchants’ data to display.
- Creating Groups: Organize merchants into User Groups within the Merchant Dashboard for easier management.
As a district user, if you have multiple merchants associated with your account, you can organize them by groups such as by site or by transaction type (Online vs. Card Present). This option is provided solely for easier management and to help streamline your workflow.
Funding
Funding event is the transfer of funds from a customer's payment into a merchant’s account after a successful transaction. The Funding section provides a summary and detailed view of your funding events .
Understand Your Funding Events
- Funding Summary: Overview of fees, chargebacks, adjustments, net funding, and gross funding.
- All Funding Events: Detailed list of all funding events with options to filter, export to CSV, and customize views.
Batches
A payment batch is a set of multiple transactions grouped together for more efficient processing, typically performed in a batch mode at specific intervals. This can include payments, refunds, or other types of financial transactions that are grouped for efficiency during processing.
As a payment processor, we streamline your payment processing by grouping all transactions made throughout the day into a single batch. At the end of the day, instead of submitting each payment individually, we submit the entire batch for settlement. For all online transactions, the batch is closed at 8:30 PM EST each day. Any transactions made after this time will be included in the following day’s batch.
You can view batch related all details in merchant dashboard.
Understanding Batches
In the Batches section, you can view all batches and terminal IDs for the current month. The Terminal ID refers to the unique reference number assigned to a POS device. It will only be visible for card-present transactions, as it is used to identify the specific terminal where the transaction took place.
- Batch Details: Access all data within each batch including card details, amounts, card types, and transaction dates.
- Customization Options: Filter, export to CSV, and select specific columns to display.
Transactions
A transaction refers to any financial exchange between a customer and your business, such as a payment or refund. In the merchant dashboard, you can view, manage, and track all transactions associated with your account. The Transactions section lists all transactions for the current month.
How to Review Your Transactions
- Transaction Details: View detailed information for each transaction.
- Customization Options: Filter, export to CSV, and select specific columns to display.
Notifications
You can opt in to receive notifications for Disputes/Chargebacks, Funding, and Daily Batching. By enabling these notifications, you will receive timely email alerts to keep you informed about important updates related to your transactions and account activity. This ensures you never miss critical information and can take prompt action when needed.
To enable Chargeback, Funding and Batch Notifications:
- Log into Merchant Dashboard.
- Click the Settings button.
- Select Application Settings.
- Select the notifications that you would like to receive and how you would like to receive them.
- Once complete, select Save.
User Management
Once the district is activated on KPS, you will receive a link to access the merchant dashboard. From there, you will need to create users for each site bookkeeper and assign the appropriate permissions. Please follow the steps below to create users and assign the necessary permissions.
Learn about User Management
Adding a New User
- At the upper right of your screen, select your name and choose Manage Users.
- Click on Manage Users > Add New User.
- Enter the user’s details: First Name, Last Name, Email Address, Phone Number (optional), and set User Status to "Active".
- Assign the user to a merchant by selecting the merchant and moving it to the Assigned Merchants section.
- Set the user’s permissions by selecting the appropriate access levels or choose Allow All for full permissions.
- Click Submit to create the new user.
Updating Your Account Information
- Log on to Merchant Dashboard.
- At the upper right, select your name and choose Account Settings.
- Update your First Name, Last Name, Email Address, and Phone Number as needed.
- Click Submit to save changes.
Note: The Account Role and User Status can only be updated by an administrator.
Changing Your Password
- Log on to Merchant Dashboard.
- At the top right, click on your name and select Change Password.
- Enter your current email address and current password.
- Enter and confirm your new password.
- Click the Change your password button to save changes.
Logging Off
- At the top right of your screen, click on your name.
- Select Logout from the user menu.
Editing an Existing User's Account
- At the upper right of your screen, select your name and choose Manage Users.
- Click the pencil icon to edit user’s account.
- Edit the user’s details: First Name, Last Name, Email Address, Phone Number (optional), and "Active" status.
- Edit the user’s merchant assignment(s) by selecting the merchant(s) and moving them to the left box to remove access, and to the right box to allow access.
- Set the user’s permissions by selecting the appropriate access levels or choose Allow All for full permissions.
- Click Submit to save user’s settings.
Frequently Asked Questions
What is the main purpose of the Merchant Dashboard?
The Merchant Dashboard provides a comprehensive overview of transactions, settlements, chargebacks, and reserves. It allows you to manage and track payment-related activities efficiently.
What does the term "MID" refer to?
"MID" stands for Merchant ID, which represents different locations or accounts within the Merchant Dashboard. Each MID is used to track settlements and other financial activities for that specific location.
How can you group multiple MIDs for a quick view?
You can create MID groups by clicking the + sign under the Merchants heading in the navigation menu, then clicking the Add/Edit Groups button. This allows you to view information for multiple MIDs collectively.
What do the terms "settlement," "chargeback," and "reserve" mean?
- Settlement: Money deposited into your account.
- Chargeback: Money debited from your account due to a disputed transaction.
- Reserve: Money held in a separate account, usually due to account setup or risk management issues.
Why is there a reference number for deposits?
The reference number helps distinguish between multiple deposits made on the same day for the same MID, making reconciliation easier.
What is the purpose of the terminal ID field?
The Terminal ID refers to the unique reference number assigned to a POS device. It will only be visible for card-present transactions, as it is used to identify the specific terminal where the transaction took place.
The terminal ID identifies the specific terminal or lane where a transaction was processed. This is useful for troubleshooting and understanding which terminal was used for particular transactions.
What do the different entry modes indicate?
Entry modes describe how a card transaction was processed:
- Card Present: Transaction was done at a physical location.
- Key Entry: Transaction was manually entered, typically for eCommerce sales.
- Contactless: Transaction was completed using a tap-to-pay method.
Can you export data from the Merchant Dashboard?
Yes, you can export data to CSV format for further analysis. This is useful for detailed reconciliation and record-keeping.
How can you handle user permissions and access levels?
You can create and manage user accounts, assigning specific permissions and access levels based on roles. This allows you to control who can view and edit different sections of the dashboard.
What information is available for dispute handling?
The Merchant Dashboard provides status updates for disputes, including the date filed, type, and status. Detailed information is available through the ARN link provided for contesting disputes.
What are the steps for processing chargebacks using the ARN link?
To process chargebacks:
- Use the ARN link in the Disputes section to upload supporting documents.
- Monitor the status updates within the dashboard.
- Refer to documentation or contact support for detailed steps.
How can you get updates on the status of disputes?
Status updates for disputes are available in the Merchant Dashboard under the Disputes section. You can also set up email notifications to receive updates.
What should you do if you encounter issues with searching for order IDs?
Ensure you are searching within the correct month. If the problem persists, export the data to CSV for further analysis. Contact support if issues continue.
How can you add new users and manage their permissions?
You can create and manage user accounts in the Merchant Dashboard under the Admin Portal, assigning specific permissions and access levels based on roles.
Is the Merchant Dashboard mobile-optimized?
Yes, the Merchant Dashboard is mobile-optimized and can be used on smartphones and tablets, providing flexibility to manage payment activities on the go.