Scheduling Payments in Total Control
With Total Control 3, you can easily schedule payments for your clients. To get started, simply login to your current dashboard account and navigate to the scheduler.
For merchants utilising sandbox and live accounts, please ensure you set the environment to the applicable location prior to creating a schedule. This can be found in the navigation menu in your Total Control account.
Client Creation & Scheduling
This chapter introduces the initial stages of adding new clients to your Total Control account and setting up their schedule(s). You'll be guided through creating a client profile, adding payment methods to their profile and setting up a client schedule.
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Adding a new client
Within the Scheduler dashboard, click on the 'Add Client' button at the top right to start creating a new client. Fill out the client details and address section within the pop-up and click 'Add Client'.
You will now be redirected to the dashboard once again. By default, the customer will appear at the bottom of the listing. To sort by most recently created client, hover over the 'Account Created' and click the arrow icon to sort by DESC.
Go to step 2 to start editing your new client record.
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Payment Method Setup
To configure a payment method, begin by accessing the customer's record. Inside, you'll find the 'Add New Card' dropdown menu offering tailored card registration options based on your merchant account settings, including E-Commerce, Telephone Order or both. Simply choose the option that suits your needs.
For more details about your available options, refer to the 'Merchant Options Listing' below. Once you've made your selection, proceed to step 3 to learn how to set up the initial payment and schedule for the customer.
Merchant Options Listing
Explore the available options for setting up new payment methods for your clients in this section.
Important Note: Merchants using both e-commerce and telephone order accounts automatically have access to all the options listed.
Available Options
Choose the method for adding a newly created payment card to a customer's account:
Send Registration Link: Send a link to the customer's phone or email for them to confirm and authorise their card details for future payments.
Register Card Manually: Take card details over the phone and save them manually, without customer intervention.
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Creating a Schedule
Use the dropdowns below to get further details for creating a schedule for a new client.
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Create a registration link
To get started, first click on 'Send Registration Link'. Please note, the registration link will be sent to the email and phone number provided if both are populated in the client details. If uncertain, recheck these details before creating a registration link.
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Include the registration details
You will be prompted to enter the details of the registration. You can choose to send this solely as a registration or include an initial payment and/or schedule associated to the registration.
Payment link & initial payment options
Expiration Date:The date at which the payment link will expire and can no longer be used. By default, this will always expire at 11:59 on the current date.
Take Initial Payment:Leave this area blank if you do not wish to take any initial payment from the customer.
Reference:A unique reference for the client record. This will be associated to all transactions as the 'Merchant Transaction ID'. Not recommended to change.
Scheduling Options
Product:A reference that can be used for the product or service the payments are related to.
From - To:These fields allow you to input the start date and end date of the schedule.
Payment Frequency:This includes the intervals between payments.
Collection Day:The value of the payment frequency, based on the payment frequency selected option, e.g. Monthly- Specific - Collection day 1st,2nd, 3rd, etc.
Amount:The value for the schedule.
Currency:The currency is taken from your registered merchant account with Total Processing and cannot be amended through the Total Control dashboard.
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Send the registration link
Next, click the 'Send Registration Link'. The client will now receive the registration link to the email you have applied to their profile.
Once received, a customer can simply click on 'Pay Now', which will redirect them to the Total Processing card registration form. From here, they will need to enter their card and billing details and click 'Register Now'. See the following image for a new registration that includes both an initial payment to be taken today as well as details of the scheduled payments.
The card details will now be saved in the client record.
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Manually create a payment method
To get started, first click on 'Register Card Manually'. Fill in the card details of the card holder, including card details and billing address. Then, click 'Register Now'.
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Creating a schedule
The card will now be manually saved to the client's profile. Hover over the card in the 'Registered Cards' area and click on 'Create New Schedule'. This will now reveal options for creating a customer schedule. Please note, unlike 'Send Registration Link', the schedule will not need to be confirmed by the customer.
Product Options
Product:A reference that can be used for the product or service the payments are related to.
Scheduling Options
From - To:These fields allow you to input the start date and end date of the schedule.
Payment Frequency:This includes the intervals between payments.
Collection Day:The value of the payment frequency, based on the payment frequency selected option, e.g. Monthly- Specific - Collection day 1st,2nd, 3rd, etc.
Amount:The value for the schedule.
Currency:The currency is taken from your registered merchant account with Total Processing and cannot be amended through the Total Control dashboard.
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Create the schedule
Click on 'Create Schedule'. The new client schedule will now be available and you will be able to view this on the client's dashboard, under the 'Schedules' tab.
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Managing Clients & Schedules
A client's record consists of 'Registered Cards', 'Client Details' and 'Schedules & Payment History'. This chapter will help you to understand how you can make amendments to a client's schedule, add additional schedules and more within these areas.
Overview
This section provides an overview of the 'Client Details' area of a client's profile. By default, you will be shown the main personal details of a client, including their unique reference number. Note, the reference is also known as the 'Merchant Transaction ID'
Client Details listing
The 'Client Details' area provides merchants with many functionalities. See details of these below.
Client log:All activities by system users relating to a client's record.
Edit client details:Provides functionality to amend details of an existing client. It is recommended to not change the 'Reference' of the customer as this may cause inconsistencies in your reporting in the future.
Client notes:Notes relating to a client that can be included by system users.
SMS actions:Allows system users to create text messages to be sent to the client's number stored in their profile. Limit is 188 characters.
Guidance & Tutorials
Use the dropdown lists below for step-by-step guidance on different functionalities relating to the client details.
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Obtain new details
To update a client's personal information, go to the 'Actions' tab in the 'Client Details' section and click on 'Edit Client Details'.
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Updating an existing payment method
Review the fields below to understand what details can be updated on a client's record.
Editable fields
Name:First name (Name) and Surname of the client.
Title (optional):The title associated with the customer.
Reference:A unique reference for the client record. This will be associated with all transactions as the 'Merchant Transaction ID'. Not recommended to change.
Date of birth:Client's date of birth.
Phone number:Phone number customers will receive any text messages to and/or pay by link information.
Email address:Email address associated with the client. This will be used for any pay by link emails sent to the client.
Address:Details of the client's full billing address.
Non-editable fields
Client's time zone:Time zone of the client's current address.
Merchant:The merchant account associated with the customer record. Applicable for merchants with multiple merchant accounts.
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Initiating an SMS message
To send an SMS to a client, first, go to the 'Actions' tab in the 'Client Details' section and click on 'SMS Actions'.
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Phone number review
Check the phone number of the client in the 'Mobile' field. If incorrect, update this by editing the client's details in 'Edit Client Details'.
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Create a message
Type the information of the message you would like to send to the customer and click 'Send'. Please note, the max character count per message is 88 characters.
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Locating 'Notes'
To create a note for a client, first go to the 'Actions' tab in the 'Client Details' section and click on 'Open Client Notes'.
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Using Tags
Go to the 'Tags' dropdown and choose the applicable tag for the note. For clients with multiple notes, tags can help to quickly locate specific information.
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Create a note
In the 'Add New Note' field, type in the note you'd like to add to the record. Additionally, once created, the note will appear in the note listing. Hover over the note and click 'Pin Note' so it will always show at the top of the listing of notes.
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Overview
Please note, the actions below can only be performed by a system user with high level access. This includes deleting, disabling and reactivating clients.
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Deleting a client
To delete a client, first go to the 'Actions' tab in the client's 'Client Details' section and click on 'Delete Client'.
Note:This action will terminate all existing schedules and delete this client from the clients table. The client can be undeleted but the schedules will not be recreated.
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Disabling a client
To delete a client, go to the 'Client' dashboard. Locate the customer and hover over the listed item.
Click on the blocker icon to disable the record. This will ensure it cannot be accessed and will appear as greyed out.
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Re-enabling the client
To revert a disabling and make the client active again, simply hover over the listed record and click the refresh icon to make the client active again.
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Overview
This section provides an overview of the 'Registered Cards' area of a client's profile. By default, payment methods that have an 'Active' status are displayed first. While most functionality has been covered in 'Client Creation & Scheduling' section above, there are a few key areas to expand on.
Important:Blocked cards are auto-set by Total Processing. If you believe a card's blocked status is incorrectly set, please reach out to support@totalprocessing.com.
Card Status
To see reports related to your scheduled payments for clients, navigate to 'Reporting' within the navigation menu and choose the associated report you need to retrieve. Details of these reports can be found below.
Active Cards:Cards ready for use in the client's schedule will be listed under 'Active' cards.
Archived Cards:Cards no longer in use are moved to 'Archived' status and listed accordingly.
Blocked Cards: Cards showing fraudulent activity or outdated expiry are listed under 'Blocked' cards.
Guidance & Tutorials
Use the dropdown lists below to efficiently manage your client's payment methods. Whether you need to add a new card, update an existing one or archive a card no longer in use, these step-by-step guides will assist you in each process.
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Adding a new payment method
To add a new payment method, assuming there is one card active under the client's record, register the card as you did initially.E-commerce merchants (ECOM)
Send the link to the customer, do not enter an initial payment or attach a new schedule, and wait for the client to confirm.
Telephone order merchants (MOTO)
Click 'Register Card Manually' and enter the new card details.
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Updating an existing payment method
To update an existing payment method, go to 'Schedule Summary', click 'Edit Schedule' and select a new card from the dropdown of 'Active' cards.
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Initiating the archive process
To archive a card, go to 'Registered Cards' in the client's profile, hover over the card and click 'Archive'. -
Understanding the archival impact
Once archived, the card moves to the 'Archived' list and cannot be used for active schedules unless reactivated. -
Confirming the card's archived status
Verify the card's archived status in the 'Archived' card listing.
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Overview
This section provides an overview of the existing schedules that are associated with a client's record. This area is comprised of a schedule summary and payment history. Get a summary below of these sections. At any point, feel free to refer to the Schedules Glossary if you need expanded information on what each column in a table means.
Important:Payment history does not include the ability to click on a transaction to obtain it's details.
Schedules & Payments
SchedulesThis section lists all schedules associated to the client page being viewed. Additionally, from here you will also have the option to 'Edit Schedule' to swap to another payment card to use.
Payment HistoryThis section provides a breakdown of all payments and their associated classification for the client.
Guidance & Tutorials
Use the dropdown lists below to efficiently manage your client's payment methods. Whether you need to add a new card, update an existing one or archive a card no longer in use, these step-by-step guides will assist you in each process.
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Adding a new payment method
To add a new payment method, assuming there is one card active under the client's record, register the card as you did initially.E-commerce merchants (ECOM)
Send the link to the customer, do not enter an initial payment or attach a new schedule, and wait for the client to confirm.
Telephone order merchants (MOTO)
Click 'Register Card Manually' and enter the new card details.
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Updating an existing payment method
To update an existing payment method, go to 'Schedule Summary', click 'Edit Schedule' and select a new card from the dropdown of 'Active' cards.
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Initiating the archive process
To archive a card, go to 'Registered cards' in the client's profile, hover over the card and click 'Archive'. -
Understanding the archival impact
Once archived, the card moves to the 'Archived' list and cannot be used for active schedules unless reactivated. -
Confirming the card's archived status
Verify the card's archived status in the 'Archived' card listing.
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Transaction information
This chapter outlines details of client transactions, including useful information for locating and reporting on transaction information as well as understanding how a scheduled transaction is processed.
To access detailed transaction information for a client, visit their profile and check the 'Payments' tab in the scheduler section. You can also find more information in the 'transactions' tab, using the filter: 'Merchant Transaction ID' and including the client's 'Reference Number'.
Registrations (RG)
A registration is the process of tokenising (or storing) a payment card's details to the Total Processing payment gateway. This storing allows the card to be used for future payments without the need to run a 3D authentication.
Scheduled Payment (DB - SD)
An SD payment is related to a payment that is taken as part of a client's scheduled payments.
Refunds (RF)
An RF is a payment type whereby money has been refunded back to the customer.
Transaction Summary
Provides an overview of the transaction. Please note that a registration will always be set with a amount of 0.00 as it is a payment type only to store the card details.
Transaction History
Provides an overview of any payments processed that are associated with a particular payment.
Payload Information
The payload information is useful for understanding in-depth information about a transaction. For example, full details of a card that has been stored, billing address and result code. For further reading on the result codes, please refer to the 'Result Codes Reference'.