To help you get users started on the portal and making payments with greater ease, we have provided this template End User Guide. We hope this template helps you, the merchant, describe to your users how the Payment Portal works. Feel free to edit this document, using pictures from your Portal, so you can give your customers a more customized experience. Since all portal registration and support occur in your ERP, it is up to you, the merchant, to provide support, training, and documentation for your users. This document is simply intended to help make that process a bit easier for your team and get you started off on the right foot.
The XXXXXXX Payment Portal enables you to make secure Credit Card and/or ACH (depending on your merchant’s setup) payments for your open invoices. Some benefits include:
- Ability to pay single or multiple invoices at once.
- Supports partial or full payment.
- Save credit card or bank account details on the portal for future use.
- Print or download PDF Invoice.
- Receive e-mail confirmation of payment.
Before you get access to your Payment Portal you will need to receive an invitation from the merchant.
The invitation you receive will look like this:
When you click the sign-up link in the email, you will be brought to the Payment Portal Registration page. Here you will create a unique username and password.
Upon successful registration, a pop-up will confirm that you have been registered and, after clicking OK, you will be logged into the Portal.
Navigating the Payment Portal
Now that you are registered and have access to the portal, let’s review what you will see.
The Invoice List shows all open invoices that are available to be paid. You can use the Search Box at the top of the page to find an invoice by searching for an Invoice Number, PO # or amount. You can sort the Invoices by clicking on any of the column headings. Click once to make a descending list and twice for ascending.
From this list, you can also print or download copies of your invoices by using the actions on the right side of the page.
Select an invoice to pay by clicking on the checkbox to the left of the Invoice number. This will default the Balance into the Make Payment field.
If you wish to make a partial payment, you can do so by entering an amount in the Make Payment column and that line will get selected.
You can select multiple invoices to pay or enter partial amounts for multiple invoices. The total payment amount for all invoices that have been selected will appear at the bottom of the page. This includes invoices that have been selected that may be on a different page.
Click the “Pay” button at the bottom of the page, and the Payment Details dialog will appear. Here you can choose whether to pay by Credit Card or Bank Account, depending on your merchant account. If you do not have any saved payment methods, you will need to enter a new Credit Card or Bank Account information. If you already set up payment methods, you can use the dropdown to select one.
You can also mark a Credit Card or Bank Account as the default payment method. If you have done that, it will automatically appear as the chosen payment method.
After clicking Submit, you’ll be returned to the Invoice list and a Payment confirmation will appear.
After making the payment, you will receive a payment confirmation by e-mail showing the invoices paid, the amounts applied to those invoices, as well as the method of payment.
Closed Invoice List
From the Open Invoice List, you can also view Closed Invoices (invoices that are no longer open) by clicking on the “Closed” tab. These could have been paid via the portal or closed out from the back office.
From this list, you can print or download copies of your invoices or click on the Invoice Number to see the details.
You can also view the invoice details and make a payment for a single invoice by clicking on the Invoice number.
This will show the detailed invoice information, as well as any prior payments that have been made.
You can view your profile, which allows you to view, update, and add new credit cards or bank accounts, or change your password:
To update an existing account, use the dropdown to select the card you wish to change. Update the relevant information, and then click Submit. If you wish to add a new payment method, choose the New Credit Card or New Bank Account options:
You can also delete saved Account information from the Profile page by using the Delete button.
The Change Password page will let you update the password for your login.
When you’re finished using the Portal, you can use the Logout button in the upper right to end the session and return to the login page. If you are not active on the page for 10 minutes, you will be automatically logged out for security purposes.