How toHow to ...

Logon to your account

To access the Account Management System you will need an Internet connection, a browser and a CashFlows Merchant Account. Access to the Account Management System is via the email address and password supplied to you by CashFlows upon completing the application.

  1. Login via the Account Login page at the following URL:
    https://secure.cashflows.com/admin/login
  2. Enter your unique email address and password (Note: Your password is case sensitive) and select the Login button.

You are only allowed three failed login attempts before your account is locked. To unlock your account, please follow the 'Forgotten your Password' process below.

Forgotten your Password

If you have forgotten your password, select the 'Reset Password' button on the Account Login page. The Reset Password page is then displayed, enabling you to reset your password by entering your email address and selecting the Reset button.

An email will then be sent to you containing a reset password link. By selecting the link you will be presented with the Change Password page enabling you to enter a new password.

Your new password must contain both letters and numbers and be at least eight characters long.

You will then need to retype your new password into the confirm new password field, before pressing the Continue button. Once you have successfully entered your new password the Password Change Confirmation page will be displayed confirming that your new password is now active.

Change your password

To change your password, select 'Password Change' from the header navigation. The Password change page is then displayed enabling you to amend the password that you use.

Simply type in your Old password and the New password in to the input fields provided. You will then need to retype your new password into the Confirm new password field, before pressing the Continue button.

Your new password must contain both letters and numbers and be at least eight characters long.

Once you have successfully entered your new password the Password Change Confirmation page will be displayed confirming that your new password is now active.

Search, refund, void or hold a transaction

Within the Account Management System you can search, review, refund and report on your real-time transactions by selecting 'Transaction Search' from the 'Gateway Transactions' menu.

  1. To search for a transaction enter a search criteria like the Transaction Date, Transaction Type, or Transaction Details containing a specific value within the Transaction ID, Email Address, Cart ID or Card Number.
  2. Select the Generator Report button.
  3. The generated online Transaction Report will display the latest 150 transactions matching the search criteria.
  4. Once you have found the transaction you require, select the transaction's reference number to view all the transaction details.
  5. To void a transaction, select the void button within the transaction details popup screen. The Void button will only be shown on transactions that have not yet had funds settled from the issuing bank.
  6. To make a full refund, select the Refund button within the transaction details popup screen. An alert box will be displayed enabling you to confirm or cancel the refund request. You can 'partial refund' a transaction by entering a smaller amount than the full sale amount.
  7. Prior to the funds of a transaction being requested from the card issuer it is possible to place a transaction on Hold for up to 7 days. To place a transaction on Hold you will need to select the Hold button on the transaction details popup screen.

How to Void or Refund a transaction Instruction CardHow to Void or Refund a transaction Instruction Card (PDF 640 KB)

Make a payment using the Virtual Terminal

To access your business's Virtual Terminal, select 'Virtual Terminal' from the Menu, within the Account Management System, or visit the standalone version at: https://secure.cashflows.com/admin/vt

If accessing the standalone version from a tablet or mobile device we would recommend that you save the bookmark to your device.

To submit a payment for authorisation using the Virtual Terminal you must complete the following:

  1. Enter the Purchase Details including the Amount, Currency and Transaction Reference.
  2. Enter the Card Details including Card Number, Expiry Date and the CVV/CVC 3-4 digit number printed on the back of the card.
  3. Enter the CardHolders Details including Cardholder Name, Email Address and Billing Address.

Once you have successfully completed all the required fields, select the Make Payment button to send the details to us for authorisation. You will then be shown the response page detailing whether the transaction was successful.

View what will be settled to your account

You can view your real time Merchant Account balances and settlement batches, using the 'Merchant Accounts' section within your Account Management system.

Just after midnight, a daily batch of all the transactions that have been authorised is sent to the card schemes for the funds to be cleared and then settled to your Merchant Account.

Each daily settlement batch containing the transactions that have been cleared can be viewed by selecting the 'Settlement Batch Report' from your chosen Merchant Account's Top Menu.

A settlement batch will remain open until it is due for remittance. If you refund a transaction within your arrears days the transaction will be debited from the original batch that was sent for settlement.

Once the funds have been remitted the settlement batch is closed, providing you with a detailed report of your available funds from that days card processing.

View the balance of your accounts

To help you manage your business's finance the Account Management System provides a detailed statement and balance for your accounts.

  1. To help you manage your business's finance the Account Management System provides a detailed statement and balance for your accounts.
  2. To view a statement your settled transactions, select 'Merchant Accounts' from Account Management System Menu then for a specific Merchant Account select the 'Account Statement' inline navigation for the account. The Merchant Account Statement page displays an overview of your account balance, balances of any Security and Reserve held and a report of all the transfers made to and from the account.

Create your remittance Payment Schedule

To enable your business to remit it's card payment funds to an external business bank account you will need to create a payment schedule:

  1. Login to your Account Management System via: https://secure.cashflows.com/admin/login
  2. Enter your unique email address and password (Note: Your password is case sensitive) and select the Login button.
  3. Select a Merchant Account from the overview screen then select Payment Scheduler from the Merchant Account's top Menu.
  4. Enter a either Minimum Remittance balance, and when the remittance funds reach this amount we will automatically remit the full balance or alternatively specify the day(s) of the week that you wish for your full available balance to be paid into your external Business Bank Account minus any fees.
  5. Enter your external Business Bank Account beneficiary's details
  6. Select the 'Create Schedule' button and you will be presented with a confirmation page, which requires you to confirm your schedule details by entering your login password and a selection of characters from your Payments Password.
  7. Select the 'Confirm' button to create the payment schedule; you will then be presented with the schedule result page.

Make a payment or standing order

Within your Account Management System you can make a payment from your Business Account to either another CashFlows Business Account or an external Bank Account:

  1. Select a Business Account from the Overview screen then 'Make a Payment' from the Business Account's Top Menu. The Make a Payment page enables you to make a one off payment, Standing Orders (recurring scheduled payments) or upload Batch Payments
  2. To make a one off payment enter the amount of the payment and the beneficiary's bank details.
  3. Select the 'Make a Payment' button and you will be presented with a confirmation page, which requires you to confirm your payment details by entering your login password and a selection of characters from your Payments Password.
  4. Select the 'Confirm' button to make the payment, you will then be presented with the payment result page enabling you to make another payment or view your account's payments.

To create a standing order (or scheduled payment), select the Standing Order tab and enter the amount of the payment, the beneficiary's bank details and the payment schedule including the start date of the schedule and a Payment Occurence. The payment occurence is set by stating the number of weeks, months or years between the payments. You must then set when the payments will finish, either until further notice, to a specified end date or by number of payments.

How to Make a payment or standing order Instruction CardHow to Make a payment or standing order Instruction Card (PDF 2.04 MB)

Create an e-Invoice

To generate an e-Invoice select the 'Create an e-Invoice' from the 'e-Invoicing' menu within your Account Management System. The Create an e-Invoice page will be displayed enabling you to enter your invoice details and to state the payment due date.

  1. Enter the e-Invoice Details, including their billing and delivery details
  2. Enter the Customer Details, including their billing and delivery details.
  3. Enter each of the Item Details to be invoiced including the description, price, quantity and Tax rate.
  4. To add new items to the invoice, select the Add Item button. To delete items from the invoice, check the checkbox next to the item that you wish to delete and select the Delete Item button.

To preview your e-Invoice enter the invoice details and then select the Preview button. Depending on the format you have selected, a PDF or HTML preview will be display in a new window. If the preview is correct, select the Create button to send the e-Invoice/quotation to the customer.

Represent (Dispute) a Chargeback

In order for a representment of a Chargeback to be considered, the following details must be provided to chargebacks@cashflows.com as soon as possible.

  1. A scanned document (referred to as a "sub draft") showing the card holder's information (name, address, card number, expiry date, cvv response, phone number, email address, ip number, etc.) and a description of the goods or services provided for this transaction.
  2. Any of these additional, optional items, provided to increase your chances of winning a representment case:
    1. A copy of a paper sales draft showing the card holder's signature.
    2. A legible photocopy of the front and back of the customer's credit card.
    3. A legible photocopy of the card holder's passport or driver's licence.
  3. Any additional proof of the order authorisation or merchant fulfilment.

How to Represent (Dispute) a Chargeback Instruction CardHow to Represent (Dispute) a Chargeback Instruction Card (PDF 423 KB)