1. Introduction

When doing online business, it is important to keep track of your transactions. We offer various solutions for you to do so. The quickest and easiest way to check is via your Back Office. Have a look at the video to learn how it works:

But there is a lot more to it! In this guide, we show you how to:

  • Look up individual or batches of transactions
  • Get detailed information about transactions
  • Download comprehensive reports
  • Look up transactions and perform captures/refunds etc in one go

Have a look how you can get all the information you need easily.

2. Understand view transactions and Financial history

Understand View transactions and Financial history

Our platform allows you to search for your transaction in the Back Office in two distinctive ways:

  • By global transaction status (Operations > View transactions)
  • Individual maintenance operations (Operations > Financial history).

Depending on what you are looking for, one way is the more suitable. The following table helps you decide:

View transactions Financial history
Definition
  • Provides a list of transactions with their current global

status (the PAYID, a unique ten-digit number). The latest final maintenance operation (i.e. authorisation/ capture/refund) you have performed defines the current global status

  • Provides a list of individual maintenance operations (i.e. authorisations/captures/refunds) you have performed on your transactions (the PAYIDSUB, a PAYID with a sub step “x” (PAYID/x) indicating its order in the transaction life cycle).

  • Each maintenance operation has an individual status, i.e.


3106631483/0: authorisation (status 5)

3106631483/1: capture (status 9)

3106631483/2: refund (status 8)
Useful for
  • Looking up a specific transaction and its status in the transaction life cycle
Getting an overview on the latest status of your orders
Getting an overview on all the authorisations/captures/refunds on a certain date/in a timeframe
Possible actions
Perform maintenance operations in the Back Office directly: Capture authorisations, refund payments etc. Reconciliate your gross amounts with your accounting (Use our Reconciliation tool match net amounts)

3. Look up transactions

Log in to the Back Office and go to either Operations > Financial history or Operations > View transactions. Either screen shows a search mask. Clicking on “ADVANCED SELECTION CRITERIA” adds more search criteria. Have a look at the tables what search criteria are available:

The search masks for both View transactions and Financial history are nearly identical. The following tables explaining the search criteria point out the differences.

Use basic search mask

The basic search mask is immediately visible when accessing Financial history / View transactions. It contains the most basic search criteria:

Search criterium Explanation
Order date / Payment date
  • Order date (available for View transactions): The date you sent the transaction to our platform before it reached any final status
  • Payment date (available for Financial history): The date the transaction reached either status 9 / status 8

    You can look up transactions of a period of maximum 30 days per query

Charging method / Card type The payment method the transactions were processed with. The content of the drop down menu is identical to your active payment methods in Configuration > Payment methods
Merch ref Your identifier for the order (The value you sent in parameter ORDERID)
Pay ID Our platform’s unique identifier of the transaction. Using this criteria produces a single transaction matching this Pay ID
Status
  • View transactions: The global status of a transaction
  • Financial history: The status of individual maintenance operations of a transaction
Read more to learn about the differences between global status and maintenance operation status

Use advanced selection criteria

You might want to narrow down your search in certain situations. Clicking on “ADVANCED SELECTION CRITERIA” offers you many more criteria to do so:

Search criterium Explanation
Order date / Payment date
  • Order date (available for Financial history): The date you sent the transaction to our platform before it reached any final status
  • Payment date (available for View transactions): The date the transaction reached either status 9 / status 8

    You can look up transactions of a period of maximum 30 days per query

Amount Value you sent in parameter AMOUNT
Scoring  Numerical fraud score for transaction processed with our Fraud Expert Scoring
Global Fraud Score Fraud category (green / orange / red) based on the Global Fraud Score calculated by our Fraud Expert Scoring
Company name Value you sent in parameter ECOM_SHIPTO_COMPANY
Card/Account number

Unmasked card number / IBAN used

This search field accepts only full credit card numbers. Please be aware that storing card / bank account numbers in your system requires a specific PCI DSS standard.

IP address IP address the transaction originated from
Name Name of the card holder
E-mail Value you sent in parameter EMAIL
Encoded by User who created the transaction
Alias Card profile safely stored on our platform

Once you have selected your search criteria, click on SUBMIT to get the results. You can also download the result or receive daily reports automatically

We archive transactions after 540 days of their creation (around 18 months). After that period, you cannot look up the transactions anymore.  

4. Use 'View transactions' query

Once you click “SUBMIT”, you get an overview page with all matches of your query. Have a look at the different columns and their meaning:

Column Description
Pay ID Our platform’s unique identifier of the transaction
REN/SAS/RFS Depending on the current global status, you can put flags to perform maintenance operations for many transactions in one go. Learn how to do it in our dedicated guide.
Merch ref Your identifier for the order (The value you sent in parameter ORDERID)
Orders Date you sent the transaction to our platform before it reached any final status
Status Current global status of the transaction
Authorisation Authorisation code from your acquirer. Applies only for status 5/8/9 transactions
Payments Date the transaction reached either status 9 / status 8
Total Value you sent in parameter AMOUNT
Rating Fraud rating
Name Cardholder name
Method Payment method used

The image shows a typical result of a “View transaction” query

The last line of column “Total” sums up the value of parameter AMOUNT of all transactions in all currencies from this list, regardless of the transaction status. Hence, the total sum also includes unsuccessful transactions (status 0 / 1 / 2 etc.), authorisations (status 5) and refunds/cancellations (status 6/ 7 / 8 / 85 etc.).

Clicking on a Pay ID provides you an extensive overview on the transaction. It includes all maintenance operations and detailed data provided in your request and by your acquirer in the response. Read the dedicated chapter to learn more.

5. Use 'Financial history' query

Once you click “SUBMIT”, you get an overview page with all matches of your query. Maintenance operations (authorisations/captures/refunds etc.) sharing the same

  • Payment method
  • Date (the date the transaction reached its current status as mentioned in the line)
  • Status
  • Currency

are put in individual lines. Have a look at the different columns and their meaning and some of the lines in this example to learn how to read them:

Column Description
Method Payment method used
Date Date the transaction reached its current status as mentioned in the line
Status Current status of the maintenance operation
Tr. no. Amount of transactions sharing the same payment method/date/status/currency
BR

Batch Reference of the file our platform added the maintenance operation to.

All maintenance operations from one batch are processed in one go.

Depending on the status, your acquirer has not finished  processing the file (any x1 status, i.e. 91) yet.
Details Clicking on the button provides you with the full list of all maintenance operations (PAYIDSUB) belonging to this line
Download Clicking on the button provides you with a file containing the all maintenance operations (PAYIDSUB) belonging to this line
Line Description
1 All authorisations (three in total) performed for Visa transactions on 05.03.2021 in EUR
2 All captures (one in total) performed for Visa transactions on 08.03.2021 in EUR
3 All refunds (one in total) performed for Visa transactions on 10.03.2021 in CHF

The image shows a typical result of a “Financial history” query with some examples pointed out.

Once you look up PAYIDSUBs via “Details”, you receive an extensive overview on the maintenance operation. It includes detailed data provided in your request and/or by the acquirer in the response. Read the next chapter to learn more.

Understand detailed transaction information

If you access a transaction via “View Transactions” via the button in column “Pay Id”, you get a detailed overview on the transaction. It includes detailed data provided in your request and/or by the acquirer in the response.

General transaction overview

The image shows a typical transaction overview screen from the Back Office.

Have a look at the available data and what it means:

Item Description
Pay ID Our platform’s unique identifier of the transaction
Status  The global status of a transaction
Total charge Value you sent in parameter AMOUNT  
Payment methods The payment method the transaction was processed with.
Device Value you sent in parameter DEVICE
Structured communication Value you sent in parameter ORDERID provided you followed the formatting rules of the OGM-VCS standard for structured communication
Payment file File name the transaction is included. Only available for transactions you uploaded via Ingenico Batch (Basic) / Ingenico Batch (advanced)
NC ID Our platform’s unique identifier of the initial maintenance operation for this transaction
email Value you sent in parameter EMAIL
Company name Value you sent in parameter ECOM_SHIPTO_COMPANY
encoded by User who created the transaction 
Merch ref Value you sent in parameter ORDERID
Order date Date you sent the transaction to our platform before it reached any final status
Description Value you sent in parameter COM
Card/Account number Masked card number / IBAN used
Cardholder's name Name of the card holder
Authorisation date Date the transaction reached status 5
Payment date Date the transaction reached status 8 / 9
NC ST/ER Error code. Set to 0/0 for any successful transaction status
Invoicing customer Value you sent in parameter ECOM_BILLTO_POSTAL_NAME_FIRST/ECOM_BILLTO_POSTAL_NAME_LAST.
Shopping cart extension ID If you use a shopping cart, this field may contain an identifier of the shopping cart used.
Purge date Date when our platform deletes the transaction according to GDPR regulations
3-D Secure authentication result Result of your customers’ 3-D Secure authentication attempt
Card verification code Indicates with OK/NOK whether the acquirer could verify the CVC
Card country Country the card was issued in based on the BIN (first six digits of the card)
IP address country IP country of the device used for the purchase
Received IP address Full IP address of the device used for the purchase

You can find all maintenance operations performed on this transaction on the lower part of the screen. For each maintenance operations, the overview bundles the most important information from the general overview in a table:

The image shows a typical overview of all maintenance operations performed on a transaction.

Description
Pay ID Our platform’s unique identifier (PAYIDSUB) for this maintenance operation
Merch ref Value you sent in parameter ORDERID
Status Status of the maintenance operation
Authorisation Authorisation code from your acquirer. Applies only for status 5/8/9 transactions
Payment date Date the maintenance operation reached its status
Total (Partial) amount processed for this operation
File / line File name and line number the maintenance operation was processed in. Only available for transactions you uploaded via Ingenico Batch (Basic) / Ingenico Batch (advanced)
NCID Our platform’s unique identifier for this maintenance operation
Error Error code. Set to 0 for any successful maintenance operation  
Action Description of the performed maintenance operation. See values for parameter OPERATION in our Parameter Cookbook
Charg Meth Payment method used for the transaction
Card/ACC no Card / account number used for this maintenance operation

Each maintenance operation has its own PAYIDSUB, added as an eleventh cipher separated by a slash:  

The image highlights the different PAYIDSUBs from a transaction.

If you click on a PAYIDSUB, you get a detailed overview on the data that is specific for the respective maintenance operation.

PAYIDSUB overview

The information provided is similar to the one provided in the general transaction overview, but lists fields specifically relevant for this maintenance operation:

The image shows a typical PAYIDSUB overview screen from the Back Office.

Item

Description

Pay ID

Our platform’s unique identifier (PAYIDSUB) for this maintenance operation

Action

Description of the performed maintenance operation. See values for parameter OPERATION in our Parameter Cookbook

Status

Status of the maintenance operation 

Total charge

(Partial) amount processed for this operation

Payment methods

Payment method used for the transaction

Device

Value you sent in parameter DEVICE

Structured communication

Value you sent in parameter ORDERID provided you followed the formatting rules of the OGM-VCS standard for structured communication

Authorization code

Authorisation code from your acquirer. Applies only for status 5 maintenance operations

NCMODE

Channel used for performing this maintenance operation. Possible values:

·  WEB: Back Office

·  RAS: e-Terminal (Virtual terminal)

·  STD: Hosted Payment Page

·  DPR: DirectLink

·  DMT: DirectLink Maintenance

·  MFU: Ingenico Batch (Basic)

·  AFU: Ingenico Batch (advanced)

Transaction date

Date the maintenance operation reached its status

UID

Your Unique Identifier in your acquirer’s system. Our platform uses this (alpha-)numeric code to route your transactions/maintenance operations from our platform to your acquirer. You can look up every UID for any of your payment methods in the Back Office via Configuration > Payment methods > Contract data   

Invoicing customer

Value you sent in parameter ECOM_BILLTO_POSTAL_NAME_FIRST/ECOM_BILLTO_POSTAL_NAME_LAST.  

Merch ref

Your identifier for the order (The value you sent in parameter ORDERID)

Order date

Date you sent the maintenance operation to our platform before it reached any final status

Description

Value you sent in parameter COM 

Card/Account number

Masked card number / IBAN used

Cardholder’s name

Name of the card holder

Payment file

File name the transaction is included. Only available for transactions you uploaded via nav.aside.title.integration.all-sales-channels.upload-or-download-files-with-ingenico-epayments-batch-basic / nav.aside.title.integration.all-sales-channels.upload-or-download-files-with-ingenico-epayments-batch-advanced 

NC ID

Our platform’s unique identifier for this maintenance operation

TID

Your virtual Terminal ID linked to your PSPID. Used together with your UID to route your transactions/maintenance operations from our platform to your acquirer.

Encoded by

User who performed the maintenance operation 

6. Use additional possibilities

The search query tool offers more than just looking up transactions. Once you have found the transactions you are looking for, you can perform different actions directly in the Back Office. Have a look at what all is possible:

Download transactions manually

Instead of displaying the transactions in the Back Office, you can download them as a list. Depending on whether you want to look up transactions or individual maintenance operations, go to either Operations > View transactions or Operations > Financial history.

Fill in the search mask and click on “DOWNLOAD LIST” which will appear in your local download folder. You can modify the file format, select available columns and many more things by clicking on “File format >>>”. Read our dedicated guide to learn about what you can manage.

Receive transactions automatically

You can even leave the steps described above to our platform and receive transaction reports automatically. Click on “DAILY” which allows you to define the addressee, the delivery format and the frequency. Read our dedicated guide to learn more about these "Push reports".

The image shows where to find buttons “DOWNLOAD LIST” / “SEND DAILY” and the “File format” link in Operations > View transactions / > Financial history

Perform (multiple) maintenance operations

If you want to look up transactions and perform maintenance operations on them at once, the Back Office allows you to do so easily.

Queries you have run via Operations > View transactions produce an overview page with columns “REN” / “SAS” / “RFS”. Flagging either of them for individual transactions or all via “Select all” allows you to

  • REN: Renew the authorisation for status5 transactions for which the authorisation has expired
  • SAS: Capture status5 transaction to turn them into status 9
  • RFS: Refund status9 transactions

Click “PROCESS SELECTION” to confirm your choices. Read our dedicated guide to learn more about this feature.

The image shows how to perform maintenance operations on transactions directly in the Back Office.

FAQs

In your Ingenico account menu, you can easily lookup your transactions by choosing "Operations" and then clicking either "View transactions" or "Financial history", depending on the type of transaction results you're looking for.

Go to Consult your transactions for more information.

By default you can send goods or deliver your service once a transaction has reached the status "9 - Payment requested". However, although status 5 is a successful status, it's only a temporary reservation of an amount of money on the customer's card. A transaction in status 5 still needs to be confirmed (manually or automatically) to proceed to the status 9, which is the final successful status for most payment methods.

Go to Transaction statuses for more information.

You can easily refund a payment with the "Refund" button in the order overview of a transaction (via View transactions). If your account supports it, you can also make refunds with a DirectLink request or with a Batch file upload (for multiple transactions).

Please note that the Refunds option has to be enabled in your account.

Go to Maintain your transactions for more information.

A full green thumbs-up icon means that the transaction was completed with a 3-D Secure authentication method, such as Digipass or a card reader. However, it doesn't necessarily mean the payment itself was processed successfully. Therefore, you should always check the transaction status to know whether you'll receive your money.

Go to Transaction statuses for more information.

If you want to check specific details of an order/transaction or perform maintenance on transactions, you should use View transactions. "Financial history" is the most convenient to periodically check incoming and outgoing funds.

For more information, go to View transactions vs Financial history.

You can only perform refunds on transactions which have already received status 9 for at least 24 hours. A cancellation or deletion can be done within approximately 24 hours after final status has been received (status 9 or 5).

To know the cut-off time of the acquirer, we recommend you to check directly with our Customer Care department.

Once a transaction reaches status 9, meaning that the customer has paid, the acquirer or bank will deposit the money to your account. The time when this payout occurs differs per payment method and acquirer. We recommend you to check directly with the acquirer or bank, if you believe you're not receiving your money in a timely manner.