WL SIPS DOCS

Release 21.5

go directly to content
Search by keywords

Sips Office Extranet

To search in the page use Ctrl+F on your keyboard

WL Sips is a secure multi-channel e-commerce payment solution that complies with the PCI DSS standard. It allows you to accept and manage payment transactions by taking into account business rules related to your activity (payment on despatch, deferred payment, recurring payment, payment in instalments, etc.).

The purpose of this document is to help you manage user accounts and transactions, and to understand the operations available on Sips Office Extranet. Indeed, the operations that each user can perform on transactions differ according to the access rights they have.

This document is intended for merchants wishing to discover and use the management features offered by Sips Office Extranet.

To get an overview of the WL Sips solution, we advise you to consult the following documents:

  • Functional presentation
  • Functionality set-up guide
  • Glossary.

Sips Office Extranet is available in French, English, German and Spanish.

The interface does not use your browser language to display the pages, they are displayed in the language set for the connected profile. If you would like to change the language displayed for your profile, please get in touch with the support or your usual point of contact.

To log in Sips Office Extranet, please type the following URL in your web browser:

https://office-extranet.sips-services.com/Login.jsp

The following page will be displayed:


login

Please type your login ID and your password.

Then click on the button-enter button to display the following page:


homepage

If you have logged in and remain idle for 13 minutes, a window will pop up on the screen you are on:


homepage-idle-popup

This window informs you that the session will expire in 2 minutes if you do not execute any actions.

If no e-mail was entered when you created your user account and if this is the first time you are using your login details, the page below will automatically appear:


email-update

Enter a valid e-mail address in the appropriate field and click on the button-send button in the confirmation box to confirm the modification.

If you would like to later modify the e-mail associated with your user account, click on the "Update your email" link to display this form again.

Your password is valid for three months. After that, you will have to change it. Blinking messages will warn you two weeks in advance. Use the "Update your password" link on your homepage.


update-password-1

You will reach the following page, where you will have to re-enter your current password and enter your new one twice. You cannot reuse your last three passwords.


update-password-2

The password must consist of at least eight characters including one digit, one letter and one special character among the following: +, % et | . # ^ $ @ - _ ! ( ) [ ] {}

If you have forgotten your password and have previously entered your e-mail address, you can reset your password by clicking on the "Forgot your password?" link that can be accessed from the homepage. You will access your login ID typing page.


password-reinitialisation

Click on button-reinitialize to confirm the modification. You will receive an e-mail containing your new password at the address you supplied. You will have to change this password the next time you log in.

Attention: do not copy and paste the password contained in the e-mail. This operation adds spaces or line breaks, which causes the authentication to fail.

When you can administer several webshops, it is imperative that you first select the webshop you want to perform operations on.

  • If you have just entered your user ID and password to log into Sips Office Extranet, the list of shops is displayed directly:

homepage

  • On the other hand, if you are already logged in and have already performed certain actions (modification of your email, operations on transactions, etc.), click on the tab-home button in the menu on the left side of the screen to display the page below:

homepage-merchant-search

Three methods can be used to find a webshop:

Click on the button-search-white button to view all webshops. The following page will be displayed:


merchant-search-results-list

Click on the link to the webshop of your choice.


merchant-search-results-list-merchant-link

This webshop is now selected.


merchant-search-webshop-selected

Type the corporate name of the webshop:


merchant-search-corporate-name

Then click on the button-search-white button to display the following page:


merchant-search-result

Finally, click on the link to the webshop of your choice.

Type the webshop ID:


merchant-search-merchant-id

Click on the button-search-white button to display the following page:


merchant-search-result

Finally, click on the link to the webshop of your choice.

Payment by credit card is the most widely used means of payment in the world of e-commerce, with a predominance of international Visa & Mastercard networks that coexist with domestic networks (CB for France, Bancontact for Belgium, etc.).

Some cards may belong to several networks (for example cards co-badged with CB and VISA). A European regulation (Multilateral Interchange Fee, or MIF) gives you the possibility to make a default brand choice, but the end customer can change this choice when he is on the payment page. This regulation concerning the selection of the brand has an impact on the payment pages which must present this choice when the card entered for payment is concerned by this regulation (co-branded card) .

To create a payment, click on the tab-transactions tab.

The following page will display.


create-transaction

Click on the button-create-transaction tab.

The following page will display.


create-transaction-2

Click on the button-payment-creation tab.

Select the card type in the dropdown menu.

card-type

Then click on button-continue .

The following page will display.


create-payment

Fill in the following fields:

  • card number
card-number

If your contract is subject to the MIF regulation (EU OJ 2015/751 L123 dated 05/19/2015), an automatic detection of the card's network(s) is performed. If the card is co-badged, several network logos are displayed on the right of the card number:


create-mif-payment

By default, one of the networks through which the payment will be made is selected:


mif-payment-default-network

If you would like to select another network, click on the link below:


mif-payment-change-network

The following page appears and shows your choice:


mif-payment-chosen-network

  • card expiry date
expiry-date

  • security code (CVV -> three digits on the back of the card);
cvv
Note: the card number can be masked upon entry, if you have this option enabled. As for the security code, it will always be masked.

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default)
transaction-reference

  • transaction amount
transaction-amount

  • transaction currency
currency currency-list

  • capture mode
capture-mode

  • capture delay
capture-delay

  • the order reference, customer code and additional information are optional values
optional-information

Click on button-create-payment to validate the transaction.

If payment is accepted, the following page will display:


transaction-created

Below is an example of a refusal page displayed for a refused payment:


transaction-refused

Click on button-create-transaction to create a new transaction.

You have the option of splitting a transaction into several parts, which will be sent to the bank at specified intervals.

Thus, a payment transaction in n times creates n transactions, each with a distinct identifier. Each transaction is independent of the others and includes a systematic authorisation request. In case of agreement, the transaction in question is sent for capture. In case of refusal, the transaction is not submitted again.

Click on the button-scheduled-payment-creation tab.

Then select the card type in the dropdown menu.


card-type

Click on button-continue.

The following page will display:


create-scheduled-payment

In the "means of payment details" and "transaction details" sections, fill in the following fields:

  • card number
card-number

If your contract is subject to the MIF regulation (EU OJ 2015/751 L123 dated 05/19/2015), an automatic detection of the card's network(s) is performed. If the card is co-badged, several network logos are displayed on the right of the card number:

By default, one of the networks through which the payment will be made is selected:


mif-payment-default-network

If you would like to select another network, click on the link below:


mif-payment-change-network

The following page appears and shows your choice:


mif-payment-chosen-network

  • card expiry date
expiry-date

  • security code (CVV -> three digits on the back of the card);
cvv
Note: the card number can be masked upon entry, if you have this option enabled. As for the security code, it will always be masked.

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default). This reference can be used as a basis for generating the multiple transactions that will be generated.
transaction-reference

  • total scheduled dates amount
total-scheduled-dates-amount

  • transaction currency
currency

  • time table type
schedule-type

  • number of instalments for the payment (for example 4 for a payment in 4 instalments)
number-of-due-dates number-of-due-dates-list

  • frequency in days
periodicity

  • first payment due amount
first-payment-due-amount

  • the order reference, the customer code and additional information are optional values
optional-information

In the "Payment schedule" section...


schedule-to-be-completed

...fill in the following fields:

  • enter the payment instalments as well as the amounts associated with each instalment

schedule-completed

The payment schedule can also be auto-completed by clicking on button-prefill-scheduled-due-dates. The schedule is then automatically auto-completed according to the total amount, frequency, type of schedule and first due date amount entered in the "transaction details" section.


schedule-initialised

Once the information has been correctly completed, click on button-validate-schedule to validate the payment date.

The following page will display:


payment-in-instalments-validation

Having checked the information, click on button-create-payment to validate the transaction.

The following page will display:


payment-in-instalments-overview

Note: the instalment saved for the first transaction corresponds to the date on which the payment was created. However, the remaining instalments correspond to the dates indicated in the schedule.

To search for transactions with future dates, use the Advanced search" tab and apply the "Authorisation requests being processed" option in the Transaction status" menu. The tool will display a list of all future transactions.


pending-authorisation-request-search


pending-authorisation-request-search-results

If you would like to send the information necessary to the address verification check, click on the "AVS controls" banner:


button-avs-checks

AVS is an anti-fraud feature that allows you to request the cardholder's address, send it within the authorization request and let the card issuer compare this address with the one they know.

The following form will display:


avs-checks-form

Fill in the following fields:

  • check the following box if you would like the cardholder's address check to be done:
cardholder-address-check

  • check the following boxes if you would like the transaction to be accepted regardless of the result of the check on the postal code and/or address:
acceptation-conditions

  • check the following box if you would like an automatic reversal message to be sent in case of refusal due to an AVS/CSC failure:
reversal-message-refusal

  • fill in the various information about the address and postal code:

address

With this functionality, you can carry out credit transactions if you have your customers' bank details.

Click on the tab-transactions tab to have the following page displayed:


create-transaction

Click on button-create-transaction.

The following page will display:


create-credit

Click on the button-refund-creation tab.

Then select the card type from the dropdown menu:

card-type

Click on button-continue.

The following page will display:


create-credit-details

Fill in the following fields:

  • card number and card expiry date
card-number

expiry-date
Note: the card number can be masked upon entry, if you have this option enabled.

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default).
transaction-reference

  • transaction amount
transaction-amount

  • transaction currency
currency currency-list

  • order reference is an optional value
order-reference

Click on button-credit-amount to validate the transaction.

If the credit is accepted, the following page will display:


credit-accepted

Click on the tab-transactions tab.

The following page will display:


create-transaction

A search can be based on the following criteria:

  • transaction or chargeback (unpaid) date: enter the start and end dates of the search
transaction-date-search

With these criteria, the search is completed over a rolling period of up to 90 days that can go back in time up to 18 months before the current date. In this configuration mode, the range corresponds to the start date of the search + 90 days.

For example, if you specify 01/05/2020 as a starting date, the maximum search date will be 30/07/2020.

  • transaction reference: enter the references of the transactions searched for
transaction-reference-search

  • transfer date: enter the date on which the transaction was captured
settlement-date

  • order reference: enter the order ID
order-reference

  • walletId: enter the wallet ID
transaction-wallet-id-search

  • transaction status: select the status from the dropdown list
transaction-status
Table 1. "Transaction status" and associated desired action
Desired action Value of the "Transaction status" field to be selected during the search
Validating a transaction To be validated (without authorisation)
Recycling a transaction Refused, expired, remitted, annulée, remboursée
Cancelling a transaction To be remitted
Refunding a transaction Remitted
Duplicating a transaction To be remitted, to be validated (with authorisation), to be validated (without authorisation), waiting for authorisation, settlement refused, remitted, expired, fraud suspected, refused, refund to be settled, refunded

  • means of payment: select a means of payment from the dropdown list.
means-of-payment-search

  • currency: tick the option to search only for unpaid transactions.

currency-search

  • authentication status: select the authentication status to search for.
authentication-status

  • unpaid only: tick the option to search only for unpaid transactions.
chargebacks-search

Once you have entered some search criteria, click on the button-search-transaction button.

Attention: by default, the date criterion is pre-filled. If you do not enter any other criteria, the tool displays by default all transactions made during the current day.
All search criteria are case sensitive.

A transaction list will be displayed according to the criteria entered:


transaction-search-results

  • You can sort the results by clicking on the column headers.

sort-results

  • You can also view the list of transactions in an Excel spreadsheet. To do this, click on button-excel-export.

The following spreadsheet will display:


excel-export

  • You can click on a transaction reference to display the transaction details:

transaction-details

Note: in the case of an unpaid transaction, information about the non-payment is added at the bottom of the page in the transaction details, as shown in the screenshot below. In addition, the 'Refund' button is removed.

chargeback-transaction-details

Several related information is available in the detail of a transaction:

  • Click on button-history to view the operation history

transaction-history

Then click on button-back-to-list to return to the original list, or on button-back-to-transaction to return to the original transaction.

  • Click on button-transaction-details to view the detailed result of the fraud risk management process

fraud-details

You can also view the fraud profile version that was used to perform the checks by clicking on the following link:


fraud-profile-details

The following pop-up window will display:


fraud-profile-status

In order to interpret the result of the fraud risk management process, pleae read the following documents:

  • Fraud risk management - Go-No-Go for the Go-No-Go mode.
  • Fraud risk management - Business Score for the Business Score mode.

Perform a search to find the transaction you want to act on (see the Searching for a transaction section).

Various actions can be performed on a given webshop transaction, depending on the contract and the status of the transaction.

Click on the appropriate button depending on whether you are on the results list or transaction details view.

Table 2. possible actions on a transaction
Action Explanations Associated button in the list of results

(orange = operation is available;

grey = operation is unavailable)

Associated buton in the transaction details

(not shown if action is unavailable)

Validate Allows you to trigger the transmission of the transaction to the bank and allows you to defer a payment. bt_validate_avail
bt_validate_unavail

button-validation
Recycle Allows you to validate the initial transaction several times. bt_recycle_avail bt_recycle_unavail button-recycle
Cancel Allows you to change the amount to be sent to the bank. bt_cancel_avail bt_cancel_unavail button-cancellation
Refund Allows to credit the customer's account that was wrongly debited. bt_refund_avail bt_refund_unavail button-refund
Perform a unitary duplication Allows you to create a new transaction from an old one. bt_duplicate_avail bt_duplicate_unavail button-duplication
Schedule duplications Allows you to create a new transaction from an old one, by scheduling payment due dates. bt_schedule_duplication_avail bt_schedule_duplication_unavail button-scheduled-duplications

The validation function makes it possible to trigger the transaction capture. It also enables you to defer a payment so the customer's account is debited only when the purchased goods have been dispatched.

If the chosen method for sending the bank transaction is not automatic, you have to validate every transaction manually. If you do not validate a given transaction before its chosen capture time (as selected) ends, this transaction will expire. It will then be impossible for you to send it to the bank.

You can validate all or part of the transaction amount. The amount validated will be captured on the day of its validation. It is of course impossible to validate an amount that exceeds the initial amount of the transaction.

Note: it is impossible to perform several partial validations on a transaction. The transaction balance will be cancelled automatically.

Having clicked on the bt_validate_avail validation button of a transaction in the list of results or on the button-validation button in the seleted transaction details, the following page will display:


validation-form

Enter the amount to be validated in the following field:

fulfilment-amount

Click on button-fulfil-transaction.

The following page below will then display if the validation is successful:


fulfilment-accepted

If the validation has failed, the following page will display:


fulfilment-refused

The recycling operation allows you to bank the initial transaction in several steps, for example in the case of multiple shipments.

The recycling operation consists of duplicating the initial transaction one or more times, within the limit of its amount.

For example:

  • A customer has purchased a DVD for 30 EUR, a game for 50 EUR and a book for 20 EUR.
  • You authorise a card payment for an amount of 100 EUR.
  • You receive the DVD first and validate the 30 EUR payment when you send the DVD => this 30 EUR payment is sent as an instalment (after validation of the initial transaction).
  • You receive the game and validate the 50 EUR payment (you recycle the initial transaction with an amount of 50 EUR) => a new payment of 50 EUR will be issued and paid (after the recycling of the initial transaction with an amount of 50 EUR).
  • You receive the book and validate the 20 EUR payment => a new payment of 20 EUR will be issued and paid (after the recycling of the initial transaction with an amount of 20 EUR).
  • The limit of the recycling operation has been reached as the initial amount of 100 EUR has been paid.

Having clicked on the bt_recycler_dispo recycling button of a transaction in the list of results or on the button-recycle button in the selected transaction details, the following page will pop-up:


recycle-form

Fill in the following fields:

  • transaction reference. The reference is generated by default but can be modified (35 alphanumerical characters by default)
transaction-reference

  • capture mode
capture-mode

  • transaction amount
transaction-amount

  • transaction currency
currency currency-list

  • capture deadline
capture-delay

  • the order reference, customer code and additional information are optional values
optional-information

Click on button-recycle-transaction.

If payment is accepted, the following page will display:


recycle-accepted

If the recycling has failed (the amount is higher than the amount of the initial transaction), the following page will display:


recycle-refused

This function makes it possible to change the amount to capture. For you, it is useful for inventory management purposes. When a customer has cancelled several products that are part of a single transaction, you can cancel the latter partially. In this case, the amount cancelled will be that of the unavailable product, and the customer will only be charged for the products that were actually delivered.

Transactions can only be cancelled before they are captured. A transaction cannot be cancelled if it has already been captured. However, refunding the customer fully or partially is still possible.

By default, deferred capture is inactive (0 days), which means that the capture is carried out on the same day as the transaction. To defer the date on which transactions are captured, you have to make sure that this setting has been configured correctly.

When a cancellation is requested, the WL Sips server checks two parameters:

  • The amount. An amount that is higher than that of the original transaction cannot be cancelled.
  • The transaction cancellation period, which is set at the time of payment. Beyond this period, the transaction is captured and can no longer be cancelled.

A transaction can be cancelled several times provided the transaction capture deadline is not overdue and the transaction balance is not null.

In the case of a partial cancellation, the balance of the transaction is automatically captured after the capture time is up.

Having clicked on the bt_cancel_avail cancellation button of a transation in the listof results or on the button-cancellation button in the selected transaction details, the following page will display:


transaction-to-be-cancelled

Enter the amount to be cancelled:

cancel-amount

Click on button-cancel-transaction.

The following page will then display if the cancellation is successful:


cancellation-accepted

If the cancellation has failed (the amount is higher than the amount of the initial transaction), the following page will display:


cancellation-refused

A refund makes it possible to credit the account of a customer that was unduly charged (if the product was not delivered, is unavailable, damaged, returned, etc.).

The customer's account will be credited with the refunded amount, and your account will be debited with the same amount. The refund is captured on the same day.Le compte du client sera crédité du montant remboursé et votre compte sera débité du même montant. The refund is captured on the same day it is entered in Sips Office Extranet.

You can refund a customer for a period of fifteen months following the order. You can make an unlimited number of partial refunds, provided these fifteen months are not exceeded and the balance is not null.

After you have clicked on the bt_refund_avail refund button of a transaction in the list of results or on the button-refund-transaction button in the selected transaction details, the following page will display:


transaction-to-be-refunded

Enter the amount to be refunded:

refund-amount

Click on button-refund-transaction.

If the refund is successful, the following page will display:


refund-accepted

If the refund has failed (the amount is higher than that of the initial transaction), the following page will display:


refund-refused

You can create a new transaction using an old transaction.

Duplicating a transaction is possible up to 18 months after its creation date and provided the expiry date for the means of payment has not been exceeded. The transaction created during the duplication is a new transaction. All of the characteristics of this transaction can be changed, with the exception of the card information, which you does not need to store in your IT system. A transaction created by duplication can in turn be duplicated.

Duplicating a transaction requires a new authorisation request, using the payment information (card number, account number etc.) corresponding to the original transaction. The future of a duplicated transaction does not under any circumstances depend on the result of the original transaction: if the initial transaction was refused, it is possible that it is accepted after duplication, and vice-versa.

Any transaction associated with payment in instalments can be duplicated. Payment of this new transaction will be completed in one instalment only.

For example, if a transaction, either by error or omission, was not validated in the capture time you set, it has expired and will therefore not be paid. You may wish to secure this transaction, thererfore you have the option of duplicating an expired transaction. Provided it is authorised, this new transaction will be paid for.

Therefore, this operation can allow you, among other things:

  • to replay transactions without having the cardholder's card details
  • to catch up on expired transactions, i.e. transactions that would not have been validated in time (in VALIDATION mode)
Note: transactions that have been refused or expired for they were not validated within the capture time limits may be duplicated. A new authorisation request is submitted to the acquirer.

You may for example perform a search on transactions that have a "to be settled" status.

Having clicked on the bt_duplicate_avail duplication button of a transaction in the list of results or on the button-duplication button in the selected transaction details, the following page will display:


transaction-to-be-duplicated

Fill in the following fields:

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default)
transaction-reference

  • capture mode
capture-mode

  • transaction amount
transaction-amount

It must be less than or equal to the amount displayed.

  • transaction currency
currency

  • settlement delay
capture-delay

  • the order reference, customer code and additional information are optional values
optional-information

Click on button-duplicate-transaction.

The following page will display in case the operation has been accepted:


duplication-accepted

You may for example perform a search on transactions that have a "to be settled" status.

Having clicked on the bt_schedule_duplication_avail duplication sheduling button of a transaction in the list of results or on the button-scheduled-duplications button in the selected transaction details, the following page will display:


transaction-to-be-scheduled

Fill in the following fields:

  • transaction currency
currency

  • number of instalments for the payment: (for example 4 for a payment in 4 instalments)
number-of-due-dates number-of-due-dates-list

  • the order reference, the customer code and additional information are optional values
optional-information

In the "Payment schedule" section...


schedule-to-be-completed

...fill in the following fiels:

  • enter the payment instalments as well as the amounts associated with each instalment

schedule-completed

Click on button-create-duplications.

The following page will display in case of a accepted operation:


scheduled-duplications-accepted

Click on the tab-wallet-management tab.

The following page will display:


wallet-management

Fill in the following fields:

  • complete wallet ID
wallet-id

Once you have set the parameter, click on the button-search button. The folloing page will display:


wallet-search-results

Click on the bt_cancel_avail button to delete a means of payment. The following page will display:


means-of-payment-to-be-removed

Click on button-remove.

The following page will display if the means of payment has been deleted successfully.


means-of-payment-removed

The creditor space is for the management of mandates and offers the following features:

  • Search and consultation of mandates by list.
  • Detailed consultation of a mandate.
  • Download of a mandate in PDF format.
  • Display of the direct debit list associated with a mandate.
  • Management of the mandate life cycle (cancellation, suspension, reactivation, etc.).
  • Changing mandates.
  • Creation of a mandate for electronic or handwritten signature (including a mandate printing feature).
  • Signature of a mandate pending a signature to change to the "active" status.
  • Creation of direct debits (SEPA Direct Debit).

Click on the tab-mandates tab then on the button-create-mandate button.

The following page will display:


initialise-mandate

Select the characteristics of the mandate to be created:

  • mandate type: enter the type of mandate (recurring by default)
mandate-type

=> The recurring mandate is valid for a series of direct debits. It may be cancelled at any time at any time by the creditor or the debtor and becomes null and void if not used for a period of 36 months.

=> The one-time mandate is only valid for a single direct debit, it expires automatically.

  • direct debit type: enter the type of direct debit (CORE by default)
debit-type

=> The SEPA CORE direct debit is available to all types of clients.

=> The SEPA B2B (or intercompany) direct debit is reserved exclusively for payments between companies, professionals and associations, and has specific management rules.

The mandate creation method must then be selected:

  • The paper mandate is created (with the BIC and the IBAN entered) and activated by the merchant (the debtor is present and can sign the paper mandate on site).
  • The electronic mandate is initiated by the merchant (without the BIC and the IBAN entered), then taken and completed by the client via an e-mail link.

Two mandate creation methods are possible:

Click on the button-create-paper-mandate button to create a paper mandate. The following page will display:


paper-mandate-form

Please enter:

  • The title of the debtor
debtor-title

  • The last name of the debtor
debtor-last-name

  • The first name of the debtor
debtor-first-name

  • The address of the debtor
debtor-address

  • The reference of the mandate:

=> Enter the complete reference of the mandate (18 digits, for example 000000000000000079).

=> Or enter only the part on the right (e.g. 79), it will be automatically completed with the zeros missing on the left. If no value is entered, a reference will be automatically assigned.

reference-mandat

Note: if you have subscribed to the SafeDebit offre, the following data must be entered when creating the mandate:
  • E-mail address
  • Phone number
  • Signature date
  • Signature city
  • The debtor BIC code: enter the BIC code of the debtor without spaces. This field is optional and will be automatically recalulated if it is not completed.
BIC-debiteur

  • The debtor IBAN code: enter the IBAN code of the debtor without spaces.
debtor-iban

Then click on the button-continue button.

The following page will display:


create-mandate-details

To complete the creation, click on the button-create-mandate-2 button.

The following page will display:


mandate-created

You need to:

  • Download and print the mandate.
  • Have it signed by the debtor.
  • Activate the mandate.
Attention: you should not activate a mandate until it is signed by the debtor. When the mandate is created but not yet activated (not yet signed by the debtor), it is visible in the "mandates to sign" tab.

Click on button-mandate-activation. The following page will display:


mandate-data

Please enter:

  • The signature date of the mandate.
mandate-signing-date

  • The place where the mandate was signed.
mandate-signing-city

To activate the mandate, Click on button-activate-mandate. The following page will display:


mandate-activation-accepted

Note: this mandate activation step is not needed for a mandate with the safeDebit option, since these fields will be populated when the mandate is created.

Click on the button-create-electronic-mandate button to create an electronic mandate. The following page will display:


create-electronic-mandate

Please enter:

  • The title of the debtor.
debtor-title

  • The name of the debtor.
debtor-last-name

  • The first name of the debtor.
debtor-first-name

  • The e-mail address of the debtor: please enter the debtor's e-mail address which will be used to send the link to activate the mandate.
email-address

  • The telephone number of the debtor: enter the telephone number of the debtor if text was selected as the password sending method. If not, this information is optional. The entry format is as follows: +33612345678.
phone-number

  • The address of the debtor.
debtor-address

  • The reference of the mandate:

=> Enter the complete reference of the mandate (18 digits, for example 000000000000000079).

=> Or enter only the part on the right (e.g. 79), it will be automatically completed with the zeros missing on the left. If no value is entered, a reference will be automatically assigned.

mandate-UMR

  • The method for sending the OTP.
OTP-sending-method
  • The signature settings allow you to specify by which channel the client can log in by OTP (One Time Password) in order to validate the creation of their mandate:
    • Text: the debtor will receive an OTP by text message on the phone number entered in the "Debtor details" section.
    • E-mail: the debtor will receive an OTP by e-mail at the e-mail address entered in the "Debtor details" section.

This page should then be validated by clicking on button-continue.

Note: the "E-mail" and "Phone number" fields are mandatory if you have subscribed to the SafeDebit offer.

Text authentication result:


authentication-result-text

E-mail authentication result:


authentication-result-email

This page should then be validated by clicking on button-send-email.

After validating this stage, the debtor receives a link by e-mail in order to complete the mandate creation process. This document collects all the information referring to the creation of their mandate.


email-received-by-the-debtor

By clicking on "I sign my mandate", the debtor is redirected to the following pages to sign their mandate:


mandate-creation

The debtor must then enter their bank details:

  • IBAN: bank account ID.
  • Mandate name: this name is important as it will allow the debtor to identify this new mandate in their wallet for their next payment to you.

Confirming the entry of this information with the confirm-mandate-info button takes you to the mandate signature and generates a code that is sent to the debtor. After receiving the code by e-mail or text message, the debtor should then enter it in the appropriate field below.


mandate-signing

On this page, the mandate can be downloaded during the signature process via the button-download-mandate button.

Prior to signing their mandate, the debtor should also enter the code received by e-mail or text message and agree to the acceptance and confidentiality clauses:


OTP-typing

By signing their mandate with the button-sign-sepa-mandate button, the debtor move on to the final step:


electronic-mandate-summary

The customer can also download their signed mandate.

Then, the button-finalise-mandate button completes the mandate creation procedure and redirects the debtor to your site.

Click on the onglet-espace-creancier tab.

The following page will display:


page-espace-creancier

Two search methods are possible:

Click on the button-simple-search tab to carry out a simple search. The following page will display:


mandate-search-simple

Fill in the following fields:

  • The mandate reference:

=> Enter the complete reference of the mandate (18 digits, e.g. 000000000000000079)

=> Or enter only the part on the right (e.g. 79), it will be automatically completed with the zeros missing on the left.

mandate-UMR

  • The name of the debtor
debtor-name

After entering the search criteria (at least 1 criterion must be entered), click on the button-search button.

A list of mandates will display, depending on the criteria entered:


mandate-search-results

Click on the button-advanced-search tab to carry out an advanced search. The following page will display:


mandate-search-advanced

Fill in the following fields:

  • The date of the mandates: you must enter the start date and end date of the search. The date requested corresponds to the signature date of the mandate.
mandate-dates

  • The mandate reference:

=> Enter the complete reference of the mandate (18 digits, e.g. 000000000000000079)

=> Or enter only the part on the right (e.g. 79), it will be automatically completed with the zeros missing on the left.

mandate-UMR

  • The name of the debtor
debtor-name

  • The mandate type
mandate-type

  • The mandate status
mandate-status

  • The type of direct debit
debit-type

After entering the search criteria (at least 1 criterion must be entered, at least the date), click on the button-search button.

A list of mandates will display, depending on the criteria entered:


mandate-search-results

  • Results can be sorted by clicking on the headers of the relevant columns.

sort-results

  • The list of mandates can be viewed in an Excel spreadsheet. To do this, click on the button-excel-export button.

The following spreadsheet will display:


excel-export-mandates

  • To view the details of a mandate, click on the mandate reference.

mandate-details

Note: this screenshot includes the "Consumer reference" and "Risky" fields, which are specific to the SafeDebit option. These fields will be populated only if you have subscribed to the SafeDebit option and if the mandate is guaranteed.

=> To view the direct debit history of a mandate, click on button-mandate-details.

The direct debit history page is as follows:


mandate-history

Click on button-back-to-list to return to the original list.

Click on button-back-to-mandate to return to the original mandate.

To view the details of a direct debit, click on the ID of the corresponding direct debit. A redirection to the "Transactions" tab will display the details of the SEPA Direct Debit.

To return to the details of the mandate; click on the "mandate reference" link. To return to the direct debit history, click on the "debit identifier" link.


transaction-details-2

Note: this screenshot includes the "Secure reference" and "Liability shift" fields, which are specific to the SafeDebit option. These fields will be populated only if you have subscribed to the SafeDebit option and if the SDD payment is guaranteed.

Having carried out a search to find the mandate you want to act on, a list of mandates corresponding to the search criteria entered will display:


mandate-search-results

Various actions can be performed on each mandate, these operations are available or not depending on the status of the mandate:

Table 3. possible actions on a mandate
Action Explanations Associated button in the list of mandates

(orange = operation is available;

grey = operation is unavailable)

Associated button in the mandate details

(not shown is action is unavailable)

Create a SEPA Direct Debit Mandate - bt_refund_avail bt_refund_unavail -
Activate You can activate a newly created mandate (unless it benefits from the SafeDebit guarantee, the activation being done by default). bt_activate_avail bt_activate_unavail button-mandate-activation
Modify - bt_duplicate_avail bt_duplicate_unavail button-modify-mandate
Suspend You can suspend an active mandate. bt_cancel_avail bt_cancel_unavail button-mandate-suspension
Reactivate You can reactivate a suspended mandate. bt_validate_avail bt_validate_unavail button-mandate-reactivation
Revoke You can revoke an active mandate, i.e. remove it from the mandate database. This means you will not be able to carry out any actions on this mandate, either in terms of management or creation of direct debits. You will therefore only be able to view the mandate and the associated SEPA direct debits for 14 months. bt_force_avail bt_force_unavail button-revoke-mandate

Click on the appropriate button depending on whether you are on the mandates list or mandate details view.

Note: if a mandate benefits from the SafeDebit guarantee, this step is not necessary, for this mandate is activated by default.

Having clicked on the bt_activate_avail activation button of a mandate in the results list or on the button-mandate-activation button in the selected mandate details, the following page will display:


mandate-data-to-activate

Please enter :

  • The mandate signing date.
mandate-signing-date

  • The city where the mandate was signed.
mandate-signing-city

Click on button-activate-mandate to activate the mandate. The following page will display:


mandate-activation-accepted

Click on button-back-to-list to return to the original list.

Click on button-back-to-mandate to return to the original mandate

Attention: if you have subscribed to the SafeDebit option, you cannot modify a mandate if guaranteed SDD withdrawals have been created and not finalised on this mandate.

Having clicked on the bt_duplicate_avail modification button of a mandate in the results list or on the button-modify-mandate button in the selected mandate details, the following page will display:


mandate-to-be-modified

Update fields as necessary then click on the button-continue button.

The mandate modification confirmation page will display:


mandate-modification-accepted

IMPORTANT: the modifications that occur on an electronic mandate (for example the modification of the IBAN) do not appear in the PDF file stored because this PDF file must remain the exact reflection of the document initially validated by the customer. On the other hand, you can see the changes in the details of the mandate.

Having clicked on the bt_cancel_avail suspension button of a mandate in the results list or on the button-mandate-suspension button in the selected mandate details, the following page will display:


mandate-data-to-suspend

Click on the button-suspend-mandate button to display the following page:


mandate-suspension-accepted

Click on button-back-to-list to return to the original list.

Click on button-back-to-mandate to return to the initial mandate.

Havaing clicked on the bt_validate_avail reactivation button of a mandate in the results list or on the button-mandate-reactivation button in the selected mandate details, the mandate reactivation confirmation page will display:


mandate-data-to-reactivate

Having clicked on the bt_force_avail revoking button of a mandate in the results list or on the button-revoke-mandate button in the selected mandate details, the following page will display:


mandate-revoke-accepted

You can download and print a mandate by going to the mandate details page then clicking on the pdf-icon icon next to "Download the mandate".


mandate-download

Note: this screenshot includes the "Consumer reference" and "Risky" fields, which are specific to the SafeDebit option. These fields will be populated only if you have subscribed to the SafeDebit option and if the SDD is guaranteed.

Click on the tab-user-administration tab.

The following page will display:


user-administration

There are two ways of searching for a user:

Having clicked on the tab-user-administration tab, fill in the following fields:

  • the complete or partiel user ID (at least 3 alphanumerical characters)
user-identifier

  • the user creation date
user-creation-date

  • the merchant ID associated with the user
merchants-list

Click on button-search to have the results page displayed:


merchant-search-results

The right-hand part of the table shows the actions that can be performed on the users found.

bt-user-actions
Table 4. meaning of the buttonqs
bt_validate_avail bt_activate_avail bt_cancel_avail bt_force_avail
Modify user rights Edit user details Deactivate user Unlock user

Having clicked on the tab-user-administration tab, click on the button-search-by-merchant tab to have the following page displayed:


user-search-by-merchant-id

Fill in the following fields:

  • the complete or partial merchant ID
merchant-identifier

Click on button-search to have the results page displayed:


user-search-by-merchant-id-results-list

Click on the link to the webshop of your choice.


user-search-by-merchant-id-merchant-link

The following page will then display:


user-search-by-merchant-id-user-results

The right-hand part of the table shows the actions available for the users that have been found.

bt-user-actions
Table 5. meaning of the buttons
bt_validate_avail bt_activate_avail bt_cancel_avail bt_force_avail
Modify user rights Edit user details Deactivate user Unlock user

Having clicked on the tab-user-administration tab, clicked on the button-create-user button.

The following page will display:


user-creation

Fill in the following fields:

  • The user ID (7 alphanumerical characters at least)
user-identifier

  • The user name
user-last-name

  • The user first name
user-first-name

  • The user e-mail address
user-email

  • The user language
user-language

Click on the button-next-step button to go on with the user creation process. The following page will display:


user-creation-associate-merchant-unchecked

Select the webshop to be associated with the user.


user-creation-associate-merchant-checked

Next, click on the button-create button to create the user. The following page will display:


user-creation-confirmed

The user has now been created. An e-mail will be sent to the address that the user specified. The ID must be sent to the user manually.

Now click on the button-rights-modification button to assign certain rights to the user.

To find out more, please read the 'Modifying user rights' section.

Perform a user search and, from the list of results, click on the link of the user you want to modify, or click on the bt_activate_avail button of the relevant user.


user-modification

The following page will then display:


user-modification-details-1

Click on button-user-modification to have the following page displayed:


user-modification-details-2

Fill in the following fields:

  • The user ID (7 alphanumerical characters at least)
user-identifier

  • The user name
user-last-name

  • The user first name
user-first-name

  • The user e-mail
user-email

  • The user language
user-language

Then click on the button-next-step button to go on with the user modification process. The following page will display:


user-modification-unchecked

Select the merchant you want to remove:


user-modification-remove

Select the merchant you want to associate with the user:


user-modification-associate

Click on the button-send button to finalise the user modification process. The following page will display:


user-modification-confirmed

Perform a user search and, from the list of results, click on the link of the user you want to modify the rights of, or click on the bt_validate_avail button of the relevant user.


user-modification

The following page will display:


user-rights-modification

The list of rights authorised for the webshop (depending on the contract) will display:

  • SRCH.N: advanced search
  • SRCH.C: search by card number
  • SRCH.1: simple search
  • PAYM.1: creation of a single payment
  • XPAYM: creation of a payment in instalments
  • REFND: refund
  • CANCL: cancellation
  • VALID: validation
  • RECY: recycling
  • DUPLI: duplication
  • CREDIT: credit

Two methods for assigning rights are possible:

  • Click on the bt_cancel_unavail or bt_validate_avail buttons of each right you want to (un)assign to the user.

When you are finished, all the selected rights will be marked with the bt_validate_avail button:


user-rights-modification

or

  • Click on the button-give-all-rights or button-remove-all-rights buttons to give or remove all rights in a single action.

All rights will be marked with the bt_validate_avail button after you have clicked on the button-give-all-rights button:


user-rights-modification-all

All rights will be marked with thebt_cancel_unavail button after you have clicked on the button.:


user-rights-modification-none

Perform a user search and, from the list of results, click on the link of the user you want to deactivate, or click on the bt_cancel_avail button of the relevant user.


user-modification

The following page will display:


user-deactivation-confirmed

The user has now been deactivated and cannot connect to Sips Office Extranet any longer.

Perform a user search and, from the list of results, click on the link of the user you want to activate, or click on the bt_cancel_unavail button of the relevant user.


user-activation

The following page will display:


user-activation-confirmed

The user has now been activated and can connect to Sips Office Extranet.

The user is locked after 3 attempts to log in with a wrong password.

Perform a user search and, from the list of results, click on the link of the user you want to unlock, or click on the bt_force_avail button of the relevant user.


user-unlocking

The following page will display:


user-unlocking-confirmed

The user is now unlocked. They will receive an e-mail with a temporary password and will have to change this password the next time they log in.

Click on the tab-settings tab. The following page will display:


settings

Click on the button-add-to-grey-list tab to have the following page displayed:


add-to-grey-list

Two methods can be used to add a card number to a grey list:

Method 1: entering the references of a transaction already processed

Please fill in:

  • The transaction reference.
transaction-reference

  • The reason for greylisting the card (select from the dropdown list).
add-to-grey-list-reason

Then click on button-add to validate the addition of the card number to the grey list.

The following page will display if the addition has been accepted:


add-to-greylist-accepted-method-1

If the addition has been refused, a refusal page like the one shown below will be displayed:


add-to-greylist-refused-method-1

or

Method 2: entering a card number directly

Please fill in:

  • The card number.
card-number

  • The reason for greylisting the card (select from the dropdown list).
add-to-grey-list-reason

Then click on button-add to validate the addition to the grey list.

If the addition has been accepted, the following page will display:


add-to-grey-list-accepted-method-2

If the addition has been refused, below is a sample refusal page:


add-to-greylist-refused-method-2

click on the tab-settings tab. The following page will display:


settings

click on the button-search-grey-lists tab to have the following page displayed:


search-grey-list

Two methods can be used to view a greylisted card number:

Method 1: entering the reference of a transaction

Define the following search criterion:

  • The transaction reference.
transaction-reference

Once you have defined this criterion, click on button-search.

If the transaction has been found, the following page will display:


resultat-recherche-liste-grise

The right-hand part of the table shows the action that can be performed on a transaction for which the card has been greylisted.

Click on the bt_delete_grey_list_avail button to delete a transaction the card of which has been greylisted.

If the transaction has not been found, the following page will display:


search-grey-list-no-result-method-1

or

Method 2: entering a card number

Define the following search criterion:

  • The card number.
card-number

Once you have defined this criterion, click on button-search.

If the card has been found, the following page will display:


search-grey-list-results

The right-hand part of the table shows the action that can be performed on a transaction for which the card has been greylisted.

Click on the bt_delete_grey_list_avail button to remove a transaction the card of which that has been greylisted.

If the transaction has not been found, the following page will display:


search-grey-list-no-result-method-2

To delete a card number from a grey list, you must first search for a card number directly, or search for a card number from a transaction.

There are several possible methods for conducting such a search.

These various methods are described in the 'Viewing a card number' section.

The card number deletion method is the same regardless of the search method used.

A list of card numbers matching the defined criteria will display:


search-grey-list-results

Click on the bt_delete_grey_list_avail button to delete the card number from the grey list. The following page will display:


delete-from-greylist-confirmation

Click on button-delete to confirm the deletion.

If the deletion has been successful, the following page will display:


delete-from-greylist-confirmed

Click on button-back-to-list to return to the original list.

The following page will display:


delete-from-greylist-no-result

If you have subscribed to this option, Sips Office Extranet gives you the opportunity to view your activity figures on your homepage, in the form of a statistics dashboard (presented in widgets):


widgets-1

Note: the means of payment currently used to compute the figures are Carte Bancaire, Visa, Mastercard and American Express.

The various widgets offered by Sips Office Extranet are divided into the following 5 topics:

  • Turnover
  • Transactions
  • Means of payment
  • Chargebacks
  • Fraud


Below is the description of each widget:

Name Description Computing rule Available option(s)
Turnover valued Is the sum of the original amounts from transactions created over the chosen period. Total or partial cancellation operations are not taken into account. Addition of amounts from COLLECT DEBIT messages (new transaction, duplication, payment in n times, recycle), from which amounts from COLLECT CREDIT messages (CREDIT HOLDER) are substracted.

- Compare this turnover with yesterday’s turnover at the same hour.

- Compare this turnover with last week’s turnover, on the same day at the same hour.

- Filter by currency (depending on those accepted by the merchant).

Turnover real Is the sum of the real amounts from transactions sent to your bank(s). The sum of the DEBIT remittance transaction amounts, from which the sum of the CREDIT remittance transaction amounts is substracted.

Warning: if you have means of payment with offline remittances only, this amount will be populated no sooner than 10pm.

- Compare this turnover with yesterday’s turnover at the same hour.

- Compare this turnover with last week’s turnover, on the same day at the same hour.

- Filter by currency (depending on those accepted by the merchant).

Turnover valued per hour (CURRENCY)

Ex: turnover valued per hour (EUR)

Represents the evolution of the turnover valued per hour for the current day. This curve is compared with those from the previous day and the previous week. - - Filter by currency (depending on those accepted by the merchant).
Turnover real per hour (CURRENCY)

Ex: turnover real per hour (EUR)

Represents the evolution of the turnover real per hour for the current day. This curve is compared with those from the previous day and the previous week. - - Filter by currency (depending on those accepted by the merchant).
Number of transactions created (CURRENCY)

Ex: number of transactions created (EUR)

Is the number of transactions created in the day. +1 incrementing for each COLLECT message received. - Compare this number of transactions with yesterday’s number at the same hour.

- Compare this number of transactions with last week’s number, on the same day at the same hour.

- Filter by currency (depending on those accepted by the merchant).

Distribution of payment means for transactions in (CURRENCY)

Ex: distribution of payment means for transactions in (EUR)

Is the number of transactions per means of payment for a chosen currency. The number of transactions is shown under the name of the means of payment. +1 incrementing of the transaction means of payment counter for each COLLECT message received. - Filter by currency (depending on those accepted by the merchant).
Distribution of the status for transactions in (CURRENCY)

Ex : distribution of the status for transactions in (EUR)

Is the number of transactions per final status for a chosen currency. The only statuses displayed are: refused, sent to bank, expired, cancelled. The number of transactions is shown below the status. On each message received, the counter for the status the transaction is in is incremented by 1, if this status is one of the following:

- cancelled -> CA (cancelled)

- sent to bank -> CP (captured) and CR (credited)

- expired -> EX (expired)

- refused -> NO (refused)

- Filter by currency (depending on those accepted by the merchant).
Accepted transaction rates (CURRENCY)

Ex : accepted transaction rates (EUR)

Indicates the rate of transactions authorised by the acquirer for a chosen currency. On each message received, the number of accepted transactions is incremented by 1 if the status of the transaction is different from REFUSED or NO for the chosen currency.

The rate is computed as follows:

Rate = number of accepted transactions / total number of transactions.

The total number of transactions equals the number of accepted transactions added to the number of refused transactions.

- Filter by currency (depending on those accepted by the merchant).
Number of chargeback (CURRENCY)

Ex: number of chargeback (EUR)

Is the number of chargebacks received in the day for a chosen currency. The number of chargebacks for the chosen currency is incremented by 1 on each chargeback message received. - Compare this number of chargebacks with yesterday’s number at the same hour.

- Compare this number of chargebacks with last week’s number, on the same day at the same hour.

- Filter by currency (depending on those accepted by the merchant).

Chargeback amount Is the sum of chargeback amounts in the day for a chosen currency. The chargeback amount for the chosen currency is added on each chargeback message received. - Compare this chargeback amount with yesterday’s amount at the same hour.

- Compare this chargeback amount with last week’s amount, on the same day at the same hour.

- Filter by currency (depending on those accepted by the merchant).

Evolution of chargeback amount (CURRENCY)

Ex : evolution of chargeback amount (EUR)

Represents the evolution of chargeback amounts per hour in the current day. This curve is compared with those from the previous day and the previous week. - - Filter by currency (depending on those accepted by the merchant).
Fraud statistic Countries where fraud has been identified are shown on the map. The style of information provided depends on your configuration. You can make your choice between two different fraud management offers: Go-No-Go or Business Score.

The country on which fraud information is shown represents the country on the map or the IP.

Go-No-Go offer: the number of GO or NOGO results is shown for each country.

Business Score offer: the number of scoreColor (by colour) is shown for each country.

- -
Note: figures shown in each widget are computed for the current day (i.e. from midnight to the time of connection) and for the chosen currency.

You can get a brief description of a given widget by hovering over this icon widgets-icone-infos, shown in the lower right corner of the widget.

These widgets are editable: you can add or remove widgets, or control their position and size in the interface. To do so, click on the ‘Edit’ button to show three new ‘Cancel’, ‘Add’ and ‘Save’ buttons.

widgets-edit-buttons

The interface switches to the edit mode:


widgets-edit-1

Click on the ‘Add’ button to view the unused widget list popup window:


widgets-popup

Then click on every widget you want to use: each of them will be added to your homepage immediately.

And third, close the popup window by clicking on the cross mark.

Click on a widget's icon
widgets-icone-options

to have an option window popping up for the selected widget. The available options might be as follows, depending on the widget edited:
  • Tick in the ‘Previous day’ box if you would like to compare the data with yesterday's data at the same hour.
  • Tick in the ‘Previous week’ box if you would like to compare the data with last week's data, on the same day at the same hour.
  • Select currency.

widgets-options-popup

Thjen click on 'Validate' to confirm the changes, or click on 'Cancel'.

Widget data displayed with options off, in Euros Widget data displayed with options on, in Euros
widget-turnover-valued-options-off widget-turnover-valued-options-on

When you are in edit mode, you can directly edit a widget’s position and size in the interface.

Moving a widget in the interface:

Place your cursor on a given widget so that the cursor’s appearance is changed and looks similar to the following example:

widget-moving

Do a left click, hold, and move the widget in the interface.

Release when the widget is in the expected position.

Resizing a widget:

Place your cursor on the left or bottom border, or on the lower right corner of the widget:

widget-resizing

Do a left click, hold, and move your cursor horizontally, vertically or diagonally.

Release when the widget’s size is as expected.

Simply click on the bin icon widgets-icone-supprimer to delete a widget.

Attention: the widget will be deleted immediately (no confirmation prompt). A deleted widget can be displayed again following the explanations in the 'Adding a widget' section.

Having made all the necessary changes, click on the ‘Save’ button to save your edited homepage.

Below is a sample edited homepage, now including all available widgets:


widgets-2

This site uses cookies to improve your experience, perform analysis and researches on your use of WL Sips documentation website.
You have several options:
Closing this banner you refuse the use of cookies on your device.

Configuration