PayPal Virtual Terminal - 2005 User's Guide
Virtual Terminal User
Guide
For Professional Use Only
Currently only available in English.
A usage Professional Uniquement
Disponible en Anglais uniquement pour l'instant.
Last Updated: July 2005
PayPal Virtual Terminal User Guide
© 2006 PayPal Inc. All rights reserved. PayPal and the PayPal logo are registered trademarks of PayPal Inc. Other trademarks and brands are the
property of their respective owners.
The information in this document belongs to PayPal Inc. It may not be used, reproduced or disclosed without the written approval of PayPal Inc.
PayPal (Europe) Ltd. is authorised and regulated by the Financial Services Authority in the United Kingdom as an electronic money institution.
PayPal FSA Register Number: 226056.
Notice of non-liability:
PayPal Inc. is providing the information in this document to you “AS-IS” with all faults. PayPal Inc. makes no warranties of any kind (whether express,
implied or statutory) with respect to the information contained herein. PayPal Inc. assumes no liability for damages (whether direct or indirect), caused
by errors or omissions, or resulting from the use of this document or the information contained in this document or resulting f rom the application or use
of the product or service described herein. PayPal Inc. reserves the right to make changes to any information herein without further notice.
PayPal Inc. does not guarantee that the features described in this document will be announced or made available to anyone in the future.
Contents
This Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Notational Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Documentation Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Revision History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Chapter 1 Applying For Virtual Terminal . . . . . . . . . . . . . . . . 7
Virtual Terminal Application Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Applying for a Business Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Upgrading to a Business Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Discontinuing Virtual Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Chapter 2 Setting Up Virtual Terminal . . . . . . . . . . . . . . . . . 11
Confirming Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Adding an Extended Credit Card Name . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Enabling the Optional Buyer Email Receipt . . . . . . . . . . . . . . . . . . . . . . . . . 13
Granting Secondary Access to Virtual Terminal . . . . . . . . . . . . . . . . . . . . . . . 14
Revoking Access to Virtual Terminal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Chapter 3 Using Virtual Terminal. . . . . . . . . . . . . . . . . . . . 17
Accessing Virtual Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
How Virtual Terminal Enforces Your Security . . . . . . . . . . . . . . . . . . . . . . . . 17
Card Verification Value. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Address Verification System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Processing a Virtual Terminal Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Entering Order Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Entering Billing Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Creating and Printing a Packing Slip . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Handling Problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Card Verification Value Responses . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Address Verification System Responses . . . . . . . . . . . . . . . . . . . . . . . . 22
July 2005 3
Contents
Chapter 4 Capturing, Voiding, and Refunding on www.paypal.com . .29
Capturing A Single Authorization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Batch Capturing Multiple Authorizations . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Voiding an Authorization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Processing a Refund. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Chapter 5 Withdrawing Funds . . . . . . . . . . . . . . . . . . . . .33
Adding a Bank Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Requesting an Electronic Funds Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Withdrawing Funds by Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Chapter 6 Troubleshooting . . . . . . . . . . . . . . . . . . . . . .37
Solutions to Problems Accessing Virtual Terminal . . . . . . . . . . . . . . . . . . . . . . 37
Solutions to Problems with Transactionsl . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Direct Payment API Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
4 July 2005
Preface
This Document
This release of Virtual Terminal User Guide, a document that describes Virtual Terminal, a
PayPal-hosted online payment form that enables merchants to accept phone, fax, mail, and inperson orders for all major credit cards, replaces the version published in November, 2005.
Intended Audience
This document is written for U.S. merchants who have a PayPal Business account.
Notational Conventions
This document uses typefaces to identify the characteristics of text. These typefaces and the
characteristics they imply are described below:
TABLE P.1
Typeface How Used
Serif italic A term being discussed or defined.
For example: A file is a readable or writable stream of characters …
Serif bold User interface names, such as window names or menu selections.
For example: On the Profile page, click Email to confirm your email address.
To convey additional information, this document may also apply color and underlining to
words or phrases that use the typefaces described above. Such use is described below:
T
ABLE P.2
Text attribute How Used
link
Hypertext link to a page in the current document or to another document in the set.
July 2005 5
Preface
Documentation Problems
Documentation Problems
If you discover any errors in or have any problems with this documentation, please email us by
following the instructions below. Describe the error or problem as completely as possible and
give us the document title, the date of the document (located at the foot of every page), and the
page number or page range.
To contact Customer Service about documentation problems:
1. Go to
2. Click Help in the upper left corner of the page.
3. Click Contact Us in the lower left of the page.
4. Choose Help by Email.
5. Complete the form.
https://www.paypal.com/.
Revision History
Revision history for PayPal Virtual Terminal User Guide.
TABLE P.3 Revision History
Date Description
July 2005 Updated for multiple currency support.
December 2005 Removed erroneous description of a non-existent description field on the Virtual
Terminal order form entry page.
6 July 2005
Applying For Virtual Terminal
1
PayPal’s Virtual T erminal provides your business with the same functionality as a stand-alone
credit card-processing terminal. With a computer and an internet connection, you can use
Vi rtual Terminal to accept phone, fax, mail, and in-person orders for all major credit cards.
You can use Virtual Terminal on any computer with an internet connection and a web browser .
For best performance, use Internet Explorer 6.0, Netscape Navigator 7.0, or FireFox 1.0.
NOTE: Virtual Terminal supports payments only in US dollars (USD) at this time.
PayPal’s Seller Protection Policy does not apply to transactions processed using Virtual
Terminal.
Virtual Terminal Application Form
To use Virtual Terminal, you must have a PayPal Business account.
If you already have a Business account, complete the online Virtual Terminal application at the
following location:
https://www.paypal.com/vt
You’ll receive an email confirmation within two to three business days. Once you review and
approve the online Billing Agreement, you’ll be able to access Virtual Terminal.
Applying for a Business Account
To apply for a Business account:
1. Click the Sign Up link at the top of any PayPal page.
July 2005 7
Applying For Virtual Terminal
Applying for a Business Account
2. Select the Business radio button.
3. Click Continue.
4. Enter your business information, and then click Continue.
5. Check your email inbox for PayPal’s confirmation email.
6. Click the link to activate your account.
7. Enter your password and click Confirm.
8. To add a bank account to your PayPal account, click Continue and follow the on-screen
instructions. Otherwise, click Skip.
9. Enter your business information and then click Submit, or click Go To My Account.
10.Apply for Vi rtual Terminal at https://www.paypal.com/vt.
8 July 2005
Upgrading to a Business Account
If you do not have a Business account, you need to upgrade your account before applying to
V irtual Terminal.
To upgrade to a Business account:
Applying For Virtual Terminal
Upgrading to a Business Account
1. Log in to your PayPal account at
2. Click the My Account tab.
3. Click the Upgrade Account link in the Enhance Account box.
4. On the Upgrade Your Account page, click Upgrade Now.
5. On the Choose a Name to Do Business As page, select Business Account, and then click
Continue.
https://www.paypal.com.
6. On the Upgrade to a Business Account page, fill in your business information and then
click Save.
7. Apply for Virtual Terminal at https://www.paypal.com/vt.
July 2005 9
Applying For Virtual Terminal
Discontinuing Virtual Terminal
Discontinuing Virtual Terminal
To disable Virtual Terminal, you must cancel your Merchant Services Billing Agreement. If
you cancel your Billing Agreement, your access to the Direct Payment API and Risk Controls
are also disabled.
To cancel your Merchant Services Billing Agreement and disable Virtual Terminal:
1. Log in to your PayPal account at
2. Click the My Account tab, and then click the Profile subtab.
3. In the Financial Information column, click the PayPal Monthly Billing link.
4. Click Cancel Agreement.
5. Click Cancel Agreement again.
https://www.paypal.com.
10 July 2005
Setting Up Virtual Terminal
2
Depending on how you plan to use Virtual Terminal, you may want to make a few changes
before you begin processing payments.
Confirming Contact Information
Before you start using Virtual Terminal, verify that your business contact information is
correct and complete. Correct information in your Profile ensures that customers can contact
you about their purchases and that PayPal can contact you if necessary.
To verify your business information:
1. Log in to your PayPal account at
2. Click the Profile subtab.
3. In the Account Information column, click the Business Information link.
https://www.paypal.com.
4. Click Edit.
5. Enter your updated information. Make sure that at least the following information is
correct:
July 2005 11
Setting Up Virtual Terminal
Adding an Extended Credit Card Name
z Your Customer Service email address. It is included in email from PayPal to your
customers.
z Your Customer Service phone number. It is printed on customers’ credit card statements.
6. Click Save.
Adding an Extended Credit Card Name
The extended credit card name is the business name that appears on your customers’ credit
card statements along with the amount of the Virtual Terminal transaction.
IMPORTANT: One major cause of customer disputes and chargebacks is a confusing name
on their cr edit card statements. Adding an extended credit card name to your
PayPal account reduces chargebacks and customer confusion.
The name can be up to 19 characters long, including spaces, and cannot contain special
characters such as &, #, or _. The name is printed in ALL CAPS on statements and might be
truncated by some credit card processors.
To set up your extended credit card name:
1. Log in to your PayPal account at
https://www.paypal.com.
2. Click the Profile subtab.
3. In the Selling Preferences column, click the Payment Receiving Preferences link.
12 July 2005
Enabling the Optional Buyer Email Receipt
4. Enter your business name, as you want it to appear on your customers’ credit card
statements, in the Extended Credit Card Statement Name text field.
NOTE: The first credit card statement name shown above (FANCY SHOES) is the business
name that appears on customers’ credit card statements for PayPal transactions in
which the customers pays online, either on eBay or on your own site. This 11 ch aracter
credit card statement name is prepended with the word PAYPAL (PAYPAL*FANCY
SHOES).
Enabling the Optional Buyer Email Receipt
Setting Up Virtual Terminal
If you want to send your buyers an email receipt, you need to include a valid customer email
address in the optional Email Address field on the Virtual Terminal Order Entry Form.
To automatically send your buyers an email receipt each time you process a Virtual Terminal
transaction:
1. Log in to your PayPal account at
https://www.paypal.com.
2. Click the Profile tab.
3. In the Account Information column, click the Notifications link.
July 2005 13
Setting Up Virtual Terminal
Granting Secondary Access to Virtual Terminal
4. In the Buyer Notifications section, select I process a successful Virtual Terminal
transaction, and then click Save.
Granting Secondary Access to Virtual Terminal
By default, Virtual Terminal is set up to process transactions initiated by a single user. If you
want to provide your employees the ability to process transactions using Virtual Terminal, you
need to add them to your account as secondary users and then grant them permission to use
V irtual Terminal through PayPal’s Multi-User Access feature. Multi-User Access enables you
to grant multiple secondary users various levels of access to a single PayPal account.
NOTE: Secondary users do not have full access to all features of your PayPal account. The
account owner is the only member on the account that can change the secondary users’
access privileges.
You can add up to 200 secondary users to your PayPal account.
To grant an employee access to Virtual Terminal:
1. Log in to your PayPal account at
2. Click the Profile tab.
https://www.paypal.com.
14 July 2005
Setting Up Virtual Terminal
Revoking Access to Virtual Terminal
3. In the Account Information column, click the Multi-User Access link.
4. On the Multi-User Access - Current Users page, select an administrative email address. If
your PayPal account only has one email address, click the Add an Email Address link to
add an administrative email address.
NOTE: If you add a new email address, you need to confirm it before selecting it.
5. After selecting an administrative email address, click Continue.
NOTE: All email notifications regarding secondary users’ access to the account are sent to the
administrative email address. PayPal recommends that you select an administrative
email address that is not used to receive payments.
6. On the Multi-User Access - Current Users page, click Add Users.
7. On the Add Users page, enter the user’s name, user ID, and password in the appropriate
fields.
8. Select the Virtual Terminal checkbox at the bottom of the page and then click Save.
The employee is added to your account as a secondary user with permission to use Virtual
Terminal.
Revoking Access to Virtual Terminal
You might need to revoke an employee’s access to Virtual Terminal for security reasons.
July 2005 15
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