Payment types and card terminals - set them up, charge, void a payment and run the batch settlement

Applies to the Admin Panel and Invu POS 6.10.1. Labels are shown as they appear when the panel and the POS are in English. The bank or the provider gives you each terminal's details (IP, device ID, keys): enter them only in the panel and do not share them.

Most important:

• With Banesco and Global Bank, the terminal charges the order's full total, and only if the order has no payments yet.
• If the POS shows an error, check the terminal's screen or receipt before charging again: the charge may have gone through.
• Void POS Pay reverses the charge on the terminal, but does not change the sale in Invu: also issue the credit note.
• The batch settlement (Settlement) is separate from the register close.

1. Create or review a payment type (panel)

1. Go to Settings > Payment, Discount & Taxes > Payment Types. Tap Create Payment Type, or the pencil of an existing one.
2. Enter the Payment Type Description: it is the name the cashier sees.
3. Choose the Payment Method. It decides which POS button the type shows under: Cash, Debit or Credit; check, other and any method created by hand show under Other. In Panama it also decides how the payment is reported on the electronic invoice (Debit as debit card, Credit as credit card, Other as "Pago con" plus the name).
4. In POS Type, choose your terminal and fill in the fields shown under POS Type Variables with the details from the bank or provider. Leave it empty if the terminal is not integrated with Invu.
5. Check the boxes:
   • Print Tax Invoice: keep it checked. When it is off, an order paid with that type closes without a fiscal document.
   • Open Cash Drawer: it comes off. Check it (on the Cash type too) so the drawer opens when charging.
   • Ask for payment description: the POS asks for a reference before charging.
   • Update in branches?: copies the payment type, including the terminal's IP and details, to the branches you choose. Uncheck it if you are only changing one branch's terminal.
6. Save. If you see Pending Changes at the top of the panel, open it and tap Publish Now.
7. On each device, press and hold the Invu logo and choose Update Data.

• If two payment types use the same terminal (for example, debit and credit), change the IP on both.
• By default, every employee can use every payment type. To limit it, use Assign payment types on the employee's record.

2. Terminals in Panama

The Banesco Android type no longer works on POS 6.10.1: change its POS Type to Banesco Android IP (Android devices) or POS Banesco (with a Raspberry).

Other countries have integrations such as Bold and Redeban (Colombia), Kushki (Mexico), CardNet (Dominican Republic), Wompi (El Salvador, Android only) and Sitef or Cashea (Venezuela). The provider also gives the details they ask for.

3. Charge by card

1. In the order, tap Pay Order and then Debit, Credit or Other. If it asks for a PIN, use one from an employee with Allow Applying Payment Methods.
2. If that button has several payment types, choose yours.
3. Choose Full, or Partial and enter the amount. With Banesco and Global Bank only Full is possible.
4. Swipe or insert the card on the terminal and wait. If it goes through, the payment is added and, if the order is fully paid, it closes.

• With Global Bank, POS Banesco or BAC, if the terminal does not respond in about 2 minutes, the POS shows "Unknown Error" and does not record the payment. Check the terminal before retrying: if it approved, the customer already paid.
• Add the tip on the POS before charging; the POS sends the amount with the tip to the terminal. Adding a tip to an order that is already closed does not charge anything on the terminal.
• Only cash can go over the balance and give change.

With a terminal that is not integrated (a Debit or Credit type with no POS Type), the POS only records the amount:

• To save the last 4 digits: Invu logo > Settings > Active card number (on each device).
• To note the approval number: turn on Ask for payment description on the payment type.

Both show in the By Payment Type report.

4. Charge with Yappy

1. Pay Order > the button of the method you chose for Yappy > the Yappy type.
2. The customer scans the QR on the screen (it also shows on the customer display and can be printed). If set up that way, the POS asks to scan the business's printed Yappy QR code.
3. The POS checks the payment every few seconds and closes on its own with "Transaction completed".

• If 5 minutes go by, or the payment is declined or expires, it shows "Transaction Cancelled". Check in Yappy that it was not paid before charging again.
• Yappy POS does not charge by phone number.
• A Yappy payment cannot be voided from the POS.

5. Void a card payment

1. Find the closed order (Closed tab, or the magnifying glass for older dates) and open it.
2. Tap the order's Invu logo and, under Options, choose Void POS Pay.
3. With Banesco or Global Bank, enter the transaction number printed on the receipt. With BAC and other terminals it is not needed.
4. Wait for "Success Operation".
5. Issue the credit note for the same order so Invu records the refund (see "Issue a credit note (refund) for a closed sale").

• Voiding only acts on the terminal, and the credit note only in Invu: for a full refund, do both.
• Yappy and Pluxee do not have Void POS Pay: the refund is done with the provider.
• On an open order, Delete Pay removes the payment in Invu but does not reverse it on the terminal. Reverse it on the terminal.
• Whether the bank accepts a void after the batch settlement depends on the bank.

6. Batch settlement (Settlement)

1. Tap the Invu logo and choose Cash Register Actions. Use the PIN of an employee with Register Initial Cash and Withdrawals.
2. Choose Settlement and then the terminal.
3. Wait for "Success Operation".

• The Close Register does not run the settlement, and the settlement does not close the register. A practical order: Settlement on each terminal, compare its total with the By Payment Type report, then Close Register.
• Settlement only shows if the device has a terminal with batch settlement (for example Global Bank, Banesco or BAC). Yappy and Pluxee do not have it.
• The Banesco Android IP settlement can only be run from an Android device.

7. Report by payment type

In the panel: Reports > Reports 2.1 > Total Sales > By Payment Type. It shows the count, total and percentage of each payment type; Detail shows each order, with Card Digits and Payment Comment when they exist.

Why it does not match the bank's batch:

• The report uses the order's closing date; the bank's batch, everything charged since the last Settlement.
• A credit note without Void POS Pay lowers the report but not the bank, and the other way around.
• A charge the terminal approved after a POS error is at the bank and not in Invu (if it was charged again, the bank has two charges).
• A card recorded under another payment type, or charged on the terminal without recording it on the POS.

Common problems

• "Selected pay can't added to order". Banesco and Global Bank only charge the full total as the first payment, and the order already has another payment. Delete that payment and charge everything on the terminal, or use another payment type.
• "Unknown Error" with Global Bank or POS Banesco. The Raspberry did not respond (off, offline or misconfigured on the register) or 2 minutes went by. Check the terminal first. Then, in Troubleshoot, look at the Raspberry row, and check the TPV's IP in the payment type.
• "Unknown Error" with Banesco Android IP. Check the TPV's IP in the payment type and that the Android device and the TPV are on the same network.
• "Operation not allowed". You are using an Android-only terminal (Banesco Android IP, Wompi) from an iPad or Windows.
• "Transaction Failed", "Transaction Cancelled", "Error Process Chip", "Connection Error" or "Communication Error". It is the terminal's response: retry or use another payment type.
• BAC says "No IP Found". The payment type has no IP. Enter it with the Device ID and run Update Data.
• BAC shows "DENEGADA", "TARJETA VENCIDA" or another red notice. It is the bank's response for that card (shown in Spanish).
• "The employee can't add this pay type". That payment type is not assigned to the employee: use someone else's PIN or assign it on their record.
• A new payment type does not show. Check that it is Active, publish the Pending Changes and run Update Data.
• The type shows under Other, not Debit or Credit. Change its Payment Method.
• The order closed without a fiscal invoice. One of the order's payments has Print Tax Invoice turned off.
• The drawer does not open. Turn on Open Cash Drawer on the payment types, Cash included.
• "Error opening Yappy" or "Error generating QR code". Check the payment type's details with the bank and the internet connection.
• Void POS Pay does not show. The order is open, or the payment was made with Yappy or Pluxee.
• I voided on the terminal and the report did not change. The credit note is missing.
• I issued the credit note and the customer did not get the money back. Void POS Pay is missing, or do the refund with the bank.
• Settlement does not show. None of the device's payment types has a terminal with batch settlement.
• A branch ended up with another branch's IP. It was copied with Update in branches?: fix it on that branch.