1. Introduction
Batch processing is a method to upload transactions in batches at a scheduled time interval. This document will show you how you can set up batch processing for your business by mapping the credit card processing and/or ACH processing data from your accounting software to your virtual terminal.
2. Batch File Overview
Most merchants who need to process batch files use commercially available software that can export payment data in a CSV (comma-separated values) format. The batch-processing import setup uses a flexible mapping scheme that allows the merchant to tell the system in what order the payment data appears in the file. Each line of data in the file represents a single transaction record with commas separating the values.
3. Batch Transactions Settings
The Batch Transactions Settings page allows merchants to configure and customize how specific fields in a batch transaction will be handled. The dropdown menus enable merchants to either include or skip certain transaction-related data during batch processing. Below are the available settings for each field:
- Transaction Type: The type of transaction (e.g., sale, refund, void, authorization).
- Modifier: Used to apply special conditions or changes to the transaction, such as discounts, surcharges, or other adjustments.
- Credit Card/Bank Account Number: The cardholder’s credit card number or bank account number for the transaction.
- Exp Date: The expiration date of the credit or debit card.
- Card Present: Indicates whether the physical card was present during the transaction.
- Address: The billing address associated with the cardholder or customer.
- Zip Code: The postal code of the billing address, also used for AVS to verify the cardholder’s identity and prevent fraud.
- Amount: The total monetary amount of the transaction. This value is essential for payment processing.
- Invoice Number: A unique identifier or number associated with the transaction’s invoice.
- Clerk Number: Identifies the clerk or cashier responsible for processing the transaction.
- Customer Number: A unique identifier assigned to the customer in the system, facilitating easy lookup of customer data and transaction history.
- Payment Type: The payment method (e.g., credit card, debit card, ACH, etc.).
- Routing Number: Used for bank transfers, this number identifies the financial institution for ACH or wire transfer transactions.
- Check Number: Refers to the check number in a transaction involving check payments.
- Account Type: Defines the type of account involved in the transaction, such as checking, savings, or business account.
- Card Holder/Full Name: The full name of the cardholder or customer.
4. Minimum Requirements
The minimum required fields needed to successfully process a batch file are the following:
- Transaction Type
- Card Number
- Expiration Date
- Amount
5. Sample Files
Credit Transaction
Below is the sample file with the minimum required fields for Credit Sale.
Below is the sample file for a Sale with an AVS (Address Verification Service) request that includes an invoice number, clerk number, and customer number.
ACH Transaction
Below is the sample file for the ACH Sale.
6. Available Fields for Credit and ACH Transactions
Below is the list of the fields available for each payment type and the values they may contain.
Note: AN (Alpha Numeric): A combination of both letters and numbers. MMYY (Month and Year): Represents the month and the last two digits of the year.
Credit Card Transaction Fields
| Field Name | Format | Required | Description |
| Payment Type | Required | 2 = Credit 3 = ACH | |
| Transaction Type | Required | Identifies the type of transaction the merchant is to perform. Sale Return Auth Only Force Void | |
| Transaction Modifier | Optional | A flag that changes the way a transaction is handled. 0 = none 1 = override 5 = no duplicate check | |
| Full Name | Optional | The full name of the customer. | |
| Card Number / Account Number | Required | Credit card number with no dashes or spaces (ex. 4446661234567892) Bank Account number with no dashes or spaces (ex. 123456789) | |
| Exp Date | MMYY | Required | Expiration Date |
| Card Present | Indicates if the card was present at the time of the transaction. | ||
| AVS – Address | Optional | The street address for Address Verification Services. | |
| AVS – ZipCode | Optional | The ZIP code for Address Verification Services. | |
| Amount of Sale | Required | The amount of sale. No dollar signs are allowed as the processors consider them to be invalid data. (ex. 1.01, 10.01) | |
| Original Amount | Only applies when the transaction type equals Force. The amount that was approved during the Auth Only or Voice Auth (via telephone) transaction. (ex. 1.01, 10.01) | ||
| Original Approval Code | AN6 | Only applies when the transaction type equals Force. The code that was received during the Auth Only or Voice Auth (via telephone) transaction. AN6 (ex. A12345, 123456) | |
| Original Transaction ID | AN9 | Only applies when the transaction type equals Force. References the Auth Only transaction. (ex. 010106001) | |
| Clerk Number | AN50 | Optional | Clerk Number for the transaction. |
| Customer Number | AN50 | Optional | Customer Number for the transaction. |
| Invoice Number | AN50 | Optional | Invoice Number for the transaction. |
ACH Transaction Fields
| Field Name | Format | Required | Description |
| Payment Type | Required | 2 = Credit 3 = ACH | |
| Transaction Type | Required | Identifies the type of the transaction the merchant is to perform. Sale – (Credit and ACH) | |
| Full Name | Required | The full name of the customer. | |
| Card Number / Account Number | Required | Credit card number with no dashes or spaces (ex. 4446661234567892) Bank Account number with no dashes or spaces (ex. 123456789) | |
| Amount of Sale | Required | The amount of sale. No dollar signs are allowed as the processors consider them to be invalid data. (ex. 1.01, 10.01) | |
| Account Type | AN1 | Required | AN1. Invoice Number for the transaction (Required) 1 = Personal Savings 2 = Personal Checking 3 = Business Checking |
| Routing Number | AN9 | Required | Only applies when the payment type 3 = ACH. Routing number of the ACH Account. |
| Check Number | AN50 | Optional | Check Number for the transaction. |
| Clerk Number | AN50 | Optional | Clerk Number for the transaction. |
| Customer Number | AN50 | Optional | Customer Number for the transaction. |
| Invoice Number | AN50 | Optional | Invoice Number for the transaction. |