Merchant Support Guide
1. Changes in release 2.5
• ISO summary report:
a. Added last 4 of settlement bank account for each merchant.
• Transaction report:
a. Added non-US beneficiary support with:
b. Beneficiary Amount
c. Beneficiary Currency
d. FX Rate Applied
• Account Updater report:
a. List of cards / accountIDs that have changed, as reported by issuers
• Report delivery options:
a. Added email with encrypted zip file
b. Added Amazon AWS s3
2. Overview
This merchant support guide provides the merchant with instructions to help support card disbursements and purchases with TabaPay as well as ACH debits and credits.
Details on the settlement process, reports, and support procedures are detailed.
The reports have a separate Excel workbook that details the various fields.
3. Merchant Setup: Card Acceptance
A Merchant must setup the following items prior to processing card transactions:
| Configuration item | Description |
|---|---|
| Statement description | Name that is displayed on cardholder statement. NOTE: soft descriptor (sent on each transaction, is available to certain merchants with approval) |
| Phone number | Phone number provided to receiving institution. NOTE: soft descriptor (sent on each transaction, is available to certain merchants with approval) |
| Daily PULL limit | Aggregate daily limit for purchases |
| Daily PUSH limit | Aggregate daily limit for disbursements |
| Maximum PULL ticket | Maximum PULL transaction limit |
| Maximum PUSH ticket | Maximum PUSH transaction limit |
| Accepted card types | Debit cards, credit cards, prepaid cards, US/non-US |
| MCC | Merchant category code |
| Settlement account | Account to receive proceeds. NOTE: can have separate settlement account for purchases and disbursements |
| Fee account | Account to fund interchange and assessments. Can be same as settlement account or adjustment account. |
| Adjustment account | Account to fund chargebacks, receive representments, and fund other adjustments. Can be same as settlement account or fee account. |
| Settlement options | Gross: 3 settlement ACH instructions per day (CR for purchases, DR for
disbursements, DR for fees) Net: Option to net settle disbursements and purchases. Can also include fees or separate fees |
| Report subscription | Any or all of the following can be subscribed to. “$” indicates an additional fee
may be charged if delivered with the daily reports. • Daily transaction report • Daily settlement summary report • Daily interchange report • Daily exception report • Daily chargeback report • Daily AML summary • Daily AML details • BIN file ($) |
| Report delivery | The following options are provided for report subscription delivery: • Amazon s3 bucket (folders supported) • Dropbox • Citrix sharefile • SFTP • Encrypted email |
| Invoice files | Invoice files The following files are delivered with the monthly invoice: • Monthly invoice • All transactions processed in a month • Monthly deposit/debit summary. Day by day bank movements • An ISO further receives: o Interchange by MID by billing code o Network fee by MID by network code o Processing fees by MID and category |
| Invoice delivery | The following invoice delivery methods are supported: • SFTP • Dropbox • Sharefile • Amazon s3 |
4. Merchant Setup: ACH and RPPS Origination
| Configuration item | Description |
|---|---|
| Company name | Name that is displayed on customer statement |
| Company entry description | Description that is displayed on customer statement |
| Settlement account | Offset account used for all debit, credit and return entries |
| Company ID | Company EIN |
5. Merchant Setup: ACH Setup
The following contacts are required prior to going live on any TabaPay service
| Configuration item | Description |
|---|---|
| Operations contact | Merchant contact for operations |
| Treasury contact | Merchant contact for treasury issues |
| Invoice contact and email | Merchant contact to receive monthly invoices |
6. Merchant Configuration
Settlement Options:
| Configuration Item | Description | Option Chosen |
|---|---|---|
| Settlement | Gross settlement: Purchase deposit separate from Disbursement debit Net settlement: a net amount is settled Purchase-Disbursements. If negative a debit is initiated on the account. |
|
| Exceptions | Gross: Exceptions are debited are credited separately from settlement Net: Exceptions are debited or credited against the Purchase proceeds |
|
| Fee Frequency | Interchange and network fees are debited daily Other options: requires approval |
|
| Fee Settlement | Gross: a separate fee debit is sent daily Net: the fees are debited against the purchase proceeds. If negative net amount then a debit is sent to the account designated for Purchases |
|
| Convenience Fee | XXXXX | XXXX |
Account Options:
| Configuration Item | Description | Option Chosen |
|---|---|---|
| Purchase Account | Account used to receive the Purchase deposit. Deposit is less refunds. | |
| Disbursement Account | Account used to fund disbursements. This account must be at acquiring bank | |
| Adjustment Account | Account used for Chargebacks and Representments | |
| Fee Account | Account used for daily fee debit |
Additional ISO Options:
| Configuration Item | Description | Option Chosen |
|---|---|---|
| Settlement | ISO level settlement: All funds are settled at the ISO level Merchant level settlement: funds are settled for each merchant. Each merchant must provide unique account and settlement options |
|
| Reports | Reports can be delivered to the ISO or Merchant | |
| Fee type | A merchant discount rate or interchange++ can be configured. The daily merchant debit for fees can be the ISO’s fees to the merchant. TabaPay can credit the residual ISO fees daily or monthly | |
| Fees | ISO or merchant: Does the ISO or merchant pay the daily interchange and assessments. |
7. Daily Settlement
Daily settlement is for prior cutoff activity. The daily settlement reports are available by 9am PT.
The merchants may see the following debits/credits daily:
1. Deposit for all purchases. Merchant will receive full value for the purchases less:
a. Chargebacks
b. Refunds
c. Adjustments
2. Withdraw for all disbursements.
3. Withdraw for all chargebacks if Purchases unable to pay for chargebacks (see above, chargebacks are usually deducted from Purchases prior to deposit).
a. If merchant bank account at the acquiring bank then a withdraw will be posted.
b. If merchant bank account not at the acquiring bank then the reserve account will be debited and if non-sufficient funds then deduction from purchase proceeds.
4. Withdraw or deposit for adjustments
5. Withdraw to fund the reserve
6. Deposit for all disbursement returns.
7. Deposit for all chargeback representments.
A summary of the chargeback/representments/return funds movement actions is below. These are possible actions on a transaction in the daily exception report:
• Open – Merchant debited --funds movement: debit to merchant account
• Documentation received
• Closed – 2nd Chargeback – merchant debited --funds movement: debit to merchant account
• Representment - merchant paid. --funds movement: credit to merchant account
• Return – merchant paid -- this is a returned disbursement, --funds movement: credit to merchant account
The merchant will see one or more of the following entries on their bank statement:
- Purchase payout: CompanyID: “TabaPay” Description: “PmtMMDDB”
- Disbursement settlement: CompanyID: “TabaPay” Description: “DisbMMDDA”
- Adjustment settlement: CompanyID: “TabaPay” Description: “AdjMMDDA”
- TabaPay fees: CompanyID: “TabaPay, Inc.” Description: “FeesMMDDB”
The ACH debit and/or credit on the on the bank account can be identified with the following identifiers:
- Company Name: "Tabapay" + Numeric identifier. For example: TabaPay 10004567
- Entry description:
a. Purchase deposit: “Pmt” + MMDD + letter
b. Disbursement debit: “Disb” + MMDD + letter
c. Reserve debit: “Resv” + MMDD + letter
d. Adjustment debit: “Adj” + MMDD + letter
The Numeric identifier is provided by TabaPay prior to the merchant going live.
The MMDD is the month and day of the settlement. For example, Thursday payment activity will have a settlement MMDD for the Friday.
NOTE: Friday payment activity is aggregated with Sat/Sun and will have a single MMDD for a Monday deposit.
The letter is a TabaPay included letter to help identify the payment in the event of a merchant reported problem. The letter can be A-Z.
The day after a weekend or holiday, TabaPay will post the deposits or withdrawals in aggregate, for each day of the weekend or holiday.
For example, if a holiday is on a Monday, the merchant will receive the following settlements in an aggregate credit (or debit) on Tuesday: (i) Friday activity that would typically settle Monday, (ii) Saturday activity that would typically settle Monday, (iii) Sunday activity that would typically settle Monday and (iv) Monday holiday that settles Tuesday.
8. Card Settlement flow
The card settlement flow is shown below:
- The bank debits disbursements from the merchant account
- If there are insufficient funds to cover the disbursement (including net settlement against AFT) then the merchant reserve is debited.
- AFT proceeds are credited to the merchant account less chargebacks
- Daily interchange and network fees are deducted from the merchant account.
- TabaPay pays all network fees to each network.
9. ISO / multi-merchant Settlement
An ISO or a merchant with multiple merchant IDs can specify ISO level settlement (or individual merchant settlement). ISO level settlement uses a single account and single ACH debit or credit for all merchants. The ISO is responsible for sending money to each merchant using the ISO summary report.
10. Cutoff time
Cutoff time varies by network and type of transaction. The merchant will be paid or debited for all transactions posted in the 24 hours prior to cutoff time.
| Network | Transaction type | Cutoff time |
|---|---|---|
| Visa | Purchases, refunds | 21:00 PT |
| Visa | Disbursements | 03:00 PT |
| Mastercard | Purchases, refunds | 21:00 PT |
| Mastercard | Disbursements | 23:00 PT |
| STAR | Purchases, Disbursements | 15:00 PT |
| Accel | Purchases, Disbursements | 13:00 PT |
| PULSE | Purchases, Disbursements | 22:00 PT |
| NYCE | Purchases | 13:30 PT |
| NYCE | Disbursements | 03:00 PT |
| American Express | Purchases | 21:00 PT* |
| Bill Payment (CC) | Disbursement, cc payoff | 15:00 PT |
| ACH Same Day | Disbursement and collection | 07:30am PT |
| ACH Next Day | Disbursement and collection | 05:30pm PT |
| Real Time Payments (RTP) | Disbursements | 03:00 PT** |
The daily transaction report has all transactions that comprise the daily merchant settlement, respecting these cutoff times.
*American Express is settled two business days after cutoff.
*RTP report cutoff is 3am PT, which matches the daily reconciliation reports and funding true-up. See separate RTP guide.
11. Report Delivery
Daily reports can be delivered to Merchants using one of the following methods, at merchant option:
A. SFTP push. TabaPay pushes reports via SFTP. Security options can include:
a. Merchant whitelists TabaPay IP
b. SFTP ID and Password
c. TabaPay public key for SFTP security (ID or ID+PW)
d. File encryption using Merchant public PGP key
B. Dropbox. TabaPay assigns a dropbox to one or more Merchant email accounts. The reports are posted daily. Security options include:
a. Dropbox security is standard
b. File encryption using Merchant public PGP key
C. Amazon s3. A directory can be included
a. Amazon security is standard
b. File encryption using Merchant public PGP key:
c. AWS access credentials:
i. AWS Access Key ID
ii. AWS secret key
iii. AWS bucket name
iv. If directory is used, then directory name
D. Email. One or more Merchant emails can daily reports. Files are zip and encrypted with Merchant selected password.
12. Merchant Statement
The Merchant Statement is available within 7 days after the end of the month. The merchant statement lists all the transactions with network fees per transaction, interchange due for merchant, total fees due, as well as Reserve balance and any changes to the Reserve during the month. The Merchant Statement is available within the TabaPay portal, under invoices. The monthly reporting includes:
(i) The monthly statement
(ii) The monthly list of all transactions, which includes the fees billed:
a. the interchange per transaction
b. the network fees billed per transaction
c. the processing fees billed per transaction
(iii) The daily summary for the month of deposits, withdrawals, chargebacks, representments, and fees.
13. Transaction details
The daily transaction report is available by 9am PT.
| Field | Description |
|---|---|
| ISO | ISO number assigned by TabaPay |
| MID | Merchant number assigned by TabaPay |
| Reference ID | Merchant transaction ID passed in API |
| Transaction ID | TabaPay transaction ID returned in the API |
| Corresponding ID | Funding txn ID used on disbursement transaction if P2P or authorization/settle as separate transactions. Passed in API |
| Approval code | Network Authorization code returned in API |
| Date Created | Date and time (Pacific) initiated returned in API |
| Date Processed | If a weekend or holiday then settlement is next business day |
| Transaction type | Purchase (+), Disbursement (-), Chargeback (-), Return (disbursement reversal) (+), Purchase -Reversal (-), Purchase-Void (-) |
| Source | |
| Destination | |
| Settlement Network | Specific network used to settle the transactions |
| Last 4 | Last 4 of beneficiary card |
| Status | Complete (successful), Error (Network RC<>0), Failed (not sent to network due to fatal error), Unknown (call for status) |
| Network RC | Network Response code |
| Transaction Amount | Amount passed to TabaPay in the API, widget, admin tool or other entry method. Purchase (+), Disbursement (-), Purchase chargeback (-), disbursement chargeback (+) (Return), Purchase reversal (-) |
| Settled Amount | Amount settled (if error then $0, else the Transaction Amount). Purchase (+), Disbursement (-), Purchase chargeback (-), disbursement chargeback (+) (Return), Purchase reversal (-) |
| Currency | currency of amount |
| First Name | Cardholder name |
| Last Name | Cardholder last name |
| Memo | Merchant Memo to better recognize transaction passed in API |
| TabaPay fee | TabaPay per transaction fee |
| Network fee | Network transaction fees |
| Interchange fee | Interchange fees |
| Convenience fee | A reporting only fee passed in the TabaPay API by the merchant. The Convenience fee is settled to a different account. The merchant typically uses this field to track any acceptance fee charged the customer. |
| Location name | Location of transaction, as passed into TabaPay API |
| Location address 1 + 2 | Location address, as passed into TabaPay API |
| Location city | Location city, as passed into TabaPay API |
| Location state | Location state, as passed into TabaPay API |
| Location ZIP | Location ZIP, as passed into TabaPay API |
| AVS | AVS result if passed. Z-zip match address no match, Y-Zip+address match, N-either zip or address match, A-street address match Zip no match |
| CVV2 | CVV2 result if passed (M-match, N-no match |
| Settlement date | Day transaction settles. NOTE: merchant pay date is settlement date if business day or next business day. |
| Network ID | Network transaction ID |
| Card type | Debit, Credit, prepaid card |
| Beneficiary Amount | If disbursement sent in non-USD, the beneficiary amount in beneficiary currency |
| Beneficiary Currency | If disbursement sent in non-USD, the beneficiary ISO numeric currency code |
| FX Rate Applied | If disbursement sent in non-USD, the FX rate applied |
14. Exceptions Report
| Field | Description |
|---|---|
| ISO | ISO number assigned by TabaPay |
| MID | Merchant number assigned by TabaPay |
| Reference ID | Merchant transaction ID passed in API |
| Memo | Merchant Memo (to recognize transaction passed in API) |
| Transaction ID | TabaPay transaction ID returned in the API |
| Exception ID | Unique ID for the exception. |
| Exception type | (SEE CHART BELOW) |
| Exception code | Code from the specific network |
| Exception description | Description corresponding to the code |
| Exception date | Date exception received by TabaPay |
| Action status | Last status of the exception: settlement funds movement shown • Adjustment - merchant debited • Adjustment - merchant paid • Closed – 2nd Chargeback – merchant debited • Open – Merchant debited • Representment - merchant paid. Other status descriptions that do not indicate funds movement include: • Documentation received – TabaPay has received documentation regarding the chargeback and will represent to the network. |
| Action date | Date of action status. |
| Days open | Days the exception has been open (for Exceptions report, will always be 0) |
| Network TransactionID | ID from the network |
| Date Created | Date and time (Pacific) returned in API |
| Date Processed | (If a weekend or holiday, settlement is next business day) |
| Transaction type | Purchase (+), Disbursement (-), Purchase chargeback (-), disbursement chargeback (+), Purchase reversal (-) |
| Source | |
| Destination | |
| Exception Network | Network posting the exception |
| Last 4 | Last 4 of beneficiary card |
| Amount | Purchase (+), Disbursement (-), Purchase chargeback (-), disbursement return (+), Purchase reversal (-) |
| Currency | Currency of amount |
| Error code | TabaPay error code |
| Network RC | Network Response code |
| Name | Cardholder name |
| TabaPay fee | TabaPay fee (per transaction) |
| Network fee | Network fee (per transaction) |
| Interchange fee | Interchange fee (per transaction) |
Exception Type Chart:
| Field | Description | Fund Movement |
|---|---|---|
| Chargeback | A purchase dispute | Merchant debit |
| Return | A returned disbursement | Merchant credit |
| Representment | A Chargeback represented by TabaPay/merchant and paid back to bank (merchant). | Merchant credit |
| Adjustment debit | A debit received from network related to prior transaction. Look at Exception description. | Merchant debit |
| Adjustment credit | A credit received from network related to prior transaction | Merchant credit |
15. Chargeback states: Exception type and statuses
| Exception type | Possible Action statuses | Funds moved |
|---|---|---|
| Chargeback | • Open – Merchant debited • Documentation received • Closed - 2nd Chargeback – Merchant debited |
Y N Y |
| Representment | • Merchant paid • Closed – 2nd Representment |
Y Y |
| Return | Closed – merchant paid | Y |
A typical chargeback flow:
1. Chargeback received. Exception type=Chargeback, Status=Open – merchant debited
2. Documentation received. Exception type=Chargeback, Status=Documentation received
3. Representment. Exception type=Representment, Status=Merchant paid
4. 2nd chargeback. Exception type=Chargeback, Status=Merchant debited
16. Exception Report Interchange True-up
The Exception Report may contain a record for each network with actual interchange difference between the per transaction interchange on the Transaction report and the actual interchange billed by network.
Name | Description |
|---|---|
ReferenceID | "TPIC" |
TransactionID | "TPIC" |
ExceptionID | "TPIC" |
Exception Type | "Interchange" |
TransactionID | blank |
Original Transaction | "Purchase" |
Exception Source | "Settlement" |
Exception Destination | Network |
Exception Network | Network |
Original Settled Amount | $0 |
Exception Settled Amount | $0 |
Interchange | Interchange difference |
Original Creation Date, Processed Date are prior day | |
Exception Date and Status Date are the Settlement Date |
17. Chargebacks Report
The Chargebacks Report contains a history of each chargeback until closed. Only chargebacks are shown on the Chargebacks Report, whereas the Exceptions Report contains other exception types. The Chargebacks Report contains the same data fields as the Exceptions Report. Content differences are shown below. Closed chargebacks are dropped from the Chargebacks report 30 days after close.
| Field | Desciption |
|---|---|
| Action status | • Closed • Closed – 2nd Chargeback – merchant debited • Closed – Merchant debited • Documentation received • Open – Merchant debited • Representment - 2nd - Merchant Paid • Representment - merchant paid. |
| Action date | Date action changed. |
| Days open | Days since exception received (day 0 = date received) |
| Exception type | Always “chargeback” for the Chargeback report |
18. Merchant Summary Report
The Summary report shows the debits and credits to the merchant settlement account. The Transaction detail will reconcile the Summary report.
| Field | Description |
|---|---|
| Purchase | Total of all purchase for the day |
| Disbursements | Total of all disbursements for the day |
| Exceptions | Total of all exceptions for the day |
| Reserve Funding | Any merchant funding of the reserve account |
| Interchange fees | (not part of daily settlement, but shown for completeness) |
| Network fees | (not part of daily settlement, but shown for completeness) |
| Tabapay fees | (not part of daily settlement, but shown for completeness) |
19. Interchange Report
The interchange report shows the actual interchange to be charged by network and card type category. The transaction report shows the indicative rate (estimate), the interchange report shows actual interchange.
| Field | Description |
|---|---|
| ISO | ISO number |
| ISO Name | ISO name |
| MID | Merchant number |
| Merchant name | Merchant name |
| Brand | Visa, Discover, Mastercard, PULSE, STAR, NYCE, Accel |
| Interchange category | Network category for interchange fees |
| Txn Count | # of transactions in the category |
| Txn $ | Total $s of purchases or disbursements |
| Interchange $ | Total $s of interchange |
20. ISO summary report / Multiple Merchant ID Report
An Independent Sales Organization (ISO) or a merchant with multiple merchant IDs receives a daily report that shows the transactions, chargebacks, fees, and settlement position for each merchant ID.
The following fields are shown in the report:
Name | Description |
|---|---|
ISO | ISO number for a particular Merchant |
ISO Name | Name of the ISO or top-level merchant |
MID | Merchant identifier |
Merchant Name | Individual Merchant Name or Identifier |
Account Last 4 | Last 4 digits of the merchant's settlement account |
Purchase Number | Number of purchase transactions |
Purchase Amount $ | Amount of purchases settled |
Disbursement Number | Number of disbursement transactions |
Disbursement Amount $ | Amount of disbursements settled |
Chargeback Number | Number of chargebacks for the day |
Chargeback Amount $ | Amount of chargebacks for the day |
Adjustment Number | Number of adjustments (returned disbursements, manual adjustment) |
Adjustment Amount $ | Amount of adjustments |
Merchant Total | Total number of transactions for the merchant |
Merchant Total Amount $ | Total amount of transactions for the merchant ( - $ is debit, + is deposit) |
Interchange Number | Number of transactions that generated interchange |
Interchange Amount $ | Total interchange amount (- amount) |
Network Fee Number | Number of transactions that generated network fees |
Network Fee Amount | Amount of network fees (- amount) |
Total Number | Total number of transactions and fees |
Total Amount $ | Total amount of transactions and fees |
The 2nd half of the report has the settlement totals by merchant.
Name | Description |
|---|---|
Owed to ISO | Total amount owed to ISO (Purchase-disbursements-chargebacks). If negative, ISO must pay via debit from the ISO settlement account. |
Owed to Network | Total disbursements owed to network. An ACH debit is done from merchant or ISO account. |
ISO Totals | Net position for ISO |
Interchange Totals | Total interchange ISO owed to network |
Network Fees | Total network fees owed to network |
21. Daily Account Update report
The Daily Account Update report provides the merchant with any changed cards, updated by the Issuer, for cards stored on TabaPay’s system, with a token provided to the merchant. The report provides the the following fields:
Name | Description |
|---|---|
ISO | ISO number for a particular merchant (Provided by TabaPay) |
ISO Name | Name of the ISO or top level merchant |
MID | Merchant identifier (Provided by TabaPay) |
Merchant Name | Individual merchant name / identifier |
Account ID | Persistent token ID representing the stored card (Provided by TabaPay) |
Reference ID | ID provided by Merchant, representing the stored card |
Original BIN | Original BIN (first 6 of card) of the stored card, prior to issuer changing |
Original Last 4 | Original last 4 digits of the stored card |
Original Expiration Date | Original expiration date of the stored card |
Original Brand | Original brand of the stored card (e.g. Visa, Mastercard) |
New BIN | New BIN of the stored card |
New Last 4 | New last 4 of the stored card |
New Expiration Date | New expiration date of the stored card |
New Brand | New brand of the stored card |
TabaPay Fee | TabaPay fee charged to update card |
Network Fee | Fee charged by the network to update the card information |
22. FX Rates
The FX Rates report has the Visa and MC FX rates by corridor until the next cutoff (see cutoff times above). All rates are quoted to four decimal places with USD as the sending currency. The ISO character currency codes are used.
FN: YYYYMMDD_FXRates.csv
Sending currency code: Always USD – originating currency
Beneficiary currency code: ISO character currency code (e.g. MXN, EUR, GBP)
Visa FX rate: Visa’s FX rate for the corridor
MC FX rate: Mastercard’s FX rate for the corridor
23. ACH and RPPS Processing
TabaPay’s ACH and RPPS processing is file based:
- TabaPay provides the ACH and RPPS response file(s) next business day
- TabaPay provides the ACH and RPPS processing file(s) on sending the file to the Fed.
- Merchant uploads the ACH and RPPS request file(s) to TabaPay
All files received between cutoff times are processed. Files received over a weekend or holiday are processed Sunday evening/Monday evening if Monday is a holiday (posting Monday or Tuesday if Monday is a holiday).
Request files:
- Request files are uploaded to the “Inbox” folder on TabaPay’s system. See separate attachment for the format.
- Request files should be PGP encrypted with TabaPay’s public key.
- Request files should have a unique IIN per CompanyName, CompanyID for each entry for a given processing day (preference is unique IIN). The bank provides the trace number back, indexed by Company Name and IIN. A duplicate IIN will be rejected and included in the response file with status=Error.
- Files can be uploaded via Dropbox, Dropbox API or FTPS.
- TabaPay must receive an email with the number of debits, $ debits, number of credits, $ credits for each file uploaded. TabaPay confirms the totals prior to transmitting.
- Offset entries are not to be included.
Response Files:
- Response files are placed in the “Outbox” folder on TabaPay’s system.
- Each request entry will have a corresponding response entry with a TraceID with completed status
- An entry that was rejected prior to sending the the Fed will have an “Error” status.
24. Reversing ACH or RPPS Payments
An ACH or RPPS payment can be reversed if done within 5 banking days of the original payment. ACH rules allow a reversal only under the below conditions:
• Reversals may only be made for the following three reasons:
o Incorrect dollar amount
o Incorrect account number
o Duplicate transaction
• When initiating a reversal, the reversing entry must be for the full amount, must be sent within five (5) banking days of original entry and must be sent within 24 hours of discovering the error.
• The Receiving Bank is under no obligation to post the reversing debit if it overdraws the payee’s account, or if the payee’s account is closed.
• A payee must be notified if a reversing entry debits his or her account. However, a payee does not need to authorize the reversing debit.
Reversals are done by contacting [email protected] with the details.
25. ACH Processing and Output file
The ACH Processing file is generated on sending the merchant file to the Fed. The format is the same as the Output file except: Status is either Accepted or Rejected OR No Trace number
The ACH Output file is generated daily for those merchants that participate in ACH origination. The response file has all transactions originated prior day with the trace number added as well as the fee.
The ACH response file will be generated for each origination file received by the merchant.
Filename=ISO_MID_YYYYMMDD_ACHOutput_N.csv
ISO: ISO number (always present)
MID: MID number for a given merchant. Is ISO submits for all merchants in one file then no MID number is shown in file name.
YYYY: 4 digit year
MM: 2 digit month (left pad 0)
DD: 2 digit day (left pad 0)
N: The file number submitted by merchant for the given day
The date in the file name corresponds to the input file date.
Fields:
| Field | Description | Data Type | Notes |
|---|---|---|---|
| ISO | assigned by TabaPay | ||
| MID | assigned by TabaPay | ||
| Entry Type | CCD, PPD, Web | 3 alpha | |
| Status | Complete, Returned, Failed | ||
| Result | 0, response code | see response codes | |
| Same day or next day | S, N | 1 alpha | same day must be in by cutoff time or converts to next day |
| Processed date | yyyy-mm-dd | ||
| Settlement date | yyyy-mm-dd | ||
| Amount | ########.## | 999999 | 2 decimal places |
| IIN | IIN in the request file | Should be unique for a processing day | |
| transaction (trace) ID | ################ | 16 numeric | |
| first name | john | 22 alpha-numeric | No commas, blanks allowed. No symbols |
| last name | doe | 22 alpha-numeric | No commas, blanks allowed. No symbols |
| account type | C/S/L/BC/BS/G | Up to 2 alpha (C, S, L, G, BC, BS) | checking(C), savings(S), Loan (L) business checking (BC), business savings (BS) General Ledger (G) |
| RTN # | ######### | exactly 9 digits, must have checksum | |
| DDA # | ############### | 4-17 numeric | destination bank account number |
| Credit-Debit | C | 1 alpha C,D | credit or debit (C or D) |
| Fee | ##.## | 4 numeric with decimal (signed) | ##.## |
| Entry Description | Text | Up to 10 characters | Shown on customer bank statement |
26. ACH Returns
The ACH return file contains all ACH entries returned for a given day.
Filename=ISO_MID_YYYYMMDD_ACHReturns.csv
Fields:
| Field | Description |
|---|---|
| ISO | ISO number |
| MID | Merchant Number |
| Date | Return date |
| Amount | Original Amount |
| Account | Account number of original entry |
| Individual Name | IIN from original entry |
| Individual ID | Name from original entry |
| Transaction Code | ACH code from original entry |
| Trace | Original trace number (can e used by RDFI to locate transation) |
| Bank Discretionary data | not used |
| Addenda text | Original addenda text |
| Descriptive Data | Descriptive date from original entry – matches original file date |
| Company Name | Company name (typically displayed on beneficiary statement) |
| Company Discretionary data | Discretionary data in batch header |
| Company ID | Company taxid with ‘1’ prefix |
| Entry Class | Entry class code (e.g. Web, PPD, CCD) |
| Company Entry Description | Company entry description (typically displayed on beneficiary statement) |
| Batch | Not used |
| ODFI | File header: The routing number of the ODFI |
| Immediate Destination | File header: Original file destination |
| Immediate Origin | File header: ODFI RTN |
| File Date | File header: Original file date |
| File Time | File header: Original file time |
| File Modifier | File header: Original file modifier (A..Z) |
| Immediate Origin Name | File header: Original file |
| Amount (unsigned) | Batch header: Original entry amount |
| Service Class code | Batch header: Original batch service class code |
| Julian Settle Date | File header: julian settlement date |
| Text4 | Not used |
| Text5 | Not used |
| Return Code | Return code (see ACH return codes) |
| Return Description | Return description |
| Return Trace | Return trace number, can be used in communication with RDFI |
| Optional Data | |
| Addenda Text | |
| Addenda Trace | Addenda trace number |
| Addenda Type | Addenda type |
| Returns ABA Checksum | RDFI ABA checksum (calculated) |
| Returns Original transaction code | Return amount |
| Returns ABA | 8 digit RDFI AVA |
| Returns Amount | Amount of return (unsigned) |
ACH returns can be provided in a NACHA formatted file as well.
27. Purchase Chargebacks
The chargeback process follows:
1. Day -1: Cardholder disputes transaction or issuer discovers problem with purchase transaction.¬
2. Day 0: TabaPay notifies merchant via email, chargeback report, daily exception report that a chargeback has occurred. ACTION STATUS=OPEN - Merchant Debited
a. The bank debits the merchant and pays the network. Payment made from merchant funds in following order:
b. If merchant is receiving purchase proceeds then the chargeback is deducted prior to paying merchant
c. The merchant bank account is next in line to pay for the chargeback.
d. The reserve account will be debited if no other account is able to pay for the chargeback.
e. Phone call / email to merchant, with merchant sending funds via Fedwire to TabaPay specified bank account.
3. Day 1-20: Merchant can submit documentation to TabaPay to dispute the chargeback. Documentation is submitted via the merchant URL upload.
a. When documentation is received by TabaPay, ACTION STATUS = Documentation received
b. All documentation should be have a file name=Exception_ID.pdf
c. Upload documentation to the URL
4. Wait for response from issuer.
5. If chargeback is disputed by issuer then network will make final decision, and if lost then chargeback presented again to acquirer.
a. Representment – Merchant Paid
b. Merchant debite
c. ACTION STATUS = Closed – 2nd Chargeback – merchant debited
30 Disbursement support
28. Disbursement support: Reverse a Disbursement
The Visa, MasterCard, STAR, NYCE, PULSE, NYCE, CULIANCE networks allow reversing a disbursement. The funds must be in the customer account for the reversal to be successful. The following procedure is used to reverse a disbursement:
Email to [email protected]
- Subject should say: Accounting Disbursement Reversal for -client name
- Include BIN (first 6) and last 4 of card number, ReferenceID, amount, customer name, and contact information for client (name + phone number of Client contact).
TabaPay will typically reverse within 1 business day and be back to the client.
IT, clerical or other entry errors can be reversed. Cases of fraud can also be reversed.
The Merchant can also pull funds back from the customer by charging the card. The partner will pay interchange. The customer should be communicated with prior to charging the card to avoid a charge back.
If none of the above options work then the client should speak to the customer and ask for a check to be sent.
29. Disbursement support: Disbursement Returns
Disbursement returns are rare but typically occur due to: (i) account closed prior to posting (ii) suspected fraud (iii) invalid account (iv) other, similar problem with the account that occurred post authorization or mistake on issuing processor.
Disbursement returns are shown in the Exception report with an Exception Type of Return.
30. Disbursement support: Disbursement Customer Support Scenarios
The following are potential customer Disbursement scenarios that may occur.
1. “I didn’t get my money”
a. Check that the customer transaction processed successfully. Confirm customer’s last 4 of card with online report
i. Check partner system logs for status
ii. Check TabaPay Partner Admin report
b. Wait 2 business days since transaction sent through API
c. If client has not received funds but system shows funds posted then:
i. Conduct 3-way call between customer, customer bank, and partner
ii. Tell bank debit card last 4, ask bank if specific transaction posted to customer account.
iii. If transaction has not posted, log a case to TabaPay for reversal.
2. “Transaction shows as pending”
a. Wait two business days, should post.
3. “I used the wrong card” – Partner must work with Client to retrieve money.
4. “My card doesn’t work”
a. Assumption: partner’s client application ups conducted card verification prior to invoking TabaPay API:
• Allow only Visa (starting with 4), MC (51-55),
• Card number length 16, and mod 10
• Card has not expired
• Passed AVS check
b. Credit card? For most merchants, not supported.
Debit card:
i. Limit Issue – Specific limits are set for each project. Check your merchant specific network limits in the Retrieve Client API
ii. Debit card: get first 6 numbers and name of bank. Send to TabaPay. Tell customer to use a different card or bank account.
34 Error severity and reporting:
31. Error Severity and Reporting: Severity 1 - 7x24 Coverage
Type of severity 1 errors:
- API is unresponsive or constant error
- Security breach and want to disable service
- Error that could cause significant financial loss/impacting many card holders
32. Error Severity and Reporting: Severity 2 - Business hours coverage (7am-5pm PT)
Type of severity 2 errors:
• ISO summary report:
a. Added last 4 of settlement bank account for each merchant.
• Transaction report:
a. Added non-US beneficiary support with:
b. Beneficiary Amount
c. Beneficiary Currency
d. FX Rate Applied
• Account Updater report:
a. List of cards / accountIDs that have changed, as reported by issuers
• Report delivery options:
a. Added email with encrypted zip file
b. Added Amazon AWS s3
- Periodic errors on API (5xx)
- Settlement issue
33. Error Severity and Reporting: Severity 3 - Non-Business hours Coverage
Type of severity 3 errors: Questions and single customer issue
- Reconciliation question
- Technical questionr
- Reissue certificate or credentials
- Any banking question
- Transaction question
38 For all severities:
34. Error Severity and Reporting: For All Severities
Call (415) 980-8222, and follow-up with email to [email protected], include:
- Subject should say: MerchantName severity sev#
- Contact name+phone number
- Problem description
35. Limits
The bank governs limits. An email from the Merchant to the bank with copy to [email protected] is required to increase limits. The bank will approve the limit increase, typically in 1 business day, after confirming increased deposit in the Merchant Bank Account.
36. Network Rules Requirements
Acceptance requirements
- Equal payment network brand treatment on card entry page. Show all logos or none.
o Use Visa Debit logo if no Visa credit cards accepted
- Description of service shown to cardholder prior to purchase
- Refund / cancellation policy available and agreed to by cardholder prior to purchase (click-through terms and conditions are fine)
- Any convenience fee listed on fee page (or in the terms) and displayed prominently to cardholder prior to purchase. Price for service/good, convenience fee, and total amount shown to cardholder separately, prior to purchase.
- Merchant name shown prominently to cardholder.
Receipt requirements:
- Date and time of purchase
- Last 4 of card number (any other numbers masked, e.g. “xxxx-xxxx-xxxx-4567”, “xxxx4567”, or “last 4 of card: 4567”
- Price for service/good, convenience fee, and total amount all shown separately
- Merchant name or DBA, URL, “USA”
- Card network used for the purchase (e.g. “Visa”, “MasterCard”)
- Refund / return / cancellation policy
- “Purchase”, “Disbursement” or “Credit”, “Cancellation”, “Refund”, “Return”, “Prepaid Load”
- Network authorization code
Recurring payment (e.g. installment loan collection):
- Notify cardholder prior to purchase (terms, affirmative acceptance of schedule). Email is fine.
- Email receipt to cardholder after recurring purchase
- State the remaining amount to be paid or number of periods.
Receipt via website link:
- Provide clear instructions to access
- Link must be direct link to receipt
- Receipt available to cardholder for 120 days:
Payment Facilitator requirements:
- Name of payment facilitator and merchant name required on customer statement (abbreviation of PF is acceptable)
- MCC must match real merchant
Brick and mortar receipt requirements: Location name and address required on receipt.
Updated 3 months ago