How to Add a Customer to ‘My Customers’

The My Customers module in the iPOSpays Portal allows merchants to create customer profiles, securely store customer payment methods, and process future card-on-file transactions.

Key Features

Customer Profile Creation - Create and manage customer profiles by capturing customer and business information.
Card-on-File - Securely validate and store customer card details for future transactions.
Bank Account (ACH) - Add and manage customer bank account details for ACH payments.
Run a Sale - Process transactions using a customer’s saved card without re-entering card details.
Pre-Authorization Validation - Validate customer cards using a $0.00 Pre-Authorization without charging the customer.

How to Onboard a Customer

Step 1: Log In

Step 2: Open My Customers

From the left navigation menu, click My Customers.
Click Actions.
Select Add Customer.

Step 3: Enter Customer Details

The Customer Details page opens.

Enter the following information:

Name - Enter the customer’s first and last name.
DBA - Enter the customer’s business name.
Email - Enter the customer’s email address.
Phone Number - Enter the customer’s contact number.
ZIP Code - Enter the customer’s ZIP Code.
City - Enter the customer’s city.
State - Select the appropriate state.
External Reference ID - Enter an external reference ID, if used for internal or CRM tracking.

After entering the customer information, choose one of the following options:

Save Customer - Saves the customer profile without adding a payment method. A payment method can be added later.
Reset - Clears all entered information.
Add Payment Method - Saves the customer profile and allows you to add a payment method.

Available options:

Add Card
Add Bank (ACH)

Add Card Details

Step 1: Review Pre-Populated Fields

After selecting Add Card, the Card Entry page opens.

The following fields are automatically populated:

Action - Validate Card
Payment Type - Pay Now
Transaction Type - Pre-Authorization
TPN Number - Automatically populated based on the assigned terminal
ZIP Code - Retrieved from the customer profile

Step 2: Enter Card Information

Enter the following information:

Amount - The system performs a $0.00 Pre-Authorization to validate the card and securely store it as a card-on-file. The customer’s card is not charged.
Card Number - Enter the customer’s card number.
Expiry Date - Enter the card expiration date.
CVV - Enter the card security code.
Street Address - Enter the billing street address.
Cardholder Name - Enter the name as it appears on the card.
PID - Enter the Purchaser Identifying Data (PID), if applicable.

Fields marked with an asterisk (*) are mandatory.

PID is used for Level II and Level III transaction processing. It is created during merchant onboarding by the internal team and may also be enabled by the System, ISO, or Merchant level.

Step 3: Validate the Card

Click Validate Card.

The system validates the entered card details and securely stores the card in the customer’s profile.

The customer’s card is validated using a $0.00 Pre-Authorization. No funds are captured during this process.

Step 4: Review Validation Status

After successful validation, a confirmation message appears indicating that the customer has been successfully onboarded and the card has been added.

Available options may include:

Merchant Copy
Customer Copy
Close

Add Bank (ACH) Details

If the merchant selects Add Bank, follow these steps.

Step 1: Review Authorization Message

After clicking Add Bank, an authorization pop-up appears indicating that ACH transactions require customer consent.

Step 2: Select Authorization Method

Customer authorization is required for ACH transactions. Select one of the following authorization methods:

This call is being recorded to have voice authorization - Use this option for telephone-initiated transactions. The customer must provide verbal authorization, and the merchant must have call recording enabled to capture the customer’s consent.
Received signed paperwork - Use this option when the merchant has obtained signed authorization from the customer for a prearranged payment or deposit entry.

Step 3: Proceed with Authorization

Click Proceed to continue adding bank details.
Click Cancel if you do not want to continue.

Step 4: Enter Customer Contact Details

The Bank payment option appears automatically and is selected by default.

Enter the following details:

Phone Number
Email ID

Step 5: Enter Bank Account Details

Complete the following fields:

Account Category (Personal / Business)
Account Type (Checking / Savings)
SEC Code
Routing Number
Account Number
First Name
Last Name
ZIP Code
City
Address Line 1
Address Line 2 (optional)
State

Fields marked with an asterisk (*) are mandatory.

Step 6: Complete Verification Details (If Enabled)

If verification is enabled, enter the following:

DL Number
DL State

Step 7: Add the Bank Account

Click Add Bank to save the bank details.

You can click Reset to clear all entered bank account details and re-enter the required information.

Step 8: Review Confirmation Message

A confirmation message appears indicating that the bank account has been successfully added to the customer.

The added bank details can be viewed from the customer profile.

How to Use Run a Sale

The Run a Sale feature allows merchants to process a payment using a customer’s saved card details. When a card has been previously stored in the customer profile, the system automatically retrieves the saved card details, eliminating the need to re-enter the full card information for every transaction.

Step 1: Navigate to the Customer Profile

Click My Customers from the left-side menu and search for the customer using their email, phone number, name, or Consumer ID.

Select the customer from the results.

Step 2: Open the Card Action Menu

In the Card Details section, click the action menu icon (≡) next to the saved card and select Run a Sale.

Step 3: Enter the Required Details

The transaction form opens with the saved card details automatically populated. Enter the following fields manually:

ZIP Code - Enter the billing ZIP code.
Street - Enter the billing street address.
Cardholder Name - Enter the name as it appears on the card.

The card number, expiry date, CVV, and PID are automatically retrieved from the stored card-on-file and pre-filled in the transaction form.

Step 4: Proceed with the Transaction

Once all required fields are filled, click Proceed. The transaction is processed successfully, and the sale is recorded.

How to Update an Expired Card

The Card Updater feature in My Customers allows merchants to update eligible expired customer payment cards directly from the customer profile.

Card Updater is currently available through a pilot program. To request access, please contact your Dejavoo Sales Executive.

Step 1: Log In

Step 2: Open the Customer Profile

From the left navigation menu, select My Customers.
Search for and open the customer whose saved card needs to be updated.

Step 3: Open Card Actions

Under the Card Details section, locate the saved card.
Click the Action/Menu button next to the card.

Step 4: Select Update Card

Click Update Card.
iPOSpays sends a request to the Card Updater service to check whether the card issuer has provided updated replacement card information.

Update Status Messages

During processing, iPOSpays displays a status message while updated card information is being retrieved.

The update request can result in one of the following outcomes:

If updated card information is available:

The customer’s saved card details are updated automatically.
Existing customer records remain unchanged.
Future transactions use the updated card information.

If updated card information is unavailable:

The existing saved card remains unchanged.
A notification is displayed indicating that no updated card details were found.
Merchants can contact the cardholder to obtain updated payment information.

Recurring Payment Support

When a card update is successful:

Associated recurring payment schedules are updated automatically.
Future recurring payments continue using the updated card information.
Merchants do not need to update recurring payment profiles manually.

iPOSpays Features DejaUP!