User Guide to Merchant CloudPOS Transactions

This document will help you understand how to process sales, refunds, voids, and tip adjustments. Each section is designed to be simple, clear, and practical so you can complete your day-to-day tasks with confidence.

Learn how CloudPOS handles payments—whether card, ACH, or cash—along with tools for managing refunds, voids, and tips.

CloudPOS supports a wide range of payment functions.

On the left side panel, you will see a list of all available modules to facilitate navigation throughout the portal. The left side panel displays a comprehensive list of all accessible modules, which are provided to streamline navigation within the portal.

CloudPOS - Payments Overview:

Click CloudPOS → Payments from the left sidebar.

In the Payments module, you will find the following options:

Action Section

Option	Description
Quick Pay	Allows you to quickly collect a payments without adding line item details
Itemized Billing	Generates an invoice utilizing the inventory items or services configured under the Inventory module
Bulk Upload	Uploads multiple invoices at once, usually through a file.

Payment Type Section

Option	Description
Send Payment Link	Generates a payment link that can be sent via email or text for the customer to complete the payment
Pay Now	Allows you to complete the payment by entering the customer and card details from your virtual terminal.
Pin Pad	Sends the transaction to a pinpad device for the customer to complete the payment by presenting their card.

Transaction type Section

Option	Description
Sale	Initiates a charge to the customer
Pre Auth	Places a hold on funds in the customer’s bank
Refund	Returns funds to the customer.

TPN Section

Option	Description
Drop Down Menu	Allows you to select under which TPN you wish to perform this transaction

This document covers transactions performed using the “Quick Pay” action on the CloudPOS Payments module.

Supported Payment Methods

CloudPOS supports sale transactions for the following payment methods

Card
Bank
Cash

Essential Information for Bank Payments

The merchant must be onboarded as a customer with Paya to get credentials for Bank payments
PPD/CCD Setup is required to access Pay Now ACH transactions.
Validation rules vary depending on the Tell ID configured in Paya.
Requirements can range from basic routing/account numbers to SSN or a driver’s license.
Ensure proper Tell ID alignment.

How to Perform Transactions

In order to perform a transaction, CloudPOS requires a selection for Action, Payment type, Transaction Type and if applicable, TPN.

Pay Now - Sale Transactions

Cards

Configure the transaction:

— Action: Quick Pay

— Payment Type: Pay now

— Transaction Type: Sale

From the dropdown on the right, select your desired CloudPOS TPN.
Enter Amount and Select Cards as the Payment Option

To view the transaction breakup, click on the transaction amount under Cards.
If you wish to offer a discount on the transaction, click X to apply a discount to the credit card price.
Click X next to the tax fields if you wish to remove taxes from the transaction.
Enter Customer Details: Fill in the required fields, which may vary depending on configuration
Click Process to submit the transaction
Review Result: A dialog will appear showing Success or Failure.

Receipt: Select which type of receipt you would like to download as PDF (Merchant Copy or Customer Copy). Printing is supported if your computer is connected to a printer.

Bank

Configure the transaction:

— Action: Quick Pay

— Payment Type: Pay now

— Transaction Type: Sale

Select TPN: From the dropdown on the right, choose the CloudPOS TPN you want to use.
Enter the amount and select Bank as the Payment Option: A pop-up will appear asking you to choose the customer authorization method required for Paya ACH. (Fee and tax do not apply to Bank payments)

Fill in the required customer and authorization fields. The required fields may vary depending on the Paya ACH credentials for the merchant account.

Click Process to complete the transaction.
A confirmation message will appear on the screen to indicate the transaction status (approved or declined)

Bank (ACH), Cash, and Gift transactions are considered to be Alternative Payments. To locate these transactions in the Transactions Module, you will need to set the filter Payments → Alternative Payments

Cash

Configure the transaction:

— Action: Quick Pay

— Payment Type: Pay now

— Transaction Type: Sale

Select TPN: From the dropdown on the right, choose the CloudPOS TPN you want to use.
Enter the amount and select Cash as the payment option. Fees do not apply to cash transactions; however, configured taxes will still be charged.

Enter phone number and/or email in their respective fields.
Enter the amount given by the customer in the ‘Cash In’ field. The change is calculated automatically and displayed in the ‘Change’ field.

Click Process to complete the transaction.
A confirmation message will appear on the screen to indicate the transaction status

Pay Now - Refund Transactions

Cards

Configure the transaction:

— Action: Quick Pay

— Payment Type: Pay now

— Transaction Type: Refund

Select TPN: From the dropdown on the right, choose the CloudPOS TPN you want to use.
Enter the refund amount and select Cards as the Payment Option

Enter Customer Details: Fill in the required fields, which may vary depending on configuration
Click Process

A dialog will show Success or Failure.

Bank

Configure the transaction:

— Action: Quick Pay

— Payment Type: Pay now

— Transaction Type: Refund

Select TPN: From the dropdown on the right, choose the CloudPOS TPN you want to use.
Enter the amount and select Bank as the Payment Option: A pop-up will appear asking you to choose the customer authorization method required for Paya ACH.

Fill in the required customer and authorization fields.
Click Process to complete the transaction.

A dialog will show Success or Failure.

Cash

Configure the transaction:

— Action: Quick Pay

— Payment Type: Pay now

— Transaction Type: Refund

Select TPN: From the dropdown on the right, choose the CloudPOS TPN you want to use.
Enter the amount and select Cash as the Payment Option

Enter phone number and email in their respective fields.
Enter the amount given by the customer in the ‘Cash In’ field. The change is calculated automatically and displayed in the ‘Change’ field.

Click Process to complete the transaction.
A confirmation message will appear on the screen to indicate the transaction status

Pay Now - Pre-Auth Transactions (Cards Only)

What is a Pre-Auth?

A Pre-Authorization (Pre Auth) temporarily places a hold on a customer’s card for a specified amount without completing the full charge. It ensures funds are available and allows you to adjust the amount before finalizing.

Configure the transaction:

— Action: Quick Pay

— Payment Type: Pay now

— Transaction Type: Pre Auth

Enter the amount and select Cards as the Payment Option

Enter Customer Details: Fill in the required fields, which may vary depending on configuration
Click - Process, to submit the transaction

Review Result: A dialog will appear showing Success or Failure.

Finalize a Pre Auth - Perform Ticket Transaction:

Go to the Transactions Module: utilize the filter options to locate the Pre-Auth transaction you wish to finalize

After locating the desired transaction, select “Ticket/Void” → then ensure to select “Ticket” from the drop-down menu.

The Ticket action is used to complete a Pre Auth. This action converts the hold into a finalized charge, usually done at checkout or when the final amount has been determined.

Adjust the Amount: If needed, the original amount that was “Pre-Authorized” can be modified to finalize the transaction for a higher or lower amount.

Finalize the Transaction by selecting “Ticket”
Review Result: A dialog will appear showing Success or Failure.

The transaction is now finalized, and the transaction label will update from PREAUTH to TICKET, indicating a successful completion.

Send Payment Link Transactions

Payment Links only support Transaction Type - Sale

Also, it’s important to note that generating a Payment Link payment type automatically generates an Invoice to facilitate the merchant to track the status of the transaction.

Configure the Transaction

— Action: Quick Pay

— Payment Type: Send Payment Link

— Transaction Type: Sale

Input Amount: Will prompt the Break Up screen, which, depending on the configurations, may allow you to remove (bypass by pressing X ) transaction fees and taxes. Click “Okay” to close the break-up pop-up screen

Customer’s contact information: Provide Email and/or Phone number for Payment Link delivery method.
- You may add up to 5 additional emails in order for multiple recipients to receive the request for payment.

Configure the expiry time for the payment link to remain valid for, currently the available options are:

— One Day

— One Week

— One Month

Enter a Reference ID if needed. This helps you easily identify and track the transaction later.
Add Description. You can use this field to provide additional details about the payment to help the merchant or reviewer understand the purpose clearly.
Add Disclaimer. Enter a note to limit responsibility or set boundaries, ensuring clarity and protecting the organization.
Upload Invoice File: Upload an invoice if required for customer reference

Click Send Payment Link to generate the email or SMS notification to the customer.
- This will generate a pop-up screen advising on the status of the Payment Link (success or failure)

The customer will receive an email or SMS with a link that will direct them to the Hosted Payment Page (HPP) to complete the payment

Transaction breakup and tip
- By clicking the downward arrow next to the transaction amount, the customer can view a detailed breakdown of the transaction.
- If tipping is enabled for the TPN, an “Add a Tip” prompt will be displayed on the webpage, along with suggested tip options. The customer can select a tip from the available suggestions.

You may verify the status of a Payment Link transaction by navigating to CloudPOS → Invoices, and locating the transaction in question.

The transaction will have a label displaying its current status (Success, Pending, Cancelled, Expired)

If the invoice has been paid (Success), you can click on View Transaction to obtain all the details related to this transaction.

CloudPOS transaction with Pinpad

CloudPOS supports PIN pad transactions enabling merchants to connect their Dejavoo iPOSpays powered payment terminals and collect payments on the terminal.

CloudPOS With PIN pad supports all 3 payment transaction types:

CloudPOS With PIN pad - Sale Transaction

Configure the transaction:

— Action: Quick Pay

— Payment Type: Pinpad

Payment Types:

Credit : Payment terminal will only display and accept Credit Card payments
Debit : Payment terminal will only display and accept Debit Card payments
User Choice : Payment terminal will display and accept both Credit and Debit Card payments as well other enabled payment options such as EBT or Gift Cards

Print Receipt

Merchant : Payment terminal will only print the merchant copy of the transaction
Customer : Payment terminal will only print the customer copy of the transaction
Both : Payment terminal will print both the merchant and customer copies of the transaction
None : Payment terminal will not print the transaction receipt.

Transaction Type: Sale
Enter the Sale Amount
- If Fees or Taxes have been enabled for your TPN, a Breakup screen will appear displaying the totals, and if enabled, you will be able to remove (bypass by pressing X) those fees.

Click Process to send the transaction to the Pinpad in order for the customer to complete the payment.

The terminal will automatically detect the request from CloudPOS, and depending on the TPN configuration, the Tip suggestion screen may or may not appear on the terminal.

Review the transaction status: A confirmation dialog will appear showing Success or Failure, based on the transaction response from the payment terminal.

CloudPOS With PIN pad - Refund Transaction

Configure the transaction:

— Action: Quick Pay

— Payment Type: Pinpad

Payment Types:

Credit : Payment terminal will only display and accept Credit Card payments
Debit : Payment terminal will only display and accept Debit Card payments
User Choice : Payment terminal will display and accept both Credit and Debit Card payments as well other enabled payment options such as EBT or Gift Cards

Print Receipt:

Merchant : Payment terminal will only print the merchant copy of the transaction
Customer : Payment terminal will only print the customer copy of the transaction
Both : Payment terminal will print both the merchant and customer copies of the transaction
None : Payment terminal will not print the transaction receipt.

Transaction Type: Refund
Enter the Refund Amount
Click Process to send the transaction to the Pinpad in order for the customer to complete the payment.

The terminal will automatically detect the request from CloudPOS.
The customer can then complete the transaction on the payment terminal

Review the Result: A confirmation dialog will appear showing Success or Failure, based on the transaction response from the payment terminal

CloudPOS With PIN pad - Pre Auth & Ticket Transaction

Configure the transaction

— Action: Quick Pay

— Payment Type: Pinpad

Payment Types

Credit : Payment terminal will only display and accept Credit Card payments
Debit : Payment terminal will only display and accept Debit Card payments
User Choice : Payment terminal will display and accept both Credit and Debit Card payments as well other enabled payment options such as EBT or Gift Cards

Print Receipt

Merchant : Payment terminal will only print the merchant copy of the transaction
Customer : Payment terminal will only print the customer copy of the transaction
Both : Payment terminal will print both the merchant and customer copies of the transaction
None : Payment terminal will not print the transaction receipt.

Transaction Type: PreAuth
Enter the PreAuth Amount
Click Process to send the transaction to the Pinpad in order for the customer to complete the payment.

The terminal will automatically detect the request from CloudPOS.
The customer can then complete the transaction on the payment terminal

Review the Result: A confirmation dialog will appear showing Success or Failure, based on the transaction response from the payment terminal

Finalize a Pre Auth Using Ticket

Go to the Transactions Module: use the filter options to locate the Pre-Auth transaction you wish to finalize

After locating the desired transaction, select “Ticket/Void” → then ensure to select “Ticket” from the drop down menu

The Ticket action is used to complete a Pre Auth. This action converts the hold into a finalized charge, usually done at checkout or when the final amount has been determined.

Adjust the Amount: If needed, the original amount that was “Pre-Authorized” can be modified to finalize the transaction for a higher or lower amount.

Finalize the Transaction by selecting “Ticket”
Review Result: A dialog will appear showing Success or Failure.
The transaction is now finalized, and the transaction label will update from PREAUTH to TICKET, indicating a successful completion.

How to Void a Transaction

Go to the Transactions module and locate the sale using the TPN and the filter icon located on the top right corner of the screen.
Once you have located the desired transaction, Select the Void option

Adjust the Void amount to perform a partial Void if needed, otherwise, click the Void/Refund button

The transaction label will update to VOID SALE.

Void vs Refund:

Void: happens before the original transaction has been settled.
Refund: happens after the original transaction has been settled.

How to Process Refunds

Refunds can be done in two ways:

Method	Description
Manual/Standalone Refund	Creates a brand-new refund transaction. (Reference: Pay Now - Refund Transaction for instructions)
Refund From Existing Transaction	Uses an existent sale to trigger a refund.

Refund From Existing Transaction

Go to the Transactions module and locate the sale using the TPN and the filter icon located on the top right corner of the screen.

Once you have located the desired transaction, Select the Refund option

Adjust the Refund amount to perform a partial refund if needed, otherwise, click the Void/Refund button

Review Result: A dialog will appear showing Success or Failure.

The transaction label will change from SALE → REFUND.

Important Refund Rules

Multi Refunds:

Total refund amount cannot exceed the original sale.

Up to three (3) refunds per sale.

Voiding a Multi Refund: If one refund is voided, its amount is added back to the available refundable balance.
Full Refund Limit: Once a sale is fully refunded, no additional refunds can be issued.

Tip Adjust

Tip Adjustment refers to the process of adding or modifying the gratuity amount on a credit or debit card transaction after the initial payment authorization but prior to the final settlement of the transaction.

How to Adjust Tips Before Settlement

Go to the Batches module → Locate the desired open batch by clicking → Open Batch → View Batch.

Select Tip Management → Tip Adjust.

Find the desired transaction and enter the tip amount you wish to add

A checkmark indicates that transaction has been successfully adjusted

Repeat these steps as needed until all the required transactions have been adjusted.

After a transaction has been adjusted (Tip Adjust) the new total will be reflected in the Transactions Module

How to Adjust Tips After Batch Settlement (Additional Auth)

After batch settlement, tips must be processed as a separate transaction.

Key Notes:

Additional Auths reflect on the customer’s end as a separate transaction.
Only one Additional Auth per transaction is allowed.
Card details are retrieved automatically.

Steps

Go to the Transactions Module and select the desired transaction.
Click on “More” → Additional Auth

Enter the desired Tip amount

Click Process.
A new Sale will appear representing the tip.

How to Use Incremental Auth

An incremental authorization is an additional approval request to increase the authorized amount on a card transaction after the original authorization, usually when the final cost is higher—like at hotels, car rentals, or gas stations. It allows the merchant to secure extra funds without running a new transaction.

Key Notes:

iPOSpays Portal allows up to 5 increments per transaction.

Requirements:

Only supported by TSYS and Fiserv North.
Supported cards: Visa, Mastercard, and Discover.

Steps

Go to the Transactions module and select the desired transaction.
Click on “More” → Additional Auth

Enter the amount you wish to increment

Click Process.
A new transaction appears labeled INC AUTH.

If the Pre-Auth is voided, all increments will also show as void.

How to View/Resend a Transaction Receipt

Go to Transactions
Select the desired transaction.
On the right side of the chosen transaction, click View Receipt

Choose which receipt you wish to view: Merchant Copy or Customer Copy

View the receipt details.
Select the Action menu in the top left to access the following options:

— PNG: Download a PNG copy of the transaction receipt

— Print/PDF: Print the transaction receipt or download it as a PDF

— Email: Forward the receipt via email

Settling a Batch & Batch Reports

What Is a Batch?

A batch is a group of transactions collected together for settlement. As you process transactions during the day, they are added to the current open batch. When the batch is settled, it becomes a closed batch.

Think of a batch as your daily group of transactions. Each batch has its own batch number and report, allowing you to review the transactions processed and the amount settled.

A batch report can include details such as:

TPN and Device Label – Identifies the terminal or CloudPOS account associated with the batch.
DBA – Shows the merchant name associated with the batch.
Batch # – Identifies the specific batch.
Settled On – Shows when the batch was settled.
Settled Mode – Shows whether the batch was settled automatically or manually.
Credit/Debit Total – Shows the total amount from credit and debit transactions.
Alternative Payment Total – Shows the total amount from alternative payment transactions.
Total – Shows the combined transaction amount for the batch.

Note: A batch report is not a monthly financial statement. It provides transaction and settlement details for a specific batch. If you need your monthly financial statement, contact your payment processor or bank.

Batch Status

Batches can have one of the following statuses:

Open Batch – The current batch contains transactions that have not yet been settled.
Closed Batch – The batch has been settled.

Reports are downloadable for both Open and Closed Batches.

Manual Batch Settlement

Navigate to the Batches Module
If needed, click the toggle on the right side to switch between Closed and Open Batches

Identify the batch you would like to settle and click on the “Settle Batch” button.
Click Confirm to process the settlement request

A dialog box will be displayed showing the status of the settlement (Success or Failure)

Automatic Batch Settlement

Automatic settlement allows the system to settle batches at a scheduled time without requiring manual action.

After a batch is automatically settled, you can view it under Closed Batches.

To view a closed batch:

Go to Batches.
Select Closed Batches using the toggle.
Locate the batch you want to review.

If you need to change the automatic settlement time, contact your ISO.

How to use Settle Store

Settle Store allows you to settle multiple TPNs associated with the same store at once. This is useful when a merchant has multiple payment terminals at the same location.

Settle Store is available by default for CloudPOS TPNs and does not require additional setup.

Click on Batches from the side menu.
If the merchant has multiple stores, use the search box at the top of the Batches module to find and select the specific merchant store.

Click Settle Store → A tab will appear displaying the TPNs linked to the store.

Check/uncheck the TPNs you want to include in the Store batch settlement.
Click Settle to finalize the process.
The batch status will update from “Yet to Start” to “✅Batch Settled.”

View Batch Reports

You can view the transactions and settlement details for a batch from the Batches module.

To view the report for a specific batch, first locate the desired batch. Use the toggle in the upper right corner to switch between viewing Open or Closed Batches.

Click View Batch to see all the transactions.
Access Summary Reports and Tip Management (tipped) reports.

If needed, you can use the Filter option to narrow down the report.
Download as PDF or Excel by clicking the download icon in the top right corner. This will download the report for the batch you are currently viewing.

Download Batch Reports for a Store

The type of batch report available for download depends on whether you select open or closed batches.

From the Batches module, use the Search by Store filter to search and select the store.
Click the Download button in the upper-left corner.
The download option corresponds to the batch type currently selected in the Open/Closed Batch toggle:
Select Open Batch to download the Open Batch report as an Excel file.
Select Closed Batch to download the Closed Batch report as an Excel file.

The selected store’s batch report will be downloaded as an Excel file.

How to Download a Custom Closed Batch Report

The Batch Report module allows merchants to download closed batch reports based on selected filters.

Note: The batch must be settled in the Batches module before you can download its report.

Go to Reports → Batch Report.

Apply the required filters:

Multi MID – If Multi MID is configured, select the required MIDs to download their batch reports.
Store – Select one or multiple stores to download batch reports for those stores.
Date Range – Select a From and To date to download batch reports for the selected period.
Timezone (optional) – Select the timezone to use for the report.
TPNs / Device Label – Select one or multiple TPNs or device labels to download their batch reports.

Click the purple Download button on the right side of the screen to generate and save your customized batch report.

Save the downloaded Excel report to a folder on your device.

How to Enable “Tag the Tx”

Tag the transaction allows you to enable prompts on the terminal to facilitate reporting, the labels are customizable and can be used for prompts such as server, invoice, table, etc.

To enable this feature: