WL SIPS DOCS

Release 22.5

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Sips Office Extranet

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WL Sips is a secure multi-channel e-commerce payment solution that complies with the PCI DSS standard. It allows you to accept and manage payment transactions by taking into account business rules related to your activity (payment on despatch, deferred payment, recurring payment, payment in instalments, etc.).

The purpose of this document is to help you manage user accounts and transactions, and to understand the operations available on Sips Office Extranet. Indeed, the operations that each user can perform on transactions differ according to the access rights they have.

This document is intended for merchants wishing to discover and use the management features offered by Sips Office Extranet.

To get an overview of the WL Sips solution, we advise you to consult the following documents:

  • Functional presentation
  • Functionality set-up guide
  • Glossary.

To have an overview of the possible actions on Sips Office Extranet, you can watch our dedicated video.

Sips Office Extranet is available in French, English, German and Spanish.

The interface does not use your browser language to display the pages, they are displayed in the language set for the connected profile. If you would like to change the language displayed for your profile, please get in touch with the support or your usual point of contact.

To log in Sips Office Extranet, please type the following URL in your web browser:

https://office-extranet.sips-services.com/Login.jsp

The following page will be displayed:



Please type your login ID and your password.

Then click on the button to display the following page:



If you have logged in and remain idle for 13 minutes, a window will pop up on the screen you are on:



This window informs you that the session will expire in 2 minutes if you do not execute any actions.

If no e-mail was entered when you created your user account and if this is the first time you are using your login details, the page below will automatically appear:



Enter a valid e-mail address in the appropriate field and click on the button in the confirmation box to confirm the modification.

If you would like to later modify the e-mail associated with your user account, click on the "Update your email" link to display this form again.

Your password is valid for three months. After that, you will have to change it. Blinking messages will warn you two weeks in advance. Use the "Update your password" link on your homepage.



You will reach the following page, where you will have to re-enter your current password and enter your new one twice. You cannot reuse your last three passwords.



The password must consist of at least eight characters including one digit, one letter and one special character among the following: +, % et | . # ^ $ @ - _ ! ( ) [ ] {}

If you have forgotten your password and have previously entered your e-mail address, you can reset your password by clicking on the "Forgot your password?" link that can be accessed from the homepage. You will access your login ID typing page.



Click on to confirm the modification. You will receive an e-mail containing your new password at the address you supplied. You will have to change this password the next time you log in.

Attention: do not copy and paste the password contained in the e-mail. This operation adds spaces or line breaks, which causes the authentication to fail.

When you can administer several webshops, it is imperative that you first select the webshop you want to perform operations on.

  • If you have just entered your user ID and password to log into Sips Office Extranet, the list of shops is displayed directly:


  • On the other hand, if you are already logged in and have already performed certain actions (modification of your email, operations on transactions, etc.), click on the button in the menu on the left side of the screen to display the page below:


Three methods can be used to find a webshop:

Click on the button to view all webshops. The following page will be displayed:



Click on the link to the webshop of your choice.



This webshop is now selected.



Type the corporate name of the webshop:



Then click on the button to display the following page:



Finally, click on the link to the webshop of your choice.

Type the webshop ID:



Click on the button to display the following page:



Finally, click on the link to the webshop of your choice.

Payment by credit card is the most widely used means of payment in the world of e-commerce, with a predominance of international Visa & Mastercard networks that coexist with domestic networks (CB for France, Bancontact for Belgium, etc.).

Some cards may belong to several networks (for example cards co-badged with CB and VISA). A European regulation (Multilateral Interchange Fee, or MIF) gives you the possibility to make a default brand choice, but the end customer can change this choice when he is on the payment page. This regulation concerning the selection of the brand has an impact on the payment pages which must present this choice when the card entered for payment is concerned by this regulation (co-branded card) .

To create a payment, click on the tab.

The following page will display.



Click on the tab.

The following page will display.



Click on the tab.

Select the card type in the dropdown menu.

Then click on .

The following page will display.



Tip: click here to learn more on AVS checks.

Fill in the following fields:

  • card number

If your contract is subject to the MIF regulation (EU OJ 2015/751 L123 dated 05/19/2015), an automatic detection of the card's network(s) is performed. If the card is co-badged, several network logos are displayed on the right of the card number:



By default, one of the networks through which the payment will be made is selected:



If you would like to select another network, click on the link below:



The following page appears and shows your choice:



  • card expiry date

  • security code (CVV -> three digits on the back of the card);
Note: the card number can be masked upon entry, if you have this option enabled. As for the security code, it will always be masked.

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default)

  • transaction amount

  • transaction currency

  • capture mode

  • capture delay

  • the order reference, customer code and additional information are optional values

Click on to validate the transaction.

If payment is accepted, the following page will display:



Below is an example of a refusal page displayed for a refused payment:



Click on to create a new transaction.

You have the option of splitting a transaction into several parts, which will be sent to the bank at specified intervals.

Thus, a payment transaction in n times creates n transactions, each with a distinct identifier. Each transaction is independent of the others and includes a systematic authorisation request. In case of agreement, the transaction in question is sent for capture. In case of refusal, the transaction is not submitted again.

Click on the Scheduled payment creation tab.

Then select the card type in the dropdown menu.


Card type

Click on Continue.

The following page will display:


Scheduled payment creation page

The page to fill in is in three parts. First part, details of the payment method, second part details of the transaction and then payment schedule.
Tip: click here to learn more on AVS checks.

In the "means of payment details" and "transaction details" sections, fill in the following fields:

  • card number

If your contract is subject to the MIF regulation (EU OJ 2015/751 L123 dated 05/19/2015), an automatic detection of the card's network(s) is performed. If the card is co-badged, several network logos are displayed on the right of the card number:

By default, one of the networks through which the payment will be made is selected:


Example of a page indicating: the payment will be made by CB

If you would like to select another network, click on the link below:



The following page appears and shows your choice:



  • card expiry date

  • security code (CVV -> three digits on the back of the card);

Note: the card number can be masked upon entry, if you have this option enabled. As for the security code, it will always be masked.

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default). This reference can be used as a basis for generating the multiple transactions that will be generated.

  • total scheduled dates amount

  • transaction currency

  • time table type
time table type

  • number of instalments for the payment (for example 4 for a payment in 4 instalments)
Drop-down menu to indicate the number of payment due dates

  • frequency in days

  • first payment due amount

  • the order reference, the customer code and additional information are optional values

In the "Payment schedule" section...



...fill in the following fields:

  • enter the payment instalments as well as the amounts associated with each instalment

With the settlement dates on the left and the corresponding amounts on the right.

The payment schedule can also be auto-completed by clicking on prefill scheduled due dates. The schedule is then automatically auto-completed according to the total amount, frequency, type of schedule and first due date amount entered in the "transaction details" section.



Once the information has been correctly completed, click on Validate schedule to validate the payment date.

The following page will display:


the page has three sections

First one which explained the payment method (here Visa). The second one is the summary of payment and the last one the schedule.

Having checked the information, click on create payment to validate the transaction.

The following page will display:


transaction created details

Note: the instalment saved for the first transaction corresponds to the date on which the payment was created. However, the remaining instalments correspond to the dates indicated in the schedule.

To search for transactions with future dates, use the Advanced search" tab and apply the "Authorisation requests being processed" option in the Transaction status" menu. The tool will display a list of all future transactions.


list of search criteria


example of transactions found

If you would like to send the information necessary to the address verification check, click on the "AVS controls" banner:



AVS is an anti-fraud feature that allows you to request the cardholder's address, send it within the authorization request and let the card issuer compare this address with the one they know.

The following form will display:


form with different address and activation fields

Fill in the following fields:

  • check the following box if you would like the cardholder's address check to be done:
Execute card holder address verification

  • check the following boxes if you would like the transaction to be accepted regardless of the result of the check on the postal code and/or address:
Accept the transaction whatever the postcode and the address verification result

  • check the following box if you would like an automatic reversal message to be sent in case of refusal due to an AVS/CSC failure:
Send an automatic reversal message in case of refusal due to AVS/CSC

  • fill in the various information about the address and postal code:


With this functionality, you can carry out credit transactions if you have your customers' bank details.

Click on the transactions tab to have the following page displayed:


transactions search page

Click on create transaction.

The following page will display:


payment creation page

Click on the refund creation tab.

Then select the card type from the dropdown menu:

card type list

Click on continue.

The following page will display:


credit and transaction details page

Fill in the following fields:

  • card number and card expiry date

Note: the card number can be masked upon entry, if you have this option enabled.

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default).

  • transaction amount

  • transaction currency

  • order reference is an optional value

Click on credit amount to validate the transaction.

If the credit is accepted, the following page will display:


transaction details page

Click on the transactions tab.

The following page will display:


transactions search page

A search can be based on the following criteria:

  • transaction or chargeback (unpaid) date: enter the start and end dates of the search

With these criteria, the search is completed over a rolling period of up to 90 days that can go back in time up to 18 months before the current date. In this configuration mode, the range corresponds to the start date of the search + 90 days.

For example, if you specify 01/05/2020 as a starting date, the maximum search date will be 30/07/2020.

  • transaction reference: enter the references of the transactions searched for

  • transfer date: enter the date on which the transaction was captured

  • order reference: enter the order ID

  • walletId: enter the wallet ID

  • transaction status: select the status from the dropdown list
Table 1. "Transaction status" and associated desired action
Desired action Value of the "Transaction status" field to be selected during the search
Validating a transaction To be validated (without authorisation)
Cancelling a transaction To be remitted
Refunding a transaction Remitted
Duplicating a transaction To be remitted, to be validated (with authorisation), to be validated (without authorisation), waiting for authorisation, settlement refused, remitted, expired, fraud suspected, refused, refund to be settled, refunded

  • means of payment: select a means of payment from the dropdown list.

  • currency: tick the option to search only for unpaid transactions.

  • authentication status: select the authentication status to search for.

  • unpaid only: tick the option to search only for unpaid transactions.

Once you have entered some search criteria, click on the search transaction button.

Attention: by default, the date criterion is pre-filled. If you do not enter any other criteria, the tool displays by default all transactions made during the current day.
All search criteria are case sensitive.

A transaction list will be displayed according to the criteria entered:



  • You can sort the results by clicking on the column headers.


  • You can also view the list of transactions in an Excel spreadsheet. To do this, click on excel export.

The following spreadsheet will display:


excel spreadsheet

  • You can click on a transaction reference to display the transaction details:


Note: in the case of an unpaid transaction, information about the non-payment is added at the bottom of the page in the transaction details, as shown in the screenshot below. In addition, the 'Refund' button is removed.


Several related information is available in the detail of a transaction:

  • Click on history to view the operation history

transaction operations history

Then click on back to list to return to the original list, or on back to transaction to return to the original transaction.

  • Click on details to view the detailed result of the fraud risk management process

fraud risk management page

You can also view the fraud profile version that was used to perform the checks by clicking on the following link:



The following pop-up window will display:


state of profile page

In order to interpret the result of the fraud risk management process, pleae read the following documents:

  • Fraud risk management - Go-No-Go for the Go-No-Go mode.
  • Fraud risk management - Business Score for the Business Score mode.

Perform a search to find the transaction you want to act on (see the Searching for a transaction section).

Various actions can be performed on a given webshop transaction, depending on the contract and the status of the transaction.

Click on the appropriate button depending on whether you are on the results list or transaction details view.

Table 2. possible actions on a transaction
Action Explanations Associated button in the list of results

(orange = operation is available;

grey = operation is unavailable)

Associated buton in the transaction details

(not shown if action is unavailable)

Validate Allows you to trigger the transmission of the transaction to the bank and allows you to defer a payment. orange validation icon grey validation icon validation
Cancel Allows you to change the amount to be sent to the bank. orange cross icon grey cross icon cancellation
Refund Allows to credit the customer's account that was wrongly debited. orange return icon grey return icon refund
Perform a unitary duplication Allows you to create a new transaction from an old one. orange duplication icon grey duplication icon duplication
Schedule duplications Allows you to create a new transaction from an old one, by scheduling payment due dates. orange multi duplication icon grey multi duplication icon scheduled duplications

The validation function makes it possible to trigger the transaction capture. It also enables you to defer a payment so the customer's account is debited only when the purchased goods have been dispatched.

If the chosen method for sending the bank transaction is not automatic, you have to validate every transaction manually. If you do not validate a given transaction before its chosen capture time (as selected) ends, this transaction will expire. It will then be impossible for you to send it to the bank.

You can validate all or part of the transaction amount. The amount validated will be captured on the day of its validation. It is of course impossible to validate an amount that exceeds the initial amount of the transaction.

Note: it is impossible to perform several partial validations on a transaction. The transaction balance will be cancelled automatically.

Having clicked on the validation button of a transaction in the list of results or on the validation button in the seleted transaction details, the following page will display:


transaction information to validate: reference, identifier, amount, etc.

Enter the amount to be validated in the following field:

Click on fulfil transaction.

The following page below will then display if the validation is successful:


initial fulfilment and fulfilment result summary

If the validation has failed, the following page will display:


message displayed to indicate filfilment refused

This function makes it possible to change the amount to capture. For you, it is useful for inventory management purposes. When a customer has cancelled several products that are part of a single transaction, you can cancel the latter partially. In this case, the amount cancelled will be that of the unavailable product, and the customer will only be charged for the products that were actually delivered.

Transactions can only be cancelled before they are captured. A transaction cannot be cancelled if it has already been captured. However, refunding the customer fully or partially is still possible.

By default, deferred capture is inactive (0 days), which means that the capture is carried out on the same day as the transaction. To defer the date on which transactions are captured, you have to make sure that this setting has been configured correctly.

When a cancellation is requested, the WL Sips server checks two parameters:

  • The amount. An amount that is higher than that of the original transaction cannot be cancelled.
  • The transaction cancellation period, which is set at the time of payment. Beyond this period, the transaction is captured and can no longer be cancelled.

A transaction can be cancelled several times provided the transaction capture deadline is not overdue and the transaction balance is not null.

In the case of a partial cancellation, the balance of the transaction is automatically captured after the capture time is up.

Having clicked on the cancellation button of a transation in the listof results or on the cancellation button in the selected transaction details, the following page will display:


transaction to cancel information

Enter the amount to be cancelled:

Click on cancel transaction.

The following page will then display if the cancellation is successful:


summary of cancellation transaction

If the cancellation has failed (the amount is higher than the amount of the initial transaction), the following page will display:


summary of the transaction not cancelled

A refund makes it possible to credit the account of a customer that was unduly charged (if the product was not delivered, is unavailable, damaged, returned, etc.).

The customer's account will be credited with the refunded amount, and your account will be debited with the same amount. The refund is captured on the same day.Le compte du client sera crédité du montant remboursé et votre compte sera débité du même montant. The refund is captured on the same day it is entered in Sips Office Extranet.

You can refund a customer for a period of fifteen months following the order. You can make an unlimited number of partial refunds, provided these fifteen months are not exceeded and the balance is not null.

After you have clicked on the refund button of a transaction in the list of results or on the refund transaction button in the selected transaction details, the following page will display:



Enter the amount to be refunded:

Click on refund transaction.

If the refund is successful, the following page will display:


refund result and original transaction information

If the refund has failed (the amount is higher than that of the initial transaction), the following page will display:


a message indicates that the refund has failed and indicates the transaction data

You can create a new transaction using an old transaction.

Duplicating a transaction is possible up to 18 months after its creation date and provided the expiry date for the means of payment has not been exceeded. The transaction created during the duplication is a new transaction. All of the characteristics of this transaction can be changed, with the exception of the card information, which you does not need to store in your IT system. A transaction created by duplication can in turn be duplicated.

Duplicating a transaction requires a new authorisation request, using the payment information (card number, account number etc.) corresponding to the original transaction. The future of a duplicated transaction does not under any circumstances depend on the result of the original transaction: if the initial transaction was refused, it is possible that it is accepted after duplication, and vice-versa.

Any transaction associated with payment in instalments can be duplicated. Payment of this new transaction will be completed in one instalment only.

For example, if a transaction, either by error or omission, was not validated in the capture time you set, it has expired and will therefore not be paid. You may wish to secure this transaction, thererfore you have the option of duplicating an expired transaction. Provided it is authorised, this new transaction will be paid for.

Therefore, this operation can allow you, among other things:

  • to replay transactions without having the cardholder's card details
  • to catch up on expired transactions, i.e. transactions that would not have been validated in time (in VALIDATION mode)
Note: transactions that have been refused or expired for they were not validated within the capture time limits may be duplicated. A new authorisation request is submitted to the acquirer.

You may for example perform a search on transactions that have a "to be settled" status.

Having clicked on the duplication button of a transaction in the list of results or on the duplication button in the selected transaction details, the following page will display:


page summarizing the transaction to duplicate and the fields to fill in for the duplicate transaction

Tip: click here to learn more on AVS checks.

Fill in the following fields:

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default)

  • capture mode

  • transaction amount

It must be less than or equal to the amount displayed.

  • transaction currency

  • settlement delay

  • the order reference, customer code and additional information are optional values

Click on duplicate transaction.

The following page will display in case the operation has been accepted:


transactions summary

You may for example perform a search on transactions that have a "to be settled" status.

Having clicked on the duplication sheduling button of a transaction in the list of results or on the scheduled duplications button in the selected transaction details, the following page will display:


duplication page

The page has three parts: the first summarizes the original transaction, the second the information to fill in about the duplicate transactions, the third concerns the schedule.

Fill in the following fields:

  • transaction currency

  • number of instalments for the payment: (for example 4 for a payment in 4 instalments)

  • the order reference, the customer code and additional information are optional values

In the "Payment schedule" section...



...fill in the following fiels:

  • enter the payment instalments as well as the amounts associated with each instalment


Click on create the duplications.

The following page will display in case of a accepted operation:


transaction summary

Click on the wallet management tab.

The following page will display:


wallet search page by identifier

Fill in the following fields:

  • complete wallet ID

Once you have set the parameter, click on the search button. The folloing page will display:


four columns: payment mean, number, label and validity date

Click on the cross button to delete a means of payment. The following page will display:


payment mean to remove information

Click on remove.

The following page will display if the means of payment has been deleted successfully.


removed payment mean information

The creditor space is for the management of mandates and offers the following features:

  • Search and consultation of mandates by list.
  • Detailed consultation of a mandate.
  • Download of a mandate in PDF format.
  • Display of the direct debit list associated with a mandate.
  • Management of the mandate life cycle (cancellation, suspension, reactivation, etc.).
  • Changing mandates.
  • Creation of a mandate for electronic or handwritten signature (including a mandate printing feature).
  • Signature of a mandate pending a signature to change to the "active" status.
  • Creation of direct debits (SEPA Direct Debit).

Click on the mandates tab then on the create mandate button.

The following page will display:


create mandate page

Select the characteristics of the mandate to be created:

  • mandate type: enter the type of mandate (recurring by default)

=> The recurring mandate is valid for a series of direct debits. It may be cancelled at any time at any time by the creditor or the debtor and becomes null and void if not used for a period of 36 months.

=> The one-time mandate is only valid for a single direct debit, it expires automatically.

  • direct debit type: enter the type of direct debit (CORE by default)

=> The SEPA CORE direct debit is available to all types of clients.

=> The SEPA B2B (or intercompany) direct debit is reserved exclusively for payments between companies, professionals and associations, and has specific management rules.

The mandate creation method must then be selected:

  • The paper mandate is created (with the BIC and the IBAN entered) and activated by the merchant (the debtor is present and can sign the paper mandate on site).
  • The electronic mandate is initiated by the merchant (without the BIC and the IBAN entered), then taken and completed by the client via an e-mail link.

Two mandate creation methods are possible:

Click on the create paper mandate button to create a paper mandate. The following page will display:


creation mandate paper version page

Please enter:

  • The title of the debtor

  • The last name of the debtor

  • The first name of the debtor

  • The address of the debtor

  • The reference of the mandate:

=> Enter the complete reference of the mandate (18 digits, for example 000000000000000079).

=> Or enter only the part on the right (e.g. 79), it will be automatically completed with the zeros missing on the left. If no value is entered, a reference will be automatically assigned.

Note: if you have subscribed to the SafeDebit offre, the following data must be entered when creating the mandate:
  • E-mail address
  • Phone number
  • Signature date
  • Signature city
  • The debtor BIC code: enter the BIC code of the debtor without spaces. This field is optional and will be automatically recalulated if it is not completed.

  • The debtor IBAN code: enter the IBAN code of the debtor without spaces.

Then click on the continue button.

The following page will display:


mandate details page (date, debtor last name, etc)

To complete the creation, click on the create mandate button.

The following page will display:


mandate details

You need to:

  • Download and print the mandate.
  • Have it signed by the debtor.
  • Activate the mandate.
Attention: you should not activate a mandate until it is signed by the debtor. When the mandate is created but not yet activated (not yet signed by the debtor), it is visible in the "mandates to sign" tab.

Click on mandate activation. The following page will display:



Please enter:

  • The signature date of the mandate.

  • The place where the mandate was signed.

To activate the mandate, Click on activate mandate. The following page will display:


activated mandate informations page

Note: this mandate activation step is not needed for a mandate with the safeDebit option, since these fields will be populated when the mandate is created.

Click on the create electronic mandate button to create an electronic mandate. The following page will display:


mandate electronic creation page

Please enter:

  • The title of the debtor.

  • The name of the debtor.

  • The first name of the debtor.

  • The e-mail address of the debtor: please enter the debtor's e-mail address which will be used to send the link to activate the mandate.

  • The telephone number of the debtor: enter the telephone number of the debtor if text was selected as the password sending method. If not, this information is optional. The entry format is as follows: +33612345678.

  • The address of the debtor.

  • The reference of the mandate:

=> Enter the complete reference of the mandate (18 digits, for example 000000000000000079).

=> Or enter only the part on the right (e.g. 79), it will be automatically completed with the zeros missing on the left. If no value is entered, a reference will be automatically assigned.

  • The method for sending the OTP.
  • The signature settings allow you to specify by which channel the client can log in by OTP (One Time Password) in order to validate the creation of their mandate:
    • Text: the debtor will receive an OTP by text message on the phone number entered in the "Debtor details" section.
    • E-mail: the debtor will receive an OTP by e-mail at the e-mail address entered in the "Debtor details" section.

This page should then be validated by clicking on continue.

Note: the "E-mail" and "Phone number" fields are mandatory if you have subscribed to the SafeDebit offer.

Text authentication result:


mandate details

E-mail authentication result:


mandate details

This page should then be validated by clicking on send signing session by email.

After validating this stage, the debtor receives a link by e-mail in order to complete the mandate creation process. This document collects all the information referring to the creation of their mandate.



By clicking on "I sign my mandate", the debtor is redirected to the following pages to sign their mandate:


creation and signature area for SEPA mandate

The debtor must then enter their bank details:

  • IBAN: bank account ID.
  • Mandate name: this name is important as it will allow the debtor to identify this new mandate in their wallet for their next payment to you.

Confirming the entry of this information with the confirm information button takes you to the mandate signature and generates a code that is sent to the debtor. After receiving the code by e-mail or text message, the debtor should then enter it in the appropriate field below.



On this page, the mandate can be downloaded during the signature process via the dowload mandate button.

Prior to signing their mandate, the debtor should also enter the code received by e-mail or text message and agree to the acceptance and confidentiality clauses:



By signing their mandate with the sign the sepa mandate button, the debtor move on to the final step:



The customer can also download their signed mandate.

Then, the finalize the transaction button completes the mandate creation procedure and redirects the debtor to your site.

Click on the creditor space tab.

The following page will display:



Two search methods are possible:

Click on the simple search tab to carry out a simple search. The following page will display:


search mandate page by referendce ou debtor name

Fill in the following fields:

  • The mandate reference:

=> Enter the complete reference of the mandate (18 digits, e.g. 000000000000000079)

=> Or enter only the part on the right (e.g. 79), it will be automatically completed with the zeros missing on the left.

  • The name of the debtor

After entering the search criteria (at least 1 criterion must be entered), click on the search button.

A list of mandates will display, depending on the criteria entered:



Click on the advanced search tab to carry out an advanced search. The following page will display:


search page by mandate dates (mandatory) or other criteria (optional)

Fill in the following fields:

  • The date of the mandates: you must enter the start date and end date of the search. The date requested corresponds to the signature date of the mandate.

  • The mandate reference:

=> Enter the complete reference of the mandate (18 digits, e.g. 000000000000000079)

=> Or enter only the part on the right (e.g. 79), it will be automatically completed with the zeros missing on the left.

  • The name of the debtor

  • The mandate type

  • The mandate status

  • The type of direct debit

After entering the search criteria (at least 1 criterion must be entered, at least the date), click on the search button.

A list of mandates will display, depending on the criteria entered:



  • Results can be sorted by clicking on the headers of the relevant columns.


  • The list of mandates can be viewed in an Excel spreadsheet. To do this, click on the excel export button.

The following spreadsheet will display:


excel spreadsheet

  • To view the details of a mandate, click on the mandate reference.


Note: this screenshot includes the "Consumer reference" and "Risky" fields, which are specific to the SafeDebit option. These fields will be populated only if you have subscribed to the SafeDebit option and if the mandate is guaranteed.

=> To view the direct debit history of a mandate, click on details.

The direct debit history page is as follows:


we find the creation date, the amount, the due date and the identifier

Click on back to list to return to the original list.

Click on back to mandate to return to the original mandate.

To view the details of a direct debit, click on the ID of the corresponding direct debit. A redirection to the "Transactions" tab will display the details of the SEPA Direct Debit.

To return to the details of the mandate; click on the "mandate reference" link. To return to the direct debit history, click on the "debit identifier" link.



Note: this screenshot includes the "Secure reference" and "Liability shift" fields, which are specific to the SafeDebit option. These fields will be populated only if you have subscribed to the SafeDebit option and if the SDD payment is guaranteed.

Having carried out a search to find the mandate you want to act on, a list of mandates corresponding to the search criteria entered will display:



Various actions can be performed on each mandate, these operations are available or not depending on the status of the mandate:

Table 3. possible actions on a mandate
Action Explanations Associated button in the list of mandates

(orange = operation is available;

grey = operation is unavailable)

Associated button in the mandate details

(not shown is action is unavailable)

Create a SEPA Direct Debit Mandate - orange return back icon grey return back icon -
Activate You can activate a newly created mandate (unless it benefits from the SafeDebit guarantee, the activation being done by default). orange pencil and magnifying glass crossed icon grey pencil and magnifying glass crossed icon mandate activation
Modify - modify mandate
Suspend You can suspend an active mandate. orange cross icon grey cross icon mandate suspension
Reactivate You can reactivate a suspended mandate. orange validation icon grey validation icon mandate reactivation
Revoke You can revoke an active mandate, i.e. remove it from the mandate database. This means you will not be able to carry out any actions on this mandate, either in terms of management or creation of direct debits. You will therefore only be able to view the mandate and the associated SEPA direct debits for 14 months. orange arrow to the right icon grey arrow to the right icon revoke mandate

Click on the appropriate button depending on whether you are on the mandates list or mandate details view.

Note: if a mandate benefits from the SafeDebit guarantee, this step is not necessary, for this mandate is activated by default.

Having clicked on the picture with a pencil and magnifying glass activation button of a mandate in the results list or on the mandate activation button in the selected mandate details, the following page will display:


search by date and or city

Please enter :

  • The mandate signing date.

  • The city where the mandate was signed.

Click on activate mandate to activate the mandate. The following page will display:


operation summary

Click on back to list to return to the original list.

Click on back to mandate to return to the original mandate

Attention: if you have subscribed to the SafeDebit option, you cannot modify a mandate if guaranteed SDD withdrawals have been created and not finalised on this mandate.

Having clicked on the paper sheet logo modification button of a mandate in the results list or on the modify mandate button in the selected mandate details, the following page will display:



Update fields as necessary then click on the continue button.

The mandate modification confirmation page will display:


modification and mandate information summary

IMPORTANT: the modifications that occur on an electronic mandate (for example the modification of the IBAN) do not appear in the PDF file stored because this PDF file must remain the exact reflection of the document initially validated by the customer. On the other hand, you can see the changes in the details of the mandate.

Having clicked on the cross suspension button of a mandate in the results list or on the mandate suspension button in the selected mandate details, the following page will display:


summary of the mandate to suspend

Click on the suspend mandate button to display the following page:


summary of suspension and mandate

Click on back to list to return to the original list.

Click on back to mandate to return to the initial mandate.

Havaing clicked on the validation icon reactivation button of a mandate in the results list or on the mandate reactivation button in the selected mandate details, the mandate reactivation confirmation page will display:


mandate reactivation confirmation page

Having clicked on the horizontal arrow to the right revoking button of a mandate in the results list or on the revoke mandate button in the selected mandate details, the following page will display:


revoke page

You can download and print a mandate by going to the mandate details page then clicking on the adobe icon next to "Download the mandate".


mandate detail page with adobe logo to print at the bottom center

Attention: this screenshot includes the "Consumer reference" and "Risky" fields, which are specific to the SafeDebit option. These fields will be populated only if you have subscribed to the SafeDebit option and if the SDD is guaranteed.

Click on the user administration tab.

The following page will display:


search page

There are two ways of searching for a user:

Having clicked on the user administration tab, fill in the following fields:

  • the complete or partiel user ID (at least 3 alphanumerical characters)

  • the user creation date

  • the merchant ID associated with the user

Click on search to have the results page displayed:



The right-hand part of the table shows the actions that can be performed on the users found.

Table 4. meaning of the buttonqs
orange validation icon orange pencil and magnifying glass crossed icon orange cross icon orange arrow to the right icon
Modify user rights Edit user details Deactivate user Unlock user

Having clicked on the user administration tab, click on the search by merchant tab to have the following page displayed:


search page by merchant's identifier

Fill in the following fields:

  • the complete or partial merchant ID

Click on search to have the results page displayed:



Click on the link to the webshop of your choice.



The following page will then display:



The right-hand part of the table shows the actions available for the users that have been found.

Table 5. meaning of the buttons
orange validation icon orange pencil and magnifying glass crossed icon orange cross icon orange arrow to the right icon
Modify user rights Edit user details Deactivate user Unlock user

Having clicked on the user administration tab, clicked on the create a user button.

The following page will display:


user creation page.

Fill in the following fields:

  • The user ID (7 alphanumerical characters at least)

  • The user name

  • The user first name

  • The user e-mail address

  • The user language

Click on the next step button to go on with the user creation process. The following page will display:


allows you to associate a user with a merchant

Select the webshop to be associated with the user.



Next, click on the create button to create the user. The following page will display:


the password will be sent to the merchant's email address

The user has now been created. An e-mail will be sent to the address that the user specified. The ID must be sent to the user manually.

Now click on the rights modification button to assign certain rights to the user.

To find out more, please read the 'Modifying user rights' section.

Perform a user search and, from the list of results, click on the link of the user you want to modify, or click on the orange pencil and magnifying glass crossed icon button of the relevant user.


search result window, you can click on the user ID

The following page will then display:


user's characteristics page: login, name, email address, etc.

Click on user modification to have the following page displayed:


fields are editable

Fill in the following fields:

  • The user ID (7 alphanumerical characters at least)

  • The user name

  • The user first name

  • The user e-mail

  • The user language

Then click on the next step button to go on with the user modification process. The following page will display:


first part of the page, to remove a merchant, the second part to associate a merchant

Select the merchant you want to remove:



Select the merchant you want to associate with the user:



Click on the send button to finalise the user modification process. The following page will display:


the user successfully modified

Perform a user search and, from the list of results, click on the link of the user you want to modify the rights of, or click on the orange validation button button of the relevant user.



The following page will display:


list of user rights with their status

The list of rights authorised for the webshop (depending on the contract) will display:

  • SRCH.N: advanced search
  • SRCH.C: search by card number
  • SRCH.1: simple search
  • PAYM.1: creation of a single payment
  • XPAYM: creation of a payment in instalments
  • REFND: refund
  • CANCL: cancellation
  • VALID: validation
  • DUPLI: duplication
  • CREDIT: credit

Two methods for assigning rights are possible:

  • Click on the grey cross button or orange validation button buttons of each right you want to (un)assign to the user.

When you are finished, all the selected rights will be marked with the orange validation button button:


example of an user with all rights

or

  • Click on the give all rights or remove all rights buttons to give or remove all rights in a single action.

All rights will be marked with the orange validation button button after you have clicked on the give all rights button:


example of an user with all rights

All rights will be marked with the button after you have clicked on the button remove all rights :



Perform a user search and, from the list of results, click on the link of the user you want to deactivate, or click on the orange cross button button of the relevant user.



The following page will display:


user details: identifier, name, email address

The user has now been deactivated and cannot connect to Sips Office Extranet any longer.

Perform a user search and, from the list of results, click on the link of the user you want to activate, or click on the grey cross button button of the relevant user.



The following page will display:


user details: identifier, name, email address, etc.

The user has now been activated and can connect to Sips Office Extranet.

The user is locked after 3 attempts to log in with a wrong password.

Perform a user search and, from the list of results, click on the link of the user you want to unlock, or click on the arrow to right orange button button of the relevant user.



The following page will display:


user details: identifier, name, email address, etc.

The user is now unlocked. They will receive an e-mail with a temporary password and will have to change this password the next time they log in.

Click on the settings tab. The following page will display:


 summary of merchant details: id, country, name, MCCC code

Click on the add to the grey list tab to have the following page displayed:


allow to add card by searching with transaction reference or card number

Two methods can be used to add a card number to a grey list:

Method 1: entering the references of a transaction already processed

Please fill in:

  • The transaction reference.

  • The reason for greylisting the card (select from the dropdown list).

Then click on add to validate the addition of the card number to the grey list.

The following page will display if the addition has been accepted:


the card has been added to the grey list, plus a summary of the card information

If the addition has been refused, a refusal page like the one shown below will be displayed:


the reference transaction doesnt exist

or

Method 2: entering a card number directly

Please fill in:

  • The card number.

  • The reason for greylisting the card (select from the dropdown list).

Then click on add to validate the addition to the grey list.

If the addition has been accepted, the following page will display:


the card has been added to the grey list, plus card information

If the addition has been refused, below is a sample refusal page:


the card number is invalid

click on the settings tab. The following page will display:


merchants details: identifier, name, MCC code

click on the search grey lists tab to have the following page displayed:


card search by transaction reference or card number

Two methods can be used to view a greylisted card number:

Method 1: entering the reference of a transaction

Define the following search criterion:

  • The transaction reference.

Once you have defined this criterion, click on search.

If the transaction has been found, the following page will display:


result list displayed:

card number, transaction reference, merchant identifier, reason to graylisted, creation and by who

The right-hand part of the table shows the action that can be performed on a transaction for which the card has been greylisted.

Click on the rubber orange button button to delete a transaction the card of which has been greylisted.

If the transaction has not been found, the following page will display:


None of the blacklist cards does match the search

or

Method 2: entering a card number

Define the following search criterion:

  • The card number.

Once you have defined this criterion, click on search.

If the card has been found, the following page will display:


results list displayed:

card number, transaction reference, merchant identifier, reason to graylisted, creation and by who

The right-hand part of the table shows the action that can be performed on a transaction for which the card has been greylisted.

Click on the rubber orange button button to remove a transaction the card of which that has been greylisted.

If the transaction has not been found, the following page will display:


none of the blacklist cards does match the search

To delete a card number from a grey list, you must first search for a card number directly, or search for a card number from a transaction.

There are several possible methods for conducting such a search.

These various methods are described in the 'Viewing a card number' section.

The card number deletion method is the same regardless of the search method used.

A list of card numbers matching the defined criteria will display:


result list displayed:

card number, transaction reference, merchant identifier, reason to graylisted, creation and by who

Click on the  button to delete the card number from the grey list. The following page will display:


card delete confirmation plus card to delete information

Click on delete to confirm the deletion.

If the deletion has been successful, the following page will display:


the card has been deleted from the grey list plus card informations

Click on back to list to return to the original list.

The following page will display:


none of the cards in grey list does match the search

If you have subscribed to this option, Sips Office Extranet gives you the opportunity to view your activity figures on your homepage, in the form of a statistics dashboard (presented in widgets):


dashboard

You can look different information: transaction status, accepted transactions, rejected transactions, captured transactions or uncaptured transactions.

These widgets aim to provide a quick and synthetic view of your eshop's activity per 24-hour period by focusing on the following main indicators:

  • Volume and amount of accepted transactions
  • Volume and amount of rejected transactions
  • Volume and amount of captured transactions
  • Volume and amount of uncaptured transactions
  • Average basket amount

It is possible to change the consultation date up to 60 days back.

If several currencies have been used during the day, a drop-down list allows you to select the data for the desired currency. The tool does not convert currencies. To see all the transactions received, it is necessary to consult all the currencies used during the day.

Note:

These indicators are not intended to replace the use of reports, which allow a much more elaborate but less dynamic consolidation. Occasional discrepancies may therefore occur between the reports and the widget display.

Accepted transactions

This widget displays the number of accepted transactions for the selected day and the sum of the amounts of these transactions in the selected currency. This amount is calculated before any operations such as cancellations or refunds. Once accepted, the transaction is posted and the amount added.

Future cash management operations do not affect this counter.

Rejected transactions

This widget displays, for the selected day, the number of transactions that have been rejected, either on authorisation or on remittance, as well as the sum of the amounts in the selected currency.

Captured transactions

This widget displays, for the selected day, the number of transactions that have been settled and the sum of the amounts in the selected currency. This amount represents the actual turnover received. It may differ from the amount of accepted transactions due to total or partial refunds, cancellations or rejections during remittance.

Uncaptured transactions

This widget displays the number of transactions that have not been settled or processed on the selected day.

This indicator is calculated by deducting the settled and rejected transactions from the total transactions created.

A transaction can appear in this widget for several reasons:

  • The settlement has not been performed yet
  • Some cash management operations reduce the initial amount of the transaction (refund, cancellation, etc)
  • The transaction has been cancelled in full and will not be settled

As soon as a transaction is settled, even partially, or ends up being rejected, the number of transactions to be processed is decremented. The amount is only decremented if it has been effectively settled, so it is quite possible that there is an unsettled amount even if the number of transactions is 0

Average basket amount

This value represents the amount of a customer's average basket when the payment is accepted. It is calculated as the ratio of the amount of accepted transactions to the number of accepted transactions.

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