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Customised Transaction Reports on WebMIS

Updated

You can reach this via the home page by selecting ‘Custom Query’ under ‘All Transactions’, or in the header bar under ‘Reporting’. Please note the options below to generate reports for ‘Today’ and so on; these will generate a report including all the terminals which your account has access to, for the entirety of the specified day, regardless of the status of the transactions.

 

This is often unnecessary, so if you need to create a more specific report, you should use ‘Custom Query’, which is used to generate reports of transactions for a specific terminal ID or merchant ID, among other variables which we will explore in this article.

🧾Standard tab

This tab presents the most common options for narrowing down a search. Combined, these options are often sufficient to locate a specific transaction. Clicking the ‘Search’ button will generate a list of transactions in your web browser. This is fast and convenient, but the report generated can only cover a maximum of 30 days or 1 calendar month, and 100 transactions.

If a longer period or more transactions are needed, use the ‘Generate Report’ option in the ‘Advanced’ tab to create an offline report, which can cover up to 90 days or 3 calendar months.This is covered in more detail at the end of the ‘Advanced’ section of this article.

From/To

You can search within a specific date range and a specific time range at the same time. For example, to search for transactions made from between 01/01/24 at 8am, and 02/01/24 at 4:30pm, you would need to enter the following:

01/01/24 08:00:00 & 02/01/24 16:30:00

The maximum date range is 30 days or 1 calendar month for a search displayed on WebMIS, with a maximum of 100 results displayed on the web page. For a report that is generated as a spreadsheet, the maximum date range is 90 days or 3 calendar months (please see below under ‘Advanced tab’ for further details).

Card No.

Use the first 4–6 and last 4 digits of a card number (with a space in between). This is useful for specifying transactions conducted by a specific customer.

Amount

Specify the amount of money. For example, if you were searching for a transaction made for £70.01, you would write ’70.01’. It is not necessary to specify the currency in this field.

⚙️Advanced tab

This tab provides a range of specific variables to narrow down a search, which in combination with each other and the options on the standard tab allow a user to create a report tailored to specific requirements.

Be aware, most of these fields are not displayed by default and will need to be added to the search using the ‘Columns’ tab. Additionally, some of these fields will be blank for most transactions, depending on the client integration and the type of transaction.

Terminal ID

Specify a terminal ID, which is an 8 digit number, so that transactions from one specific terminal are shown in the report.

Machine Reference

You can identify a specific terminal by its machine reference (also known as the serial number), which is helpful when the terminal ID is unknown or when the same device has been used under multiple terminal IDs. 

Note that providing the machine reference during terminal boarding is optional - so this method of searching will only work if the field was completed during setup.

User Reference

Search via a reference which is supplied by the client software integrated with the CardEase platform. Not all transactions will have a User Reference assigned.

Transaction Reference

This is the unique CardEase reference that is generated for every transaction. This is useful if you need to view a specific transaction, but please be aware that the correct date/date range still needs to be selected when searching.

The transaction reference is alphanumeric, and is created in the following format:

ge753270-c1do-ut99-a7y3-994756bb9e9c

Batch Reference

The settlement batch GUID. This is a unique reference assigned to a group of transactions when they are sent to the acquiring bank for settlement.

Authorisation Code

This is a six digit numerical, alphabetical or alphanumeric code which is assigned to a transaction by the acquiring bank once it has been authorised.

Merchant Number

This is the merchant ID which a given set of terminals will be linked to. This is useful if you need to generate a report for all the terminals linked to a specific merchant bank account.

Date/Time Locality

This changes where the given time/date of the transaction is being drawn from. 

  • If ‘Terminal’ is selected, the time/date that is set on the actual payment device will be displayed. 
  • If ‘Browser’ is selected, the time/date will be displayed relative to the time zone set on the browser which the WebMIS user is logged into. 
  • If ‘UTC’ is selected the date/time will be displayed relative to Coordinated Universal Time.

Card Reference

The unique reference assigned to a card when it is used on the CardEase platform. It is possible for the GUID to change, but this is unlikely.

Card Scheme

Specify the report to only include transactions made with the card schemes selected; the below list includes all card schemes that are currently or were at some point certified for use with the CardEase platform:

  • Amex
  • Cash (Legacy feature used for reconciliation purposes)
  • Cheque (Legacy feature used for reconciliation purposes)
  • Diners
  • Discover
  • EBT (Legacy card scheme)
  • JCB
  • Maestro
  • MasterCard
  • PayPal (Legacy card scheme)
  • RPS (Legacy card scheme)
  • UnionPay
  • Visa

Scope

Select a distributor, client or terminal group to search within. This is useful if you need to search for transactions made within a certain subset, for example all the terminals boarded under a Client may not be linked to the same merchant ID, so this would be an effective way to generate a report for them.

The hierarchy of Distributor, Client, Group and Terminal (preceded by the WebMIS terminal ID) are displayed as below in the Scope view. A Terminal Group will contain at least one terminal, a Client will contain at least one Terminal Group, and a Distributor will contain at least one Client. 

Please note that a Distributor is not required, and an account may be boarded as a Client, Group and Terminal only.

Currency

Specify the search to include only transactions conducted in the selected currencies; this is useful for merchants/terminals that can process transactions in more than one currency.

Subset Options

  • All: Selected by default, this will include all transactions regardless of status.
  • Approved Authorisations: Payments that have been approved, regardless of whether they have been settled or not.
  • Approved Refunds: Refunds that have been approved, regardless of whether they have been settled or not.
  • Approved Revenue: Refunds and payments that have been approved, regardless of whether they have been settled or not.
  • Declined Authorisations: Payments that have been declined.
  • Declined Refunds: Refunds that have been declined.
  • Declined Revenue: Refunds and payments that have been declined.
  • Not Settled Authorisations: Payments that have been approved but have not yet settled.
  • Not Settled Refunds: Refunds that have been approved but have not yet settled.
  • Not Settled Revenue: Refunds and payments that have been approved but have not yet settled.
  • Settled Authorisations: Payments that have been approved and settled.
  • Settled Refunds: Refunds that have been approved and settled.
  • Settled Revenue: Refunds and payments that have been approved and settled.
  • Custom Selection: Selecting this option will allow you to select any combination of the above. Hold down the Ctrl/Apple key to select more than one option.

User Email Address

If the transaction was initiated in WebMIS, this field can be used to search using the email address of the user which performed the transaction.

Initial Order

This is used to change the way that the list of transactions are ordered once the report has been generated. By default, transactions are ordered by the date and time, beginning with the most recent.

📄Generate Report

  • This section is essential for exporting large amounts of transaction data. When the ‘Generate Report’ button is clicked, WebMIS will begin generating a report which, once completed, can be downloaded from the ‘Manage Reports’ page which is accessible from the ‘Reporting’ menu. These offline reports can cover a maximum period of 90 days or 3 calendar months.
  • Note that if a report contains more than 65,000 transactions, any transactions over 65,000 will be displayed in a new tab in the document. For example if a report contains 160,000 transactions, then this would be displayed in three separate tabs.

Report Name

Change the name of the report that is generated. By default the name will be determined by the date range selected.

Column Options

Offline reports can be configured to include only the default columns, or can use a custom selection of columns specified in the ‘Columns’ tab.

Report Language

Change the language in which the columns at the top of the report are named. 

Report Format

Offline reports can be generated in the following formats; xls, xlsx, CSV or XML.

🗓️Scheduler tab

If this tab is not visible to you, please set your ‘User interface’ to ‘Advanced’ via Account > Preferences > User interface.

This tab is only necessary if you need your report to be automatically generated on a regular basis.

Run this report every

Specify how frequently the report should be run; daily, weekly or monthly.

Include data from the

Specify how many days to include in the report, relative to the date selected. This can be either the prior day/week/month, or the week/month up until the selected date.

Include full days only

Select this option to ensure that results from incomplete days are not yet included.

Repeat until

This option should be used if the report is only required to be generated up until a specific date, otherwise it will run indefinitely/until deleted.

Name this report

Provide a name for the scheduled report. This field is required to be filled out.

Column Options

Specify whether the schedules report should include the custom selection of columns that you have saved previously, only the default columns, or the columns that are presently selected in the ‘Columns’ tab.

Column tab

If this tab is not visible to you, please set your ‘User interface’ to ‘Advanced’ via Account > Preferences > User interface.

Defaults

  • Date/Time: The date and time of the transaction
  • Terminal Id: The unique 8 digit numerical WebMIS ID for the terminal that processed the transaction
  • Terminal: The description/name assigned to the terminal on WebMIS
  • Machine Reference: The serial number that was logged for the terminal. This may be blank.
  • User Reference: A reference which is supplied by the client software integrated with the CardEase platform, this may be blank.
  • Card Scheme: The card scheme which the payment card was issued by.
  • Card Number: The first six and last four digits of the payment card used.
  • Approved: A tick will be displayed if the transaction was approved, and a cross will be displayed if not.
  • State: If the transaction has been automatically/manually confirmed by the integration.
  • Type: The type of transaction, such as an Authorisation, Refund, PreAuth or Deferred Auth. 
  • Settled: Whether the transaction has been sent to the acquirer for settlement or not. Generally a committed transaction will be settled at the end of the day.
  • Amount: The amount that the transaction was processed for. For some transaction types, this may not be the final amount sent for settlement.

Others

  • 3-D Secure Enrolled: Whether the transaction was initiated by a merchant set up to perform 3DS checks. 
  • 3-D Secure Status: Whether the transaction passed the 3DS check.
  • Accuracy: Legacy feature. 
  • Acquirer: The acquiring bank which the merchant ID was issued by. This is the bank which will receive the funds once they are sent for settlement.
  • Acquirer Response Code: A numerical or sometimes alphanumeric code representing the response to the transaction request, returned by the acquirer. This is usually accompanied by the ‘Acquirer Response Code Description’ which provides extra information about the response. 
  • Acquirer Response Code Description: The response which the acquiring bank sent regarding the transaction; common responses are ‘Approved’, ‘Not Authorised’ and ‘Not sufficient funds’ but there are many potential responses that vary depending on the acquirer.
  • Address Result: Whether the address provided by the integration has been verified by the acquiring bank.
  • Amount Approved Online: The amount approved by the bank.
  • Amount Authorised: The amount authorised by the bank.
  • Amount Currency: The transaction currency, this is only used for offline transactions.
  • Amount Requested at Authorisation: The amount requested, generally only shown for offline transactions.
  • Amount Final: The transaction amount, only used for incremental authorisations.
  • Amount Type: Whether the amount given is an estimate (which will generally be for PreAuths) or is a defined amount which will not change.
  • Auth Code: This is a six digit numerical, alphabetical or alphanumeric code which is assigned to a transaction by the acquiring bank once it has been authorised.
  • Batch Reference: An optional custom reference that can be set for a batch of transactions.
  • Card Reference: Reference to the CardEase card token, an identifier for the card used. Can be used with card hash in lieu of card data to process a payment.
  • Cardholder: The name associated with the card used to process the transaction. This is usually left blank.
  • Cashback Authorised: Amount value, may be possible for less to be authorised. Legacy feature.
  • Cashback Requested at Authorisation: Cashback amount submitted for authorisation. Legacy feature.
  • Client: The name of the Client on WebMIS which the relevant Terminal Group and Terminal is boarded within. The hierarchy is: Distributor (optional) > Client > Terminal Group > Terminal.
  • Creator Email Address: The email address of the user which performed the transaction, if the transaction was initiated in WebMIS.
  • CSC Result: If the CSC has been supplied & checked, this shows if it matches the CSC on file.
  • Currency: The currency of the request sent to the platform.
  • Distributor: The name of the Distributor which the relevant Client, Terminal Group and Terminal are boarded under. The hierarchy is: Distributor (optional) > Client > Terminal Group > Terminal.
  • Dom/Intl: Whether the card used is domestic or international, from the perspective of the merchant.
  • Email Address: The customer email address, if supplied in the request. For ECOM transactions only.
  • Entry Type: The method of initiating the transaction.
  • ICC: A card present contact transaction using an EMV/chip card with an Integrated Circuit Card. 
  • Contactless - EMV: A card present contactless transaction using an EMV/chip card.
  • Keyed - E-Commerce: A card not present transaction.
  • CNP - Keyed: A card not present transaction where the card details are manually entered into a point of sale system.
  • CAT: A card present magstripe transaction.
  • Magstripe Contactless (Legacy): A card present contactless transaction performed with a magstripe card. This entry method has now been phased out.
  • Expiry Date: The expiry month/year of the card used.
  • Fraud Profiling: Legacy feature.
  • Issue Number: The issue number of the card, if it has one.
  • Payment Account Reference (PAR): An account reference returned by issuing banks that is unique to the card holder. Most commonly seen as a virtual card number created for Google/Apple Pay accounts.
  • Latitude: The latitude associated with the transaction.
  • Longitude: The longitude associated with the transaction.
  • Merchant: The name of the merchant on WebMIS which the transaction was processed with.
  • Merchant Number: The merchant ID which the terminal processing the transaction is linked to.
  • Merchant Number Alternative: Often known as the Settlement Merchant ID, this is required by  some acquiring banks. This field may also be used by some acquiring banks for a second point of data, other than the Settlement MID, which is linked to the merchant ID. 
  • PayPal Id: Legacy feature.
  • Start Date: The month/year at which the card was issued
  • Terminal Group: The name of the Terminal Group on WebMIS which the relevant Terminal is boarded within. The hierarchy is: Distributor (optional) > Client > Terminal Group > Terminal.
  • Tip Authorised: The tip amount authorised by the bank.
  • Tip Requested at Authorisation: The tip amount requested, generally only shown for offline transactions.
  • Transaction Fee: Legacy feature.
  • Transaction Merchant Address: The address of the merchant, if supplied in the transaction request.
  • Transaction Merchant Name: The name of the merchant, if supplied in the transaction request.
  • User Data: Legacy feature. 
  • Zip Code Result: Whether the ZIP code entered for an ECOM transaction matches what is registered for the card. 

 

❗ Using a Different Portal?

You can find the relevant links to log in to your respective platform(s) on the NMI website.

If your login page looks like either of the below, you will need to view support documents for the ONE platform:

If your login page looks like this, you will need to view support documents for the USA ePay platform:

 

❓ Need help with something else?

Just submit a support request here and our Live Support team will be able to assist.