Westpac Batch AdvantageGetting Started with Batch Advantage

Using Batch Advantage is easy. This guide provides basic information to merchants to get you started using Batch Advantage. We recommend that you also refer to the Batch Advantage User Guide (available from the Batch Advantage portal Main menu Download) which provides detailed assistance for every screen.

As a Batch Advantage customer, you obviously want to process credit card (MasterCard, Visa, Bankcard) and charge card (American Express and Diners Club) payments. Batch Advantage provides a few options to do this. After you have logged on, you will see a menu on the left. Under the heading Create are the options: Upload File, New Batch, Ad-hoc Payment. The following table explains these options and provides guidance on which option is right for you.

Option Description

Upload File This option allows a file containing credit and/or charge card payments to be uploaded into Batch Advantage for processing. You would use this option if you wanted to work offline in collecting payment details and then submit all of them at once for processing. This is often used by merchants collecting recurring payments.

There are a number of upload formats including:

Microsoft Excel template available via the Download menu.

Westpac MTS (Merchant Transmission Service) format

Other Batch Format 1

Many customers will opt to use the Microsoft Excel template as it is very easy to use for people with basic spreadsheet skills. You simply download the template, enter transactions, save the spreadsheet in a secure place, login to Batch Advantage and upload the spreadsheet. If the upload is successful, the batch should then be submitted for processing.

Specifications for the other two formats are available via the Download menu (via Download the Batch Advantage User Guide and other Product Documentation link).

Remember: if you are choosing to record credit and/or charge card details in a file stored on your hard disk that it is your responsibility to keep those details safe and to ensure that they are not misused.

New Batch This option allows a batch of recurring credit and/or charge card payments to be entered directly online into Batch Advantage rather than stored in a separate file outside of Batch Advantage.

For many customers working entirely online, the Ad-hoc Payment option may be more appropriate. However, the New Batch option would be best if you want to submit a batch of recurring payments and do not want to store the card details on your hard disk. After a batch has been processed, you may use the Create Copy feature (under Processed Batches) to create a copy of the batch and then make any modifications required before submitting the batch copy for processing on the next date.

Ad-hoc Payment

This option allows for the processing of a single credit and/or charge card payment in real-time. That is, after submitting an ad-hoc payment, you will receive a response in a few seconds telling you whether the transaction has been successful or not.

You would use this option if you want an immediate response for a single transaction. Customers with a permanent Internet connection may find this option is the best for them if receiving one-off instead of recurring payments.

You should decide which option works the best for your situation and then refer to the Batch Advantage User Guide for detailed help on the associated screens. Remember: you can also access online help for any screen by clicking on the question mark symbol in the top right of every screen with the text Help underneath.

Frequently Asked Questions (FAQs)This section provides answers to some of the Frequently Asked Questions received by our help desk.

1. Do I pay the Merchant Service Fee for declined transactions?

No. You will only pay the Merchant Service Fee for approved transactions.

2. I want to accept Amex/Diners. How do I do this?

To accept charge cards such as Amex or Diners through Batch Advantage, you must first arrange a merchant facility directly with the charge card company. This cannot be arranged via Westpac.

You will receive a 10-digit merchant ID from Amex or Diners. If you have multiple Westpac merchant IDs in Batch Advantage, you will require a separate Amex or Diners facility for each Westpac merchant ID.

To register your Amex/Diners facility in Batch Advantage, click on Set Preferences in the main menu and then click on the Register to accept Amex or Diners through Batch Advantage link. Follow the instructions to complete the process.

Remember: Although Batch Advantage provides a channel for accepting Amex and Diners transactions, any settlement or fee related questions for Amex/Diners transactions should be directed to the charge card company and not Westpac.

3. After submitting a batch, when will I see the money in my account?

For any transactions processed before 6:00pm AEST (Australian Eastern Standard) time on a banking day merchants settling to a Westpac bank account will see the funds in their account on the next days bank statement. For example, if a file is processed on a Wednesday, the funds will appear on the bank statement on Thursday morning, dated with Wednesdays date.

If processing on a non-banking day, you will receive the funds after the next banking days. For example, if a file is processed on a Saturday, the funds will appear on the bank statement on Tuesday morning, dated with Mondays date (Monday being the next banking day).

Please note the following:

For large batches or during business periods, there may be some time between the submitting of a batch and then transactions being processed. Merchants are advised to submit batches before 5pm to ensure that the transactions are processed before the 6pm cut-off.

Merchants settling funds to other banks may experience delays in settlement depending on the other bank systems.

Settlement for Amex/Diners transactions will be determined by your direct merchant relationship with the charge card company and is not determined by WBC.

4. I have uploaded my file, but it contains errors or warnings. What do I do now?

Errors fall into 2 categories:

Whole file meaning the file could not be read at all.

Transaction only meaning that the file format is ok, but there are errors for individual transactions.

Both types of error must be corrected before the file can be submitted for processing.

Errors related to the whole file will be reported on the Uploaded File Details page. The status will be reported as File Format Error, and a description of the error will be provided. You must correct the file as indicated and upload it again. You should also ensure that you have the correct format selected on the Set Preferences page.

Transaction level errors will be reported on the Batch Details page. A message will appear stating the number of errors in the file eg This batch contains 1 error. You should press the View Errors button and step through the

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Frequently Asked Questions (FAQs)This section provides answers to some of the Frequently Asked Questions received by our help desk.

individual transaction errors. The Transaction Details Error page will display the transaction that contains the error, along with a description of the error. You may either correct the error for this transaction and press Next, or press the Delete button to delete this transaction from the batch. If you delete the transaction, it will not be present in the reject report after the batch is processed.

Warnings will also be reported on the Batch Details page. Warnings do not prevent you from submitting the batch they are for your information only. You can step through them in a similar fashion to errors by pressing the View Warnings button. The most common warning is that the card expiry date is in the past, meaning that the transaction will almost certainly be declined. You may wish to correct the expiry date before submitting the batch for processing.

5. Ive accidentally uploaded a batch twice. What do I do?

If you have accidentally uploaded a batch twice, go to Unsent Batches and locate the duplicate batch on the List of Batches. Select the unwanted batch by clicking on the radio button (open circle) to the left of the Batch Name and click on Delete. You

will be asked to confirm this action, after which the batch will be removed completely.

Note:

After deleting a batch, you must upload again to bring it back into Batch Advantage.

You cannot delete a batch that has been processed. If you have processed a second copy of a batch, cardholders will be debited twice. You will need to refund these cardholders for the extra amounts debited from their card.

6. My Internet connection died whilst uploading a file. Did it work?

If your Internet connection dies whilst uploading a file, re-establish your Internet connection and log back into Batch Advantage. You can go to the View Recent Uploads menu to then check whether the upload was completed or not. If so, you may proceed with correcting any errors and submitting the batch. Otherwise, you should upload the file again.

7. My Internet connection died whilst submitting a batch. Did it work?

If your Internet connection dies whilst submitting a batch, re-establish your Internet connection and log

back into Batch Advantage to check the following:

If the batch is on the Unsent Batches page, it has not been submitted and you can now submit it.

If the batch is on the Scheduled Batches page, it has been submitted for a future date and will be processed on that date.

If the batch is on the Processed Batches page, it has been submitted and you may view the batch to see the processing results.

8. Ive submitted a batch for a future date. What will happen with this?

If you submit a batch for a future date, Batch Advantage will display this batch on the Scheduled Batches page. You may cancel a scheduled batch before it is processed to return it to the Unsent Batches page.

A scheduled batch will be processed after 3am on the scheduled date. Your customers card account will be debited on that date and not before. Funds will be credited to your account on the scheduled date in the same way as normal.

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9. Iwanttoprocessasalesrefundtransaction.HowdoIdothis?

Youmayprocesssalesrefundtransactionsbytransferringtheamountoftherefundfromyouraccounttoacardaccount.Therefundamountcanbeuptotheoriginalsalesamountbutnotexceed.Youshallnotprocessanyrefundtoacardaccountunlesstheoriginaltransactionbetweenyouandthatcardholderwaspaidforbythecardholderusingtherelevantcard.

BatchAdvantageprovides2optionstodothis:Ad-hocPaymentorBatchfile.Theyareasfollows:

Ad-hocPaymentYouwouldusethisoptiononlyifyouhavepreviouslyusedtheAd-hocPaymenttoprocessyouroriginalsalestransaction.BatchAdvantagewillsearchfortheoriginalsalestransaction.Onceitisfound,youcanpresstheRefundTransactionbuttontoproceed.

Batchfileyouwouldusethisoptionifhavepreviouslysubmittedtheoriginalsalestransactionviaabatchfile.Youcanchoosetopreparethebatchfileonline(ieNewBatch)oroffline(ieUploadFile),whicheveroptionisrightforyou.Theofflinecontains3fileformats:MicrosoftExcel,WestpacMTSandOtherBatchFormat1.

10. MerchantswhomenterthecardpaymentsdirectlyonlineintoBatchAdvantagedonothavetostorethecreditcarddataontheirPC,andworryaboutthesecurityofdata.HowlongisthisdatastoredonBatchAdvantage?

BatchAdvantagestoreddataupto220daysfromthedateofthetransaction.

11. TheCVN(CardVerificationNumber)fieldwhichdisplaysunderAd-hocPayment.Whatisit?

CVN(alsoknownasCVV-CardVerificationValue)isa3digitnumberthatisprintedinreverseitalicsonthesignaturepanelontherearofthecard.

ThistoolisonlyusedforMOTO(MailOrder,TelephoneOrder)andIVR(IntegratedVoiceResponse)basedtransactions.EachtransactionmustcarrythecorrectMOTOindicator.

TheuseofCVNisrecommendedwhenmerchantsultiliseAd-hocPaymenttoprocessMOTOtransactions.BysupplyingtheCVN,itenablestheissuingbanktobettervalidatethecardthatitispresentatthetimeofthetransaction.

2006WestpacBankingCorporationABN33007457141. GD6718(3/06)