Using Orbital^® Virtual Terminal

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Virtual Terminal overview

The Orbital^® Virtual Terminal is a web-based application that performs the processing functions of a physical point-of-sale (POS) system and requires only a computer with a secure Internet connection and a web browser. You can use it for key-entered transactions and a variety of other payments management functions.

Tutorials

Reference guides

Learn how to read your statement by using our guide (PDF).
View a list of statement fees definitions to learn more about why certain fees may appear on your statement.

Using Virtual Terminal

On the Login page, select the small Need Assistance Logging In link below the Login button.
On the Need Assistance page, select the Reset Your Password link in the Forgotten Password section.
Enter your username and email address.
Select the Submit button.

Note: A temporary, single-use password will be sent to the registered email address for the user account. You'll need to establish a new password the next time you log in.

If a power failure or system outage occurs, you can continue getting authorizations using the voice authorization system. Once you're able, you'll need to add the voice authorization detail to your Orbital Virtual Terminal batch using a force transaction.
On the New Order menu, select Force.
Enter the card number, expiration date and card verification number.
Enter the amount of the sale and the order ID, which should be a unique alphanumeric value determined by your business's internal guidelines, like an invoice number or a sales reference number.
In the Prior Auth Approval Code field, enter the number you received from the voice authorization system for this transaction.
Enter any other necessary transaction information – required fields are indicated with a blue dot.
If you just want to put a hold on your customer's funds, but not charge the card at this time, you can select the Force button. The transaction won't settle until you follow up and mark it for settlement.
If you're sure the sales amount won't be changing and you want the transaction to be included in your next settled batch, you should select the Force and Capture button.

Note: To enter purchasing or commercial card information, select the LEVEL II DATA or LEVEL III DATA tabs.

Perform an account verification to ensure the cardholder's account is legitimate and has funds available.

On the New Order menu, select Account Verification.
Enter the cardholder information and select the Verify button.

The Orbital Virtual Terminal offers the capability to select a batch or set of transactions and view detail directly on the webpage.

To view detail in an open batch, select the Open Batch menu option. To view detail for a closed batch (already settled) or transactions in that batch, on the Review menu select Batch Search or Transaction Search.
Enter or select the criteria for your report.
From the Query Type dropdown at the bottom of the page, select Detailed Transactions.
Select the Search button.
Select the appropriate item's radio button and select the Batch Details or View Order command button, depending on whether you're viewing batches or transactions.

Profile Management is an additional module for subscribing Virtual Terminal users.

On the Admin menu, select Profile Management.
Select the New Profile button.
Enter any necessary information for this customer.
Select the Add Managed Billing – Recurring checkbox to enable recurring payments for this profile.
To customize a billing pattern for this profile, select the Override Defaults checkbox and specify the new billing pattern. Otherwise, the profile will be billed using your existing default pattern (this pattern can be viewed and modified by selecting Profile > Managed Billing from the Admin menu).
Select the Add button when finished.
You can also create a profile when you process a transaction, by selecting the Add to Profile Management checkbox on the New Order page.

Managed Billing is an additional module for subscribing Virtual Terminal users. You should establish a default recurring billing pattern for your account.

On the Admin menu, select Profile > Managed Billing.
In the Recurrence Pattern area, you can create a very specific billing pattern based on day, week or month.
Select the Save button when you're finished.
This pattern will apply to all customer profiles that you've enabled for recurring payments, and haven't customized a billing pattern for.
To go back and enable or alter recurring payments for a customer profile, on the Admin menu, select Profile Management.
In the Search – Edit or View Profiles area, enter search criteria for the existing profile and select the Search button.
On the results page, select the profile's radio button and select the Edit/View Profile button.
Select the Add Managed Billing – Recurring checkbox to enable recurring payments for this profile.
To customize a billing pattern for this profile, select the Override Defaults checkbox and specify the new billing pattern. Otherwise, the profile will be billed using your existing default pattern.
Select the Add button when finished.

Your merchant number (Merchant ID) is located across the top-middle of the Virtual Terminal screen above any transaction information.
Your merchant number is also located on the front of your merchant statement, which is always available in our online reporting application, Resource Online.

To request the setup of additional users, please contact Gateway Support at 1-800-254-9556.
To ensure the security of your sensitive data, account verification and contact authentication will be required.

You can process with tokens in Virtual Terminal. Select the Safetech Token option from the existing Account Type dropdown.
Interested in learning more about tokenization? Refer to the Virtual Terminal User Guide in the Developer Center.

Simplifies your payments infrastructure with no need for hardware or dedicated phone lines.
Enables you to access a full range of processing functions needed to manually enter and process credit card transactions, including authorization, refunds, voids, etc.
Offers a comprehensive set of payment management functions such as splitting of shipments; settlement of marked transactions; and retrieval, review and settlement of batches.
Provides options to either settle batch transactions automatically at the end of each day or manually oversee the process yourself by logging into the Orbital Virtual Terminal - when and where you want to.
Allows you to research and retrieve past orders quickly and with ease.
Secures your payments via a safe and secure login with multi-tiered access.

The Virtual Terminal supports Address Verification System (AVS), Card Verification values (CVV, CVV2, CID) and Account Verification.

AVS - lets you enter a customer's home address and compares the numerics to the address on file with the credit card company. If someone uses a stolen card and wants products shipped to an alternate address, AVS will detect this for you.
CVV, CVV2 - a verification process that utilizes a three-digit code printed on the reverse of a card in the signature panel; used when authorizing credit card transactions where the physical card is not present.
CID – American Express' verification process that utilizes the four-digit code printed on the front of the card, just above the primary account number; used when authorizing credit card transactions where the physical card is not present.
Account Verification – allows you to verify cardholder accounts without financially impacting the customer's available credit. AVS and CVD can be verified along with the account number.

Purchasing card processing

You can process purchasing cards with Level II and Level III data via the Virtual Terminal.

Processing electronic checks

Your company may be able to process electronic checks. Please contact your account executive or a sales representative for further information.

Processing in currencies other than U.S. dollars

Your company may qualify for international currency services. Please contact a sales representative for further information.

Issuing refunds

From the New Order menu, select the Credit option, enter the required data and then select the Credit button. You can also look up transactions underneath the Review tab and perform a quick credit. This type of refund will not require the merchant to re-enter the information.

Using the Virtual Terminal outside my office (e.g., at a tradeshow)

You can access the Orbital Virtual Terminal anywhere you have a secure Internet connection and a Web browser.

Using Virtual Terminal to authorize items, and then settling them through another processing interface to Chase Merchant Services

Some card-not-present for transaction merchants can use this feature; however, it is mandatory that the settlement process include the original authorization code and date obtained from Virtual Terminal, as well as the order number, your merchant ID and the card number. Please contact a sales representative or your account executive for further information.

Using other payment processors with Orbital Virtual Terminal

This service is a proprietary system of Chase Merchant Services and is only available to our merchant base. If you are currently using another payment processor, you will need to establish a merchant account with Chase Merchant Services to utilize Orbital Virtual Terminal.

Using an existing merchant account Orbital Virtual Terminal

In some cases, we can use your existing merchant numbers to set up your access to the Orbital Virtual Terminal. In other cases, however, new identification numbers are needed. If you are an existing merchant, please contact your account executive to find out.

Using multiple Virtual Terminals

Each Orbital Virtual Terminal account represents one merchant identification number. As such, you may have multiple Virtual Terminals established, with each account set up for an individual merchant identification number.

Charging a cardholder

Charging an account requires three events:
- Authorize the transaction.
- Capture the transaction. You have the option to "authorize only" or "authorize and capture" transactions. Then you can settle the system manually or by using the auto settle feature below the admin tab.
- Close open batches.
The Virtual Terminal enables you to perform each of these steps as individual processes, or consolidate them into a single auto-close process. In this mode, you may process an authorization and a capture as a single transaction, and also be set up for a daily auto-close of open batches. When set up this way, you only need to process the single auth/capture transaction and the Orbital Virtual Terminal does the rest. All items that are marked for capture will then be released for cardholder billing.

Correcting errors

As long as you have not executed a function, corrections are easy. The Clear button clears all fields and lets you start over. If you have completed the transaction, you can use the Void feature to cancel the transaction. If you entered a transaction in error, you also have the ability to void the transaction under the Open Batch tab.

Marking items for capture

If you only authorize an item, you will need to mark it for capture. This is done by opening a batch, selecting the authorized item and then marking it for capture. If the item was already processed as an authorize-and-capture transaction, there are no additional steps needed.

Authorizing a card

After logging in, you will be presented with a New Order screen. In this mode, you can authorize only or authorize and capture a card transaction.

Transaction history retention

The Orbital Virtual Terminal stores all transaction history for six months. You can look up items by card account number, your order number and/or a date range. Searches can be done at the batch or transaction level.

Merchant statements

Reports containing financial and settlement information, including statements, are not available from the Orbital Virtual Terminal. For more information on these types of reports, please discuss with your sales representative or account manager. You can, however, use the Virtual Terminal to retrieve batch totals and the details of transactions within each batch. The Transaction History function can be an invaluable tool to assist in customer service.

Setting up the Virtual Terminal

After your merchant account is approved and set up, the Virtual Terminal is normally activated within 48 hours. Contact your account executive or sales representative for further information and for assistance in establishing an account.

System availability

The system is available on a 24/7 basis. The Orbital Virtual Terminal has an automatic time-out feature, based on 20 minutes of inactivity, to help reduce the risk of unauthorized use of the system. After 20 minutes of inactivity, you will be required to log back into the system in order to perform an activity.

User logins

Each user is provided a unique login. The Virtual Terminal supports multiple logins with flexible access permissions. You can establish full-access logins OR restricted logins that will allow the user to authorize only and authorize and capture — but not refund.

Closing out the terminal

The terminal must be closed out every day using one of the following options: you may log in daily and close all batches, by selecting Settle under the Open Batch tab; or at the time of setup, Chase Merchant Services can establish an Auto-Close option for you. Under this option, we will automatically close open batches at a pre-scheduled time every day. You can then select this Auto-Close Time during the application process for the Orbital Virtual Terminal and it will automatically close out every day for you.

Reporting by login

The Virtual Terminal allows you to search and generate reports based on user login.

A staffed support center is available 24 hours a day. At setup, you will be provided a toll-free number and an email address to contact us for all support questions.

Additional help

If you have a question or need general support for your existing processing account, you can email us at merchant.support@chase.com or call client services at 1-888-886-8869.

If you think you’re on the wrong page, explore other Chase for Business support topics at the link below.

See all support topics

Using Orbital® Virtual Terminal

Virtual Terminal overview

Tutorials

Reference guides

Using Virtual Terminal

Changing your password

Processing a sale with voice authorization

Verifying an account

Viewing batch and transaction details

Creating customer profiles

Setting up managed billing

Locating your merchant number

Setting up additional users

Using Safetech tokenization

Additional help

Using Orbital^® Virtual Terminal