nexi Xpay Back Office User Guide
- June 16, 2024
- nexi
Table of Contents
XPAY BACK-OFFICE USER MANUAL
for Merchant
Xpay Back Office
Review
| Version | Update description | Data |
|---|---|---|
| Version 1.0 | First version of the document | 25/07/2023 |
Introduction
XPay system provides merchants with a secure, multi-channel platform for
e-commerce, Pay by link Plus and M.O.TO. (Mail order – Telephone order) sales,
enabling them to accept and manage payments easily and securely.
The Back Office Portal is a comprehensive and functional tool for configuring
the services offered by the XPay Payment Gateway. The URL to access the
production environment is:
https://xpaydashboard.nexigroup.com/login
An e-mail will be sent by Nexi (XPay) to the merchant including the reference
to the merchant Back Office portal (URL) and directions on how to access the
portal itself and change password at first log-in.
This email could also include reference to the XPay CEE developer portal:
https://developer.nexigroup.com/xpaycee/en-EU/docs/.
This document provides instructions on how to use the Back Office for the
various users. It contains a functional description of the Interface and is
divided into the following sections:
- language
- instructions on how to access the Back Office
- Back Office structure
- detailed descriptions of each functionality
Language
The Back Office is available in English.
Access
For the first access to the Back Office, Nexi will send a welcome e-mail with
access instructions and a link to reset the password.
The link is valid for 24 hours, after which it will be necessary to reset the
password from the portal login page.
The e-mail indicated during contract subscription will be registered as an
Admin profile. Then, the Admin has the possibility to create both other users
and other Admins.
3.1 Profiles
Users with access to the Back Office will be identified through their
credentials and linked to a specific profile with a set of functionalities:
Admin: this profile can:
- view orders/transactions
- do captures/refunds on operations
- do M.O.T.O. transactions (if enabled, as a merchant should have signed only for MOTO service)
- create Pay by Link Plus(if enabled, as a merchant should have signed only for Pay by Link Plus service)
- create/manage users
- generate API keys
- configure terminal
Operator: can do what the Admin profile does, except:
- create/manage users
- generate API keys
- configure terminal
Reporter: can do what the Operator profile does except:
- do captures/refunds on operations
- do M.O.T.O. transactions
- create Pay by Link Plus
In a nutshell:
Main functionalities
| Admin| Operator|
Reporter
---|---|---|---
View orders/transactions| X| X| X
Do capture/ refund/ void on operations| X| X| –
Do M.O.T.O. transactions| X| X| –
Create Pay by Link Plus| X| X| –
Create/manage users| X| –| –
Generate API keys| X| –| –
Configure terminal| X| –| –
Features not available to the various profiles will not be displayed or
clickable.
3.2 Login
A pre-login page is shown and by clicking on ‘Login’ in the upper right
corner, it takes you to the login interface.
To access the portal, simply enter Username (e-mail address that has
been declared during the onboarding for the first access or the one defined
in the Backoffice) and password as in the imagebelow:
3.3 Retrieve credentials
To retrieve the password, you need to perform the following steps:
- Click the ‘Forgot your credentials?’ link on the Login Page
- Enter the email address you sign up with
- Click on ‘I’m not a robot’ and confirm
An email will be sent to reset the password. Once changed, you can login to
the portal using the new password from next time.
The password must have the following characteristics:
- Max password length: 20
- Min password length: 8
- Password history of last 5
- Password age: 90 days
The password must contain at least one occurrence for three out of four of the following categories:
- ABCDEFGHIJKLMNOPQRSTUVWXYZ
- abcdefghijklmnopqrstuvwxyz
- 0123456789
- *~!@#$^()-_=+[]{}|;:,. <>/?'”`**
It is possible to make five login tries by entering the wrong password. After
5 incorrect login requests, the service is suspended for 3 hours
(authentication is not allowed). If the password has expired, you will be
redirected to the change password page when logging in.
3.4 Logout
The Logout Function allows you to log out of the Back Office.
From the main page, the choice in the top right-hand corner must be selected
as detailed below:
For shared
PC/workstations it is recommended to logout to leave the Back Office. The
session ends automatically after 5 minutes.
Back Office structure
The Back Office allows authorized users to perform various functionalities,
which are displayed in a horizontal menu, as in the image below.
Depending on the User’s profile, a different list of Functions will appear.
Once the choice has
been made, a specific drop-down menu appears for some functionalities. The
toolbar will show the following sections:
- Home
- Orders
- Settings
- Services
- Pay by Link Plus
- M.O.T.O.
- Profile (Change password)
Functionalities
The following chapter provides a description of the features made available by
the portal.
Some sections are only visible and clickable from specific profiles (refer to
paragraph 3).
Menu
| Sub-menu|
Description
---|---|---
Orders| –| It allows the search of all orders, either via filters or in list
form, and to view the details for each order.
Settings| –| It contains 3 sections:
· Terminals Configuration, to customize the terminal configurations.
· Users: settings and information associated with a user. From this section,
the Admin can also create new users.
· API Keys: shows the list of API keys and allows the admin to create new
ones.
Services| Pay by Link Plus| It allows the Merchants to provide a link to their
customers (e.g. in an email invoice). Through the link the customers are
redirected to a webpage where they can securely make the payment with their
preferred payment method.
Services| M.O.T.O.| It is intended for merchants who need to handle telephone
or mail transactions via Back Office.
Profile| Change Password| It shows the user’s email address and the user type
(e. g. Admin).
It also allows the user to change the password.
5.1 Orders
5.1.1 Orders List
This is the highest-level view of the orders list. A research function is
available to check the status of generated payment requests in real time. It
is possible to filter the search results based on the fields displayed. 
The page presents a series of fields that the user can fill in:
Field
| Type|
Description
---|---|---
Date – from| dd/mm/yyyy| Retrieve orders created from this time.
The field must be valorized from the calendar that appears by selecting the
field.
The search can be carried out in a range of 1 month, going back up to 13
months.
Date – to| dd/mm/yyyy| Retrieve orders up to this time.
The field must be valorized from the calendar that appears by selecting the
field.
Order ID| Max 27crt alpha numeric| Merchant order id, unique in the merchant
domain.
Custom Field| Max 255crt alpha numeric| Additional order description.
Amount Type| Combo box| It can be:
– Order amount
– Authorized amount
– Captured amount
Amount– minimum| Numeric| Minimum value in the range within which to search
for the order. This field is related to the amount type specified.
Amount – maximum| Numeric| Maximum value in the range within which to search
for the order. This field is related to the amount type specified.
Status| Combo box| It can be:
– To capture
– Captured
It is also possible to reset filters by clicking on the “clear filters”
button, as in the image below. 
Once the Search button is clicked, the system will display all orders that
match the selected criteria. 
The following are the details available for each order:
- Date in which the order has been created
- Order ID
- Order Amount
- Authorized Amount
- Captured Amount, shows up-to-date information on the actions that have been performed on the order
- Description, descriptive field inserted by the merchant (different from the following “custom field”)
- Custom Fields
By default, all orders are shown in chronological order, from most recent to
oldest.
For each of these fields it is possible to sort them in ascending or
descending order. 
The list may consist of up to 20 highlights per page; if there are more, the
user can load more through the button at the end of the page. 
If no order matches the Search criteria entered in the Search fields, a chart
without any results will be displayed. 
Order Summary
From the list of orders, by selecting the lens, it is possible to view the
following details per order:
- Order summary
- Custom Fields
- Customer Info
- Shipping Address
- Billing Address
In the section Order Summary – Operations, there are details available for each order.
Field
|
Description
---|---
Channel| It can be:
· ECOMMERCE – cardholder initiated operation through an online
channel
· BACKOFFICE – merchant initiated operation. It includes post operations and
MIT
Date| Operation Time
Type| It indicates the purpose of the request:
· Authorization1 – any authorization with explicit capture
· Capture – a captured authorization or an implicit captured payment
· Void – reversal of an authorization
· Refund – refund of a captured amount
· Cancel – the rollback of a capture
---|---
Amount| Operation amount in the payment currency
Payment Instrument| PAN
Status| Transaction output:
· AUTHORIZED – Payment authorized
· EXECUTED – Payment confirmed, verification successfully executed
· DECLINED – Declined by the Issuer during the authorization phase
· DENIED_BY_RISK – Negative outcome of the transaction risk analysis
· THREEDS_VALIDATED – 3DS authentication OK or 3DS skipped (non-secure
payment)
· THREEDS_FAILED – cancellation or authentication failure during 3DS
· PENDING – Payment ongoing. Follow up notifications are expected
· CANCELED – Canceled by the cardholder
· VOIDED – Online reversal of the full authorized amount
· REFUNDED – Full or partial amount refunded
· FAILED – Payment failed due to technical reasons
Action| It can be:
· Capture
· Refund
· Void
Details| Clicking on the lens it’s possible to view the details of the
operation
Through the field ‘Action’ it is possible to perform action on orders, depending on the Status (see the table below).
Operation Type
| Operation Result- Status|
Actions allowed
---|---|---
Authorization| Authorized| · Capture
· Void
Authorization| Executed| Refund
Authorization| Declined| No actions allowed
Authorization| Pending| No actions allowed
Authorization| Denied_by_risk| No actions allowed
Authorization| Threeds_validated| No actions allowed
Authorization| Threeds_failed| No actions allowed
Authorization| Failed| No actions allowed
Capture| Executed| Refund2
Capture| Failed| No actions allowed
Refund| Refunded| No actions allowed
Refund| Voided| No actions allowed
Refund| Failed| No actions allowed
Cancel| Canceled| No actions allowed
The operation type ‘pre-authorization’ will be shown as an ‘authorization’ but
it’s correcty managed as pre-authorization.
If the status operation is ‘authorized’, clicking on ‘Action’ a set of
possible actions will be shown. 
If the status operation is ‘declined’, no action can be
performed.
Clicking on the lens ‘Details’ it’s possible to view the details of the operation:
- Summary , the following data are displayed:
- Terminal ID
- Order
- OID – Omnichannel ID
- Channel
- Operation Type
- Status
- Date
- Payment Method
- Payment Instrument
- End to End ID – It is defined by the schemes to uniquely identify the Required for schemes reconciliation purposes.
- Operation Amount
- Security Warnings , notify to the merchant that create the orders that some field could not be compliant with schemes security.
- Additional info , contains further information about operations (such as: Masked Pan / Authorization Code / Card Country / 3DS / Rrn / Message Reason Code / Schema TID / Status).
5.1.2.1. CAPTURE
It allows you to request the payment schemes to account for the defined
amount, i.e. to arrange for the crediting of the purchase order amount to the
merchant (with the simultaneous debiting, to the consumer, of the current
account linked to the card used).
This action can be performed on “Authorized orders”. According to scheme
rules:
- “PAY” (final amount) transaction must be captured until 7 days from authorization, after that it will be voided
- “PREAUTH” (estimated amount, for explicit captures) transaction must be captured until 30 days from authorization
Once the order is selected, click on “Capture”, the amount to be accounted for is entered – in the field “operation amount”. Please consider:
- Min Amount:1
- Max Amount: authorized Amount – captured Amount
- Default Amount: max Amount/ authorized Amount – captured Amount
In this way it is possible to capture the payment totally, indicating the full
amount, or partially, indicating the amount to be accounted for. After
confirmation it will no longer be available to capture the order; if the
amount captured is partial to the initial amount, a second capture with the
rest of the authorized amount is not possible.
5.1.2.2. REFUND OF CAPTURED AMOUNT
It is possible to make a full or partial refund of an order meaning full or
partial re-credit to the consumer of the refunded amount. An executed
operation can be refunded; on a refunded amount no further operation by the
merchant is possible.
It is possible to make several partial refunds up to the total captured amount
of the payment and until 13 months.
Once the order is selected, click on “Refund” and fill in the “transaction
amount” field with the amount to be accounted for. Please consider:
- Min Amount:1
- Max Amount: captured Amount
- Default Amount: max Amount/ captured Amount
It is not possible to enter an amount greater than the residual captured
amount. An error message with the correct range will be displayed in this
case.
5.1.2.3. VOID OF AUTHORIZED AMOUNT
It is possible to make a request to reverse the entire amount of an
authorization, in the same day (before clearing), that will free up the card
holder plafond on his card.
When visualizing the order details, by clicking the action “Void” a popup let
you confirm your choice. Please consider:
- Min Amount: authorized Amount
- Max Amount: authorized Amount
- Default Amount: max Amount/ authorized Amount
5.1.3 Custom Fields
This section shows the custom fields set by the merchant during the order
creation. 
5.1.4. Customer info
This section contains information related to the customer of that order:
- Name
- Mobile phone
- Business phone
5.1.5. Shipping Address
This section contains the information related to shipping address of that
order.
- Name
- Street
- Additional info
- City
- Postal code
- Province
- Country
5.1.6. Billing Address
This section contains the information related to billing address of that
order.
- Name
- Street
- Additional info
- City
- Postal code
- Province
- Country
5.2 Settings
5.2.1 Terminals configuration
The user can see the list of terminals associated to the merchant created
in onboarding phase.
The following are the details available for each terminal:
Field
|
Description
---|---
Terminal ID| Unique Terminal identifier that made the authorization request
Payment notifications| It can be:
– DISABLED
– ENABLED
The payment notification can be set at terminal level and sent to a Merchant
user email, indicated if enabled, in the next field.
Email| Merchant email on which receive notifications. Only one email can be
set.
Customer payment notifications| It can be:
– DISABLED
– ENABLED
Select whether you want to have the customer receive an email notification in
case of payment confirmation.
Confirmation type| Configure the terminal’s default accounting mode:
– Automatic: implicit confirmation of operations
– Manual: explicit confirmation of operations
– Deferred: automatic confirmation of transactions after the indicated number
of days, maximum 4
When an Admin User accesses the terminal configuration page, he sees the
updated situation of that terminal regardless of who edited it.
The Admin User is created at merchant level and has visibility over all
terminals belonging to that merchant.
These settings can be changed by clicking on ‘EDIT’.
The following page will be displayed: 
Once the configurations have been modified, click on ‘SAVE’ to save the
changes. A confirmation page is displayed. 
5.2.2. Users
The Admin profile can see the list of users configured to access the Back
Office. Each user is displayed with:
- User ID – unique identifier of the user
- Name
- Role – Admin, Operator or Reported
- State – Activated or Deactivated
On an activated user, the Admin can block or Edit the selected one. 
On a deactivated user, the Admin can unblock or edit it.
If the Admin clicks on block /unblock, the following confirmation page is
displayed. 
If the Admin clicks on edit, it can change the name and the role of the
selected user and Save. 
The Admin can
also create a new User by clicking on the appropriate button and entering the
following data: Name, Role – Admin, Operator or Reported, and username
(e-mail).
It is not possible to create two users with the same e-mail. 
5.2.3. API Keys
The Admin profile can see the list of API keys and create a new API key.
An API key is the authentication mechanism that allow the merchant to
integrate XPay APIs for the different integration options.
The page shows the list that may consist of up to 30 highlights per page. From
the list of the API Keys, it is possible to view the following details:
- ID
- Terminal ID
- Expiring Date – suggested date by XPay on which execute the renew of the API Keys on system
On a single record it is possible to:
- See the API key, by clicking “Show” – It remains visible for a limited time
- Once shown, copy the API Key, by clicking “Copy”
- Delete the API Key, by clicking on the basket icon
At the top right there is a ‘CREATE’ button for the creation of a new API Key.
To create a new API Key, you have to choose a terminal ID and then click on
‘Confirm’.
Once confirmed, a confirmation page is displayed.
5.3 Services
In addition to complying with the profiling rules to operate the specific
functionalities, terminals must be enabled below for the functionalities
described. For example, the Pay By Link Plus section will only be visible if
there is at least one terminal of that merchant enabled for this service.
5.3.1 Pay by Link Plus
This solution allows to create payment links, which merchant can send via
email or via the most famous messaging systems to customers.
The payment link can be generated both from the gateway Back Office, through
the appropriate panel, and through a dedicated API, in case there is the need
to integrate this service into a management system.
If there is only one Pay by Link-enabled terminal available, the page shows
“Create a payment request” with two already filled fields, Terminal ID and
Order ID.
If there is more than one Pay by Link-enabled terminal available, you will
need to select the terminal for which you want to proceed via drop-down list.
The field Order ID is set by default by the system but can be modified by the
merchant. This way allows to make a single payment by filling in the request
fields with:
Field
|
Description
---|---
Amount| Transaction amount.
It cannot be modified by the customer receiving the link.
Expiring date| Latest date after which the link is no longer available.
Defines the duration of the payment link within which the customer can make
the payment. After this date, a new link must be created. (Max 90 days)
Name| Customer Name. Optional
E-mail| Customer E-mail. Optional
Description| Order description. This text will appear on the customer’s
checkout page.
Optional
The merchant has the option to enter additional information, divided
into 3 sections: 
Other info (optional), with the following fields:
- Customer ID – This code can help to identify the customer in other sections of the Back Office, uniquely
- Language – If you leave the field empty, the page automatically adapts to the language of the user’s browser, otherwise the defined language will be Supported languages are: ITA, ENG, SPA, FRE, JPN, POR, DEU, ARA, RUS,ZHO.
- The language selected enables the customer to view the payment page in the specified language. In any case, the customer has the option of changing the language on the payment page and choosing the desired Custom field – This text will not be displayed on the customer’s payment page but will be visible in the order details within the Back Office
- Country Code
- Mobile number
- Home number
- Office number
Shipping address (optional), with the following fields:
- Name
- Street
- City
- Postal Code
- Province
- Country
- Additional Information
Billing address (optional), with the following fields:
- Name
- Street
- City
- Postal Code
- Province
- County
- Additional information
It’s possible to set same fields of shipping data.
By clicking on “Confirm”, the link is generated and ready to be copied or to
be sent by e-mail or other sharing channels to the customer. The choices
available are: Copy, e-mail, Whatsapp, Telegram.
Below is an example of a hosted payment page (HPP) that is shown to the
customer: 
Once the customer has
entered all the required data, a summary page is shown where he/she can
confirm the payment:
5.3.2. O.T.O.
The merchant has the option of handling phone and/or mail orders with XPay
(M.O.T.O. – Mail Order, Telephone Order).
For this solution, the Back Office framework is the same as before, except for
the following difference: this type of sale requires the merchant to make the
payment with credit card information received from the buyer.
After selecting “M.O.T.O.” menu, the following page appears, where the
merchant must enter:
- Amount (euro)
- Credit card information:
- PAN
- expiring date
- security /CVV
- name of cardholder (optional)
- Cardholder’s e-mail address (optional).
- Description (optional)
The merchant can click on “Confirm” or enter additional information. 
Other info (optional), with the
following fields:
- Costumer ID
- Custom field
- Country code
- Mobile number
- Home number
- Office number
Shipping address (optional), with the following fields:
- Name
- Street
- City
- Postal Code
- Province
- Country
- Additional Information
Billing address (optional), with the following fields:
- Name
- Street
- City
- Postal Code
- Province
- County
- Additional information
It’s possible to set same fields of shipping data. 
By clicking on “Confirm”, the MOTO transaction is sent to Authorization.
5.4. Profile
It’s possible to click on the button to display information on the logged-in
user.
A page with name,
e-mail and masked password is shown and from this section you can change your
password.
It’s necessary to
follow the process described, enter your current password, new password and
re- enter it again.
References
- XPay CEE Start Page | XPay CEE | Nexi group developer portal
- Error during processing.
- Dashboard XPay