General Reference Guide for Merchants

This guide will provide essential information about OKPAY merchant accounts and on how to start accepting various payment methods from customers worldwide. Registration requirements for corporate accounts, account features such as the multi-wallet system with the support of numerous world currencies, additional payment methods setup, transactions management, reporting features, financial reconciliations, etc. will be described below.

Table of contents:

§1. General Information

OKPAY - a convenient electronic payment system for businesses around the world!
In this guide you will find essential information regarding OKPAY merchant accounts and how to start accepting various payment methods from customers worldwide.

With OKPAY you are able to:

  • accept donations and payments for goods and services
  • accept subscription payments
  • send money to any recipient with an email address, phone number or a messenger contact info
  • send mass payments to recipients around the world
  • pay for your purchases online
  • and much more

Below we will describe the registration requirements for corporate accounts, account features such as the multi-wallet system with the support of numerous world currencies, additional payment methods setup, transactions management, reporting features, financial reconciliations, etc.

§2. Registration and Verification

Registration and verification are the very first steps you need to take in order to create a merchant account with OKPAY. If you have already provided all of the required verification documents, the entire process could take as little as one to a few days.

§2.1. Registration

Registration in the OKPAY electronic payment system begins with completing the online form located at the following address:
https://secure.okpay.eu/signup/

Complete the simple form and choose a corporate account ownership type (OKPAY provides merchant tools only to registered businesses). For a corporate account, you will need to specify organization name, your full name, address, email, phone number and a strong password. Upon submitting the form you need to confirm the email address that was entered. After receiving the confirmation email, click on the activation link to complete the account registration procedure.

Hint: If you would like to accept payments but do not own a corporation (your business is registered as a sole trader or individual entrepreneur), you need to choose a corporate account. This type of account is also suitable for sole traders and private businessmen. Personal accounts do not have merchant functionality and are not intended for business.

Please keep in mind that even if you choose to sign a paper contract with us, we will begin by opening your account in the way described above. After that, we can discuss the signing of the contract via email or through our Support Desk.

§2.2. Getting to know your OKPAY account

The first thing to do is to get familiar with OKPAY account interface. Upon initial login, you will see the account wizard (see Figure 1 below). The interface is simple, all menus and necessary settings can be easily navigated from the appropriate menus.

Figure 1. OKPAY account wizard.

OKPAY account wizard

§2.3. Providing Identification Documents

KYC is an acronym for "Know Your Customer", a term used in the customer identification (verification) process. KYC policies are becoming increasingly important globally to prevent identity theft, financial fraud, money laundering and terrorist financing. KYC refers to the due diligence activities that financial institutions must perform to ascertain relevant information from their clients in order to do business with them.

You will see a Start filling out your Profile message requesting to complete the contact info, company address, and general info sections. Next to each step there are following self-explanatory statuses: not provided, incomplete data and provided

Figure 2. New account and "Start filling out your Profile" block.

New account and Start filling out your Profile block

You can also enter all information by going to the appropriate section of your account Profile. Even if your account has already been verified, you can open this page and edit your information.

To verify a corporate account you need to complete 3 main profile sections:

  • Contact info - a valid email address and a phone number should be added and verified.
  • Company address - provide a valid company address including the supporting documents.
  • General info contains General Company information, Financial questionnaire, Company management and Company owners subsections.

Assuming you have already verified your email address and a phone number, begin with entering your General Company information data. Attach appropriate company documents and licenses depending on your registration and business type, specify your business activity and a website. On the next page, you will find a Financial Questionnaire which should be used to describe your business as detailed as possible. Continue by providing information on the Company management and Company owners.
Thereafter enter the required information to the Company address section.

Once you have provided information about the company's structure and business activities, proceed with the Application form. Print the Application form, check everything and sign it. Scan the document and attach it by using the Upload button. Paper copy then should be mailed to our address that will be shown on the next step.

Figure 3. Account verification.

Account verification

Important: Once you provide all the data and upload scans of verification documents, the Request Verification button will appear. Click it to apply for the verification of your account. Our verification specialists will not start checking your documents until you actually request verification, which automatically sends a verification request to the Support Desk.

Upon providing all the information and completing the required forms click on the Request Verification button. A special verification support request ticket will be assigned to your account. Once your OKPAY account is verified you will need to mail a paper copy of the application form as a final step of your corporate account confirmation.

Figure 4. Application form submission.

Application form submission

§3. Account, Wallets and Currencies

A list showing your transactions is displayed on your account's main page. In this list you will see the most recent transactions that have been carried out in your account. You can choose to view incoming and outgoing transactions or payment requests. To get more information about above-mentioned features navigate to Transactions section.

Figure 5. The transaction list of your account.

The transaction list of your account

OKPAY is a unique payment system that allows you to conduct several businesses simultaneously via a single account. You can have a virtually unlimited number of wallets with up to 21 world currencies. Each wallet allows for separate accounting with regard to a business or website. In this manner, financial income from separate categories will not intersect with one another as they otherwise would.

Figure 6. The OKPAY account scheme.

OKPAY's wallet identifier starts with "OK" and is followed by a 9-digit number (OKxxxxxxxxx) unique across all OKPAY users. You can find wallet ID in the My Payment Accounts sidebar on the left. Additionally, you can look up the ID of a specific wallet via Profile » Payment Accounts ("Wallet Name" column). See Figure 7 - "Wallet ID" is highlighted here:

Figure 7. How to find your Wallet ID.

How to find your wallet ID

Each wallet has a set of parameters, such as a name, a list of enabled currencies and balances, payment settings and integration, etc. Below we will describe your wallet preferences in more detail.

§3.1. Creating and Deleting Wallets

Creating a new wallet in your account

To create a new wallet, open your Profile » Payment Accounts section and click on the "Add new wallet" button.

Figure 8. Creating a new wallet.

Creating a new wallet

When creating a new wallet you can specify the wallet name and its enabled currencies. Choose only the necessary currencies; in the future you will be able to add more currencies as needed.

Hint: The wallet ID number (OKxxxxxxxxx) is assigned automatically and is randomly generated.

Deleting a wallet from the account

To remove a wallet, open your Profile » Payment Accounts and select the appropriate wallet in the list. Then navigate to the settings menu on the right and click the Delete button.

Important: If you want to remove a wallet, the balance of all its currencies should be zero. If there are any funds left you can transfer them to another wallet and proceed with deletion.

Figure 9. Wallet removal button.

Wallet removal button

§3.2. Wallet Settings

Each wallet has individual settings that allow you to conduct several businesses as well as private financial tasks via a single OKPAY account.

Wallet settings can be accessed by:

  • clicking on the Edit wallet settings (gear icon ) next to the wallet name in the left sidebar of your OKPAY account.
  • opening the Payment Accounts page under the Profile column of your Profile and then clicking on the Wallet Settings button next to the appropriate wallet.

The wallet settings page contains the following tabs:

(Click on the appropriate tab to read about it in detail.)

§3.2.1. Common Settings, Currencies and Linked Contacts

In the "Common" tab you can specify your wallet name and color and add or remove currencies, linked contact details.

General Settings: name and color

The Name field contains wallet name, which is displayed in the wallets list. This is an internal name visible only to you for identification purposes. Additionally, you can choose a specific wallet color. Color marking is used in the transaction list to indicate the specific wallet related to a transfer.

Adding and removing currencies

OKPAY wallet funds can be stored in dozens of various currencies. By default when you open an account, the first wallet has the world's major currencies enabled and - additionally - a local currency in certain countries.

+ Click on the Add Currency link to enable additional currencies for your wallet.

- Before removing a currency, you need to make sure that its balance is zero and then click on the Remove button on the right.

Linking email, phone or messenger contacts

With OKPAY you can transfer money to another user not only by specifying a wallet's ID (OKxxxxxxxxx) but also via an email address, phone number or even a messenger contact. Essentially, "linking" is the process of connecting one wallet with a specific contact information, which can then be used to transfer money to the wallet linked to it.

Important: Please note that one particular contact information can only be linked to one wallet at any time; if you want to link a certain contact info to another wallet you will need to unlink it from the previous wallet first.

Before linking your email, phone or a messenger contact you need to add it to your Company Profile » Contact info.

Use the button "Add new contact item" to select the desired contact type and complete contact verification.

§3.2.2. Payment Preferences

The "Payment Preferences" tab allows you to set the following parameters, all of which are self-explanatory:

  • Whether to allow users to transfer money manually (via the Money Transfer transaction) to your wallet apart from the payments made through the OKPAY checkout page.
  • Whether a buyer or seller pays the OKPAY commission fee.
  • Select any countries to exclude from payment processing or countries that cannot be offered services to.

§3.2.3. Additional Payment Methods

By default, the payment acceptance feature from any OKPAY user's wallets is available to any business account. To activate and enable additional payment methods for your business/wallet, use the "Payment Methods" tab.

All available payment methods are represented in this table.

Before you can implement (and thus make available to your customers) a specific payment method, you need to activate it for your business. To create an activation request, click on the Activate Now button next to the appropriate method.

You will be forwarded to the activation page for the selected payment method, which contains:

  • General information on the method: a description, fee amounts, etc.
  • An excerpt from the Conditions of Use for this payment method.
  • The Request Activation button itself. By clicking on this button you will submit a support request concerning your wallet.

OKPAY specialists will answer your request shortly, and you can track the activation status of the requested payment method in the Status section. The status is changed to Activated when your request is approved.

Note: Some payment methods may be unavailable for your business type depending on a particular payment system's restrictions (see the Restrictions section). Please read these items carefully to avoid further misunderstandings.

Disabling a payment method

You can disable any previously activated payment method by unchecking the "Enabled?" column next to the method. Once disabled, it will not be offered on the checkout page for your business/wallet, however, you can instantly activate it again at any time.

Payment methods display order

To customize the payment methods display order on your checkout pages simply drag the various methods to the desired position.

Hint: In order to increase the conversion of visitors into buyers we recommend placing the payment methods that are in most demand for your business at the top of the list.

Apart from placing an OKPAY logo on your website, we advise that you add logos to all other payment methods activated for your business/wallet, with the possibility of linking them to direct payment processing via OKPAY. Read more in the Accepting Payments Guide.

§3.2.4. Integration: Technical Settings

The following settings are for programmers implementing OKPAY Services.

You can set the following parameters:

§4. Balances, Transactions and Payment Requests

All sent and received payments are instantly displayed on the main page of your OKPAY account. You can split cash flows belonging to different groups of products/services or different websites to different wallets, which allows you to maintain a system of hassle-free accounting and perform quick search transactions.

§4.1. Wallet Balances, Reserves and Total Balance

The left sidebar on the account page contains information on your wallets and balances, showing a total for each currency, as well as the overall balance in your account's base currency.

Hint: Select the currency from the list (see Figure 10) to change the base currency used for the total balance calculation.

Figure 10. Account total balance.

Account total balance

What's the difference between "(Total) Balance" and "Available (Balance)"?

  • Your total balance is what the OKPAY has as your balance on the ledger. However, frequently you won't have access to all of it. For instance, if you've recently received a payment or cashed a cheque, the system may hold on to it so that it will not be registered as "Available" for a period of time.
  • The available balance is the account balance you can actually make use of: it is the current balance minus top-ups and payments that have not yet posted to the account (reserves and holds).

Reserves

For merchants that use certain types of payment methods a funds reservation may be applied. In this case, payment is considered to be successfully received but temporarily unavailable for immediate withdrawal by the merchant. An account reserve is a pool of money set aside in your OKPAY account to help ensure that you are able to meet the liabilities you may incur from a chargeback, claim or bank reversal when no other funds are available.

OKPAY uses two types of reserves:

  1. A rolling reserve is a reserve where a percentage of each transaction received each day is held and then released later on a scheduled basis. For example, your reserve could be set at 10% and held for a 90-day rolling period – meaning 10% of the money you receive on day 1 is held and then released on day 91, 10% of the money you receive on day 2 is held until day 92, etc. Rolling reserves are the most common type of reserve.
  2. A minimum reserve is a specific minimum amount of money that you're required to keep available in your OKPAY account balance at all times. The minimum reserve is either taken as an upfront amount that goes into the hold all at once, or it is built up and maintained on a rolling basis from a percentage of sales, much like a rolling reserve. An account can simultaneously have both a minimum and a rolling reserve.

To find your exact settings and the period your funds are being reserved for, open your Profile » Payment Accounts and click on any reserved amount you see in the Reserved column.

Figure 11. View the reserved funds in your wallet.

View the reserved funds in your wallet

§4.2. Transactions and Payment Requests List

As was stated before, a recent transaction and payment request list is displayed on your account's index page, i.e. the page you see immediately after you log into your account.

Figure 12. Account transactions and payment requests controls.

Account transactions and payment requests

For your convenience, we have provided the following controls in your transactions/requests list.

1) Use filters to:

  • check/uncheck wallets whose transactions/requests you want to see in the list;
  • show transactions/requests for only a single wallet, by clicking on its name under the "Wallet" column.

2) For quick access to certain types of transactions you can click on the following tabs:

  • Transactions - displays all transactions;
  • Payment Requests - displays all payment requests;
  • Old Transactions - allows to get old transactions and payment requests report.

3) To navigate through multiple pages of transactions:

  • use the forward/back button to access the beginning or end of the list;
  • click on the current page number and enter the number to quickly move to the selected page in the transactions/requests list.

In addition, to find out how to filter, search, and export a list of transactions/requests, see sections Transaction and Payment Request Search and Exporting a Transaction/Request History Report.

§4.3. Viewing Transaction and Payment Request Details

Click on the transaction or a payment request number in the list of your transactions/requests to view additional details.

Figure 13. Transaction details.

Transaction details

You can find all the information about transactions and payment requests on the details page, including items such as the date, time, amount, fee, status, etc.

Please note that every transaction/payment request type will display a unique set of data.

You can search for any transaction or a payment request within your OKPAY account belonging to any period of time. To do this, log into your account and in the top horizontal menu locate Reports column and select Transaction History or Payment Request History. A new window with the following search criteria will open:

  • One or several wallets
  • One or several transaction/payment request types
  • One or several transaction/payment request statuses
  • One or several transaction/payment request currencies
  • Transaction/payment request creation: set a timeframe
  • Find transaction/payment request by sender/receiver email
  • Find transaction/payment request by OKPAY transaction ID

Select your desired search criteria and click on the Find button. Search results will be displayed under the filter form.

§4.5. Exporting a Transaction/Payment Request History Report

Exporting transactions/requests begins with the same process as that described above for searching; see below for how to get started with exporting.

You can export such search results to a CSV file for further analysis in a spreadsheet application (e.g. Microsoft Excel, Apple Numbers, OpenOffice Calc, etc.). Click on the appropriate link to export your search results. See Figure 14 below.

Figure 14. Calling the transaction history export wizard.

Transaction history export

Hint: Below we describe another way to export data using the API, see Transaction list export.

§4.6. Transaction/Payment Request Statuses

Below you will learn how to check a transaction and payment request status in OKPAY as well as read definitions of the existing statuses.

How to check a transaction and payment request status

Upon completing a transaction/payment request, you can check its status in your account history:

§4.6.1. Transaction statuses description

Status Description
Completed The transaction was successful and the money is in the recipient's account.
Pending We're processing your payment and the transaction should be completed shortly.
Reversed Either you canceled the transaction or we did.
Error Your payment didn't go through. We recommend that you try your payment again.
Canceled You or we canceled your payment, and the money was credited back to your account, in some cases, with the deduction of corresponding fees.
Hold Money from your account is being held temporarily during the authorization process. The recipient isn't able to use or withdraw this money until the authorization is complete.

§4.6.2. Payment request statuses description

Status Description
Paid The payment request has been paid in full and the money is in the recipient's account.
Unpaid The payment request hasn't been payed yet, and payment should be completed shortly.
Overpaid The payer has sent an amount exceeding the one stated in the payment request. Contact the payer and ask whether to return the extra amount or provide additional service.
Underpaid The payer has sent an insufficient amount exceeding the one stated in the payment request. Contact the payer and ask to complete the payment by sending the remaining amount.
Expired The payment request hasn't been paid in time and expired. Generate a new payment request when necessary.

Held payments (Hold)

A payment is frozen for a specified period of time when a transaction is temporarily placed on hold. In this case, the money is not available for either the sender or the recipient.

There are several reasons and security measures that require us to hold transactions:

  • We want to make sure that the account owner has authorized this transfer.
  • There is an issue with the transaction or someone has reported it. We will release and complete the transfer as soon as the issue has been resolved.
  • You authorized the transfer but the merchant has not processed it yet.

Held transfers can be released within several minutes to several days depending on the cause of retention.

List of all held payments in your account is shown under the Reserved column on the Payment accounts page. Read more here: Wallet Balances, Reserves and Total Balance.

§4.7. Reports and Reconciliations

The OKPAY system keeps accurate records of your financial resources and provides a set of tools to facilitate their creation, view reconciliations and financial analyses.

OKPAY's financial control instruments and reporting allow you to:

  • analyze their revenue sources to better understand the buying behavior of your customers;
  • automate time-consuming accounting tasks;
  • precisely match, justify, and reconcile transactions.

Debit and Credit definitions

Credit When you receive a payment and the balance increases by a positive amount, it is a credit. Other possible credits to your account are refunds, reversals, and payments sent but never claimed. In some cases, a debit transaction can become a credit, i.e.when a debit amount equals a credit, making a total of 0. This could happen, for example, if you send a payment initially indicated as a debit which was then denied by the recipient. The debit transaction will transform into credit (maintaining the same Transaction ID and amount) and will be displayed at the top of the transactions list.
Debit Debits are transactions that reduce your available balance. For example, refunded transactions are recorded as a debit in the Balance column and as completed in the Status column.

A transaction's effect on the balance

Each transaction affects your OKPAY balance. Under no circumstance will there be a situation where your account balance is changed without a new transaction having been created or the status of an earlier transaction having been altered.

Information about your current balance (which has arisen as a result of the transaction) is displayed in the Balance column in the list of transactions (both on the main page and in any search you make). To understand it clearly, note the Gross column value affects the previous Balance value represented below (current Balance value affected by the transaction is displayed on the same line with the transaction Gross amount). Since OKPAY allows you to have multiple wallets that hold a variety of currencies, the colored square can be used to determine which wallet a specific transaction is related to.

Figure 15. A transaction's effect on the balance.

A transaction's effect on the balance

When dealing with a currency exchange or internal transfer between personal wallets, the transactions list will feature two separate records to better represent a transaction's effect on both currencies/wallets.

Transaction/payment request list export

There are two ways of obtaining a transaction or payment request list: manually, via web-interface, or automatically, via OKPAY API.

The manual method is described in section Exporting a Transaction/Payment Request History Report. In order to obtain a list of every transaction or payment request, just set the timeframe and leave all other fields empty/intact.

As an alternative to this non-automatic method, you can use the Transactions API function. Detailed information can be found in the Application Programming Interface (API) section of the Comprehensive Manual.

Hint: Pass the information above to your developers to integrate OKPAY monitoring capabilities into your organization's information system.

§5. Technical Integration

In the previous sections we have described the theoretical aspects of accepting payments with OKPAY. In order to actually start accepting payments you will need to integrate the payment tools into your website using one of the following methods:

Now that we've covered everything it leaves us with just one thing to say: we wish your business successful growth with OKPAY!

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