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Sogenactif Gestion

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  • Sogenactif
  • VPC e-Gestion

Sogenactif is a secure multi-channel e-commerce payment solution that complies with the PCI DSS standard. It allows you to accept and manage payment transactions by taking into account business rules related to your activity (payment on despatch, deferred payment, recurring payment, payment in instalments, etc.).

The purpose of this document is to help you manage user accounts and transactions, and to understand the operations available on Sogenactif Gestion. Indeed, the operations that each user can perform on transactions differ according to the access rights they have.

This document is intended for merchants wishing to discover and use the management features offered by Sogenactif Gestion.

To get an overview of the Sogenactif solution, we advise you to consult the following documents:

  • Functional presentation
  • Functionality set-up
  • Glossary.

For any technical question or request for assistance, our services are available Monday to Friday, from 9 am to 7 pm, excluding public holidays:

  • by telephone at: +33 (0) 825 090 095 (0,15 € TTC/min + price of a call – price as of 09/12/2022)
  • by e-mail: supportsogenactif@worldline.com

In order to facilitate the processing of your requests, please provide your merchantId (15-digit number).

To log in the Portail Sogenactif, please type the following URL in your web browser:

https://portail.sogenactif.com/

The following page will be displayed:



Type your user name and your password.

Then click on the button to view the following form:



Then select the webshop of your choice in the "Access point" dropdown list.

To manage transactions you will need to be associated with the "Administrator" or "Sogenactif Gestion" role. Select one of these roles from the dropdown list. If none of these roles appear, contact your webshop administrator or technical support for the appropriate role.

Click on the button to confirm your choices and move on to the main interface:





You may also click on the button to reset the form.

Once logged in, if the tab is not active (shaded), find and select the webshop you are interested in (please refer to the Finding and selecting a webshop section).

The  tab is now active (red).

When you have access to several webshops, it is imperative to first select the one you want to perform operations on. For that you need to click on the

 icon to have the following pop-up window displayed:


Click on the webshop of your choice to highlight it, then validate your selection by clicking on the  button, or cancel and close the pop-up window by clicking on .

Note: if necessary, enter one or more characters in the Search field located at the top right to filter the list of results and find the webshop you are looking for.

Your password remains valid for three months. You must change it at the end of this period. Flashing messages will notify you two weeks in advance. After logging in, you can change your password by clicking on the "Change password" link at the top of the interface:



You will access the form below:



Enter your current password, then enter your new password twice.

The latter must :

  • contain between 10 and 20 characters
  • contain at least 1 lowercase
  • contain at least 1 uppercase
  • contain at least 1 digit
  • not be one of your last 3 passwords stored in the tool.

Then click on the button to confirm the modification or on to reset the form.

You can change the e-mail address associated with your user account by clicking on the "Change user account" link at the top of the interface:



You will access the form below:



Check your first and last name, then enter your new e-mail twice.

Then click on the button to validate the modification o on to reset the form.

Payment by credit card is the most widely used means of payment in the world of e-commerce, with a predominance of international Visa & Mastercard networks that coexist with domestic networks (CB for France, Bancontact for Belgium, etc.).

Some cards may belong to several networks (for example cards co-badged with CB and VISA). A European regulation (Multilateral Interchange Fee, or MIF) gives you the possibility to make a default brand choice, but the end customer can change this choice when he is on the payment page. This regulation concerning the selection of the brand has an impact on the payment pages which must present this choice when the card entered for payment is concerned by this regulation (co-branded card) .

To create a payment, click on the tab.

The following page will display.



Click on the tab.

The following page will display.



Click on the tab.

Select the card type in the dropdown menu.

Then click on .

The following page will display.



Fill in the following fields:

  • card number

If your contract is subject to the MIF regulation (EU OJ 2015/751 L123 dated 05/19/2015), an automatic detection of the card's network(s) is performed. If the card is co-badged, several network logos are displayed on the right of the card number:



By default, one of the networks through which the payment will be made is selected:



If you would like to select another network, click on the link below:



The following page appears and shows your choice:



  • card expiry date

  • security code (CVV -> three digits on the back of the card);
Note: the card number can be masked upon entry, if you have this option enabled. As for the security code, it will always be masked.

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default)

  • transaction amount

  • transaction currency

  • capture mode

  • capture delay

  • the order reference, customer code and additional information are optional values

Click on to validate the transaction.

If payment is accepted, the following page will display:



Below is an example of a refusal page displayed for a refused payment:



Click on to create a new transaction.

You have the option of splitting a transaction into several parts, which will be sent to the bank at specified intervals.

Thus, a payment transaction in n times creates n transactions, each with a distinct identifier. Each transaction is independent of the others and includes a systematic authorisation request. In case of agreement, the transaction in question is sent for capture. In case of refusal, the transaction is not submitted again.

Click on the Scheduled payment creation tab.

Then select the card type in the dropdown menu.


Card type

Click on Continue.

The following page will display:


Scheduled payment creation page

The page to fill in is in three parts. First part, details of the payment method, second part details of the transaction and then payment schedule.

In the "means of payment details" and "transaction details" sections, fill in the following fields:

  • card number

If your contract is subject to the MIF regulation (EU OJ 2015/751 L123 dated 05/19/2015), an automatic detection of the card's network(s) is performed. If the card is co-badged, several network logos are displayed on the right of the card number:

By default, one of the networks through which the payment will be made is selected:


Example of a page indicating: the payment will be made by CB

If you would like to select another network, click on the link below:



The following page appears and shows your choice:



  • card expiry date

  • security code (CVV -> three digits on the back of the card);

Note: the card number can be masked upon entry, if you have this option enabled. As for the security code, it will always be masked.

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default). This reference can be used as a basis for generating the multiple transactions that will be generated.

  • total scheduled dates amount

  • transaction currency

  • time table type
time table type

  • number of instalments for the payment (for example 4 for a payment in 4 instalments)
Drop-down menu to indicate the number of payment due dates

  • frequency in days

  • first payment due amount

  • the order reference, the customer code and additional information are optional values

In the "Payment schedule" section...



...fill in the following fields:

  • enter the payment instalments as well as the amounts associated with each instalment

With the settlement dates on the left and the corresponding amounts on the right.

The payment schedule can also be auto-completed by clicking on prefill scheduled due dates. The schedule is then automatically auto-completed according to the total amount, frequency, type of schedule and first due date amount entered in the "transaction details" section.



Once the information has been correctly completed, click on Validate schedule to validate the payment date.

The following page will display:


the page has three sections

First one which explained the payment method (here Visa). The second one is the summary of payment and the last one the schedule.

Having checked the information, click on create payment to validate the transaction.

The following page will display:


transaction created details

Note: the instalment saved for the first transaction corresponds to the date on which the payment was created. However, the remaining instalments correspond to the dates indicated in the schedule.

To search for transactions with future dates, use the Advanced search" tab and apply the "Authorisation requests being processed" option in the Transaction status" menu. The tool will display a list of all future transactions.


list of search criteria


example of transactions found

Click on the transactions tab.

The following page will display:


transactions search page

A search can be based on the following criteria:

  • transaction date: enter the start and end dates of the search

With these criteria, the search is completed over a rolling period of up to 90 days that can go back in time up to 18 months before the current date. In this configuration mode, the range corresponds to the start date of the search + 90 days.

For example, if you specify 01/05/2020 as a starting date, the maximum search date will be 30/07/2020.

  • transaction reference: enter the references of the transactions searched for

  • transfer date: enter the date on which the transaction was captured

  • order reference: enter the order ID

  • transaction status: select the status from the dropdown list
Table 1. "Transaction status" and associated desired action
Desired action Value of the "Transaction status" field to be selected during the search
Validating a transaction To be validated (without authorisation)
Cancelling a transaction To be remitted
Refunding a transaction Remitted
Duplicating a transaction To be remitted, to be validated (with authorisation), to be validated (without authorisation), waiting for authorisation, settlement refused, remitted, expired, fraud suspected, refused, refund to be settled, refunded

  • means of payment: select a means of payment from the dropdown list.

  • currency: tick the option to search only for unpaid transactions.

  • unpaid only: tick the option to search only for unpaid transactions.

Once you have entered some search criteria, click on the search transaction button.

Attention: by default, the date criterion is pre-filled. If you do not enter any other criteria, the tool displays by default all transactions made during the current day.
All search criteria are case sensitive.

A transaction list will be displayed according to the criteria entered:



  • You can sort the results by clicking on the column headers.


  • You can also view the list of transactions in an Excel spreadsheet. To do this, click on excel export.

The following spreadsheet will display:


excel spreadsheet

  • You can click on a transaction reference to display the transaction details:


Note: in the case of an unpaid transaction, information about the non-payment is added at the bottom of the page in the transaction details, as shown in the screenshot below. In addition, the 'Refund' button is removed.


Several related information is available in the detail of a transaction:

  • Click on history to view the operation history

transaction operations history

Then click on back to list to return to the original list, or on back to transaction to return to the original transaction.

  • Click on details to view the detailed result of the fraud risk management process

fraud risk management page

You can also view the fraud profile version that was used to perform the checks by clicking on the following link:



The following pop-up window will display:


state of profile page

In order to interpret the result of the fraud risk management process, pleae read the following documents:

  • Fraud risk management - Go-No-Go (Go-No-Go+ included) for the Go-No-Go mode.
  • Fraud risk management - Scoring for the Scoring mode.

Perform a search to find the transaction you want to act on (see the Searching for a transaction section).

Various actions can be performed on a given webshop transaction, depending on the contract and the status of the transaction.

Click on the appropriate button depending on whether you are on the results list or transaction details view.

Table 2. possible actions on a transaction
Action Explanations Associated button in the list of results

(rouge = operation is available;

grey = operation is unavailable)

Associated buton in the transaction details

(not shown if action is unavailable)

Validate Allows you to trigger the transmission of the transaction to the bank and allows you to defer a payment. orange validation icon grey validation icon validation
Cancel Allows you to change the amount to be sent to the bank. orange cross icon grey cross icon cancellation
Refund Allows to credit the customer's account that was wrongly debited. orange return icon grey return icon refund
Perform a unitary duplication Allows you to create a new transaction from an old one. orange duplication icon grey duplication icon duplication

The validation function makes it possible to trigger the transaction capture. It also enables you to defer a payment so the customer's account is debited only when the purchased goods have been dispatched.

If the chosen method for sending the bank transaction is not automatic, you have to validate every transaction manually. If you do not validate a given transaction before its chosen capture time (as selected) ends, this transaction will expire. It will then be impossible for you to send it to the bank.

You can validate all or part of the transaction amount. The amount validated will be captured on the day of its validation. It is of course impossible to validate an amount that exceeds the initial amount of the transaction.

Note: it is impossible to perform several partial validations on a transaction. The transaction balance will be cancelled automatically.

Having clicked on the validation button of a transaction in the list of results or on the validation button in the seleted transaction details, the following page will display:


transaction information to validate: reference, identifier, amount, etc.

Enter the amount to be validated in the following field:

Click on fulfil transaction.

The following page below will then display if the validation is successful:


initial fulfilment and fulfilment result summary

If the validation has failed, the following page will display:


message displayed to indicate filfilment refused

This function makes it possible to change the amount to capture. For you, it is useful for inventory management purposes. When a customer has cancelled several products that are part of a single transaction, you can cancel the latter partially. In this case, the amount cancelled will be that of the unavailable product, and the customer will only be charged for the products that were actually delivered.

Transactions can only be cancelled before they are captured. A transaction cannot be cancelled if it has already been captured. However, refunding the customer fully or partially is still possible.

By default, deferred capture is inactive (0 days), which means that the capture is carried out on the same day as the transaction. To defer the date on which transactions are captured, you have to make sure that this setting has been configured correctly.

When a cancellation is requested, the Sogenactif server checks two parameters:

  • The amount. An amount that is higher than that of the original transaction cannot be cancelled.
  • The transaction cancellation period, which is set at the time of payment. Beyond this period, the transaction is captured and can no longer be cancelled.

A transaction can be cancelled several times provided the transaction capture deadline is not overdue and the transaction balance is not null.

In the case of a partial cancellation, the balance of the transaction is automatically captured after the capture time is up.

Having clicked on the cancellation button of a transation in the listof results or on the cancellation button in the selected transaction details, the following page will display:


transaction to cancel information

Enter the amount to be cancelled:

Click on cancel transaction.

The following page will then display if the cancellation is successful:


summary of cancellation transaction

If the cancellation has failed (the amount is higher than the amount of the initial transaction), the following page will display:


summary of the transaction not cancelled

A refund makes it possible to credit the account of a customer that was unduly charged (if the product was not delivered, is unavailable, damaged, returned, etc.).

The customer's account will be credited with the refunded amount, and your account will be debited with the same amount. The refund is captured on the same day.Le compte du client sera crédité du montant remboursé et votre compte sera débité du même montant. The refund is captured on the same day it is entered in Sogenactif Gestion.

You can refund a customer for a period of fifteen months following the order. You can make an unlimited number of partial refunds, provided these fifteen months are not exceeded and the balance is not null.

After you have clicked on the refund button of a transaction in the list of results or on the refund transaction button in the selected transaction details, the following page will display:



Enter the amount to be refunded:

Click on refund transaction.

If the refund is successful, the following page will display:


refund result and original transaction information

If the refund has failed (the amount is higher than that of the initial transaction), the following page will display:


a message indicates that the refund has failed and indicates the transaction data

You can create a new transaction using an old transaction.

Duplicating a transaction is possible up to 18 months after its creation date and provided the expiry date for the means of payment has not been exceeded. The transaction created during the duplication is a new transaction. All of the characteristics of this transaction can be changed, with the exception of the card information, which you does not need to store in your IT system. A transaction created by duplication can in turn be duplicated.

Duplicating a transaction requires a new authorisation request, using the payment information (card number, account number etc.) corresponding to the original transaction. The future of a duplicated transaction does not under any circumstances depend on the result of the original transaction: if the initial transaction was refused, it is possible that it is accepted after duplication, and vice-versa.

Any transaction associated with payment in instalments can be duplicated. Payment of this new transaction will be completed in one instalment only.

For example, if a transaction, either by error or omission, was not validated in the capture time you set, it has expired and will therefore not be paid. You may wish to secure this transaction, thererfore you have the option of duplicating an expired transaction. Provided it is authorised, this new transaction will be paid for.

Therefore, this operation can allow you, among other things:

  • to replay transactions without having the cardholder's card details
  • to catch up on expired transactions, i.e. transactions that would not have been validated in time (in VALIDATION mode)
Note: transactions that have been refused or expired for they were not validated within the capture time limits may be duplicated. A new authorisation request is submitted to the acquirer.

You may for example perform a search on transactions that have a "to be settled" status.

Having clicked on the duplication button of a transaction in the list of results or on the duplication button in the selected transaction details, the following page will display:


page summarizing the transaction to duplicate and the fields to fill in for the duplicate transaction

Fill in the following fields:

  • transaction reference. The reference is saved by default but can be modified (35 alphanumerical characters by default)

  • capture mode

  • transaction amount

It must be less than or equal to the amount displayed.

  • transaction currency

  • settlement delay

  • the order reference, customer code and additional information are optional values

Click on duplicate transaction.

The following page will display in case the operation has been accepted:


transactions summary

Click on the wallet management tab.

The following page will display:


wallet search page by identifier

Fill in the following fields:

  • complete wallet ID

Once you have set the parameter, click on the search button. The folloing page will display:


four columns: payment mean, number, label and validity date

Click on the cross button to delete a means of payment. The following page will display:


payment mean to remove information

Click on remove.

The following page will display if the means of payment has been deleted successfully.


removed payment mean information

If you have subscribed to this option, Sogenactif Gestion gives you the opportunity to view your activity figures on your homepage, in the form of a statistics dashboard (presented in widgets):


dashboard

You can look different information: transaction status, accepted transactions, rejected transactions, captured transactions or uncaptured transactions.

These widgets aim to provide a quick and synthetic view of your eshop's activity per 24-hour period by focusing on the following main indicators:

  • Volume and amount of accepted transactions
  • Volume and amount of rejected transactions
  • Volume and amount of captured transactions
  • Volume and amount of uncaptured transactions
  • Average basket amount

It is possible to change the consultation date up to 60 days back.

If several currencies have been used during the day, a drop-down list allows you to select the data for the desired currency. The tool does not convert currencies. To see all the transactions received, it is necessary to consult all the currencies used during the day.

Note:

These indicators are not intended to replace the use of reports, which allow a much more elaborate but less dynamic consolidation. Occasional discrepancies may therefore occur between the reports and the widget display.

Accepted transactions

This widget displays the number of accepted transactions for the selected day and the sum of the amounts of these transactions in the selected currency. This amount is calculated before any operations such as cancellations or refunds. Once accepted, the transaction is posted and the amount added.

Future cash management operations do not affect this counter.

Rejected transactions

This widget displays, for the selected day, the number of transactions that have been rejected, either on authorisation or on remittance, as well as the sum of the amounts in the selected currency.

Captured transactions

This widget displays, for the selected day, the number of transactions that have been settled and the sum of the amounts in the selected currency. This amount represents the actual turnover received. It may differ from the amount of accepted transactions due to total or partial refunds, cancellations or rejections during remittance.

Uncaptured transactions

This widget displays the number of transactions that have not been settled or processed on the selected day.

This indicator is calculated by deducting the settled and rejected transactions from the total transactions created.

A transaction can appear in this widget for several reasons:

  • The settlement has not been performed yet
  • Some cash management operations reduce the initial amount of the transaction (refund, cancellation, etc)
  • The transaction has been cancelled in full and will not be settled

As soon as a transaction is settled, even partially, or ends up being rejected, the number of transactions to be processed is decremented. The amount is only decremented if it has been effectively settled, so it is quite possible that there is an unsettled amount even if the number of transactions is 0

Average basket amount

This value represents the amount of a customer's average basket when the payment is accepted. It is calculated as the ratio of the amount of accepted transactions to the number of accepted transactions.

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