Merchant approving managers – Portal Admins

As stated in the Getting Started section, there are two main roles in the Merchant Portal as follows for Merchants or Clients.

Portal Admin (PA)

The initial user created when the Merchant Portal is created.

This individual must be defined before the Portal can be created.

For most Clients, the Portal Admin is really just the first Approving Manager. This role only has significance if you have more than one Merchant within your Organization. It is essentially the Approving Manager role but across all Merchants in the Organization, if applicable.

The PA can also create other PA users as well as other user types.

If the PA will be performing Onboarding setup requests or XiPay WebGUI user account and password maintenance, he/she should be assigned the Approving Manager role as well to receive all of the email notifications associated with these tasks. As the PA, you can go to menu path Admin > Users and add the Approving Manager role to your profile as well. Do not remove the PA role. You will want to have at least one PA within your Organization.

Approving Manager (AM)

The AM has the same capabilities as the PA but is limited to the Merchant or Merchants to which he/she is assigned. Each Merchant must have at least one AM assigned and the PA with AM role as well for backup OR have two AMs. This is to ensure there is a backup for the AM responsibilities.

Responsibilities

Task

Reference topic(s)

Adding, editing or deleting Portal and XiPay WebGUI users. Can also add other Approving Managers.

Merchant Portal Users

XiPay WebGUI Users

Managing XiPay WebGUI password unlock and/or enable user requests.

Enable or Unlock XiPay WebGUI User

Auditing XiPay WebGUI users and permissions and performing the necessary changes if someone has left the organization or roles has changed.

Auditing and Best Practices

Can submit environment onboarding and change requests and can perform XiSecure certificate renewals.

The AM/PA can create a Portal user with only the Onboarding Edit role if they want an individual to be able to perform environment requests and certificate renewals, but not user management functions.

Merchant Onboarding Requests

Renew or Replace XiSecure Certificate

Merchant Portal Users

Creates the Primary and Alternate Functional and Technical contacts in the Merchant Portal.

  • One-time creation unless the contacts change.

  • These contacts can be designated as contacts only or given Merchant Portal user permissions as well.

  • Primary and Alternate Functional and Technical contacts are liaisons between the end users and Support Services. Submits Support Requests via Service Portal (https://serviceportal.worldpay.com/)

Add/Edit a Functional or Technical Contact

AM estimated time commitment

After your initial audit of XiPay WebGUI users, the estimated time commitment for an AM depends upon the churn rate of your employees that utilize Paymetric products and services as well as the number of employees. This could be approximately 30 minutes per month or perhaps a couple of hours per quarter.

Time spent on submitting support requests depends upon your user community and the number of Functional and Technical Contacts that are assigned.

Typical business roles

Typical business roles that act as AM or functional and technical contacts include the following:

  • Approving Manager business roles – The AM should be someone in a supervisory role that has the authority to manage user access to their Organization's transaction data. This could be a Supervisor/Manager of Customer Service, A/R, or Treasury for example.

  • Functional contacts – This role represents the business aspect for the service. This roe must be filled by a person who has received current functional training by Paymetric/PrimeSys on the administration and management of the integration to the On-Demand Services. Individuals who function in this area must have a deep understanding of the order-to-cash process and should have access to the various user and administrative screens in the Payment Origination Point (e.g., SAP, Oracle Financials, POS, etc. ) that may be needed while troubleshooting a reported incident. This role must have a primary designated contact and an alternate designated contact registered with the Paymetric Support team at all times. Paymetric must be notified in writing in the event of any changes in personnel for these roles.

  • Technical contacts – This role represents the technical aspect of the service. This role must be filled by a person who has received current technical training by Paymetric/PrimeSys on the administration and management of the integration to the On-Demand Services. Individuals who function in this area must have a deep understanding of the technical integration and various infrastructure dependencies. Such contacts will have access to the configuration interface within the Payment Origination Point (e.g., SAP, Oracle Financials, POS, etc.) and to the server hosting the Paymetric Adapter Service, which facilitates transmission of payment data. This role must have a primary designated contact and an alternative designated contact registered with the Paymetric Support team at all times. Paymetric must be notified in writing in the event of any changes in personnel for these roles.