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Merchant Defined Fields

Updated

Overview

Merchant Defined Fields (MDF) are a great option for merchants to add their own custom fields. Merchants have the option to add verification fields, terms of service agreement fields, various data that are applicable to their business' transactions, and much more. Merchants are able to configure up to 20 custom fields, which can be changed, added, and de-labeled at any time. They can be used with the API, QuickClick, Collect Checkout, Virtual Terminal, iProcess, Recurring, Webhooks, and Swipe Software.

Prerequisites

The merchant's user will need the 'Access Administrative Options' permission to be able to access Merchant Defined Fields. Primary users have this permission set by default and cannot be removed. 

Navigating to Merchant Defined Fields Settings Page

In the Merchant Portal, on the left side panel → click on Options → Settings → under Transaction Options click on Merchant Defined Fields, or from the homepage at the top right corner→ click on My Settings → Merchant Defined Fields.

Types of Merchant Defined Fields

Merchant Defined Fields will have a “Name” that defines the label. Merchants can set the entry method to be one of four types:

  1. Plain text
  2. Checkbox
  3. Radio
  4. Select
Entry Method Type  Description  Preview of the Field
Plain Text This will create a blank textbox field, where someone could enter any value they wish.

 
Checkbox This will create a checkbox that the Merchant or Customer will have the option to click on.

 

 
Radio This will allow you to create several options to choose from. Only one value can be selected at a time.

 

 
Select

This will create a drop-down selection that can have several options. Like the Radio type, only one value can be selected at a time.

 

 

 

How to create a Merchant Defined Field

  1. To create a Merchant Defined Field the merchant will need to log in to their Merchant Portal and click on Options → Settings → under Transaction Options click on Merchant Defined Fields→ under Action click on the configure button/pencil icon:
  2. Enter a name for the field and select the type of field you wish to use:
    • Plain text - when selecting the plain text option, the merchant will need to enter a field name and choose the dropdown type as 'text':
    • Checkbox - when selecting the checkbox option the merchant will need to enter a field name and choose the dropdown type as 'checkbox':
    • Radio - when selecting the radio option, the merchant will need to enter a field name and choose the dropdown type as 'radio'. Then the merchant will need to enter a value and click on the '+' button to add each individual value. Once all the values are entered, you can click 'Save Field': 
    • Select - when selecting the 'select' option the merchant will need to enter the field name and choose the dropdown type 'select'. Then the merchant will need to enter a value and click on the '+' button to add each individual value. Once all the values are entered, you can click 'Save Field':
  3. Once done configuring the field, click Save Field. 

Where can I see my custom Merchant Defined Fields?

Reporting - Merchant Defined Fields will show up in reporting and can be used to filter searches:

  • Transaction Report Configuration Page - merchants can customize their reports to make these fields immediately visible in their Transaction Report search results display. 
  • Transaction Reports - merchants can group transaction snapshots by a specific MDF or search transactions by a specific MDF. MDFs will show as their own field when using the search transaction section. MDFs will also appear in downloadable transaction reports.
  • Invoicing Reports - MDFs will appear as searchable options on the List Invoices page and can be combined with any of the existing search fields to find exactly what the merchant wants. MDFs will also appear in downloadable invoice reports from the List Accounts page.
  • Subscription Reports - MDFs will appear as searchable options on the Search Subscriptions page and can be combined with any of the existing search fields to find exactly what the merchant wants. 
  • Customer Vault Record Reports - MDFs will appear as searchable options on the Search Customer Vault Records page and can be combined with any of the existing search fields to find exactly what the merchant wants. 

Advanced Transaction Routing Interface - if the merchant has Advanced Transaction Routing then it will allow the Merchant to use the ATRI system with Merchant Defined Fields. Partners have the ability to set this for an Account from within their Partner Portal. ATRI works off of our Merchant Defined Fields. For any transaction source that is able to send a value via Merchant Defined Fields, the gateway can intelligently route to a specific processor based on that value. Please see Advanced Transaction Routing Interface to learn more. 

Collect Checkout - all Merchant Defined Fields types are supported and can be used with Collect Checkout, under 'Advanced Features & Required Fields' section of the button generator. Please see How to add Merchant Defined Fields for Collect Checkout. 

Recurring Billing - Subscriptions contain the customer’s individual information such as name, credit card, address, and any custom Merchant Defined Fields as entered by the Merchant.

iProcess - Merchant Defined Fields set as Checkboxes will show as checkboxes, and selects/radios will appear as selects with the options the merchant has configured in their control panel. Required fields will also be displayed in iProcess, ensuring merchants always fill out their required fields.

Set Merchant Defined Fields as Required - if Partners or Merchants wishes to enforce a Merchant Defined Field, the Partner may set them as requires in their Partner Portal under the processor configuration section. Please see Merchant's Required Fields for more information. 

Webhooks - all transaction webhooks include all merchant defined fields that are part of a transaction. 

Recurring Queries - Query API - any merchant defined fields that are attached to a recurring subscription will show in the query results when using the report_type=recurring query. These display exactly as they would for transactions returned in the Query API.

Receipts - by default Merchant Defined Fields do not appear on receipts. This will need to be requested to be added via email. For more information, please see Email Template Changes.

Batch Upload - configure Batch Upload File Formats to include specific Merchant Defined Fields.

How to add Merchant Defined Fields for Collect Checkout

  1. Once the merchant configures their custom Merchant Defined Fields, head over to 'Collect Checkout' on the left side panel.
  2. Under Configuration, click on 'Button Generator' and then scroll down to 'Required Fields & Advanced Features' to expand the advanced options: 
  3. You may choose to make the MDF Required, Optional, or Not Collected:

    • Setting it as Required will appear on the button and force the user to enter a value/select an option. It will not allow them to proceed with a transaction unless that value is entered.
    • Setting it as Optional will display it on the button but will not force the user to input anything into the field when entering fields on the button. They can leave it blank and proceed with entering the rest of the information.
    • Setting it as Not Collected means that this field will not appear on the collect checkout button once it is generated.

PO Number and Order ID will always be available options, and any MDFs that the merchant has configured will show up here.

When the customer checks out with a button asking for these fields, they will see them immediately after clicking a Checkout link. Please keep in mind is that these Advanced Features and Settings are on a per-button basis. The settings must be set for each button as it is created.

How to add Merchant Defined Fields for QuickClick

  1. Once the merchant configures their custom Merchant Defined Fields, head over to 'Options' on the left side panel → click on 'Quickclick' → and then 'Customer Information':
  2. Your newly created fields will be at the bottom of this page and are set to "hidden" by default. Switch the radio button to "Required", or "Optional", to make the fields appear on the QuickClick page.
  3. Make sure to click 'Save'.

Once you configure MDF to QuickClick, these required or optional fields will appear on all of the merchant’s QuickClick buttons. 

How to add Merchant Defined Fields for Swipe Software

  1. Once the merchant configures their custom Merchant Defined Fields, open Swipe Software on your computer and Login
  2. Click on 'Settings' → 'Options' → Login
  3. Check the box that reads "Prompt for Merchant defined fields after swipe"
  4. Click 'OK' to save the setting.
  5. The merchant will then see their labeled Merchant Defined Fields in the Order Information screen:

NOTE: Swipe Software only supports text fields, checkbox and drop-down selections. If the field is set to a Radio Button in the Gateway, it will turn into a drop-down selection in the software. 

Video Tutorial