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Payment Processing

VMX can process credit and debit cards directly through the register ("integrated" processing) or record card payments taken on a separate stand-alone terminal ("non-integrated"). This page covers the Admin → Payment Processing page, how card payments work at the register, terminal management, and emailed payment links.

Availability

Card processing is set up per-client by VMX. Which payment processor your store uses (and whether features like keyed entry, card-on-file, or payment links are available) depends on your merchant account and how your system was configured during onboarding. If you want to add or change credit card processing, contact help@vmxllc.com.

The Payment Processing tab in Admin only appears once at least one processor has been configured for your store, and only for admin users with the Registers edit permission (set on the Admin → Permissions page). If no processor is configured, the page shows:

No payment processors are configured. Contact VMX to set up credit card processing.

Take a card payment at the register

To tender a card on a sale:

  1. (Optional) Type an amount into the register input bar. If you leave it blank, the full balance due is charged.
  2. Press the $ - Credit Card button.
  3. What happens next depends on your setup:
  4. Integrated terminal — the card terminal paired with this register wakes up and prompts the customer to tap, insert, or swipe. When the processor approves, the tender is recorded automatically and the approval details print on the receipt.
  5. Non-integrated — VMX records the card tender without charging anything. You must run the card on your separate terminal yourself.

The $ - Credit Card button shows a short label for your processor in its corner. If it shows NON-INTEGRATED highlighted in yellow, that register has no integrated processor selected — see "Choose the processor for each register" below.

Splitting payment across multiple cards works the same way: enter the partial amount first, press $ - Credit Card, then repeat (or finish with another tender type) for the remainder.

"Are you sure you want to record a NON-INTEGRATED credit card payment?"

If your store has an integrated processor but a register is set to non-integrated mode, pressing $ - Credit Card shows this confirmation (with most processors):

Are you sure you want to record a NON-INTEGRATED credit card payment?

** THIS WILL NOT CHARGE THE CUSTOMER **

Click OK only if you really are running the card on a separate stand-alone terminal. Otherwise click Cancel and check the register's Credit Card setting in Register Configuration — the customer will not be charged by VMX when a non-integrated card tender is recorded.

Keyed card entry ($ - Credit Card (KEYED))

For phone orders or cards that won't read, some processors support typing the card number in manually. Press $ - Credit Card (KEYED), then enter the card number, expiration, and other details when prompted. The tender amount is optional — leave the input bar blank to charge the balance due.

Keyed entry is only available with certain processors, so not every store has this button. Some stores also disable keyed entry deliberately (manually typed cards carry higher fraud risk and higher processing fees); in that case pressing the button shows:

Keyed card entry is disabled. Use $ - Payment Link instead.

A payment link (see "Send a payment link" below) is the recommended replacement — the customer enters their own card on a secure page from their own device.

The Payment Processing admin page

Admin → Payment Processing holds the merchant account credentials that connect VMX to your card processor. The page shows one tab per configured processor — for example CardConnect, PayJunction, BridgePay, Payzli, or Moneris — with a count of credentials on each tab.

Each tab lists credentials in a table with columns like Store, Merchant ID, Username, and Password (passwords are masked). Multi-store operations typically have one credential row per store, each tied to that store's own merchant account.

Warning

These credentials are set up by VMX when your processor account is created. Changing or deleting a row can stop card processing at every register in that store. Don't edit anything here unless VMX support asks you to — contact help@vmxllc.com first.

The names of the credential fields vary slightly by processor:

  • CardConnect / PayJunction — Store, Merchant ID, Username, Password
  • BridgePay — Store, Merchant Code, Username, Password
  • Payzli — Store, Merchant ID, API Key, Shared Secret
  • Moneris — Store, Store ID (Moneris), API Token, IST Config Code

The BridgePay and Moneris tabs also have a button to manage physical terminals: Manage BridgePay Terminals and Manage Moneris Terminals (both covered below).

Choose the processor for each register

Each register selects its own card processor on the Register Configuration page (the gear/setup screen on the register):

  1. Open Register Configuration on the register you want to change.
  2. Find the Credit Card dropdown.
  3. Choose your processor from the list (only processors configured for your store appear), or None for a register that doesn't take integrated card payments.

For some processors, the Credit Card setting also shows which card terminal is attached to the register — or the warning No terminal configured for this register if none is. If you see that warning, contact help@vmxllc.com to get the terminal assigned.

Manage Moneris Go terminals

Stores that process through Moneris manage their PIN pads on the Moneris Go Terminal Management page: Admin → Payment Processing → Moneris tab → Manage Moneris Terminals. Moneris credentials must be entered on the Payment Processing page first — otherwise the page shows "Moneris credentials not configured."

To add and pair a terminal:

  1. Click Add Terminal.
  2. Enter the Terminal ID — the 8-character ID assigned by Moneris (printed on the device or in your welcome letter, e.g. P1315968).
  3. Enter a Name / Description (e.g. "Register 1 PIN Pad") and click Add Terminal.
  4. On the device itself, start pairing mode so it displays a pairing token.
  5. Back in VMX, click the terminal's Pair button and enter the pairing token displayed on the Moneris terminal screen, then click Pair.
  6. On success you'll see "Paired successfully! You should now Sync this terminal." — click the terminal's Sync button to finish.

Each terminal row also has:

  • Info — queries the device and shows its status, installed apps, and whether it has a printer or scanner. A successful query marks the terminal Online.
  • Sync — pushes current settings to the device. A successful sync shows "Sync successful" and marks the row Synced.
  • Edit / trash — rename or remove the terminal entry.

Manage BridgePay terminals

Stores that process through BridgePay manage their devices on the BridgePay Terminal Configuration page: Admin → Payment Processing → BridgePay tab → Manage BridgePay Terminals.

To add a terminal:

  1. Click Add Terminal.
  2. Choose the Register this terminal is for (optional).
  3. Enter a Description (e.g. "Store 1 - Register 1").
  4. Enter the Username and Password for the terminal (provided by BridgePay).
  5. Click Add Terminal.

To pair the physical device, click the terminal's Pair button and follow the three steps in the pairing window:

  1. Get Pairing Code — click the button to request a pairing code from BridgePay. The code appears on screen.
  2. Enter Pairing Code on Terminal — type that code into the BridgePay terminal device.
  3. Wait for Pairing — click this and leave the window open; pairing may take up to 60 seconds. On success you'll see "Pairing Complete!" and the Terminal ID fills in automatically.

Use the Ping button any time to test whether a paired terminal is reachable — it reports a status and result code from BridgePay.

A payment link lets the customer pay by card from their own phone or computer — useful for phone orders, quotes, deposits, and stores that don't allow manually keyed cards. The customer receives an email with a secure checkout page; card verification (3D Secure) runs on their device.

Payment links are enabled per-client by VMX and require an online-payments (Stripe) account connected to your system. If you don't see $ - Payment Link under the $ - Other Tender... button on your register, contact help@vmxllc.com to discuss enabling it.

To send a link:

  1. Ring up the sale (or resume the quote) as usual.
  2. Under $ - Other Tender..., press $ - Payment Link.
  3. In the Send Payment Link window:
  4. Amount — pre-filled with the balance due; change it to request a partial payment or deposit.
  5. Customer Email — pre-filled from the selected customer's profile; edit as needed.
  6. Description — optional text the customer sees on the checkout page.
  7. Click Send Link.

The window then shows "Link sent." along with the link itself and a QR code — the customer can scan the QR code at the counter instead of waiting for the email. If the email couldn't be sent you'll see "Email failed to send — share the link above."; copy the link and send it to the customer yourself.

Leave the window open and it shows Waiting for payment… — the moment the customer pays, the payment is applied to the sale automatically as a credit card tender. You can also close the window and finish later; the payment is not lost (see the next two sections).

The payment link takes the customer straight to a secure card checkout. After paying, the customer lands on a confirmation page branded with your store's name and logo:

Payment received — thank you!

along with the amount, the quote number (if the link was attached to a quote), and a note that your store has been notified.

Other messages the customer might see:

  • "This payment link is no longer active." — the link was canceled at the register or expired. Send the customer a new link.
  • "Payment link not found." — the link URL is incomplete or invalid (often a copy/paste that cut off part of the address). Re-send the link.

Returning to an already-paid link always shows the "Payment received" confirmation — a customer cannot accidentally pay the same link twice.

A payment link stays live after the Send Payment Link window is closed — customers often pay minutes or hours later. When that happens:

  • Every register in the store shows a Payment Received notification: "Payment link paid: $[amount] (quote #[number])".
  • On the held sales / quotes list, the quote gets a green PAID badge with the amount.
  • When you resume that quote at a register, you're prompted: "A payment of $[amount] was received for this sale. Apply it now?" — confirm to apply the payment as a card tender on the sale.
  • If a link on the quote is still unpaid, resuming instead shows: "A payment link for $[amount] is still awaiting payment for this sale."

If the applied amount doesn't match the current balance (for example the quote changed after the link was sent), the register warns you: "Note: the payment amount ($X) differs from the current balance ($Y)." — collect or refund the difference with another tender.

$ - Payment Link (Unclaimed), under the $ - Other Tender... button, is the safety net for payment links that were paid but never applied to a sale, and for stale links still awaiting payment.

  1. Press $ - Payment Link (Unclaimed). The Unclaimed Payment Links window lists each link with its Created date, Amount, Description, Email, Quote #, Store, and Status.
  2. To apply a paid link: ring up (or resume) the sale it belongs to first, then click the paid row — the payment is applied to the current sale as a card tender.
  3. To cancel a pending link: click its Cancel button and confirm "This link is still awaiting payment. Cancel it?". A canceled link can no longer be paid; the customer will see "This payment link is no longer active." if they open it.

If the list is empty you'll see "No unclaimed payment links found." — every link has either been applied or canceled.

Credit card convenience fee

Some stores add a card convenience fee (for example 3%) automatically when a card tender is started, with an option to waive it per sale. This is configured per-client by VMX — if you'd like to add or change a card fee, contact help@vmxllc.com.

Troubleshooting card payments

  • Card terminal doesn't wake up when you press $ - Credit Card — check the $ - Credit Card button's corner label. If it reads NON-INTEGRATED, the register has no processor selected: open Register Configuration and set the Credit Card dropdown. If a processor is selected, the terminal may be offline — power-cycle it, and for BridgePay use the Ping button on the BridgePay Terminal Configuration page (or Info on the Moneris page) to test connectivity.
  • "Are you sure you want to record a NON-INTEGRATED credit card payment?" appears unexpectedly — the register is set to external/non-integrated card mode. Click Cancel (so the customer isn't left uncharged) and fix the register's Credit Card setting in Register Configuration.
  • "Keyed card entry is disabled. Use $ - Payment Link instead." — your store has turned off manual card entry. Send the customer a payment link instead, or contact help@vmxllc.com about re-enabling keyed entry.
  • Payment link email never arrived — reopen $ - Payment Link (Unclaimed) to confirm the link's status, and re-send a fresh link; ask the customer to check spam. The link and QR code shown at send time can also be shared directly.