Ingenico iWL252 Setup Guide (+Global Payments)

Get Started

Before you begin

Ensure you have the following items included with your terminal:

• 1x Base unit
• 1x Card machine
• 1x Power cord
• 1x Ethernet cable
• 1x Phone line cable

Not included with your terminal:

• Telephone socket
• Router or wall mounted Ethernet socket

Connecting

Power

You first need to connect your Base Unit to a power supply:

1. Place the Terminal within the Base Unit, in a convenient location for both you and your customers.

2. Plug the Power Cord into the Base Unit.

3. Plug the Power Plug into an electrical socket. A blue ‘:-)’ symbol will then appear on screen.

Communication
You then need to connect your Base Unit to either a broadband or telephone line:

a. If using a broadband connection (recommended), connect the Base Unit to a router or wall mounted Ethernet socket, using an Ethernet cable. This connection port is on the back of the base unit, next to the power cord.

b. If using a standard telephone line connection, connect the IN socket on the Base Unit to a telephone socket using a standard telephone lead. The IN socket is located on the bottom of the Base Unit, to access it simply lift off the cover.

Function & menu keys

a. F1-F4 Keys - Function keys enable scrolling up and down through menus.

b. Menu Key - To enter the application menus, press the MENU key from the READY prompt. Pressing this key again moves to the next menu (if available).

c. Correction Keys - When entering numbers or letters, the yellow CLEAR button deletes one character at a time, whilst the red CANCEL button deletes the entire line (this key also cancels transactions).

d. Confirmation Key - The green ENTER button is used to confirm anything that has been typed into the terminal.

e. Paper Feed - To test the feeding of the paper through the printer, press and hold CLEAR.

f. Reboot Terminal - To reboot the terminal hold down CLEAR and ‘ . ,’ ’ simultaneously.

Connecting WiFi

You now need to set up your Payment Terminal.

1. Once your terminal has powered on, a READY prompt will appear on screen.

2. Providing the connection symbols are green, you are now ready to start taking card payments.

3. Make a 1p transaction on your personal card to ensure the setup has been successful. Begin by keying in the transaction amount and pressing ENTER.

4. When the prompt appears, insert your card into the terminal.

5. Set a new supervisor password. The password must be at least 5 numbers long and can be any numerical sequence e.g ‘17453’.

6. Re-enter the password by typing it in again and pressing ENTER. The terminal will display ‘parameter saved’.

7. The terminal will then proceed to the payment screen by asking for the PIN number of the card – Enter the PIN to proceed with the 1p sale.

Note: This test transaction must be made by inserting your card and entering your PIN, not a contactless transaction.

Sale transaction

1. A sale transaction may be initiated from the READY prompt by keying in the transaction amount and pressing ENTER.

2. Follow the terminal prompts to Insert/Swipe/ Present the customer’s card.

Note: You will only be given the option to present the customer’s card if the transaction value is below the maximum Contactless payment limit.

3. Insert/Swipe/Present the customer’s card using the terminal or alternatively key in the card number on the terminal. The customer must enter their PIN code if requested.

Important: Never ask the customer to divulge their PIN. The terminal will now reach the acquirer for authorisation.

4. If the transaction is authorised then an ‘Auth Code’ will be displayed and printed on the receipt.

5. The terminal will print two receipts. The Customer Copy will be printed first, then once you press ENTER the Merchant Copy will be printed.

Contactless sale

1. From the READY prompt enter the sale amount for the transaction and press ENTER.

2. A contactless symbol will be displayed if the amount entered is below the maximum contactless limit.

3. The cardholder should present their card over the contactless symbol on the terminal display. The terminal will then print the Merchant receipt.

4. If the customer requests a receipt, this must be done before the next transaction takes place. From the idle screen, press the decimal point key to print a customer receipt.

Refund transaction

1. From the READY prompt, press the MENU button, then F2 until REFUND is highlighted and press ENTER.

2. Key in the refund amount and press ENTER.

3. Enter the Supervisor Password. Then insert or swipe the customer’s card.

4. The terminal will dial out to the acquirer for authorisation. If the refund is authorised then REFUND ACCEPTED will be shown.

5. The terminal will print the merchant copy which the customer must sign.

6. Remove the card.

7. Check the signature on the merchant copy with that on the card. If the signature is valid, press ENTER, otherwise press CLEAR. The terminal will then print the customer copy.

Customer not present (CNP) transaction

A payment made where the cardholder does not, or physically cannot, present their card to you at the time of purchase.

1. When prompted with the READY screen, press MENU   twice.

2. The option for Mail Order will be listed, press the respective F button to select it.

3. An option for Sale will be listed under F1   or Refund under F4  . Select the appropriate option depending on your transaction type.

4. Enter the Sale or Refund amount, then press ENTER  .

5. When prompted to 'present, key in or insert the card', type the long card number into the card machine using the number keys.

6. Key in the Expiry Date. The format for this will be MM / YY. Then press the ENTER  .

7. Key in the customer's address. This will only be the 1st line of the address and a house or flat number.

Note: If the customer doesn’t have a house / flat number, you will just press ENTER   to get to the next step.

8. Key in the customer’s postcode. You can only enter the numbers of the postcode in order of how the postcode reads: E.g. if the postcode is 'MK9 1NJ', you would enter '91'. Then press ENTER  .

If your business takes a lot of CNP transactions, you may find a Virtual Terminal to be a more useful method of taking payment.

End of day report

1. To access the reports menu press the MENU button until the System Menu is displayed.

2. Press ENTER to select Totals. End-of-Day-Banking will be highlighted; press ENTER to select.

3. Enter your supervisor password. Follow the display prompts or refer to the User Guide: www.ingenico.co.uk/userguides

4. The terminal will go online to the acquirer to confirm the totals before printing the report.

End-of-Day-Banking should be performed every day as this is your confirmation of the transaction totals that have been sent to the acquirer.
 
Note: Your terminal will not complete End-of-Day-Banking automatically.

Batching timescales

Once you’ve completed your End of Day banking report, it will be sent to the acquiring bank to be processed and paid into your bank account. The settlement timescales are as follows:

Standard settlement

3 working days

Same Day Settlement

Batch Time

2.00 am

12.00 am  

Funds Received

By 11.00 am same day

By 11.00 am next day

If you would like Same Day Settlement added to your account or are unsure if you have it, please contact our Customer Support team.

Auto end of day report

Also known as ‘auto-batching’, this enables your card machine to bank the transactions listed on your End of Day report at a set time each day. You can choose a specific hour in the day when this is performed e.g. 17.00-18.00 daily.

The batching timescales for receiving funds are the same as if you ran your End of Day report manually:

Standard settlement

3 working days

Same Day Settlement

Batch Time

2.00 am

12.00 am  

Funds Received

By 11.00 am same day

By 11.00 am next day

Your card machine will not be pre-programmed with this function but setup can be requested by contacting our Customer Support team.

X and Z reports

These reports allow you to print out a statement of which transactions have been made on your card machine regardless of your End of Day report being run or not.

This feature is typically used by businesses that operate by shift work. E.g. you may be a restaurant that opens for a separate lunch and dinner sitting and want to know how much is taken in each sitting.

X report – ‘Mid shift’

The X report is intended to be mid-shift snapshot of what has transacted on the card machine from the beginning of the shift until the present moment.

• • Prints out every transaction that has or hasn’t been batched.
  • The totals will remain on the card machine.

 
Z report – ‘End shift’

The Z report is intended to be an overview of the card machine’s entire shift from open to close.

• • Prints out every transaction that has or hasn’t been batched.
  • The totals on the card machine will be reset to zero.

Note: This will not remove the totals from the End of Day report. For both X & Z reports you will still need to run your End of Day report in order to receive your funds. 

Your card machine will not be pre-programmed with this function but can be requested by contacting our Customer Support team.

Replacing the paper roll

1. Hold the terminal firmly.

2. Open the paper roll compartment by hooking your fingertips under the flap at the rear of the terminal and gently lift away from the terminal body.

3. Remove the paper roll or used spool from the compartment.

4. Unwrap the silver foil from the paper roll or unstick the end of the paper roll if it is not wrapped in foil.

5. Place the paper roll into the compartment with the loop at the bottom.

6. Ensure that the paper roll end is at the front of the compartment.

7. Lift the compartment lid forward whilst holding the top of the paper roll.

8. Ensure that the paper roll end is outside the compartment and gently close the lid trapping the paper roll between the rollers.

9. While on the idle screen press and hold the CLEAR button to ensure that the paper feeds correctly.