General Reference Guide for Merchants

This guide will provide essential information about OKPAY merchant accounts and on how to start accepting various payment methods from customers worldwide. Registration requirements for individual and corporate accounts, account features such as the multi-wallet system with the support of numerous world currencies, additional payment methods setup, transactions management, reporting features, financial reconciliations, etc. will be described below.

Table of contents:

§1. General Information

OKPAY - a convenient electronic payment system for businesses around the world!
You will find essential information in this guide regarding OKPAY merchant accounts and how to start accepting various payment methods from customers worldwide.

With OKPAY you are able to:

  • accept donations, and payments for goods and services
  • accept subscription payments
  • send money to any recipient with an e-mail address
  • send mass payments to recipients around the world
  • buy online without sharing your financial information
  • and much more

Below we will describe the registration requirements for individual and corporate accounts, account features such as the multi-wallet system with the support of numerous world currencies, additional payment methods setup, transactions management, reporting features, financial reconciliations, etc.

§2. Registration and Verification

Registration and verification are the very first steps you need to take in order to create a merchant account with OKPAY. If you have already provided all of the required verification documents, the entire process could take as little as one to a few working days.

§2.1. Registration

Registration in the OKPAY electronic payment system begins with completing in the online form located at the following address:
https://www.okpay.com/en/account/signup.html

Complete out the simple form and select an account ownership type: personal or corporate. Next, you will need to specify your full name, address, e-mail, and other information as required. Upon submitting the form you need to confirm the e-mail address that was entered. After receiving the confirmation e-mail, click on the activation link to complete the account registration procedure.

Hint: If you would like to accept payments but do not own a corporation, you will need to choose personal account. This type of account is also suitable for sole traders and private businessmen. Personal accounts not only have the same merchant functionality but also allow a business name to be entered which will then be displayed instead of personal name on the checkout page, transaction details, etc.

Please keep in mind that even if you choose to sign a paper contract with us, we will begin by opening your account in the way described above. After that, we can discuss the signing of the contract via e-mail or through our Support Desk.

§2.2. Setting Your Business Account Type

The first thing to do is choose your account type. Upon initial login, you need to select either a Personal or a Business account (see Figure 1 below). The buyer's interface is more simple, all menus and necessary merchant settings are hidden because of its exclusive focus on the needs of the ordinary buyer.

Figure 1. Choose an account type.

Since you have decided to use the OKPAY payment processing for your business, you need to choose a Business account type. This option will provide you with additional elements on your profile such as create payment buttons, subscription management, etc.

Hint: You can always change your account from Personal to Business and vice versa by using the following link: Select an Account Type.

§2.3. Providing Identification Documents

KYC is an acronym for “Know Your Customer”, a term used in the customer identification (verification) process. KYC policies are becoming increasingly important globally to prevent identity theft, financial fraud, money laundering and terrorist financing. KYC refers to the due diligence activities that financial institutions must perform to ascertain relevant information from their clients in order to do business with them.

You will see a message requesting your verification in a yellow frame upon every login until you fulfil this requirement (see the top portion of your account screen).

Figure 2. New account and "proceed with verification" link.

The verification page can also be accessed from your account Profile » Verification. Even if your account has already been verified, you can open this page and edit your information.

Figure 3. Account verification page.

Verification Page

To confirm a personal account you need to upload a valid proof address and identification (ID). In addition to these documents, corporate account owners should provide:

  • the necessary corporate documentation and a proper license for business activity
  • the certificate of beneficial ownership or a director's authority for representation

Next to each item subject to verification there is an icon indicating one of the following statuses:

Empty
Means required information has not yet been provided.
Pending
Means provided information has not yet been verified or approved.
Verified
Means information has been verified successfully.

Detailed instructions can be found on the Verification page of your Profile.

Important: Once you enter the data and upload scans of your verification documents, click on the Request Verification button. Our verification specialists will not start checking your documents until you actually request verification, which automatically sends a verification request to the Support Desk.

§3. Account, Wallets and Currencies

A list showing your transactions is displayed on your account's main page. In this list you will see the most recent operations that have been carried out in your account. You can choose to view operations within specific e-wallets, show only incoming or outgoing transactions and can even scroll through the entire list of transactions using the appropriate controls. All of these possibilities are discussed in detail in the section titled Transaction List.

Figure 4. The transaction list of your account.

OKPAY is a unique payment system that allows you to conduct several businesses simultaneously via a single account. You can have a virtually unlimited number of wallets with up to 20 world currencies. Each wallet allows for separate accounting with regard to a business or website. In this manner financial income from separate categories will not intersect with one another as they otherwise would.

Figure 5. The OKPAY account scheme.

OKPAY's wallet identifier starts with "OK" and is followed by a 9-digit number (OKxxxxxxxxx) unique across all OKPAY users. You can find the wallet's ID in the Wallets and Currencies list on the left. Additionally you can look up the ID of a specific wallet via Profile » Wallets and Currencies ("Wallet ID" column). See Figure 6 - "Wallet ID" are highlighted here:

Figure 6. How to find your Wallet ID.

How to find your wallet ID

Each wallet has a set of parameters, such as a name, a business category, a list of enabled currencies and balances, payment settings and integration, etc. Below we will describe your wallet preferences in more detail.

§3.1. Creating and Deleting Wallets

Creating a new wallet in your account

To create a new wallet, open your Profile » Wallets and Currencies section and click on the hyperlink.

Figure 7. Creating a new wallet.

On the wallet creation page you can specify the wallet name and its enabled currencies. When creating a wallet, choose only the necessary currencies; in the future you will be able to add more currencies as needed.

Hint: The wallet ID number (OKxxxxxxxxx) is assigned automatically and is randomly generated.

 

Deleting a wallet from the account

To remove a wallet, open your Profile » Wallets and Currencies and select the appropriate wallet in the list. Then click the Delete button.

Important: If you want to remove a wallet, the balance of all its currencies should be zero. If there are any funds left you can transfer them to another wallet and proceed with deletion.

Figure 8. Wallet removal button.

§3.2. Wallet Properties

Each wallet has individual settings that allow you to conduct several businesses as well as private financial tasks via a single OKPAY account.

Wallet properties can be accessed by:

  • clicking on the gear icon next to the wallet name in the left sidebar of your OKPAY account
  • opening the Wallets and Currencies page in the Finances section of your Profile and then clicking the Edit button next to the appropriate wallet

The wallet properties page contains the following tabs:

(Click on the appropriate tab to read about it in detail.)

§3.2.1. Common Settings, Currencies and Linked Contacts

In the "Common" tab you can specify your wallet name and color and add or remove currencies, linked e-mail addresses or phone numbers.

General Settings: name and color

The Name field contains wallet name, which is displayed in the wallets list. This is an internal name visible only to you for identification purposes. Additionally you can choose a specific wallet color. Color marking is used in the transaction list to indicate the specific wallet related to a transfer.

Adding and removing currencies

OKPAY wallet funds can be stored in dozens of various currencies. By default when you open an account, the first wallet has the world's major currencies enabled and - additionally - a local currency in certain countries.

+ Click on the Add Currency link to enable additional currencies for your wallet.

- Before removing a currency, you need to make sure that its balance is zero and then click on the Remove button on the right.

Linking e-mail addresses and phone numbers

With OKPAY you can send money to another user not only by specifying a wallet's ID (OKxxxxxxxxx) but also via an e-mail address or phone number. Essentially, "linking" is the process of connecting one wallet with one specific e-mail address or phone number, which can then be used to transfer money to the wallet linked to it.

Important: Please note that one particular e-mail address or phone number can only be linked to one wallet at any one time; if you want to link an e-mail or phone number to another wallet you will need to unlink it from the previous wallet first.

Before linking an e-mail address or a phone number you need to add it to the corresponding section of your Profile:

Use the checkbox to select a desired e-mail address or phone number and click on the Save button to finalise the link.

§3.2.2. Cash Flow Alerts

The "Cash Flow Alerts" tab is used to enable e-mail notifications on transactions, with separately configured settings for sending and receiving funds. If you wish to reduce the number of notification messages, you can specify a minimum transfer amount in order for a notification to be sent.

§3.2.3. Entering Business Information

The "Business info" tab is used to specify business information and the logo associated with a wallet.

Correctly entered business information:

  • will be displayed in transaction details and e-mail notifications instead of the sender's name (i.e. instead of the user's first and last name) with any payment made from that wallet (see Figure 9)
  • will be displayed in the header of the checkout page (see Figure 10)
  • is required to activate additional payment methods
  • allows your business to be listed in the OKPAY merchant catalogue

Figure 9. Payment notification e-mails: where "business info" has been left empty and where "business info" has been provided.

Figure 10. Checkout page: business info is empty and business info has been provided.

OKPAY is an international payment system and apart from the required English description, you can add multiple descriptions in dozens of supported languages. We encourage you to add descriptions in all the languages​​ that you speak as they may increase your sales!

§3.2.4. Payment Preferences

The "Payment Preferences" tab allows you to set the following parameters, all of which are self-explanatory:

  • Whether to accept payments from anonymous users.
  • Whether to accept payments from unverified users.
  • Whether to allow users to send money manually (via the Send Money operation) to your wallet apart from the payments made through the OKPAY checkout page.
  • Whether to accept payments from registered OKPAY users, this is the only method that allow the user to get a client's name and other information.
  • Whether a buyer or seller pays the OKPAY commission fee.
  • Select any countries to exclude from payment processing or countries that cannot be offered services.

§3.2.5. Additional Payment Methods

By default, the payment acceptance feature from any OKPAY user's wallets is available to any business account. To activate and enable additional payment methods for your business/wallet, use the "Payment Methods" tab.

All available payment methods are represented in this section.

Before you can implement (and thus make available to your customers) a specific payment method, you need to activate it for your business. To create an activation request, click on the Activate Now button next to the appropriate method.

You will be forwarded to the activation page for the selected payment method, which contains:

  • General information on the method: a description, fee amounts, etc.
  • A list of prerequisites; in order to activate a payment method you need to complete the steps listed in this section.
  • An excerpt from the Conditions of Use for this payment method.
  • The Request Activation button itself. By clicking on this button you will submit a support request concerning your wallet.

OKPAY specialists will answer your request shortly, and you can track the activation status of the requested payment method in the Status section. The status is changed to Activated when your request is approved.

Note: Some payment methods may be unavailable for your business type depending on a particular payment system's restrictions (see the Restrictions section). Please read these items carefully to avoid further misunderstandings.

Disabling a payment method

You can disable any previously activated payment method by unchecking the "Enabled?" column next to the method. Once disabled, it will not be offered on the checkout page for your business/wallet, however, you can instantly activate it again at any time.

Payment methods display order

To customize the payment methods display order on your checkout pages simply drag the various methods to the desired position.

Hint: In order to increase the conversion of visitors into buyers we recommend placing the payment methods that are in most demand for your business at the top of the list.

Apart from placing an OKPAY logo on your website, we advise that you add logos to all other payment methods activated for your business/wallet, with the possibility of linking them to direct payment processing via OKPAY. Read more in the Accepting Payments Guide.

§3.2.6. Business Practices

Completion of this questionnaire allows us to better understand the principles you are guided by in your business and in providing services to your customers.

Hint: Providing relevant and reliable information reduces the verification time for your business.


§3.2.7. Integration: Technical Settings

The following settings are for programmers implementing OKPAY Services.

You can set the following parameters:

§4. Balances and Transactions

All sent and received payments are instantly displayed on the main page of your OKPAY account. You can split cash flows belonging to different groups of products/services or different websites to different wallets, which allows you to maintain a system of hassle-free accounting and perform quick search operations.

§4.1. Wallet Balances, Reserves and Total Balance

The left sidebar on the account page contains information on your wallets and balances, showing a total for each currency, as well as the overall balance in your account's base currency.

Hint: Click on the wrench icon (see Figure 11) to change the base currency used for the total balance calculation.

Figure 11. Account total balance.

What's the difference between "(Current) Balance" and "Available (Balance)"?

  • Your current balance is what the OKPAY has as your balance on the ledger. However frequently you won't have access to all of it. For instance, if you've recently received a payment or deposited a cheque, the system may hold on to it so that it will not be registered as "Available" for a period of time.
  • The available balance is the account balance you can actually make use of: it is the current balance minus deposits and payments that have not yet posted to the account (reserves and holds).

Reserves

For merchants that use certain types of payment methods a funds reservation may be applied. In this case payment is considered to be successfully received but temporarily unavailable for immediate withdrawal by the merchant. An account reserve is a pool of money set aside in your OKPAY account to help ensure that you are able to meet the liabilities you may incur from a chargeback, claim or bank reversal when no other funds are available.

OKPAY uses two types of reserves:

  1. A rolling reserve is a reserve where a percentage of each transaction received each day is held and then released later on a scheduled basis. For example, your reserve could be set at 10% and held for a 90-day rolling period – meaning 10% of the money you receive on day 1 is held and then released on day 91, 10% of the money you receive on day 2 is held until day 92, etc. Rolling reserves are the most common type of reserve.
  2. A minimum reserve is a specific minimum amount of money that you're required to keep available in your OKPAY account balance at all times. The minimum reserve is either taken as an upfront amount deposited all at once, or it is built up and maintained on a rolling basis from a percentage of sales, much like a rolling reserve. An account can simultaneously have both a minimum and a rolling reserve.

To find your exact settings and the period your funds are being reserved for, open your Profile » Wallets and Currencies and click on any reserved amount you see in the Frozen column (blue).

Figure 12. View the reserved funds in your wallet.

Clicking on the amount in the Frozen column will forward you to the Reserved and Held Funds page, which contains a list of operations that have reserves as well as the dates your funds will be released on.

Figure 13. Transaction list with reserved amounts.

Note: Reserve information is also displayed in the corresponding transaction details.

The Reserved and Held Funds page features a list of held funds operations, read more in section Operation Statuses.

§4.2. Transaction List

As was stated before, a recent transaction list is displayed on your account's index page, i.e. the page you see immediately after you log into your account. For your convenience, we have provided the following controls in your operations list:

Figure 14. Account transaction controls.

1) For accounts with multiple wallets:

  • check/uncheck wallets whose operations you want to see in the list
  • show operations for only a single wallet, by clicking on its name in the "Wallets and Currencies" list

2) For quick access to certain types of operations you can click on the following tabs:

  • Recent activity - displays all transactions
  • Payments sent - displays only outgoing transactions and withdrawals
  • Received payments - displays only incoming transactions and deposits

3) To navigate through multiple pages of operations:

  • use the forward/back button to access the beginning or end of the list
  • click on the current page number and enter the number to quickly move to the selected page in the operations list

In addition, to find out how to filter, search, and export a list of operations, see sections Transaction Search and Exporting a Transaction History Report.

§4.3. Viewing Transaction Details

Click on the transaction number in the list of your operations to view any transaction details.

Figure 15. Transaction details.

You can find all the information about operations on the transaction details page, including items such as the date, time, amount, fee, status, etc.

Please note that every operation type will display a unique set of data.

You can search for any transaction within your OKPAY account belonging to any period of time. To do this, log into your account and in the top horizontal menu select Transaction History. A new window with the following search criteria will open:

  • One or several wallets
  • One or several operation types
  • One or several operation statuses
  • One or several transaction currencies
  • Transaction creation: set a timeframe
  • Find transaction by sender/receiver e-mail
  • Find transaction by OKPAY transaction ID

Select your desired search criteria and click on the Search button. Search results will be displayed under the filter form.

§4.5. Exporting a Transaction History Report

Exporting operations begins with the same process as that described above for searching; see below for how to get started with exporting.

You can export such search results to a CSV or XML file for further analysis in a spreadsheet application (e.g. Microsoft Excel, Apple Numbers, OpenOffice Calc, etc.). Click on the appropriate icon to export your search results. See Figure 16 below.

Figure 16. Calling the transaction history export wizard.

The export wizard will open:

Figure 17. Transaction history export wizard window.

Since transaction list generation may take some time (especially if you set a wide range of criteria, which is subject to a large number of operations) with OKPAY, you can choose to have a download link for your results sent to your specified e-mail address.

Upon entering the Transaction Search and Export Wizard, input the e-mail address that will be used to receive the link for the generated file. Click on Submit you can now safely close the window; the download link will be sent to the e-mail address given. Otherwise you can always wait for the results to appear on screen, in both cases you will end up getting a download link to the generated transactions list file.

Hint: Below we describe another way to export data using the API, see Transaction list export.

§4.6. Operation Statuses

Below you will learn how to check an "operation status" in OKPAY as well as read definitions of the existing statuses.

How to check an operation status

Upon completing an operation, you can check its status in your account history:

  • In the list of recent transactions on the My Account page, and on the Transaction History page (read more in section Transaction Search), hover over the status icon in the Status/Action column.
  • Apart from transaction details (read more in section Viewing Transaction Details), to view your status history just click on a transaction number. For operations that have changed status at least once, an Operation Status History section will appear.

Operation statuses description

Status Description
Completed The transaction was successful and the money is in the recipient's account.
Pending We're processing your payment and the transaction should be completed shortly.
Reversed Either you canceled the transaction or we did.
Error Your payment didn't go through. We recommend that you try your payment again.
Canceled You or we canceled your payment, and the money was credited back to your account, in some cases, with the deduction of corresponding fees.
Hold Money from your account is being held temporarily during the authorization process. The recipient isn't able to use or withdraw this money until the authorization is complete.

Held payments (Hold)

A payment is frozen for a specified period of time when an operation is temporarily placed on hold. In this case, the money is not available for either the sender or the recipient.

There are several reasons and security measures that require us to hold operations:

  • We want to make sure that the account owner has authorized this transfer.
  • There is an issue with the operation or someone has reported it. We will release and complete the transfer as soon as the issue has been resolved.
  • You authorized the transfer but the merchant has not processed it yet.

Held transfers can be released within several minutes to several days depending on the cause of retention.

List of all held payments in your account is shown on the Reserved and Held Funds page. Read more here: Wallet Balances, Reserves and Total Balance.

§4.7. Reports and Reconciliations

The OKPAY system keeps accurate records of your financial resources and provides a set of tools to facilitate their creation, view reconciliations and financial analyses.

OKPAY's financial control instruments and reporting allow you to:

  • analyse their revenue sources to better understand the buying behaviour of your customers
  • automate time-consuming accounting tasks
  • precisely match, justify, and reconcile transactions

Debit and Credit definitions

Credit When you receive a payment and the balance increases by a positive amount, it is a credit. Other possible credits to your account are refunds, reversals, and payments sent but never claimed. In some cases, a debit operation can become a credit, i.e.when a debit amount equals a credit, making a total of 0. This could happen, for example, if you send a payment initially indicated as a debit which was then denied by the recipient. The debit operation will transform into credit (maintaining the same Operation ID and amount) and will be displayed at the top of the transactions list.
Debit Debits are transactions that reduce your available balance. For example, refunded transactions are recorded as a debit in the Balance column and as completed in the Status column.

A transaction's effect on the balance

Each transaction affects your OKPAY balance. Under no circumstance will there be a situation where your account balance is changed without a new transaction having been created or the status of an earlier transaction having been altered.

Information about your current balance (which has arisen as a result of the operation) is displayed in the Balance column in the list of operations (both on the main page and in any search you make). Since OKPAY allows you to have multiple wallets that hold a variety of currencies, the colored square can be used to determine which wallet a specific transaction is related to.

Figure 18. A transaction's effect on the balance.

When dealing with a currency exchange or internal transfer between personal wallets, the transactions list will feature two separate records to better represent a transaction's effect on both currencies/wallets.

Transaction list export

There are two ways of obtaining a transaction list: manually, via web-interface, or automatically, via OKPAY API.

The manual method is described in section Exporting a Transaction History Report. In order to obtain a list of every operation, just set the timeframe and leave all other fields empty/intact.

As an alternative to this non-automatic method, you can use the Transaction_History and Transaction_Get API functions. Detailed information can be found in the Application Programming Interface (API) section of the Comprehensive Manual.

Hint: Pass the information above to your developers to integrate OKPAY monitoring capabilities into your organization's information system.


Reports

Reports enable you to get an overall picture of operations in OKPAY within a certain period of time.

In your account, in the top horizontal menu bar, select "Reports"; and a new page from which reports can be generated will open:

  • Wallets - here you can select either an entire wallet with all its currencies (in this case, the data will be converted into the base currency, see the subsection Wallet Balances, Reserves and Total Balance, or into a specific currency wallet).
  • Period - the period of time for which you want to receive a report for.
  • Discretization - the report will be issued using the same line for all transactions over a specified period of discretization (by day, week or month), i.e. calculations will be added.
  • Remove Empty Lines - hide rows with zero values, i.e. no operations for that timeframe.

You can combine various options to get different types of reports. For example, to get information on turnover (debit/credit) for each month during the year, select: Period = Year, Discretization = Month, and click on the Generate button.

§5. Technical Integration

In the previous sections we have described the theoretical aspects of accepting payments with OKPAY. In order to actually start accepting payments you will need to integrate the payment tools into your website using one of the following methods:

Now that we've covered everything it leaves us with just one thing to say: we wish your business successful growth with OKPAY!

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