Set Up a Payment Terminal and Process Card Payments Kasse Desk

Connect a physical card terminal to offisy and take payments by card directly on invoices.

Benötigte Lizenz

The payment terminal module is part of the Kasse and Desk products. If it's not included in your license, contact support@offisy.at.

What is the payment terminal used for?

The payment terminal module connects a physical card terminal to offisy. When you check out an invoice, your customer pays directly by card. Every card payment creates a transaction that you can track in a dedicated overview.

offisy currently supports terminals from the manufacturer Hobex.

Set up a payment terminal

Open Settings from the gear icon in the left menu. Choose Kasse → Payment Terminals.

If no terminal is set up yet, the page shows "No payment terminals set up." Click Add payment terminal. If terminals already exist, click Create in the top right.

In the Create payment terminal dialog, fill out three tabs:

1. General: Choose the manufacturer (currently only Hobex), give the terminal a name, and enter the terminal ID. Switch between API token and credentials. Enter either an API token or a username and password (one of the two is required).
2. Employees: Toggle which employees can use the terminal when checking out. If all are enabled, the terminal is available to everyone. At least one employee must stay enabled.
3. Settings: Enable test mode for test transactions without a real charge. Enable auto-void for automatic voiding of open transactions. Pick a color to identify the terminal in lists and during checkout.

Note: With the accounting export module, the Settings tab also shows an account for the BMD export and a toggle to enable the export for deposits.

Click Save. Edit or delete an existing terminal from the action menu in the list.

Accept a card payment

When paying an invoice, the payment dialog shows every enabled terminal as its own tile with the terminal name.

Select the tile for the terminal you want to use. A dialog shows the live payment status: "Connecting.", then "Waiting for approval.", then "Please follow the instructions on the terminal."

Once the payment finishes, the dialog shows one of the following messages:

• "Payment completed." The dialog closes automatically.
• "Payment was canceled."
• "The payment terminal could not be reached."
• "Payment declined: Insufficient funds on the account."
• "Payment declined: Due to a block ..."
• "Payment declined: The payment was rejected by the payment provider."
• "Payment failed."

If an error occurs, click Retry. If you cancel a transaction in progress, offisy reminds you that you may also need to cancel the transaction manually on the terminal.

View transactions

Click Transactions in the top right of the Payment Terminals page. From the transactions page, click Payment Terminals to go back.

The Transactions page shows every card payment with date, status, amount, masked card number, provider, and terminal. Filter the list by date range, status, or terminal.

Click a TXID to open the details of a transaction. Use Update status on a row to fetch the current status directly from the terminal.

New and updated transactions appear automatically, without reloading the page.

Requirements

• The payment terminal module must be included in your license.
• You need the corresponding cash/invoice permission to manage payment terminals or accept card payments.
• During checkout, you only see the terminals assigned to you as an employee.