THE CARD PAYMENT GATEWAY OF THE VIRTUAL FUELS GROUP

Transcription

1 THE CARD PAYMENT GATEWAY OF THE VIRTUAL FUELS GROUP The Virtual Fuels Group is a collective network of companies that integrate to provide client focussed solutions within the Fuel Supply Chain. The development of our Card Payment gateway allows you access to fuel anywhere in the country at any facility. These include all retail stations as well as a wide range of wholesale, bridging depots and even your fuel in your yard. The Secure Payment Gateway (SPG) is a secure, simple, single point of entry into this fuel supply that travels with a vehicle to any and all facilities. This unique feature allows you to access fuel across all brands and suppliers for your refuelling needs. All transactions follow the same path and this allows us to build a complete and composite view of your fuel spend. This also allows us to access the national network at great prices. Key features of the Secure Payment Gateway is as follows; Single Entry Point. You will need only one card to access all forms of fuels supply, anywhere, anytime with anyone. The card uses the standard banking terminals in conjunction with our Reload Transaction engine. This allows seamless integration with VISA and the banking systems of the RSA. Configurable. You cards can be used as a stand-alone for a single truck or as one of a 1000 strong fleet that is divided into multiple setups and control centres. The administration platform is easily setup according to your needs. This allows your office to choose how much control you apply. Be it basic or a multi-dimensional matrix with compartmentalised control. It is the age of E-Commerce and we love it. Safe, Secure, Simple. The cards effect payment through the debit card clearing gateway of VISA. The Card uses a dual control system with a VISA number in front and a Reload number at the back. This makes cloning almost impossible and guaranteed to be picked it immediately. In addition the cards are PIN protected and used the Visa Backbone for authorisation. Lost or stolen cards can be blocked immediately and prevent unauthorised spending. Voucher Engine. You will have a fuel master account/s and physical cards. The physical cards are loaded by allocation from the Fuel Master Account. We call this loading the issuing of a voucher. The loading is done online (or by smartphone) in real time. This means cards are loaded instantly. This means you can keep the card empty and allocate funds to the pay card just prior to payment if you wish. This reduces theft and fraud as there is no direct access to your money. You can also set repeat loading of cards Transaction Control. Each card is allocated to a profile. These cards are controlled by an administrator that gets a username and password to login to the secure card platform. Here you specify the person who must get SMS notification of card activity (deposit and spend) which truck and driver, what profile and what program it will belong to. Costs The card is issued to assist you in your fuel spend. It is provided free of costs No transaction Feed, No Admin costs, No Monthly charges!! All it requires is a minimum spend on the Program that you join. The Terms and Conditions can be found later in the document. It is simple and clear and will advise that the card is issued by Bidvest Bank, Uses Visa to clear transactions. It also states that you will be responsible for the card and the transactions done on the card and that transactions done on this card will be integrated into other control systems.

2 GETTING ONTO THE CARD PROGRAM The Virtual Fuels Card Payments Programs are some of the most innovative and dynamic programs in the market today. If offers a wide range of benefits and features to assist you in your fuel spend. To join the program one of the dedicated team will process your needs and advise on the best options for you. You will complete the steps below. Step 1 Contact The Office. Please contact the person in your region or phone the national Head Office who will assist. Contact Details can be found on the web at us. Step 2 Questionnaire. Discuss your needs and specific business operations with the designated service agent or staff member. They will complete the client questionnaire with you. With this basic knowledge we can advise you of the options and choices available to you and how this will help you in getting your fuel in the most competitive manner. Step 3 FICA. As required by law we will need to get the FICA documents as requested by law. To see what is required you can go the website Please click on the download button and the PDF will be made available. You will scan all the data and submit this from where we will do the mandatory compliance checks as required by law. Step 4 Profiling You Needs. In this step we will look at how you manage your fleet and how you want to setup your profiles. This will require us to list all the vehicles and their driver and contact people per card. This will also entail assigning administrators for larger accts that may look after large numbers of vehicles. In addition to this we will look at likely stations that you will use and where on the network you will want to get access. Step 5 Sign Contract Once all profiles have been agreed the contracts are printed and signed. These contracts are for the Card Use, The Retail Supply Agreement and The Term Sale agreement ( if funded) Once this is done the cards are prepared. If you take part in any of the Assist programs the mandatory cessions will also be signed at this point. Step 6 Card Delivery. The signing of contracts allows the cards to be registered for profiles to be added on the Payment gateway. During this the usernames and password for the sites will also be done. Once all profiles are setup the cards will be assigned to profiles and physically be delivered. Step 7 System Training.Take delivery of the cards. This will be done once all card profiles have been listed as per your instructions. Attend a training cession that will teach you how to best use the system. This will include how to do profiles, change passwords, deposit money, do card to card transfers, daw statements, query entries, and contact the helpline. Step 8 First Transaction.With training finished we will do the first transaction with you. This means we will transfer money into your acct and then transfer to the first user card. You are now ready to proceed on your own. Well done!

3 THE FUEL MASTER ACCOUNT The Virtual Fuels Card Payments Programs are some of the most innovative and dynamic programs in the market today. If uses the Fuel Master Account to control the spend on the individual cards. This is a versatile and configurable feature that is used to assign administrators to cards, charge vehicle cards, and make different agreements for different profiles. It can be set up to have profiles by branch, by clerk, by vehicle type or any grouping you may need. As the fund flow is into the Master Fuel Card this allows one simple EFT into the account. From the Fuel Master Account the individual profiles and cards are loaded with funds. Every level has the same level of control so it makes no difference to have flat layout or a profiled layout. It is your choice. You will use it as follows. Fuel Master Acct This is a physical specialised bank account and has no physical cards. This is our account with BIDVEST / ABSA Depending on your needs will decide which acct we use. This is where the physical money is deposited into. From this account the money is allocated and loaded onto the physical payment cards. It is possible to have more than one account. Multiple Profiles When Master Accounts need to be split for broken down control we called this layering process Profiles. Any amount of layering is possible. These can be simple or complex. The layering decision is at your discretion and is normally dictated by your internal processes and size of operation. User Control A user name and password is assigned to each profile. This ensures that there can be no cross assignment of funds and is the process in which each administrator. As the system generates reports in user level the User will get reports on all cards in this profile. Careful consideration needs to be given in how the control is assigned to ensure that the right data ends up with the right controllers. Loading Card This is an account and has no cards. It is the control account into which payments are made before allocation to the individual cards. All reports are set to report on this level. It is possible to have more than one account. Even the Fuel Master Accounts can be grouped so. Fund Flow Funds are paid into the Fuel Master Account by EFT. Although physically possible to make a deposit at a Branch of the Bank this is not normally setup. The inwards transfers is as per any normal banking EFT. Once money reflects on the Fuel Master Account it can be assigned using the Web Portal. This assignment is in real time as it is an inter account allocation to the next layer. It is thus physically possible to have a vehicle fill up and see the amount before the card is loaded. Once the amount is known it can be transferred and payment can be made immediately. The Fuel Master Account is thus the linkage into the banking system form where the fund flow inwards and outwards is controlled. It is a simple but powerful tool to protect your money from fraud or abuse without affecting operational needs. It also enables layered reporting directly from the Payment Gateway.

4 ACTIVATING THE FUEL MASTER ACCOUNT When you join the program the Virtual Fuel Team will set up and load the profiles as per the data that you provided in the questionnaire. Once the contracts have been signed you will get your Username and Passwords for the various profiles. As stated the systems are configurable so it is possible for one username to control hundreds of cards or just one this is your choice. During the initial setup all cards will be assigned to profiles as requested. This means that when you sign in for the first time the Fuel Master Account will already be setup with its secondary cards. After you login the first thing you need to do is change the assigned Username and Password so we don t know what it is. To see how to do that you can go the page on Manage My Profile for instructions. ADDING SECONDARY CARDS UNDER THE FUEL MASTER ACCOUNT When you get access to the system the Fuel Master Account will already be setup with the secondary cards loaded under the specific Fuel Master Account/s so they are ready to use. Over time there will be need for additional cards. They will be used to replace lost cards, expired cards, new vehicles etc etc. This is simple to do as they will get issued on request. Unlike the initial setup these cards will be issued and sent prompt and you will add them to your profile yourself. When you want to add more cards to the system your will follow the easy steps below: Step 1 Send a mail to your service agent requesting the card. Please remember to include the cardholder details iro what Master Account to add it to, the name, cell no and truck registration number and fuel type you want for the card. Once the request is received the card will be issued, registered and activated on your behalf. Step 2 Adding to the profile. Go to the Virtual Fuels webpage Once you log into the website click on Friends and family Step 3 Once on this tab Click on the Add new friend tab. You will be prompted to type the card number you want to add to the profile. Type in and confirm the card number and submit. Step 4 When you have finished adding the card it is good practice to print the list for future reference. The unique feature can be used to build powerful management profiles that ensure you have redundancy in your office. It is possible to have multiple shares to secondary cards so more than one person can load cards from more than one place. It is advised that you discuss your operational processes with your sales agent so they can advise on the best possible layout for you and your operation. If however you need us to do this for you we will gladly assist and you can rest assured we will do this for you if the need arises.

5 MAKING A DEPOSIT INTO THE FUEL MASTER ACCOUNT Once your Fuel Master Account has been activated you can begin to use the payment gateway. This will require you to seed the accounts (to Load it). This is done by doing an EFT into the account. For the inwards Electronic Fund Transfer into the account you need to allow between 24 to 36 hrs as is normal in the banking sector. If you want the same day effect you need to ask your bank to mark this for immediate payment and they may charge you for this. Simply follow the easy steps below: Step 1 Make and EFT Payment to the following Bank Bank: ABSA Branch: Acct Name: Reload Acct no: Mark the EFT with the Fuel Master Number you want the credit on. or Bank: Bidvest Branch: Acct Type: Transact Acct. Acct Name: Reload Acct no: Mark the EFT with the Fuel Master Number you want the credit on. Step 2 Once the Fuel Master Account has been loaded it can be transferred to sub accounts. If your profiles have been setup correctly the Master Fuel Account administrator should get an SMS when the deposit arrives at your statement. If not then just check the daily statements. MAKING A CARD TO CARD TRANSFER ( ) Once you log into the website click on Reload My Card: To load the Fuel Payment card Simply follow the easy steps below: Step 1 Select the Fuel Master Account that you wish to transfer from and the card you want to load. Step 2 Select 2 if this is a once off payment now or if a recurring reload on a daily, weekly, bi-weekly, monthly or other basis. Step 3 Add a comment. This comment will come on the statement so it may be useful to add trip data, or reasons here. Step 4 4 Confirm the transaction by clicking Transfer The transfer is immediate and once you see the Success screen that money will be available on that card. You should also get notification on the cell phone listed to that card that funds has been received. If you need further confirmation you can go that card and query the balance on the card.

6 USING THE CARD FEATURES AND CHANGING PROFILES, PIN & PASSWORDS From time to time there will be changes to the card application. This could a driver change or a vehicle change etc. When this occurs you can to do this yourself. This way you just log in and do it. This change will be logged automatically and will be shown on the card activity statement. It will indicate if the PIN was changed, or driver number etc. This will stay in the activity log in our system and on your reports. You may also request our staff to do this. We can change data but will not change your password. This is a safety measure. To make changes and use features simply follow the easy steps below: CHANGING USER DATA ( ) Once you log into the website click on additional services: Change Pin. Send your agent or our head office the request by to do pin changes. Change Password. Log into the portal and click on the Change Password Icon. Fill in the drop down boxes as promoted by the screen. Click the change password button. Change Secret Question. Log into the portal and click on the Change Password Icon. Fill in the drop down boxes as promoted by the screen. Click the change secret question button. Security is a vital aspect of money management. Please ensure you don t leave lists with Card Data lying around or that lists with passwords are stored and named in easy to see places. It is a good principle to think about card security on a regular basis. ADDITIONAL SERVICES Manage Alerts. This features allows you to set the thresholds and need for SMS on card transaction Level. This enables you to know when card balances are low so you recharge, get informed of larger transactions, when deposits have been made Manage Profile. If you need to change date this is where you change the card holder details, addresses, cell no, mail address and other data. It is also where we will set who receives the statements and messages from the system. Others. The portal offers other useful features such as sending bulk SMS, Bulk Mail and seeing if it was delivered to the card holder. Once you have settled into the card programs you will want to experiment and use the features listed here. If you want assistance in how to set it up and see how to get the most value from this please feel free to contact the customer support line at