Adding a Sub-Merchant

The Add a Sub-Merchant Page of the PayFac Portal is used for both creating the initial Legal Entity request (see Creating a New Legal Entity Request) and for adding additional sub-merchants after the initial legal entity request is created and approved.

To add a sub-merchant to an existing legal entity:

  1. From the iQ Bar of the Merchant Onboarding Page, click the Operations icon and select PayFac Portal.

  2. Select Add Sub-Merchant. The Add Sub-Merchant screen appears, as shown in the following figure.

  3. Enter the appropriate information in each of the fields as listed in the table below. Required fields are marked with a red asterisk (*).

    If the legal entity was previously approved, choose the desired EIN/Tax ID from the drop-down list. Legal entity fields are then pre-populated with the previously-approved legal entity information.

  1. Click Add. A confirmation message appears stating that the legal entity was created and provides one of the following:

    • Instructions to correct missing or incorrect information (if any)

    • A new Sub-Merchant Id number

    • A message stating that the sub-merchant is in a non-approved state

      If more than three (3) users attempt to enter or edit sub-merchants simultaneously, the Portal displays an error message. Resubmit as necessary.

  2. If an internal error occurs when trying to add or edit a sub-merchant, the Portal displays the View Sub-Merchant screen. Review the submission and make corrections (e.g., if you are configuring for Amex OptBlue, but 'Amex Acquired = No' is selected). Click Resubmit to re-try the submission.

    Add a Sub-Merchant Screen:
    Payment Processing Configuration, Bank Account Details, Primary Contact Panels


    Add a Sub-Merchant Screen: Legal Entity and Principal Owner Panels

     

The table below describes all the fields in the Add a Sub-Merchant screen.

Add a Sub-Merchant Field Descriptions

Panel

Field

Description

Payment Processing Configuration

PayFac

Sub-Merchant ID

The unique identifier that your organization has assigned for this sub-merchant.

Merchant Name

The name of the sub-merchant, as known by customers.

Do not use the paste function when entering data in this field; it may result in a "Disallowed Character" error.

Customer Service Phone

The customer service number for this sub-merchant, without hyphens. This is shown on the consumer’s statement if a value was not sent with the transaction.

URL

The URL/website for this sub-merchant, for example, ‘somecompany.com’. The domain name (after the '.') must be at least two (2) characters and can be more than six (6) characters. For example:

Correct URLs: www.xyz.ab , http://www.mycompany.valley, www.mycompany.com

Incorrect URLs: www.xyz.a , www.mycompany.

Amex Merchant ID

The Merchant ID provided by American Express (only complete this field if the sub-merchant is Amex ESA/Conveyed).

Amex Acquired

Indicates whether or not this sub-merchant is designated as an American Express OptBlue merchant (Worldpay is acquiring the transactions).

Do not check this box if the sub-merchant is Amex ESA/Conveyed (has a direct relationship with and settles funds directly to your organization).

Amex Seller ID

The unique identifier for this sub-merchant returned by Worldpay (read only). This is assigned even when Amex is not a method of payment.

Discover Merchant ID

The Merchant ID provided by Discover. Required if Discover has a direct relationship with you and settles the funds directly to you.

Merchant Category Code

The Merchant Category Code (MCC) for this sub-merchant. Your organization has been approved for the list of MCCs provided.

Tax Authority

The Tax Authority (taxing body) for which this

sub-merchant collects tax payments. This field is required and only seen if the sub-merchant’s MCC is 9311 (‘Tax Payments - Government Agencies’).

Tax Authority State

The state associated with the Tax Authority listed above. This field is required if the sub-merchant’s MCC is 9311 (‘Tax Payments - Government Agencies’).

Settlement Currency

The settlement currency used by this sub- merchant.

Purchase Currency

The purchase currency of this sub-merchant (USD, unless this merchant settles outside of the US).

Payment Processing Configuration (continued)

 

Address (includes Street Address 1 & 2, City, State/Province, Postal Code, and Country)

The street address of this sub-merchant. P.O. boxes are not allowed.

Country of Origin

Indicates the country of origin, a required field when the Merchant Category Code (MCC) is associated with a government-controlled legal entity (MCCs 9211, 9222, 9311, 9402, 9405, and 9406). You must use the drop down to select, even if the country is listed in Address field above.

Billing Descriptor Prefix

The billing descriptor prefix for this sub-merchant. The prefix must:

  • Be either 3, 7, or 12 characters in length.
  • Contain an asterisk (*) after the prefix as a separator in the 4th, 8th, or 13th position. Do not use an asterisk in more than one position.
  • Contain only numerals, letters, and these special characters: ampersand, asterisk (required), comma, dash, period, or pound sign.

If your organization has established a specific billing descriptor prefix, this field may be pre-populated with the prefix.

Default Billing Descriptor

The default billing descriptor for this sub-merchant, if the billing descriptor value was not sent with the transaction. This defines the text shown on the consumer’s billing statement. Limited to 25 total characters (your organization's hard-coded prefix plus the Descriptor).

Do not change this value in sub-merchant updates if an authorization transaction has already been submitted and not yet captured or settled.

Max Transaction Amount

The maximum transaction amount (in the purchase currency) allowed on a single transaction submitted by this sub-merchant. Supply the value in cents without a decimal point (for example, a value of ‘50000’ = $500.00). A maximum of 10 digits is allowed.

Enable Fraud

Indicates whether this sub-merchant should be enabled for FraudSight or fraud filters.

Enable eCheck Transactions

Indicates whether this sub-merchant will be enabled for eCheck Transactions (only seen if your organization is enabled for eCheck payment type). If checked, you must complete the following fields:

  • eCheck Billing Descriptor - The billing descriptor used for eCheck transactions (typically, your customer service phone number). This is shown on the consumer's statement if the billing descriptor value was not sent with the transaction.

  • eCheck Company Name - The billing descriptor company name for eCheck transactions. This is shown on the consumer's statement if the billing descriptor value was not sent with the transaction.

Enable Revenue Boost

Indicates whether to enable this sub-merchant for Revenue Boost (only seen if your organization is enabled for Revenue Boost).

Payment Processing Configuration (continued)

 

 

Sub-Merchant Funding Enabled

Indicates whether to enable this sub-merchant for Sub-merchant Funding, either Managed Payout or Dynamic Payout.

For Managed Payout-configured sub-merchants:

  • Leave the checkbox un-checked if you do not want to enable this sub-merchant for managed payout.

  • Click the checkbox to enable this sub-merchant for Managed Payout, then select a Fee Profile from the drop-down list. (See Creating a Sub-Merchant Fee Profile and Fee Profile Rules for more information.)

For Dynamic Payout funding sub-merchants, the checkbox is automatically selected. Complete the Sub-Merchant Funding ID field, described next.

For sub-merchants with standard funding, this field is disabled and unchecked.

Sub-Merchant Funding ID

The unique identifier used to designate this sub-merchant in funding instructions (Dynamic Payout). Enter one of these values:

  • If you are processing transactions on the eCommerce platform only, enter the value auto_generate (including the underscore).

  • If you are processing transactions on both the Worldpay Core and Worldpay eCommerce platforms, enter the Sub-merchant Id previously provided for use on the Worldpay platform.

This field is only seen if this sub-merchant is configured for Dynamic Payout funding.

Create Connectivity Credentials

Whether our system should create login credentials for this sub-merchant (username, password, and PayPage ID, if necessary).

Merchant Category Type

Identifies whether this sub-merchant is one of the following. Click the arrows to add or remove the appropriate type to and from the selection box.

  • Small merchant - qualifies for and is enabled as a small merchant ('SM') for interchange. Select a type from the selection box and click the arrows to add or move the appropriate type to and from the selection box. If you select this type and then the card network later indicates the merchant doesn’t qualify, please disable by using the Remove buttons.

  • Government corporation - is identified as a government corporation ('GC') based on the Merchant Category Code. In addition, see the Country of Origin field and update accordingly. .

  • Mastercard Small Merchant (Canadian PayFac orgs. only) - qualifies for and is enabled as a Mastercard small merchant ('MSCI') in Canada. Not available for U.S. PayFac Organizations.

Payment Type Processing Status

Indicates the status of payment processing this sub-merchant can perform using Visa, Mastercard, Discover, American Express and/or electronic check payment types. The default/initial boarding status is 'Deposits and Refunds.' For existing sub-merchant updates, choose one of these processing types from the drop-down:

  • Refunds Only - Sales not allowed.

  • Deposits Only - Sales allowed; refunds not allowed.

  • Deposits and Refunds - full processing allowed.

  • None - this sub-merchant is not enabled for any payment type. If attempts are made to process transactions, the sub-merchant receives an Invalid Payment Type decline response.

Bank Account Details

Routing Number

The bank routing number of the merchant account used to fund the sub-merchant.

Account Number

The bank account number of the merchant account used to fund the sub-merchant.

Primary Contact

(Operations)

First Name
Last Name

(Required field)

The name of the primary operational contact for this sub-merchant location (not necessarily the person who executes the legal contract). A contact name is required to register the sub-merchant with the card brands.

Email Address

(Required field)

The email address of the primary operational contact for this sub-merchant.

Contact Phone

(Required field)

The phone number of the primary operational contact for this sub-merchant, without dashes.

Legal Entity (Applicable for Background checks)

 

EIN/Tax ID

(Required field)

The Tax ID (or EIN, if applicable) of the legal entity controlling this sub-merchant, without dashes or hyphens. If the entityType is Individual/Sole Proprietorship and a Tax ID is not available, include the principal owner's 9-digit Social Security Number in this element. Do not enter dashes.

Note that when the Legal Entity is in Manual Review or Retry state, a message is displayed above this field.

Name

The name of the legal entity controlling this sub-merchant, as shown in the incorporation documents. Enter the name of the person in the case of a sole proprietorship.

Type

The business type of the legal entity:

  • Corporation

  • Government Agency

  • Individual/Sole Proprietorship

  • Limited Liability Company

  • Partnership

  • Tax Exempt Organization

  • International Organization

Ownership Type

The type of ownership of the legal entity, either Public or Private.

Doing Business As

The alternate name of the legal entity.

Contact Phone

The contact phone (land line) of the legal entity or principal owner/officer, without dashes.

Address (includes Street Address 1 & 2, City, State/Province, Postal Code, and Country Code)

The address of the legal entity controlling this sub-merchant.

Annual Credit Card Sales Volume

The approximate annual credit card sales expected to process under this legal entity/Tax ID, in USD.

If there are multiple merchants for this Tax ID, enter the approximate total amount for all merchants under this Tax ID.

Years in Business

The number of years this legal entity has been operating.

Accepted Credit Cards in the Past

Indicates whether the Legal Entity has accepted credits cards in the past (Yes or No).

PCI Level

Indicates the PCI (Payment Card Industry) level, based on the number of card transactions a business processes annually:

  • Level 1: Businesses that process more than 6 million card transactions annually across all channels.

  • Level 2: Businesses that process between 1 million and 6 million transactions annually across all channels.

  • Level 3: Businesses that process between 20,000 and 1 million e-commerce card transactions annually.

  • Level 4 (default): Businesses that process fewer than 20,000 e-commerce card transactions, or up to 1 million total card transactions annually.

Principal Owner (Applicable for Background checks)

Note: Enter additional Principal Owners by clicking the Add Principal button at the bottom of the page.

First Name

Last Name

The name of this legal entity principal owner/officer. Enter the Controlling Principal owner/officer first (For a definition, see Creating a New Legal Entity Request), followed by other beneficial owners using the Add Principal button.

Title

The title of this Legal Entity principal owner/officer. This field is required if you plan to board Amex OptBlue sub-merchants.

If you do not enter a value in this field, the default title of ‘Principal’ is automatically added.

SSN

The social security number of this principal owner/officer for the legal entity.

This field is required when the legal entity is considered non-exempt. It is optional when the legal entity type is ‘Individual/Sole Proprietorship.’ Enter only 9 digits for U.S. Social Security Numbers. Do not enter dashes/hyphens.

Date of Birth

(Required field)

The date of birth of this principal owner/officer for the legal entity (mm/dd/yyyy).

Stake Percent

(Required field)

The percentage of ownership this principal has in your organization. The value can be from 0 to 100%.

Address (includes Street Address 1 & 2, City, State/Province, Postal Code, and Country)

The address of the of this principal owner/officer for the legal entity. P.O. boxes are not allowed.

The Country field is required.

Email Address

The email address of this principal owner/officer for the legal entity.

Contact Phone

The contact phone of this principal owner/officer for the legal entity, without dashes.

Driver’s License

The driver's license number of this principal owner/officer for the legal entity.

Driver’s License State

The state that issued the driver's license of this legal entity principal owner/officer.