Ingenico iWL258 Setup Guide (+Global Payments)

Quick start guide to setting up and installing the Ingenico iWL258 WiFi portable card machine. Includes performing basic functions such as making a sale, refund, contactless payment & completing your end of day report.

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Ingenico iWL258 portable card machine wifi


Ingenico iWL258 Card Machine
Global Payments


Setup & Installation

Before you begin
Ensure you have the following items included with your terminal:
  • 1x Base unit
  • 1x Payment terminal
  • 1x Power cord

Not included with your terminal:
  • Router

You will also need the following information:

  • Merchant ID Number
    This is the “MID NUMBER” that you can find on any Retail Merchant Services correspondence or email communication.
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.
Function & menu keys

Ingenico iWL252 function & menu keys

 

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

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

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

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

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

  6. Reboot Terminal
    To reboot the terminal hold down CLEAR clear-button and ‘ . ,’ ’ comma buttonsimultaneously.
Setting up
  1. Once a READY prompt appears on screen, press the down button down button to access the function menu. Select option ‘0-Telium Manager’ by pressing ENTER enter button.

  2. Scoll down and select option ‘3-Initialization’ by pressing ENTER enter button.

  3. Scoll down and select option ‘2-Hardware’ by pressing ENTER enter button.

  4. Scoll down and select option ‘6-WiFi Setup’ by pressing ENTER enter button.

  5. Select option ‘1-Profiles’ by pressing ENTER enter button.

  6. Select option ‘New Profile’ by pressing ENTER enter button.

  7. Select option ‘Automatic Scan’ by pressing ENTER enter buttonA list of available networks will appear. Choose the WiFi Network you want to connect to.

  8. Select option ‘Home Security’ by pressing ENTER enter button.

  9. Select option ‘WPA/WPA2’ by pressing ENTER enter button.

  10. Key in your WiFi password by pressing the number keys to scroll through the characters. To enter your password, navigate to the green circle icon green symbol and press ENTER enter button.

  11. Select option ‘1’ under the ‘Priority’ screen by pressing ENTER enter button.

  12. When the ‘Profiles’ screen is displayed, press CANCEL cancel button to return to the holding screen. When the network symbol network symbol turns green, your terminal is successfully connected.

  13. Make a 1p transaction on your personal card to ensure setup has been successful. Begin by keying in the transaction amount and pressing ENTER enter button. When the prompt appears, insert your
    card into the terminal.

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

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

  16. 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 enter button.

  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.

  1. 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.

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

  2. The terminal will print two receipts. The Customer Copy will be printed first, then once you press ENTER enter button the Merchant Copy will be printed.
Contactless sale
  1. From the READY prompt enter the sale amount for the transaction and press ENTER enter button.

  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 menu button, then F2 Function 2 until REFUND is highlighted and press ENTER enter button.

  2. Key in the refund amount and press ENTER enter button.

  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 enter button, otherwise press CLEAR clear-button. 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 menu button 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 F1 button or Refund under F4 F4 button. Select the appropriate option depending on your transaction type.
  4. Enter the Sale or Refund amount, then press ENTER enter button.

  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 enter button.

  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 enter button 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 enter button.

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 menu button until the System Menu is displayed.

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


Next Day Settlement

Batch Time         

Funds Received

2.00 am By 11.00 am same day
12.00 am By 11.00 am next day
   

If you would like Next 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, as well as specific dates, when this is performed e.g. 17.00-18.00 daily or 17.00-18.00 on 04/04/2020.

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

Standard settlement

3 working days

Next Day Settlement

Batch Time         

Funds Received

2.00 am By 11.00 am same day
12.00 am 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.

    iwl252-replace-terminal-roll_1

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

    iwl252-replace-terminal-roll_2

  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.

    iwl252-replace-terminal-roll_3

  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.

    iwl252-replace-terminal-roll_4

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

If you have any questions regarding your terminal, please get in contact with our team of experts below:

Customer Support


For authorisation issues outside of our working hours call the Global Payments Authorisation Line on:


0345 7700 600