Organisational hierarchy

Overview

The Organisational Hierarchy screen displays the details and structure for the Merchant Organisation. It allows you to drill down to the details of Organisational Units and Outlets that are branched below in the organisation.

Most of the organisation’s information is added during system setup, and the details cannot be edited. The information displayed will be dependant on the User’s permissions.

Open Organisational Hierarchy screen

1. Select the Settings option from the top Main menu bar. The Settings menu bar displays, with the Users page open by default.
2. Click on the Organisational Hierarchy option. The Organisational Hierarchy screen displays.

Navigation in Organisational Hierarchy

If you have a large organisation with several devisions that you are managing you can use the navigation in N-Genius Online to have an overview of each organisational unit.
If you have a Merchant Admin access at the top of the hierarchy, then you are able to view all organisational units and outlets below.

How to navigate the portal:

1. Click on the merchant name "La boutique" in this example in the top right corner.

2. Pop out comes out on the side of the screen with a list of the organisational units
3. Click on one of the organisational units: in this example will click on "Boutique Shoes"

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How to identify and outlet vs. an org unit.

The small icon before the node name tells you if i'ts an Org unit or an Outlet.
e.g. icon with a dot in a square is for outlet and other one is for Merchant org unit.
In this example in the picture below, "Boutique Shoes" is an Org unit and the "Boutique Clothes" is an Outlet.

4. Next to "Boutique Shoes" organisational unit name there is a box which says "Select". Click on "Select" and then you will have the view of this organisational unit.

You are able to then add users and email notifications, view transactions and perform any settings under this organisational unit as a Merchant Admin.

To go back to the highest level or a different level in the organisational hierarchy, you can go back to the hierarchy overview and click on "La Boutique" and "Select".

Payment Channels Overview

A Payment Channel is the channel through which a transaction is processed. To be able to trade, at least one Payment Channel is necessary. An organisation can however have multiple Payment Channels, using them for varying purposes, e.g. for each different payment method, purchase category, reporting output, etc.

Payment Channels are added during system set-up, and their details cannot be edited. Please contact the Network International System Administrator if you wish to add a new Payment Channel.

Payment Channels can only be enabled or disabled by the Merchant Admin User assigned to the Merchant Organisation node. Only active Payment Channels can be used to process transactions, and their currency and payment parameters must match the order parameters.

Every Payment Channel contains a unique identifier and set attributes, so that the card/payment processor knows the Merchant Organisation and payment parameters for each transaction.

Payment Channels all contain the following information:

• Payment Channel Reference

• MID (Merchant Identification Number)
  The unique code given to a merchant account by the card/payment processor. This number varies depending on the card-issuer, and also for non-card methods.
  

• Scheme
  The payment method set for the Payment Channel, e.g. VISA, Mastercard, etc

• Currency
  The currency set for the Payment Channel, e.g. Emirati Dirham (AED), United States Dollar (USD), Qatari Riyal (QAR), etc

• Channel
  The method by which the transaction is captured, e.g. eCom, Moto, POS

• MCC (Merchant Category Code)
  The ISO 18245 four-number code that identifies the line of business for the transaction. An organisation may have more than one MCC, e.g. a hotel may have one MCC for Lodgings, another for Restaurants, another for Bars/Nightclubs, etc. This is used for risk insurance purposes.

If a Payment Channel has been disabled at a higher permission level, it cannot be enabled from a lower level, i.e. if an Admin User with higher permission than you disables an account, you won’t be allowed to enable it. For these channels, a Lock icon displays. See the Organisation hierarchy details and structure topic for further details.

When a Payment Channel has been disabled, the transactions it already has assigned to it are unaffected and can still be actioned, e.g. refunded, voided, etc. The data for a disabled Payment Channel will also still display as part of the Summary screen. If a Payment Channel is disabled and it has an Outlet with a payment page attached, the customer won’t be able to access the linked payment page.

From an Organisation Unit level, Payment Channels may be viewed only. They are not viewable from Outlet level.

The Payment Channels list uses the following graphics:
Green Dot - Payment Channel is active
Red Dot - Payment Channel is disabled and cannot be used
Lock - Payment Channel is locked, and cannot be disabled/activated by Merchant Admin User. Contact your Network Admin for further details.

Payment Channels Procedures

The following procedures show you how to view the Payment Channel details, and to enable/disable the Payment Channels.

View Payment Channels Details

1. Select the Settings option from the top Main menu bar.
   The Settings menu bar displays, with the Users page open by default.
2. Click on the Organisational Hierarchy menu option.
   The Organisational Hierarchy screen displays.
3. Navigate to the Organisational Unit node you want by clicking on the names and Next arrow links in the Organisation Hierarchy navigation box.
4. Click the Payment Channels Edit icon in the Details box on the appropriate Organisational Hierarchy screen.
   The Payment Channels page displays.
5. When you have finished, click the Organisational Hierarchy link at the top left of the page to return to the Organisational Hierarchy page.

Disable/Enable Payment Channels

1. Select the Settings option from the top Main menu bar. The Settings menu bar displays, with the Users page open by default.
2. Click on the Organisational Hierarchy menu option. The Organisational Hierarchy screen displays.
3. Click the Edit icon beside the Payment Channels field on the Organisational Hierarchy screen. You must be at Organisation level. The Payment Channels page displays.
4. Click on the Edit icon beside the Payment Channel you want. An Edit Payment Channel slide-out box displays.

Note: Payment Channels can only be disabled/activated at Organisation level. If you are assigned to Organisation Unit level you will only be able to view the Payment Channels.

5. In the Status section, click on the Disable/Enable slide button to the position you want.

Tip: A dark slide button is Enabled An empty slide button is Disabled

6. Click on the Update button. The Edit Payment Channel box retracts and the updated status displays in the details section.
   A "The Payment Channel has been disabled/enabled" confirmation message displays under the Settings menu bar. In the list, an Enabled green dot or Disabled red dot displays beside the name of the Payment Channel.

Add Organisational Unit Or Outlet

New Organisation Units and Outlets can be added to the organisation by Merchant Admin Users. These can branch directly from the Merchant Organisation node, or from other Organisation Units. Outlets cannot have children nodes.

If a node in the navigation box has children nodes (i.e. Organisational Units and/or Outlets beneath it), a white Next arrow link displays beside their name.

1. Select the Settings option from the top Main menu bar. The Settings menu bar displays, with the Users page open by default.
2. Click on the Organisational Hierarchy option. The Organisational Hierarchy screen displays.
3. Do you want to add a Unit/Outlet to the top level Merchant Organisation node?
   If yes, go to step 4.
   If no, navigate to the Organisational Unit node you want by clicking on the names and Next arrow links in the Organisation Hierarchy navigation box on the left of the screen, until you have selected the node you want. Go to step 4.
4. Click the Add organisation unit or outlet link in the details box. An Add Organisational Unit or Outlet slide-out box displays.
5. Click on the Open icon in the Type field.
   A dropdown list opens, displaying Organisational Unit and Outlet options.
6. Select the option you want. The selection displays in the Type field.
7. Type the name for the Unit/Outlet in the Name field.
8. If this is an Outlet, click on the Select TIDs Next arrow. The Select TIDs slide-out box displays.
9. Use the left mouse button to select the TIDs you want ,
   Or,
   Click on the Select All link to select all the available TIDs.
10. Click on the Done button. The Select TIDs box retracts.
11. Click the Add button. The Add Organisational Unit or Outlet box retracts.
    The new Unit/Outlet is added to the organisation.
    The Organisation Hierarchy screen for the Merchant Organisation node displays.
12. Repeat Steps 3 to 11 until finished.

Assign/Unassign TIDs to Outlet

When you are assigning a TID (Terminal Identification) to an Outlet, they must be unique. A TID cannot be used for more than one Outlet. If you wish, you can however unassign a TID from one Outlet, and then assign it to a different Outlet.

1. Navigate to the Outlet that you want on the Organisational Hierarchy screen.
2. Click the Edit link beside the TIDs field. A Select TIDs slide-out box displays.
3. Use the left mouse button to select the TIDs you want,
   Or,
4. Click on the Select All link to select all the available TIDs.
   Click on the Done button. The Select TIDs box retracts and the updated status displays in the details section.
5. Repeat Steps 1 to 4 until finished.

Deactivate/Activate Organisational Unit or Outlet

Organisational Unit and Outlets can be deactivated and reactivated by the Merchant Admin User, if they have permission.
If an Organisational Unit/Outlet has been deactivated or locked at a higher permission level, it cannot be enabled from a lower level, i.e. if an Admin User with higher permission than you disables an Outlet, you won’t be allowed to enable it.

When an Organisational Unit/Outlet has been disabled, the transactions it already has assigned to it are unaffected and can still be actioned, e.g. refunded, voided, etc. The data for a disabled Unit/Outlet will also still display as part of the Summary screen.

Note: To deactivate an Organisational Unit node, all children nodes (Organisational Units and Outlets) under it must be deactivated first. If they are not, you will not be able to deactivate the selected Organisational Unit node.

To reactivate an Organisational Unit or Outlet node, all parent nodes (Organisational Units) above it must be reactivated first.

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Example

Using the hierarchy graph above as an example; If you want to deactivate the “ACME Switzerland” Organisational Unit, its children nodes (the “ACME Bern” Organisational Unit, and the “Bern shop”, “Zurich shop” and “acme.ch” Outlets) must all be deactivated first.
If you then want to reactivate the “Bern shop” Outlet, the parent nodes (“ACME Bern” and “ACME Switzerland” Organisational Units) must first be reactivated.

1. Navigate to the Organisational Unit or Outlet that you want on the Organisational Hierarchy screen.
2. Click the Edit link beside the Status field. An Edit status slide-out box displays.
3. In the Status section, click on the Activate/Deactivate slide button to move it to the option you want.
   Tip: A dark slide button is Active. An empty slide button is Deactivated
4. Click on the Update button. The Edit status box retracts and the updated status displays in the details section.
   A "The Name has been deactivated/activated" confirmation message displays under the Settings menu bar.
5. Repeat Steps 1 to 4 until you have finished.
6. To return to the Organisational hierarchy screen, click the Organisational hierarchy link at the top left of the page.

Email Notifications

The reservation unit of Hotel 1 should be setup as an org unit so that they will receive their own email notifications only relevant to them. Hotel 1 can setup multiple org units under their org unit.

For example the Restaurant Manager at Hotel 2 is able to setup his/her staff email IDs under his/her or department so they are able to receive payment notifications relevant to their department only. The Manager (Merchant Admin) at Hotel 2 is able to view both departments transactions and receive payment notifications for both if he wishes. To setup email notifications go to
https://docs.ngenius-payments.com/docs/email-notifications