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3. Maintenance operations

Maintenance operations are operations performed on already authorised or paid orders, in other words on transactions already existing in our system.

To perform certain maintenance operations, they have to be enabled for your account (sometimes the availability depends on your subscription), your acquirer must allow the operation, and the operation must be possible for the payment method concerned.

3.1 File specifics

3.1.1 OHF Header

The TRANSACTION_CODE for maintenance operations is MTR.

The OPERATION code for the maintenance operation is provided at a file and/or individual transaction level. The operation code at the transaction level will overwrite the operation code at the file level for maintenance operations. This means you can send one file containing different operations, e.g. partial and last data captures, refunds, etc.

The possible values for maintenance operations (field 10) are:

  • DEL: delete authorisation, leaving the transaction open for further potential maintenance operations.
  • DES: delete authorisation, closing the transaction after this operation.
  • SAL: partial data capture (payment), leaving the transaction open for another potential data capture.
  • SAS: (last) partial or full data capture (payment), closing the transaction for further data captures.
  • RFD: partial refund (on a paid order), leaving the transaction open for another potential refund.
  • RFS: (last) partial or full refund (on a paid order), closing the transaction after this refund.

In general you will perform the operations REN, DEL, DES, SAL, SAS on orders in status 5-Authorised and the operations RFD, RFS on orders in status 9-Payment requested.

3.1.2 Transaction level

The fields required at a transaction level for a manual authorisation after the initial authorisation (via our system) was refused (order in status 2-Authorisation refused) are:

  • Amount (field 1 in the file layout)
  • Currency (field 2)
  • Our system’s PAYID (field 9)
  • Operation code (field 10)
  • Authorisation code (field 11)
  • Authorisation mode (field 12)
  • Authorisation date (field 13).

Example

Mike has a PSPID called MilkyMike. He wants to submit his files automatically from an application at his end. To do this, he has created an API user, called MikeAPI, in his account, with A78H29U41 as the password. His login header would be:

OHL;MilkyMike;A78H29U41;;MikeAPI;

1. Authorisation

Mike has a file called AutoMay, containing 1 transaction: an authorisation request for 75 EUR. His file information header would be:

OHF;AutoMay;ATR;RES;1;

This is the file he submits:

OHL;MilkyMike;A78H29U41;;MikeAPI;

OHF;AutoMay;ATR;RES;1;

7500;EUR;;5399999999999999;11/10;Order0001;;Jane Doe;;RES;;;;;;;;;;;;;;;;;;485;

OTF;

After the full upload process, the file is assigned FileID 1543 and the transaction is assigned the following reference from our system (PAYID): 1348645

In the account back office, there is now a PAYID 1348645 with a historic record in status 5-Authorised.

2. Partial data capture

Mike wants to capture data for a part of the authorised amount, leaving the transaction open for a final data capture for the rest of the amount later (operation code: SAL). He wants to capture an amount of 25 EUR for PAYID 1348645. His file is called DataCap1May. His file information header would be:

OHF;DataCap1May;MTR;SAL;1;

This is the file he submits:

OHL;MilkyMike;A78H29U41;;MikeAPI;

OHF;DataCap1May;MTR;SAL;1;

2500;EUR;;;;;;;1348645;SAL;

OTF;

After the full upload process, the file is assigned FileID 1571. In the account back office, PAYID 1348645 now has 2 historic records: /0 in status 5-Authorised for an amount of 75 EUR and /1 in status 9-Payment requested for an amount of 25 EUR. The order status is still 5-Authorised because the submitted data capture was partial.

3. Final data capture

Mike wants to make a LAST data capture for the rest of the authorised amount (operation code: SAS), i.e. a data capture for an amount of 50 EUR for PAYID 1348645. His file is called DataCap2May. His file information header would be:

OHF;DataCap2May;MTR;SAS;1;

This is the file he submits:

OHL;MilkyMike;A78H29U41;;MikeAPI;

OHF;DataCap2May;MTR;SAS;1;

5000;EUR;;;;;;;1348645;SAS;

OTF;

After the full upload process, the file is assigned FileID 1610. In the account back office, PAYID 1348645 now has 3 historic records: /0 in status 5-Authorized for an amount of 75 EUR, /1 in status 9-Payment requested for an amount of 25 EUR and /2 in status 9-Payment requested for an amount of 50 EUR. The order status is now 9- Payment requested because the submitted data capture was the LAST one (closing the transaction).

4. Refund

Mike wants to refund (operation code: RFS) the customer for the full amount, a refund for an amount of 75 EUR for PAYID 1348645. His file is called RefundMay. His file information header would be:

OHF;RefundMay;MTR;RFS;1;

This is the file he submits:

OHL;MilkyMike;A78H29U41;;MikeAPI;

OHF;RefundMay;MTR;RFS;1;

7500;EUR;;;;;;;1348645;RFS;

OTF;

After the full upload process, the file is assigned FileID 1671. In the account back office, PAYID 1348645 now has 4 historic records: /0 in status 5-Authorized for an amount of 75 EUR, /1 in status 9-Payment requested for an amount of 25 EUR, /2 in status 9-Payment requested for an amount of 50 EUR and 3/ in status 8-Refund for an amount of 75 EUR. The order status is now 8- Refund because the submitted refund was the LAST one (closing the transaction).