Ingenico iWL25 Series User manual

iWL 25x
Wireless Series
User Guide
www.ingenico.co.uk
13 Ridge Way, Donibristle Industrial Park, Dalgety Bay, KY11 9JU
0131 478 8800

Terminal User Guide
Page 1 iWL250 User Guide Copyright© 2019 Ingenico
Table of contents
Introduction ........................................................................................................... 4
Thank You ........................................................................................................ 4
This User Guide ............................................................................................... 4
Keeping Records .............................................................................................. 4
Helpdesk Information ....................................................................................... 4
Security of Your Terminal ................................................................................. 5
Caring for Your Terminal .................................................................................. 5
Terminal Management System ........................................................................ 6
Supervisor Password ....................................................................................... 6
End of Day Process.......................................................................................... 6
Paper Rolls ....................................................................................................... 6
Starting to Use Your Terminal .......................................................................... 7
Your Terminal ....................................................................................................... 8
Contents of Box ................................................................................................ 8
Terminal Model ................................................................................................. 9
Terminal Overview ........................................................................................... 9
Base Overview ............................................................................................... 10
Battery Installation .......................................................................................... 12
Terminal Keypad & Display ............................................................................ 14
Menu System ................................................................................................. 15
Bluetooth Association ..................................................................................... 16
PSTN & Ethernet Connectivity ....................................................................... 17
SIM Card Installation ...................................................................................... 18
WiFi Setup .......................................................................................................... 19
Create a Wi-Fi Connection Profile .................................................................. 20
Selecting a Wi-Fi Connection Profile .............................................................. 22
Editing a Wi-Fi Connection Profile ................................................................. 22
Removing a Wi-Fi Connection Profile ............................................................ 23
Loading a Paper Roll .......................................................................................... 24

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Transactions....................................................................................................... 26
Sale-Contactless ................................................................................................ 29
Sale – inserted card (via menu) ......................................................................... 30
Sale – swiped card ............................................................................................. 31
Purchase with cashback (PWCB) ...................................................................... 32
Sales with Gratuity (Tip Mode) ........................................................................... 33
Split Bills ............................................................................................................. 33
Surcharging ........................................................................................................ 34
Refund ................................................................................................................ 35
Mailorder Transactions (Customer Not Present) ............................................... 36
Mailorder Transaction ........................................................................................ 37
Hotel Mode ......................................................................................................... 39
Pre-Auth ............................................................................................................. 40
Completion ......................................................................................................... 41
Reversals ........................................................................................................... 42
Duplicate Receipts ............................................................................................. 42
Cash advance .................................................................................................... 43
Authorisation only transaction ............................................................................ 45
Declined Transactions ....................................................................................... 46
Referrals ............................................................................................................. 47
Force Transaction .............................................................................................. 48
Transaction Receipts ......................................................................................... 49
Merchant Copy - Contactless Transactions ................................................... 53
Customer Copy .............................................................................................. 54
Declined and Void Receipts ........................................................................... 58
Transaction Referencing ................................................................................ 59
Reports ............................................................................................................... 60
End of Day Report ......................................................................................... 61
Banking Report .............................................................................................. 62
X Balance Report ........................................................................................... 67
Z Balance Report ........................................................................................... 68

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Stored Transaction Report ............................................................................. 71
TMS Report .................................................................................................... 71
Supervisor Functions .......................................................................................... 73
Supervisor password ...................................................................................... 73
Troubleshooting .................................................................................................. 82
Screen Messages ............................................................................................... 85
Diagnostic Codes ............................................................................................... 88
Menu Structure ................................................................................................... 90
Reccomendations ............................................................................................... 91
Safety ............................................................................................................. 91
Security of the Terminal ..................................................................................... 93

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Introduction
Thank You
Thank you for choosing an Ingenico iWL200 Series Wireless Payment Terminal.
Your terminal includes a variety of different functions and features to help you
accept credit and debit card transactions in a speedy and efficient manner.
This User Guide
We recommend you thoroughly read this User Guide, together with any other
documentation that came with your terminal, as this will help you to quickly
make the best use of all the capabilities of your new terminal.
The conventions used with this User Guide are as follows:
enter - This is a button on the terminal (i.e. the ‘Enter’ key in this case).
 THIS IS A SHORTCUT TO A MENU OPTION.
This is a piece of important advice.
Keeping Records
Copies of all transaction receipts and your corresponding End of Day reports
should be kept together in a safe place (preferably in date order) for a minimum
of 6 months, or longer depending on the requirements of the card company.
Helpdesk Information
Details on how to contact the Helpdesk can be found in the Quick Start Guide
that accompanies your terminal.
You may be asked for your terminal’s Terminal Identification Number (TID) or
your terminal’s Serial Number (S/N).
The TID can be found at the top of each receipt produced by the terminal; and
the Serial Number can be found at the top of some reports, on the reverse of
your terminal and on the label underneath the battery.

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Security of Your Terminal
Upon receipt of your terminal you should check for signs of tampering of the
equipment. It is strongly advised that these checks are performed regularly after
receipt.
You should check, for example: that the security seals are in place and
undamaged; the keypad is firmly in place; that there is no evidence of unusual
wires that have been connected to any ports on your terminal or associated
equipment, the chip card reader, or any other part of your terminal.
Such checks would provide warning of any unauthorised modifications to your
terminal, and other suspicious behaviour of individuals that have access to your
terminal.
Your terminal has various tamper evident seals; detecting any interruption to
these seals your terminal will enter a ‘tampered’ state. In this state the terminal
will repeatedly flash the message Alert Irruption! and further use of the terminal
will not be possible.
If you observe the Alert Irruption! message, you should contact the terminal
Helpdesk.
Caring for Your Terminal
You should take care not to spill liquids on any part of your terminal or any
associated parts and equipment.
You should clean the terminal with a soft clean cloth. The magnetic swipe and
chip card readers should be cleaned regularly with a suitable cleaning card. To
ensure safety, only clean your terminal when it is completely powered off. Do
not use water or cleaning agents on your terminal, doing so may lead to
damage.
Any damage incurred will be your responsibility and any repair or replacement
costs will be charged as appropriate. We therefore recommend that you insure
your terminal accordingly.

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Terminal Management System
Approximately once a month your terminal will call the Terminal Management
System (TMS) to receive any updates to the software, details of new card
schemes, and any changes to your configuration. This call will take place
automatically, normally outside of standard trading hours and therefore it is
important that your terminal is powered on. For Bluetooth or Wi-Fi terminals, it
should remain connected to a telephone line or Local Area Network (LAN); for
mobile terminals, it should remain in an area of good mobile network signal.
Supervisor Password
Your terminal’s Supervisor functions can be accessed by means of a Supervisor
password, and therefore you are not supplied with a Supervisor Card.
Your terminal is shipped with an initial default password of 01483, but is
configured so that a change of this password is required before you process any
transactions.
If you wish to do this before performing a transaction you should refer to the
section entitled Supervisor Password for information on how to change the
Supervisor password.
You are strongly advised to ensure that privileged access to your terminal
(including access to the Supervisor password) is only granted to staff that have
been independently verified as being trustworthy.
End of Day Process
Your terminal is an ‘online’ terminal, which means that transactions are captured
when you take them so there is no requirement for ‘polling’ the terminal. You
must however ensure that you perform your End of Day reports, to find out more
refer to the section entitled Reports.
Paper Rolls
You should only use approved paper rolls as supplied by your terminal supplier.
Details on how to contact us to order supplies of paper rolls can be found on the
contact sticker on the underside of your terminal. If appropriate, you may also
find these details on the inside cover of this User Guide.

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Starting to Use Your Terminal
In order to get up and running as quickly as possible your terminal is pre-
configured to work out of the box. There are some basics that you should cover
before using your terminal:
• Before starting to use your terminal, please read all sections of this
guide carefully, together with any other documents that came with
your terminal.
• You should ensure that the terminal you have received is the model
you were expecting, and that the terminal has been configured as per
your requirements, for example:
- The text on the receipt header is correct;
- Your Merchant Number is correct;
- No acquirers (such as American Express or Diners), that you
requested, are missing.
• Set up your terminal in a convenient location and familiarise yourself
with the basics. The following section, entitled Your Terminal, will
cover all of the detail required to install and understand the basic
operation of your terminal.
• Step-by-step instructions for all types of sales and refunds are given
in the section entitled Transaction; for clarity these are provided with
screenshots of the terminal to guide you.
• If, in the unlikely event that you encounter any problems or have any
questions relating to the operation of the terminal, read through the
section entitled Troubleshooting.
• If you cannot resolve your problem, you should call the terminal
Helpdesk.

Terminal User Guide Section Name
Your Terminal
Contents of Box
The contents of the box are shown below:
Your terminal comes pre-installed with:
 A rechargeable battery pack;
 A paper roll;
 A SIM card (mobile terminals only).
This User
Guide
iWL25x
Payment Terminal
iWL25x
Base Unit
UK Power
Supply Unit
UK Telephone Cable
Bluetooth Terminals only
Ethernet Cable
Bluetooth Terminals only
(optional)

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Terminal Model
The Ingenico iWL25x Series Wireless Payment Terminal is a compact and
ergonomically designed terminal capable of processing card transactions.
The iWL25x series comes in three variants:
 iWL 251 Mobile terminal with GSM/GPRS communications
 iWL 252 Bluetooth terminal with PSTN and IP communications
 iWL 258 Wi-Fi terminal with Wi-Fi communications
This User Guide covers all variants so you should read this guide carefully in
order to understand the features of your particular terminal.
Terminal Overview
An overview of your terminal is shown below:
Swipe Card Slot
Display
Battery & SIM
Access Cover
Chip Card Slot
Keypad
Base Unit
Charging Port
Contactless Status Lights

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Base Overview
An overview of your terminal’s base unit is shown below:
The connections available on the base are as follows:
Mobile terminals come with a base unit which has charging
capabilities only; the power socket is the only working
connection in this case.
You should set up your base unit in a convenient location close to a power source
and, for Bluetooth terminals, either a telephone socket and/or an Ethernet socket,
as required.
To open the base unit cover, located on the bottom of the base unit, you must
unclip both access clips (as shown above) and lift the cover from the base unit.
To replace the cover reverse these instructions being sure to engage all the
retaining pins before the access clips.
Terminal Charging Port
Terminal
Guides
Telephone Socket
Ethernet
Socket
Power Socket
Cover Access Clips
Base Unit Cover

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In order to use a telephone connection, connect one end of the UK Telephone
Cable to the telephone socket on your base unit (marked MODEM / TEL IN); the
other end should be plugged into an analogue telephone line (BT) socket.
In order to use a LAN connection, connect one end of an Ethernet cable into the
Ethernet socket on your base unit; the other end should be connected to a
corresponding socket on your LAN/router.
Finally connect the UK Power Supply Unit into the power socket on your base unit
and to the mains power. Your terminal is charged by placing it, securely, on to
your base unit. Your base unit must be connected to the power supply in order to
charge your terminal.
Your terminal will automatically turn on when placed on your base unit. To
indicate that the terminal has power to it, the power icon will be displayed on
the screen.

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Battery Installation
Your terminal is supplied with a rechargeable battery pack.
In order to access the battery pack you must first remove the battery access
cover by unclipping the catches and lifting the cover as shown.
The battery connector is held into place with a moulded catch. This catch
engages automatically when the connector is pushed into place; the moulded
catch clicks into place (1). You should ensure that connector is inserted correctly
so that the red wire is closest to the side of your terminal.
To remove the battery pack press the moulded catch in and pull away the
connector (2).
If the terminal displays a battery status icon with a cross in it then a battery pack
is not installed or is installed incorrectly. You will not be able to perform
transactions if there is no battery in the terminal.
The battery pack can only be charged when it is in the terminal by using either the
charger base or the optional travel charger. For maximum efficiency it is
recommended that the battery is always charged at normal room temperature.
Your terminal intelligently charges the battery. To protect the battery if the
terminal is placed on charge when the battery is more than half full, the battery
will be charged at a slower rate than if the battery is low.
Rechargeable batteries can deteriorate over time. In the event that you
experience any issue with your battery please contact the Helpdesk.
Red
Wire
Fig. 1 Fig. 2

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The battery icon assists you in identifying the current status:
Animated battery icon: Terminal on charge, battery
charging; any bars shown steadily indicate the current
battery charge.
Steady Battery icon: Terminal on charge, battery fully
charged.
Steady battery icon: The bars shown steadily indicate the
current battery charge.
Steady battery icon: The battery charge is very low; you
should charge the battery as soon as possible.
Flashing Battery icon: The battery charge is critical; you
should charge the battery immediately.
Flashing Battery icon: Battery is not installed or installed
incorrectly; normal use of your terminal will not be possible
until the battery is installed correctly.
If the battery power is low, you may find that the terminal turns itself off when
displaying the screen saver; this is to preserve battery power.
When the battery level is critical your terminal will display a screen advising you to
recharge the terminal immediately. The battery must be charged before further
use of your terminal is possible.
You should charge new battery packs for at least 4 hours before
first use.
Only use battery packs supplied to you by your terminal supplier.
DO NOT attempt to open the battery pack; there are no user
serviceable components and there may be a risk of explosion.
DO NOT discard old or broken battery packs; all battery packs
should be returned to your terminal supplier.

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Terminal Keypad & Display
The terminal keypad is laid out as shown below:
To enter numbers press the relevant keys. If you make a mistake you can correct
this using the correction keys. Press the clear key once to delete one character at
a time. Press the cancel key once to delete the entire line; pressing the cancel
key again will cancel the transaction.
When typing in an authorisation code, for example, you may need to enter letters
as well as number. Where you see the F4 123 graphic on screen you can toggle
the input mode by pressing F4 key. To enter uppercase letters use the ABC input
mode, and to enter lowercase letters use the abc input mode.
When entering letters, you should press the number key repeatedly until the
desired letter appears. For example, if you want to type B then you must press 2,
2. To move on to next character either press another key, or wait for the flashing
cursor to appear.
Function Keys
Menu Key
Correction Keys
(Cancel/Clear)
Confirmation
Key (Enter)
Up/Down &
Selection
Keys
Standard
Data Entry
Keys

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During normal operation the top row (showing the battery status and power status
icons, the communication status, and the signal icon) is always displayed on the
screen. Therefore all subsequent screen shots in this User Guide are shown
without this top row.
When your terminal has been powered on and after a short initialisation process
the terminal will display the terminal status of READY, this simply means that the
terminal has initialised and is ready to use.
If your terminal displays the NOT READY status message then your terminal is not
initialised. Press menu once, and choose the SETUP menu option by pressing the
F4 key. You should contact the terminal Helpdesk if the problem persists after a
successful TMS Call.
Menu System
When you press the menu key from the idle screen your terminal will enter the
menu system. All the menu screens have the same layout. To select an option
press the F1, F2, F3, or F4 keys as indicated on the screen.
When navigating around the menu structure: by pressing the menu key you will
move to the next menu screen (if available); by pressing the cancel key you will
move back to the last menu screen (if available), or return to the idle screen.
A schematic of the whole menu structure is found in the section entitled Menu
Structure.

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Bluetooth Association
Bluetooth terminals will be supplied already paired with the base unit provided;
your terminal can only use the telephone and Ethernet connections when it is
paired to the base unit.
To associate your terminal to a Bluetooth base, press the menu key twice, then
choose SUPERVISOR by pressing the F3 key. You will be asked to type your
current supervisor password, and confirm this by pressing the enter key. Press
the menu key and choose SHORT CUT by pressing the F1 key, followed by the
BLUETOOTH by pressing the F4 key.
MENU, MENU, F3, [password], ENTER, MENU, F1, F4 01/01/19You can then
use the up, down and enter keys to select the desired option:
NEW BASE Pair your terminal to a new base unit.
SELECT BASE Select base unit from list of paired bases units.
REMOVE BASE Remove the association with an old base unit.
PRINT BASES Print a confirmation of paired base units.
Bluetooth terminals can only be paired with a compatible
Bluetooth base unit that is powered on.

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PSTN & Ethernet Connectivity
Bluetooth terminals require either a telephone line or a LAN connection in order to
communicate.
Your terminal can be used on a variety of telephone lines, however to use your
terminal on some lines you may be required to change the telephone network
(PSTN) setting in the terminal. Your terminal is pre-configured so that it will work
on a direct telephone connection.
If your telephone line requires you to dial a 9 (for example) to obtain an outside
line then you are on a telephone exchange or switchboard and will need to
configure the 9 (for example) in the terminal so it is able to dial out of the
telephone exchange.
To configure the PSTN prefix, press the menu key twice, and then choose
SUPERVISOR by pressing the F3 key. You will be asked to type your current
supervisor password, and confirm this by pressing the enter key, and choose
CONFIG by pressing the F3 key, followed by the PSTN PREFIX by pressing the F3
key again. Type in the PSTN prefix (typically 9) followed by the enter key.
 MENU, MENU, F3, [password], ENTER, F3, F3
If your telephone line is shared with other equipment, such as a telephone or fax
machine, then you will not be able to use your terminal while using the telephone
line with the other equipment. It is recommended that your terminal should be
used on a dedicated telephone line.
If your telephone line has a voicemail/answering service or call waiting, it is
recommended that these features are turned off. It is also strongly recommended
that your terminal does not share with an alarm system (eg RedCare line). Your
terminal may not function correctly, and it may invalidate your alarm/insurance
policy.
If your telephone line has Broadband (ADSL) activated on it then you must use an
ADSL micro-filter between your terminal’s telephone line lead and your BT socket.
For more information on, and to purchase additional ADSL micro-filters you
should contact your ADSL internet service provider.
Your terminal has been pre-configured to work on a LAN that has Dynamic Host
Configuration Protocol (DHCP) enabled; this means your terminal will
automatically be assigned an IP address on your LAN.

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SIM Card Installation
Mobile terminals require a SIM card in order to communicate. The SIM card will
be supplied already installed.
In order to access the SIM card you must first remove the SIM access cover by
unclipping the catches and lifting the cover as shown.
The SIM card should be inserted into the holder marked SIM. Take care to ensure
that the SIM card is inserted in the correct manner; the chip should be facing
downwards with the cut-out corner of the SIM card as shown.
DO NOT use any tools when installing or removing your SIM card.
To avoid damage to the SIM card holder, ensure that when
installing the SIM card you do not apply undue pressure or push
the SIM card beyond the natural limits of the SIM card holder.
Only use the SIM card supplied to you by your terminal supplier;
if your SIM card is lost, stolen, or damaged you should contact
the terminal Helpdesk immediately.
Cut-out corner

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WiFi Setup
Wi-Fi terminals must only be connected to a Wi-Fi network operating with either
WPA or WPA2 Wi-Fi security standards; you should contact your IT provider if
you wish to check or amend your Wi-Fi network’s configuration.
To enter the Wi-Fi configuration tool, press the menu key twice, and then choose
SUPERVISOR by pressing the F3 key. You will be asked to type your current
supervisor password and confirm this by pressing the enter key. Press the menu
key, choose SHORT CUT by pressing the F1 key, press the menu key once more
and choose WIFI SETUP by pressing the F1 key.
MENU, MENU, F3, [password], ENTER, MENU, F1, MENU, F101/01/19ou can
use the up, down and enter keys to select the desired option:
NEW PROFILE Create a new saved Wi-Fi connection profile.
ACTIVE PROFILE Selects an existing saved Wi-Fi connection profile.
MODIFY PROFILE Edit an existing saved Wi-Fi connection profile.
REMOVE PROFILE Remove an existing saved Wi-Fi connection profile.
Multiple Wi-Fi connection profiles (for different Wi-Fi networks) may be saved in
your terminal, allowing the most appropriate Wi-Fi network to be used, at any
given time, based on availability and the priority weighting associated to each Wi-
Fi connection profile.