Vodacom vodapay Kwika User manual

Operating Manual
| kwika

Contents
1. Hardware Instructions
2. Hardware Trouble Shooting Guide
3. Home Screen
4. Navigating the card machine
5. Admin Menu
6. Device Settings
7. Performing Transactions
8. Transaction Report
01 - 02
03
03
04
04 - 08
08 - 14
14 -18
18 - 19

1. Hardware Instructions
How to build your business
your way with your VodaPay
Kwika card machine
OPERATING MANUAL | 01
• Strictly follow the instructions provided in this manual to operate the card machine.
• The terminal must use the power adapter supplied in order to ensure it works optimally. Use of
any other adapter may damage the card machine and/or reduce its performance.
• Ensure safe keeping of the power cable and adapter to reduce damage to the cables/adapter.
• Damaged cables/adapter may cause health risk.
• Keep the card machine away from any liquid substances or electronic conduction material.
Spillage onto the device or being in the close vicinity of an electronic conductor will cause a
short-circuit on the device, thus damaging it.
• Do not insert foreign objects in the ports as this may cause damages to the card machine.
• Do not shake or knock the card machine.
• Do not spray and/or keep the device away from any ammable substances, chemicals or paint
to avoid the combustion of the card machine.
• It is impermissible to disassemble, modify and/or use any parts of the card machine. Anyone
found guilty of these will risk having their merchant account suspended and terminated, and
listed on MATCH.

1. Use the provided and connect to or .
2. The card machine comes with an , insert the into the .
3. Connect the / to the Vodapay Kwika & start charging. The battery
will indicate charging progress and when the battery is full status indicator is “ “, it means
charging is nished.
OPERATING MANUAL | 02
1. Hardware Instructions - continued
Charging:
The IC card slot is at the bottom of the card machine, insert the card with the card chip facing up,
the IC card should remain inside the card machine for the duration of the transaction.
Note: If the chip is damaged, the chip may be unreadable and render can’t be used to transact
with.
Contact IC Card
Gently tap the card on top of the screen and hold until you hear a prompt tone which indicates
that the tap was successful.
Contactless IC card

OPERATING MANUAL | 03
2. Hardware troubleshooting guide
Category
Power on/off
Card Read
failure
Fault
Unable to power
on the card
machine
Read Chip Fail
Card Read Error
Reason
1. Battery drained
2. Broken circuit/
connection
1. The chip on the
card is damaged
2. Card inserted
incorrect way or
card not inserted
completely
Solution
1. Charge the card
machine for at least
30 minutes.
2. Make sure that the
device is plugged
correctly and
charging
1. Attempt using a a
different card as the
card may be
damaged
The home screen displays Enter Amount. All settings are accessible on the home screen.
3. Home Screen

OPERATING MANUAL | 04
4. Navigating the card machine
1. Home screen
2. Press the or switch off the terminal
3. Press the button - Access payment history
4. Press the button - Access device settings
5. Press the button - for canceling and navigating back
6. Press the button - for correcting entered values
7. Press the button - for conrming action and also to access transaction types
8 & 9. Arrows for navigating and
5. Admin menu
1. Make sure the card machine is on the home screen (as shown previously)
2. Press the button to access the card machine settings
3. Select Admin
To access the Admin Menu, the following steps must be followed:

OPERATING MANUAL | 05
5. Admin menu - continued
Report
1. Manager menu shows Tips and Shift Report
2. Select Tips Report - By Cashier add to enter Cashier Number
3. Reports are displayed by shift number, select desired shift number
4. Report is displayed by Cashier user id, name, the number of
transactions count and total tips
Access Tips Report:
Navigate to the Admin menu (as previously shown) and:
Press Cancel button until back at the home screen

OPERATING MANUAL | 06
5. Admin menu - continued
Navigate to the Admin menu (as previously shown) and:
Press Cancel button twice and return to the report menu to
SHIFT REPORT
1. Select Report
2. Select shift report
3. Reports are displayed by date, select desired date
4. Report is displayed by Cashier user id, name, the number of
transactions count and total amount
Press Enter to exit, and Press Cancel button until back at the home screen

OPERATING MANUAL | 07
Merchant Details
To see merchant details associated with this terminal, navigate to the Admin menu
(as previously shown) and;
1. Select Merchant details
2. Enter Admin password Merchant details screen is displayed with the following details
3. Merchant name
4. MID - Merchant number
5. TID - Terminal ID
6. S/N - Device Serial number
7. Payment App version
8. Date App was last updated
Switching SIMS
The terminal is equipped with two SIM cards in case the selected network has poor reception. To
switch between SIMS for a better signal, the following steps should be followed:
Navigate to the Admin menu (as previously shown) and:
1. Select * key
2. Select Swap Card Slot
3. Add SIM 1 & SIM 2
4. Connecting to network
5. When done terminals will show the active

OPERATING MANUAL | 08
5. Admin menu - continued
Please note that the terminal is capable of transacting with a signal as low as 2G, 3G or 4G will be
displayed on the screen indicating that the device is connected to the network.
6. Device Settings
1. Press the
2. Select Manager
3. Enter Admin Password Main Manager Menu is displayed
4. Manager Menu: Manage Cashiers
5. Manager Local: Manage transactions
6. Change Password - Password Management
7. Parameters - Manage terminal parameters
Most of the device settings are accessible through this menu. To access Device Settings menu,
the following steps:

OPERATING MANUAL | 09
6. Device Settings - continued
1. Select Manager Menu
2. Select Cashier Management
There are three options, namely Add Cashier, Delete Cashier and Modify Cashier
Add Cashier - This option adds a new Cashier on the terminal
3. Select Add Cashier
4. Enter Supervisor Password
5. Enter new cashier number
6. Enter Cashier Name
7. To toggle between numeric and alphabets, press the key
8. Select the number on the keypad that corresponds to the desired letter
i.e. To enter the Name Jac, press the no 5 for J, then select 2, then Press 2 for the letter
a then 5, then Press 2 again for the letter c and press the number 7, then you have Jac
9. Enter the cashier’s password. Please note the password must contain a minimum
4 digits.
10. Re-enter password for the Cashier
11. Press Enter to accept the name (Clear button can be used to correct errors)
Manager Menu: Manage Cashier’s
The terminal settings are defaulted to Cashier off, if terminal is used by multiple users and there
is a need for reporting, cashier can be enabled and multiple cashiers can be added. To manage
cashier, Access the Manager Menu (as shown above) and;

OPERATING MANUAL | 10
6. Device Settings - continued
1. Delete Cashier
2. Enter Cashier number to be deleted
3. Terminal displays Cashier details, press Enter to delete cashier
4. Terminal displays conrmation screen
Delete Cashier
Deleting a cashier removes the cashier from the terminal. To delete a cashier, Access the
Manager Menu and select Cashier Management (as shown above) then select;
Note: Please press the button and navigate away from this menu to avoid deleting other
cashiers by mistake

OPERATING MANUAL | 11
6. Device Settings - continued
1. Modify Cashier
2. Select Cashier info
3. Enter cashier number to modify
4. Edit name if desired and/or
5. Enter new or old Password as desired
6. Conrm password entered in the previous step
Modify Cashier
Modify cashier allows the user to edit cashier details (name and password) should the need arise.
To change or edit cashier details, the following steps must be followed; Access the Manager
Menu and select Cashier Management (as shown above) then select;
Press the button to conrm action
1. Permission
2. Select cashier
3. Cashier is displayed as supported or not supported (these settings can be changed by
selecting the appropriate and then entering manager’s pass word, alternatively this
can be changed in manager local menu
Modify Cashier
To view which cashier is enabled or disabled, navigate to Manager Menu and select Cashier
Management (as shown previously) then select Modify Cashier, then select:

OPERATING MANUAL | 12
6. Device Settings - continued
Manager Local: Manage transactions
• Cashier
• TIP
• Dynamic QR
• Manual Card Entry
• Sale (Recommended to keep it turned on at all times, otherwise no sale can be performed)
• Tip
To turn any of the functions listed above on/off, the following steps must be followed; navigate
to Manager Menu and select Manager and enter Supervisor Password;
1. Select feature to turn on or off
2. Once feature is selected, it will be displayed as Support or Supported
Support means the feature is enabled, not supported means the feature is disabled. When
function is disabled, it is hidden and can not be used until enabled again. To enable feature,
select support, to disable feature select Not Supported. The same process can be followed to
enable or disable any of the features listed. Some of the functions are enabled or disabled by
default.
Change Password - Password Management
This function allows the user to change passwords on the terminals. To change any password,
the card machine will prompt for the original password to be veried. The following passwords
types on the card machines can be changed:
• System password
• Admin password
• Refund password

OPERATING MANUAL | 13
6. Device Settings - continued
To change any passwords, the following steps must be followed: navigate to
1. Manager Menu
2. Select Manager
3. Enter Admin Password
4. Select Change Password enter Admin password
5. Then select desired password to update.
Parameters
The card machine requires continuous updates of certain les, these les are contained in pa-
rameters and are automatically downloaded to the terminal at least once a day. Should the need
arise to update parameters, the following steps can be followed to manually update parameters:
Manager Menu and select Manager and enter Admin Password, then:
• Select Parameters (1)
• Select Update All (this action updates all les as displayed; les can be updated
individually as well) (2)
• The card machine displays downloading, then paraminit
• The card machine progress as each le is updated (3-7)
• When done, the terminal returns to Parameter menu screen (8)

OPERATING MANUAL | 14
6. Device Settings - continued
Update XTMS App
Before Support Menu, Under Parameters please add Update XTMS App
For various reasons, and to always keep up with the latest patches and security updates, the
terminal must be updated to the latest payment application. By default, the card machine is
congured to automatically update however if this fails, the following steps can be followed to
update the card machine to the latest application.
Follow the same steps to navigate to Parameters scroll down to:
1. Update XTMS App
2. The card machine will look for an update and once completed displays Online Report
Success. The new App version can be seen under merchant details menu.
7. Performing Transactions
Sale transaction
To perform a sale transaction the following steps can be followed:
All transactions enabled on the Manager Local Menu can be performed.
1. On the home screen, enter the sale and press enter
2. The card machine prompts for card to be presented
• Tap/Insert Card
• Follow instructions (i.e. PIN is prompted)
3. Select Account type and press the button
4. Opt to receive e-receipt by selecting Yes or No and press the button
5. If yes, enter cellphone number and press enter Terminal displays Online Processing
6. The card machine displays Success
7. The card machine displays “Remove card”(if inserted) Merchant receives sms, and if
opted in customer also receives sms

OPERATING MANUAL | 15
7. Performing Transactions - continued
Sale transaction
To perform a sale transaction the following steps can be followed:
All transactions enabled on the Manager Local Menu can be performed.
1. On the home screen, enter the sale and press the button
2. The card machine prompts for card to be presented
• Tap/Insert Card
• Follow instructions (i.e. PIN is prompted)
3. Select Account type and press the button
4. Opt to receive e-receipt by selecting Yes or No and press the button
5. If yes, enter cellphone number and press the on the card machine displays Online
Processing
6. Terminal displays Success
7. The card machine displays “Remove card”(if inserted) Merchant receives sms, and if
opted in customer also receives sms
NB! If the Tips are enabled, the card machine will prompt for Tip immediately after the
Sale amount is entered. If Cashier is enabled. The card machine will prompt for cashier
number only before prompting for Sale amount.
Performing other transactions
To access other Transaction Types, Press the button and a list of available transactions will
be displayed. Transactions disabled will not show on this list. Currently the following transactions
types are supported:
• Sale
• Dynamic QR Code
• Reversal/Correction

OPERATING MANUAL | 16
7. Performing Transactions - continued
A QR transaction allows the customer to use the app on their phone to make a
payment, the customer simply scans a QR code on the device.
Steps 1-2 same as shown above for the Sale
On step 3, Select QR instead of Card
The card machine will display a QR code, present it to the customer and let them scan
Steps (8-9 as Figure 2) will apply
The following transaction types will be supported soon
• Sale with Cashback
• Budget transaction
• Refund
SIMPLE SALE Transaction Steps: QR Code

OPERATING MANUAL | 17
7. Performing Transactions - continued
Note: If card does not support reversal, the card machine will display “Reversal not allowed.”
Reversal can only be performed on the same day as the original transaction.
Reversal
1. To perform a reversal, Press the botton and a list of available transactions
will be displayed
2. Select Reversal
3. Enter supervisor password
4. The card machine will prompt for card, tap or insert card
5. If the card supports reversal, transaction eligible for reversal will be displayed, select
the transaction and conrm.
6-7. The card machine displays success, please remove card

OPERATING MANUAL | 18
7. Performing Transactions - continued
8. Transaction report
Payment history provides detailed transaction reporting. To view payment
history on the card machine the following steps can be followed:
On the home screen, select the button
Transactions are displayed sorted from newest to oldest (Only approved
transactions are displayed)
Scroll to the desired transaction and press the botton
The card machine keeps the transaction record for 3 days, transactions will however always be
available on the merchant portal.
Payment History