Boarding Merchants in the Portal

This guide demonstrates how to create a new merchant within the Payrix Portal dashboard manually using the Merchant Boarding Form.

Overview

From the Portal Dashboard, a Merchant can be boarded using the Merchant Boarding Form (located in the Merchants tab of the Management menu).

See the steps below to learn how to find and use the Merchant Boarding Form to board new merchants to the platform.

Merchant Boarding Form

Step 1: About the Business

The first step of the Merchant Boarding form is to provide information about the prospective merchant’s business.

(See the full list of requirements below)

Field	Required	Description
Business Type	Required	Indicates whether a business is publicly or privately held. 0 = Private Indicates a privately held business. Sole proprietorship will automatically have a value of ‘0/Private’ 1 = Public* Indicates that the business is publicly owned. *Government agencies and NonProfit businesses will automatically have a value of ‘1/Public’
Legal Business Name	Required	The full legal name of the business as registered with the IRS.
DBA - Statement Descriptor	Optional	Defines how the merchant's business name will appear on the customer credit card statements. (If no descriptor is set then this will display the Legal Business Name): Must contain at least 1 letter. Special characters (& . ,) are permitted. If a descriptor is defined, the box adjacent to this field will preview the Merchant's business name as it will appear on the cardholder’s statements.
Tax ID Number	Required*	A 9-digit business identification code as issues by the IRS. If the business is a sole proprietorship and no EIN was issued enter the primary owner’s* Social Security Number (SSN).
Years in Business	Required	The number of years that the merchant has been in business.
Website	Required	The merchant’s public website where sales are run. If the merchant has no website (such as a brick and mortar only business) then https://nowebsite.com should be entered in this field.
Currently Accept Credit Cards	Optional Default is no	A toggle On/Off to specify if the merchant is currently accepts credit cards.
Annual Credit Card Sales*	Required Displays when “Currently Accept Credit Cards” is set to Yes*	The current number of annual credit card sales for the merchant.

Business Phone	Required	The business phone number to be stored on file.
Customer Service Phone	Optional	The phone number that will show on the customer’s statement. If no Customer Service Phoner is provided the Business Phone number on file will be displayed.
Fax	Optional	The merchants fax number (if available).
Address, Address 2, City, State, Zip	Required	The merchants street address that is used on their tax form. PO Boxes are not allowed. The merchant Timezone* is automatically set based on the location of the business’s address.
Email	Required	The merchant’s business email address used for electronic communication. Owners personal address (if different from business email) should not* be used.

Step 2: About the Owner

The second step of the Merchant Boarding form is to provide information about the merchant’s business owner(s).

A “primary owner” is typically someone who has at least 50.01% ownership (this can vary with corporations and non-profit organizations).

For questions regarding the correct “owner”, we recommend reaching out to our Underwriting and Boarding Team.

Note that with respect to the new requirement to obtain beneficial ownership information, financial institutions will have to identify and verify the identity of any individual who owns 25 percent or more of a legal entity, and an individual who controls the legal entity. In this instance, a secondary owner will be required.

For Government Agencies, NonProfit Companies, and Public Compliances where there is no “owner”, supply the information of an executive officer.

*By clicking “COPY FROM BUSINESS” these fields will populate the information entered for the business on Step 1.

Field	Required	Description
First Name	Required	The first name of the primary owner for the business.
Last Name	Required	The last name of the primary owner for the business
DOB (mm-dd-yyyy)	Required	The date of birth for the business primary owner.
SSN	Required	The social security number for the business primary owner.
Business Title	Required	The title the merchant holds in relation to associated business. i.e - “Owner”, “CEO”, “Comptroller”, “Executive Officer”
Ownership %	Required	The percent of ownership the primary owner has for the business.
Drivers License	Optional	The driver’s license of the primary owner.
DL State	Optional	The driver’s license state of the primary owner
Significant Responsibility	Required	Is the primary owner a ‘Control Prong’ of this business? I.e. does the primary owner a controlling authority of the business, including (but not limited to) these roles: Chief Executive Officer, Chief Financial Officer, Chief Operating Officer, Managing Member, General Partner, President, Vice Presidents, or an individual with significant legal authority to enter the Legal Entity into a commercial relationship.
Politically Exposed Person	Required	Is the primary owner a politically exposed person? Politically exposed is defined as any person/s whom through their prominent position or influence, is more susceptible to being involved in bribery or corruption.
Address, Address 2, City, State, Zip	Required	The merchant's street address that is used on their tax form. PO Boxes are not allowed. The merchant Timezone* is automatically set based on the location of the business’s address.
Email	Required*	The merchant’s email address used for electronic communication.
Owner Phone	Required*	The primary owner's phone number.

Step 3: Account Setup

The third step of the Merchant Boarding form is to obtain the platform account information for the merchant.

Field	Required	Description
Boarding Status	Required	Indicates whether the merchant is ready to be sent to processor or is saved. Not Ready Indicates that the merchant application is not ready to be sent to the processor such as if it is incomplete or is being saved to submit at a later date. Board Immediately Indicates the merchant application is ready to be sent to the Processor.
Add MCC	Required	Merchant Category Code for merchant. MCCs must be preapproved by the Payrix Risk/UW team.
Merchant Type*	Optional	Indicates the business category most relevant to the market vertical for the merchant. *Select the one most relevant to your company: Grocery/Food Market Retail Fuel Service Stations Restaurants & Food E-commerce
Accept Terms and Conditions	Optional* Default is No	Note this field is Required* for boarding but not for saving the merchant. i.e - “Not Ready” Boarding Status
Date of Acceptance*	Optional Displays when “Accept Terms and Conditions” is set to Yes*	Date that the merchant accepted the T&C.
Time*		Time that the merchant accepted the T&C.
Version Accepted*		The T&C version is automatically set by Payrix based on the version available in the Portal.
IP Address*		Supply an IP Address of the merchant accepting the T&C for verification purposes.

Add New Merchant to Group	Optional Default is No	Add merchant to a existing group, which is used to pre-define the merchant fees, costs, reserves, withdrawal flows, and profit shares for every merchant within the group.
ADD TO GROUPS*	Optional *Displays when “Add New Merchant to Group” is set to Yes	Can add merchants to an existing group. A drop down with options will display when the box is selected.

Create Login for Merchant	Optional Default is No	This creates a new user in Payrix that will only have access to this merchant. An email will be sent to the user after the merchant account is created.
Password*	Required Displays when “Create Login for Merchant” is set to Yes*	Define merchant password.
Merchant Username*		Define merchant username for their login.
Confirm Password*		Confirm merchant password for their login.

Step 4: Add Bank Account

The fourth step of the Merchant Boarding form is to obtain the Merchant’s bank account information.

Field	Required	Description
Bank Account Type	Required	The type of bank account for the merchant such as Checking, Savings, Corporate Checking, or Corporate Savings. It is also important to indicate whether the Merchant’s bank account is a personal or corporate account.
Bank Routing Number	Required	The bank account number for the merchant.
Bank Account Number	Required	The bank account routing number for the merchant.