Merchant Management
Find, export, and manage the merchants in your portfolio. A tour of the merchant page and every tab on it, from transactions and stores to charges, users, configuration, and hardware orders.
Overview
The Merchants page lists every merchant onboarded under your partner account. Open a merchant and you get its own page, with a tab for each area you can manage: transactions, stores, terminals, reports, payment methods, users, configuration, and more.
This guide covers the list, the merchant header, and each tab in turn. The larger areas have their own guides, linked from each section.
The Merchants list
Click Merchants in the sidebar.
| Column | Description |
|---|---|
| Merchant | Name and merchant ID |
| The merchant’s contact email | |
| Org. Nr | Corporate registration number |
| Country | Country code |
| Activity | When the merchant was created, or No activity |
Search, sort, and view
- Search — type a name, merchant ID, or email. Press ⌘F (Ctrl+F) to jump to the search box. Searching starts after two characters.
- Sort — Name (A-Z), Name (Z-A), Recently Created, or Last Transaction.
- View — switch between the list and a card grid with the toggle next to the sort menu.
Active filters show as chips above the list. Clear all removes them.
Buttons at the top
- Multi-Merchants — opens your multi-merchant groups. See Multi-Merchant Groups.
- Export — downloads a CSV of all your merchants, across every page. Columns: Merchant Name, Merchant ID, Email, Company ID, City, Country, Currency, Created, Last Transaction.
- Onboard Merchant — starts a new application. See Applications & Merchant Onboarding.
The merchant header
Click a merchant to open its page. The header stays at the top on every tab.
- Name and a status badge:
- Active — the merchant has had at least one transaction in the last 30 days.
- Inactive — no transactions in the last 30 days. This says nothing about the contract; it only reflects activity.
- Merchant ID with a copy button, plus email, country, and currency.
- Invite — invite someone to the merchant’s own portal (see Users).
- Config — jumps to the merchant’s terminal settings.
- Terminals — jumps to the Terminals tab.
Inviting a merchant user
Invite opens Invite to Merchant:
| Field | Required | Notes |
|---|---|---|
| Yes | The person receives an invitation at this address | |
| First name / Last name | No | |
| Role | Yes | Admin (default), Super Admin, or User |
Click Send Invite.
Renewal banner
When the merchant’s renewal application expires within 20 days, or is already overdue, a banner appears under the header: Application renewal due soon or Application renewal overdue. Open renewal opens the merchant’s renewal form, and View all goes to Renewals.
The tabs
The tab strip scrolls sideways when it doesn’t fit; use the arrow at the right edge. The tabs, in order:
| Tab | What it’s for |
|---|---|
| Overview | Sales figures and merchant details |
| Transactions | Every payment, with filters, analytics, and refunds |
| Stores | The merchant’s locations and online stores |
| Terminals | Payment terminals, registration, software |
| Printers | Printer terminals |
| Reports | Settlement reports and report subscriptions |
| Billing | The billing plan assigned to the merchant |
| Payment Methods | Which methods the merchant accepts |
| Catalog | Products sold through the POS app |
| Promotions | Campaigns on terminal receipts and screens |
| Charges | One-off or recurring charges to the merchant |
| Contracts | The merchant’s signed agreements |
| Users | People with access to the merchant portal |
| Service Providers | Split-payout recipients linked to the merchant |
| Configuration | Tips, branding, terminal defaults, app, settlement, receipts |
| Hardware | Order terminals and accessories for this merchant |
| Cash Register | Cash registers (ECR) and bookkeeping |
Service Providers and Cash Register only appear if they’re enabled for your partner account.
Overview tab
The default tab gives a quick read on the merchant’s business.
- Summary cards for the past three months: Sales (in the merchant’s main currency, with other currencies noted below), Transactions, Payment Methods used, and Avg. Transaction.
- Sales Trend — purchases over time. Switch between Quarterly, Monthly (default), Weekly, and Daily.
- Payment Methods — how the volume splits across methods.
- Adjustments — tips, charity, discounts, and surcharges, when the merchant has any.
- Merchant Information — Merchant ID, Acquirer MID, Organisation No., MCC, Language, Currency.
- Contact Details — email, phone, and address, each with a copy button.
- Transactions by Currency — daily purchases, refunds, transaction count, and net purchases.
Changing the merchant’s logo
Click Change Logo next to the merchant name. Upload a PNG, JPEG, or SVG of up to 2 MB, then Save logo. Remove takes the logo away.
Transactions
Every payment the merchant has taken, with search, filters, an Analytics view, CSV downloads, and refunds from the transaction page. See Transactions & Reporting and Refunds.
Stores
The merchant’s physical and online stores. Create stores, edit their details, set up online payments, and register terminals to them. See Stores.
Terminals
All terminals under the merchant, with filters by type, store, and status. From here you register and activate devices, push or uninstall software, and change terminal settings. See Terminal Management and Terminal Configuration.
Printers
Printer terminals registered under the merchant’s stores, with their store, status, serial number, and software version. Search by name, ID, serial, or store. Printers are registered the same way as payment terminals, from a store.
Reports
Settlement Reports lists every settlement for the merchant: settlement date, the transaction dates it covers, report type, payout ID, sales, returns, fees, and the payout. Download any report from its row.
Subscribe sets up email (or Slack) delivery of Daily Reports or Monthly Reports. Existing subscriptions are listed under Active Subscriptions; the trash icon unsubscribes immediately, without asking. See Transactions & Reporting.
Billing
Shows the billing plan the merchant is on, with the fee for each payment method and card type. This tab is read-only. Plans are created under Billing Plans and chosen when the application is created.
Payment Methods
Core methods (card, cash, SoftPOS) and the additional methods you can activate, such as Klarna, Swish, Vipps, MobilePay, American Express, and Account to Account. See Payment Methods.
Catalog and Promotions
Catalog holds the products the merchant sells through the POS app, per store. Promotions are campaigns shown on terminal receipts and screens. See Product Catalog & Promotions.
Charges
Charges let you bill the merchant for something outside the transaction fees, for example a terminal rental or a monthly service fee.
The table lists each charge with its description, amount, VAT, status (PENDING, COMPLETED, or FAILED), and billing date. Recurring charges are marked with an icon.
Click Add Charge:
| Field | Required | Notes |
|---|---|---|
| Description | Yes | What the charge is for |
| Amount (minor units) | Yes | In the smallest currency unit: 10000 is 100.00 |
| Currency | Numeric currency code. Defaults to 752 (SEK) | |
| VAT (minor units) | No | The VAT part of the amount, also in minor units |
| Billing Date | No | When the charge is billed |
| Recurring charge | No | Tick to repeat the charge. Then choose a Frequency (Daily, Weekly, Monthly, Quarterly, Annually) and an optional Billing End Date |
Click Create Charge.
Contracts
The merchant’s contracts, with contract ID, type, and status. View opens the contract. Contracts appear once the merchant has completed onboarding.
Users
People with access to the merchant’s own portal, with their role and the date they joined.
- Invite sends a new invitation, the same as the button in the header.
- The pencil icon opens Edit Profile, where you can change the first name, last name, and avatar URL. The role can’t be changed here.
Service Providers
The service providers linked to this merchant, the people or companies that take a share of its payments through Surfboard Flow. Link Service Provider adds one; Unlink removes one after you confirm. See Service Providers.
Configuration
Merchant-wide settings, in six sub-tabs. Each setting here applies to all the merchant’s stores and terminals unless a store or terminal overrides it.
| Sub-tab | What you set |
|---|---|
| Tips | Tipping on all the merchant’s terminals: on or off, percentage or amount, up to three preset levels, custom amounts |
| Branding | Colours, fonts, logo, and icon for this merchant. Removing it falls back to your partner branding. See Branding |
| Terminal Defaults | Default terminal settings for the merchant. See Terminal Configuration |
| Application | Which features the POS app shows (see below) |
| Settlement | Net or gross settlement, the daily cut-off time, and settlement frequency. See Changing a Merchant’s Settlement Schedule |
| Receipt | The printed and digital receipt layout. See Branding |
Application
Application Configuration controls which features are available in the merchant’s POS app. These settings apply when the app runs in Standalone mode:
- Show Today’s Sales Aggregate — a summary of today’s sales in the app.
- Show Product Catalogue — makes the product catalog available.
- Show Transactions — lets staff view transaction history.
- Enable Product Creation — lets staff create new products from the app.
Click Save Application Configuration.
Note: Changes only take effect after the merchant’s app is restarted.
Hardware
Order terminals and accessories for this merchant without leaving its page.
Order History lists the merchant’s previous hardware orders, each with status, delivery partner, packages and serial numbers, address, and a tracking link.
Order Hardware creates a new order:
- Under Products, pick a product and quantity. Add Product adds another line. The list is your partner product catalogue.
- Under Shipping Information, choose Select Address to use the merchant’s address or one of its store addresses, or Add a new address manually.
- Check the required fields: Name, Street Address, Email, City, Postal Code, and Country. Phone, a second address line, and Delivery Instructions are optional.
- Click Create Order.
The order also appears under Shipments.
Cash Register
Only shown if cash registers are enabled for your partner account. Add and declare cash registers, run shifts and end of day, and turn on bookkeeping. See Cash Registers (ECR).