TreezPay Virtual Terminal (VT) is a TreezPay-hosted interface that enables integrated payments for cannabis retailers operating outside the SellTreez POS ecosystem. By decoupling payments from POS, Treez opens its payment gateway to a broader market of retailers who need access to a variety of cannabis payment solutions without transitioning to SellTreez.

Whether at the counter, on the move, or managing payments centrally, VT enables smoother workflows, better data, and faster customer experiences.

Here’s what makes VT a powerful upgrade to any POS environment:

This section outlines the fundamentals and preconditions for getting started with Virtual Terminal.

These steps will guide you towards creating org and store level users and assigning them appropriate TreezPay permissions allowing you and your employees to access the payment portal and Virtual Terminal

Note: A primary Admin user will first be created by Treez with all the necessary permissions to create new users and assign permissions.

Notes ⚠️:

Note ⚠️: Application Center and Document Management should be reserved for ownership as to not expose sensitive payment underwriting data to staff

Note ⚠️: Navigation between modules is determined by role access and permissions. The above permission assignment is generally suggested, but your experience may differ. Contact [email protected] with any questions regarding permissions and access control.

See: All About User Management in Treez help center for more details

Once an organization, users, and stores are provisioned with appropriate permissions, the next step is to configure the TreezPay Virtual Terminal (VT) for initiating payments. This configuration allows payments to be routed through assigned payment terminals at store specific locations.

Note ⚠️: Locations are typically representative of physical POS stations and are important not only for payment attribution and reporting, but also to ensure a payment is fired to the correct terminal assigned to the corresponding POS location.

Note ⚠️: Setting default is necessary (card providers) to ensure that if multiple providers exist for the same modality, VT uses the “default” to determine which provider terminal to send requests through.

Note ⚠️: Repeat as needed for each modality (e.g., add a credit terminal and an ATM terminal both at POS1).

With the Virtual Terminal configured, store locations created, and terminals assigned to their respective locations, we can now walk through the standard payment flows supported by Virtual Terminal. These flows demonstrate how a TreezPay-enabled retailer can process payments in real-time across multiple modalities.

Notes ⚠️:

Although rare, edge cases and communication failures between the payment provider and TreezPay Gateway can occur during payment processing. The Virtual Terminal provides a series of recovery tools designed to ensure transactions can be validated, corrected, and properly reconciled, even in the absence of an immediate success response from the processor.

In some instances, a payment may be fully completed on the terminal (e.g., the customer receives a receipt marked Approved) but remains in a continuous loading state in the Virtual Terminal. This is typically caused by a delayed or dropped status callback from the processor.

In rare edge cases, a provider may return a Generic Error back to the Virtual Terminal—even though the customer completed the payment and received an Approved confirmation. This can occur due to unexpected processor-side issues or hardware timeouts.

When neither the real-time status nor Verify Sale can resolve the payment, an admin user may invoke Record Sale to manually update the transaction record. This action should only be used when physical proof (i.e., the receipt) confirms the transaction.

After submission:

Note ⚠️: It is still considered best practice to always attempt a “Verify Sale” before manually recording the sale. That said, if the api returned a generic error after the initial payment, then it will most likely continue to return the same error in subsequent verification attempts. At this point, an Admin should manually record the sale as success.

Virtual Terminal users have access to several built-in reporting modules within the TreezPay Portal that allow for real-time transaction visibility, reconciliation with processor payouts, and end-of-day operations. This section outlines the core reporting areas relevant to merchants using the Virtual Terminal product.

When logging into the TreezPay Portal, users will land on the Analytics Dashboard by default. This view offers a high-level snapshot of payment performance across a specified time period and intended to give operators quick insight into payment health.

Key Metrics:

Navigate to Transactions > Summary for a breakdown of payment activity over a selected time frame. This summary view is most utilized for end of day reporting and reconciliation against payment provider deposits.

Features:

Note ⚠️: Fee aggregates are included in the summary breakdown by pay type but are excluded from gross totals. This is intentional as fees can have different splits and are typically paid out separately.

The Transactions > Details view provides a line-item breakdown of all payments, successful or failed. This module is the primary resource for troubleshooting payment issues and confirming transaction resolution status. It's especially useful for identifying edge cases discussed earlier.

Key Capabilities:

Navigate to Tips > Summary for visibility into employee-level tipping performance. Use this view to support transparent and accurate tip payouts for employees across integrated payment methods.

Features:

Similar to Transaction > Details, Tip > Details provides line item insight into any payments that had an associated tip on them. This enhanced reporting view is helpful for understand tipping patterns, and even which customers tend to be the most generous.

Key Capabilities:

Notes ⚠️

If interested in getting started with Virtual Terminal, need additional clarity on the topics in this doc, or simply want to explore if the VT is a good fit, please see the following support resources below.