Key concepts
What Orbis Pay is
Orbis Pay lets you collect payment for a file without a card terminal or bank transfers to reconcile by hand: you generate a payment link, send it to the client and, when they pay, Orbis Web creates the collection in the file and its journal entry.
| Item | Where it is | What it is for |
|---|---|---|
| Virtual POS | Configuration › Branch › External Links › Virtual POS | Connects Orbis Web to your payment gateway (Redsys, Bizum, Inespay, Ceca or Fliinow) and decides which collection type the payment is recorded with. |
| Payment link | File › Collections tab › New Link | Payment page with the amount and the payer that the client receives. |
| Collection Links | Links menu › Collection Links | List of all links, with their status (outstanding or paid), to resend, review or cancel them. |
| Collection and journal entry | File › Collections and Accounting | Generated when the client pays the link. |
One link, one paymentEach link is tied to the file you generate it from. When the client pays, the link changes to Paid and stores the date and the number of the collection created.
ImportantYou need an active POSIf the branch has no POS with the status Active, the link cannot be generated. Ask your bank or gateway for the merchant credentials beforehand.
Common procedure
The 5 steps of Orbis Pay
Set up the POSOnce per branch: gateway type, credentials, currency and collection type.
Upload the logosOptional: header and footer of the payment page the client sees.
Generate the linkFrom the file's Collections tab, with the payer and the amount.
Send it and track its statusIn Links › Collection Links you can see whether it is outstanding or paid.
Check the collection and the entryOnce paid, the collection appears in the file and is posted to the accounts.
Find your module
What do you want to do?
ConfigurationRegister my virtual POSGateway, credentials and collection type.
ConfigurationCustomise the payment pageHeader and footer logo.
FileCreate a payment linkPayer, amount and description.
Collection LinksResend, review or cancel a linkStatuses, filters and actions.
FileSee the paid collectionCollections tab and the file's outstanding balance.
Initial setup
Set up the virtual POS
What it is for
Connects Orbis Web to the payment gateway and sets the collection type payments will be recorded with, which is what determines the accounting account.
When to use it
When you sign up for Orbis Pay, when you change bank or gateway, or when the gateway renews your credentials.
Orbis Web v5.05ConfigurationBranch ConfigurationBranch: 014/10/2026SAMPLE AGENCYUser configuration
Virtual POS Configuration
Actions
POS
2
| Id | Type | Name | Currency | Active | |
|---|---|---|---|---|---|
| 14 | Redsys | CARD POS | EUR | - | |
| 15 | Inespay | TRANSFERS | EUR | √ | |
| 16 | Bizum | Bizum | EUR | - |
Edit
Id14
NameCARD POS
CurrencyEUR
TypeRedsys 3
StateActive 4
Collection TypeBANK VISA 5
comercio999008881 6
clave••••••••••••
Terminal1
URLhttps://pasarela-ejemplo.es/
Accept 7
Step by step
- Go to Configuration, open the branch under Branches and expand External Links › Virtual POS › Virtual POS Configuration.
- Click + above the POS list, type the Name and choose the Currency.
- Choose the gateway Type: Redsys, Bizum, Inespay, Ceca or Fliinow. Once saved, the type can no longer be changed.
- Set the State to Active when the credentials are ready (new POS are created as Disabled).
- Choose the Collection Type that payments made through this POS will be recorded with.
- Click Accept and open the POS again with the pencil to fill in the credentials its type requires (see table).
- Click Accept to save.
| Field | What it does |
|---|---|
| Name | Internal name of the POS; it appears on the list and when you exclude POS from a link. |
| Currency | Currency the POS charges in. |
| Type | Gateway: Redsys, Bizum, Inespay, Ceca or Fliinow. |
| State | Active or Disabled. Only active ones are offered to the client. |
| Collection Type | Orbis Web collection type used to create the collection in the file. Its accounting account is the one debited in the journal entry (collection types are created in step 8 of the wizard). |
| comercio, clave, Terminal, URL | Redsys and Bizum credentials provided by your bank (merchant code, secret key, terminal and URL). |
| API Key, API Token | Inespay credentials (bank transfer payments). |
Common mistakeThe payment is posted to the wrong accountThe POS Collection Type is not the right one. Change it on the POS: the change affects payments received from then on, not those already recorded.
Initial setup
Payment page logos
What it is for
Shows your agency's branding on the page where the client pays, so they recognise it and pay with confidence.
When to use it
When you start using Orbis Pay or when the agency updates its branding.
Orbis Web v5.05ConfigurationBranch ConfigurationBranch: 014/10/2026SAMPLE AGENCYUser configuration
Virtual POS LogosT3
Collection Link Page Footer Logofooter-logo.png 2
BrowseCollection Link Page Header Logoagency-logo.png 1
BrowseStep by step
- Under Collection Link Page Header Logo, click Browse and choose the main logo.
- If you want a footer with a different image, upload it under Collection Link Page Footer Logo.
- Click the ✓ button in the top right corner to save.
TipUse a landscape PNG with a transparent background: it will look good on both mobile and desktop.
How it works
Generate the payment link
What it is for
Creates the client's payment page with the amount you want to collect, linked to the file.
When to use it
To collect a deposit, the balance of a trip or any outstanding amount without the client having to come to the agency.
Orbis Web v5.05Files31614/10/2026SAMPLE AGENCYUser configuration
MainPassengersServicesCollectionsInvoicesDelivery notesNotes
+D1
Collection Link
ClientMARTA LÓPEZ RUIZ 2
Date14/10/2026
Amount150,00 € 3
€ObservationsLisbon trip deposit
Multiple
DescriptionPayment of 50 % of the package 4
Generate Payment Link 6Exclude TPVs 5
Step by step
- Open the file, go to the Collections tab and click New Link (the button with the + sign and the chain).
- Check the Client: the file's customer is suggested; use … to choose someone else.
- Type the Amount the client is going to pay. The Date is today's date and cannot be changed.
- Add Observations and a Description the client will understand (for example, «Trip deposit»).
- If you do not want to offer a particular POS in this link, click Exclude TPVs and remove it.
- Click Generate Payment Link. The link is left with the status Outstanding in Collection Links.
| Field | What it does |
|---|---|
| Client | Person who pays; stored in the link and in the collection. |
| Date | Date the link was created (not editable). |
| Amount | Amount to collect, in the file's currency. |
| Observations | Internal note on the link. |
| Description | What the payment is for. |
| Multiple | Checkbox for links that can be used more than once. |
| Exclude TPVs | Removes specific POS from this link. If it shows «No data available», the branch has no POS to exclude. |
WarningFile currencyThe link uses the file's currency. Make sure you have an active POS in that same currency.
How it works
Send and track the links
What it is for
Brings together all the agency's links: you send them to the client, see which ones are paid and cancel those that are no longer valid.
When to use it
Every day, to chase outstanding links and check the payments received.
Orbis Web v5.05Collection Links14/10/2026SAMPLE AGENCYUser configuration
ActionsFilters
Filters 1
From Date01/10/2026
To Date
From Collection Date
To Collection Date
StateOutstanding
ShowNot Cancelled
Reset FiltersFilter
| Id | Branch | Document | Date | Amount | Currency | Client | 3 |
|---|---|---|---|---|---|---|---|
| 32 | 0 | E99/000002/0000/26 | 14/10/2026 | 150,00 € | EUR | MARTA LÓPEZ RUIZ 2 | |
DescriptionPayment of 50 % of the package Canceled- UserAgent StateOutstanding Collection date Collection ID0 | |||||||
| 33 | 0 | E99/000014/0000/26 | 14/10/2026 | 90,00 € | EUR | JUAN PÉREZ GIL | |
Step by step
- Go to Links › Collection Links, open Filters, choose the State (Outstanding, Paid or All) and click Filter.
- Expand the row with the arrow on the left to see the Description, the State, the Collection date and the Collection ID.
- Use the row buttons: Logs (history), Edit, Send (sends the link to the client) and Cancel.
| Data or filter | What it shows |
|---|---|
| Document | File the link belongs to. |
| State | Outstanding until the client pays; after that, Paid. |
| Collection date / Collection ID | Filled in once paid: date of payment and number of the collection created in the file (0 while outstanding). |
| Show | Not Cancelled, Cancelled or All. |
| From / To Collection Date | Filters by the date it was paid; useful for matching against the bank statement. |
WarningCancel links that are no longer validIf you change the amount or the client pays another way, cancel the outstanding link so it cannot be paid twice.
Result
The collection in the file
What it is for
You see the client's payment as one more collection in the file, without typing it, and the outstanding balance updates automatically.
When to use it
After the client pays, to check the collection, print the receipt or invoice.
Orbis Web v5.05Files31614/10/2026SAMPLE AGENCYUser configuration
Record99/000002/0000/26
Services2
Total Amount300,00 €
Outstanding Balance150,00 € 2
Opening Date01/10/2026
MainPassengersServicesCollectionsInvoicesDelivery notesNotes
| Id | Receipt | Date | Amount | Type | Discount | Observations | Advance | |
|---|---|---|---|---|---|---|---|---|
| 512 | 2026/0000023 | 14/10/2026 | 150,00 € 1 | BANK VISA | 0,00 € | √ 3 |
Step by step
- Open the file and go to Collections: you will see a new line with the payment date, the Amount and, as Type, the collection type set up on the POS.
- Check that the Outstanding Balance in the header has gone down by the amount collected.
- If the file has not been invoiced yet, the collection appears as an Advance; when you invoice, it is applied to the invoice like any other collection.
From the link to the collectionThe Collection ID shown in Collection Links is the Id of this line: that way you can go from the link to the collection and back.
Accounting
Journal entry for the collection
The collection created by Orbis Pay is posted like any standard Orbis Web collection: the account of the POS collection type is debited and the customer's account (or the advances account, if the file has not been invoiced) is credited.
| Account | Debit | Credit |
|---|---|---|
Account of the POS collection type (bank or POS, e.g. 572xxxxx) | 150,00 € | |
Customer account (430xxxxx) or customer advances (438xxxxx) if there is no invoice yet | 150,00 € |
Debit 572 Bank / POS (collection type BANK VISA) 150,00
Credit 438 Customer advances · MARTA LÓPEZ RUIZ 150,00
Where the accounts come fromThe debit account is the one linked to the Collection Type chosen on the POS; the credit account is that of the file's customer. Check both in the accounting configuration before you start collecting payments.
ImportantGateway feesThe entry records the amount the client pays. Any fees charged by the bank or gateway are posted separately, when their settlement arrives.
Guidelines
Best practices
One collection type per POS
Give each POS its own collection type: that way you can match each gateway against its statement.
Clear descriptions
Clients pay faster when they recognise what it is for: destination, dates and whether it is a deposit or the final payment.
Review outstanding links
Filter by Outstanding in Collection Links every day and chase or cancel the old ones.
Test before going live
Make a small payment and check the collection and the journal entry before sending links to clients.
Before sending the first link
- There is at least one POS with the status Active and its credentials.
- Each POS has its Collection Type with the right accounting account.
- The POS currency matches that of the files.
- The header and footer logos have been uploaded.
- A test payment has created the expected collection and journal entry.
Support
Common issues
When I click Exclude TPVs I get «No data available».The branch has no POS that can be excluded. Check in Virtual POS Configuration that POS have been registered and are active.
I cannot change the Type of a POS.The type is fixed when the POS is created. Register a new POS with the right type and disable the old one.
I cannot see the credential fields when creating the POS.They are shown when you edit it: save with Accept and open it again with the pencil.
The client has paid but the link is still Outstanding.Check the gateway response in Logs and make sure the POS is active and has the right credentials.
The collection has been recorded with another type or account.Check the POS Collection Type and the accounting account of that collection type.
Still not working?Contact Pipeline Software support through your usual channel and give the branch, the link Id, the file and the approximate time of the payment.