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Using the Virtual Terminal for Dealerships

Using the Virtual Terminal for Dealerships

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Written by Nicholas Martin
Updated over 4 months ago

Using the Virtual Terminal for Dealerships

1. Basic Access & Login

  • URL: https://vt.ackroo.com – bookmark it!

  • Browser: Google Chrome or IE10+ with broadband Internet.

  • Sign In: Click Sign in with Ackroo, enter your email/password (or use “Forgot your password?”).

  • First-time setup: You’ll receive an email from no-reply@ackroo.com prompting you to set your password—check spam if you don’t see it.

2. Search Criteria

Once logged in, the Search Criteria page lets you look up any card/account by:

  • Card Number (e.g. DR100001)

  • First / Last Name (e.g. John Smith)

  • Reference ID (your DMS Customer Number)

  • VIN

  • Ackroo ID (batch info on back of card)

3. Customer Account Menu Overview

After searching, you’ll see:

  • A. Your business & department (Sales, Service, etc.)

  • B. Return to Search Criteria

  • C. Account details (card #, name, Ref ID, opt-in status)

  • D. Register / Edit Registration

  • E. Unregister Card

  • F. Gift Balance

  • G. Rewards Balance

  • H. View Transaction History

Always verify the Reference ID matches your DMS customer number.

4. Register a New Rewards Member

  1. Search the unregistered card by Card #, Ackroo ID, or VIN.

  2. Click Register Card.

  3. Complete mandatory fields:

    • First & Last Name

    • Reference ID (DMS #)

    • VIN

    • Language (EN/FR)

    • Opt-in = Yes

  4. Fill out other fields (email, address, etc.) as desired.

  5. Click Register Card to save.

5. Edit Registration

  • Click Edit Registration to add/remove Reference IDs or update any fields.

  • To remove a wrong Ref ID, click its ❌ then re-enter and Update Registration.

6. Redeem Loyalty Rewards

  1. Search the customer by any lookup field.

  2. Click Redeem Loyalty.

  3. Enter:

    • Purchase Amount (total invoice, optional)

    • Amount (loyalty $ to apply)

    • Receipt (optional e-receipt email)

    • Description (repair order #, notes)

  4. Click Redeem Loyalty, then Print or Close the pop-up receipt.

7. Advanced / Manager Access

  • Some users see a Management profile at login—pick the proper Location/Department + Management to unlock:

    • Fund Gift, Redeem Gift, Earn Loyalty, Redeem Loyalty, Fund Promotion

  • To switch profiles mid-session, use Account → Switch.

8. Manually Add (Earn) Loyalty

Use when registration was delayed beyond 5 days of purchase, preventing auto-earn.

  1. Search the customer.

  2. Click Earn Loyalty.

  3. Enter:

    • Amount (pre-tax spend)

    • Receipt (optional e-receipt)

    • Description (order #)

  4. Earn Loyalty → Print or Close receipt.

9. Fund Promotion (Bonus Rewards)

  1. Search the customer.

  2. Click Fund Promotion.

  3. Enter:

    • Amount (fixed bonus $)

    • Promo Tag (e.g. “Service Promo”)

    • Expiration Date (optional)

    • Receipt (optional e-receipt)

    • Description (order #)

  4. Fund Card → Print or Close.

Best Practice Tips

  • Promote enrollment: Ask every customer to join, keep point-of-sale materials handy.

  • Check Reference ID every visit to ensure the right account.

  • Leverage rewards: Apply loyalty to upsell services instead of discounting.

With these steps, your dealership can fully leverage the Ackroo Virtual Terminal to enroll members, apply loyalty, and manage promotions seamlessly.

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