PayPoint One

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PayPoint OneRetailer GuideDownload your freePayPoint One appYour store in your pocket16115000161150003

ContentsWelcome to PayPoint3PayPoint banking guide4Getting started5User management8Till rolls9Using the Till app10Product setup and maintenance17Promotions setup and maintenance35Extra functionality43Reports51Top tips and reminders612

Welcome to PayPointAs a PayPoint retailer, you’ll get all of this as part of our commitment to you:Leading edge, cloud-based back office website for access anywhere, from any deviceTraining and ongoing technical supportContact Centre support, available 365 days a yearOnline access to commission statements and more via MyPayPoint.comCommission credited to your bank account weeklyUnique to PayPoint - Single Daily Settlement to offset money paid in and out, reducing your banking costsAccess to an unrivalled portfolio of clients and products drawing customers to your storeTop tips for reducing costs and increasing commissionReduce incoming cashSpecial deals for PayPoint retailersCard payments (including contactless) canbe accepted for most transactions except foreMoney, money transfer and pre-paid card loads,which should always be paid for in cash. PayPointtransactions must be free to customers.Having a network of over 28,500 retailers meanswe can negotiate exclusive deals to save youmoney. Check paypoint.com/deals for the latestinformation on where you can save money.Promote high value products and servicesPay out cash where possibleReduce your cash banking with an in-store ATM(free-to-use and surcharge models available), cashout schemes such as energy credits through winteror by offering cashback with purchases (available viaour card payments solution).You can earn commission on many PayPointproducts including SIM cards and PayPoint ATMtransactions. Offering these products not onlyattracts more customers and earns additionalrevenue, but also reduces banking charges.Download the free PayPoint One appTrain your staffMonitor sales as they happen, check stock levelswhile at the cash & carry, change prices instantly,create new products and send shelf edge labels toprint in store remotely. Functionality will dependon your PayPoint One package.Access training videos and support directly through yourPayPoint One Training app. Videos are also available atwww.youtube.com/PayPointUKMaking the most of footfallUse our free of charge POSEntice your PayPoint customers to buy somethingwhen they’re in store using the service. Puthigh markup items right near the till and placepromotional products on the counter.Bill Payments &pre-paid energyin storePromote your in-store services to customers withour free point of sale available to you, furthersignage is available at an additional cost. It won’ttake customers long to realise that they can do allof their transactions and shopping in one place.Be socially presentPromote your store and engage with customers on socialmedia by having your own Facebook and Twitter accounts.Use our free social media images to promote your store atwww.paypoint.com/brandassets3Download the freePayPoint One appfor yourAndroid device fromGoogle Play.

PayPoint banking guideAll Direct Debits are taken from your account early in the morning before the banks open, so sufficientfunds must be cleared in your account by 3pm the working day before the Direct Debit is due.Transaction day Recommended day tobank PayPoint takingsLatest time to bankPayPoint takingsDirect Debit date and time(Banking after this time mayresult in a failed direct debit)Mondaylate Tuesday3pm WednesdayBefore 9am aylate Wednesdaylate Thursdaylate Fridaylate Mondaylate Mondaylate Monday3pm Thursday3pm Friday3pm Monday3pm Tuesday3pm Tuesday3pm TuesdayBefore 9am FridayBefore 9am MondayBefore 9am TuesdayBefore 9am WednesdayBefore 9am WednesdayBefore 9am WednesdayCalculating your paymentsSettlement NoticesYour PayPoint One will print Settlement Notices which tell you the value and date of the nextDirect Debit which will be taken from your nominated PayPoint bank account. See page 57 formore information.Z ReportYou must print a Z Report for each of your PayPoint One devices at the end of each day. Your ZReport shows how much you have taken through the terminal since the last time it was polled andresets your totals. See page 54-55.Top tips for successful PayPoint banking1Use your Settlement Notice, which shows the value and date ofyour next Direct Debit.2Bank by 3pm the day BEFORE the Direct Debit is due. If youbank on the same day the money is due, the direct debit is likelyto fail, incurring charges from both PayPoint and your bank.3Consider using a dedicated bank account for your PayPointdirect debits.4Pay attention to yourSettlement Notices.These tell you the valueand date of your nextDirect Debit.See page 57.

Getting startedFull colour 11.6” touchscreen(can be tilted for optimalviewing)Till roll holder and printer5” customer facingcolour screenMagnetic swipecard readerElectricitykey readerContactless reader fortransport smart cards(region specific)On / off power switchAlso used for rebootsContactlesscredit and debitPIN padGas card readerRemember: leave yourdevice on overnight toreceive important updates tokeep it running smoothlyIntegratedcard paymentsUp to 30Let’s get connectedWe recommend you plug the PIN pad into the bottom right hand socket. Do not use to charge yourmobile or any other device, it will affect the performance of your PayPoint One.6 x USB ports to connectbarcode scanner,PIN pad, etc.Apple, the Apple logo, iPhone and iPad are trademarks of Apple Inc., registered inthe U.S. and other countries. Apple Pay and Touch ID are trademarks of Apple Inc.Google Pay is a trademark of Google Inc. Android, Google Pay, and the AndroidLogo are trademarks of Google Inc.Ethernetcable5Not inuseCash drawer24V RJ11/12 Epson compatible(included with EPoS Core andEPoS Pro packages)Powercable slot

Device menuUse this drop down menu to accessthe homescreen at any time.Open menu: Swipe down from thetop left hand corner of the screento display the menu.Close menu: Swipe up from thebottom of the menu to the top ofthe screen or tap anywhere else onthe screen.PayPoint Information – tap to show TID (terminal ID) and site details (address, sitenumber etc.) and network connectivity status.Green circle: shows that the device has an internet connection.Orange/red circle: means that the device doesn’t have an internet connection –unplug your Ethernet cable and plug it back in (should turn green after around 20seconds) or reboot device if this persists.Message notification – this shows when there are unread messages in the inbox(Messages app). Please look at your messages regularly for updates.Homescreen – use this link to return to the homescreen at any point (all apps can befound here).User – shows which user is logged in.If you have credit and debit card payment services, the menu will also show a greenicon indicating that the PIN pad is plugged into the device, ready for use.6

The homescreenThe Ordering app is notavailable. We will confirmwhen this is available.The PayPoint One homescreen has a range of helpful apps. Users will only be able to see the apps or features of theapps that they have permission to access (this can be changed in the Manage Users app):TillThis is where all transactions areprocessed, including PayPoint andEPoS transactions.MessagesWe’ll send you messages with important updates.Messages may contain links to more detailedinformation in other sections. Check messagesregularly. You can send messages to us too.NewsMore detailed information and updatesfrom PayPoint, such as new schemelaunches and product information.TrainingThis section contains instructions and tips forsetting up and operating your device, includinginstructions for all transaction types.HelpThe most frequently asked questions andanswers are here, so it’s a great place tocheck before calling the Contact Centre.My PayPoint Back Office (my.paypoint.com)Our web-based retailer hub known as the backoffice. Here you will be able to access many ofyour apps in one central place.SettingsAdjust the device’s brightness, volume,Wi-Fi and lock settings to suit yourneeds.LockQuickly secure the device without logging out.When you tap to unlock the device, the sameuser will be asked to enter their password.LogoutThis will log out the existing user so adifferent user can log in. You should logout at the end of each day.Stock Manager (EPoS Pro only)This gives you full stock managementwith price and product maintenance.StockManagerManage UsersAs well as setting up an Admin user, you canalso create Supervisors and Users. An accountshould be set up for each person in the store.7

Setting up usersThe Manage Users app allows you to define the system access of each user/member of staff. This is a security feature that providessignificant benefits by:· Identifying the till operator so that they are accountable for the transactions and payments made during their shift.· Restricting ability to change prices, order products, complete refunds etc. according to each individual.User accountsAdminSupervisorsWhen you switch on your PayPoint One for the firsttime, you’ll be asked to set up your store Admin.You only have one Admin for the store so makesure you keep this password secure.The Admin will always have maximum permissions.Don’t use this account to process transactions.UsersBy default Supervisors have full permission and Usershave limited permission. You can change these permissionsfor an individual or for all Supervisors or Users.Set up new Supervisors or Users in just a few seconds:123Go to the Manage Users app or tab on my.paypoint.comSelect the blue Create new user button.Set a username and enter some specific information about the user,such as their first name, surname and birthday.Select whether the staff member needs a Supervisor or User account.4When the user logs in for the first time they’ll be forced to changethe temporary password to a password they’ll remember. Set atemporary password for the user, such as 12345678.5In the permissions section, use the drop down arrow to expand eachsection. A tick indicates that the user has permission to do this taskwithin the app. You can add or remove permission for each task inthe list.By default, Supervisor accounts have full permissions.67Press Create* at the bottom of the screen to confirm setup.The user’s name will appear in alphabetical order on the left side ofthe screen.To successfully activate the new user, they should log out and logback in immediately with their username and temporary password.The screen will then ask them to change their password for securityreasons.The Create button will only become available to press if all fields have been enteredcorrectly.*If a user forgets their password, it can be reset on the device by the Admin or aSupervisor. Alternatively, call freephone 0800 310 0000 and we can reset it for you.8USERNAME TIPSUsernames have a minimum ofone character and cannot haveany spaces. They can be numbersor letters (upper or lowercase).Usernames are not case sensitive.Please be aware that usernamesappear on the bottom of thecustomer’s receipt so they knowwho served them.PASSWORD TIPSSupervisor and User passwords willbe used several times each day.Passwords must be between 8 and15 characters and can be letters ornumbers. For security reasons youshould set a strong Admin password(e.g. at least 8 characters with acombination of lettersand numbers).

Loading till rolls1Tilt screen towards youHold the base unit with one hand and use your other hand togently, but firmly hold the top of the screen and pull it towardsyou, allowing access to the till roll holder.2Open lid of till roll holderGently press the yellow tab down to unlatch and open the lidtowards you. The lid is hinged at the bottom.3Check till roll holderBefore loading a new roll, check that the holder is clear of anypaper or empty till rolls.456Load paperMake sure you load the roll the right way – the loose end needsto stick up at the back, from underneath the till roll. The receiptprints customer facing.Close lidHold the end of the paper so it is sticking out when you close thelid. Tear off the excess paper.Reposition screenGently push the screen back to a comfortable angle.Ordering till rolls:You will need to order till rolls when you run low on stock – till rolls will NOT be sent automatically.You can purchase till rolls from any reputable supplier, you do not have to purchase them from us. If you wouldlike to order till rolls from us, call freephone 0800 310 0000 with your site number ready. You will be advised ofthe current cost of the rolls when you place your order and the cost will be charged to your registered PayPointbank account.Till roll dimensions: 57mm x 75mm.9

Using theTill appEPoSCore/ProEPoSProThese icons indicate features that are onlyavailable if you have EPoS Core or EPoS Pro.Upgrade your package to gain access to thisfeature, plus many more business benefits.Visit www.paypoint.one for more information.10

Processing transactions in the Till appGo to the Till app to add itemsinto the ‘basket’ - this caninclude PayPoint transactionsand non-PayPoint items beingpurchased in store.Always make surethe basket is clearbefore starting anew transactionAdding other items to a basketScan or key in barcodeStored products will instantly be placed into the basket at the correct price. Thousandsof products are already stored, ready for you to set your own price. Additional products can beadded quickly and easily (see product section on page 22 and 23).Quick Sell buttons – category1. Enter the value of the item e.g. 5.002. Select the relevant category using the appropriate blue Quick Sell button e.g. food3. The item will appear in the basket at this value e.g. 5.00 foodQuick Sell buttons – stored product1. Select the product using the appropriate blue Quick Sell button.2. The item will appear in the basket with the pre-set description and price.Make sure the basket is clear before starting a new transactionIMPORTANT: Completing the transactionWhen all items have been entered, press the green checkout button to complete the transaction.1. Press the green checkout button2. Tender payment for the transaction by:a) quick tender the exact amount in cashb) select a preset tender amount (cash)c) tender by cash, cheque, voucher or card (or with a combination of payment types)11EPoSCore/Pro

Processing PayPoint transactionsin the Till appGo to the Till app to add itemsinto the ‘basket’ - this caninclude PayPoint transactionsand non-PayPoint items beingpurchased in store.Always make surethe basket is clearbefore starting anew transactionAdding PayPoint transactions to a basketElectricity keys, gas cards & contactless (transport smart cards).1. From the Till app screen, enter the key or card into the reader to start the transaction.2. The PayPoint screens will automatically appear - follow the instructions on screen to confirm the item.3. The PayPoint menu will disappear and the item will appear in the basket until checkout.Keep the key or card in the reader until the device says it can be removed.Other PayPoint transactions1. Press the yellow PayPoint button.2. Follow the PayPoint menu to select the relevant item.3. Follow the instructions on screen to confirm the item.4. The PayPoint menu will disappear and the item will appear in the basket until checkout.Multiple PayPoint transactions can be put into one basket. PayPoint transactions willonly be confirmed when the basket checkout is completed.IMPORTANT: Completing the transactionWhen all items have been entered, press the green checkout button to complete the transaction.1. Press the green checkout button2. Tender payment for the transaction by:a) quick tender the exact amount in cashb) select a preset tender amount (cash)c) tender by cash, cheque, voucher or card (or with a combination of payment types)12

PayPoint transactions1Electricity keys (1 per basket)Insert the key with the arrow on the key facing the same way as the arrowon the device. You must leave the key in the reader until the transactioncheckout has been completed and you see instructions on the screen toremove it.2Gas cards (1 per basket)Insert the card with the chip facing down and towards the customer. Youmust leave the card in the reader until the transaction checkout hasbeen completed and you see instructions on the screen to remove it.3Swipe cardsCards with a mag stripe, such as council tax or prepaid cards,should be swiped from top to bottom through the card readeron the right hand side with the strip facing down. The device will beepto indicate that the card has been recognised. If the card is damaged ordoesn’t have a magnetic stripe, the device won’t beep. If the barcodewon’t scan, press the yellow PayPoint button, type in the long card numberusing the keypad on screen and press Enter.4Transport smart cards (1 per basket)Contactless transport smart cards must be placed on the contactlessreader at the front of the device. You must leave the cardplaced against the reader until the transaction checkouthas been completed and you see instructions on the screento remove it.5BarcodeBills payable at PayPoint should have a barcode – scan this to processthe payment, following the prompts on screen. If the barcode won’t scan,press the yellow PayPoint button, type in the barcode using the keypad onscreen and press Enter.6Touchscreen menu (yellow PayPoint button)Use the menu to sell digital vouchers, mobile top-ups, parkingpayments, The Health Lottery and many other schemes.You can process multiple PayPoint transactions inone basket. Leave the media in the readers until checkoutis completed. You can have an electricity key and a gascard in the device at the same time.Remember to use theTraining app for helpand support 24/7.13

Save & recall transactionsAdjust quantity of itemin basket12123Using the touchscreen, selectthe item in the basket that youwant to adjust the quantity for.Select Quantity.3Using the number pad, enter thenew quantity and press OK.4The basket will update with thenew quantity and adjusted price.23You will be asked if you want to suspend thebasket press yes.4To carry on with the transaction, press theorange Recall basket button.5A list of ‘saved’ transactions will appearon the right. It holds more than 100transactions. Select the relevant transactionand press Recall.6The transaction will appear in the basketwhich can be checked out, voided or edited.Discount the price ofitem in basketUsing the touchscreen, select theline you want to void.1Check that the correct line ishighlighted.2Select the grey Line void button.RefusalPress the orange Save basket button.The ‘held’ sales will remain on the systemunless they are either recalled, checked out,voided or a Z report is run.Voiding line items1Add items into the basket.Using the touchscreen, select theitem in the basket that you want tochange the price of.1Select Price override.3Using the number pad, enter thenew price and press OK.You can only mark a price downand not up.Only onEPoSCore/Pro4The basket will update with thenew adjusted price.1Select orange More button.2Select Admin tab.Voiding whole basketSelect the item in the basket andpress Refusal.1Select the orange Void basketbutton.4Select the reason for the refusal. Thiswill be recorded in the till events log.2Press Yes to confirm.5You now need to void the line item/basket following the instructionsabove.3Receipt prints to confirm void.314Only onEPoSCore/Pro

Processing integrated card paymentsThe PIN pad is contactless enabled (free service) - as well as contactless cards, the device can processpayments from Apple Pay and Google Pay devices such as smartphones and wearable devices.Contactless payments are applicable for transactions of 30 or less.1Add goods into the basket2Select card as the tender type. There is no need to re-key the amount in the PIN pad, theamount will appear automatically on the PIN pad with the full amount. Remember to doublecheck the amount is correct.3Place card on/in the PIN padMAKE SURE THE BASKET IS CLEAR BEFORE STARTING A NEW TRANSACTION.Once all items have been added to the basket, select the green Checkout button.The customer can place their contactless card or Apple/Android device on the PIN padtouchscreen or put the card into the PIN pad for chip and PIN.The customer should follow the instructions on the PIN pad screen to complete the payment.4ReceiptsContactless – Contactless payments will only print one copy of the receipt for yourrecords as the retailer (merchant copy) and not a customer receipt. This is an industrystandard feature of all contactless card payments. If a customer wants a receipt of theircontactless payment, you can print this from the duplicate receipt history.Chip and PIN – PayPoint One will print two copies of the card payment receipt, a customercopy as well as a retailer (merchant) copy. Make sure the receipt shows SALE.5Important: Make sure the basket has cleared,indicating a successful sale.Always check thecard payment amountis correct beforecommitting the sale.PayPoint One will always printPayPoint transaction receipts,regardless of payment type.Basket transaction receipts willprint according to the settingsyou have selected i.e. always print,never print or prompted receiptprint.A maximum of 50 isavailable to customerspaying by chip and PIN.If you would like thisoption removed, pleasecall us on freephone 0800310 0000 and we canchange your settings.Integrated PIN pad accepts allcontactless and device payments.15Apple, the Apple logo, iPhone and iPad are trademarks ofApple Inc., registered in the U.S. and other countries. ApplePay and Touch ID are trademarks of Apple Inc. Google Pay isa trademark of Google Inc. Google Pay, and the Google PayLogo are trademarks of Google Inc.

Reversing a PayPoint transaction‘Out of sequence’ reversals are available on PayPoint One. The following rules apply when reversing aPayPoint transaction:- You will need the customer receipt to get the AUTH CODE (PayPoint don’t hold this information).- If the transaction was within the last 1,000 transactions, you will be able to find the customer receipt inthe duplicate receipt history under the orange Receipts button.- Not all schemes are reversible - if in doubt, try it out.- Transactions that have been hand keyed in are NOT reversible.- Online transactions, Quantum and contactless smart cards must be reversed within 10 minutes.- The transaction reverse must be completed before the device has polled or a Z report is run.1From the homescreen, open the Till app. Make sure the basket is clear.2Select the orange Refund button.3Don’t enter the amount. Select the PayPoint ‘P’ button.4When prompted, enter the TXN number from the customer’s receipt and press Enter.5Enter the Auth code printed on the customer receipt and press Enter.6Enter the reversal amount using the touchscreen keypad and press Enter.7Enter, swipe or scan the original media (key, card or barcode) and hand this back to the customer.This is not required if the transaction was processed using the touchscreen.8The item/s will appear in the basket as a negative value. Press the green Checkout button.9Select the tender type. Follow the instructions on screen if the customer paid by card.1011RefundThe screen will then tell you how much money the customer is due.CheckoutPlease refundPlease refund : PP CashSelect ‘OK’OKThe item will be removed from the basket. Give the cash, media and receipts to the customer.16

Reversing a store-bought transaction12From the homescreen, open the Till app. Make sure the basket is clear.Select the orange Refund button.RefundAdd products or amounts to be refunded into the basket in the normal way:Scan or key in barcodeStored products will instantly be placed into the basket at the correct price3EPoS ProYou will beable to add areason codefor your refund.See page 49.Quick Sell buttons – category1. Enter the value of the item2. Select the relevant category using the appropriate blue Quick Sell button3. The item will appear in the basket at this valueQuick Sell buttons – stored product1. Select the product using the appropriate blue Quick Sell button2. The item will appear in the basket with the pre-set description and price4A negative amount will appear in the basket, meaning that this is the amount that the customer is dueto be refunded.5Press the green Checkout button.678CheckoutSelect the tender type. Follow the instructions on screen if the customer paid by card.The screen will then tell you how much money the customer is due.Please refundPlease refund : PP CashSelect ‘OK’OKThe item will be removed from the basket.View and print duplicate receipts12From the homescreen, open the Till app.Select the orange Receipts button.Receipts3The last 1,000 transaction receipts will show – click on the one you need and a preview will appearon the right. You can scroll to view the receipt and check it’s the right one.4If required, press Print and the duplicate receipt will print immediately. Some PayPoint transactionscan’t have duplicate receipts as the information is sensitive i.e. The Health Lottery.5Press the grey Back button to return to the Till app.17

Productsetup andmaintenanceEPoSCore/ProEPoSProThese icons indicate features that are onlyavailable if you have EPoS Core or EPoS Pro.Upgrade your package to gain access to thisfeature, plus many more business benefits.Visit www.paypoint.one for more information.18

EPoS category maintenanceEPoSCore/ProAlways set up product categories with suitable settings first and then set up the individual products linked tothese categories so they automatically inherit the correct settings from the start.For example, if you set up the seller and buyer restrictions to '18' under the Off Licence category, any new productsadded under the Off Licence category will inherit these settings automatically.Existing products in the system will not automatically inherit the changes made to the category settings. You need toedit your products individually and resave the products.LOCATION: my.paypoint.com EPoS tab EPoS Category MaintenanceEnsure your products havethe correct VAT codes as perVAT rules from HMRC. Standard 20%Reduced 5%Exempt 0%Non-standardOut of scope 0%Zero 0%Tick this option for commission based products and sales as they will be reported in a separatesection on the X and Z reports e.g. Lottery and Scratch Cards.Do not add or savePayPoint transactionbarcodes or swipe carddetails as products in yourfile, or as blue Quick Sellbuttons on theTill app.Download the freePayPoint One appfor yourAndroid device fromGoogle Play.19

Product maintenanceEPoSCore/ProEPoS Core and Pro is pre-loaded with thousands of common convenienceproducts. It’s likely that about half of the products in your store will be pre-loadedso all you need to do is add your retail selling price and any additional back officeinformation.PayPoint transactions with barcodes, e.g. council tax bills, must beprocessed via the yellow ‘P’ button. This is very important to ensurecustomer payments are processed correctly and you receive the correctcommission.You will also be able to add your own products into your till system throughthe device, Stock Manager app or back office website.How to add your own products as you go "on the fly"12Ensure your products havethe correct VAT codes as perVAT rules from HMRC. Standard 20%Reduced 5%Exempt 0%Non-standardOut of scope 0%Zero 0%Scan the customer’s product. Make sure you scan the linear barcodeand not any QR codes.If the product is already on the system, just add your retail selling price andpress OK. This price will now be set for the product and can be edited underItem enquiry button.If the product is NOT on the system, follow the prompts on screen:Press OKYou can do thison the freePayPoint One appavailable fromGoogle PlayScan the product again3Press YesFill in the description and price, assign the product to the most relevantcategory and press create. The item will then appear in the basket. You canedit the product under Product Maintenance on my.paypoint.com.20Do not add or savePayPoint transactionbarcodes or swipe carddetails, as products in yourfile or as blue Quick Sellbuttons on theTill app.

How to add your own products inthe back office (with more details)From the device:1From the homescreen, open the Till appEPoSCore/ProFrom the back office website using asmart device or PC:Login to my.paypoint.com with your site number,device username and passwordTOP TIPSave time - Using theapp or PC isthe quickest way toadd yourproducts.2Select the orange More buttonSelect the EPoS tab3Under the back office tab, select ProductsSelect EPoS Product Maintenance4The Select Product screen is displayed where a list of available products will appear. You can search foritems using a description, item code, unit size, price etc.5To add a new product, select New Product(To maintain an existing product, select Edit)6The following mandatory items will need to be filled in: Item code - barcode number on product used to identify the product or your own reference number. Item description The receipt description will auto-fill to the first 15 characters of the product’s description. This canbe edited up to a maximum of 15 characters. Select the category Add the retail price which is what the product will be sold at. This needs to be greater than 0.00.Download the freePayPoint One app foryour Androiddevice fromGoogle Play.21

78The following information should be filled in for reporting purposes: Unit size is default as “Single”. This can be changed to any description such as can, 500ml, 6 pack etc. Cost price (excl. VAT) can be filled in to show the profit made when the item is sold. Margin (%) automatically filled in when the cos

Download the free PayPoint One app. Monitor sales as they happen, check stock levels . while at the cash & carry, change prices instantly, create new products and send shelf edge labels to print in store remotely. Functionality will depend on your PayPoint One package. Download the free . PayPoint One app for

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