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Transactions

This section describes the different transactions you can perform on your terminal when in standalone mode (i.e.: the terminal is not communicating with a POS system).

NOTE: If your merchant account is configured to add any fees or surcharges, they are added automatically to the amount that appears on the Total Sale screen and the customer must select the type of payment card they are using. For more information on fees and card type selection, please refer to Merchant Surcharge Fees.

The Secure Payment application's payment module supports multiple card reading methods including tap, insert, and swipe. The payment module also supports transactions where the operator enters the card information manually. Click on the transaction(s) you want to learn more about.

Manual card entry transactions:

Manual Sale No Tip
Manual Sale with Tip
Manual Pre-Authorization
Manual Refund
Manual Credit Account Verification
Manual Force Post

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Card Sale No Tip/With Tip

Card Sale No Tip

One of the most common transactions is a purchase where the client uses their credit or debit card as the method of payment.

NOTE: This procedure is applicable only if you have not enabled the tipping option. If the tip option is enabled, please refer to the procedure.

To process a sale with no tip:

If required, touch Operations and touch Sale from the menu.

Using the number pad, enter the sale amount.
Touch OK. The Total Sale screen appears.

Hand the terminal to the customer or ask them to present their card to tap, insert, or swipe their payment card.
After authorizing the sale, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.

Card Sale With Tip

If you work in the service industry (bar, delivery, restaurant, transportation), the most common transaction is a purchase with the option to add a tip, where the client uses their credit or debit card as the method of payment.

To process a sale with the option to tip:

Using the number pad, enter the sale amount.
Touch OK. The Total Sale screen appears displaying the tipping options.

Hand the terminal to the customer so they can select whether to include a tip percentage, amount, or to not include a tip. After the customer selects their tipping option, the Total Sale screen updates with the tip added to the sale amount.
The customer presents their card to tap, insert, or swipe their payment card.
After authorizing the sale, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.

Pre-Authorization/Increment/Completion

Pre-Authorization

A pre-authorization allows you to authorize an estimated amount for the final total sale, setting aside (reserving) that amount on a client’s card prior to completing the transaction.

NOTE: If there is a difference between the pre-authorized amount and the final sale amount, it remains reserved on the card balance until the completion of the pre-authorization or until the posting date on the client’s account, depending on the card issuer’s policies. It is recommended to complete the pre-authorization when the final amount is known in order to release any difference back to the client's account.

To pre-authorize an amount on a client’s card:

Touch Operations and touch Pre-Authorization from the menu.

Using the number pad, enter the amount to pre-authorize.
Touch OK. The Total Pre-Authorization screen appears.

NOTE: If the merchant account is configured to add any fees, they are added automatically to the amount that appears on the screen.

Tap, insert, or swipe the payment card.
After confirming the pre-authorization, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.

Pre-Authorization Increment

There may be times when you pre-authorize an amount of money on a client’s card, but you recognize that the final sale will be greater than the pre-athorized amount. In this situation, you can increase the pre-authorization by incrementing (adding) an additional amount. This increases the amount reserved on the customer's card, further reducing the available spending limit.

As with any pre-authorization, when you complete a pre-authorization, you release the unused funds earlier.

To increment an existing pre-authorization:

From the main screen, touch Settings.

Enter the merchant password and touch Confirm.
In the Transaction management section, touch Transaction History.

Scroll to or search for the desired pre-authorization transaction to complete.

Touch the desired transaction to display the details.
Touch Increment.

On the Increment amount screen, use the number pad, enter the amount to add to the existing pre-authorization and touch Confirm.
After confirming the new pre-authorization amount, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.

Pre-Authorization Completion

When you pre-authorize an amount of money on a client’s card, the card issuer reserves that amount for a period that varies with each user and card issuer. This reserve (or freezing of funds) reduces the client’s available spending limit. If the pre-authorized amount is greater than the final sale, the unused portion of pre-authorized amount remains reserved until the card issuer releases the reserved funds. When you complete a pre-authorization, you release the unused funds earlier.

To complete a pre-authorization:

From the main screen, touch Settings.

Enter the merchant password and touch Confirm.
In the Transaction management section, touch Transaction History.

Scroll to or search for the desired pre-authorization transaction to complete.

Touch the desired transaction to display the details.
Touch Completion.

Using the number pad, enter the final sale amount and touch Confirm.
After confirming the pre-authorization completion, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.

Reimbursing a Sale

There are two types of reimbursements available:

Void
Refund

The transaction you choose depends on when the original sale was processed.

Voiding a transaction provides a refund on a sales transaction that is still in the current batch of transactions (the terminal has not yet performed a settlement). Typically, a void transaction occurs the same day as the original sale; if the original purchase used a credit card, the customer does not need to present their card, only their copy of the transaction receipt.

If the original purchase used a debit card, the client needs to present their debit card in addition to their copy of the transaction receipt. When you void a credit card transaction, the customer does not see the original sale or the reimbursement on their statement; when you void a debit card transaction, the original sale and the reimbursement appear as two transactions on the statement.

Refunding a transaction occurs when the original sales transaction is part of a previously settled batch (the original transaction occurred one or more days prior to the reimbursement). A refund transaction requires that the client present their card and transaction receipt. after you refund a transaction, the customer will see the original sale and the refund as two separate lines on their statement.

Void

To void a sale:

From the main screen, touch Settings.

Enter the merchant password and touch Confirm.
In the Transaction management section, touch Transaction History.

Scroll to or search for the desired transaction to void.

NOTE: Because all of a merchant's transactions processed on all terminals are saved immediately to the server, the list of transactions may be quite long. For more information on searching for a transaction, refer to the Search for a Transaction procedure.

Touch the desired transaction to display the details.
Touch Void.

If prompted, enter the requested password (admin or merchant) and then touch Confirm.
After voiding the sale, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.

Refund

IMPORTANT! Currently, refunds are issued without referencing the original transaction; this is known as a "naked refund". In an effort to prevent possible fraudulent refund claims, you should request the original transaction receipt from the customer before issuing a refund.

While this is not a required step, until the refund process includes a reference to the original transaction, ensuring that the refund is based on a previous transaction is your best method to prevent the abuse of "naked refunds"

To refund a sale:

Take the original transaction receipt from the customer.
Touch the Operations menu and touch Refund.

The Transactions screen appears.

Scroll to or search for the desired transaction to refund.

Touch the desired transaction to display the details.
Touch Refund.

If prompted, the Merchant or Admin password (according to the selected password configuration) and touch Confirm.
Use the number pad to enter the amount to refund and touch Confirm; you can enter either the full or a partial amount of the original transaction.

Hand the terminal to the customer or ask them to present the card used for the original transaction to tap, insert, or swipe their payment card.
Take the terminal back from the customer.
After authorizing the refund, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.
Return the original transaction receipt to the customer.

Credit Account Verification

If desired, you can perform a credit account check on a client’s card before processing a transaction in order to confirm the validity of the card.

NOTE: A credit account verification does not authorize a transaction, it only indicates if the cardholder account has the available funds to make the purchase.

To verify a card's credit account:

Touch the Operations menu and touch Verify credit account.

Insert, swipe, or tap the payment card.
When the terminal receives the response, the screen displays the result and prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is required.

Force Post

There may be situations where you need to obtain an authorization for a credit card sale directly from the card issuer. In such a case, you must manually enter the authorization code provided by the issuer into the terminal to complete the transaction.

To enter the authorization code for a force post transaction:

Touch Operations and touch Force post from the menu.

Enter the Merchant password and then touch Confirm.

NOTE: If you have previously disabled password protection for force post transactions, the terminal will not ask for the password.

Using the number pad, enter the Authorization code provided by the card issuer and touch Confirm.
Tap, insert, or swipe the payment card.
After confirming the force post transaction, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.

Search for a Transaction

You can search for transactions on the terminal to view the details about one or more transactions. If you have multiple terminals operating under the same merchant ID (MID), all transactions from all terminals appear in the list with the most recent transaction at the top of the list. You can search for transactions in the current (open) batch as well as from previous batches.

NOTE: Because all of a merchant's transactions processed on all terminals are saved immediately to the server, the list of transactions may be quite long.

TIP: If you find it difficult to locate a specific transaction from an individual terminal, you may choose to restrict the search function to only display transactions performed on each individual terminal.

To restrict the transaction display to only those processed by the terminal, you must contact PayFacto support to request that your merchant profile displays only transactions processed on individual terminals by activating the Terminal Only Reports function. This will restrict transaction searching to individual terminals.

To search for a transaction:

From the main screen, touch Settings.

Enter the merchant password and touch Confirm.
In the Transaction management section, touch Transaction History.

Touch the Search button.
Enter one or more of the following search criteria:
- An invoice number in the Invoice number field
- An authorization code in the Authorization code field
- Touch the Time range field to select a date range for the desired transaction; touch Save to search using the selected date range

Touch the Search button. The terminal returns any transaction that meets the selected search criteria.
Touch the desired transaction to display the details.

Reimbursing a Sale

There are two types of reimbursements available:

Void
Refund

The transaction you choose depends on when the original sale was processed.

Void

To void a sale:

From the main screen, touch Settings.

Enter the merchant password and touch Confirm.
In the Transaction management section, touch Transaction History.

Scroll to or search for the desired transaction to void.

Touch the desired transaction to display the details.
Touch Void.

If prompted, enter the requested password (admin or merchant) and then touch Confirm.
After voiding the sale, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.

Refund

To refund a sale:

Take the original transaction receipt from the customer.
Touch the Operations menu and touch Refund.

The Transactions screen appears.

Scroll to or search for the desired transaction to refund.

Touch the desired transaction to display the details.
Touch Refund.

If prompted, the Merchant or Admin password (according to the selected password configuration) and touch Confirm.
Use the number pad to enter the amount to refund and touch Confirm; you can enter either the full or a partial amount of the original transaction.

Hand the terminal to the customer or ask them to present the card used for the original transaction to tap, insert, or swipe their payment card.
Take the terminal back from the customer.
After authorizing the refund, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.
Return the original transaction receipt to the customer.

Pre-Authorization/Increment/Completion

Pre-Authorization

A pre-authorization allows you to authorize an estimated amount for the final total sale, setting aside (reserving) that amount on a client’s card prior to completing the transaction.

To pre-authorize an amount on a client’s card:

Touch Operations and touch Pre-Authorization from the menu.

Using the number pad, enter the amount to pre-authorize.
Touch OK. The Total Pre-Authorization screen appears.

NOTE: If the merchant account is configured to add any fees, they are added automatically to the amount that appears on the screen.

Tap, insert, or swipe the payment card.
After confirming the pre-authorization, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.

Pre-Authorization Increment

As with any pre-authorization, when you complete a pre-authorization, you release the unused funds earlier.

To increment an existing pre-authorization:

From the main screen, touch Settings.

Enter the merchant password and touch Confirm.
In the Transaction management section, touch Transaction History.

Scroll to or search for the desired pre-authorization transaction to complete.

Touch the desired transaction to display the details.
Touch Increment.

On the Increment amount screen, use the number pad, enter the amount to add to the existing pre-authorization and touch Confirm.
After confirming the new pre-authorization amount, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.

Pre-Authorization Completion

To complete a pre-authorization:

From the main screen, touch Settings.

Enter the merchant password and touch Confirm.
In the Transaction management section, touch Transaction History.

Scroll to or search for the desired pre-authorization transaction to complete.

Touch the desired transaction to display the details.
Touch Completion.

Using the number pad, enter the final sale amount and touch Confirm.
After confirming the pre-authorization completion, the terminal prints the merchant copy of the transaction receipt. To print the customer copy, touch Print receipt or touch No receipt if no customer copy is requested.