Processing credit cards

Basic transaction

This is what should normally happen during a normal sale or donation.

1. The display should say "FREE GEEK". If not, hit the CLEAR button
2. Get the credit (or debit) card from the customer.
3. Slide the card with its magnetic stripe to the outside (right)
   • You can slide towards or away from you. It doesn't matter.
4. Enter amount without decimals and then hit the blue ENTER key.
   • For instance enter $15.75 as 1575 ENTER
5. Wait for system to print the credit card slip. This could take a little time.
   • Use this time to ask if they want an itemized (FGdb) receipt
   • Do not actually complete the sale or donation in the database until the credit card transaction has cleared.
   • Do not return the card to the customer yet.
6. The machine will print out a two layer slip for the customer to sign. (Don't tear it off until you see the signature line.)
7. Finish FGdb transaction (and print itemized receipt if desired).
8. Have the customer sign the slip.
9. Compare signature to back of card.
10. Give customer the card and yellow copy of the slip.
11. Put the white copy of slip with checks in drawer.
12. Press CLEAR button to get back to main screen.

End of the day procedure

NOTE: This needs to be done before 8 pm. At 8pm the machine sends its daily report to the credit card company and resets its information for that day.

1. Display should say "FREE GEEK". If not, hit the CLEAR button
2. Hit the blue FUNCTION key
3. Hit the 3 (LOCAL REVIEW) and the blue ENTER key
4. Hit the 1 (PRINT) and the blue ENTER key
5. Hit the 1 (DETAIL) and the blue ENTER key
6. Machine will print out a report.
7. Find the NET amount and record it on the end of shift form.
8. Attach the report to the end of shift form.

Refunds, mistakes, and other miscellaneous transactions

If the card does not read properly

hit "1", enter the cc # and proceed

If you're entering the amount and you get it wrong

Hit the backspace key and re-enter.

If you have completed the transaction (but it's before the end of the day)

Use the VOID function to correct the mistake

• press 5, then the ref#, enter, amt, enter

If there was a mistake from yesterday (or before)

Use the RETURN function to correct the mistake

• press 3, then swipe the card or enter the card number, amt, enter

What if paper jams? Can we reprint transactions?

Yes. FUNCTION 6, 1 to print, enter, 0 for the last transaction or 1 for other, enter

• if other you will be prompted for the ref#

What if card is unauthorized?

The machine will cancel the transaction and print "CANCELLED" on the slip.

What if people want cash back?

We cannot do this at this time, since it requires processing debit cards with PIN verification. We do not offer this service at this point, but may be able to do that in the future.

The machines

The credit card swiper

• The CLEAR button is on the top right hand side of the keypad.
• The blue button in the lower right is both the ENTER key and the FUNCTION key.
• Cards are swiped through the slot on the right hand side.
• Cards may be swiped either top to bottom or bottom to top.
• The machine needs to be plugged in to the correct phone line and power for it to work properly.

The receipt printer

• This takes 2 ply paper that will print a white and yellow copy of the credit card slips.
• There is an on/off switch to the left of the paper roll.
• The machine needs to be plugged in to power for it to work properly.
• There is a square FEED button on the right to advance the paper out.
• There are POWER and PAPER LOW indicator lights right above the FEED button.

Supplies

The receipt printer uses a black and red ribbon cartridge (same as for an Epson ERC 23 printer). Thse are available at Office Depot for $5.79. We might get a better deal ordering them from the merchant services company or we might find these in incoming printers.

It also uses rolls of 3" wide 2-Ply paper, ideally with white on top and yellow below. These are available at Office Depot for $22.99 for ten rolls. We might also see these getting donated.

Notes

• We are imposing a $5.00 minimum on all credit card transactions.
• If we the phone line is in use you will have to wait longer. This could happen if:
  • We are sending or receiving a fax
  • The other till is conducting a credit card transaction
  • Tech Support is testing a modem
• Talk to Richard or Michael for questions.

See also

• Beancounting