Visa / MasterCard / Point-of-Sale Terminal Procedures

.. Bill, Sept 26/05

Calgary sales
Delta & Edmonton sales
Shop Work
Authorizations
Point of Sale terminal instructions
Fraud
Help desk

Related Pages
Bank transfers
counterfeit Canadian and US currency
Credit card authorization form

Calgary sales
Get an authorization for the exact amount of all Visa & MasterCard sales. Fill out a Visa or Mastercard slip, get the card imprint and signature, and call for authorization. Record the authorization number on the sales slip, record our invoice numbers, and fax it to Annette for payment processing.

Delta & Edmonton sales
Run the Visa or Mastercard through our Point of Sale terminal. Get the signature. Record our invoice/packing list number on the sales slip. (Edmonton: fax the slip to Annette for reconciliation.)

**Note** Getting an authorization does not charge the customer or credit our account. That is only done after we process the payment through the Delta or Edmonton Point of Sale terminal.

Shop work
Get an authorization for any shop work that will be billed on a credit card, or any other time that seems appropriate. Estimate the amount of the bill, and call it in. Record the authorization number in the workorder header, and email this info to Annette. Remember that the authorization only reserves funds for 8 days!

Authorizations
Authorizations can be done from any phone. The authorization reserves the funds on the credit card for 8 days. So for 8 days, we will get paid if we run the credit card sale through the Point of Sale terminal with the authorization number. At the end of 8 days, the authorization expires, and the funds are no longer reserved for us.

Get an imprint of the card and the customer's signature. If we do not have the imprint of the physical card and customer signature (e.g. a telephone order), be careful that this is not fraud. Without the signature and imprint the customer can claim that he never gave authorization to use the card. They have up 1 year to do this. This has happened to us on a few occasions.

Our Credit card authorization form gives us some protection, but not as much as a physical imprint of the card.

Point of Sale terminal instructions
Regular Sale:

When you have an authorization number:

Credit or Void:

Daily Routine for Point of Sale Terminal:
Doing the above routines does not put the money into our bank account. We must go through a daily routine in order to do this.

Fraud
If we do not have an imprint of the physical card, Frontier pays for any fraudulent charges, even if we have an authorization!

If you have any suspicions, here is what to do:

Customer here with card:
Call the authorization number above. Select the option for a CODE 10 authorization. The Visa/Mastercard rep will ask you a series of yes/no questions. They may ask to talk to the customer. They may ask you to retain the card--but do that only if it can be done easily and safely.

Customer is not present:
Call the authorization number (above). Select the option for a CODE 10. Tell the Visa/Mastercard rep why you are suspicious. They will give you the telephone numbers of the issuing bank. Make sure that it is a number that we can dial from Canada (e.g. Bank of America's 1-800 numbers do not work outside of the USA). Get numbers for both automated address verification and fraud departments.

Most banks offer automated CVC/CVV2 and address verification services. You need the customer's complete billing address and CVC or CVV2 number (these are the last 3 digits imprinted on the signature panel on the back of MasterCard and Visa cards.)

If we are unable to accept his credit card, suggest alternative payment methods (e.g. Bank transfers). This especially applies to foreign transactions.

Visa's suggestions for how to reduce chargebacks.

Help desk
- for the Point of Sale terminal is phone number 604-654-3291.
- TD Canada Trust merchant services 1-800-363-1163 (old #1-866-558-5571), merchant number 200-022767012 (Delta), 200-022948851 (Edmonton)
- First Data, merchant ID 98423450022. Customer service 1-800-165-1228.