Processing Credit and Debit Cards

The payment process is essentially the same for both credit and debit cards. The only difference is that the customer is prompted by the pinpad device to enter a PIN for debit cards.

Processing Card Payments

Complete these steps:

1. Start a repair order payment one of the following ways:
   • For an advanced payment, click the Calculations tab > Advanced Payment button.
   • For finalize, click the Finalize button in the ticket toolbar.

2. Click the ePayment button. The Credit Card Sale window opens partially completed with information from the open ticket.

   

3. If you have configured special financing with Synchrony Car Care credit,
   • A prompt may appear asking if the customer wants to apply for special financing.
   • The results of QuickScreen pre-approval may appear.

   If a customer decides to finance the repair, R.O. Writer stores a payment token for that credit account. You can process the payment immediately with the token.

4. Click the Swipe button and a progress bar appears while waiting for the card information.
5. What you do next depends on the type of card the customer has:
   • If the card has only a magnetic stripe with no chip, the customer swipes the card.
   • If the card has a magnetic stripe AND a chip, the customer inserts the card into the chip cart slot.
6. The machine walks the customer through the transaction including the signature. The signature appears on the window in the white box.
7. Based on the customer’s account, the transaction is either declined or accepted.

8. When the transaction processes successfully, the Credit Card Sale window closes and the payment appears in the Payments section of the R.O. Writer window.

   

Credit Card Sale Window

The Credit Card Sale window is a Merchant First Mile Middleware window.

Order Section

The Order section provides information about the repair order associated with the current transaction.

Order Number

The Order Number is the repair order number. This field cannot be edited.

If more than one payment of any kind is made on a repair order, the Order Number is appended with the sequential number of the payment.

For example, if 10000 is the repair order number:

• The Order Number for the First payment = 10000
• The Order Number for the Second payment = 10000-2
• The Order Number for the Third payment = 10000-3

Order Amount

By default, the Order Amount is the amount in the Balance Due field on the payment window at the time the ePayment button is clicked.

You cannot change this amount. If you need to change the amount, click the Cancel button to close the window and enter a new amount in the Balance Due field. Then, click the ePayment button again and the new amount appears in this field.

• Tax Amount is the amount of tax included in the totals.
• Tax Exempt allows you to make the transaction tax-exempt.

Credit Card Section

The Credit Card section displays the information associated with the credit card being used for the current transaction.

Name

The Name is the first and last name of the cardholder. These fields are automatically populated with the customer’s name from the repair order. However, you can type in a new name if someone other than the customer is paying.

Number

The Number is the card number. If you are swiping the card through a machine, leave this field blank.

If you do not have a machine or something goes wrong during the swipe, you can type the card number in this field, complete the other necessary fields, and click the Process button.

Expiration

The Expiration is the expiration date on the card. If you are swiping the card through a machine, leave these fields blank.

If you do not have a machine or something goes wrong during the swipe, you can enter the expiration date from the card in these dropdown lists, complete the other necessary fields, and click the Process button.

Swipe Button

Click the Swipe button to swipe the card through the machine.

NOTE: You do not need to click the Process button if you click the Swipe button.

This is a Card Present Transaction

The card present option is selected by default. It indicates that the physical card has been presented or is present at the time the transaction is processed.

White Box

The white box is where the captured signature appears.

Request Signature Button

The Request Signature button manually prompts the customer for an electronic signature on the signature capture device. The signature appears in the white box above this button.

Clear Button

Click the Clear button to clear the signature captured in the white box. You can click the Request Signature button to capture the signature again.

Address Section

The Address section displays the address of the customer. The information is pulled in from the repair order. You can adjust the address here if you need to.

Account on File Section

The Account on File section allows you to save and store the card being used as a payment token for future use.

Voice Auth Capture

The Voice Auth Capture section allows you to obtain a voice authorization from the credit card company. If a customer’s card won’t process electronically, complete these steps:

1. Key the card information into the fields.
2. Select this option.
3. Call the credit card company at the number on the back of the card.
4. When you receive authorization over the phone, enter the code they give you in the field and click Process.