Payment Processing

Payment processing in Sederly supports multiple payment methods and provides secure, efficient transaction handling. This guide covers everything from basic payment processing to advanced scenarios like refunds and split payments.

## Payment Methods Overview ### Supported Payment Types Sederly supports a comprehensive range of payment methods: #### Cash Payments: - **Cash Sales**: Direct cash transactions - **Change Calculation**: Automatic change computation - **Cash Drawer Integration**: Automatic drawer opening - **Cash Counting**: End-of-day reconciliation tools #### Card Payments: - **Credit Cards**: Visa, MasterCard, American Express, Discover - **Debit Cards**: PIN and signature-based transactions - **Contactless**: Tap-to-pay and mobile wallet support - **EMV Chip**: Secure chip card processing #### Digital Payments: - **Mobile Wallets**: Apple Pay, Google Pay, Samsung Pay - **Online Payments**: PayPal, Stripe, Square - **Bank Transfers**: ACH and wire transfers - **Digital Currencies**: Bitcoin and other cryptocurrencies (if enabled) #### Alternative Payments: - **Store Credit**: Customer account credits - **Gift Cards**: Prepaid gift card redemption - **Layaway**: Installment payment plans - **Buy Now, Pay Later**: Third-party financing options ## Basic Payment Processing ### Processing Single Payments #### Cash Payment Process: 1. **Calculate Total**: Verify order total is correct 2. **Announce Total**: Clearly state amount due to customer 3. **Receive Payment**: Accept cash from customer 4. **Enter Amount**: Input amount received in system 5. **Calculate Change**: System automatically calculates change due 6. **Provide Change**: Count change back to customer 7. **Complete Transaction**: Finalize payment in system #### Card Payment Process: 1. **Select Card Payment**: Choose credit/debit card option 2. **Enter Amount**: Confirm transaction amount 3. **Process Card**: Insert, swipe, or tap card 4. **Customer Input**: Customer enters PIN or signs 5. **Wait for Approval**: System processes with payment gateway 6. **Print Receipts**: Provide customer and merchant copies 7. **Complete Transaction**: Finalize in system #### Digital Payment Process: 1. **Select Digital Method**: Choose mobile wallet or online payment 2. **Generate Payment Request**: System creates payment request 3. **Customer Authorization**: Customer approves on their device 4. **Process Payment**: System handles transaction 5. **Confirmation**: Receive payment confirmation 6. **Complete Order**: Finalize transaction ### Payment Verification #### Cash Verification: - **Check Bills**: Verify authenticity of large bills - **Count Carefully**: Double-check amounts received - **Use Counterfeit Detection**: Employ detection tools if available - **Document Large Transactions**: Note details for large cash payments #### Card Verification: - **Check ID**: Verify cardholder identity when required - **Signature Verification**: Compare signatures when applicable - **Card Condition**: Ensure card is not damaged or suspicious - **Authorization Codes**: Verify approval codes are received #### Digital Verification: - **Confirmation Numbers**: Record transaction confirmation numbers - **Receipt Verification**: Ensure digital receipts are generated - **Account Verification**: Confirm payment source when possible ## Advanced Payment Scenarios ### Split Payments #### Split Payment Process: 1. **Calculate Total**: Determine total amount due 2. **First Payment**: Process first payment method 3. **Calculate Remaining**: System shows remaining balance 4. **Second Payment**: Process additional payment method 5. **Continue as Needed**: Add more payments until total is covered 6. **Verify Total**: Ensure all payments equal order total 7. **Complete Transaction**: Finalize all payments #### Common Split Payment Scenarios: - **Cash + Card**: Customer pays part cash, part credit card - **Gift Card + Credit Card**: Use gift card balance plus additional payment - **Store Credit + Cash**: Apply existing credit plus cash payment - **Multiple Cards**: Split between different credit/debit cards ### Partial Payments #### Layaway and Installments: 1. **Set Payment Schedule**: Establish payment plan 2. **Collect Initial Payment**: Process down payment 3. **Create Payment Record**: Document payment schedule 4. **Track Payments**: Monitor payment progress 5. **Send Reminders**: Notify customers of upcoming payments 6. **Complete When Paid**: Release items when fully paid #### Deposit Payments: - **Service Deposits**: Collect deposits for services - **Special Orders**: Deposits for custom or special orders - **Event Bookings**: Deposits for event-related services - **Equipment Rentals**: Security deposits for rentals ### Refunds and Returns #### Refund Process: 1. **Verify Return**: Confirm return eligibility and condition 2. **Locate Original Transaction**: Find original payment record 3. **Calculate Refund Amount**: Determine refund amount 4. **Select Refund Method**: Choose appropriate refund method 5. **Process Refund**: Execute refund transaction 6. **Provide Documentation**: Give customer refund receipt 7. **Update Inventory**: Adjust stock levels if applicable #### Refund Methods: - **Original Payment Method**: Refund to original card/account - **Cash Refund**: Provide cash refund (within policy limits) - **Store Credit**: Issue store credit for future purchases - **Exchange**: Process exchange for different items #### Partial Refunds: - **Damaged Items**: Partial refund for damaged goods - **Service Issues**: Partial refund for service problems - **Restocking Fees**: Deduct applicable fees - **Shipping Costs**: Handle shipping cost refunds per policy ## Payment Gateway Integration ### Setting Up Payment Gateways #### Popular Payment Gateways: - **Stripe**: Comprehensive online payment processing - **PayPal**: Widely accepted digital payments - **Square**: Integrated point-of-sale solutions - **Authorize.Net**: Established payment gateway - **Clover**: Full-service payment solutions #### Gateway Configuration: 1. **Create Gateway Account**: Sign up with payment provider 2. **Obtain API Credentials**: Get API keys and merchant information 3. **Configure in System**: Enter credentials in Sederly 4. **Test Integration**: Process test transactions 5. **Go Live**: Switch to production mode 6. **Monitor Performance**: Track transaction success rates ### Transaction Security #### Security Features: - **PCI Compliance**: Adherence to payment card industry standards - **Encryption**: End-to-end transaction encryption - **Tokenization**: Secure storage of payment information - **Fraud Detection**: Automatic fraud screening - **3D Secure**: Additional authentication for online transactions #### Best Practices: - **Regular Updates**: Keep payment software current - **Secure Networks**: Use secure, encrypted connections - **Access Control**: Limit payment system access - **Regular Audits**: Conduct security assessments - **Staff Training**: Train staff on security procedures ## Payment Reporting and Reconciliation ### Daily Reconciliation #### End-of-Day Process: 1. **Generate Payment Report**: Run daily payment summary 2. **Count Cash Drawer**: Physical count of cash on hand 3. **Verify Card Transactions**: Check card processing reports 4. **Reconcile Differences**: Investigate any discrepancies 5. **Document Results**: Record reconciliation results 6. **Prepare Deposits**: Prepare bank deposits 7. **Secure Cash**: Store cash securely overnight #### Payment Reports: - **Daily Sales Summary**: Total sales by payment method - **Transaction Detail**: Individual transaction records - **Refund Report**: All refunds processed - **Failed Transactions**: Declined or failed payments - **Gateway Fees**: Processing fees and charges ### Financial Management #### Cash Flow Tracking: - **Real-time Balances**: Current cash and card totals - **Payment Trends**: Analysis of payment method usage - **Processing Costs**: Track gateway fees and costs - **Deposit Tracking**: Monitor bank deposit status #### Tax Reporting: - **Sales Tax Collection**: Track tax collected by jurisdiction - **Payment Method Breakdown**: Sales by payment type - **Refund Tracking**: Monitor refund impacts on taxes - **Audit Trail**: Maintain detailed transaction records ## Troubleshooting Payment Issues ### Common Payment Problems #### Card Declined Issues: - **Insufficient Funds**: Customer account has insufficient balance - **Expired Card**: Card has passed expiration date - **Security Hold**: Bank has placed security hold on card - **Daily Limit**: Customer has reached daily spending limit - **Technical Issues**: Payment gateway or network problems #### Resolution Steps: 1. **Check Error Message**: Review specific decline reason 2. **Suggest Alternatives**: Offer different payment methods 3. **Contact Bank**: Customer may need to contact their bank 4. **Try Again**: Sometimes retrying resolves temporary issues 5. **Manual Processing**: Use manual card processing if available 6. **Document Issue**: Record problem for future reference #### Cash Drawer Problems: - **Drawer Won't Open**: Check printer connection and settings - **Cash Count Discrepancy**: Recount and investigate differences - **Change Shortage**: Ensure adequate change denominations - **Security Issues**: Address cash handling security concerns ### System Issues #### Payment Gateway Problems: - **Connection Issues**: Check internet connectivity - **Gateway Downtime**: Verify gateway service status - **Configuration Errors**: Review gateway settings - **Certificate Issues**: Check SSL certificate validity #### Software Issues: - **Update Required**: Install latest software updates - **Browser Problems**: Clear cache or try different browser - **Permission Issues**: Verify user payment permissions - **Database Errors**: Contact technical support ## Best Practices ### Customer Service Excellence #### Service Standards: - **Clear Communication**: Explain payment options clearly - **Patient Assistance**: Help customers with payment difficulties - **Privacy Protection**: Protect customer payment information - **Quick Processing**: Minimize payment processing time - **Professional Demeanor**: Maintain professional attitude #### Efficiency Tips: - **Prepare Equipment**: Ensure all payment equipment is ready - **Know Procedures**: Be familiar with all payment processes - **Have Backup Plans**: Know what to do when systems fail - **Stay Updated**: Keep current on payment policies and procedures ### Security Best Practices #### Staff Training: - **Security Awareness**: Train staff on payment security - **Fraud Recognition**: Teach staff to identify suspicious activity - **Proper Procedures**: Ensure staff follow security protocols - **Regular Updates**: Provide ongoing security training #### System Security: - **Regular Updates**: Keep payment systems current - **Access Control**: Limit payment system access - **Monitoring**: Monitor for unusual payment activity - **Incident Response**: Have procedures for security incidents ## Quick Reference ### Payment Processing Shortcuts - **F5**: Quick payment processing - **F6**: Cash payment - **F7**: Card payment - **F8**: Refund processing - **Ctrl + R**: Generate receipt ### Important Reminders - Always verify payment amounts before processing - Provide receipts for all transactions - Handle payment information securely - Follow refund policies consistently - Reconcile payments daily