Accepting Payment

Accepting Payments 

For customer convenience you need to be able to accept payments in a variety of forms. To ensure that your business is protected against fraud and employeeerrors, your staff will need to be well trained in all aspects of accepting cash, verifying checks and processing credit card purchases. Recommended procedures for accepting payments of all types follow.  

Accepting Cash  

 Guidelines for accepting payment by cash:  

• Do not accept mutilated or foreign coin or currency.  

• Do not accept any currency you suspect to be counterfeit. Many banks offer seminars for identifying counterfeit money for personnel. Check with your local bank for what to look for in counterfeit bills.  

• When a customer hands you currency, announce the amount of the sale and the denomination of the bill the customer gave you. For example, if the total is $76.88 and the customer hands you $80.00, say, “ $76.88 out of $80” meaning that you are going to take $76.88 from the $80 the customer gave you, and return the difference as change. Keep the bill in sight until you have made the correct change. Always count change back aloud. To count back the change, begin by saying, “$76.88, and then give the customer $0.12 in coin and say, “77.” While counting back the remaining bills, say, “78, 79, 80” as you return each dollar of change.  

• Never let a customer rush or confuse you by intimidation at the register. This is common practice for con artists. If a customer claims you have not given the correct change, and you are not sure, take the customer's name and telephone number. Politely explain that after the cash drawer has been balanced at the end of the day, that the store will contact the customer if there is a discrepancy. If a customer objects when an employee follows this procedure, you or your manager should personally address the situation.  
     

Accepting Checks  

When accepting checks, Edible recommends that you institute the following procedures. Since collecting on bad checks involves a time-consuming, potentially costly process, Edible encourages you to do all you can to prevent acceptance of bad checks at your Edible® franchise. Accept checks only from regular customers after you consider the following:  

• Checks must be imprinted by the bank with the check writer’s name. You can decide if you will accept “starter” checks which have no name imprinted.  

• If no address has been imprinted or the address is not current, a complete address must be written under the name from their ID.  

• A phone number must be imprinted or written on all checks.  

• Accept a check only from the person whose name is imprinted on it. The check must be signed exactly as it is imprinted. (For example, if Mary J. Smith is imprinted, then you cannot accept a check signed Steve Smith or even Mary Smith. The check must be signed Mary J. Smith.)  

• All check writers must present an unexpired driver's license or state identification card.  

• On the front of the check, write: (1) Customer's driver's license number , (2) Name on the license if it is different from the printed name on the check (e.g., the name on the check is Mary Smith and name on the license is Mrs. John Smith) and (3) ID expiration date 

• The check must be for the exact amount of the purchase only.  

• Confirm the payee (your store), written and numeric amount match, and date is valid. Consider having a rubber stamp made. Stamp the back of the check: "Edible Arrangements– For Deposit Only."  

Accepting Traveler's Checks  

To avoid depletion of the change in your change drawer, try to discourage payment for small purchases with large traveler's checks. Ask customers if they have a smaller bill with which they can make payment. You should also:  

• Be sure the traveler's check has the customer’s signature.  

• Ask the customer for a second signature and the date in the appropriate places on the check.  

• Write or stamp "Edible Arrangements" on the front in the "PAY TO THE ORDER OF" space. Proceed with the transaction.  

 Accepting Credit and Debit Cards-US  

 You can expect that the vast majority of your customers will purchase Edible products with a credit card. Edible requires that you accept the major cards including MasterCard, American Express, Visa, and Discover.  

 You must use only Netsolace approved vendors and equipment for accepting and processing payments. 
 

The following are general procedures you should follow when accepting credit cards:   

Processing Credit Cards In Person  

• Select Credit Card 1 or 2 as the payment method in SMS. Select both if splitting payment between cards  

• Click “Pay Now” to open the Netsolace Payment Processor within SMS. Swipe the card on your Netsolace-approved payment terminal when prompted. 

• The receipt printer will produce two copies of the guest’s receipt. One is to be signed by the guest and retained while the other is the guest’s copy  

• You can adjust the number of copies printed automatically by payment method from within SMS>Options>Admin>SMS Settings> Drawer Settings  

• For example, if you set the system to automatically print one copy for the guest to sign, you can then ask the guest if they would like their copy and print an extra copy as needed by clicking Print Receipt after payment  

• Compare the customer’s signature to the signature on the reverse side of the credit card. It should be the same. If the card is not signed ask the customer for identification to ensure that the name matches the name on the credit card  

• Give the customer a copy of the receipt, while the signed copy is retained and placed in the cash drawer  

Processing Credit Cards Over the Phone   

• Select Credit Card 1 or 2 as the payment method in SMS. Select both if splitting payment between cards  

• Click Pay Now to open the Netsolace Payment Processor within SMS  

• Ask the customer for the full credit card number and type it into the system accurately  

• Ask for the expiration date and type it into the system accurately  

• Ask for the CVV2 (security code on the back of the card) and type it into the system accurately  

• Click Process  

• Make sure that the address the customer provided is the same as the credit card’s billing address in the Address Verification window that appears. Adjust the address and/or zip code as necessary and then click OK  

Accepting Credit and Debit Cards - Canada  

 You can expect that the vast majority of your customers will purchase Edible products with a credit or debit card. Edible requires that you accept the major cards including MasterCard, American Express, and Visa.  

You must use only Netsolace approved vendors and equipment for accepting and processing payments. 
 

Following are general procedures you should follow when accepting credit cards:  

Processing Credit Cards In Person   

• Select Credit Card 1 or 2 as the payment method in SMS. Select both if splitting payment between cards  

• Click Pay Now to open the Netsolace Payment Processor within SMS  

• Swipe the card on your Netsolace-approved payment terminal when prompted. 

• Allow the guest to insert or swipe their credit card on the payment terminal and have them follow all instructions on the device  

• The receipt printer will produce two copies of the guest’s receipt. One is to be signed by the guest and retained while the other is the guest’s copy. 

• You can adjust the number of copies printed automatically by payment method from within SMS > Options > Admin > SMS Settings > Drawer Settings  

• For example, if you set the system to automatically print one copy for the guest to sign, you can then ask the guest if they would like their copy and print an extra copy as needed by clicking Print Receipt after payment  

• Compare the customer’s signature to the signature on the reverse side of the credit card. It should be the same. If the card is not signed ask the customer for identification to ensure that the name matches the name on the credit card  

• Give the customer a copy of the receipt, while the signed copy is retained and placed in the cash drawer  

Processing Debit Cards In Person   

• Select Debit Card as the payment method in SMS  

• Click Pay Now to open the Netsolace Payment Processor within SMS  

• Click Process to initialize the debit card payment process via the Netsolace approved  payment terminal  

• Allow the guest to insert or swipe their debit card on the payment terminal and have them follow all instructions on the device  

• Provide the guest with their copy of the receipt after payment processes successfully  

Payment Terminal Inspection 

• All credit card payment terminals must be inspected on a periodic basis such as monthly. When inspecting a terminal the following items need to be checked:  

• 1. Are there any missing, damaged or altered manufacturer seals or labels?  

• 2. Have the cables or buttons been altered? 

• Report back to Edible if anything is out of the ordinary with payment terminals. 

Processing Credit Cards & Credit-Enabled Debit Cards Over the Phone  

•  Select Credit Card 1 or 2 as the payment method in SMS. Select both if splitting payment between cards  

• Click Pay Now to open the Netsolace Payment Processor within SMS  

• Click the Manual button to switch from pin pad entry to manual CC entry  

• Ask the customer for the full credit card number and type it into the system accurately  

• Ask for the expiration date and type it into the system accurately  

• Ask for the CVV2 (security code on the back of the card) and type it into the system accurately  

• Click Process  

• Make sure that the address the customer provided is the same as the credit card’s billing address in the Address Verification window that appears. Adjust the address and/or postal code as necessary and then click OK