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Make sure you have all the information needed to stop fraudulent transactions and to protect yourself from credit card fraud. Please review these Best Practices and make sure your staff is thoroughly familiar with them.  

For more detail, you can view the Visa Card Acceptance Guidelines at this link. Please let us know if you have any questions or would like clarification on any of these topics.  
MANUALLY ENTERED CARD-NOT-PRESENT
  • CVV Code - When entering phone orders ask the customer to give you the three-digit code that is printed on the signature panel and key it into the device as prompted. Do NOT make note of the code in any way, as this is a compliance violation.  
  • Address Verification Service - Enter the House Number and Zip Code of the Credit Card Holder's Billing Address. If the transaction returns an Address Mismatch, do not ship the products.
  • Authorization Code - If your system prompts you to "Call Authorization", DO NOT accept the Authorization Code from the cardholder, call the Authorization Center direct to receive a valid Authorizaton Code.
MANUALLY ENTERED CARD-PRESENT
  • CVV Code - When a credit card won't swipe at the check out, enter the 3 or 4 digit CVV Code from the back of this card. This will prove that the card was present at the time of the transacton so that you may receive fraud chargeback protection on Visa Cards. Other types of cards must be manually imprinted. If the card is not embossed, do not enter manually.
  • Address Verification Service - Enter the House Number and Zip Code of the Credit Card Holder's Billing Address. If the transaction returns an Address Mismatch you may choose to request a different form of payment because it could be a stolen card.
  • Authorization Code - If your system prompts you to "Call Authorization", DO NOT accept the Authorization Code from the cardholder, call the Authorization Center direct to receive a valid Authorizaton Code.
VOIDS & REFUNDS
  • Void or Refund - Void if the same day, Refund if not same day
  • Refunds - Do not give cash refund for merchandise purchased with a credit card.  
  • Same Card - Do not give credit refunds to any card other than the card used for the original transaction.
  • Debit Refunds - PIN Based Debit Transations must be processed as a "Credit" Refund

Credit Card Best Practices
STORING CARD NUMBERS FOR RECURRING BILLING
  • Recurring Billing - We have programs that offer a secure credit card storing feature that allows you to schedule a recurring bill to a credit card.  Contact us for more information.
  • Secure Storage - Do not store card numbers on your computer or on paper, only enter them in PCI Compliant programs designed for storing card data.
  • Address Verification Service - Enter the House Number and Zip Code of the Credit Card Holder's Billing Address.  
PREVENTING FRAUD & CHARGEBACKS
  • Declined - If a card transaction is declined, do not attempt to obtain an authorization for a different amount on the same card.  
  • Shipping - For phone and ecommerce transactions where merchandise is to be shipped or delivered to the cardholder, the shipping date should not be more than seven calendar days after the authorization is obtained and any shipping costs not included in the authorization amount must not exceed 15% of the amount authorized. Do not submit these sales for settlement until the merchandise has been shipped.
  • Large Transactions - If the transaction amount is larger than a typical transaction, take extra precausions, especially if the card will not swipe - check the signature on the back of the card and match the name on the card to the name on the Driver's License. If in doubt, ask for a different form of payment.
SETTLEMENT & REPORTING
  • Bank Account Reconciliation - Use your monthly Merchant Statement to reconcile credit card deposits with your bank account.
  • Additional Reports - Online reports are available through the credit card processor. Email Payment Management for instructions to access online reporting. Additional Reports -  support@paymentmgmt.com 
INDUSTRY REGULATIONS
  • PCI Compliance - Be sure to complete the Self-Assessment Questionairre Annually and the PCI Scan Quarterly.
  • IRS Regulations - You will receive a 1099-K for the previous years processing volume for filing with your taxes.
  • Factoring - Do not accept or process credit card sales for another merchant (business). This is known as factoring of tickets.
  • Cash Advance - Do not deposit any transactions for the purpose of obtaining or providing a cash advance.