Payment Processing Best Practices
POS
Wine Club Signup
- When processing a transaction, do not attempt to add a customer to a wine club
- If a tab is created or an order is being checked out, adding a customer to a wine club will interrupt the normal processing workflow.
- Interrupting any payment process in the Point-of-Sale App is not encouraged.
Check Out
- Before you select a payment method, for example, “Credit”, on the checkout page, it is critical to confirm the order details (product, grand total, etc.).
- Once you insert the card and begin taking payment, do not interrupt the process.
- Closing the app, removing the card, or closing the checkout window impedes the normal processing workflow.
Wine Club
Step 5 of the Wine Club release process begins authorizing customer cards and cannot be reversed in OrderPort. Once you advance past Step 5, do not close the tab, refresh, or try to go back on the page. Before you go to Step 6, make sure you are ready to charge cards and begin processing payments.
Split Payments
Split Evenly
Split evenly will bring you to a screen where you can select how many ways you would like to split the transaction. If you wish to split the transaction 3 ways, select Add a ticket two times. When you are ready to pay a ticket select edit or pay this ticket. If necessary, you can adjust the Ticket amount and then select the method of payment. After all the tickets are paid, you will need to close any of the tickets that say Close. Closing a ticket is when the tip amount is entered. You can also refund an already paid ticket if a mistake was made.
Split Between Guests
Split-buy guests will divide the ticket by the product selected for each guest. If there is a product on the wrong guest or you want to split the cost of that product between multiple guests tap and hold on to that product. It will bring you to a page where you can select to split the payment or assign the product to a different guest. Tap on each guest at the top of the screen to pay for their ticket. The select guest will be a black box and all other guests will be displayed as purple. You will need to close each of these transactions.
Purchase Orders and Work Orders
If you are experiencing any issues with Purchase or Work orders, contact an OrderPort representative and they will walk you through the best options for your winery.
Fulfillment
To avoid processing issues when fulfilling orders, each order should be moved to its subsequent shipping/carrier terminal as soon as possible once the payment is received. This will minimize potential declines.
When to Refund, Void, or Cancel
A refund is appropriate after a payment is taken on an order.
If you need to refund a transaction navigate to the Tools and then the Reports tab. At the bottom of the page, you will find a Completed orders tab. Tap on the Order and select Full refund. You cannot edit or give a partial refund on Restaurant Orders.
An order can be voided if an authorization is completed, but the payment has not been settled (voids can only be completed through your payment processor, not OrderPort).
Generally, voids can be processed within 5 minutes of payment being taken.
An order can be canceled if payment has not been taken.
If an order has received no payment, canceling allows you to delete the cart from the Point of Sale.
Authorization vs Settlement
When a payment is processed, it posts as an authorization first. The authorization functions as a way for the payment processor to check your bank account for appropriate funds. If there is not enough money, the transaction will decline. If there is enough money in your account, the transaction will settle anytime in the next 3 days. Once it’s settled, the transaction is fully complete.
Account Auto-Updater
OrderPort is pleased to provide Account Updater service as a feature made available through WorldPay. With this optional feature, credit cards stored on the gateway will be automatically updated when updates are provided by the card issuer. The updated cards can then be used for wine club operations and card-on-file transactions.
The process to sign up is as follows:
1. Contact your WorldPay representative. That person will provide you with the application forms for Visa and MasterCard
2. Complete the form and send it to your WorldPay representative
3. The WorldPay rep will also send you an addendum to your agreement for you to sign. Please fax or scan that back to him
Once these steps are complete, your system will be set up by WorldPay. It is expected that it will take several weeks to get set up. Please note that Visa and MasterCard take at least two weeks to process the applications.
Read more about the Account Updater here.
Transaction Query
If you want to research a transaction, you can use the WorldPay Transaction Query or OpenEdge Transaction Query in OrderPort admin.
Events
When it comes to off-site events, a steady Wi-Fi connection is make-or-break. Ensure you have a good connection at the location before you begin taking payments to avoid any potential issues.
See if making a Tasting Room specifically for events is right for you by calling our Support line and speaking with a rep.