Processing payments on Ingenico card machines

How do I do a 1p test transaction?

To process a test transaction, you just need to follow these steps:

Step 1: Your card machine screen will say ready and show your merchant number.

Step 2: Type in 1p and then press 'Enter'.

Step 3: Insert your card into the machine (you'll need to use your own debit or credit card).

Step 4: The machine will ask you to enter your PIN code.

Step 5: Once the correct PIN has been entered, the card machine will start to process the transaction.

Step 6: It will then automatically print a customer copy of the receipt.

Step 7: Once printed, tear this off the machine and press 'Enter'.

Step 8: Remove your card from the machine.

Step 9: It will then automatically print a merchant copy of the receipt.

Step 10: Once printed, tear this off the machine and keep this for your records and press 'Enter'.

The receipts will both print off with an authorisation code on them. This just confirms that the transaction has been successfully authorised by your bank so you know everything is working correctly.

What are the different transaction types?

The different types of transactions you’ll come across are:

• Customer present – this is when the customer is physically present with the seller at the time of the transaction, like buying a bottle of water in a shop.
• Customer not present – this is when the customer isn’t present with the seller at the time of the transaction, like when ordering and paying for a takeaway over the phone.
• Refund – this is when the seller needs to put money back into the original card the sale was made with, like when you want to return a jacket with a broken zip on it.
• Pre-authorisation – this is when you’re checking that money is available on the credit or debit card, and holds the right amount of funds that need to be taken at a later date.
• Pre-authorisation complete – this is when the pre-authorised amount is taken from a customers account.

How do I process a customer present payment?

A customer present transaction is when your customer is available to use their credit or debit card with the card machine. So when they're stood in front of you.

To process the transaction, you just need to follow these steps:

Step 1: Your card machine screen will say ready and show your merchant number.

Step 2: Type in the cost of the item and then press 'Enter'.

Step 3: Ask your customer to insert their card into the machine (go to steps 4 & 5).

If they're paying by contactless or Apple/Android Pay, they need to tap their card/device onto the machine near the contactless symbol and the transaction will then be automatically processed (go to step 6)

Step 4: If paying by Chip and PIN, the machine will ask for the PIN code. Ask your customer to enter their PIN.

Step 5: Once the correct PIN has been entered, the card machine will start to process the transaction.

Step 6: It will then automatically print the customer copy of the receipt.

Step 7: Once printed, tear this off the machine and hand it to the customer, and press 'Enter'.

Step 8: Remove your customer's card and hand this back to them.

Step 9: It will then automatically print the merchant copy of the receipt.

Step 10: Once printed, tear this off the machine and keep this for your records, and press 'Enter'.

The receipts will both print with an authorisation code on them. This just confirms that the transaction has been successfully authorised by the customer's bank.

How do I process a customer not present transaction over the phone?

A customer not present transaction is when your customer isn't available to use their credit or debit card with the card machine, like when ordering a takeaway over the phone.

A virtual terminal is the easiest way to take payments over the phone, however, to process the transaction through your card machine, you just need to follow these steps:

Step 1: Your card machine screen will say ready and show your merchant number. If you have an M5000 machine, go to 'Menu' and select 'CNP'. 

Step 2: Type in the cost of the item and then press 'Enter'.

Step 3: The machine will ask to present the card. Type in your customer's 16-digit credit or debit card number and press 'Enter'.

Step 4: You'll then be asked to type in your customer's card expiry date. Once done, press 'Enter'.

Step 5: It'll ask if the customer is present. Press 'Clear'.

Step 6: You'll be asked to type in the 3-digit security code which is on the back of the card. Once done, press 'Enter'.

Step 7: It'll ask for the house number and the numeric digits of the postcode that the card is registered to. Type these in and press 'Enter'.

If the registered address has a house name instead, you will need to enter '0'.

Step 8: Once done, the card machine will start to process the transaction.

Step 9: It will then automatically print the customer copy of the receipt.

Step 10: Once printed, tear this off the machine and press 'Enter'.

Step 12: It will then automatically print the merchant copy of the receipt.

Step 13: Once printed, tear this off the machine and keep this for your records, and press 'Enter'.

Both of the receipts will print out with an authorisation code. This confirms that the transaction has been authorised by the customer's bank.

How do I process a refund?

A refund is when your customer wants to return an item and get their money back.

To process a refund, you just need to follow these steps:

Step 1: Your card machine screen will say ready and show your merchant number.

Step 2: Press 'Menu' to show the transaction menu.

Step 3: Go to 'Refund' and press 'Enter.'

Step 4: Type in the cost of the item and then press 'Enter'.

Step 5: You'll be asked to swipe your supervisor card or key in your supervisor code.

Step 6: Ask your customer to insert their card into the machine.

Step 7: The machine will ask for the PIN code. Ask your customer to enter their PIN.

Step 8: Once the correct PIN has been entered, the card machine will start to process the refund.

Step 9: It will then automatically print the customer copy of the receipt.

Step 10: Once printed, tear this off the machine and hand it to the customer, and press 'Enter'.

Step 11: Remove your customer's card and hand this back to them.

Step 12: It will then automatically print the merchant copy of the receipt.

Step 13: Once printed, tear this off the machine and keep this for your records, and press 'Enter'.

Both of the receipts will print out with an authorisation code. This just confirms that the transaction has been authorised by the acquirer.

It'll then take around 5 days for the refund to go back into the customer's account.

How do I do a pre-authorisation transaction?

A pre-authorisation transaction is when you need to check that money is available on your customer's credit or debit card, for the funds to be taken at a later date.

To process this transaction, you just need to follow these steps:

Step 1: Your card machine screen will say ready and show your merchant number.

Step 2: Press 'Menu' to show the transaction menu.

Step 3: Go to 'Pre-authorisation' and press 'Enter.'

Step 4: Type in the pre-authorisation amount and press 'Enter'.

Step 5: Ask your customer to insert their card into the machine.

Step 6: The machine will ask for the PIN code. Ask your customer to enter their PIN.

Step 7: Once the correct PIN has been entered, the acquirer will check that the funds are available on the card and approve the transaction.

Step 8: It will then automatically print the customer copy of the receipt.

Step 9: Once printed, tear this off the machine and hand it to the customer, and press 'Enter'.

Step 10: Remove your customer's card and hand this back to them.

Step 11: It will then automatically print the merchant copy of the receipt.

Step 12: Once printed, tear this off the machine and keep this for your records, and press 'Enter'.

Both of the receipts will print out with an authorisation code. This just confirms that the transaction has been authorised by the acquirer. You'll need to keep this receipt as the code is needed to complete the transaction.

Once the transaction is complete, the pre-authorisation funds will be held for 5 working days. If after 5 working days the transaction hasn't been completed, you will need to process this again.

If you can't see a pre-authorisation option on your machine, please call us at 01606 566 600 and we can get it set up for you.

How do I do a pre-authorisation completion transaction?

A pre-authorisation completion transaction is when you need to take the pre-authorised money from your customer's account. 

To process this transaction, you just need to follow these steps:

Step 1: Your card machine screen will say ready and show your merchant number.

Step 2: Press 'Menu' to show the transaction menu.

Step 3: Go to 'Completion' and press 'Enter.'

Step 4: Type in the pre-authorisation amount and press 'Enter'.

Step 5: Ask your customer to insert their card into the machine.

Step 6: The machine will ask for the PIN code. Ask your customer to enter their PIN.

Step 7: You'll then need to enter the pre-authorisation code from the original pre-authorisation receipt and press 'Enter'.

Step 8: It will then automatically print the customer copy of the receipt.

Step 9: Once printed, tear this off the machine, hand it to the customer, and press 'Enter'.

Step 10: Remove your customer's card and hand this back to them.

Step 11: It will then automatically print the merchant copy of the receipt.

Step 12: Once printed, tear this off the machine and keep this for your records, and press 'Enter'.

Both of the receipts will print out with an authorisation code. This just confirms that the transaction has been authorised by the acquirer.

If you can't see the pre-authorisation completion transaction option on your machine, please call us at 01606 566 600 and we'll be happy to help.