ANZ MERCHANT BUSINESS SOLUTIONS

Transcription

1 ANZ MERCHANT BUSINESS SOLUTIONS MERCHANT OPERATING GUIDE OCTOBER 2017

2 CONTENTS Getting Started 1 Welcome to ANZ 1 How to Contact Us 1 Your Key Responsibilities 2 Which Cards Should You Accept? 3 Security Checks to Validate a Nominated Card 4 Card Present and Card Not Present Transactions 5 Authorisation 6 Settlement Procedures 7 Monthly Merchant Statement 8 EFTPOS Terminal Message Guide 9 Frequently Asked Questions 10 How to Process Transactions 12 Card Present Transactions 12 Card Present Transactions Using an EFTPOS Terminal 12 Card Present Transactions Using a Card Imprinter or the IVR Authorisation and Settlement Service 15 Card Not Present Transactions 16 Card Not Present Transactions Using an EFTPOS Terminal 16 Card Not Present Transactions Using a Mail, Telephone or Internet Order Transaction Voucher or the IVR Authorisation and Settlement Service 17 Card Not Present Transactions Using an Internet Payment Gateway 19 How to Process Refunds and Credits 19 Banking Procedures for Transaction Vouchers 21 Card Imprinter Credit Card Sales Vouchers 21 Mail, Telephone or Internet Order Transaction Vouchers 23 Notice of Error 24 EFTPOS Terminal Not Working 25 Fraud Protection and Chargebacks 27 Fraud Protection and Minimisation Tips 27 Protecting Account and Transaction Information 31 Securing your EFTPOS Terminal 31 Chargebacks 32

3 GETTING STARTED WELCOME TO ANZ Welcome and congratulations on your decision to get your Merchant Facilities from us. This Merchant Operating Guide is provided to help you become familiar with the operation of your Merchant Facilities and the acceptance of Debit Cards and Visa, Mastercard and UnionPay Credit Cards. If you wish to extend the range of cards accepted to include American Express, Diners Club or JCB, please contact these companies directly. We recommend that you and your staff read this guide thoroughly and keep it accessible for future reference. The Merchant Operating Guide forms part of your Agreement with us for Merchant Facilities and may be varied or replaced by us from time to time. Terms defined in the Terms and Conditions have the same meaning when used in this Merchant Operating Guide. HOW TO CONTACT US For service, financial or general enquiries: Call ANZ Merchant Business Solutions on , or If you are calling from overseas please dial For telephone authorisation of Credit Cards: Call the Credit Card Authorisation Centre on For problems with your EFTPOS Terminal: Call your EFTPOS Terminal supplier. Postal address: ANZ Merchant Business Solutions PO Box 2211 Wellington

4 YOUR KEY RESPONSIBILITIES 2 The tasks and procedures detailed below and in this Merchant Operating Guide must be completed for you and your staff to fulfil your responsibilities as a Merchant: Follow all the instructions in this Merchant Operating Guide. Only process Card Present Transactions unless we have agreed you can process Card Not Present Transactions or any other Transaction types as detailed in your Letter of Offer and Acceptance. Check your Merchant Service Fee on your monthly Merchant Statement regularly to ensure you are paying the correct rate. Accept and validate all Nominated Cards presented for payment see page 4 for more detail. Follow the correct Authorisation procedures. Ensure the Cardholder authorises all Credit Card Transactions by using a Personal Identification Number (PIN) or signing the Transaction Receipt unless the Transaction is by mail, telephone or internet order or is a Contactless Transaction. Always follow EFTPOS Terminal prompts. Do not split a single Transaction into two or more Transactions. Do not give cash out with Credit Card Transactions (including refunds). Do not impose a minimum or maximum amount on Credit Card or Debit Transactions. Retain paper or electronic records of all Transactions for 18 months. These must be kept in a secure place and destroyed by shredding into small pieces after 18 months. Be alert to possible Credit Card fraud and report all instances see page 27 for more detail. Ensure the logos of the cards you accept are clearly displayed at your point of sale. Keep your Card Imprinter and Transaction Vouchers in a secure place as you may need them if your EFTPOS Terminal is not working. Complete all Transactions in New Zealand dollars unless we have given you permission to accept Transactions in another currency. Protect account and Transaction information and your EFTPOS Terminal by conforming to the requirements outlined on page 31. For Card Not Present Transactions, never store the CSC values (these are the three digit security codes on the reverse of Visa, Mastercard and UnionPay credit cards) after a Transaction has been authorised. If a Debit Card or Credit Card is accidentally left behind in your premises, you must: retain the card in a safe place for a period of two Business Days; and hand the card to the claimant only after having established the claimant s identity by comparing signatures with another card in the claimant s possession; or if not claimed within two Business Days, cut the card in half and send it to ANZ Merchant Business Solutions, PO Box 2211, Wellington 6140.

5 WHICH CARDS SHOULD YOU ACCEPT? We can provide you with the ability to accept all Visa, Mastercard and UnionPay Credit and Debit Cards, Maestro Cards and New Zealand issued Debit Cards as payment for your goods and/or services. If your Agreement with us for Merchant Facilities includes the acceptance of Visa, Mastercard and UnionPay Credit Cards and Maestro debit cards, you must accept all valid Nominated Cards bearing any of these logos without restriction on the amount of the Transaction. If you are applying a Surcharge Fee to Visa, Mastercard or UnionPay Credit Card Transactions you must advise the Cardholder and give them a chance to opt-out before processing the Transaction. You must also follow the procedures set out in Clause 21 of the Terms and Conditions. Maestro is an international Debit Card and is a Mastercard product. Maestro branded cards are issued by financial institutions, and provide Cardholders with access to cheque and savings accounts held outside New Zealand. Maestro Transactions must be processed using an EFTPOS Terminal and require a PIN to authorise the Transaction. They cannot be processed using Transaction Vouchers. Complimentary signage will be provided to assist you in promoting the cards you accept at your point of sale. This signage must be displayed in accordance with your Agreement. Note: UnionPay Cards may be co-branded with another card scheme (e.g. Visa). Co-branded cards will be processed via the alternate scheme to UnionPay. 3

6 SECURITY CHECKS TO VALIDATE A NOMINATED CARD The following checks must be made to ensure a Nominated Card is valid and can be accepted for payment. Failure to recognise a fraudulent card could result in a Chargeback (disputed Transaction) and a loss to your business. Checks for Credit and Debit Cards Most Credit and Debit Cards have the card details embossed on them Embossing should be even with all numbers the same size and shape (1) Check card expiry date is valid (UnionPay cards may not have an expiry date or display 00/00 the EFTPOS Terminal will check whether the card is valid) (2) Ensure the Cardholder name is present and does not look like it has been tampered with (3) Does the name on the card match any other information provided? Check the signature matches that on the back of the card when EFTPOS Terminal prompts for a signature or when processing an Electronic Off-line Voucher (Electronic Off-line Vouchers are not applicable to UnionPay). Note: Visa and Mastercard cards without embossing usually have the words Electronic Use Only printed on them and must only be processed as an Electronic Transaction using an EFTPOS Terminal. Card numbers These start with a: 4 for Visa and have a total length of 16 digits 2 or 5 for Mastercard and have a total length of 16 digits 3, 4, 5, 6 or 9 for UnionPay and have a length between digits. Chip Where an electronic microchip is embedded on the front of the Card, check there is no evidence of tampering (4). Hologram Visa: Flying Dove (5) Mastercard: Interlocking Globes UnionPay: Temple of Heaven Note: UnionPay Cards may be co-branded with another card scheme (e.g. Visa). 4

7 Signature panel You will also notice there are three additional numbers on the signature panel known as the Card Security Code. These numbers are needed for Mail, Telephone or Internet Order Transactions (6) Check that there is a signature and no evidence of tampering (7). Magnetic stripe Check the card has a magnetic stripe on the reverse (8). If the Nominated Card is suspicious in any way or you notice any discrepancy, please phone the Credit Card Authorisation Centre on , and advise them that you would like a Code 10 Authorisation. The Authorisation Officer will ask you questions requiring YES or NO answers CARD PRESENT AND CARD NOT PRESENT TRANSACTIONS Transactions can either be Card Present Transactions or Card Not Present Transactions. Your Letter of Offer and Acceptance details which types of Transactions you can accept. A Card Present Transaction is where the Cardholder and their Nominated Card are present during the Transaction at your Premises or place of business. These Transactions are typically processed electronically via an EFTPOS Terminal. A Card Not Present Transaction is where the Cardholder and their Nominated Card are not present during the Transaction. They are typically Transactions for sales via a website or a mail or telephone order. These Transactions can be processed via an Internet Payment Gateway, by manually entering the Credit Card details in to an EFTPOS Terminal or by using a Mail, Telephone or Internet Order Transaction Voucher. Card Not Present Transactions carry a higher risk of fraud because the Transaction is not authorised by a PIN or signature. Therefore, it is more difficult to verify the Cardholder as the legitimate user of the card. Before you can accept Credit Card payments for Card Not Present Transactions, you must have approval from us for this facility. 5

8 If we have approved your business to accept Card Not Present Transactions they must be processed in strict accordance with the Terms and Conditions, this Merchant Operating Guide and all the requirements set out in the Mail, Telephone and Internet Order Transaction Schedule. Any Card Not Present Transactions processed by your business without our agreement, or that breach any aspect of this Agreement, may be charged back to you. AUTHORISATION All card Transactions must be authorised. An authorisation is our confirmation that, at the time at which a Transaction is processed, the card has not been reported lost or stolen or blocked for use, and that there are sufficient funds available to cover the cost of the Transaction. An authorisation does not guarantee payment. If at a later date the Transaction is found to be an Invalid Transaction, it may be charged back to you. See page 32 for more information on Chargebacks. Authorisation procedures vary depending on the type of Transaction. Card Present Transactions (excluding Contactless Transactions) require the Cardholder to enter a Personal Identification Number (PIN) into an EFTPOS Terminal. For Visa and Mastercard Credit Card Transactions, if you get an Accept with Signature terminal message then, the Cardholder can also authorise the Transaction by signing the Transaction Receipt. For UnionPay Transactions, an EFTPOS Terminal will prompt a Signature Verified? message and the Transaction will be authorised when the Merchant has confirmed verification by pressing Enter. You must check the signature matches that on the back of the card. Card Not Present Transactions can be authorised electronically if they are manually entered into an EFTPOS Terminal or processed via an Internet Payment Gateway. If the Transactions are manually processed using a Mail, Telephone or Internet Order Transaction Voucher, authorisation must be obtained by calling the Credit Card Authorisation Centre on Note: 1. Card Not Present Transactions for UnionPay can only be processed through an EFTPOS Terminal. Mail, Telephone or Internet Order Transaction Vouchers and IVR Authorisation and Settlement Service are not accepted. 2. A Pre-authorisation Transaction for UnionPay must be completed within 30 days. After this period any Transaction will be declined by UnionPay. 6

9 SETTLEMENT PROCEDURES Settlement is the term used to describe the transfer of funds into your Nominated Settlement Bank Account. In most cases you may set a time for settling your Merchant Facilities. The time period between 10.00pm and 11.00pm daily is not available as this is when we update your files to enable settlement of funds to your Nominated Settlement Bank Account. We deposit the amount of your Transactions from Debit Cards and Visa, Mastercard and UnionPay Credit Cards into your Nominated Settlement Bank Account (see note below). The balances of Transactions from other cards, e.g. Amex/Diners, are deposited by the Card Issuer. The table below shows when you will receive your settlement funds. When you settle your Merchant Facilities Monday Friday before 10.00pm Monday Thursday after 10.00pm Friday after 10.00pm Weekends and public holidays When funds are paid into your Nominated Settlement Bank Account Funds processed overnight, available next morning Funds processed the following night, available the next morning Funds available Monday morning (excluding public holidays) Funds available next business day Note: Customer Preferred Currency Transactions, UnionPay Internet Transactions and Multi-Currency Conversion Online Transactions take an extra day to settle. If you do not settle your Merchant Facilities within the time period chosen, we will automatically settle it at the end of your nominated settlement period. However, a summary of Transactions will not be provided. When you settle your EFTPOS Terminal, always follow the steps detailed in your Terminal User Guide. This guide is provided by your terminal provider when they install your EFTPOS Terminal. If you need to know the value of Transactions completed through your EFTPOS Terminal at a time other than at the end of your settlement period, then you can request a Transaction Sub-totals Report. Instructions for this are provided in your Terminal User Guide. 7

10 MONTHLY MERCHANT STATEMENT If you have elected to accept Credit Card Transactions, you will be sent a Merchant Statement at the end of each month. The Merchant Statement details all Credit Card Transactions you have processed in the month. It also shows the Merchant Service Fee amount due. This is the fee we charge for processing your Credit Card Transactions. Your Merchant Service Fee is debited from your Nominated Charges Bank Account on the 12th of each month (or the following business day where the 12th is a weekend or public holiday) for the previous month s Transactions. You will receive a Merchant Statement for each facility you have with us. For example, you would receive your Merchant Statement and be billed separately for a Card Present and Card Not Present facility. A sample of the Merchant Statement is shown below. Note: If you process UnionPay Internet Transactions, Customer Preferred Currency Transactions or Multi-Currency Conversion Online Transactions, you will receive a separate Merchant Statement for these Transactions. The Transactions for the last business day of the month will appear on the following month s Statement. Refer to Settlement Procedures for more information. 8

11 EFTPOS TERMINAL MESSAGE GUIDE When a Transaction is completed, a message will be displayed on the EFTPOS Terminal. These messages advise you whether the Transaction has been accepted or declined and what action should be taken. Common messages are detailed in the following table: Terminal Message Approved Invalid Account Signature Required Card Expired Chip Declined Declined Contact Issuer Do Not Honour Incorrect PIN Invalid Amount Invalid Card Invalid Transaction Issuer Unavailable Contact Issuer Phone For Authority PIN Tries Exceeded Re-Try Transaction Definition Transaction has been accepted Card is not loaded to access the account selected Signature verification required The card s expiry date has been reached do not pay out or release goods or services The Transaction was not approved do not pay out or release goods or services The Transaction was not approved do not pay out or release goods or services. Instruct the Cardholder to contact their Card Issuer The Card Issuer will not allow the purchase. Inform the Cardholder that their Bank has not approved the Transaction - do not pay out or release goods or service The Cardholder has entered an incorrect PIN. Request them to try again do not pay out or release goods or services An incorrect cash-out amount has been entered The card is not supported on the Switch do not pay out or release goods or services The Transaction attempted is not supported on the card being used do not pay out or release goods or services The Switch cannot contact the Card Issuer for an authorisation do not pay out or release goods or services The Transaction is not approved do not pay out or release goods or services. Instruct the Cardholder to contact their Card Issuer An electronic authorisation is unable to be obtained at this time. Telephone the Credit Card Authorisation Centre and seek an authorisation The Cardholder has attempted the maximum number of PIN attempts. Seek another form of payment Try the Transaction again do not pay out or release goods or services 9

12 FREQUENTLY ASKED QUESTIONS What does the monthly Merchant Service Fee cover? The Merchant Service Fee is paid to cover our costs for authorising and processing your Credit Card Transactions and crediting the funds to your Nominated Settlement Bank Account. The Merchant Service Fee also covers costs for our Merchant Business Solutions Helpdesk to answer any queries you may have. How is the Merchant Service Fee calculated? The Merchant Service Fee is normally calculated as a percentage of the total dollar value of Credit Card Transactions processed for your business during the month and the average ticket size (sale). Fixed rates may be provided on request. A minimum monthly fee will generally apply. Are the funds credited to our account guaranteed? If the Transaction has been properly authorised and the Transaction successfully completed, we will credit cleared funds to your Nominated Settlement Bank Account. However, this payment may still be reversed later if a Chargeback event occurs or the Transaction is later discovered to be an Invalid Transaction. For details, refer to the section on Chargebacks see page 32. How to Change Merchant Information If you need to change any of the information that you initially provided to us, call ANZ Merchant Business Solutions on Who pays the cost if one of our employees uses a card fraudulently? Your business is financially responsible for all card fraud, whether carried out by an employee, a Cardholder or both in collusion. To reduce the risk, ensure the rules outlined in this guide are explained to staff, and follow the tips for detection in the section on fraud see page 27. If we are using an EFTPOS Terminal, do we also need a Card Imprinter? The Card Imprinter enables you to continue accepting Credit Card Transactions even if your EFTPOS Terminal is not working and Electronic Offline Voucher (EOV) is not operating. Note: This service is not available for UnionPay Transactions. 10 What happens if the card details are not imprinted on a Transaction Voucher? If a Transaction Voucher has no imprint, it cannot be processed. If the imprint is hand written, it can be processed but can also be charged back if the Cardholder disputes the Transaction. Note: This is not available for UnionPay Transactions.

13 What should we do if we have given the bank copy of the Transaction Voucher to the customer? If this happens, just cross out the word Merchant on the other copy of the Transaction Voucher, write Bank Copy on it and bank as normal. If you are in any doubt, phone ANZ Merchant Business Solutions on You should keep a photocopy for your records. Can I charge for processing? You can apply a Surcharge Fee to some or all Visa, Mastercard and UnionPay Credit Card Transactions. If applying a Surcharge Fee you must comply with the procedures set out in Clause 21 of the Terms and Conditions. Can I give cash out with a card Transaction? You must not provide cash to a customer on a Credit Card Transaction under any circumstances. Cash can only be provided to customers making Debit Transactions. It is recommended that the customer be asked to sign the receipt as proof of receiving the cash. Note: Cash-out is not available for contactless or UnionPay Transactions. 11

14 HOW TO PROCESS TRANSACTIONS CARD PRESENT TRANSACTIONS Card Present Transactions using an EFTPOS Terminal Validate the Nominated Card by performing the security checks described on page 4. Enter the type of Transaction into the EFTPOS Terminal and the amount and then press enter. 1. If the card presented is a chip card, process the Transaction by inserting the Cardholder s card into the EFTPOS Terminal and leave the card inserted until the EFTPOS Terminal says remove card. 2. If the card presented does not have a chip, process the Transaction by swiping the Cardholder s card through the magnetic swipe reader on the EFTPOS Terminal. 3. If the card presented displays the Visa PayWave, Mastercard Contactless or UnionPay QuickPass logos and your EFTPOS Terminal supports Contactless Transactions, the Cardholder can process the Transaction by tapping their card on the EFTPOS Terminal Contactless Reader subject to certain Transaction value limits. Credit Card Transactions The Cardholder authorises Credit Card Transactions by using a Personal Identification Number (PIN) or by signing the Transactions Receipt unless the Transaction is a Contactless Transaction. If a PIN is used and the Transaction is successfully authorised, an Accepted message will appear on the EFTPOS Terminal. For Visa and Mastercard Transactions, if a PIN is not used and the Transaction is successfully authorised, an Accepted with Signature message will appear on the EFTPOS Terminal. When the Cardholder signs the Transaction Receipt, you must check the signature matches that on the back of the card. For UnionPay Transactions, an EFTPOS Terminal will prompt a Signature Verified? message and the Transaction will be authorised when the Merchant has confirmed verification by pressing Enter. You must check the signature matches that on the back of the card. If a Declined message appears on the EFTPOS Terminal, ask the Cardholder for an alternative form of payment or retain the goods. If the Declined message tells you to retain the card, please do so if this can be done safely at your discretion. Then phone the Credit Card Authorisation Centre on Note: A PIN and Signature will prompt when a UnionPay Credit Card is presented (unless the Transaction is a Contactless Transaction of $80 or less). When prompted, a signature is mandatory for UnionPay Credit Card Transactions. 12

15 Debit Transactions The Cardholder authorises Debit Transactions by using a Personal Identification Number (PIN). An Accepted message will appear on the EFTPOS Terminal if the Transaction is successfully authorised. If a Declined message appears on the EFTPOS Terminal, ask the Cardholder for an alternative form of payment or retain the goods. Note: UnionPay Debit Cards may not have an expiry date or display 00/00. Your EFTPOS Terminal will determine the validity of the card. Contactless Transactions When your EFTPOS Terminal supports Contactless Transactions: If the value of the Transaction is $80 or less, a PIN or signature is not required and an Accepted message will appear on the EFTPOS Terminal once the card or Mobile Device has been tapped on the card reader and the Transaction has been authorised. If the value of the Transaction is for more than $80, a PIN or signature is required to authorise the Transaction (unless the Transaction is a Mobile Wallet Transaction). If a PIN is used, an Accepted message will appear on the EFTPOS Terminal if the Transaction is successfully authorised. For Visa and Mastercard Transactions, if a PIN is not used, an Accepted with Signature message will appear on the EFTPOS Terminal if the Transaction is successfully authorised and the Cardholder must sign the Transaction Receipt. You must verify the signature against the signature on the card. For UnionPay Transactions, an EFTPOS Terminal will prompt a Signature Verified? message and the Transaction will be authorised when the Merchant has confirmed verification by pressing Enter. You must check the signature matches that on the back of the card. Contactless Transactions using a Mobile Wallet may require verification by the Cardholder using a Consumer Device Cardholder Verification Method (CDCVM) such as passcode, pattern or Biometric ID. In these cases an Accepted message will appear on the EFTPOS Terminal if the Transaction is successfully authorised. In some cases, if the value of the Contactless Transaction is for more than $80, a PIN may also be required. If a Declined message appears on the EFTPOS Terminal, ask the Cardholder for an alternative form of payment or retain the goods. Note: Contactless limit of $80 does not apply to UnionPay Debit Cards issued outside New Zealand. The authorisation requirement will be determined by the EFTPOS terminal. Please follow EFTPOS Terminal prompts. 13

16 Transaction Receipt For all Card Present Transactions, you must provide the Cardholder with the Customer Copy of the Transaction Receipt. This provides the Cardholder with a detailed record of their purchase from you. You must retain the Merchant Copy of all Transaction Receipts in a secure location for 18 months. An example of a Transaction Receipt is shown below. ANZ ABCDE ENTERPRISES 123 MAIN STREET WELLINGTON 6011 New Zealand MID TSP TIME 11JAN15 12:34 TRAN CREDIT ANZ VISA VISA I Card RID A PIX 1010 TVR C000 TSI F800 TC DC4567ABC98765DE AUTH R56789 PURCHASE TOTAL NZD20.00 NZD20.00 (000) APPROVED Merchant details Terminal identification Time and date of Transaction System trace audit number and card type Card description Authorisation number Card number Type of Card EMV transaction record number Authorisation number Purchase amount Total amount Response EFTPOS receipts may vary between merchant facility providers. 14

17 Card Present Transactions using a Card Imprinter or the IVR Authorisation and Settlement Service Note: Card Imprinter Transactions and IVR Authorisation and Settlement Service is not available for UnionPay Transactions. You may process a Visa or Mastercard Credit Card Transaction using a Card Imprinter if: Your EFTPOS Terminal is not operating and EOV is unavailable, or You don t operate electronic Merchant Facilities and we have given you permission to process Transactions with a Card Imprinter. You may process a Visa or Mastercard Credit Card Transaction using the IVR Authorisation and Settlement Service if you don t operate electronic Merchant Facilities and we have given you permission to process Transactions through the IVR Authorisation and Settlement Service. For Transactions processed using a Card Imprinter, follow all the steps below. For Transactions processed using the IVR Authorisation and Settlement Service, follow steps 1, 5 and 6 to Validate the Credit Card see page Place the Credit Card (embossed side up) in the Card Imprinter. 3. Place the Sales Voucher on top of the Credit Card. 4. Imprint the Credit Card details by firmly moving the handle completely across the Sales Voucher and then return it to the original position. 5. Ensure all details are legible on every page of the Sales Voucher if not, hand write the details. 6. Complete the date, amount, sales total and a brief description of the goods or services. 7. All Transactions must be in New Zealand dollars. 8. Ensure the Cardholder signs the Sales Voucher. 9. Check the signature on the Sales Voucher and compare it against the signature on the Credit Card. For all Transaction authorisations, call the Credit Card Authorisation Centre on while the Cardholder is present. If the Transaction is authorised, write the authorisation number you are given by the Authorisation Centre on the space provided on the Sales Voucher. If you are using the IVR Authorisation and Settlement Service, your Nominated Settlement Bank Account will be credited overnight. 15

18 If the Transaction is declined: Ask for another form of payment or retain the goods If asked by the Authorisation Centre, please retain the card if this can be done safely at your discretion. You must provide the Cardholder with the Customer Copy of the Sales Voucher. This provides the Cardholder with a detailed record of their purchase from you. You must retain the Merchant Copy of all Sales Vouchers in a secure location for 18 months. For Card Imprinter Sales Vouchers, the Bank Copy of the Sales Voucher must be banked within three days of the Transaction. Refer to page 21 for the Sales Voucher banking procedures. Should an occasion arise where you have goods returned and need to refund the customer, follow the below process: For IVR Authorisation and Settlement Service customers, call ANZ Merchant Business Solutions on For Card Imprinter Transactions, complete a Credit Voucher see page 20. An example of a Sales Voucher is shown below CARD NOT PRESENT TRANSACTIONS Card Not Present Transactions using an EFTPOS Terminal These Transactions are also known as manually entered Transactions or Primary Account Number (PAN) entered Transactions. PAN entry is the manual input of Credit Card details into your EFTPOS Terminal. To process this type of Transaction you must: 1. Obtain the Credit Card details from the Cardholder: Credit Card account number Credit Card expiry date 2. Manually enter the Credit Card details into the EFTPOS Terminal, following the instructions on the screen as you go. 16

19 3. The EFTPOS Terminal will seek an automatic authorisation: If the Transaction is successfully authorised, an accepted message will appear on the EFTPOS Terminal. Send or provide the goods or services to the customer. If a declined message appears on the EFTPOS Terminal, do not provide or send the goods or services and ask the Cardholder for another form of payment. You must retain the Merchant Copy of all Transaction Receipts in a secure location for 18 months. Transaction Receipts can be destroyed after 18 months by shredding them into small pieces. Card Not Present Transactions using a Mail, Telephone or Internet Order Transaction Voucher or the IVR Authorisation and Settlement Service Note: Card Not Present Transactions using Mail, Telephone or Internet Order Transaction Voucher and IVR Authorisation and Settlement Service is not available for UnionPay Transactions. Obtain and record the following Visa or Mastercard Credit Card details on the Mail, Telephone or Internet Order Transaction Voucher we provide you: Cardholder s name Credit Card expiry date Credit Card account number Transaction amount. It is also recommended that you record and retain reasonable identification details which can include the Cardholder s physical address, a landline contact telephone number (i.e. not a mobile phone number) the name of the Card Issuing Organisation and the country the Credit Card was issued in. If you have a signed authority from the Cardholder to charge their Credit Card, we suggest you keep this on file for a minimum of 18 months in a secure location as it may be requested by us at anytime to substantiate the Transaction. For telephone orders, we recommend you ask for a fax or written confirmation from the customer as a precaution against fraud. All Mail, Telephone or Internet Order Transactions require authorisation prior to the goods being sent to the customer. Call the Credit Card Authorisation Centre on Selected Credit Card Authorisations from the menu. You will be asked to enter your merchant number and PIN (your PIN number is the last five digits of your merchant number). 17

20 You ll be asked for the following information: The card number The amount of the purchase The card expiry date. If approval is given and the Transaction is successfully authorised by the Authorisation Centre, write the authorisation number on the Mail, Telephone or Internet Order Transaction Voucher and send or provide the goods or services to the customer. If using the IVR Authorisation and Settlement Service, your Nominated Settlement Bank Account will be credited overnight. If the Transaction is declined or the card fails any validation checks, do not send the goods or perform the services and ask the Cardholder for another form of payment. Example of Mail, Telephone and Internet Order Transaction Voucher Mail, Telephone or Internet Order Transaction Vouchers must be banked within three days of the Transaction. Refer to page 23 for the banking procedures. 18 Do not list refunds on the Mail, Telephone or Internet Order Transaction Voucher. Should an occasion arise where you have goods returned and need to refund the customer, follow the process below: For IVR Authorisation and Settlement Service customers, call ANZ Merchant Business Solutions on Otherwise complete a Credit Voucher.

21 Card Not Present Transactions using an Internet Payment Gateway Transactions processed via an approved Internet Payment Gateway can either be done by the Cardholder entering their card details into a secure payment page accessible directly from your website at the time of the purchase or by you manually entering the card details you have collected into a secure payment page. All Transactions processed via an approved Internet Payment Gateway are authorised automatically. When a customer makes a purchase on your website via a secure payment page, if the authorisation is successful, you will be notified on screen. Once this order and payment confirmation is received, you must send the goods ordered or make the service ordered available to the customer. In certain circumstances Card Issuers may take further steps to identify and validate their Cardholders, often referred to as two-factor authentication. This is a matter between the Cardholder and the Card Issuer. If you are using an approved Internet Payment Gateway for Mail or Telephone Order Transactions, follow the instructions for processing Transactions in the user guide provided. If the Credit Card authorisation is successful, an approved or accepted or similar message will appear. Once this payment confirmation is received you must send the goods ordered or make the service ordered available to the customer. If the authorisation is not successful contact the customer and ask for another form of payment or retain the goods. When processing Card Not Present Transactions via an Internet Payment Gateway, your website must meet all the requirements set out in the Additional Services Schedule relating to Mail, Telephone and Internet Order Transactions which forms part of the Agreement. You must also comply with any requirements of the Nominated Card Schemes and the Payment Card Industry Data Security Standard as requested by us. How to Process Refunds and Credits If a customer returns goods purchased with a Visa, Mastercard or UnionPay Credit Card, under no circumstances should you give out cash. Visa, Mastercard and UnionPay provide for refunds and exchanges on their respective Credit Cards. If the original Transaction was made via your EFTPOS Terminal, regardless of whether it was Card Present or a Card Not Present Transaction, complete a refund Transaction on your EFTPOS Terminal if it has a refund facility and its use has been approved by us. This facility will credit the Cardholder s account in the same way as it was debited for the original purchase. You should follow the instructions for refund Transactions as detailed in your Terminal User Guide. 19

22 If the original Transaction was made via an approved Internet Payment Gateway, you must complete the refund Transaction via the Internet Payment Gateway if it has a refund facility and the use of that facility has been approved by us. This will credit the Cardholder s account in the same way as it was debited for the original purchase. You should follow the instructions for refunding Transactions as detailed in your Internet Payment Gateway User Guide. If your EFTPOS Terminal or Internet Payment Gateway does not have the refund facility or the Transaction was processed by banking a manual Sales Voucher or a Mail, Telephone or Internet Order Transaction Voucher, complete the refund by using a Credit Voucher. A Credit Voucher is completed in a similar way to a Sales Voucher using the Card Imprinter. Place the Credit Card embossed side up, in the Card Imprinter. Place the Credit Voucher on top of the Credit Card. Imprint the Credit Card details by firmly moving the handle completely across the Credit Voucher and then return it to the original position. Ensure all details are legible on every page of the Credit Voucher if not, hand write the details. Complete the date, amount, sales total and a brief description of the goods or services being returned. All Transactions must be in New Zealand dollars. Ensure the Cardholder signs the Credit Voucher. Check the signature and compare it against the signature on the Credit Card. Example of Credit Voucher In the case of a Mail, Telephone or Internet Order Transaction Voucher, all details on the Credit Voucher can be handwritten. 20 Remember to provide the Cardholder with the Customer Copy of the Credit Voucher. This provides them with a detailed record of their returned items and a receipt for the refund. You must retain the Merchant Copy of all Credit Vouchers in a secure location for 18 months. The Bank Copy of the Credit Voucher must be banked within three days of the Transaction by following the banking procedures outlined on the following page.

23 If merchandise is exchanged If the new item is of greater value than the original item, complete a Sales Voucher for the difference. If the new item is of lesser value than the original item, complete a Credit Voucher for the difference. If the new item is of the same value there is no need to complete a further Transaction. BANKING PROCEDURES FOR TRANSACTION VOUCHERS CARD IMPRINTER CREDIT CARD SALES VOUCHERS Note: Card Imprinter Credit Card Sales Vouchers are not available for UnionPay Transactions. When preparing Sales Vouchers for banking: Deposit Sales Vouchers together with any Credit Vouchers within three Business Days of the date of the Transaction. Separate the Bank Copy of all Sales and Credit Vouchers from the Merchant Copy. Retain the Merchant Copy for 18 months in a secure location. Imprint a Merchant Summary Voucher, ensuring your trading name and merchant number are legible. Complete the date section of the Merchant Summary Voucher, to reflect the date of the deposit. List the individual Sales and Credit Vouchers and complete the total for the quantity and the value of the vouchers on the Merchant Summary Voucher. If the number of Sales and Credit Vouchers submitted exceeds nine, complete and enclose an adding machine tape. The maximum number of Sales and Credit Vouchers per Merchant Summary Voucher is 50. If your lodgement exceeds 50, complete a separate Merchant Summary Voucher per 50. Place the processor copy of the Merchant Summary Voucher on top of the bank copies of the Sales and Credit Vouchers. 21

24 Example of a completed Merchant Summary Voucher If your Nominated Settlement Bank Account is with us: Place your Sales and Credit Vouchers in a bank deposit bag, along with the completed Merchant Summary Voucher. Complete a bank deposit slip for your Nominated Settlement Bank Account listing the Visa and Mastercard total along with any cash or cheques you are depositing. Deposit the lodgement at your branch. If your Nominated Settlement Bank Account is not held with us: Place your Sales and Credit Vouchers along with a completed Merchant Summary Voucher in a postal deposit envelope. Complete and include a bank deposit slip for your Nominated Settlement Bank Account and post the lodgement to: Merchant Deposits ANZ Merchant Business Solutions PO Box 2211 Wellington 6140 If the value of Credit Vouchers exceeds that of your Sales Vouchers in any one lodgement, please include a cheque for the net amount (difference between the value of the Credit Vouchers and the Sales Vouchers), payable to us. This will replace the bank deposit slip. 22

25 MAIL, TELEPHONE OR INTERNET ORDER TRANSACTION VOUCHERS Note: Mail, Telephone or Internet Order Transaction Vouchers are not available for UnionPay Transactions. When preparing Mail, Telephone or Internet Order Transaction Vouchers for banking, ensure that the following details are completed on the voucher: Date Your Trading Name Your Merchant Number Number of Transactions Total value of Transactions Your signature Each completed page is to be treated as a separate deposit and a Merchant Summary Voucher is required for each deposit. Imprint a Merchant Summary Voucher, ensuring your trading name and merchant number are legible. Complete the date section of the Merchant Summary Voucher, to reflect the date of the deposit. Complete totals for the quantity and value of the sales Transactions. Place the Processor Copy of the Merchant Summary Voucher on top of the Bank Copy of the Mail, Telephone or Internet Order Transaction Vouchers. Retain the Merchant Copy of the Merchant Summary Voucher and Mail, Telephone or Internet Order Transaction Voucher for 18 months storing in a secure location. If your Nominated Settlement Bank Account is with us: Place your Mail, Telephone or Internet Order Transaction Vouchers and any Credit Vouchers in a bank deposit bag, along with the completed Merchant Summary Voucher. Complete a bank deposit slip for your Nominated Settlement Bank Account listing the Visa and Mastercard total along with any cash or cheques you are depositing. Deposit the lodgement at your branch. If your Nominated Settlement Bank Account is not held with us: Place your Mail, Telephone or Internet Order Transaction Vouchers and any Credit Vouchers in a postal deposit envelope, along with the completed Merchant Summary Voucher. Complete and include a bank deposit slip for your Nominated Settlement Bank Account and post the lodgement to: Merchant Deposits ANZ Merchant Business Solutions PO Box 2211 Wellington

26 If the value of Credit Vouchers exceeds that of your Mail, Telephone or Internet Order Transaction Vouchers in any one lodgement, please include a cheque for the net amount (difference between the value of the Credit Vouchers and the Mail, Telephone or Internet Order Transaction Voucher) payable to us. This will replace the bank deposit slip. NOTICE OF ERROR On occasions you may receive a Notice of Error from us. Such notices explain why an item included in your banking has not been processed, or why your banking has been adjusted. The most common reasons for a Notice of Error being issued are: Incorrectly completed Transaction Vouchers, e.g. signature missing from voucher. Incomplete information, e.g. unreadable imprint on the Transaction Voucher. Inclusion of cards from other card companies, e.g. American Express. Incorrect addition of Transaction Vouchers. The Notice of Error will provide an explanation of why the Transaction cannot be processed, or why the banking total has been adjusted. If requested, you may need to rectify the problem and resubmit the original or a replacement Transaction Voucher for processing. 24

27 EFTPOS TERMINAL NOT WORKING Your EFTPOS Terminal may not work for a number of reasons: Power outage Technical failure with the hardware or software Telecommunications failure Problem with the Switch. A list of the most common reasons for your EFTPOS Terminal not working, and the message it will display, are provided below. Terminal Message Comms Error Time Out No Response from Host or Response Error Unable to Process Transmission Error System Fault Power Failure Description Telecommunications outage Communications or network fault EFTPOS network outage Terminal hardware fault Phone line or PABX fault at site Host issuers fault while authorising card Power cut or failure Note: UnionPay Transactions can only be processed online via an EFTPOS Terminal. EOV, Transaction Vouchers and IVR Authorisation and Settlement Service is not available for UnionPay Transactions. If your EFTPOS Terminal displays one of the above messages: Where EOV is not possible, you may revert to using Transaction Vouchers to process Transactions for a maximum two-hour period without seeking approval from us to continue use. These vouchers will allow you to continue to accept Credit Cards for payment. See page 15 for details on how to process Card Present Transactions using a Sales Voucher. If the problem persists after a two-hour period, you must call for approval to continue to use Transaction Vouchers. Approval to use Transaction Vouchers for other circumstances or for messages that differ from those above must be sought by calling the ANZ Merchant Business Solutions Helpdesk on

28 In the event the issue is a problem with the Switch or a telecommunications failure, some EFTPOS Terminals can perform Electronic Off-Line Transactions, also known as Electronic Off-Line Vouchers (EOV). When your EFTPOS Terminal is in EOV mode the words EOV will be displayed at the bottom of the terminal screen. When processing Electronic Off-Line Transactions, the EFTPOS Terminal will return a Transaction Captured response rather than Approved or Declined and in most cases the Transaction Receipt will require a Cardholder signature. You may process Electronic Off-Line Transactions when your EFTPOS Terminal is not connected to the Switch due to a fault or connectivity issue. This saves you from having to manually process Transactions using a Transaction Voucher. However, not all card types are supported in EOV mode. When processing Electronic Off-Line Transactions, the Transaction is stored in the EFTPOS Terminal s memory, which will later be processed when the connection to the Switch is restored. The EFTPOS Terminal will attempt to connect to the Switch every 10 minutes. Please note, you can only process Electronic Off-Line Transactions when: The Cardholder is present at the time of the Transaction. The Transaction does not include any cash-out component. The Transaction Receipt is signed by the Cardholder and the signature is comparable with the signature on the card, or if prompted the Cardholder enters their PIN. The Transaction is not a refund Transaction. The Transaction is not greater than $300. The Merchant copy of the Electronic Off-Line Transaction Receipt will be printed with the cardholder s full credit card number. This must be stored securely for 18 months as it may be requested by the cardholder s bank to verify the Transaction. 26 You should also be aware that: The Card Issuer can apply an EOV Transaction limit to a chip card, and if this is less than the EOV limit set on the terminal, the Card Issuer s limit will prevail and the card may decline in an EOV Transaction. The Card Issuer may also restrict whether the card can be used in an EOV Transaction. Terminals connected to the EFTPOS New Zealand network can process and store up to 200 Transactions a day up to a total maximum value of $5,000 for credit and/or debit card Transactions. When this limit is reached, no further Transactions can be processed until the terminal is reconnected to the EFTPOS System, or the terminal limit is reset (the terminal limit resets every midnight). Terminals connected to the Paymark network can process and store up to 99 transactions in EOV mode at any one time. Should a terminal reconnect to the EFTPOS System and some or all of the Transactions are processed, and the terminal relapses into EOV mode, then additional Transactions (up to 99) can be processed and stored in the terminal.

29 If the terminal fails to upload stored Transactions when the connection is fixed, please contact the ANZ Merchant Business Solutions Helpdesk on for instructions on how to process the Merchant copy of the Transaction Receipts. Please note that if Transaction Receipts are not retained under these circumstances, you will be liable for any related losses. When immediate electronic authorisation is not available, you must always keep within your Credit Card Authorised Floor Limit. Your Authorised Floor Limit is the dollar amount allocated for Credit Card Transactions that are not automatically authorised electronically (e.g. via an EFTPOS Terminal or Internet Payment Gateway) without having to call the Authorisation Centre. Your Credit Card Authorised Floor Limit is $300 except for the following Transaction types or categories where the floor limits are set out below: Card Not Present Transactions = Nil Card Present manual Transactions = $100 Mail, Telephone and Internet Order Transactions = Nil Travel Industry = $1,000 Un-embossed cards = Nil. FRAUD PROTECTION AND CHARGEBACKS FRAUD PROTECTION AND MINIMISATION TIPS Fraud can be committed by persons using stolen Credit Card details, employees or both in collusion and can cause significant financial and reputational loss for your business. Your business is liable for all card fraud committed through your Merchant Facilities. If a Credit Card Transaction turns out to be fraudulent, it may be charged back to you and it could end up costing your business more than the original sale. High Chargeback levels can also attract penalties from the Nominated Card Schemes, including fines, and could result in the termination of your Merchant Facilities. The more you know about the potential risks, the more you ll be able to protect your business against fraud and costly Chargebacks. Some Transactions carry a higher risk of fraud than others. Higher-Risk Transactions Card Not Present Transactions particularly from: First-time customers orders Phone orders Mail orders Internet orders International orders particularly from Asia and Africa. 27