AA550700 - TE-10 - Credit Card Terminal Job Aid.pdf

Coast Guard Dining Facility

Credit Card Terminal Job

Aid

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MEMORANDUM

16 OCT 20

From: M. D. Kreider, CWO4

COMDT (CG-1111)

To: All Users

Subj: Coast Guard Dining Facility Credit Card Terminal Job Aid

1. PURPOSE. This memorandum promulgates the Coast Guard Dining Facility Credit Card Terminal Job Aid.

2. ACTION. All persons that are associated with the United States Coast Guard’s Culinary Specialist and Dining Facility operations should read and become familiar with guidance within. All persons subject to the directives of the Subsistence Program and Finance Center shall comply with this guidance.

3. DIRECTIVES AFFECTED. With the promulgation of this job aid, no other directives are affected.

4. DISCUSSION. This job aid establishes the procedures and guidelines for FSO’s and cashiers utilizing credit card terminals as a form of payment to the dining facility. It is essential to follow all steps outlined in this job aid to reduce errors when settling funds.

5. CHANGES. Requests for changes to this job aid shall be forwarded to the Finance Center Liaisons and the Subsistence Product Line.

6. MAINTENANCE. This process guide shall be maintained by the Finance Center Liaisons and the Subsistence Product Line.

Commandant (CG-1111) United States Coast Guard

2703 Martin Luther King Jr. Ave SE

STOP 7907

Washington DC 20593-7907 Phone: (202) 475-5244

RECORD OF CHANGES

Revision Description Published Author

A Initial Release

CGDF Credit Card Terminal Job Aid

Table of Contents Chapter 1: Introduction

Section A: Introduction

Section B: Notes, Cautions and Warnings

Chapter 2: Normal Operations

Section A: Starting up and Key Pad Layout

Section B: Getting Started

Chapter 3: Creating a Sale

Section A: Creating a Sale

Section B: Canceling a Transaction

Chapter 4: Other Operations

Section A: Voiding a Transaction

Section B: Creating a Refund/Return

Section C: Reprinting a Receipt

Chapter 5: Reports and Settlements

Section A: Batch Settlement Receipt

Section B: Reading the Receipt

Section C: Sending the Settlement

Chapter 6: Maintenance

Section A: Changing the Receipt Paper

Section B: Changing the Time and Date

Chapter 7: Frequently Asked Questions

Section A: Frequently Asked Questions

Chapter 1:

Introduction

Introduction This chapter overviews the contents of the Coast Guard Dining Facility

Credit Card Terminal Process, and defines notes, cautions, and warnings.

In This Chapter This chapter contains the following sections:

Section Title Page

A Introduction 2

B Notes, Cautions and Warnings 3

Section A: Introduction

A.1.

Introduction

In an effort to update and streamline payment at Coast Guard Dining Facilities, Finance Center and the Subsistence Program have authorized the use of credit card terminals at select ashore units. This authorization is established by Finance Center and the Subsistence Program to allow authorized patrons of the dining facility an additional payment option. It is critical that units establish separate credit card Meal-Sign In Sheets (CG- 4901) and cash Meal-Sign in Sheets (CG-4901) to differentiate between the different sales and ensure proper accounting practices.

This job aid identifies that various steps to properly operate the credit card terminal. Any actions beyond the scope of this job aid should be discussed with Finance Center to mitigate any errors.

A.2. Purpose This job aid does not supersede current instruction or other applicable policies but provides a set of best practices and guidance for use by all members performing and operating CGDF credit card terminals. Food Service Officers will ensure that at a minimum all guidelines and procedures listed in this guide are followed during transactions using the credit card terminal.

Section B: Notes, Cautions, and Warnings

B.1. Overview The following definitions apply to notes, cautions, and warnings found in this

Job Aid publication.

NOTE:

CAUTION:

WARNING: A procedure, technique, or action that, if not followed, carries the risk of invalidating the audit, further investigation will be required.

A procedure, technique, or action that, if not followed, carries the risk of damaging a potential prosecution by creating inadmissible evidence or other risk of the case being lost.

An emphasized statement, procedure, or technique.

Chapter 2:

Normal Operations

Introduction This chapter discusses the credit card terminal, operating key pad and getting started.

A Starting Up and Key Pad Layouts 5

B Getting Started 6

Section A: Starting Up and Key Pad Layouts

A.1 Starting Up and Key Pad Layouts

Once you have received the credit card terminal and established the Ethernet connection, plug the power cord into the outlet and the blue Ethernet cord into the jack on the back of the credit card terminal.

The machine will start up and load any updates automatically. Do not touch key pad while the terminal powers up.

While the terminal powers up, familiarize yourself with the key pad in the pictures below.

Figure 1. Model: Desk/3500

Figure 2. Model: Move/3500

NOTE: See both configurations above for key pad layout variances.

Section B: Getting Started

B.1 Getting Started Once the machine has completed start up, you can begin using it. The machine will enter “Sleep Mode” after 5-10 seconds of not being used.

Press the green “ENTER” key to bring up the menu.

You are now ready to begin utilizing the credit card terminal for sales.

Chapter 3:

Creating a Sale

Introduction This chapter discusses creating a sales transaction and cancelling a transaction on the credit card terminal.

A Creating a Sale 8

B Cancelling a Transaction 11

Section A: Creating a Sale A.1 Creating a Sale After the transaction has been entered into the register:

To charge a customer’s credit card using the magnetic strip reader, EMV chip card reader, or other contactless payments (e.g. Apple Pay, Android Pay, Samsung Pay), choose one of the following methods:

1. Press the “NUMBER 1” for sales or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “SALES” and press the green “ENTER” key. (The line item in white is the selected line.)

2. Select Credit or Debit by “PRESSING 1 FOR CREDIT OR 2 FOR

DEBIT” or use the “F2/F3” (arrow) keys arrow keys to highlight the correct action and push the green “ENTER” key. (The line item in white is the selected line.)

Continued on next page

A.1 Creating a Sale (Cont’d)

3. Enter the total sale amount and push the green “ENTER” key.

4. The customer will be shown the total and prompted for payment.

Customer will insert a card with chip, swipe their card or use a contactless payment with their phone. Signatures may not be required for Credit, but a PIN will be prompted for Debit. (If an error code “714” occurs, ask patron to use their PIN.)

A.1 Creating a Sale

5. The merchant will be prompted to print a receipt. If a customer wants a copy of the receipt after the MERCHANT COPY prints, you can print a customer copy by selecting “YES” or “NO” using the arrows and then press the green “ENTER” key. The first receipt to print is for the unit’s records; it states MERCHANT COPY at the top, which will go in the deposit at the end of the meal hours. Credit charges may require a signature and debit does not. (The line item in white is the selected line.)

6. After the transaction, the terminal will return home screen to begin another transaction.

Section B: Cancelling a Transaction

B.1 Cancelling a Transaction

1. To cancel a transaction at any stage (prior to approval), press the red “CANCEL” key. Once the transaction has been cancelled, return to the home screen by pressing the red “CANCEL” key.

Chapter 4:

Other Operations

Introduction This chapter provides a step-by-step guide on voiding a transaction, creating a refund/return and reprinting a receipt.

A Voiding a Transaction 13

B Creating a Refund/Return 16

C Reprinting a Receipt 18

Section A: Voiding a Transaction

A.1 Voiding a

To cancel a sale it must be voided prior to a batch settlement. Only sales from the current open batch (settlement not preformed) can be voided. If a batch settlement has already occurred, a refund must be issued (see SECTION B of this chapter).

1. Press “NUMBER 3” for Void or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “VOID” and press the green “ENTER” key. (The text in white is the selected line.)

2. The next screen will prompt a Pre-Authorization message. Press

“NUMBER 1” for No or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “NO” and press the green “ENTER” key. (The line item in white is the selected line.)

Section A: Voiding a Transaction (Cont’d)

(Cont’d)

3. The next screen will prompt you with choosing a transaction to void.

Press “NUMBER 2” for Reference # or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “REFERENCE #” and press the green “ENTER” key. (The line item in white is the selected line.)

4. Locate the reference number on the top right corner of the sale receipt.

Enter the last 3 or 4 digits of the number in the search and press the green “ENTER” key.

Section A: Voiding a Transaction (Cont’d)

Transaction (Cont’d)

5. Verify the information and the last 4 digits of the card used and press the green “ENTER” key. The voided transaction will confirm approval.

6. After the transaction has been successfully confirmed, the merchant copy of the receipt will automatically print. This needs to be filed with the corresponding batch settlement receipt. You will be prompted to print a customer copy. Select either “1 OR 2”, or using the “F2/F3” (arrow) keys to move the cursor up/down as needed to select the correct action and press the

Section B: Creating a Refund/Return

B.1 Creating a Refund/Return

WARNING:

1. Press “NUMBER 2” for Return or use the “F2/F3” (arrow) buttons to move the cursor up/down as needed to select “RETURN” and press the green “ENTER” key.

(The text in white is the selected line.)

2. The customer will insert the card they paid with, then select “CREDIT “or “DEBIT” or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select between “CREDIT” and “DEBIT” then press the green “ENTER” key.

Refund a transaction to return funds to a customer’s card only after a batch settlement has occurred. If the sale occurred during the current open batch, void the sale instead.

Section B: Creating a Refund/Return (Cont’d)

B.2 Creating a Refund/Return

3. Enter the amount to refund/return, then press the green “ENTER” key. The customer will confirm the amount to be returned is entered. (The text in darker blue is the selected line.) Then press green “ENTER” key.

For debit cards, the customer will be asked to input their PIN, then press green “ENTER” key. Credit cards will automatically accept the return. Once this transaction is completed, a receipt will print for the merchant copy, you will file this with the other credit card receipts. Next you’ll be prompted for a customer copy, select “YES” or “NO” and press green “ENTER” key.

Section C: Reprinting a Receipt

C.1 Reprinting a Receipt

If you need to reprint a receipt for any reason, follow these steps:

1. Press “NUMBER 9” for “Other” or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “Other” and press the green “ENTER” key.

2. Press “NUMBER 3” for “Reprint” or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “REPRINT” and press the green “ENTER” key. (The line item in white is the selected line.)

Section C: Reprinting a Receipt (Cont’d)

C.1 Reprinting a Receipt (Cont’d)

3. To reprint a receipt in the event the terminal depletes the paper or ink cartridge.

a. Press “NUMBER 1” for Last Receipt or use the “F2/F3” (arrow) buttons to move the cursor up/down as needed to select Last Receipt and press the green “ENTER” key. (The line item in white is the selected line.)

b. Or Press “NUMBER 2” for Search or use the “F2/F3” (arrow) buttons to move the cursor up/down as needed to select Search and press the green “ENTER” key. (The line item in white is the selected line.)

4. Use the “F2/F3” (arrow) buttons to move the cursor up/down as needed to select the correct receipt and press the green “ENTER” key.

5. To search for a receipt, enter the “TRANSACTION NUMBER” listed on the top of the MERCHANT COPY.

6.

Chapter 5: Receipts and Settlements

Introduction This chapter provides information for batch settlements.

In This Chapter This chapter contains the following items:

A Batch Settlement Receipt 21

B Reading the Receipt 25

C Sending the Settlement 26

A.1 Batch Inquiry Report

Section A: Batch Settlement Receipt

WARNING:

1. From the standby screen, press the green “ENTER” key to bring up the menu.

2. Press “NUMBER 9” for “OTHER” or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “OTHER” and press the green “ENTER” key.

(The text in white is the selected line.)

If your account is set to settle automatically, contact your merchant services provider for help changing the batch time.

Section A: Batch Settlement Receipt (Cont’d)

A.1 Batch Settlement Receipt (Cont’d)

3. Press “NUMBER 4” for “ADMIN MENU” or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “ADMIN MENU” and press the green “ENTER” key. (The line item in white is the selected line.)

4. Press “NUMBER 1” for “REPORTS MENU” or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “REPORTS MENU” and press the green

A.1 Batch Settlement Receipt (Cont’d)

5. Press “NUMBER 2” for “SUMMARY” or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “SUMMARY” and press the

6. Press “NUMBER 1” for “ALL TRANS” (Transactions) or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “ALL TRANS” and press the green “ENTER” key. This will settle all transactions for the period. (The line item in white is the selected line.)

A.1 Downloading Deposit Information

7. Press “NUMBER 1” for “PRINT” or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “PRINT” and press the green “ENTER” key. (The line item in white is the selected line.)

Review the receipt that is printed out and compare it against the register receipt and Meal Sign-In Sheets (CG-4901) for accuracy.

Section B: Reading the Receipt

B.1 Downloading Deposit Information

1. The Batch Settlement Receipt will display the number of transactions (sales and refunds/voids) and current total amount since the last settlement was performed.

This accounts for the total monetary value of all Credit/Debit card meals sold and should match the Meal Sign-In Sheets (CG-4901) total monetary value for Credit/Debit Card transactions.

Section C: Sending the Settlement

C.1 Sending the Settlement

1. From the home screen, Press “NUMBER 8” for “SETTLEMENT” or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “SETTLEMENT” and press the green “ENTER” key. (The text in white is the selected line.) This should be done at the end of meal hours. If not performed, the terminal will perform a settlement automatically at 23:59PM each night.

2. Press “NUMBER 1” for “ALL TRANS” (Transactions) or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “ALL TRANS” and press the

Section C: Sending the Settlement C.1 Sending the Settlement

3. Press “NUMBER 2” for “YES” or use the “F2/F3” (arrow) keys to move the cursor up/down as needed to select “YES” and press the green “ENTER” key. Once the settlement has completed, “ACCEPTED” will appear on screen. If the settlement does not go through, then the batch will remain in the system until the next settlement. (The line item in white is the selected line.)

4. Once the Batch Settlement Receipt has been printed, verify the statement at the top of the report states “Settlement Successful”. Otherwise the transaction may not have been properly submitted and could remain in the terminal until the next settlement attempt.

Chapter 6: Maintenance

Introduction This chapter provides information on maintaining the terminal.

A Changing the Receipt Paper 29

B Changing the Time and Date 30

Section A: Changing the Receipt Paper

A.1 Changing the Receipt Paper

When the receipt paper runs out, replace the roll;

1. Open the paper compartment by lifting the catch located at the rear of the terminal and pull the cover to the rear.

2. Insert the paper roll in the compartment following the directions shown below.

Pull the paper up to the top of the terminal and hold it in this position. Remain holding the paper and close the lid. Press the top of the lid in the center as shown by arrow, until it clips into position.

Section B: Changing the Time and Date

B.1 Changing the Date and Time

1. Press “ADMIN SETTINGS” key and select “ADMIN MODE”, then press the green “ENTER” key.

2. Enter the passcode, press the green “ENTER” key.

For the ADMIN passcode, contact CS Liaisons at FINCEN. FIN-SMB-CSLIAISON@uscg.mil

(757) 523-6055

Section B: Changing the Date and Time (Cont’d)

Time (Cont’d)

3. Select “CONTROL PANEL”, press the green “ENTER” key. (The line item in white is the selected line.)

4. Select “GENERAL SETTINGS”, press the green “ENTER” key.

Select “TERMINAL SETTINGS”, press the green “ENTER” key. (The line item in white is the selected line.)

Time (Cont’d)

5. Select from the “TIME”, “DATE”, or appropriate “FORMATING”, press the green

6. Set the information accordingly, press the green “ENTER” key.

Time (Cont’d)

7. When finished in the “ADMIN MODE”, return to “USER MODE” by selecting the “USER MODE”. Set the information accordingly, press the green “ENTER” key.

(The line item in white is the selected line.)

8. When finished selecting each MODE, you will get a confirmation screen stating such.

Chapter 7: Frequently Asked Questions

Introduction This chapter provides information for frequently asked questions.

A Frequently Asked Questions 35

Section A: Frequently Asked Questions

B.1 Frequently Asked Questions

1. How Do I know what is Highlighted to Select?

a. On the Main Menu screen the words will be “highlighted” in WHITE FONT, but in sub-menus under those choices the words in BLUE FONT is the line that is “highlighted” when pressing enter. See examples below.

2. What’s the difference between “User Mode” vs “Admin Mode”?

a. User Mode is basic functions, sales, transactions, void, refunds, batch inquires, and settlements. ADMIN Mode allows settings within the machine to be changed such as time, date, time formatting and date formatting.

3. What’s the difference between a VOID and REFUND function?

a. Voids should be performed prior to a settlement taking place at the end of each meal; Refunds are given after a settlement has been successfully completed.

4. If I encounter an issue, who do I contact?

a. Contact the unit’s FSO first, then contact the CS FINCEN Liaisons.

FIN-SMB-CSLIAISON@uscg.mil

(757) 523-6055

(757) 523-6854

End of Document

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