Introduction
In today’s fast-paced retail and service environment, accepting card payments isn’t just a convenience, it’s a necessity. How to use a card machine efficiently is the need of time now for smooth operations, customer satisfaction, and secure transactions, whether you’re running a high-street store, a mobile food truck, or a luxury salon.
So, let us help you master this essential skill! You will get to know about what a credit card machine is, to day-to-day activities such as taking payments, performing settlements, and even replacing till rolls. This is going to be the ideal guide for novices and small business owners in the UK.
What is a Credit Card Machine?
A credit card machine, or card reader and payment terminal, is an apparatus that enables businesses to receive debit or credit card payments from clients. These machines read how to use a card machine information either through:
- Chip-and-PIN,
- Contactless (NFC), or
- Magnetic stripe technology.
And then it securely passes the payment information for authorization and how to use a card machine.
The majority of UK companies employ fast, secure, and convenient modern EPOS-integrated or stand-alone how to use a card machine supplied by payment solution companies such as Burrak Payments.
Key Credit Card Machine Types:
- Countertop terminals: These are fixed and wired, suitable for fixed retail counters.
- Portable terminals: This is ideal for restaurants and cafes due to Bluetooth or Wi-Fi connectivity.
- Mobile terminals: It can be connected via SIM cards. This is ideal for delivery personnel or pop-up stalls.
How to Use a Credit Card Machine
It is very easy to understand how to use a card machine. Here’s a basic step-by-step guide for you:
1. Power On the Machine
Make sure the terminal is powered with a full charge or with a plug. The majority of devices start up with a welcome screen displaying the date and time.
2. Enter Transaction Amount
Now type in the amount the client has to pay. In the case of EPOS-integrated machines, this can be done automatically through integration.
3. Introduce the Machine to the Customer
For chip and PIN: The customer inserts their card and types in their PIN.
For contactless payments: The customer taps their smartphone or card.
For magstripe cards (not common in the UK): The card is swiped and the customer can sign to authenticate.
4. Wait for Authorization
The next step is to wait for authorization. The terminal will exchange messages with the bank or payment processor. This will typically take only 3-5 seconds.
5. Transaction Approved/Declined
Once authorized, a receipt is printed or shown on the screen (if paperless). Declined, provide an alternate payment method or reinitiate the transaction.
6. Provide Receipt (If Applicable)
Finally, present the customer their receipt; paper or through email/text if your machine permits digital receipts.
Pro Tip: Always update your terminal software to remain PCI DSS compliant and prevent any errors during transactions.
How to Complete an End-of-Day Settlement
An end-of-day settlement, or batch processing means sending all of your stored transactions to your payment processor for final clearing. This is quite an important step in getting your funds transferred to your business account on time.
Step-by-Step how to use a card machine Settlement Process:
- Start by pressing the ‘Menu’ button on your machine.
- Go to “End-of-Day” or “Settlement”.
- Click “Start Settlement” and all stored transactions will be processed by the machine.
- A summary report will be printed displaying total sales, refunds, and number of transactions.
- Funds are generally credited within 1-3 business days. It depends on your provider.
Some user-friendly how to use a card machine and cash machines can also enable auto-settlement at a fixed time of day depending on your organisation’s closing time.
How to Change Your Credit Card Machine Till Roll
Are you running out of paper during a transaction? It is never great. But it’s easy and fast to change your till roll, each machine will be a little different in terms of mechanism.
General Steps:
- Pop open the printer cover either a latch at the top or the back of the machine.
- Take out the used roll and dispose of it.
- Stick in a new till roll (thermal side down if not sure).
- Pull out around an inch of paper and close the lid tightly.
- Test print a receipt to verify that it’s printing properly.
Pro Tip For You! Keep extra till rolls in stock, particularly when there’s high volume. Use compatible thermal rolls according to your terminal’s specifications.
Final Thoughts!
Learning how to use a card machine efficiently can streamline your sales, improve customer experience, and reduce costly mistakes. Mastering the basics like processing transactions, handling end-of-day settlements, and replacing till rolls empowers your business to run smoothly, whether you’re a retail shop owner, food vendor, or mobile service provider and how to use a card machine.
Burrak Payments is not only offering you the means but also the help to propel your business ahead in the cashless economy of today!
FAQs
Q1. Can I take contactless and mobile wallet payments with any card machine?
Most current card readers include contactless and mobile wallet acceptance such as Apple Pay, Google Pay, and Samsung Pay. So, it is best to always check compatibility with your provider prior to selecting a terminal and how to use a card machine.
Q2. How many days does it take before receiving payments in my account?
Processing payment time is usually between 1 to 3 working days. Plus, it depends on your bank and merchant account provider.
Q3. Is Wi-Fi necessary how to use a card machine?
No it;s not. Mobile terminals have 4G SIM connectivity, and countertop models usually need broadband or Ethernet. Select what will work best for your environment.
Q4. What do I do if my card machine is stuck?
Reboot the machine. If you continue to experience problems, reach out to the customer care of your provider. Burrak Payments provides 24/7 UK-based support to ensure your operation remains seamless.
Q5. Does a credit card machine cost a monthly fee?
Yes, the majority of providers charge a monthly terminal rental fee in addition to transaction fees per sale. Burrak Payments provides bespoke pricing plans according to your business size and requirements.
