Important Credit Card Processing Information
Swiping a credit card and having it update in HQ makes your life much easier. 99% of the time, there’s nothing to it. But since we’re a cloud-based system, and the credit machine is WiFi-based, Internet access is key. Here are a few things your clinic should be aware of related to credit card processing.
1. Swiping Cards
- When a card is swiped, staff MUST wait until the HQ screen is updated before changing/closing the computer screen
- Staff cannot type the card into MX Merchant and expect it will then update in HQ.
- Refunds MUST be generated via HQ using the “Refund POS Payment” button, NOT done in MX Merchant.
2. Reconciling
- It is imperative that you reconcile your transactions in MX Merchant with the transactions in HQ, weekly – if not daily.
- It should be understood that if your clinic takes payment online, clients can make payments any time of day, including after the auto-batch run for that day. In this case, these transactions will be on that day’s reconciliation in HQ but not in the batch for that day. They will be in the batch for the next day.
- If you put the link on your website to take donations, there will be transactions in MX Merchant, which then need to be entered into HQ as a donation. There is no “link back” for that yet in HQ.
Declined Error Message & Meaning
When processing through the integrated merchant system, if a payment cannot be processed a red error banner will appear with a reason provided by the merchant API for the decline. Here are common errors and what they mean.
Do Not Honor
Often seen when refunding a payment.
The “Do Not Honor” (also sometimes displayed as “Do Not Honour”) response code is a message that can be generated by a credit card issuer or payment processing system when a credit card transaction is declined. This response code typically indicates that the issuer of the credit card has chosen not to authorize the transaction for some reason.
There can be various reasons why a transaction might receive a “Do Not Honor” response code, including:
– Insufficient Funds: The cardholder’s account does not have enough available credit or funds to cover the transaction amount.
– Suspected Fraud: The transaction is considered suspicious, and the issuer is taking precautionary measures to protect the cardholder from potential fraud.
– Expired Card: The credit card being used for the transaction has expired, and the cardholder has not received a new one.
– Account Restriction: The cardholder’s account may be restricted due to various reasons, such as overdue payments or suspicious activity.
– Incorrect Information: The information entered for the transaction (e.g., card number, expiration date, CVV code) may be incorrect or incomplete.
– Issuer’s Policy: The issuer may have certain policies in place that restrict certain types of transactions or transactions with specific merchants.
What should the clinic and cardholder do?
When a transaction receives a “Do Not Honor” response, it is generally advisable for the cardholder to contact their card issuer or bank to understand the specific reason for the decline and to resolve the issue.
Merchants(the clinic) may also have policies in place for handling such responses, and customers may need to provide corrected information or choose an alternative payment method to complete the transaction.
It’s important to note that different payment processors and card issuers may use slightly different response codes or messages, but “Do Not Honor” is a common one used to indicate that the issuer has declined the transaction for some reason.
Alternative to refunding when this error occurs.
The clinic and the cardholder may also decide to leave the payment as a client credit or a donation instead of trying to refund the payment.
