EFTPOS Procedure - U3A Box Hill

How to process payments using the EFTPOS machine

Processing through the EFTPOS will allow the payment to be posted directly to the U3A Box Hill bank account but does not post into UMAS. The member payment have to be recorded in UMAS by the Data Entry team.

All reports and merchant receipts are to be placed in the Eftpos black storage clipboard box in the cupboard.

The Eftpos transaction must be recorded in the EFTPOS transaction journal book which is kept inside the clipboard box. The journal is used for the purpose of reconciliation and refund to member if and when required.

It is a contactless payment (Tap & Go).

Merchant ID : 122691

Credit Authorisation: XXXX (confidential)

Credit and Debit cards are accepted – Visa, Mastercard, eftpos, Union Pay, Apple Pay

1 – Collect EFTPOS machine

Collect EFTPOS machine (inside safe) and the power pack (next to safe) from the filing cabinet behind the office desk. Connect the machine and plug in the power cable to a power point. It can also be used without being plugged in.
Wait for machine to initialise.

2 – Once machine is ready to use,

it will display “Box Hill U3A Inc” and “Enter Amount”.

3 – Payment in person by member with card

Enter amount to pay. To enter $40.00 you have to press the keys: ④⓪⓪⓪
Verify visually that the display shows the correct amount

Place member’s card on machine surface. It will beep when accepted.

EFTPOS Transaction Journal

Print the receipt to obtain the “transaction Ref” which must then be recorded in the EFTPOS Transaction Journal for the day.

Payment completed on EFTPOS

4 – Payment by card made via phone or mail (without member presence).

This is know also “Mail or Telephone Order” – MOTO.
e.g. member provide card details on forms or via phone.

Click on “Menu” (on the machine keyboard) which will then display various transaction options.y various transaction options.

Click 1 for Transactions. Options shown

Option 3 – MOTO – Purchase

Displays “Moto menu” option of

Mail Order
Telephone Order

Take Option either options – Mail Order or Telephone order

Enter card Number, Then press OK

Enter Expiry date of card then press OK

Screen will show “Approve $$ paid. Press Ok.
Print a “merchant copy” (if you accidentally printed a customer copy then use that).

Write the member’s name and membership number on the merchant copy.

Also record member’s name, membership number and the 6-digit tranaction number in the EFTPOS transaction journal for the day.

Payment Completed on EFTPOS

5 – Recording in Transaction Journal & Posting in UMAS

All reports and merchant receipts are to be placed in the Eftpos black storage clipboard box in the cupboard.

Transaction journal

Record:

Date
Member Name
Member Number
Transaction Ref (from Eftpos receipt)
Amount Paid

Use the transaction information to post the payment into members records in UMAS via the edit function.

6 – EFTPOS Reconciliation and Settlement

To close off the day and eftpost transactions, must run reports and reconcile amount processed between machine report and transaction journal book. Can only settle when balanced.

Click “Menu” key and take option 3 – Settlements and Reports

Options of settlement methods and reports
Take Option 2 – Reports (for reconciliation purpose)

Option 1 – Current
Option 2 – Summary

Card Type – Take Option 1 for All cards

A report will be printed. Check that total amount is the same as total amount shown in Transaction Journal.

Investigate if different.

If report agrees/reconciles,

Click “Menu” and take option 3 – Settlement and Reports

Then take option 1 – Manual Settlement

Machine will settle and generate the Settlement Report showing the net total for the day