Chip & Pin Payment User Manual

CONTENTS 

Introduction

MasterCard Authorisation and settlement process

Completing a Chip & Pin card transaction

Declined transactions

Recommended reconciliation overview

MasterCard Summary Report overview and example

MasterCard Confirmation report overview and example

Securecxl.com MIS query tool 

Introduction

This document has been designed to answer the questions that you may have about the integrated card processing system which you are using with Cybertill to process credit card transactions at your point of sale. 

It assumes that all readers have some experience of the Cybertill point of sale (till) sales functionality and have already processed some sales on a till. 

When you wish to take a card payment, the Cybertill EPOS will bring up a MasterCard chip & PIN window on screen.  The customer can then insert their card and enter their pin (or simply present their card, if using contactless).  The Mastercard software will then go online to try and authorise the payment. 

Here is some detail about the process: 

1. MasterCard routes the transaction to the required bank. At this stage the transaction is looking to reserve the transaction amount within the cardholder’s account. If successful an Authorisation code is given, if the transaction was to fail due to insufficient funds a ‘Not Authorised’ or ‘Decline’ message would be returned.
2. The result of the bank response is sent back to the MasterCard software on the till.
3. If the bank authorised the payment, then at this point, the retailer is given one more opportunity to decide whether to complete/accept the transaction, or reject/void it. 
4. If accepted, a final message is transmitted to MasterCard to confirm to accept the transaction.  This is called a PAY record.
5. The MasterCard gateway adds the transaction to the bulk ‘end of day settlement files’ which are sent to the bank overnight.
6. MasterCard emails a ‘summary report’ and a ‘confirmation report’ to every retailer, confirming the day’s transactions and the amount sent to the bank. 

MasterCard Authorisation and settlement process

Completing a Chip & Pin card transaction

Once you’re at the GO TO TENDER stage of a transaction, you should see a tender button labelled CHIP & PIN. 

▪ Tap CHIP & PIN. 

A MasterCard window should appear:

A moment or two after that, a prompt to ‘Insert / Swipe Card’ will appear: 

At the same time, the Chip and PIN pad will display ‘Insert Card’. 

• Ask the customer to insert their card into the machine. 

Shortly after, an ‘Enter PIN’ prompt should appear both on the till screen and on the PIN pad. 

• The customer should type their PIN in.   

If the wrong PIN is entered, the device will show a message saying ‘incorrect PIN’, and then the customer will be given another try (unless this is the third time they’ve got it wrong for that card, in which case the card will be blocked). 

Once your customer has entered their PIN successfully, you’ll both need to wait a moment for the payment to authorise: 

The length of time it takes to retrieve a response from the bank may vary (it can take a little while when the bank host is busy), but generally, you should find it is no more than a few seconds.   

Assuming all goes well, both the till and PIN pad will inform you that the payment was approved: 

By this point, the till’s receipt printer should have printed out two copies of the card receipt (i.e. the receipt that says ‘your card has been debited by £12.34’).  There’ll be one copy for the customer, and one for you (i.e. the retailer copy).   

Note that you can press a button to Reprint those receipts if you wish (this might be useful if your printer ran out of paper half way through printing).  You can also Void the payment – i.e. reverse it.  (If you do so, ‘reversal’ receipts will print out.) 

For the most part, though, you’ll probably want to just press the OK button to complete the sale.  When you do so, the till will print out a third receipt.  This will be the sale receipt (i.e. the receipt listing exactly what items are purchased), and you should give this to the customer as well. 

The PIN pad will also prompt the customer to remove their card. 

The transaction is now complete. 

Declined transactions

If there’s an issue with the customer’s card, the payment will be declined, and the TNSPay window will inform you. 

▪ Advise the customer to remove their card from the PIN pad. 

Once they’ve done that, you’ll find yourself taken back to the till’s GO TO TENDER screen again.

From here, you could press CHIP & PIN again if your customer wanted to try once more with a different card, or take CASH instead, or you could even press VOID SALE at the right of the screen to cancel the process. 

Recommended reconciliation overview

It is recommended that the retailer uses the following reporting tools in order reconcile card transactions processed through MasterCard and to match reports from the 3 stages involved in the transaction process: 

1. Cybertill reports including the Transaction / Tender Analysis (By Period) report, Z-Readings report, Audit Trail report and End of Day report.
2. The daily Payment Gateway Reports which Mastercard will email to you in the form of the Summary Report (broken down by merchant number and card type) and the Confirmation Report (reporting on the transactions sent to the bank in settlement process).
3. Your bank statement (i.e. check the payment you actually received in your account matches up with the figures in the other reports). 

All the reports listed above should normally match.  If they do not, query why this is. 

It’s wise to check this fairly frequently, because the sooner any problems come to light, the better chance you have of getting them resolved.  It is usually easier to rectify any such problems the day after they arose than it would be months after the event.  Also note that banks may reject transactions sent for settlement if they were processed 6 months ago, plus the risk of customer disputes and chargeback is greatly increased. 

MasterCard Summary Report overview and example

The Summary report identifies the merchant and company specific ID (Group ID), and summaries the day’s transactions. It’ll tell you how much you’ve taken on each card type (Visa, MasterCard etc).  It gives a summary of gross and net values, and also highlights refunds taken.  

If multiple merchant IDs are used within the group, then a break down per MID is given. A full company summary is given at the bottom, including totals for all MIDs. The Summary report will be e-mailed daily to the retailer to a specified e-mail address. 

MasterCard Confirmation report overview and example

This report identifies the merchant and MasterCard company specific ID (Group ID). It shows a group level value only – i.e. if you have multiple MIDs, it’ll total them all up and give you combined figures across all of them. It provides a summary of gross and net values, and highlights refunds taken.  This confirms the values sent to the bank. 

This report is created when TNS creates the bank specific file for settlement at the end of each day.  It will help to highlight any transactions that have been rejected as duplicates. 

Background:  

As part of the payment process, every single cart transaction is given a unique reference number.  TNS will check every daily file and if it finds two or more payments with the exact same reference number within the same day, it will flag them as potential duplicates and highlight on this report. 

Should Mastercard’s gateway receive data that is timestamped as being older than the previous days’ transactions processed, it will reject them as potential duplicates. This is a failsafe to prevent transaction data being duplicated. 

Daily checking of these reports is recommended; doing so will allow a retailer to spot any potential problems immediately, so they can be rectified with minimal impact to cash flow and ensure all funds are received 

Securecxl.com MIS query tool

TNS also offers you a Secure Access to TNS’s online and real-time transaction query tool (MIS).  This can be accessed by going to the web address https://mis.securecxl.com/secure_login.php 

TNS will provide you with account details including an account number, a username and a password. On your first visit to the securecxl site, you will be prompted to change your password. You then have the ability to interrogate all the card transactions and payments that have taken place in your business which were processed by TNS. 

There are a number of reporting options available to you in this application including searching for transactions, viewing transaction details, viewing merchant details and viewing company details. 

See below for a screenshot of the securecxl.com MIS query tool’s login screen.  

Once you have logged on you will be presented with a menu similar to the one pictured below, allowing you to navigate through the various options.

If you require any further assistance please contact our helpdesk on 0844 855 1600 or [e-mail]