Payments and POS: checkout, settlements and problems
A payment needs to work at the counter and make sense in the books afterwards. Start with the problem in front of you: an unexplained fee, a new till, an outage or a closing difference.
These guides use fictional worked examples and provider documentation. They help you check your own setup without assuming every plan, terminal or payment method works the same way.
Find a payment problem
Start with what you can see: a missing payout, two charges, a declined payment or a dispute notice. Each checklist helps you identify the status before taking action.
Card payout missing: trace the batch before contacting support
Trace a missing merchant payout from completed payments to the provider transfer and bank account. Build a clear support request with redacted evidence.
3 min readCustomer sees two card charges: investigate a possible duplicate
Check whether two card entries are completed charges or a pending authorisation beside one payment. Compare transaction IDs and give the customer a clear reply.
3 min readTerminal said declined but the customer sees a debit
Resolve a declined EFTPOS result when the customer sees a bank entry. Check merchant status, avoid duplicate retries and collect a useful support record.
3 min readCard chargeback evidence pack: respond to the reason given
Build a factual chargeback response around the dispute reason, deadline and supporting documents. Use a printable evidence matrix and keep submission proof.
3 min read
Explain the bank deposit
Connect card takings to the money received. Separate deducted fees, amounts still settling and funds held by the provider.
POS sales do not match the bank deposit: build a settlement bridge
Reconcile gross card sales to a net bank payout. Work through refunds, fees, cutoffs and money still in clearing, with a printable settlement worksheet.
3 min readDo processing fees come back after a refund? Check your statement
Check retained card-processing fees after full and partial refunds. Compare the original fee, refund entries and provider terms with a practical cost worksheet.
3 min readMerchant reserves and payout holds: reconcile funds not yet released
Track merchant funds held in reserve separately from fees and ordinary payout delays. Reconcile additions, releases and a cautious cash-flow forecast.
3 min read
Keep the order and payment together
Follow payments and refunds across their stages, channels and customer accounts so the records agree.
Authorised, captured and settled: understand card payment statuses
Understand what authorised, captured, settled and paid out mean for a card sale. Follow a fictional payment and check the evidence before taking action.
3 min readOnline sale refunded in store: reconcile both systems
Trace an online order returned in store through the stock, payment and accounting records. Prevent duplicate refunds and credits with a cross-channel checklist.
3 min readRecurring card payment failed: keep the customer account accurate
Resolve a failed recurring card payment while keeping one invoice and a clear balance. Check retries, customer updates and the successful receipt once.
3 min read
Understand payment costs
Read the bill, compare equivalent quotes and choose the payment methods your business can support.
Read your merchant statement: work out the real card cost
Use a worked merchant statement to separate transaction fees, terminal rental and other charges, then calculate the card acceptance cost for your business.
3 min readFlat card rates vs itemised pricing: compare your payment mix
Compare flat and itemised card pricing using the same sales, transaction counts and card mix. Includes worked costs and a low-ticket sensitivity check.
3 min readLeast-cost routing: check what your provider enables
Check least-cost routing on your actual merchant account. Ask about eligible payments, enabled settings and pricing, then compare matching statement data.
3 min readChoose payment methods around how your customers buy
Match counter, mobile, remote and repeat sales to practical payment methods. Use a worksheet for confirmation, customer access, costs and fallback options.
3 min read
Test the checkout
Try the awkward sales, plan the changeover and prepare for an interrupted connection.
Integrated EFTPOS or separate terminal: test the workflow
Compare integrated EFTPOS with a separate terminal using checkout steps, measured staff time, refund checks and outage dependencies before you commit.
3 min readChanging POS systems: export and check data before switching
Prepare a POS migration with checked product exports, sales records, customer credits and gift balances. Use a cutover worksheet before ending the old service.
3 min readPOS trial checklist: test awkward sales before committing
Test a shortlisted POS with realistic split payments, discounts, returns and closing reports. Record observed results and unresolved limits before buying.
3 min readOffline card payments: check limits and later-decline risk
Understand offline card capture, provider time limits and later declines. Use a settings checklist and recovery timeline before enabling offline payments.
3 min readPayment outage checklist: record sales and recover once
Prepare for an EFTPOS or POS outage with tested fallback methods, clear customer wording and a recovery log that prevents duplicate payment processing.
3 min read
Close the trading day
Match incoming money, trace each terminal and resolve cash or split-payment differences.
Bank transfer payments: confirm receipt before releasing goods
Check customer bank transfers against your own account records. Match amount, reference and order, and handle partial payments without relying on screenshots.
3 min readMultiple EFTPOS terminals: map devices, locations and payouts
Map each EFTPOS terminal to its location, merchant account and payout destination. Use a register and worked closing totals to trace combined bank deposits.
3 min readCash drawer reconciliation: explain the closing difference
Balance a cash drawer using the opening float, sales, refunds, paid-outs and physical count. Includes a till-close sheet and a clear difference investigation.
3 min readSplit-tender payments: reconcile one sale paid several ways
Follow one sale paid in cash and by card through the receipt and daily close. Check remaining balances, refund records and duplicate sales before finishing.
3 min read
Compare the broader system
Use the product overview when you are ready to shortlist a replacement.