Use the terminal only for the approved channel
A virtual terminal is a provider interface where staff can enter payment details for certain remote orders. Confirm who is permitted to use it and whether the account allows the product category and order channel. A buyer-entered payment link is another workflow to consider.
Protect the payment details and keep the order traceable
Use the approved terminal to enter payment details and record the transaction reference in your order system. Keep full card numbers and security codes out of emails, chat, call notes, and other records.
Separate terminal entry from the paper order
If a staff member receives an approved phone order, create the order and confirm its total before opening the provider’s terminal. Return only the gateway reference and status to the order record. If the terminal screen times out, check whether a payment exists before asking the buyer to repeat the transaction.
A virtual-terminal operating checklist
- Record which employees own terminal orders, refunds, and end-of-day reconciliation.
- Test the transaction reference and receipt for an order created outside the storefront.
- Check the provider’s requirements for your workstation and terminal payment setup.
Sources and further reading
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