May 2025

Quick Facts

• NEW Keep a copy of the Cash register and credit/debit machine quick guide near the cash register.
• Each location has a credit card machine located near the cash register that will allow staff to take payments with Visa, MasterCard, Discover, Diners Club, and some smartphone apps.
• Payments may be made in person or by phone.
• Debit/credit payments made the same day may be voided.
• Refunds cannot be credited to debit/credit cards. Refunds may only be given with mailed checks.
• Instructions for operating the machine were placed at each location at the time of installation and should be located near the machine.
• Patrons can also pay on My MCL with Visa, MasterCard, American Express, Discover, or PayPal. 

Procedure

Transactions

Instructions for Verifone model V400M

Instructions for payments over the telephone with Ingenico model Move/5000

Instructions for First Data Models FD130, FD410 & FD410DW:

• Credit card sale instructions
• Credit Card void transaction
• Reprint credit card transaction
• Settle credit card batch
• Print credit card batch

If the patron is paying by telephone, indicate that the payment was made by telephone on the signature line and write the patron's user key on the library's receipt. Offer to mail the receipt or email a confirmation of the amount paid. 

Securing and charging your new wireless credit card machines

• The machine does not need to be plugged in all day between uses.  It should hold a charge for the duration of open hours if charged fully overnight.
• Secure your machine in a drawer when you are not using it.  Please do not leave it out on a counter in a public area, especially when staff may not be able to keep an eye on it.
• At the end of the day, plug the machine into its charger and secure it in the workroom.  Some locations put it into a file cabinet drawer that can be locked, but that allows the cord to reach an outlet.  Your machine must be plugged in overnight to charge and update.
• Don't use your laptop charging cart as a place to plug in the credit card machine. There's too much interference from other devices and it will lose its wireless connection and fail to update properly.

Solutions to common issues

• Voice authorization may be needed for some MasterCard accounts. The bank flags the card and will need to give approval before the transaction can go through. After calling Customer Service, choose option 1 for voice authorization.
• There is a partial payment option which is offered when the amount of the transaction exceeds the amount of money in the customer's account. The machine will tell staff what can be paid and provides an option to continue or stop the procedure.
• If a Decline message shows after swiping the card, stop the transaction and hand the card back to the patron.
  • Do not attempt to swipe it again. Ask the patron if they have another card or payment method that can be used.
  • Should the fees be cleared?
• The machine is set to automatically report and close the day's activity at 9pm.
  • Staff should see the paper generated by the batch processing the next morning and put it under the cash register till.
  • If the processing doesn't run, staff can manually run the reports and the settlement.
    • If the batch settlement continues to fail to run, staff should call Bank of America's customer service at the number on the machine.
    • If it fails to run after contacting customer service, contact Johnny Fang in Business Services at johnny.fang@multco.us or 503.988.8251.

Support, repair and supplies

• If the machine does not seem to be functioning properly or supplies are needed, contact Bank of America Customer Service at the phone number on the machine. You will need the merchant number located on the machine.
• If contacting Bank of America does not resolve the problem, the machine may need to be replaced. Contact Johnny Fang in Business Services at johnny.fang@multco.us or 503.988.8251.