Work around for declined card taken in offline mode?

[nancyc15]

For the first time ever, I’ll be using a square terminal at art fairs with a mobile hotspot providing my WiFi. I know that could be a problem, so am contemplating an offline scenario. If I swipe a card while in offline mode, I plan to use an old paper charge card slip to make a copy of the card with it’s expiration date. I’ll record the security code and get the customer’s billing zip code and phone number. I’ll check an id and get a signature. (This is how we have done charge cards in the past with me phoning in the receipts at the end of the day.)

If the card shows approved when my WiFi returns, I’ll just shred the paper slip. If it is declined, I’ll use manual entry to continue trying the card until it is approved.  This is how I handled things pre-internet - I’d keep phoning in the card until it went through.

What do you think?

[HC_Charlie]

Thank you @nancyc15 for your post. I personally don't have a lot of experience with declined cards, but I don't think you have a lot to worry about in processing cards with Square. The few times I've had to run cards offline, they all went through okay and were processed as soon as I was able to connect to the Internet. I have not used the Terminal, but when I used the wifi contactless card reader at remote art shows, my Square dashboard kept the card info and processed them when they reconnected.

As far as having a recourse for declined cards, I'm not sure what you'd be able to do. If the card was declined due to insufficient funds, or due to fraud, even if you had the card number would you have the ability to go after a payment? I'm asking because I fortunately have not had an experience in something like this. I know we as merchants have to protect ourselves as much as possible, but I'm not sure if the paperwork you're doing would be able to protect you if there was an issue with payment?

Also as far as taking a physical imprint of a card with an old fashioned card "knuckle buster" LOL as we used to refer to them, please be aware that many new credit cards today are printed with "flush" numbers that are not raised, since they started to make these new chip cards. So if you have a new card without imprintable numbers you may not be able to get an imprint from a manual machine. Just something to keep in mind. Maybe someone with more experience with declined cards would have more insight on how to proceed with this.

Good luck with your show! I know first hand how many moving parts are required to not only manufacture artwork, but also have to deal with the business side and management of art shows and financing.

[nancyc15]

Thanks for your thoughts, HC_Charlie. Every season we have ended up with a few declined charges when I “call” them in. I think the folks are up against their credit limit meaning I just have to be persistent in trying to resubmit the charge. Sometimes it takes a couple of weeks before they finally are approved - timing is everything. As smooth cards became more popular, we’d have to carefully write down the card number along with the other info for those we couldn’t imprint. I am hoping the square is the solution to all these misadventures and that the hotspot lives up to its promises! Fingers crossed - best to you and yours!

[VanKalkerFarms]

I have processed 1,000s of cards on Square terminals connected to my AT&T hot spot at Farmer's Markets.  I do not go thru the hassle of writing down all that info as I do not process in offline mode, I'm not even sure if it is legal to CC companies terms to make full credit card copies of numbers and CCV etc.  You can also possibly tether to your phone rather than a community hotspot for wifi. Or use your phone instead of the terminal so you can use your cellular internet.

[nancyc15]

Thanks for your input, VanKalkerFarms. The location where we sell is rural with no community hotspot. My phone carrier’s signal is too weak to support the terminal. I’m glad you mentioned an AT&T hotspot as that’s what we’ll be testing tomorrow! Our daughter’s carrier is AT&T and she gets a much better signal when she visits the location. Fingers crossed. 
As to the legality of writing out the information … hmm, I don’t think it would be any different than taking the info over the phone if a customer calls … we will, of course, let the customer know what we are doing and why. Hopefully, offline will be the exception otherwise the terminal will be a failed experiment.