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Get Started with Virtual Terminal

Get Started with Virtual Terminal

Square’s Virtual Terminal gives you the option to record card, cash and other tender transactions – all on your computer. There are three ways to accept card payments with Virtual Terminal:

  • Manually-entered payments for 2.5%
  • Card on File payments for 2.5%

Manually Enter Payments From Your Computer

To manually enter a payment using a computer:

  1. Log in to your online Square Dashboard using a supported browser.
  2. Go to Virtual Terminal > Take a Payment.
  3. Select Quick Charge to charge your customer a single pound amount or Itemised Sale to add an item, modifier, discount, and tax to the sale. You’re also able to apply taxes, discounts and tips using Itemised Sale.
  4. Add an optional note to the sale.
  5. Under Payment Method, select Manually Enter Card.
  6. Enter the card details provided by your customer.
  7. Click Charge.

Accept Cash, Cheques and Other Tender with Virtual Terminal

To keep your payment records in one place, you can use Virtual Terminal to track cash, cheques and other types of payments.

There’s no fee to accept other tender types. When you accept other tender types, Square doesn’t process any funds and functions only as an organisational tool. Money for these transactions are exchanged directly between you and your customer and will not be transferred by Square.

To accept cash, cheques and other tender:

  1. Log in to your online Square Dashboard using a supported browser.
  2. Navigate to Virtual Terminal > Take a Payment.
  3. Select Quick Charge to charge your customer a single pound amount or Itemised Sale to add an item, modifier, discount and tax to the sale. You’re also able to apply taxes, discounts and tips using Itemised Sale.
  4. Add an optional note to the sale.
  5. Under Payment Method, select Other.
  6. After you see Payment Successful, you’re all set and can print or send a digital receipt to your customer via email or SMS message.

Accept Square eGift Cards with Virtual Terminal

To accept egift cards with Virtual Terminal – enter the egift card information manually when your customer is ready to pay.

If there are insufficient funds on the eGift card, you can use Split Tender to complete the sale.

Note: After a sale, any remaining eGift card balance will display on the receipt screen and on your customer’s receipt.

Accept Split Tender Payments with Virtual Terminal

You are able to split a transaction into multiple payments of any tender in Virtual Terminal. When checking out a customer:

  1. Under Payment Method, select Split Payment.
  2. Select a tender type and complete the transaction.
  3. Continue processing the additional tender types until the entire sale has been completed.

Note: You have the option to add tip and include one customer on each payment as part of the split tender transaction. Learn more about split tender troubleshooting.

Save Customer Information with Virtual Terminal

Square’s Customer Directory and Card on File features make it easier to save and charge returning customers using your online Square Dashboard.

When you accept a payment using Virtual Terminal, you’ll be given the option to save the customer’s name and payment card to their profile in your Customer Directory for future payments. You’re also able to securely store a customer’s card on file from your Customer Directory.

Learn more about managing team member permissions.

Add a Customer to a Sale

To add a customer to a sale:

  1. Take a payment with Virtual Terminal using the steps outlined above.
  2. Once completed, click Customer Options.
  3. Under Add Sale to Customer, search or create a new customer.
  4. Save.

This payment will be included in the customer’s directory profile.

Save a Customer’s Card on File

To save a customer’s card on file after a payment:

  1. Take a payment with Virtual Terminal using the steps outlined above.
  2. Once completed, click Customer Options.
  3. Search or create a new customer > tick the box under Save Card to Customer.
  4. Enter their full name as displayed on the payment card and their email address.
  5. Click Download Authorisation Form > print, fill out and have the customer sign the authorisation. Keep on file for as long as you store their credit card data.

At this point, this customer’s card will be stored to their profile in your Customer Directory.

Charge a Saved Card on File

  1. From the Virtual Terminal section of your online Square Dashboard, click Take a Payment.
  2. Under Payment Method, click Customer Card on File.
  3. Search and select a customer > select a card on file.
  4. Click Charge.

Schedule Recurring Payments

Streamline and automate your recurring payments right from your computer with Virtual Terminal. Save time, get paid on time, improve your cash flow and enhance customer relationships by easily scheduling recurring quick-charge or Itemised sales for your repeat customers.

The only requirement to schedule your first recurring payment is to add or charge a customer’s Card on File. The processing fee for charging a Card on File is 2.5%.

To schedule a recurring payment series in Virtual Terminal:

  1. Sign in to the Virtual Terminal section of your online Square Dashboard.
  2. Click Take a Payment.
  3. Select Quick Charge to charge a custom amount or Itemised Sale to add an item, modifier, discount and tax to the sale.
  4. Add a Customer Card on File or select an existing one.
  5. Click Make this a recurring payment.
  6. Select a daily, weekly, monthly or yearly interval, and add a unit – such as every two weeks or every three months.
  7. Choose whether to end the recurring series on a specific date, after a certain number of payments or never.
  8. Click Save.
  9. Review the recurring payment details, then click Charge to confirm.

Your customer will receive a digital receipt for this and all subsequent recurring charges.

Note: The first charge in the recurring series will occur immediately in Virtual Terminal. All subsequent charges will occur via recurring invoices.

Learn more about scheduling recurring payments with Virtual Terminal.

Manage Recurring Payments

You can view and manage your recurring payments at any time from your online Square Dashboard. To do so:

  1. Sign in to the Invoices section of your online Square Dashboard.
  2. Click the Recurring tab on the left panel.
  3. Select a recurring series from the list to view, edit or cancel.

Give a Team Member Access to Use Virtual Terminal

You can configure your Team Management settings to grant access to Virtual Terminal. Before you can get started, you’ll need to create at least one team member.

Team members who wish to save customer information and charge a card on file using Virtual Terminal must have the following permissions enabled for their permission set:

  • View, Edit, Create and Delete Customer Directory Data
  • Add and Remove Customer Cards on File
  • Use Virtual Terminal

To give a team member access to Virtual Terminal:

  1. Visit Team & Permissions in your online Square Dashboard.
  2. Select the permission set the team member is assigned to.
  3. Tick Use Virtual Terminal. If applicable, tick Add and Remove Customer Cards on File and View, Edit, Create and Delete Customer Directory Data to allow this team member to save and charge cards on file using Virtual Terminal.
  4. Click Continue & Select the access points where the team member can use their permissions.
  5. Save.

Keep in mind: Changes made to a permission set’s permissions apply to all team members assigned to that permission set. Learn more about managing permission sets and permissions.

After you grant Virtual Terminal access to your team member, they will receive an email with instructions for setting up their account. Team members will be able to see only the account elements for which you have granted access.

Note: Permissions are only available through Square’s Team Management.

Fees

The fee for transactions manually processed through Virtual Terminal is 2.5% per transaction. The same fee applies to Virtual Terminal payments accepted using a card on file.

Learn more about Square’s processing fees.