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Get Started with Virtual Terminal

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

  • Manually-entered payments for 3.5% + 15¢

  • Card on File payments for 3.5% + 15¢

  • Swiped card payments for 2.6% + 10¢

Learn more about how processing fees and rates work.

Take a Payment with Virtual Terminal

Take a Payment in Virtual Terminal

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. Navigate to Virtual Terminal > Take a Payment.

  3. Select Quick Charge to charge your customer a single dollar amount or Itemized Sale to add an item, modifier, discount, and tax to the sale. You’re also able to apply taxes, discounts, and tips using Itemized 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.

Swipe Cards From Your Computer

To swipe a card payment on your computer:

  1. Log into your online Square Dashboard.

  2. Navigate to Virtual Terminal > Take a Payment.

  3. Plug your Square Reader for Magstripe into the headphone jack of an Apple or Chromebook computer using Safari or Chrome.

  4. Select Quick Charge to charge your customer a single dollar amount or Itemized Sale to add an item, modifier, discount, and tax to the sale. You’re also able to apply taxes, discounts, and tips using Itemized Sale.

  5. Add an optional note to the sale.

  6. Under Payment Method, select Swipe Card.

  7. Swipe card or click Charge then swipe.

Payment Successful in Virtual Terminal

Once you see Payment Successful, you’re all set and can print or send a digital receipt to your customer via email or SMS message. You can review and confirm this payment was successful from Transactions in your online Square Dashboard.

Review Square’s transfer schedule.

Accept Cash, Checks and Other Tender with Virtual Terminal

To keep your payment records in one place, you can use Virtual Terminal to track cash, checks, 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 organizational tool. Money for these transactions are exchanged directly between you and your customer and will not be transferred by Square.

To accept cash, checks 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 dollar amount or Itemized Sale to add an item, modifier, discount, and tax to the sale. You’re also able to apply taxes, discounts, and tips using Itemized 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 Gift Cards with Virtual Terminal

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

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

Note: After a sale, any remaining gift 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 > check 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 Authorization Form > print, fill out, and have the customer sign the authorization. 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 itemized 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 3.5% + 15¢.

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 Itemized 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. Check Use Virtual Terminal. If applicable, check 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 that the team member can use their permissions at.

  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 .

Fees

The fee for transactions manually processed through Virtual Terminal is 3.5% + 15¢ per transaction. The same fee applies to Virtual Terminal payments accepted using a card on file. Payments processed by swiping a card with Virtual Terminal have a 2.6% + 10¢ fee.

Learn more about Square’s processing fees.

Learn more about: Point of Sale

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