Temporarily use a hotspot on a phone. Doing so may provide just enough of a connection to allow a reader to connect to the iPad and then process a payment. This method works more often than not.

Call dispatch and ask them to assist with the payment over the phone.

Ask the customer if they would be willing to make the call to dispatch from their own phone. It is more than likely that they will have a way to make phone calls from their own home.

As a last resort, ask the customer if they would like to use a check or cash as an alternative to a credit card.

Open the Square app.

Select the “Checkout” tab if it is not already selected. If this payment is intended to be a manual card entry, skip step 3 and continue to step 4.

Connect the desired reader to the iPad. Connecting both the Magstripe reader and the contactless reader are covered below.

Enter the amount to be charged using the keypad. It is critical that steps 4 - 8 are performed in this exact order. Failing to preserve the order here in these steps will result in the payment not being linked to the work order.

Select the “+ Note” button located just above the “1” button.

Begin by typing a “#” into the prompt. This step is a critical step in this process. Ensure that it is performed correctly to ensure the payment is connected to the work order.

After the “#”, without adding a space, enter the work order number found in the 3C appointment. If unable to find the work order, read the “Information Necessary for Collecting Payments” section of this guide.

Select “Save”.

Ensure that the “Note” button is now black with a checkmark in it. Also ensure that on the right side of the screen the work order number beginning with a hashtag is visible under the Custom Amount.

Have the customer's card ready and select the blue “Charge $$$” button on the bottom right side of the screen.
​
​If this charge is for a manual entry payment, return to step 2 of the manual entry section of this guide.

If using:
A. A square reader with a card that has a contactless chip (it will have the following icon on the card if it does ), simply tap the card on the top of the contactless square reader. If the card has a chip that is not contactless, insert it into the chip reader slot.
​
B. A magstripe reader, slide the black ribbon side of the card through the slot on the reader.
​
During this step, pay close attention to where you have the contactless square reader at all times as it is possible for the reader to register payment from cards in pants pockets or through purses. Be sure only the card intended for use is nearby when taking the payment. If an accidental payment occurs contact accounting.

If there is an internet connection on the iPad, the charge will begin processing.

Once the card is approved, the following screen will appear. If the card is declined, inform the customer and ask if they would like to try the charge again with a different card.

There are two scenarios possible after the charge is approved,
​
A. If the customer has never used Square with the card being charged before, the following screen will appear. Ask the customer what their preference is in regard to a receipt and choose the appropriate option.

B. If the customer has used Square before with the card being charged, the receipt will automatically be sent to the preference they used before.

Follow steps 1-10 for Magstripe, Chip & Card Readers and then move on to step two.

Select “Manual Credit Card Entry”.

Enter the card number using the number pad on the bottom half of the screen.

Enter the expiration date, the 3 digit CVV code and the billing zipcode, then select “Charge”.

Move to step 12-14 of the Magstripe, Chip & Card Readers section. After finishing those steps, the manual entry transaction will be complete.

Before making the call to Dispatch, ensure the customer has the card intended for use on hand.

Call dispatch using the interacting with dispatch protocol and request assistance taking a manual payment.

Once dispatch is ready, give them the necessary card information and wait for them to confirm the payment has been approved.

Ensure that the billing follow-up notes state that dispatch took a manual payment over the phone.

Collect the cash/check from the customer.

When taking cash payments, request exact change in the amount shown as Balance Due in the Billing section of the Appointment in 3C. Technicians do not carry change, so it is important that the customer has the exact change necessary to pay the balance.

When taking check payments, ensure the customer has filled out the entire check accurately.

Deposit the cash/check into the Payment Collection Form Envelope. The envelopes look like this:

If not already present, write the Technicians name collecting the payment in the “Technician” field at the top of the form.

Completely fill out the first available row on the form while on site with the customer.

Secure the envelope so that it does not end up lost or in the wrong hands.

Navigate to the billing section of the work order and scroll down to Payment Information and select “Add a payment…”.

Open the “Select Payment Type” dropdown.

Choose the appropriate option, either “Check” or “Cash”, from the list and select “OK”.

If the customer is using cash, skip this step. If the customer is using a check then enter the check number (usually found in the top right corner of a check) into the “Confirmation #/Check #” field.

Select “Done”.

If the payment was entered correctly, the following payment should be visible in the “Payment Information” section of Billing.

Deliver the envelope with the payment inside to an appropriate dropoff location within 3 days of collecting the payment. Currently the appropriate drop off location is with the accounting department.

Once the payment has been delivered, the cash/check payment process is complete.