Manager Handbook: Recommended Credit Card Closing Practices

Credit Card Recommended Closing Practices:

The following will go over the recommended steps to close a location at the end of each night. This will help to ensure all credit card and tip transactions are submitted and finalized, so that all funds are received. 

 

1) Enter all tips for the location that will be submitted in this batch

Is is important that any tips from the location that still need to be submitted are entered before the location batches, otherwise, tips cannot be submitted through the Lavu system. If tip entry or modification is needed after a batch has been closed, the credit card gateway company can assist. For more information on when to contact the gateway, and gateway contact information, click here.

Note: Lavu Local Server Clients can only submit tips through the Lavu application.

 

Server Tip Entry:

Have servers enter tips by the end of the night using the Lavu application.

  1. While in the default service type view, (tables, tabs, or quick serve) tap the LAVU icon located on the top lefthand side of the application.
  2. Select "Server Functions" from the drop down.
  3. Select "Server Tips."
  4. On this screen, enter the respective tips in each column or box.
  5. When finished, tap the "Submit" icon on the top righthand side of the screen.
  6. Repeat, as needed, for each server.

 

Manager Tip Entry:

Managers can enter any remaining tips for the location through the admin control panel.

Note: For Lavu Local Server (LLS) clients, a manager can utilize the server tips screen to access all of the tip transactions for the location by entering a manager pin number at the bottom the server tips area.

  1. Navigate to admin.lavu.com.
  2. Log into the admin control panel with the username and password.
  3. Select the "Reports" tab.
    • If using the new control panel view, this is located on the lefthand side of the page
    • If using the old control panel view, this is located at the top of the page.
  4. Select the blue icon in the top righthand side labeled, “End of Day Batching / Version 1.”
  5. From the date drop down, select the appropriate date or date range.
  6. When the page has loaded with the selected date range of information, scroll to the bottom of the page.
  7. On the users drop down, select “all users.”
  8. When the page has loaded, enter any remaining tips to the orders listed on this screen.
  9. Click "Submit Tip Changes / Capture Authorizations" at the bottom when all tips have been entered.
  10. As the location has now submitted tips/captured authorizations, skip to the “Settling a Batch" section. However, please read the note below and the introduction paragraph to submitting tips/capturing authorizations for a brief description on why this process is important.

 

Note: This will submit any and all tips to the processor and will finalize any open transactions. Additionally, any error(s) that will keep the batch from settling all transactions will display. If any error messages do appear, take note of the transactions and contact the gateway provider’s support number.

To view a location's current gateway, navigate to the "Settings" tab and "CC integration." The Payment Gateway Drop down will have the current gateway’s name listed. If gateway contact information cannot be located, feel free to reach out to our 24/7 Customer Care team at 855-528-8457.

 

2) Submit Tip Changes/ Capture Authorizations

At the end of each night, all authorizations must be finalized and submitted in order to ensure all funds are received. If this is not done, any transaction left open at the time of batch settlement will not close and funds will not be received for that transaction until the authorization is captured.

Note: Traditionally, a location has 30 days after the transaction is rung to close the authorization to the order before funds are released back to the customer. This policy is defined by the Gateway and Processor. For any questions on authorization limits, please contact the Gateway or Processor directly. PayPal transactions have to be reauthorized after 3 days, and captured, using the PayPal Portal. For more information and contact details, please click here

  1. Navigate to admin.lavu.com
  2. Log into the admin control panel.
  3. Select the "Reports" tab.
    • If using the new control panel view, this is located on the lefthand side of the page
    • If using the old control panel view, this is located at the top of the page.
  4. Select the blue icon in the top righthand side labeled, “End of Day Batching / Version 1.”
  5. From the date drop down, select the appropriate date or date range.
  6. When the page has loaded with the selected date’s information, scroll to the bottom of the page.
  7. On the users drop down, select “all users.”
  8. When the page has loaded, enter any remaining tips to the orders listed on this screen.
  9. Select Submit tip changes / Capture Authorizations, when all tips have been entered.

 

Note: This will submit any and all tips to the processor and will finalize any open transactions. Additionally, any error(s) that will keep the batch from settling all transactions will display. If any error messages do appear, take note of the transactions and contact the gateway provider’s support number.

To view a location's current gateway, navigate to the "Settings" tab and "CC integration." The Payment Gateway Drop down will have the current gateway’s name listed. If gateway contact information cannot be located, feel free to reach out to our 24/7 Customer Care team at 855-528-8457.

 

3) Settling a Batch

The final step in this process is to ensure the batch is settled. If the location is set to automatically batch with the gateway, verify the set time of the auto batch. Ensure that the time is well after the latest the staff is on site and entering tips, and well before opening time for the next day. For manual batching, please follow the listed instructions below to settle the batch. To determine if a location manually or automatically batches, please contact the gateway. 

Note: PayPal customers need to setup an "Auto Sweep" time for PayPal accounts, which replaces the need to batch for the account. For more information on PayPal click here.

Manual Batching:

  1. Navigate to admin.lavu.com.
  2. Log into the admin control panel.
  3. Select the "Reports" tab.
    • If using the new control panel view, this is located on the lefthand side of the page
    • If using the old control panel view, this is located at the top of the page.
  4. Select the blue icon in the top righthand side labeled, “End of Day Batching / Version 1.”
  5. Note: Before closing the batch, ensure that all tips are entered for any unbatched dates. Manually closing the batch for any date will close all prior dates, as well.
  6. When there are no more tips to be entered, the location has closed all current transactions, and submitted the tips for those transactions, select the "Settle Credit Card Batch" button at the bottom of the page.
  7. A pop-up asking for confirmation may appear for certain gateways, as well a secondary check. Proceed until the page either says successful or reloads.
  8. All tips and credit card transactions will now be settled.

   

For a Downloadable Quick Checklist for Management, see the file at this end of this article:


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