How to Process Backup Transactions During Outage Scenarios

In this article, we will explain how to process backup transactions when Flawless POS or your current payment gateway is down. While such disaster/outage scenarios are extremely rare, we believe in equipping our merchants to handle these situations seamlessly. Additionally, we’ll cover how to integrate this backup process with the regular sales process.

You may refer to this tutorial for a step-by-step guide on processing backup transactions: Processing Backup Transactions

Why Prepare for Disaster Scenarios? 

Although these scenarios are highly unlikely, preparing for them ensures uninterrupted service to your customers and minimizes potential revenue loss. By having a backup process in place, you demonstrate reliability and professionalism, even in challenging situations.

Step 1: Setting Up the Backup Device 

To begin, ensure you have a backup A920 or a similar PAX device available. Follow these steps to prepare the device:

1. Power on the backup device.

2. Locate the app named "TSYS Sierra" and open it.
   

3. Tap on the "Sale" option to proceed.
   
   
   
   

Step 2: Processing the Transaction 

Once the device is ready, you can process the transaction:

1. Enter the amount you wish to charge.
   

2. Have the customer pay using their card.

3. Once the transaction is approved, the device will print a receipt.
   

4. Ask the customer to sign the receipt and keep it for your records.

Step 3: Logging the Transaction in Flawless POS 

After completing the transaction on the backup device, log the details into Flawless POS:

1. Select "Card Already Received" as the payment method.

2. Input the authorization code or transaction ID printed on the receipt.
   
    
   
   

Step 4: Finalizing the Batch 

To ensure the transactions are processed correctly:

1. Leave the terminal on for at least one day to allow for automatic batching.

2. Alternatively, manually close the batch:

   • Tap on "Function" and then "Batch."

   • Enter the password, which is the current date (e.g., 12/31/2024).

   • Tap "Close Batch" to complete.

Note: Batches will be committed to TSYS and sent during the day-end reconciliation.

Integrating with the Regular Sales Process 

For a seamless workflow, consider the following steps to incorporate the backup process into your regular sales operations:

1. Train your staff on when and how to use the backup device.

2. Keep the device charged and easily accessible in case of emergencies.

3. After resolving the outage, reconcile backup transactions with Flawless POS to maintain accurate records.

Troubleshooting 

If you encounter any issues while processing backup transactions, please reach out to Flawless POS customer support for assistance.