Category Archives: Avoid Chargebacks

Illegible transaction copies can be a source of lost chargebacks disputes, simply because the original transaction receipt can not produce a legible copy.

When a copy request is initiated by a customer, the merchant must make a copy of the original transaction receipt. This copy must be mailed, or electronically sent to the acquirer. If the copy is to light, small, or on colored paper the copy may not be readable, defeating the purpose of the copy request. Illegible receipt copies could be returned as a chargeback.

Here are some tips for avoiding illegible receipts.

1. Change point-of-sale printer cartridges routinely. Ensure staff are properly trained on how (and when) to change POS printer cartridges. Faded, barely visible ink on sales receipts is the #1 cause of illegible receipt copies.

2. Change printer paper at the right time. Printer paper should be changed once the colored streak appears on the corners of the paper. This streak indicates the end of the paper roll, and can diminish the legibility of the receipt. Train employees on the proper time to change printer paper.

3. Merchants keep the white copy. Always give customers the yellow copy of the sales receipt, it does not copy as well.

4. Carbonless paper must be handled carefully. Carbonless paper that is not stored, or handled carefully can result in blotches, marks, and scratches on the paper. These marks appear black when photocopied, and could result in an illegible copy.

5. Ensure company information at the top the sales receipt does not interfere with the transaction information. Position company logos, and other information away from sales information.

6. Microfilm reduces the size of the original receipt. Reduced images can result in blurred, unreadable copies. Original receipts should be copied at the same time microfilm is taken.

Reduce copy requests and lost charge back disputes by maintaining point-of-sale equipment properly, and ensuring that all employees are trained on POS maintenance.