handling payments

Clare Hargreaves-Norris

Calculating and handling payments

NVQ Level 2 Beauty Therapy


Methods used to handle payments

Depending on the salon procedure you may be required to calculate the client’s bill and then deal with the payment. Quite often bills are prepared in advance so that you can quickly inform the client of the cost – thus saving time. You can quickly add up a client’s bill mentally or by using a calculator and then input the price into the till or computer. The system that you use will vary from salon to salon. You will need to have knowledge of the methods of payment accepted by the salon, to prevent any confusion when the client is ready to pay.


Security when handling payments

When taking payments and operating the payment point, it is important that you follow certain security procedures such as:

Never leaving the till drawer open. When the till is left unattended you must ensure that it

is locked and that you take the key with you. Not cashing up or banking at exactly the same time

every day, as someone may observe this practice and this would make you vulnerable to theft.

Using a password in order to access the information on the computer.

Using an authorisation number before you can operate the till, this ensures that only the till operator can access the till.


How to handle payments effectivley

Firstly, work out the total cost of the bill. Confirm with the client the treatment/product received

and the price to be charged. Establish the method of payment the client wishes to

use. Process the method of payment following the

guidelines outlined on the next slides. Always monitor the level of change as you process

each method of payment so that you are aware when you have low levels and need to organise change. This will ensure that the clients are not kept waiting whilst you search for change.


What are the different methods that people can

use to pay with?


Methods of payment

Cash

Methods of

payment

Payment card

Cheque

Voucher


Cash payment

This method of payment is accepted in all salons and is the most frequently used method of payment in beauty salons. When receiving a payment by cash you should:

Check to make sure that the money is valid. Repeat the amount received back to the customer. Place the money on the till/computer ledge whilst

calculating the change. Count the change out to the client as you place the

change in their hand. Place the money in the till/computer drawer and close it

straight away. Give the client their receipt and thank them for their

custom.


Invalid currencyYou may handle different types of invalid currency such as foreign money, out of date money or forged money. The first two types will be spotted easily by simply checking all of the money that you handle. When checking for forged notes you can check visually, feel the money or use a checking machine or pen. To check the money without the use of the machine or pen you should:

Hold the note up to the light and check that there is a water mark. Try to tear through the metallic strip - it should not tear. Feel the quality of the paper to make sure it feels correct. Check to see if there is anything suspicious about the colour and

images printed on the note.

After checking, if you are suspicious of the note the correct procedure to follow is to withhold the note and contact your supervisor. However, if you feel threatened by the situation you should return the note and ask for another method of payment.


Voucher

Most salons have their own specially designed gift voucher. Gift vouchers are purchased through the salon as a method of pre-payment. When selling a voucher you should follow the procedure outlined on the next slide to ensure that only valid vouchers are used.

Zen spa

13 Lower Street Bolton Lancashire BL7 8DY 01204 318901 Can not be redeemed for cash

Gi f t Cer t i fi cat e This certificate entitles

to

Number

Expires Authorized by

W ell living


Procedure for selling vouchers Note down the voucher number in the gift voucher

sales book. Make a record of the amount, or the service the

voucher has been issued for. Take down customer details, as this will safeguard

against clients claiming they have lost their voucher. Place the voucher in an envelope with the salon price

list. Process the payment for the voucher. Issue the client with their receipt and thank them for

their custom.


Procedure to follow when client pays with a voucher

Check the voucher details and number to ensure validity.

Cross off the voucher in the voucher sales book to make a record that the voucher has been used and is no longer valid.

Normally you will not enter payment into the till/computer, or you will use the voucher function on the till/computer.

The voucher should then be stamped or crossed through to prevent it from being re-used.

Place the voucher in the till/computer drawer.


Cheque

A cheque will normally have a spending limit and must be accompanied by a cheque guarantee card which will state the limit applied. The guarantee card is a safety measure designed to protect the business against the cheque bouncing.


Procedure to follow when client pays by cheque

1. Ensure the cheque details are correct by examining to see if:The date is correct.The cheque is made payable to the salon name.Words & figures written correspond with the numbers in the box.That the client signs the cheque in front of you and the signature is the same as the one on the guarantee card.The bank sort code number is the same on both the cheque and the guarantee card.The signature strip on the guarantee card has not been tampered with. It should feel flat to the touch and generally will have the bank logo running through it.The date on the guarantee card is valid – it’s not out of date.You should write the card number, your initials and the date on the back of the cheque.

2. Operate the payment point as usual, however most tills/computers will have a cheque payment button, which should be pressed.

3. Give the client their receipt and thank them for their custom.


Incorrect cheque completion

Any errors made when the customer completes the cheque such as incorrect date or amount, should be corrected and then initialled by the client. If the client’s signature does not match the guarantee card, ask the client for a further sample of their signature. Whilst the client is signing make sure that you are watching and that they cannot see the signature on the card as they may be copying. If you are still not satisfied, you should notify your supervisor and ask for another method of payment. If they feel necessary, they may wish to contact the police, again using discretion.


Invalid payment by cheque

A cheque payment could be invalid if: The cheque guarantee card was out of date. The details on the cheque guarantee card do not match

the cheque. The client is spending over their limit. The strip on the back of the card appears to have been

tampered with.

Depending on the situation, you would generally ask for another method of payment. If it appears to be a genuine mistake and you know the client your supervisor may give you authorisation to accept the cheque anyway. If you are suspicious at all, call your supervisor over who may decide to contact your local police station. However, you must ensure that the client is not suspicious or does not hear you. The procedure you follow will depend on the establishment rules.


Payment cards

There are two different types of payment cards that you may come across:

Debit card Credit card


Debit cards

A debit card such as Switch, Delta or Connect authorises the immediate debit of the amount from the client’s account.

It can also be used as a cheque guarantee card.


Credit card A credit card is a card such as Visa, Access, MasterCard or

Barclaycard. The customer will receive a monthly statement, which they

can choose to pay the balance in full or a certain amount. If they do not pay the balance in full, they will usually pay

interest on the amount outstanding, unless it is a 0% interest card.

A credit amount will be issued on this card and this is the maximum the client can spend. If the spending exceeds this limit, you must telephone the credit card company to gain authorisation to accept payment by the card.

The salon will usually have to pay a handling fee of 1.5-2% when processing a payment by credit card.


Checking that the card is valid

When receiving payment by card you should ensure the card details are correct by:

Observing the client signing the payment slip in front of you and checking that the signature matches the one on the payment card.

Checking to see that the signature strip on the card has not been tampered with. It should feel flat to the touch and generally will have the bank logo running through it.

Making sure the date on the payment card is valid – it should not be out of date.

Looking at the hologram, it should have a clear, sharp image.

Checking the title on the card i.e. Mrs, Mr should match that of the client.

Checking that the card number is not on the credit card warning list.


There are two different machines that can be used to process a card payment:

Electronic payment system

Imprinter


Processing payment with electronic machine

1. Swipe the card through the terminal on the electronic payment unit.

2. Follow the prompts offered by the machine, you will usually enter the amount first.

3. The machine will then produce the receipt.4. Ask the client to check that the amount is correct and

sign.5. Press yes to confirm that the signatures match (obviously

don’t press yes if you are suspicious in any way).6. Tear off the slip.7. Return the card and the top copy back to the client.8. Place the salons copy into the till/computer drawer.9. Thank the client for their custom.


Process payment using an imprinter

1. Write the sales details onto the voucher using a ballpoint pen to ensure it goes through to all 3 copies. Include the details of the purchase/treatment, date, and amount.

2. Place the card in the imprinter with the front facing upwards.3. Place the sales voucher over the card.4. Slide the handle over and back again to its original position, this

enables the imprinter to press onto the card so that the details will be copied onto the sales voucher.

5. Remove the voucher and check that the card details are now recorded on all copies of the voucher.

6. Ask the customer to check the details and sign the voucher.7. Check client’s signature & give them the top copy back with their

card.8. A copy of the voucher is kept by the salon and the other is sent to

the bank.9. You will have to enter the details into the till as normal and usually

press the card payment key. Place the sales slip into the till drawer.10. Give the client a receipt and thank for their custom.


Invalid payment by card

A payment by credit/debit card could be invalid if:

The card is out of date. The card is split or broken in any way. The client has spent over their limit the card

will not work.

Depending on the situation, you would generally ask for another method of payment.


Suspected fraudulent use of a payment card

The payment card could be forged or stolen if: It does not appear with a hologram or if it looks or feels

suspicious in any way. The signature strip on the back should be flat and will generally

have the bank logo running through it. If it is raised this would indicate that a new signature strip has been added.

The signatures do not match. The details on the card do not appear to match the client.

If you are suspicious at all you could contact the card line by the phone attached to the electronic payment system - you will have a written procedure to follow. If you do not have these facilities seek advice from your supervisor who may decide to contact the local police station. However, you must ensure that the client is not suspicious or does not hear you. You should also check your card-warning list to make sure that the card details do not match any cards on the list.

handling payments

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