Operator guide

Take every payment with confidence.

Follow the exact SSC Pay workflow for card sales, payment links, split tenders, refunds, voids, and declined payments.

Choose a transaction See the safety rules

Current transaction Approved

Card payment

$42.85

POS statusConnected

TenderCredit card

Now click Finish in the POS

Quick start

The same three checks, every time.

SSC Pay works beside your point-of-sale system. It reads the selected tender and amount, but you stay in control of completing the sale.

Start in the POS

Build the sale or return and select the correct tender. Confirm the amount on the POS screen first.

Match the amount

Check that SSC Pay shows the exact credit-card or Text2Pay amount you intend to collect or refund.

Wait for the result

Complete the matching POS transaction only after SSC Pay displays the final approved or paid result.

All transaction types

What are you doing today?

Choose the path that matches the customer’s payment. Each path ends with the result you must see before finishing in the POS.

Transaction 01

Card-present sale

The customer is paying at the in-store terminal.

Use for credit or debit at the terminal

In the POS, open the payment screen and enter the amount under Credit Card.
Confirm SSC Pay shows Credit Card and the exact amount due.
If auto-send is enabled, the request starts automatically. Otherwise click Send to Terminal once.
Ask the customer to follow the terminal prompts and wait for PAYMENT APPROVED.
Verify the approved amount, then click Finish in the POS.

Done when: SSC Pay shows PAYMENT APPROVED—not merely sent or processing.

Transaction 02

Text2Pay

Send a secure remote payment link by text, email, or both.

Use when the customer is paying remotely

Choose the Text2Pay tender in the POS. SSC Pay may open Text2Pay automatically; otherwise click Text2Pay.
Confirm the amount, then enter the customer name and either a 10-digit U.S. mobile number, an email address, or both.
Select Text, Email, or Text + Email. Add an invoice number or helpful description.
Click Send Text2Pay once. The request will appear under Pending / History.
If the customer is not present and you do not expect payment within a few minutes, place the transaction on hold in the POS. If the customer is paying immediately, you may keep the transaction open while you wait.
When the customer completes payment, SSC Pay displays a confirmation popup acknowledging the payment.
For a held sale, recall the transaction in the POS and click the Text2Pay button. SSC Pay will recognize the matching paid transaction.
Match the customer and amount, confirm SSC Pay shows TEXT2PAY PAID, and click Finish in the POS.

Customer paying later? Send the link, place the POS transaction on hold, and serve the next customer. Recall and finish the held transaction only after the SSC Pay payment-confirmation popup appears.

Important: “Text2Pay sent” is not payment. Never finish the POS sale while the link is Pending or Unknown.

Transaction 03

Split tender

Part of the total is on a card; the remainder uses another tender.

Use for card + cash, check, or another POS tender

In the POS, assign only the portion being charged to the card under Credit Card.
Confirm SSC Pay shows the card portion, not the full sale total.
Send that amount to the terminal and wait for PAYMENT APPROVED.
Complete the remaining tender in the POS according to your normal store procedure.
Finish the sale only after every tender balances to the full amount due.

Example: On a $60 sale with $20 cash and $40 card, SSC Pay should display $40.00.

Transaction 04

Full or partial refund

Return card funds against the original approved SSC Pay sale.

Use for a card return linked to an original sale

Start the return in the POS and enter the refund under Credit Card. SSC Pay must detect a negative card amount.
In SSC Pay’s RETURN DETECTED section, click Search Transaction Log.
Select the original approved sale. Confirm the customer, original amount, and remaining refundable balance.
Click Send Linked Card Refund once and wait for the final terminal result.
Only after SSC Pay shows REFUND APPROVED, click Finish in the POS return.

Safeguard: SSC Pay does not allow blind refunds. A refund cannot exceed the selected sale’s remaining refundable balance.

Transaction 05

Void transaction

Cancel the currently available eligible card transaction.

Use only when an eligible recent sale must be cancelled

Confirm the sale you intend to cancel is the transaction currently available in SSC Pay.
Open More Actions and choose Void Transaction.
Wait for SSC Pay to return the final result. Do not assume the void succeeded because the request was sent.
Reconcile the result in Transactions or the Payarc Dashboard before correcting the POS record.

If Void is unavailable: SSC Pay does not have an eligible original sale loaded. Do not substitute a refund without following your store’s return policy.

Transaction 06

Declined, cancelled, or timed out

The payment did not reach a final approved state.

Use whenever SSC Pay does not show approved or paid

Do not click Finish in the POS and do not hand over goods as paid.
Read the SSC Pay result: Declined / Not Approved is final; Pending / Timeout / Unknown needs status verification.
Check Transactions or the Payarc Dashboard before attempting the same charge again.
If no approval exists, ask for another payment method or start a fresh card attempt according to store policy.

Avoid double charges: Never resend simply because the terminal is slow. Verify the first attempt’s status first.

Read the screen

Know what each status means.

The final status—not the customer’s claim, a spinning terminal, or a sent message—determines your next step.

Waiting

SSC Pay is ready but has not detected a supported payment tender and amount.

Sent / Processing

The request reached the terminal or customer. Keep waiting; payment is not complete.

Pending / Unknown / Timeout

The final result is not confirmed. Check status or transaction history before retrying.

Approved / Text2Pay Paid

Match the customer and amount. You may now finish the corresponding POS transaction.

Declined / Not Approved

Do not finish in the POS. Ask for another payment method or begin a new attempt.

Refund Approved

The linked card refund succeeded. Finish the matching POS return manually.

Find and reconcile

Look up transactions and review reports.

Use Transactions to investigate one payment. Use Reports to review totals, activity, and trends across a selected period.

One payment

Transaction Log

Find a sale, refund, Text2Pay payment, or unsuccessful attempt.

From the SSC Pay home screen, click Transactions.
Choose a filter: All Operator Activity, Card Present Sales, Refunds, Text2Pay, or Declined / Failed.
Use the search box to enter an amount, customer name, transaction ID, auth code, or message.
Click Refresh if the payment or latest status is not yet visible.
Review the complete row and match multiple details before acting on it—especially before a retry or refund.

TimeTypeAmountCustomer StatusTransaction IDAuth codeRefund status

Best practice: Search by transaction ID when available. It is the most precise way to distinguish payments with the same amount.

Totals and activity

Reports

Review SSC Pay sales and refunds by date, workstation, and payment type.

From the SSC Pay home screen, click Reports.
Select Today, Yesterday, Last 7 Days, This Month, or a custom date range.
Choose the workstation view and payment type you want to review, or leave the filters set to all.
Review Gross Sales, Linked Refunds, Net Sales, Transaction Count, declines, and pending transactions.
Use Daily Totals for a day-by-day summary and Transaction Detail to inspect individual payments.
Click Refresh for current information or Export CSV to save the displayed report.

Card Present SalesText2PayLinked Refunds Declines / Not ApprovedPending Transactions

Reconciliation tip: Investigate pending and not-approved activity before relying on the net total or retrying a payment.

Scope: SSC Pay Reports contain sales and refunds recorded in SSC Pay transaction activity only. Use the Payarc Dashboard and your normal accounting or POS reports when you need processor settlement or broader store reporting.

Protect every transaction

A 10-second cashier check.

These habits prevent the most common incomplete payments, duplicate charges, and incorrect refunds.

Always

Match the SSC Pay amount to the card or Text2Pay amount in the POS.
Wait for a final Approved, Text2Pay Paid, or Refund Approved message.
Match the customer and amount before completing a remote payment.
Use the original approved sale for every full or partial card refund.
Verify transaction history before retrying an uncertain payment.

Never

Finish a POS sale because the request was merely sent.
Click Send to Terminal or Send Text2Pay repeatedly.
Trust “the customer says they paid” without a Paid result in SSC Pay.
Refund more than the original sale’s remaining card balance.
Finish a return after a refund is declined or still pending.

Quick answers

When something feels unclear.

SSC Pay shows the wrong amount. What should I do?

Do not send the payment. Return to the POS and correct the tender amount. Continue only when SSC Pay shows the exact amount you intend to charge or refund.

The customer received a Text2Pay link. Can I finish the sale?

No. A delivered link is still unpaid. If the customer is away or will not pay within a few minutes, place the transaction on hold in the POS. After the SSC Pay payment-confirmation popup appears, recall the transaction, click Text2Pay so SSC Pay can recognize it, verify TEXT2PAY PAID, and then click Finish.

The terminal timed out, but the customer thinks it went through.

Do not immediately resend. Check Transactions or the Payarc Dashboard for the first attempt. Retry only after you confirm there is no approval.

Can I issue part of a refund?

Yes. Enter the partial return amount as the negative Credit Card tender in the POS, select the original sale, and send the linked refund. SSC Pay blocks amounts above the remaining refundable balance.

Why can’t I select an original sale for a refund?

The sale may not be in SSC Pay’s transaction log, may not be approved, may already be fully refunded, or may not have enough remaining balance. Do not attempt a blind card refund.

Where can I look up a past payment?

Open Transactions in SSC Pay. Search by amount, customer, transaction ID, auth code, or message, and filter for card sales, refunds, Text2Pay, or declined and failed activity.