1. Purpose & Security Guidelines

To ensure the security of transactions and protect sensitive customer information, all phone payments must follow these strict guidelines:
✅ All transactions must be processed exclusively through MxMerchant.
✅ Employees must never write down credit card numbers or payment details on paper.
✅ Customers will receive a secure email link to enter their credit card information.
✅ The email will specify the payment amount, requiring customer approval before processing.

2. Processing Product Purchases

📌 Steps for Handling Product Payments Over the Phone:
1️⃣ Create an invoice for the product in Traxia.
2️⃣ Generate a matching invoice in MxMerchant for the same amount and save it.
3️⃣ Send the secure email link to the customer for credit card entry and approval.
4️⃣ Confirm the payment in MxMerchant once the transaction is completed.
5️⃣ Mark the item as "Sold" with a tag, indicating it has been paid for and is ready for pickup.

3. Processing Deposits & Marketing Fee Payments by Members

📌 Steps for Handling Member Payments:
1️⃣ Create an invoice in Traxia, ensuring separate line items for the deposit and marketing fee.
2️⃣ Send the secure email link to the member for credit card entry and approval.
3️⃣ Once payment is received, the Manager on Duty (MOD) must log into Traxia under the member’s profile to finalize the payment.

4. Compliance & Accountability

✅ All employees must follow this process to ensure secure transactions.
✅ Failure to comply may result in:

• Compromised payment security and potential fraud risks.
• Incorrect transaction processing, leading to delays or financial discrepancies.
• Disciplinary action for violating payment security protocols.

🚨 Managers will oversee compliance and address any issues accordingly.

5. Summary: Key Takeaways

✔ All phone payments must be processed through MxMerchant—never recorded manually.
✔ Customers/members will enter their payment details via a secure email link.
✔ Invoices must be correctly created in both Traxia and MxMerchant before processing payments.
✔ MODs are responsible for ensuring payments are properly applied to member profiles.
✔ Following this process safeguards payment security and ensures smooth transactions.

By adhering to this structured policy, Westside Market upholds secure, accurate, and efficient phone payment transactions. Thank you for your cooperation!