Add a card terminal to take payments at the counter

If you have a Dejavoo card terminal on your counter, Gearboxly can send the amount to it for you. You open the repair order, tap Take a payment, then Charge on terminal. The customer taps, inserts or swipes their card, and the payment lands on the order by itself with the card type, the last four digits and the approval (auth) code.

You set this up once, on the Card payments page in Settings. It works with or without Stripe, which is what Gearboxly uses for card links you text to customers. The two are separate, so use whichever fits each sale.

The terminal, powered on and online

It needs to be switched on and connected to the internet.

The TPN

This is the 12-digit number that identifies your terminal with Dejavoo.

The Auth Key

A key Dejavoo uses to let Gearboxly talk to your terminal. Gearboxly calls it the SPIn Auth Key.

An owner sign-in

Only the shop owner can add or change a terminal.

A plan

The card terminal turns on once your shop is on a plan. During a free trial, Gearboxly shows a notice with a Choose a plan link instead.

1. 1In Gearboxly, go to Settings, then Card payments, and scroll to the Dejavoo card terminal section (or tap Counter terminal: Dejavoo at the top of the page).
2. 2Under Add your terminal, type a Name that makes sense to your staff, like Front counter.
3. 3Type the TPN. It should be 12 digits. Gearboxly's own hint says it is found in your iPOSpays portal under S.T.E.A.M, then Edit Parameters.
4. 4Type or paste the Auth Key. Tap Show if you want to check what you typed, and Hide to cover it again.
5. 5Leave Register ID empty unless your Dejavoo setup gave you one. It is optional.
6. 6Tap Save terminal. Gearboxly confirms with Terminal saved and reminds you to use Test connection.

Your terminal now appears in the Terminals list with its name, TPN and Register ID. The Auth Key is not shown. You will only see dots and its last two characters.

1. 1In the Terminals list, tap Test connection next to your terminal.
2. 2Wait a moment while it says Checking the terminal.
3. 3A good result reads Online: Terminal is online and ready. The time of the last test is shown next to it.

Testing does not charge anything. It only asks Dejavoo whether your terminal can be reached.

1. 1At the top of the Dejavoo card terminal section, switch on Use a card terminal on repair orders.
2. 2Tap Save.

Gearboxly confirms that the card terminal is on. The status in the corner of the section changes from Not connected to Connected, and Charge on terminal now shows in Take a payment on every repair order.

1. 1Open a repair order that has a balance.
2. 2Tap Take a payment.
3. 3Check the Amount. It starts as the full balance. Change it to take a partial payment.
4. 4In the Card terminal box, tap Charge on terminal. If you have more than one terminal, pick which one first.
5. 5The screen shows Sending to terminal, then Waiting for customer (tap or insert card). The amount appears on the terminal.
6. 6The customer pays on the terminal. When it is approved, you will see Approved with the card type, last four digits and auth code, and the order opens on its invoice tab.

The payment is added to the order like any other payment, so the balance, the invoice and the order status update by themselves. Open the Payments card on the order to see it listed as a terminal card payment.

Declined

The card was declined. Tap Try again, or take another card or another way to pay.

Cancelled on the terminal

Someone cancelled on the terminal screen. Nothing was charged. Tap Try again when the customer is ready.

The customer did not tap or insert a card in time

The terminal waited and gave up. Nothing was charged. Tap Try again.

Partially approved

The card only covered some of the amount. Gearboxly records what was actually paid and tells you to take the rest another way.

Could not confirm the result

Gearboxly could not tell if the charge went through. Check the terminal's last transaction before charging again. If you try again, Gearboxly asks you to confirm with Charge anyway, so you never double charge by accident.

Approved but not recorded

The card was charged but the payment could not be saved on the order. Gearboxly says so and asks you to record it by hand.

The terminal is offline. Turn it on, check its internet connection, then try again.

Power on the terminal, make sure it shows it is online, then tap Test connection again. A status such as Credentials accepted, but the terminal is offline also means the terminal is off or has lost internet.

Dejavoo did not recognise this terminal (TPN, Auth Key or Register ID)

One of the three is wrong. Tap Edit on the terminal, check the TPN against your Dejavoo account, retype the Auth Key, and remove the Register ID if you were not given one. Save, then test again.

Dejavoo does not know this TPN

Check the TPN for a typo and that you copied all 12 digits.

Save the terminal with its Auth Key first

No Auth Key is saved yet. Edit the terminal and enter it.

Unreadable, enter it again

Shown in the Auth Key row when the saved key cannot be read. Tap Edit and enter the key again.

The terminal is busy with another transaction

Finish or cancel what is on the terminal screen, then try again.

Could not reach Dejavoo

A short internet problem between Gearboxly and Dejavoo. Wait a minute and try again.

Owners and managers can undo a terminal payment from the Payments card on the repair order.

Void on terminal

Cancels the charge before it settles. This works on the day of the payment only, before the terminal closes its daily batch. Gearboxly asks you to confirm, then marks the payment Voided.

Refund on terminal

Sends money back to the card. Use this the day after, or whenever a void is no longer possible. Gearboxly asks how much to refund (up to what is left on that payment). The customer may need to tap or insert the same card on the terminal.

If part of a payment has already been refunded, Void is no longer offered. Refund the rest instead.

In the Terminals list, tap Edit to change the name, TPN or Register ID. Leave the Auth Key blank to keep the saved one, or type a new one to replace it. Tap Remove to take a terminal off your shop. Payments already taken stay on their repair orders.

To switch the terminal off for the whole shop without deleting it, turn off Use a card terminal on repair orders and tap Save.

Stored encrypted

Your Auth Key is saved encrypted. Gearboxly never shows it again after you save it, only its last two characters.

Card numbers stay on the terminal

Customers enter their card on the terminal. Gearboxly only keeps the card type, the last four digits and the auth code.

Who can do what

Only owners can add, edit, test or remove a terminal. Owners, managers and front desk staff can take a payment on the terminal. Owners and managers can void or refund.

Can I add more than one terminal?

Yes. Tap Add a terminal and give each a clear name. When a shop has more than one, Take a payment lets staff pick which terminal to use.

Can I take a partial payment?

Yes. Change the Amount before you tap Charge on terminal.

What about tips?

Gearboxly sends the order amount to the terminal. If your terminal is set up to ask for a tip and reports one, it is noted on the payment.

Does the terminal print a receipt?

Gearboxly does not ask the terminal to print. Print or share the invoice from the repair order instead.

What does it cost?

Gearboxly does not set your card processing fees. They come from your Dejavoo or processor agreement, so check with them.

Do I need Stripe too?

No. The terminal works without Stripe. Stripe is only for card links you text to customers.

Why can I not switch it on?

Your shop is probably still on its free trial. Choose a plan under Billing and the switch unlocks.