In the world of digital transactions, card authorization plays a pivotal role in ensuring secure and seamless payments. Whether you’re running an e-commerce store, a brick-and-mortar business, or a service-based enterprise, understanding the ins and outs of card authorization is crucial. In this comprehensive guide, we’ll dive deep into the concept of card authorization, its importance, and how card authorization works behind the scenes.
Table of Contents
What is card authorization?
At its core, card authorization is the process of verifying whether a customer has sufficient funds or credit available to complete a transaction. When a customer presents their credit or debit card for payment, either online or in-person, the merchant sends a request to the card issuer to authorize the transaction.
It’s important to note that card authorization doesn’t immediately deduct the funds from the customer’s account. Instead, it reserves the amount, ensuring that the customer has the necessary funds to cover the purchase. This reservation of funds is a critical step in the card authorization process.
Related Read: What Is Authorization? A Simple Guide to How It Works
Why is Card Authorization Important?
- Fraud Prevention: By verifying the authenticity of the card and the availability of funds, card authorization helps prevent fraudulent transactions.
- Securing Transactions: Authorization ensures that the customer has sufficient funds or credit to complete the purchase, reducing the risk of chargebacks and disputes.
- Compliance: Card authorization is a mandatory step in meeting payment industry regulations and security standards, such as PCI-DSS.
How does card authorization work?
Let’s break down the card authorization process into simple steps:
- The customer presents their card details or swipes/taps the card at the point of sale.
- The merchant sends the transaction request to their payment gateway or processor.
- The card issuer verifies the availability of funds, runs fraud checks, and either approves or declines the transaction.
- If approved, the amount is reserved (but not yet deducted) from the customer’s account.
It’s crucial to understand that the actual deduction of funds happens later during the “settlement” process, which we’ll discuss in more detail later.
What is capturing?
After a transaction is authorized, the next step is capture. This is when the merchant sends a request to their acquirer to collect the previously approved funds from the customer’s account.
The timing of capture can vary depending on the type of business:
- For most retail transactions, capture happens automatically within a day or two of the sale.
- In industries like hospitality or car rental, merchants may delay capture until the final bill is determined (e.g. after you’ve checked out of a hotel or returned a rental car).
Merchants also have the option to capture a different amount than what was initially authorized. This is common in situations where:
- A customer adds a tip to their bill after the original authorization.
- The final purchase amount is lower than the authorization hold (like at petrol stations or hotels).
- A customer cancels part of an order or requests a partial refund.
By separating authorization and capture, merchants gain more flexibility in managing payments and ensuring they only collect funds for the actual amount owed.
What is settlement?
Settlement is the final stage of the card payment process, where the merchant receives the authorized funds in their merchant account. The settlement timeline can vary depending on the type of business:
- Small retailers often have instant settlement, meaning they receive the funds immediately.
- Industries like airlines and hotels may have a settlement period of a few days due to the nature of their operations.
Delays in settlement can sometimes lead to authorization holds on the customer’s account.
What is a credit card authorization form?
In some situations, merchants may need to obtain written permission from a customer to charge their card. This is where credit card authorization forms come in.
A credit card authorization form is a document that allows a cardholder to authorize a merchant to charge their card for a specific amount or purpose. These forms are commonly used for:
- Recurring payments or subscriptions
- Reservations or bookings that require a deposit
- Large purchases that will be charged at a later date
The form typically includes:
- The cardholder’s name, card number, and billing address
- The merchant’s name and contact information
- The amount or range of charges being authorized
- Any terms and conditions related to the charges
- The cardholder’s signature and date
By obtaining a signed authorization form, merchants can protect themselves from chargebacks and disputes down the line. However, it’s important to handle these forms securely and comply with PCI-DSS (Payment Card Industry Data Security Standard) to protect sensitive card data.
Are credit card authorization forms safe?
When used correctly, credit card authorization forms are generally safe. However, there are certain risks associated with mishandling sensitive card information. To ensure the safety of credit card authorization forms, follow these best practices:
- Use secure payment gateways instead of manually storing card details.
- Ensure compliance with PCI-DSS standards to protect sensitive card data.
- Opt for digital forms over physical paperwork to minimize the risk of fraud.
What is a card authorization hold?
A card authorization hold, also known as a pre-authorization, is a temporary hold placed on a customer’s funds before the final charge is processed. This practice is common in industries such as:
- Hotels
- Car rentals
- Gas stations
The hold amount is typically higher than the actual transaction amount to account for potential additional charges. Once the final transaction is processed, the hold is released, and the actual amount is captured.
Why does card authorization fail?
There can be various reasons why a card authorization request might be declined:
- Insufficient Funds: The customer’s account lacks the necessary funds to cover the transaction amount.
- Expired or Incorrect Card Details: The provided card information is outdated or inaccurate.
- Suspicious Activity: The issuing bank detects unusual spending patterns and flags the transaction as potentially fraudulent.
- Technical Issues: Problems with the payment processor or network can lead to authorization failures.
If a card authorization fails, merchants can take steps such as retrying the transaction, asking the customer to check with their bank, or offering alternative payment methods.
Conclusion
Understanding the intricacies of card authorization is essential for businesses looking to streamline their payment processes and provide a smooth customer experience. By grasping the key concepts of authorization, capture, and settlement, merchants can effectively troubleshoot payment-related issues and minimize declined transactions.
Stay informed about industry best practices, such as card tokenisation, to enhance security and reduce the risk of fraud. By prioritizing secure payment practices, businesses can build trust with their customers and foster long-term relationships.
Frequently Asked Questions (FAQs):
1. How long does a card authorization hold last?
The duration of a card authorization hold varies depending on the issuing bank and the merchant’s policies. Typically, holds can last anywhere from a few days to a couple of weeks.
2. Can a merchant charge my card after authorization is cancelled?
No, a merchant cannot charge your card once the authorization has been cancelled. If they attempt to do so, the transaction will be declined.
3. Why do hotels and car rentals place higher authorization holds?
Hotels and car rental companies often place higher authorization holds to cover potential additional charges, such as room service, minibar usage, or fuel costs. The actual amount charged will be adjusted upon checkout or return of the vehicle.
4. What should I do if an authorization hold isn’t released?
If an authorization hold remains on your account for an extended period, contact the merchant first to inquire about the status of the transaction. If the issue persists, reach out to your card issuer for assistance.
5. Can I dispute a card authorization charge?
Yes, you have the right to dispute a card authorization charge if you believe it is fraudulent or incorrect. Contact your card issuer to initiate the dispute process.
6. Can merchants manually remove a card authorization hold?
In most cases, merchants cannot manually remove an authorization hold. The hold will typically be released automatically by the issuing bank after a certain period or when the final transaction is processed.
7. How do I know if my payment was authorized but not settled?
If your payment was authorized but not settled, you will see a pending transaction on your account statement. The funds will be reserved but not yet deducted from your available balance.
8. Does card pre-authorization affect credit card limits?
Yes, card pre-authorization holds can temporarily reduce your available credit limit. The held amount is considered part of your credit utilization until the hold is released or the final transaction is processed.
9. How do businesses handle failed authorization transactions?
Businesses can handle failed authorization transactions by implementing strategies such as:
- Retrying the transaction
- Requesting alternative payment methods
- Verifying card details with the customer
- Investigating the reason for the decline using the provided error codes
