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@chargebackpreventionguide
A chargeback occurs when a cardholder disputes a transaction after purchasing goods or service that fails to match its description. Not all of the cardholder’s disputes result in a chargeback. Start your project with us. We’d love to work with your business. Reach out to us at our toll-free number- +1 855-465-4723 or visit https://www.chargebackexpertz.com/.
Rescuing Your Business From Chargebacks!!!
What are Chargebacks?
The chargebacks are disputed transactions, which take place between a merchant and a customer. A chargeback is a security, provided to consumers to protect them from unauthorized transactions.
A chargeback happens when a cardholder calls his card issuer to dispute a charge on his account. If your customer files a dispute, you’ll get a notice from your acquiring bank that a chargeback is pending. You can either accept it or request it.
When a chargeback is received, you will get a chargeback reason code from the issuing the bank that gives a reason for the dispute.
How to manage Chargebacks
Some of the preventive measures to manage chargebacks are:
•Case Understanding: There should be a proper method to understand the case and strategize to eliminate it in the future.
•Merchant Error And Elimination: The merchant error is the biggest culprit in this situation because, if a chargeback has occurred due to the merchant’s error, then there is no way he is on a winning side of the case. Avoid silly mistakes and charging the same customer more than once for a single trade.
•Create An Authorization Request: Cancel any of the transaction that ends up stating ‘denied’ message. Always go by the rules that are set by the banks, it would be more than helpful to manage your chargebacks.
•Get Your Team Ready For Worst: The best training should be given to the chargeback management team, to handle the queries and disputes aggressively. There are lots of questions of a potential chargeback prone customer as they’re irate. Handling their queries responsibly may help you in chargeback prevention.
ChargebackExpertz
Chargeback Expertz gives you wings to fight individually and gives proper chargeback management tools and kit. Call us now PHONE: +1 855-465-4723
EMAIL: [email protected]
Amex Reason Code- C32 - Goods or Services you Purchased are Defective
Issuing bank received the complaint from the customer that goods or services he purchased are defective, damaged or not fit the expectation of the customer. Customer claims that policies explained verbally by the merchant during purchase were different and that what he received was different than expected.
Some Causes
Wrong merchandise/goods sent to the cardholder.
During shipment, goods got damaged.
The goods or services were described inaccurately.
The services purchased by the cardholder weren’t canceled on time.
The services did not perform as it was described.
The returned merchandise was not accepted by the merchant.
The returned merchandise accepted but merchant did not issue a credit to the cardholder.
Counterfeit consumer goods.
Necessary Evidence
If goods were returned or services were canceled, the merchant must provide the bank with all the information or evidence of the refund.
If the merchant hasn’t received the returned goods or the cardholder has not canceled the service, inform the bank. The cardholder must make a valid effort to return merchandise or cancel the service. The merchant must ensure that the incoming shipments are recorded to later verify.
If the cardholder’s complaint is legal and the merchant has received the goods, but have not refunded the amount, he must accept the chargeback. Do not process a credit until the chargeback has performed this function.
If the goods were accurate and as described, provide the merchant bank with specific information and invoices to deny the cardholder’s claims.
If merchandise was damaged and it was returned, provide evidence that it was repaired or replaced.
How to do Prevention?
Make sure that the policies regarding the merchandise or services are explained clearly, these should be delivered in the manner they are supposed to be delivered or as mentioned in terms and policies.
Make sure that orders are placed correctly and arrived perfectly. It must be reviewed and checked regularly during the delivery process.
The staff must be trained from time to time on how to accurately file an order.
The buyers must be notified of every cancellation request, credit or refund in order to reduce the possibilities of chargebacks.
Related Example-
Linda bought few beauty products online, however, upon arrival she finds few broken pieces in her kit. She decides to return the kit but the time passes by and she forgets to return it on time. She speaks to the merchant if she would be refunded or allowed to return the product after the dues date. Merchant refuses as the policy doesn’t accept returns after 30 days. Linda finds it difficult to use the product as decides to dispute the transaction in the hope of winning the chargeback under the Reason Code C32: Goods/Services Damaged or Defective
How to respond to dispute? https://www.chargebackexpertz.com/3-tips-overcome-tricky-credit-card-disputes/
MasterCard Chargeback Reason Code 4849 - Questionable Merchant Activity
Description
Mastercard has been issued a global liability shift program for ecommerce transactions. A chargeback is filed for this reason when an acquirer bank processed a transaction for a credit card accepted and later recognized in the list of Mastercard violation.
Most Common Causes
The merchant:
The transaction falls under the Global Security Bulletin of Mastercard.
The acquirer name, acquirer ID, merchant name and its location are listed in the Global Security Bulletin under Global Merchant Audit Program (GMAP).
The issue is not resolved within the time frame specified in the procedure manual and in security rules.
The issuer did not report the transaction under SAFE within the time frame.
The transaction is not processed within the specified period in merchant agreement.
Evidence Required
If the first chargeback was correct and the acquirer bank failed to change the dispute properly, the issuer may continue the chargeback with the same reason code originally processed.
If the acquirer bank lost data file requested submit the form found in the back of the procedure manual and security rules.
If the situation requires any other reason, the issuer must process the arbitration chargeback using the proper reason code.
Prevention
Process all the transactions at hybrid terminals.
If found counterfeit fraud reports it to SAFE product user guide of Mastercard.
Keep a record in a chip transaction and authorization message request should be approved by the issuer.
The time frame for these chargebacks is 120 calendar days from the Global Security Bulletin publication date.
If you’re looking any kind of information Chargeback Reason Code. You’re in the right place. Get more information visit website – Chargeback Reason Code
Exceeds Floor Limit – Not Authorized and Fraudulent Transaction - RC 4847
Merchant was unable to verify the authorization code of the transaction at the time of purchase. A card-not-present transaction occurs when cardholder files a complaint that he/she neither participated nor authorized a particular charge. A card-not-present transaction occurs on a fictitious account number on which owner’s authorization was not obtained. Telephone sales, mail-order, Internet/online sales, monthly subscriptions, recurring and prepayment transactions are examples of card-not-present transactions. Mostly this situation occurs when someone fraudulently uses someone else’s credit card and processes card-not-present transaction without the consent or permission of the cardholder. Sometimes, cardholder does not recognize a card-not-present transaction on his statement because of the invisible, unclear or confusing merchant or product name.
Most Common Causes
POS device was not authorized for strip-read, online and face-to-face transactions, but only card-read or key-recorded transactions.
The transaction was not approved.
The card provided a service code of X2X (Positive Online Authorization-Only), but the transaction was not approved.
The transaction amount passed the limit from the floor limit that was installed by MasterCard at the time of purchase and was not approved.
The authorization request was denied or the transaction was made by an expired card.
If not authorized by Technical fallback and CVM fallback transactions.
The merchant processed a fictitious account number on which card owner’s authorization was not obtained.
The merchant processed a transaction card owner did not participate in.
The transaction is processed on the invalid card using an account number.
A family member ordered from the primary cardholder’s account without his permission.
It is also caused by the owner of the card not able to recognize purchase on the billing statement.
Evidence Required
The merchant should provide the document that business did not need to authorization.
The merchant may present the document that the cardholder obtained authorization for the transaction amount.
Providing the amount that was authorized, authorization approval code, and the date of the authorization the merchant should document the incomplete authorization
The transaction was below the issued floor limit and there was communicate failure to buyer or failure to POS device at the time of buying, the merchant should present document.
Prevention
Make sure to obtain an authorized approval for all the e-commerce and recurring transactions regardless of the dollar amount. Read back the account number, especially for transactions made via phone. Always verify account number so that there are no errors or misunderstandings. Get more information you can visit the website – www.chargebackexpertz.com
MasterCard Chargeback RC - Account Number Mismatched https://www.chargebackexpertz.com/mastercard-reason-code-4831/
Chargeback Reason Code - 4831- Account Number Mismatched
The buyer’s bank found incorrect transaction amount or account number mismatched with the posted information with them and the information on the order receipt. The transaction was processed with the incorrect account number, incorrect transaction amount and/or had an error while calculating transaction amount without cardholder’s permission or the merchant altered amount after the order was processed without notifying to the cardholder.
Most Common Causes If the merchant
Entered wrong account number.
Entered wrong transaction amount for that particular transaction.
Altered the amount after getting the signature from the customer.
Made a mistake while calculating the amount.
Exchanged the amount after completing the transaction without taking permission from the cardholder.
Increased the transaction amount without getting any consent from the cardholder.
Evidence Required
Provide documents to the acquirer bank describing the product, the transaction amount and the account number on the order receipt are same as acquired information.
Accept the chargeback, if account number or transaction amount is different from the order receipt and the information posted.
If disputed chargeback for the incorrect transaction amount, the merchant should process a new transaction within 30 days from the original date, however, if chargeback already has performed its function never issue a refund for that particular transaction.
No action needed if the customer dispute chargeback for the incorrect amount.
Prevention
If the business accepts cards, swipe it or manually enter the account number, however, make sure that the account information is used from the face of the card on the order receipt.
Ensure to use a standard printer to print the order receipt.
If the cardholder has signed an order receipt, the merchant should not exchange or alter it.
If chargeback was imposed on an incorrect amount, the merchant must try to communicate with cardholder to adjust the order receipt to show up the correct amount.
Compare the key-entered to make sure that the transaction information typed is accurate.
Common Examples Linda went grocery shopping and swiped her card to make the purchase. She didn’t realize and hit the option “yes” to the question if the amount was correct. Later she tallies her bill and cross-checks the amount to find out that ten more dollars have been added to the bill. She, therefore, goes ahead and disputes the charge with the help of her bank under the Reason Code 4831: Transaction Amount Differs
MasterCard Chargeback Reason Code - Account Number Not on File
When the charged credit card number doesn’t match to the actual card number used by the buyer bank. If the merchant provides documentation such as the print of the credit card showing accurate credit card number, magnetic stripe reading evidence and authorization or proof of credit issued, the chargeback may be reversed. Carefully recording the card number, properly entering key or swiping the card through the terminal can reduce chargebacks.
Most Common Causes
The transaction was lesser than the applicable limit and authorized offline by the chip. The Cardholder Verification Method (CVM) provides pin signature or doesn’t flash anything if recognized by the card parameters. As revealed by Investigation, if appropriate account number was not entered on Electronic Warning Bulletin as prior to the payment to the merchant. If transaction recognized and authorized as a non-face-to-face sale and primary presentment was submitted using the correct account number. If transaction processed using the retired account number and later received an authorization.
Evidence Required
Copy of printed Transaction Information Document. The merchant bank must provide adequate documentation to verify the presence of the card for the transaction that occurred at the point of Interaction (POI) terminal, which was not authorized at the point. If payment was made for an emergency, verify that the transaction was authorized, print authorization screen.
Prevention
Always check the exclusion file before completing transactions below the floor limit. Most point of sell-out terminals automatically verifies the exclusion file when the card is swiped and the amount is entered. Merchant must verify with the acquirer to make sure their transaction-processing system automatically verifies the exclusion file for the under-floor-limit transactions and inform the sales staff to request for an approval if they are ever in suspicion of a transaction. Exclusion File transactions for the floor limit should be zero. All transactions require approval, regardless of the amount.
Common Examples
Linda checks her account once in a while. She does one day to find out a large amount of charge on her account that she doesn’t recognize at all. She calls the merchant through the descriptor and explains the situation. The merchant checks her information to find out that her account was mistakenly charged due to manual error and that she isn’t the person who bought services from them. Linda, therefore, disputes the charge under the Reason Code 4812: Account Number not on File
MasterCard Chargeback Reason Code 4842 – Late Presentment
Description
MasterCard uses reason code 4842 for late presentment chargebacks if the cardholder’s account is permanently closed and the acquirer presents transaction after one of the predetermined time limits. Such situations arise the sales receipt is not collected from the acquirer within the time limit specified in merchant’s guideline or agreement.
Usually time limit is 180 calendar days from the transaction date.
Action Taken Transactions completed with electronically recorded card information (card-read or key-entered) Applicable Region All U.S. merchants Late Presentment More than 7 calendar days after the transaction date
Processing a credit card transaction involves multiple entities as well as four distinct stages: authorizing, batching, clearing and funding.
Most Common Causes
Limited time reversal rights. Allowed only if credit was issued. If proof can be presented that the sale was processed within the allotted time limit. The transaction amount was deposited on time. If the amount was deposited within the required time limit, provide your processor with a copy of the sales receipt to be represented to the card issuer. The transaction was deposited late and the account was closed. If the transaction was not deposited within the specified time limit and the account was closed, then the merchant should accept the chargeback. Do not issue a credit at this time.
Evidence Required
Transaction acknowledgment deposited within time limit: If the transaction acknowledgment was deposited within the time limit specified by your acquirer bank, ask your acquirer bank to forward a copy of the acknowledgment to the card issuer.
Prevention
Deposit order receipt with your acquirer as soon as possible, preferably on the day of the sale or within the time limit specified in the merchant agreement. Complete payment batches as immediately as possible. Process transactions within 180 days of the original purchase.
What is Merchant Response -
If the sales receipt was deposited the frame, ask your acquirer to forward a copy of the receipt to the card issuer. If the sales receipt was not deposited 180 days of the transaction date and the cardholder account has been closed, accept the chargeback. Get more information about Late Presentment and You ask any question related this blog. For more details go to the site - www.chargebackexpertz.com
VISA Reason Code 4807 - Warning Bulletin File
https://www.chargebackexpertz.com/advantages-of-a-chargeback-processing-company/
Visa Chargeback Reason Code 81 - Fraudulent Transaction – Card Present Environment
The bank received an order receipt where an important information is missing, which indicates a fraud. The situation where either order receipt does not contain cardholder’s signature or clear print of the face of the credit card. Situation where cardholder neither permits to charge nor participates in the transaction.
Most Common Causes
The merchant did not swipe the card by a magnetic-stripe reader neither inserted the card into a chip terminal.
The merchant did not take a manual print of the account information on the face of the card on order receipt for a key-entered transaction.
The merchant processed the transaction without the approval of both PIN and/or cardholder’s signature.
Completed a card-present transaction without obtaining the cardholder’s name and signature on the order receipt.
Evidence Required
For a card present transaction and one or more key entered a transaction, provide valid imprint and cardholder’s signature or PIN. Provide evidence that all transactions happened during the same stay, period or trip.
If the account information was taken from the card’s magnetic strip, the merchant should send authorization record to the issuer as proof that the card’s magnetic strip was read. Also, provide a copy of the order receipt with cardholder’s signature.
If the account number did not match the magnetic strip or obtained manually, accept the chargeback.
If the account number was manually printed on the order receipt, provide a copy of it with cardholder’s signature in order to reverse the chargeback.
If the cardholder’s signature is not there on order receipt for a card-present transaction, accept the chargeback.
Prevention:
The transaction should meet the criteria for Card Verification Value 2 (CVV2) as an Imprint.
The field sales staff should have manual imprinters or electronic terminals that can read the card’s magnetic strip if merchandise is sent or services delivered to the customer’s place.
If the merchant is receiving a huge volume of chargebacks for this Reason Code, there is a potential for ongoing fraud. Merchant must checkpoint of sale terminals and the staff’s involvement in such activities.
The merchant should always keep records of the credit card account information on the order receipt by swiping the card through the terminal to get the account information from the magnetic strip.
If the merchant uses a manual printer, make sure the information on the face of the credit card is matched with other transaction information to prove the card was present at the time of order.
Get more information visit website – www.chargebackexpertz.com
Incorrect Transaction Amount or Account Number or Invalid Adjustment - RC -80
The buyer’s bank found incorrect transaction amount or account number mismatched with the posted information with them and the information on order receipt. The transaction was processed with incorrect account number, incorrect transaction amount and/or had an error while calculating transaction amount without cardholder’s permission or the merchant altered amount after the order was processed without notifying to the cardholder.
Most Common Causes If the merchant:
Entered wrong account number.
Entered wrong transaction amount for that particular transaction.
Altered the amount after getting the signature from the customer.
Made a mistake while calculating the amount.
Exchanged the amount after completing the transaction without taking permission from the cardholder.
Increased the transaction amount without getting any consent from the cardholder.
Evidence Required
Provide documents to the acquirer bank describing the product, the transaction amount and the account number on the order receipt are same as acquired information.
Accept the chargeback, if account number or transaction amount are different from the order receipt and the information posted.
If disputed chargeback for incorrect transaction amount, the merchant should process a new transaction within 30 days from the original date, however, if chargeback already has performed its function never issue a refund for that particular transaction.
No action needed if the customer dispute chargeback for incorrect amount.
Prevention
If the business accepts cards, swipe it or manually enter the account number, however, make sure that the account information is used from the face of the card on the order receipt.
Ensure to use a standard printer to print the order receipt.
If the cardholder has signed an order receipt, the merchant should not exchange or alter it.
If chargeback was imposed on an incorrect amount, the merchant must try to communicate with cardholder to adjust the order receipt to show up the correct amount.
Compare the key-entered to make sure that the transaction information typed is accurate.
Common Example
Linda went grocery shopping and swiped her card to make the purchase. She didn’t realize and hit the option “yes” to the question if the amount was correct. Later she tallies her bill and cross-checks the amount to find out that ten more dollars have been added to the bill. She, therefore, goes ahead and disputes the charge with the help of her bank under the Reason Code 80: Incorrect Transaction Amount or Account Number or Invalid Adjustment.
Visa Chargeback RC - 79 Non-receipt of Sales Draft
The cardholder may ask for specific information regarding the transaction, and further cardholder’s bank goes to the merchant and requests information with an explanation. If the merchant does not respond with a legible copy of the transaction and its authorization proof, then cardholder may file the chargeback.
Most Common Causes
The original receipt is not readable because of light print.
Copy of the order receipt is too small to read or unclear.
If cardholder did not receive credit when he requested for the same.
Merchant did not respond to the issuer on Retrieval Request or Sales Draft.
Evidence Required
The merchant should provide a printout of the credit to the merchant bank. If issued money order or a check; submit a copy of front and back of the canceled receipt.
Ensure that the refund if partially issued then why the full refund was not issued.
Accept the chargeback, if credit was not processed.
Prevention
You should keep a record of all retrieval requests.
Recheck your record for confirmation which you are sending for chargeback requests.
Chargeback with this reason code doesn’t have reversal rights even if the merchant does not react within the time frame on retrieval request.
The merchant should be quick in responding retrieval requests as they occur.
Common Example
Linda was having issues with her laptop for which she asked technical support to assist her with her system. The company successfully fixed the error and Linda’s laptop was alive again. A bill was generated and Linda was asked to pay a certain amount. She requested the merchant to give her a detailed bill with the pricing of each issue that they fixed. The merchant refused to give details. Linda thought that she was overcharged and after not being able to receive full information of the bill from the merchant, she decides to dispute the charge under the Reason Code 79: Non Receipt of Sale Draft Get more information visit website – Chargeback Expertz
Visa RC-78 - Ineligible Transaction (International only)/ Service Code Violation
Card Issuer complaints authorization code was not accomplished. The Merchant completed a Magnetic-Strip read transaction on a Visa Electron Card or a Visa Card in a registered positive Authorization Code account range and did not obtain Authorization.
Most Common Causes
In Europe Region (Intraregional Transaction), a Card with a Service Code that indicated either the card was invalid for the transaction type or online authorization was required.
Authorization was not accessed on a card in a service code limit.
Evidence Required
Documentation to prove that the Service Code was valid for the Transaction or Authorization was obtained.
Documentation to show that the account was not in a registered positive Authorization account range. This does not apply to a Visa Electron Card Transaction.
Prevention:
If transaction date and the transaction amount is different than the authorization date and authorization amount –
Chargeback Rights and Limitations
1. Minimum Chargeback amount: a. For T&E Transaction, the US $25 or equivalent. b. For Canada Domestic T&E Transaction, CAD $25 c. For all other Canada Domestic Transactions, CAD $10
Chargeback Time Limit 75 calendar days from the Transaction Date.
Re-presentment Time Limit
45 calendar days from the Chargeback Date.
Common Examples: Linda lives in Amsterdam and is visiting her grandmother in Rome. She buys a beautiful necklace for her on the way in Austria. After a few days, the merchant from whom Linda bought the necklace receives a chargeback from her bank under the Reason Code 78: Ineligible Transaction/ Service Code Violation. The merchant gets confused and offers to provide the documentation proving that Linda’s card was a valid card and that authorization was approved at the point of sale. Get more information visit website – www.chargebackexpertz.com
How to Chargeback Effects on your Bottom Line? https://www.chargebackexpertz.com/get-a-merchant-account-for-jewelry-furniture-or-electronics-businesses/
Visa Chargeback Reason Code 77- Non-Matching Account Number
An account number on which a transaction is processed by merchant is not recognized or matched with any account number on the card issuer master database. Such cases normally arise when the key-entered accounts, account numbers through telephone, emails and online are recorded incorrectly.
Most Common Causes
Incorrect account information recorded in a mail-order, telephone order and/or any other online purchase. Incorrect account information entered manually while processing a transaction.
Evidence Required
If Information from the Documents can be Verified: If the merchant can transfer documents such as a print of the credit card which identifies that the credit card charged has the correct card number.
If Account Number Matches: If the account number on the order receipt matches the account number on the chargeback, and the transaction received an authorization approval, give the charge back to the acquiring bank and request the bank to include the authorization log for this transaction when giving back to the card issuer.
If Account Number Doesn’t Match: If the account number on the order receipt does not match the number on the chargeback, accept the chargeback. In this situation, the merchant can process and submit a new transaction with the correct account number within 30 days of the original transaction and must make sure to request an approval code.
If the Transaction Wasn’t Authorized: If the account number on the order receipt does not match the account number on the chargeback, and the transaction was not authorized by a mail-order or telephone order, the merchant must accept the chargeback.
Prevention
If the electronic machine or the terminal cannot recognize/read the card’s magnetic strip, request authorization by key-entering the account number. Be sure the key-entered account number matches the account number on the card. Use a manual printer to print the information from the face of the card at the order receipt that is signed by the cardholder.
Suppose the terminal is not working, call the center for authorization approval and mention approval code on the order receipt in the space provided. Use a manual printer to print the information from the face of the card at the order receipt that is signed by the cardholder.
If the merchant has done payments by phone then he must confirm or verify the account number again to the customer to make sure that the account number is recorded correctly.