Product Overview

Summary: This Standard Operating Procedure sets out a clear, step-by-step approach for managing electronic payments in a tyre retail environment, from EFTPOS terminals to online and mobile transactions. It helps tyre businesses streamline point-of-sale processes, reduce errors and chargebacks, and maintain compliance with Australian financial and privacy requirements.

In a modern tyre retail business, electronic payments are the backbone of daily operations. Customers expect fast, secure and flexible payment options whether they are purchasing new tyres, wheel alignments, or bundled service packages. This Standard Operating Procedure provides a practical, tyre-specific framework for handling all forms of electronic payments, including EFTPOS, tap-and-go, online deposits, account payments, and buy-now-pay-later services. It clarifies exactly how staff should process transactions, manage partial payments, handle declined cards, and issue refunds or adjustments, so that every sale is captured correctly the first time.

The document is tailored to the realities of Australian tyre and automotive retail, where high transaction volumes, workshop scheduling, and after-hours bookings intersect with strict banking, consumer and privacy obligations. It supports compliance with PCI DSS principles and Australian privacy law, while reducing the risk of data entry mistakes, mismatched invoices, and end-of-day reconciliation headaches. By standardising your electronic payment processes, you not only improve cash flow and customer experience, but also create a defensible audit trail that supports accurate reporting, warranty claims, and dispute resolution with both customers and payment providers.

Key Benefits

• Streamline front counter and workshop payment processes for faster customer turnaround.
• Reduce transaction errors, chargebacks and disputes through clear, consistent payment handling rules.
• Ensure alignment with Australian privacy, consumer and electronic transaction requirements.
• Improve end-of-day and end-of-month reconciliation between point-of-sale, banking and accounting systems.
• Support staff training and onboarding with simple, repeatable payment workflows specific to tyre retail.

Who is this for?

• Tyre Store Managers
• Retail Operations Managers
• Front Counter Sales Staff
• Service Advisors
• Workshop Managers
• Dealership Finance and Administration Officers
• Business Owners in Automotive and Tyre Retail
• Accounts and Reconciliation Clerks
• IT and Systems Support Coordinators

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Abbreviations (EFTPOS, BNPL, POS, etc.)
• 3.0 Roles and Responsibilities (Front Counter, Workshop, Management, Accounts)
• 4.0 Overview of Accepted Electronic Payment Methods
• 5.0 Pre-Use Checks and Setup of EFTPOS and Payment Terminals
• 6.0 Standard Process for In-Store Card and Contactless Payments
• 7.0 Processing Online, Phone and Email Payments
• 8.0 Handling Deposits, Prepayments and Workshop Bookings
• 9.0 Managing Split Payments and Mixed Tender Transactions
• 10.0 Refunds, Voids, Adjustments and Credit Notes
• 11.0 Dealing with Declined Transactions, Errors and System Outages
• 12.0 End-of-Day Reconciliation and Banking Procedures
• 13.0 Data Security, Privacy and Cardholder Information Handling
• 14.0 Recordkeeping, Invoicing and Audit Trail Requirements
• 15.0 Staff Training, Authorisations and Access Control
• 16.0 Incident Reporting, Dispute Management and Chargebacks
• 17.0 Review, Continuous Improvement and Version Control

Legislation & References

• Payment Card Industry Data Security Standard (PCI DSS) – as adopted by Australian payment providers
• Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs)
• Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010)
• Electronic Transactions Act 1999 (Cth)
• AS ISO/IEC 27001: Information security management systems
• Banking Code of Practice (Australian Banking Association) – as applicable via merchant agreements