Shopify POS Manually Enter Credit Card: A Merchant Guide

Introduction

Manually entering credit card details into Shopify POS is a vital fallback for retail merchants. Whether you are taking an order over the phone or dealing with a damaged physical card that will not swipe or tap, knowing how to process these transactions ensures you never miss a sale. This feature allows you to bypass the physical card reader while still utilizing the Shopify Payments infrastructure to capture funds securely.

While the POS environment focuses on in-person speed, many merchants also manage a busy online store where checkout control is equally critical. We built HidePay to provide that same level of precision for your online checkout, allowing you to hide or rename payment methods based on specific customer rules; see HidePay on the Shopify App Store for install details.

Processing a manual payment is a straightforward task once the feature is enabled in your settings. By the end of this guide, you will understand how to handle manual entries safely and how to keep your checkout process efficient for both staff and customers.

How to Manually Enter Credit Cards on Shopify POS

The ability to type in card details is built directly into the Shopify POS app. This process does not require a physical reader to be connected, though you must have the appropriate permissions enabled for your staff.

Step-by-Step Manual Entry Process

To process a manual card transaction, follow these specific steps within the POS interface:

1. Build the Cart: Add the products the customer wishes to purchase to the cart as you normally would.
2. Navigate to Checkout: Tap the "Checkout" button at the bottom of the screen.
3. Select Payment Method: From the list of available payment options, tap "Manual card entry." If you do not see this option, it may be deactivated in your settings.
4. Enter Card Details: Carefully type in the credit card number, expiry date, and CVV code. Ensure the billing zip or postal code is accurate to help prevent fraud.
5. Process the Charge: Once the information is entered, tap "Charge." If the transaction is successful, the app will move to the success screen.
6. Security Check: If an error occurs or the staff member cancels the screen, Shopify POS will prompt for a staff PIN to ensure the session remains secure.
7. Finalize the Sale: Choose to print or email a receipt to the customer, then tap "Done" to clear the cart and return to the home screen.

When to Use Manual Entry

Manual entry serves as a critical bridge in several common retail scenarios. Most merchants use it when a customer is not physically present, such as during a phone order. It also acts as an essential backup when hardware fails. If your card reader runs out of battery or has connectivity issues during a busy market, manual entry keeps your line moving. Additionally, some older credit cards may have damaged chips or magnetic strips that won't read; in these cases, typing the numbers is the only way to complete the transaction.

Managing POS Payment Settings and Visibility

You have total control over which payment options appear on each POS device. This is useful if you have multiple locations or different types of hardware across your store. For example, a mobile staff member walking the floor might only need to see card options, while a fixed counter terminal needs to show cash and gift card options as well.

Activating Manual Entry in Settings

If the manual card entry option is missing from your checkout screen, you must activate it within the app settings.

1. Open the Shopify POS app and tap the menu icon (three horizontal lines).
2. Go to Settings and then select Payments.
3. Under the Payment types or Payment options section, locate the toggle for "Allow manual credit card entry."
4. Switch the toggle to the "On" position.

Changes made here apply only to the specific device you are using. This allows you to restrict manual entry to specific terminals if necessary. To set a default for all new devices, you can manage the POS app settings within your Shopify admin dashboard under the Point of Sale channel.

If you need a parallel solution to control shipping options as well as payments, consider HideShip on the Shopify App Store to hide, sort, or rename shipping methods by rule.

Using Custom Payment Types

Sometimes you might use an external terminal that is not integrated with Shopify. In this case, you would not use the "Manual card entry" button. Instead, you would set up a "Custom Payment Type." This allows you to mark an order as paid in Shopify even though the actual money was processed through a separate machine. We recommend labeling these clearly, such as "External Terminal" or "Phone Link," so your bookkeeping remains accurate.

Understanding Fees and Security Risks

While manual entry is convenient, it carries different financial and security implications compared to swiped or tapped transactions. These are classified as "Card-Not-Present" (CNP) transactions. Because the card is not physically verified by a reader, the risk of fraud is slightly higher.

Transaction Rates for Manual Entry

When you manually enter a card, you are typically charged the online transaction rate rather than the lower in-person retail rate. This is because the security level of a manual entry is equivalent to an online purchase. Before relying heavily on manual entry, check your Shopify plan details to see the price difference between "In-person" and "Online" rates. Over hundreds of transactions, these small percentage differences can impact your margins.

Reducing Chargeback Risk

Manual entries are more susceptible to chargebacks because there is no proof that the physical card was present at the time of sale. To protect your business, always collect the following:

• CVV Code: Never process a manual transaction without the security code on the back of the card.
• Zip/Postal Code: Verifying the billing address adds a layer of security through the Address Verification System (AVS).
• Customer Contact Info: Attach a customer profile to the order in POS. If a dispute arises later, having an email address or phone number linked to the transaction helps prove the sale was legitimate.

Staff Permissions and Retail Security

Not every employee should have the ability to manually enter card details. This feature bypasses some of the physical security of a card reader, making it a potential point of internal or external risk.

Setting Up Staff Roles

You can manage staff permissions through your Shopify admin. You may choose to limit manual card entry to managers or trusted senior staff.

• Restricted Access: You can disable the permission to "Accept payments" or specifically manage "Payment settings" for junior staff.
• PIN Requirements: Shopify POS requires a PIN for almost every major action during checkout. If a manual entry is interrupted or fails, the app will require a staff PIN to re-enter the workflow. This prevents customers from tampering with the device if a staff member turns away.

By auditing these permissions regularly, you ensure that only authorized personnel are handling sensitive card data. This also helps maintain your PCI compliance, as you are limiting the number of people who handle raw card information.

Optimizing the Online Checkout Experience

While managing your POS payment methods is handled within the POS app, managing your online checkout requires a different approach. Online customers often face "choice paralysis" when presented with too many payment options. Just as you might hide manual entry on a POS device to prevent errors, you may want to hide specific payment methods on your website to improve conversion rates or reduce fees.

HidePay allows you to take control of your online checkout by creating rules that show or hide payment methods based on logic; see HidePay help: How to create a payment customization for a step-by-step guide.

Sorting and Renaming for Better UX

In a retail environment, staff know which buttons to press. Online, the customer is in charge. If you accept manual payments like bank transfers or CODs, the way they are labeled matters. We allow you to rename these methods to something more descriptive, like "Direct Bank Transfer (Process in 24 Hours)." You can also sort your payment methods so that your preferred, lowest-fee options appear at the top of the list; learn how to sort and rename payment methods in HidePay help.

Why Native Solutions Matter

Like the manual entry feature in Shopify POS, HidePay is built on native Shopify infrastructure. Specifically, our app uses Shopify Functions. This means the rules you create run directly within Shopify's checkout engine. There are no external scripts to slow down the page and no theme code edits required. This ensures that your online checkout remains as stable and fast as your POS system; read the Nextools article: Why Shopify Functions are the future and scripts are the past for background on Functions.

Bridging the Gap: B2B and Wholesale Scenarios

Many merchants who use manual card entry on POS also handle large B2B orders online. These scenarios often require manual intervention. A wholesaler might want to place an order online but pay via a credit card over the phone to keep their details off the internet.

In this situation, you can use a manual payment method online labeled "Call to Pay." Once the customer completes the checkout, the order is marked as "Pending." You can then open your Shopify POS app, look up the order, and use the "Manual card entry" feature to process the payment while talking to the customer.

To keep your online store clean, you can use HidePay to ensure this "Call to Pay" option only appears when the cart total exceeds a certain amount or when the customer is located in a specific country; see HidePay help: How to easily organize payment methods by country or by Shopify Market for details. For merchants who want both payment and shipping control, the HideSuite bundle is a helpful overview; see the Nextools blog: Introducing Nextools’ HideSuite for more on the bundle.

Troubleshooting Common Manual Entry Issues

Sometimes the manual entry option might not work as expected. Here are the most common issues and how to resolve them:

• The option is greyed out: This usually means the device is not connected to the internet. Manual entry requires an active connection to reach Shopify's payment servers.
• Transaction declined: This could be due to a typo in the card number or a mismatch in the AVS (zip code) data. Double-check the numbers with the customer.
• Permissions error: If you receive a message stating you don't have permission, a manager must update your staff profile in the Shopify admin.
• App needs update: If the POS app is outdated, certain payment features may glitch. Ensure you are running the latest version from the App Store or Google Play.

Action Summary for Merchants

• Enable the Feature: Check your POS settings to ensure "Manual card entry" is toggled on for the necessary devices; for setup references, see the HidePay help docs.
• Audit Permissions: Review which staff members have the authority to process manual payments.
• Review Your Rates: Understand the fee difference between swiped transactions and manual entries to protect your margins.
• Optimize Online: If you use manual workflows for online orders, consider the HideSuite bundle (Nextools blog) to manage payments and shipping together.
• Train Your Team: Ensure staff know to collect CVV and zip codes to minimize the risk of fraud and chargebacks.

Conclusion

The ability to manually enter credit card information in Shopify POS is an essential tool for any versatile retailer. It provides a necessary safety net for hardware issues and opens the door for phone-based sales and B2B workflows. While it comes with slightly higher transaction fees and different security considerations, the flexibility it offers is well worth the setup.

Effective payment management is about more than just accepting money; it is about providing a smooth, secure experience for every customer, regardless of how they choose to pay. By combining the manual features of Shopify POS with the advanced checkout rules available through HidePay, you can create a high-conversion environment across all your sales channels.

Take control of your checkout today — install HidePay to start building a cleaner, more efficient payment process for your online customers.

FAQ

Is there an extra fee for manually entering a credit card on Shopify POS?

Yes, manual card entries are usually charged at the "Card-Not-Present" or "Online" transaction rate. This rate is typically higher than the standard "In-person" rate because the physical card cannot be verified by a reader, which increases the risk for the payment processor.

Can I manually enter a card if my Shopify POS is offline?

No, manual card entry requires an active internet connection. The app must communicate with Shopify's payment gateway in real-time to authorize the transaction. If you are offline, you may need to use a custom payment method and record the transaction later once you have a connection.

Why don't I see the manual card entry option on my POS screen?

If the option is missing, it is likely disabled in your settings. Tap the menu in the POS app, go to Settings > Payments, and ensure the "Allow manual credit card entry" toggle is turned on. You should also check if your staff account has the correct permissions to accept manual payments.

How do I protect my store from fraud when manually entering cards?

Always ask for the CVV code from the back of the card and the billing zip or postal code. These pieces of information allow the Address Verification System (AVS) to check the card's validity. Additionally, attaching the transaction to a customer profile helps provide a paper trail if a chargeback is ever filed.