Payment Devices

Overview

Payment devices are the card readers and terminals your restaurant uses to take credit and debit payments through Katalyst. They are configured in back office and linked to POS tablets, kiosks, and guest-facing checkout so every card swipe, insert, or tap runs through the correct hardware and payment processor.

Payment devices work together with:

• Restaurant payment processing settings (which processor you use: CardConnect, NMI, Paynt, etc.)
• Mobile devices (licensed iPads running POS, kiosk, or KDS)
• Revenue centers (which dining areas can use which terminals)

A correct setup means staff can take payments without “device not set” errors, tips can prompt on the terminal when configured, and card receipts print as expected.

Payment devices vs. mobile devices

These are two different things in Katalyst. Confusing them is a common source of setup issues.

• You create payment devices with a name and serial number (terminal ID).
• You assign a default payment device on each mobile device so that iPad knows which reader to use for card payments.

See also Printing.md for how mobile devices handle receipt printers and print server roles.

Supported payment processors

Each payment device is tied to a provider that must match your restaurant’s card processing configuration.

Your account team enables the processor in payment methods settings. You cannot mix providers on a single payment device—the device’s provider must match the restaurant’s active card processor for that revenue center.

What is included in a payment device record

When you add or edit a payment device in back office, you configure:

Identity and status

Where it can be used

When the POS loads devices for a revenue center, it shows active devices assigned to that RC (or devices not limited to any RC).

Connection type (settings)

Kiosk setups typically list only cloud payment devices at login.

Tips on terminal

If ask-for-tips is on, the charged amount may include the tip selected on the device.

Linking payment devices to POS and kiosk

Default payment device (mobile device)

Each mobile device record can have a default payment device:

1. Create and activate the payment device in back office.
2. Open the mobile device (POS license) for that iPad.
3. Set default payment device to the correct terminal.
4. Save. Connected apps receive an update so the iPad uses that reader.

If default payment device is missing:

• Card payments from that iPad may fail with “PAYMENT DEVICE IS NOT SET” or “WRONG PAYMENT DEVICE”
• Kiosk checkout cannot complete card tenders

Checkout type (mobile device)

Set checkout type on the mobile device to match how that iPad is used (handheld server vs. fixed guest-facing station).

At payment time

When staff take a card payment, the system sends the payment to the processor using the terminal’s serial number (device identifier). The selected device must:

• Be active
• Match the restaurant’s provider
• Be allowed for the check’s revenue center
• Be the mobile device’s default (or explicitly chosen in the payment flow, depending on POS version)

Creating a payment device (step by step)

Before you start

1. Card processing is configured under restaurant payment methods (merchant IDs, API keys, etc.).
2. You have the terminal serial number / HSN from the processor or device label.
3. You know which revenue centers should use this reader.

1. Add the device in back office

• Go to restaurant payment devices.
• Create a new device.
• Enter title and serial number (required unless using registration-code flows for specific providers).
• Select provider (must match your card processor).
• Set active to on.
• Assign revenue centers if the reader is not used store-wide.
• Set connection type in settings if your deployment uses cloud vs. Bluetooth.
• Enable ask for tips if guests should tip on the reader.

2. Test connectivity (CardConnect / Bolt)

For CardConnect restaurants, back office can ping a device by serial number to confirm:

• Bolt API credentials are valid
• The terminal responds on the network

If ping fails, verify serial number, network, and processor credentials before going live.

3. Link to each POS iPad

• For each mobile device license used for payments:
  • Set default payment device to this terminal (or the correct one per station).
  • Confirm checkout type (standard vs. guest facing).

4. Verify on the floor

• Log into POS on that iPad.
• Run a small test card payment (or training mode if available).
• Confirm approval, tip prompt (if enabled), and receipt printing.

Mobile device licenses (context)

Payment devices do not replace mobile device licenses. Typical flow:

1. Generate a license in back office for a POS, kiosk, or KDS iPad.
2. Staff enter the license on the device to activate it.
3. Assign default payment device, default printer, and optional print server on that mobile device record.

Deactivating a mobile device license logs out sessions on that iPad. Deactivating a payment device stops new card charges on that terminal but does not deactivate the iPad itself.

Card payments, batches, and settlement

Card payments on checks

Successful card payments store:

• Card type and last four digits
• Tips (from POS or from terminal if ask-for-tips is enabled)
• The payment device used

These feed reporting, Cash Outs (credit card tips), and reconciliation.

Batch settlement (Paynt)

For Paynt deployments, card transactions may sit in an open batch until batch close runs (often on a schedule). Unsettled batches affect when funds appear in processor reporting. Check your processor portal for settlement timing.

Delayed capture

Some providers (NMI, Paynt) support delayed capture—authorize now, capture later. Behavior depends on processor settings and whether the payment used contactless/token flows that require immediate capture.

Gift cards and loyalty on readers

On CardConnect setups with swipe enabled, the same payment device serial number may be used to read gift cards by swipe when the payment flow requires a device. If swipe is not available for your processor, staff use manual card number entry instead.

Loyalty and gift card features depend on both payment method settings and provider capabilities.

Relationship to other features

Troubleshooting common payment device issues

“Payment device is not set” / “Wrong payment device”

Check:

• Mobile device has default payment device assigned
• Payment device is active
• Payment device provider matches restaurant card processor
• POS app has refreshed restaurant settings (re-login if needed)

“Payment device unable to connect” / “Can’t connect to the device”

Check:

• Terminal is powered on and on the same network as required by the processor
• Serial number matches the physical device (no typos)
• CardConnect: run Bolt ping test from back office
• Processor credentials (merchant ID, API keys) are valid in payment methods settings
• Firewall or VLAN rules allow terminal-to-cloud communication

“Need to choose payment device” / “Need to select payment device”

Check:

• Payment flow requires a device (swipe) but none was passed—assign default on mobile device or select device in POS
• For gift card swipe, confirm CardConnect and swipe availability

Tips did not appear on payment

Check:

• Ask for tips enabled on the payment device record
• Restaurant checkout tip presets configured (tip percentages)
• Provider returned tip amount from terminal prompt

Card works on one iPad but not another

Check:

• Each mobile device’s default payment device points to the intended reader
• Revenue center on the check allows that device’s RC assignment
• Only one station should use a given reader at a time if the processor locks the device per session

Device not listed on kiosk

Check:

• Payment device is active
• Connection type is cloud (kiosk lists only cloud devices)
• Device is linked as kiosk mobile device default payment device

Payments succeed but wrong revenue center / merchant

Check:

• Device RC assignment vs. check RC
• Card processing credentials on the revenue center vs. restaurant level

Deactivated payment device still showing on POS

Check:

• POS may cache device list until refresh; staff should log out and in
• Confirm device is inactive in back office and mobile device default is updated to a new terminal

Setup checklist (new terminal)

• Card processor configured in restaurant payment methods
• Payment device created with correct title, serial number, and provider
• Device marked active
• Revenue centers assigned (if limited)
• Ask for tips set correctly
• Connectivity tested (ping or test transaction)
• Each POS/kiosk mobile device has correct default payment device
• Checkout type matches station (standard vs. guest facing)
• Test payment and receipt verified on the floor

Daily operations checklist

• Terminals powered on before service
• Each station’s iPad logged in and showing the expected reader
• Failed payments investigated (connection vs. declined card)
• End-of-day: processor batches/settlement reviewed per your processor (especially Paynt)
• New hardware documented in back office before service if terminals are swapped

Glossary

This guide reflects product behavior in the Katalyst POS platform. Processor names, terminal models, and back office menu labels in your deployment may vary. Contact your account team and payment processor for merchant IDs, credentials, and hardware pairing steps specific to your location.