Frazer DMS Credit Card Processing: Setup and Best Practices

Frazer has been a stalwart for independent used car dealers for decades. If you're running a BHPH lot or an independent dealership, there's a good chance you're either using Frazer or have considered it.

Frazer gets the independent dealer world — the deal structures, the payment plans, the realities of selling cars outside the franchise ecosystem. But credit card processing with Frazer requires some understanding of what's possible and how to set it up right.

This guide covers credit card processing options for Frazer DMS users, with practical setup guidance.

Frazer's Payment Processing Landscape

Built-In Capabilities

Frazer includes some payment processing functionality:

Down payments: Accept cards for vehicle down payments
Customer payments: Process payments on accounts (especially useful for BHPH)
Service and parts: If you have a service operation, process those transactions too

Integration Partners

Frazer works with select payment processors who have built integrations. This means:

• Transaction data can flow between systems
• Less manual entry
• Reporting alignment

Standalone Processing

You can always use any payment processor independently, then post transactions to Frazer manually. More flexibility on rates, but more work.

Setting Up Credit Card Processing

Step 1: Evaluate Your Needs

Before choosing a processor, understand your payment patterns:

Sales transactions:

• Average down payment amount
• How often do customers pay down payments by card?
• Any large cash down payments you'd like to accept by card?

BHPH/Customer payments:

• Weekly, bi-weekly, or monthly payment patterns
• Typical payment amount
• Percentage of customers who'd prefer card payment

Service/Parts (if applicable):

• Transaction volume
• Average ticket size

Step 2: Choose a Processor

Option A: Frazer-integrated processor

• Ask Frazer for recommended partners
• Verify what data syncs automatically
• Compare rates to market

Option B: Independent processor

• More rate flexibility
• May require manual posting
• Need to handle reconciliation yourself

Step 3: Terminal Setup

You'll need terminals that work with your chosen processor:

Counter terminal: For in-person payments
Mobile option: If you take payments on the lot or at customer locations
Virtual terminal: For phone payments

Step 4: Configure Frazer

Work with your processor and Frazer support to:

• Enable payment integration (if applicable)
• Set up payment types correctly
• Configure receipt printing
• Test transaction flow

Buy Here Pay Here Considerations

BHPH dealers have unique payment processing needs:

Recurring Customer Payments

Many BHPH customers make regular payments on their accounts. Credit card processing for these payments means:

Pros:

• Customer convenience (no cash needed)
• Fewer missed payments (easier to pay)
• Payment verified immediately

Cons:

• Processing fees on every payment
• Over time, fees add up significantly
• May encourage card debt for customers already in difficult situations

Stored Card Processing

Some BHPH operations store customer card information for scheduled payments:

Important considerations:

• PCI DSS compliance requirements (you're storing card data)
• Customer authorization requirements
• State regulations on automatic payments
• Dispute and chargeback handling

Fee Recovery Options

Given the volume of payments in BHPH, processing fees add up. Options:

Surcharging: Add fee to credit card payments (where legal)
Cash discount: Price assumes card payment; discount for cash
Built into pricing: Factor processing into your finance terms

Down Payment Processing

Large Transaction Considerations

Vehicle down payments can be significant amounts. Be aware:

Daily limits: Some merchant accounts have daily transaction limits
Card limits: Customer's card may have spending limits
Fraud risk: Large transactions warrant extra verification
Documentation: Keep authorization forms for large charges

Split Payments

Sometimes customers want to split down payments across multiple cards:

• Most systems handle this fine
• Document each payment clearly
• Ensure total matches deal requirements

Authorization vs. Capture

For deals that might change:

• Consider authorization-only at signing
• Capture when deal is final
• Reduces refund complexity

Service Department Processing

If you have a service operation with Frazer:

Keeping Transactions Separate

Service payments are different from vehicle sales:

• Different reporting
• Different reconciliation
• May want different payment workflow

RO Integration

Verify how payment data connects to repair orders:

• Does payment amount post automatically?
• Can you close RO with payment in one flow?
• How do refunds work?

Common Issues and Solutions

"Payments aren't appearing in Frazer"

Check:

• Is integration properly configured?
• Is batch syncing set up and running?
• Are you looking in the right place in Frazer?

Fix: Work with processor and Frazer support to verify integration is active

"Card type shows wrong"

Cause: Integration may not pass card brand correctly
Fix: May be a configuration issue; contact processor

"Customer says they were charged twice"

Check:

• Your records (does Frazer show two transactions?)
• Processor records (were two transactions submitted?)
• Bank records (are there actually two charges?)

Fix: If duplicate exists, refund one. If not, provide customer documentation showing single charge.

"Refund isn't working"

Check:

• Is the original transaction settled (not same-day)?
• Are you trying to refund more than original amount?
• Is the card expired?

Fix: For same-day, void instead of refund. For expired cards, may need to refund to different card or issue check.

Best Practices for Frazer Payment Processing

Daily Reconciliation

At end of day:

1. Review all payments processed
2. Match processor report to Frazer records
3. Investigate any discrepancies
4. Close batch on terminal

Clear Documentation

For every transaction:

• Keep signed authorization (especially for large amounts)
• Print receipts for file
• Note any special circumstances in Frazer

Staff Training

Ensure everyone who processes payments knows:

• How to run a sale
• How to run a refund
• What to do if terminal errors
• Who to call for help

Security Practices

• Never write down full card numbers
• Don't store card data outside compliant systems
• Shred any paper with card information
• Log out of payment systems when not in use

Evaluating Your Current Setup

If you're already processing cards with Frazer, audit your situation:

Are you paying too much?

Get a statement analysis:

• What's your effective rate?
• Are there fees you don't recognize?
• How do rates compare to market?

Is integration working?

• How much manual entry are you doing?
• Where do errors occur?
• What would full automation save?

Is the workflow efficient?

• Watch staff process a few payments
• How many clicks/steps?
• Any confusion or workarounds?

Moving to a New Processor

If you decide to switch:

Preparation

• Document current integration setup
• Plan for brief gap in integration
• Schedule for low-volume period

Transition

• Set up new processor accounts
• Configure terminals
• Test before going live
• Train staff on any differences

Post-Switch

• Monitor closely for first two weeks
• Verify reconciliation works
• Confirm all payment types work

The Independent Dealer Advantage

As an independent dealer, you have flexibility that franchise stores don't:

• No manufacturer payment processing requirements
• No DMS provider lock-in
• Freedom to optimize for your operation

Use that flexibility. Don't accept whatever processor approaches you first. Compare options, negotiate rates, and find the setup that actually works for your business.

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Optimize Your Frazer Payment Processing →

Independent dealers deserve competitive rates and practical integration. Let's find the right fit for your operation.