Reason code

This code is used when a cardholder disputes a transaction, claiming they have already paid for the goods or services through an alternative method, such as cash, check, or another payment card.

To address a chargeback under reason code 4865:​

• Provide Proof of Single Payment Processing: Submit documentation demonstrating that the disputed transaction was the only payment processed for the goods or services in question. This may include sales receipts, invoices, or transaction logs.​
  
  
• Evidence of Authorization: Provide records showing that the cardholder authorized the specific transaction, such as signed receipts or electronic authorization logs.​

• Communication Records: Include any correspondence with the cardholder that confirms the agreed-upon payment method and amount.

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To minimize the risk of chargebacks under reason code 4865:

• Confirm Payment Method Before Processing: Verify with customers their preferred payment method and ensure that only one transaction is processed per purchase.​
  
  
• Issue Immediate Payment Confirmations: Provide customers with receipts or confirmations immediately after processing a payment, detailing the amount and method used.​
  
  
• Maintain Detailed Transaction Records: Keep comprehensive records of all transactions, including payment methods, authorization details, and customer communications.​

• Train Staff on Payment Procedures: Educate employees on the importance of verifying payment methods and accurately processing transactions to prevent duplicate charges.

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