PCI compliance for payment terminals: What businesses need to know

If your terminal is on the list, don’t panic, but don’t wait until the last minute either. Here’s a simple checklist to help you manage the transition without disrupting your business.

1. Audit your hardware

For a retail chain with locations across multiple countries, a manual walk-through of every store is rarely the most efficient approach. Instead, start with a digital audit. Most enterprise-level business portals allow you to export a CSV of your payment terminals, including model names, serial numbers, and current PCI versions.

However, digital records can sometimes be messy. If your portal data is outdated, you can go for a hybrid audit. Simply ask your store managers at all your locations to log the serial numbers and model names of every device onto a central drive. 

Then compare them with the EOL list above, or check with your provider to determine the exact number of units that need replacement.

This not only confirms which models are at risk but also helps you identify devices you may still be paying monthly rental fees for that are unused.

2. Choose your next-generation terminal

Use this as an opportunity to upgrade your customer experience. Ask yourself:

• Do I want to stay with my current provider, or switch to a software solution like Tap to Pay?

• Would a mobile terminal (like the Mollie A920 Pro) help me prevent queues at the counter?

If you decide to stay with your provider, contact them to ask about upgrade programs, trade-ins, or discounts. Some providers may offer incentives to switch to a compliant, updated terminal.

If you want to switch to different hardware, research other options that offer enhanced security and flexibility, including modern payment options.

3. Decommission safely

You shouldn’t just throw an old terminal in the bin. Because these devices handled sensitive card data, they must be disposed of securely.

• De-provisioning: Use the terminal settings to clear all data or deregister the device from your current provider. This ensures no business IDs or configuration data remain on the hardware.

• The kill switch: Many modern terminals have a tamper-detection circuit that triggers if the device is opened. Ensure yours is officially retired in your provider’s portal.

• Recycle responsibly: Terminals are electronic waste. Check whether your provider has a take-back scheme, or find a local certified e-waste recycler to ensure lithium batteries and circuit boards are handled sustainably.

4. Bridge the gap in your bookkeeping

One of the biggest headaches during a terminal switch is missing data between the old and new systems. Follow these steps to ensure all your data is secure: 

• Download your legacy reports: Before you switch off your old provider, download at least 12 months of transaction history for your tax records.

• Set up your unified dashboard: If you move to Mollie, take time to configure your store locations in the dashboard. This allows you to tag every transaction to a specific terminal or city, simplifying your end-of-month reconciliation.

• Update your Self-Assessment Questionnaire (SAQ): Once your new terminals are active, remember to update your annual SAQ. If you’ve switched to a more modern, integrated solution like Mollie, this paperwork often becomes much shorter and easier to complete.