How to Put Paper in a Credit Card Machine

Changing paper in a credit card machine can feel frustrating, especially when you're in the middle of a sale or dealing with a long line of customers. But the process is simple once you know the proper steps. 

You can replace a paper roll in seconds and keep transactions running smoothly with some practice. A smooth transaction process depends on a suitably loaded paper roll. 

The machine may not print receipts correctly if the paper is misaligned, inserted incorrectly, or jammed. Follow these steps to reload your paper roll quickly and correctly.

1. Check Your Paper Stock

Before loading the paper, ensure you have the right type and size. Most credit card machines use thermal paper, which reacts to heat instead of ink.

• Check the dimensions – Each machine model requires a specific paper width and roll diameter. Using the wrong size can cause feeding issues or prevent the compartment from closing.
• Inspect the roll – Look for signs of damage, such as crinkles or tears. A damaged roll may cause jams.
• Store properly – If your receipt paper has been exposed to heat or moisture, it may not print correctly.

2. Turn Off the Machine (Optional but Recommended)

While some machines allow you to change the paper while powered on, turning it off is safer. 

• It prevents misprints or paper jams caused by the machine trying to process a transaction while the paper is inserted.
• Restarting after loading the paper ensures the machine resets any "paper out" error messages.
• Some models require a reset before detecting a new roll.

3. Open the Paper Compartment

Most credit card machines have a latch or button to open the paper compartment. The location varies by brand and model, but it's usually found near:

• The top of the machine
• The back of the terminal
• The side, especially for handheld models

To open it:

1. Press the release button or slide the latch until the cover lifts.
2. If it sticks, avoid using too much force—it might be blocked by debris or a previous jam.
3. If the compartment doesn't open, refer to the user manual for troubleshooting steps.

4. Remove the Empty Roll

Once the compartment is open, take out the old roll.

• Check for leftover scraps – Sometimes, small pieces of paper get stuck in the feed mechanism, causing misalignment or jams.
• Inspect the spindle – Some machines use a spindle to hold the roll. If it's bent or loose, it might cause feeding issues.
• Clear any dust or residue – A quick wipe with a dry cloth can remove dirt that could affect printing.

5. Insert the New Paper Roll

Placing the roll correctly is crucial. If inserted the wrong way, the receipts will print blank.

• Check the thermal side – Thermal paper has a heat-sensitive coating on one side. You can test it by scratching it with a coin—if a black mark appears, that's the side that should face the print head.
• Position the roll correctly – The paper should feed from the bottom, like toilet paper rolling forward, not backward.
• Ensure a smooth fit – The roll should sit securely in the compartment, neither too tight nor too loose.

6. Feed the Paper Through

Now that the roll is in place, you must guide the paper through the slot.

• Pull out a small section, about an inch or two.
• Align it properly so it feeds straight without curling.
• If your machine has a manual feed slot, gently insert the paper until the printer grabs it.

7. Close the Cover Securely

Once the paper is positioned correctly:

1. Hold the paper strip in place and gently close the compartment cover.
2. Press down until it clicks shut, ensuring it's fully locked in.
3. If the cover won't close, recheck the paper roll placement.

A loose cover can cause the machine to register a "paper out" error even when the roll is in place.

8. Test the Paper Feed

The final step is to test whether the paper is feeding correctly.

• Press the feed button – Most machines have a button labeled "Feed" or "Paper Advance." Press it to check if the paper moves through smoothly.
• Print a test receipt – If your machine allows it, print a transaction receipt or a test page to confirm that the text appears appropriately.
• Check for blank prints – If the receipt comes out blank, the paper is likely inserted upside-down. Open the compartment and flip the roll.

Common Issues and How to Fix Them

Image by towfiqu barbhuiya

Even after loading the paper correctly, you might run into some issues. Here's how to solve them.

If your receipts are coming out blank, the most common reason is that the thermal side of the paper isn't facing the printer head. Thermal paper only prints on one side, so try flipping the roll and printing again.

If the paper jams or won't feed properly, open the compartment and check for torn paper fragments that might be blocking the feed. Ensure the roll is placed securely in the holder and isn't too tight or loose. If the problem persists, gently adjust the roll's position before closing the cover to ensure it feeds smoothly.

If the machine doesn't recognize the new paper after loading the roll, restart it. Some models need a reset to detect fresh paper. Also, check if the machine's sensor is blocked by dust or leftover scraps from the previous roll. Cleaning the sensor and ensuring a proper fit should resolve the issue.

How to Store Receipt Paper for Longer Shelf Life

Thermal paper is sensitive to heat, light, and moisture. Store your rolls in good condition in a cool, dry place and avoid direct sunlight or high humidity exposure. 

Keep them away from chemicals, as contact with oils, adhesives, or solvents can damage the paper. If you carry extra rolls, store them in a sealed bag or box to protect them from dust and debris.

Get Reliable Receipt Paper from Paper Planet

Using the proper paper keeps your credit card machine running smoothly. Paper Planet provides high-quality thermal paper for clear, long-lasting receipts and jam-free operation. 

Our rolls fit various machines, preventing printing issues and feed errors. With durable, BPA-free options and bulk ordering available, Paper Planet ensures you never run out. Visit our website today to keep your transactions hassle-free.