You provide administrative support in the accounting department at a multinational technology company that focuses on ecommerce. Customers have two ways to place their orders: call into the sales office or place their orders online using the organization$$s web$-$integrated ordering system. Routinely there is a staff of $10$ salesclerks who handle the call$-$in order processing. When calling in an order, customers often pay for their orders using their credit cards, sharing this information with the salesclerk by reading their numbers and security code over the phone. The salesclerks record the transactions in an automated system, which starts the order fulfillment process.

Over the last month you have received calls from five customers who have raised a concerned that their credit cards have had unauthorized charges applied after placing an order through your organization. In all cases the credit card company has commenced an investigation, which is currently underway.

You record their concerns and mention this to your supervisor. Your supervisor understands the concerns that have been raised and asks you to manage the situation to ensure the company is not to blame for this issue.

What$$s the procedure? You decide.