Overview

Resolve and track chargebacks for SchoolCash Online payments in one place. This article explains who is notified, how funds flow, and how to review details and submit dispute documents in SchoolCash Catalog.  


Before you begin


  • Only districts using the new payment processor see the Chargebacks feature.
  • Merlink notification: The primary district contact (one email address, which can be a district alias) receives emails directly from Merlink about chargeback actions or updates. These emails are sent immediately when a chargeback is initiated and typically arrive before SchoolCash notifications appear in the module or are emailed to users.
  • Your bank may also notify the district based on its own debit-approval setup.
  • District-level users (for example, District 100) receive a SchoolCash To-Do List notice and an email to the address in User Management after the chargeback syncs.
  • You have 10 calendar days to submit dispute documents. If nothing is submitted, the dispute expires.


Steps

  1. In SchoolCash Catalog, go to District > Chargebacks.
  2. On the In Progress tab, review new disputes. Expand a row (arrow >) to see ARN, Latest Case #, Case Date, School, Amount, and Reason.
  3. Use action buttons as needed:
    • Print Receipt – opens the original SchoolCash Online receipt.
    • Download Dispute Details – downloads a Word file you can annotate.
    • Submit Documents – upload a single evidence file (PDF, JPEG, or TIF).
  4. If information is missing, contact the cardholder to help them recognize the transaction and gather supporting documents.
  5. To review resolved outcomes, use the Closed tab and expand a row to see case history and resolution status.

Details

  • Notification sequence
    • Immediately at initiation – Merlink emails the primary district contact and the processor debits the merchant flow-through account. Your bank may also send a debit alert per your banking setup.
    • After sync (about a day) – SchoolCash sends an email to users (for example, District 100) and shows the chargeback in the Chargebacks module. This is expected in addition to Merlink’s email.
  • Flow of funds
    • When a chargeback is initiated, the processor debits the merchant flow-through account and reverses the amount from the school bank account.
    • If the district wins, funds are credited to the merchant flow-through account and are not moved back to the school bank account.
    • If the district loses, no further action is required.
  • Access – District 100 and roles with access to the District Management tab can use Chargebacks.

Outcome

Chargebacks are visible and actionable in SchoolCash Catalog. Notifications and fund movements are understood, and required dispute documents are submitted within the 10-day window.

Troubleshooting

  • No SchoolCash email yet – Confirm the primary contact received the Merlink email. SchoolCash notifications appear after the processor sync.
  • Evidence upload blocked – Combine documents into a single PDF if needed. Only one file can be uploaded (PDF, JPEG, or TIF).
  • Totals do not match – Reconfirm the disputed amount, ARN, and latest Case # before submitting.

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