This guide explains how to process refunds for purchases made using the POS device and from SchoolCash Register using SchoolCash POS. It also covers available refund methods and limitations for different transaction types.
Type of POS Payment | Refundable via SchoolCash Catalog (SCC) | Refundable in-person via SchoolCash Register (SCR)
| Limitation |
Made using the POS for items only on the device | Yes | Yes | Canadian customers: Interac Debit payments can only be refunded in SCR or via check |
Used SchoolCash Register to initiate and accept payment on the POS device | No | Yes | N/A |
TABLE OF CONTENTS
- Refunding POS payments via the SchoolCash Catalog (SCC)
- Refunding POS payments in-person via the SchoolCash Register (SCR)
- Refund Limitations
- Refunding via Check
- Further Reading
Refunding POS payments via the SchoolCash Catalog (SCC)
Refunds for purchases made using the POS for items only on the device can be processed via the SchoolCash Catalog. This means the refund does not have to happen in-person with the purchaser present.
Users can view all POS transactions in the SchoolCash Catalog.
1. Go to the SchoolCash Catalog.
2. Select the item to be refunded and and click the Refund button. Note: the item could be active or expired.
3. Upon clicking Refund, the refund page will be displayed listing all the items paid via POS and are eligible for refund.
4. Select each individual payment to be refunded and:
a. Enter the Refund Amount in the corresponding row(s) and select Refund OR
b. Enter the total value in the Refund Amount field at the top and select Apply to apply the same refund amount to all selected payments.
5. Enter the reason for the refund and select Refund.
6. Select Confirm.
Note for Canadian customers:
Payments made using Interac Debit cannot be refunded via SCC due to Interac’s limitations. For these transactions, a tooltip is displayed in SCC: “This transaction must be refunded using the POS device or by issuing a check. Please access the SCR Refunds Module for these options. Learn More”. When user clicks on Learn More, they are directed to this article.
Refer to the below sections to refund Interac Debit payments in-person via SCR or check.
Refunding POS payments in-person via the SchoolCash Register (SCR)
Public Items
Payments that were made directly through SchoolCash POS (only using POS device to accept payment) can be refunded via the SchoolCash Register under public items.
1. Go to the SchoolCash Register.
2. Select Checkout Public Items.
3. Select REFUNDS in the top menu.
4. In the REFUND PUBLIC ITEMS page, there are four (4) methods of refund: Email, Receipt Number, Purchase Date and Last 4 Card Digits. Please see below sections for each method.
Last 4 Card Digits
1. Select the Last 4 Card Digits radio button.
2. Enter the last 4 digits of the payment card that the purchaser used.
a. Note: There is a disclaimer “If Apple/Google Pay was used, you should enter the last 4 digits of the Apple/Google Pay account number.” This can be found on the purchaser’s receipt or in the purchaser’s Apple/Google Pay app on their mobile phone.
3. Select SEARCH.
4. Record(s) will be displayed.
a. Note: Receipt Number will not have ‘POS’ prefixed.
5. Select Refund field and enter refund amount.
6. Select POINT OF SALE button.
7. A Point of Sale Refund popup will be displayed.
a. Enter the First Name, Last Name, Email and select receipt option.
b. Best Practice: Confirm the card’s last 4 digits match the payment receipt.
i. Select the “I confirm the refund card’s last digits match the payment receipts” checkbox.
ii. If this is not possible, issue a refund via check. Refer to the Refunding via Check section below.
c. Select CONFIRM.
d. Refund request is sent to the POS device.
e. Cardholder presents their card/digital wallet to process the refund.
g. If card/digital wallet is approved, refund is processed.
Receipt Number
1. Select the Receipt Number radio button.
2. Enter Receipt Number. This can be entered with or without POS as the prefix.
3. Records will be displayed.
a. Note: Only items that were paid via credit card/digital wallet can be refunded using the Point of Sale (POS) device.
4. Follow steps 5-7 in the Last 4 Digits section above.
1. Select the Email radio button.
2. Enter the purchaser’s email and select SEARCH.
3. Records will be displayed.
a. Note: only items that were paid via credit card/digital wallet can be refunded using the Point of Sale (POS) device.
4. Follow steps 5-7 in the Last 4 Digits section above.
Purchase Date
1. Select the Purchase Date radio button.
2. Select the purchase date from the calendar and select SEARCH.
3. Records will be displayed.
a. Note: only items that were paid via credit card/digital wallet can be refunded using the Point of Sale (POS) device.
4. Follow steps 5-7 in the Last 4 Digits section above.
Student Items
POS Payments that used the SchoolCash Register to initiate and accept payment on the POS device can be refunded via the SchoolCash Register under the attached student.
1. In SchoolCash Register, search for the student.
2. Select REFUNDS in the top menu.
3. Select the item to be refunded.
a. Note: only items that were paid via credit card/digital wallet can be refunded using the Point of Sale (POS) device.
4. Enter refund amount in the Refund field.
5. Enter the refund reason in the Reason field.
6. Select the Point of Sale button.
7. Point of Sale Refund popup will be displayed.
a. Best Practice: Confirm that the card’s last 4 digits match the payment receipt.
i. If this is not possible, issue a refund via check.
8. Select Confirm.
9. Refund request is sent to the POS device.
10. Cardholder presents their card/digital wallet to process the refund.
11. If card/digital wallet is approved, refund is processed.
12. If required, print the receipt from Point of Sale Refund popup in SCR.
Refund Limitations
If a POS payment is split between online (SchoolCash Online) and in-person (SCR), only the online portion can be refunded via the SchoolCash Catalog (SCC). This will be fixed in a future release.
Refunding via Check
This section outlines the process of refunding a POS payment via check:
1. Validate with the customer if they have a receipt.
a. If they have a receipt:
i. Refer to the card number and receipt number and record refund in SchoolCash Register
- See: How to Refund Overview - Cash or Check Register & Online Payments
ii. Proceed with issuing a check as per step 1c below.
b. If the customer doesn’t have a receipt:
i. Ask the customer requesting the refund for their name, the last 4 digits of the card they used for payment, and the date of the purchase.
ii. Record refund in SchoolCash Register
- See: How to Refund Overview - Cash or Check Register & Online Payments
c. Issue the check to the customer by following the below guide:
i. See: Issue Checks
Note
Refunding via cash is not recommended.
