Introduction

This article provides instructions for processing refunds in the Student Cash Register (SCR), covering cash and check payments, correcting errors, and managing over/under issues during closeout. The steps outlined below address various refund scenarios and ensure accurate recordkeeping.

Table of Contents

Scenario 1: Student Marked as Paid in SCR by Mistake

  • Locate the student in the cash register and review the Item History to confirm the item was marked as paid in error. Click the link in the item history to view details of the payment method (cash or check).
  • If the payment was recorded as Cash: Go to the Refund tab and refund the item by selecting the cash tender.
  • If the payment was recorded as Check: Go to the Modification tab, change the tender from check to cash, then go to the Refund tab and refund the item by selecting the cash tender.
  • Click Add Additional Item to re-enter the item for the student.

Note

If the tender is not modified to cash for a check refund, it does not create an over/under issue, but the deposit amount does not post correctly into SFO, requiring correction.

Scenario 2: Refund for Cash Payment

  • Locate the student in the cash register and review the Item History to verify the item was paid with cash.
  • Go to the Refund tab and refund the item by selecting the cash tender.

Scenario 3: Refund for Check Payment

  • Locate the student in the cash register and review the Item History to verify the item was paid with a check.
  • Go to the Modification tab, change the tender from check to cash, then proceed to the Refund tab and refund the item by selecting the cash tender.

Scenario 4: Cash Payment Receipted and Taken to Bank but Not Recorded in SCR

  • Locate the student in the cash register and find the item in the Checkout screen.
  • Set the Payment Action to Paid in Full.
  • Select the CREDIT CARD tender (this does not process a credit card payment but records it in SCR).
  • For Card Type, select Other.
  • In the Authorization Code field, enter the SFO receipt or "Receipted in SFO."
  • Choose No Receipt and No Statement under print options and confirm the action.

Scenario 5: Parent Paid Online, Bookkeeper Issued a Cash Refund in SCR

  • The refund cannot be modified, and the closeout results in an overpayment that can only be corrected when the receipt posts in SFO.
  • As credit card refunds cannot be issued for this scenario, issue a check to the parent.

Scenario 6: Wrong Student Marked as Paid in a Group Collection

  • If the wrong student was marked as paid in a group collection, locate the student in the cash register.
  • Refund the payment by check and complete the closeout.

Scenario 7: Refund Needed After Closeout

  • Ensure all collections for the day have been closed out.
  • Search for the student in the cash register, refund by check, and complete the closeout.

Scenario 8: Bookkeeper Entered Cash Payment Instead of Waiving the Fee

  • Refund the payment as cash.
  • Add the item back to the account and select Waived Fee as the payment type.

SCO Refunds

  • Always refund a credit card payment via the catalog.
  • If the credit card is no longer valid, issue a refund by check and add a note in the Comment section to avoid accidental credit card processing.

Handling Over/Under Issues During Closeout in SFO

  • If an over/under issue occurs during closeout, stop and submit a ticket to [email protected].

Over/Under Closeout Issue Screenshot

When the receipt posts in SFO, correct the over/under amount by adjusting the accounts as needed.