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.

Table of Contents

Scenario 1: Student Marked as Paid in SCR by Mistake

This scenario covers the steps to locate the student, review item history, and process refunds for mistaken payments marked in SCR.

Expand for instructions to correct student payment mistakes

Locate the Student

  1. Locate the student in the cash register.
  2. Review the Item History to confirm the item was marked as paid in error. Click the link in the item history to view payment details (cash or check).

Process the Refund

  1. If the payment was recorded as Cash:
    • Go to the Refund tab and refund the item by selecting the cash tender.
  2. If the payment was recorded as 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.
  3. Click on Add Additional Item and re-enter the item for the student.

Important Note

If you don’t modify the tender to cash on a check refund, there won’t be an over/under issue, but the deposit amount won’t post correctly into SFO and requires correction.

Scenario 2: Refund for Cash Payment

This section provides the process for refunding an item paid by cash, including locating the student and issuing the refund.

Expand for cash payment refund instructions

Locate the Student

  1. Locate the student in the cash register.
  2. Review the Item History to verify the item was paid with cash.

Process the Refund

  • Go to the Refund tab and refund the item by selecting the cash tender.

Scenario 3: Refund for Check Payment

Guidance on handling check payment refunds in SCR, including locating the student and modifying tender type.

Expand for check payment refund instructions

Locate the Student

  1. Locate the student in the cash register.
  2. Review the Item History to verify the item was paid with a check.

Process the Refund

  • 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 1: Student Marked as Paid in SCR by Mistake

This section explains what to do if a student is mistakenly marked as paid in SCR, detailing steps to locate the student and correct the error.

Expand to view instructions for handling mistaken payments

Locate the Student

  1. Locate the student in the cash register.
  2. Review the Item History to confirm the item was marked as paid in error. Click the link in the item history to view payment details (cash or check).

Process the Refund

  1. If the payment was recorded as Cash:
    • Go to the Refund tab and refund the item by selecting the cash tender.
  2. If the payment was recorded as 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.
  3. Click on add additional item and re-enter the item for the student.

Important Note

If you don’t modify the tender to cash on a check refund, there won’t be an over/under issue, but the deposit amount won’t post correctly into SFO and requires correction.

Scenario 2: Refund for Cash Payment

This section provides steps for issuing a refund when a student paid in cash.

Expand for refund process for cash payments

Locate the Student

  1. Locate the student in the cash register.
  2. Review the Item History to verify the item was paid with cash.

Process the Refund

  • Go to the Refund tab and refund the item by selecting the cash tender.

Scenario 3: Refund for Check Payment

This section provides guidance on refunding a check payment.

Expand for instructions on check payment refunds

Locate the Student

  1. Locate the student in the cash register.
  2. Review the Item History to verify the item was paid with a check.

Process the Refund

  • 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

Outlines the steps if a cash payment was receipted and banked but not recorded in SCR.

Expand for steps to correct unrecorded cash payments

Locate the Student

  • Locate the student in the cash register and find the item in the Checkout screen.

Process the Refund

  1. Click on the item and set the Payment Action to Paid in full.
  2. Checkout by selecting the CREDIT CARD tender. Note: This records a payment in SCR but doesn’t process a credit card payment.
  3. Select Other as the Card type.
  4. Enter the SFO receipt in the Authorization Code field, or enter “receipted in SFO.”
  5. Select No receipt and No statement for print options, then confirm the action.

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

Covers steps for handling refunds when a parent paid online, but the refund was issued in cash.

Expand for instructions on online payment refunded by cash

Important Note

Note: If the closeout results in an overpayment, correct it once the receipt is processed in SFO. As credit card refunds cannot be issued in this case, write a check to the parent.

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

Provides instructions for rectifying situations where the wrong student was marked as paid in a group collection.

Expand for correction steps when wrong student is marked paid

Locate the Student

  • If a wrong student was marked as paid in a group collection, locate the student in the cash register.

Process the Refund

  • Refund the payment by check and complete the closeout.

Note: This resolves the SFO receipt overage.

Scenario 7: Refund Needed After Closeout

Details the steps required to process a refund after the closeout has been completed.

Expand for instructions on refunds post-closeout

Pre-Refund Check

  • Ensure any collections for the day have closed out.

Process the Refund

  1. Search for the student in the cash register and refund by check.
  2. Complete the closeout. Note: This does not generate a receipt in SFO. Print the closeout for your records.

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

Instructions for cases where the bookkeeper mistakenly entered a cash payment instead of waiving the fee.

Expand for instructions on correcting cash payment entered by mistake

Process the Refund

  1. Refund the payment as cash.
  2. Re-enter the item and select Waived fee as the payment type.

SCO Refunds

Describes how to handle refunds when dealing with SCO payments, especially if the original payment method is no longer valid.

Expand for SCO refund instructions
  1. Always refund a credit card payment via the catalog.
  2. If the credit card is no longer valid:
    1. Write a check for the refund. Go to the cash register, search for the student, and refund by check.
    2. Include a note in the Comment section to prevent accidental processing of a credit card refund.
  3. If you issued a check refund:
    1. This does not create an over/under issue, but it affects the receipt amount when processed in SFO.
    2. To correct this, reduce the amount in the account the check was posted to.

Handling Over/Under Issues During Closeout in SFO

Provides instructions on addressing over/under issues encountered during closeout within the SFO system.

Expand for steps to address over/under issues during closeout in SFO
  • If you encounter an over/under issue during closeout, STOP and submit a ticket to sfosupport@kevgroup.com. Closeout screenshot
  • If the closeout completes with an over/under issue:
    1. The receipt enters SFO, and the correction needs to be made on the SFO side.
    2. In SFO, click the link for the school store receipt under review.
    3. Notice the Over/Under line item.
    4. Print the receipt and post the deposit as usual.

To correct the receipt in SFO:

  • If OVER:
    • Do a receipt to the wrong account (JE). Pull up the receipt, selecting the Over/Under account as the wrong account.
    • Select the correct account to which the item was overstated. Enter “correcting closeout” in the reference, preview, post, and generate.
    • Do a receipt for the wrong amount for the same receipt, select the overstated account, and reduce the item amount. Use the same reference, preview, post, and generate.
  • If UNDER:
    • Follow the same process, but select the overstated account and move the amount to the Over/Under account to zero it out.

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