Overview

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.

Before you begin

Refunds for purchases made using the POS for items only on the device can be processed via SchoolCash Catalog (SCC) and in-person via SchoolCash Register (SCR).
Payments that used SchoolCash Register to initiate and accept payment on the POS device can be refunded in-person via SchoolCash Register (SCR).
For Canadian customers, Interac Debit payments cannot be refunded via SCC. These transactions must be refunded using the POS device in SCR or by issuing a check.

Refund methods by POS payment type

Refund 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 click Refund.
   • Note: The item could be active or expired.
3. The refund page is displayed listing all the items paid via POS that are eligible for refund.
4. Select each individual payment to be refunded and do one of the following:
   1. Enter the refund amount in the corresponding row or rows and select Refund.
   2. 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"

Refer to the sections below to refund Interac Debit payments in-person via SCR or by check.

Refund 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. On the REFUND PUBLIC ITEMSpage, choose one of these four refund methods:
   • Last 4 Card Digits
   • Receipt Number
   • Email
   • Purchase Date

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.
   1. Note: If Apple Pay or Google Pay was used, enter the last 4 digits of the Apple Pay or Google Pay account number. This can be found on the purchaser's receipt or in the purchaser's Apple Pay or Google Pay app on their mobile phone.
3. Select SEARCH.
4. The record or records are displayed.
   1. Note: Receipt Number will not have POS prefixed.
5. Enter the refund amount in the Refund field.
6. Select the POINT OF SALE button.
7. In the Point of Sale Refundpopup:
   1. Enter the First Name, Last Name, and Email, then select the receipt option.
   2. Best Practice:Confirm the card's last 4 digits match the payment receipt.
      1. Select the I confirm the refund card's last digits match the payment receipts checkbox.
      2. If this is not possible, issue a refund via check. Refer to the Refunding via Check section below.
   3. Select CONFIRM.
   4. The refund request is sent to the POS device.
   5. The cardholder presents their card or digital wallet to process the refund.
8. If the card or digital wallet is approved, the refund is processed.

Receipt number

1. Select the Receipt Number radio button.
2. Enter the receipt number. This can be entered with or without POS as the prefix.
3. The record or records are displayed.
   1. Note: Only items that were paid via credit card or digital wallet can be refunded using the Point of Sale device.
4. Follow steps 5 to 7 in the Last 4 card digits section above.

Email

1. Select the Email radio button.
2. Enter the purchaser's email and select SEARCH.
3. The record or records are displayed.
   1. Note: Only items that were paid via credit card or digital wallet can be refunded using the Point of Sale device.
4. Follow steps 5 to 7 in the Last 4 card digits section above.

Purchase date

1. Select the Purchase Date radio button.
2. Select the purchase date from the calendar and select SEARCH.
3. The record or records are displayed.
   1. Note: Only items that were paid via credit card or digital wallet can be refunded using the Point of Sale device.
4. Follow steps 5 to 7 in the Last 4 card 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.
   1. Note: Only items that were paid via credit card or digital wallet can be refunded using the Point of Sale device.
4. Enter the refund amount in the Refund field.
5. Enter the refund reason in the Reason field.
6. Select the Point of Sale button.
7. The Point of Sale Refund popup is displayed.
   1. Best Practice: Confirm that the card's last 4 digits match the payment receipt.
   2. If this is not possible, issue a refund via check.
8. Select Confirm.
9. The refund request is sent to the POS device.
10. The cardholder presents their card or digital wallet to process the refund.
11. If the card or digital wallet is approved, the refund is processed.
12. If required, print the receipt from the 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:

• Validate with the customer whether they have a receipt.
  1. If they have a receipt:
     1. Refer to the card number and receipt number and record the refund in SchoolCash Register.
     2. See: How to Refund Overview - Cash or Check Register & Online Payments
     3. Proceed with issuing a check as described below.
  2. If the customer does not have a receipt:
     1. 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.
     2. Record the refund in SchoolCash Register.
     3. See: How to Refund Overview - Cash or Check Register & Online Payments
  3. Issue the check to the customer by following this guide:
     1. See: Issue Checks

Note

Refunding via cash is not recommended.

Outcome

You can determine which POS payments can be refunded through SCC or SCR, process refunds for public items and student items, understand current refund limitations, and issue a check when a POS refund cannot be completed through the device.

Troubleshooting

• You cannot refund a Canadian Interac Debit payment in SCC - Refund the transaction in-person through SCR or issue a check.
• The card's last 4 digits cannot be confirmed - Do not continue with the POS refund. Issue a refund via check instead.
• The payment was split between SchoolCash Online and SCR - Only the online portion can currently be refunded via SCC.
• The purchaser does not have a receipt for a refund by check - Ask for the purchaser's name, the last 4 digits of the card used, and the purchase date, then record the refund in SchoolCash Register.