Credit/Debit Card Sales

• Staff will process Credit/Debit Card transactions for clients only.

• Only Front Office Supervisors and/or their appointed designee will process refunds.

• Only Front Office Supervisors and/or their appointed designee will process payments to client’s accounts receivable.

• The machine should auto-close every night at approximately 10:30pm.  A Front Office Supervisor and/or designee may not close out their transactions for the day without written email consent from Administration staff.

• A Front Office Supervisor and/or designee may print out a sales report at any time of the day.

• Encourage clients if at all possible to process as a credit transaction.  

• Under no circumstances does any associate add cash advance dollars to a transaction for anyone.

Boone County

Terminal # 03885857

Merchant # 2623927

Campbell County

Terminal # 03884108

Merchant # 2622757

Grant County

Terminal # 03884109

Merchant # 2622758

Kenton County

Terminal # 03884112

Merchant # 2622759

Follow these steps:

1. Press “Credit”

2. Press “Sales”

3. Swipe Card

4. Enter amount of invoice

5. Sales slip will print out (First slip printed is NKIDHD for client to sign, keep in cash box with cash/checks)

6. Print another copy for client

Follow these steps:

1. Press “Credit” 

2. Press “Sales”

3. Enter client’s card number

4. Enter cards expiration date

5. Enter numeric address (for example, if there street address is 111 Main Street, you would enter 111) 

6. Enter zip code

7. Enter amount of invoice

8. Sales slip will print out (First slip printed is NKIDHD for client to sign, keep in cash box with cash/checks)

9. Print another copy for client

Follow these steps:

1. Press “Debit”

2. Press “Sales”

3. Client swipes card

4. Verify the card belongs to client (parent or guardian of client)-last four (4) digits

5. Enter amount of sale

6. Client enters pin number – hits enter

7. Receipt will print out (First slip printed is NKIDHD for client to sign, keep in cash box with cash/checks)

8. Print another copy for client

Notes:

• Voids can only be done on the same day the credit or debit sale was processed.

• Void action is used for both credit & debit sales.

• Void both a  debit transaction and a credit transaction through the Credit Screen.

 Follow these steps:

1. Press “Credit”

2. Press “More” Two Times

3. Press “Void”

4. Enter Invoice # (from sales receipt)

5. Verify information correct from card

6. Void – Answer Yes or No

Follow these steps:

1. Press “Credit”

2. Press “Refund”

3. Swipe Card

4. Enter amount that appears on the Credit/Debit receipt.  

(NEVER refund a partial amount.  When an error occurs with the wrong amount being charged – credit the client’s credit/debit card for the full amount of the original transaction.  Re-process the client’s credit/debit card for the correct amount.)

Follow these steps:

1. Press “Credit.”

2. Press “ More” Two Times.

3. Select “Print Reports.”

4. Select “Net Totals.”

5. Put report in with collections for the day.

To close out sales for the day in place of automatic closeout (YOU SHOULD NOT HAVE TO DO THIS UNLESS INSTRUCTED TO-MACHINE SHOULD AUTO-CLOSE EVERY NIGHT APPROX. 10:30PM), follow these steps:

• Press “Credit.”

• Press “More.”

• Select “Close” (A receipt for the days transaction will print ) 

6/20/2023

• Added Revision Log

10/1/2023

• Updated staff titles from Clerical Supervisor to Front Office Supervisor (to reflect current titles)