Running Payments, Voids and Refunds, and Processing Refunds
Make sure that the key located at the top right of the register is pointing to register mode (REG)
Enter your register number and press the “clerk” button. Your clerk name will display on the screen.
Method 1: Scan Barcodes
Get the correct register book (Summer or School Year, whichever applies)
Using the white barcode scanner, scan each applicable barcode. It is easiest if you make contact between the scanner and the barcode you are scanning. ***If you are scanning the same bar code multiple times, enter the quantity using the gray keys, press the QTY button, and then scan barcode.
Upon a successful scan, the register will beep and will display what you just scanned on the screen.
Once you have finished scanning, press the subtotal button to confirm the total is correct.
Method 2: Scan Barcode and Alter Price (ALT-PLU)
Enter the amount that you want to actually charge using the XXXX format (example: $45.00 should be 4500).
Press the “plu/ dept alt” button.
Scan the barcode.
Press the subtotal button to confirm that the total adjusted correctly. When entering this payment in Ideal-Logic later, make sure to explain in the comments section why the price was adjusted.
Method 3: Charge to Departments
Enter the amount for the cost of the item they are being charged for. Do not use the decimal point but, but make sure that zeros appear for the cents section so that you charge them in dollars rather than cents.
Click the corresponding department key, which will be one of the numbered yellow keys. The list of codes by department acronym is on the first page of the register binder.
Method 1: Credit Card Transactions
*** IMPORTANT***All transactions that involve the transfer of credit card information that are processed by an OSU KidSpirit staff member must be performed on approved systems. Oregon State University is involved in PCI DSS (Payment Card Industry Data Security Standards) compliance and is subject to examinations of system security and configuration to ensure cardholder data is secure. In addition:
a.) No cardholder data should be transmitted or stored in any non-approved system or sent via end-user messaging technology.
b.) No physical cardholder data is to be stored. If you must write down credit card information, all cardholder data must be blackened so as to be unreadable after the transaction for which it was taken is processed AND shredded when finished. Policy states to black out the name, number and expiration date of the card information, rip the paper up and then place into the locked Oregon State University shred bin.
Swipe card on the credit card machine or enter credit card number. If the payment is taken over the phone and a card number is being typed in, make sure to also enter the expiration date and the 3-digit security code. Ask the customer if they would like a copy of their receipt (print a second copy from credit card machine), or if they would like a copy emailed to them (in Ideal-Logic). If the machine directs you to use the chip reader, place the card in the front slot of the credit card machine and hold there until the machine beeps directing you to take the card out. As soon as the credit card information has been accepted in the machine, make sure to shred all credit card information.
Have the parent sign the credit card receipt. If the card number was taken over the phone, write “Authorized by (cardholder’s name)” where they would otherwise sign.
On the register, enter the transaction number (should be a number in the range from 1-50) from the credit card receipt and push “#/st/ns”
Press Charge 2. This will finish the transaction, the drawer will open and the receipt will finish printing. Close the drawer and do not yet place the receipts in the register.
On the top of the credit card receipt, put the child’s first and last name, the department the money is going to (HARC, HYSP etc…), and the receipt number from the cash register, which is the four digit number on the bottom right of the receipt. If there is more than one department, make sure to show how much goes to each department. Copy the cash register and credit card machine receipts together onto one paper. Place a payment sticker on the copied page, recycle the register receipt, and place the credit card receipt in the cash register through the front slot.
Method 2: Check Transactions
Enter the check number and push “#/st/ns”
Press “check” on the cash register. This will finish the transaction, the drawer will open and the receipt will finish printing.If the parent would like a receipt, let them know that one can be emailed through Ideal-Logic, or make a copy of the register receipt for them.
On the top of the check, write the child’s first and last name, the department the money is going to (HARC, HYSP, etc...), and the receipt number from the cash register, which is the four digit number on the bottom right of the receipt.
Copy the register receipt and the front of the check together onto one paper. Place a payment sticker on the copied page and recycle the register receipt. Use the stamp located on the back counter to stamp the back of the check where it says to endorse, and put the check in the register drawer through the front slot.
Method 3: Cash Transactions
Enter the amount of cash paid in XX.XX format. Do not use the decimal place button, but make sure that there is a 00 on the end so that they get charged dollars and not cents. Press “Amount Tend Total.” This will finish the transaction, and the drawer will open and receipt will print. If the parent would like a receipt, let them know that one can be emailed to them through Ideal-Logic or copy the register receipt for them. Do not recycle the receipt from cash transactions.
Write the child’s first and last name and the department the money is going to on the top of the receipt. Copy the cash register receipt. Do not copy the cash. Place a payment sticker on the copy.
Place the cash register receipt in the cash register through the front slot.
Method 4: Gift Certificates and Coupons
Enter the amount that the coupon or gift certificate is valued at.
Press the “-cpn” button.
For gift certificates, enter the gift certificate number and then press the “#/st/ns” button. For coupons, the transaction can now proceed as normal, with the discount removed from the total cost.
If the certificate covers the entire cost of the payment, then finish the transaction like a standard cash transaction. If the certificate only covers part of the payment, complete the transaction like a split transaction (see instruction in Method 5 below).
On the back of the certificate, write the name of the child redeeming the certificate, the date the certificate is being redeemed, and your name.
Write the child’s name, the department the payment is going towards, and the receipt number from the register on gift certificate or other payment receipt/ check. Copy all components onto one page, and place a payment sticker on this page. Slide receipt, credit card machine receipt, and check (whichever are applicable), into the register drawer through the front slot, preferably all paper clipped together to make the deposit simpler.
Make sure that the gift certificate gets entered into the gift certificate log (see “Creating and Documenting Gift Certificates”).
Method 5: Split Transactions (check and cash or check and card or card and cash)
You can split in the following orders: Cash and then check/ charge, or check and then cash/ charge. If charge is involved, it must always come last.
Enter any corresponding check and invoice numbers, following each one with the “#/st/ns” button before pressing the check, charge, or amount tend total buttons.Enter how much the first split is for and press the corresponding button. Then press the corresponding button for the second split to complete the transaction. Example: Total is $50.00. Paying with cash ($30) and charge ($20). Enter invoice number. Enter 3000 (don’t use decimal button) and press “amount tend total”. $30 is put to cash. Then press “charge 2” and the remainder ($20) is charged. Receipt will print.
Write the child’s name, the department, and the register receipt number on the check and/ or card machine receipt. Copy any necessary receipts and checks, as listed above in Methods 1-4, all onto one piece of paper. Place a payment sticker on that paper, and place all necessary receipts and checks in the register drawer through the front slot.
Voids and ECs are used to undo human error on the register. Whenever a visible mistake is made on the register and needs to be fixed via a void, EC, or other method, this must be documented on the Void/Error Slip and the receipt with the void needs to be attached to it. The Void/Error Slips are located in the front pocket of the Orange Binder next to the cash register, and is meant to clarify any confusion with the payment errors that occurred for the sake of the depositor and the business center.
EC: Used to delete the last entry in current transaction.
Press EC. Previous scan will be voided.
Void: Used to delete an entry from current or past transactions from the current receipt tape before the register is Z’d out. This is NOT used for refunds.
Press “void” key.
Scan barcode you wish to void. Item will appear on screen with a U to the left of the amount. This indicates a negative charge. Void can be combined with alt-plu function.
Continue the transaction as outlined above based on payment type.
Before processing any refunds, please refer to the policy manual, brochure, or your leadership team to confirm that a refund is appropriate and compliant with the KidSpirit policy. If a customer requests a refund, ask how they originally paid for the item. Tell them there is a $25 administration fee for all cancelled classes, unless noted as an emergency.
Method 1: Refunding Credit Card Payments Made through the Office
Credit Card Machine:
Make sure that the credit card being used is the same card that the customer originally used to pay. If the family did not pay in the office or over the phone on this same card, this is the wrong type of refund and do not proceed.
Press the “refund” button on the credit card machine. Make sure it says refund so you don’t accidently charge the customer again! Note that this option may not immediately be visible; press “More” on the side of the credit card machine to view more options.
Enter password for processing refund.
Enter amount you wish to refund.
Swipe the card, use the chip reader, or enter the credit card number and security code, as you would for a typical credit card payment. When the payment is complete, a receipt should print with “return” in bold at the top
Cash Register:
Press “return” key.
Scan barcode you wish to refund or enter the amount and press the corresponding department key.. Item will appear on the screen with a U to the left of the amount. This indicates a negative sign. ALT-PLU can also be used in combination with the return key if needed.
Proceed with the transaction as a regular credit card payment outlined above.
When entering the refund into Ideal-Logic, cancel any registrations if applicable and adjust the balance to match the refund amount. On each one, to the right of the registration, select "Remove Credit from Registration" and upload the proof of refund under the documents tab.
Method 2: Refunding Credit Card Payments Made through Ideal-Logic
If the payment was made through Ideal-Logic, the refund must be run through Marketplace, which is the online forum for monitoring Ideal-Logic payments. Do not refund through the office card machine if the family paid on Ideal-Logic. Only select office and administrative leadership with specific training have access to Marketplace for security reasons, so a request must be made to one of those staff members to process the refund. The request should be a slack message which includes:
The first and last name of both the child and the parent
The amount that is being refunded (make sure to subtract the $25 admin fee if applicable)
The reason for the refund
What the refund is for (S1 summer camp, fall rec gymnastics etc…)
Once this information is shared, follow up with the supervisor that the refund was completed and inform the family. The supervisor will enter the refund in Ideal-Logic once it is processed.
Method 3: Refunding Cash or Check Payments
If the payment was made with cash or check, a non-credit card refund form must be processed through the business center in most situations. These forms are located in the cubbies behind the main desk and can also be found on the brain. The form must be filled out and sent over to the business center with an explanation to be processed. It is important to keep the parent updated on the progress of the process, and to enter the refund in Ideal-Logic once it is complete. When the refund is complete, they should receive the money directly from the OSU Business Center. If the person paid by check and they have a debit card associated with that checking account, we can refund them onto that debit card.