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Payments & Refunds: Clearing, Voiding and Cancelling a Transaction

Clear

Clear can be used to delete an entry, (e.g. you press 5000 instead of 500).

It can also be used to clear the previous transaction from the transaction window.

Cancel

Can only be used prior to Payment being made. Cancels the entire transaction.

  1. Press the CANCEL button.
  2. Press Cancel again to confirm the cancellation.

Troubleshooting

If an error message comes up on the POS terminal when processing a transaction refer to the link below.

Void

Use Void for a completed transaction that we have entered in error OR to void a transaction before payment has been received. e.g. If you press CLR TRANS instead of B/W TRANS on the POS.

Before pressing Payment After pressing Payment
  1. Press VOID button.
  2. A V will appear next to the amount in the Transaction window.
  3. If continuing with the transaction, you can enter the new corrected transaction.
  4. If you are not proceeding with any further transactions, press CANCEL button.
  5. Press Cancel again to confirm.

Note: FINES & FEES transactions cannot be voided once payment has been completed.

If an error message has come up on the POS, see the Troubleshooting box on this page for steps to resolve the issue.

  1. If at the Home screen, press the appropriate transaction type e.g. PAPERCUT.
  2. Press the VOID button.
  3. Re-enter the transaction exactly the way it was entered, including the payment.
  4. If the transaction was a credit or debit card transaction,  the patron will need to re-tap their card on the terminal.
    • if prompted on the POS screen, enter the following:
Enter the REF#  From the receipt

Enter the INVOICE#

 
From the journal entry Enter the REF# 
Enter the APR# From the receipt

Enter the AUTH#

 
From the journal entry Enter the APR#
  1. If the voided transaction was a debit or credit card transaction:
    • The Merchant receipt will print out with a signature line.
    • The staff person must sign the merchant receipt confirming the void.

Workflows Transaction Entered in Error and Paid

Currently we have no way to void a Workflows transaction after it has been paid.

Prior to a debit or credit card payment going through the patron has the option to press CANCEL on the PIN pad but if it is a cash payment that was made in error we have no way to correct it.

  1. Immediately after the transaction is completed, go into any of the options on the Home Screen (e.g. Fines & Fees, Papercut or Sales).
  2. Press the REPRINT RECEIPT button.
  3. Write a note explaining what happened, (either on the receipt or on a separate piece of paper), and put the receipt and note in the POS drawer.