FINANCE AND ADMINISTRATION

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1 Introduction: This is a CASHNet operator s step-by-step guide to how to process credit card payments. The CASHNet Cashiering module allows operators to: process payments and new charges, inquire on customer accounts, void, reverse, refund and adjust transactions and balance at the end of the business day. Important Links: CASHNet Test or Training Database Link: (to test reports and transactions) CASHNet Production Database Link: (to run reports, look up transactions and process cashiering) CASHNet Login Information: (Login Setup for CASHNet Test and Production Database) Training Database Operator ID: ISU Username (e.g: Tony Hill User Name: hilltony) Password: Contact Us : Weston Whitworth Ph: Waqas Siddiqui Ph: Station: Contact Us Client Code: ISU_TRAIN Production Database Operator ID: ISU username (e.g: Tony Hill User Name: hilltony) Password: Contact Us : Weston Whitworth Ph: Waqas Siddiqui Ph: Station: Contact Us Client Code: ISU_PROD 1 P a g e

2 CASHNet Login Screen: Operator ID: ISU username (e.g: Tony Hill User Name: hilltony) Password: Contact Us Station: Contact Us Client Code: CASHNet Test Database is ISU_TRAIN CASHNet Production Database is ISU_PROD 2 P a g e

3 Begin Cashiering: To begin cashiering, each cashier must start a new batch or resume an existing batch. The batch is assigned a unique batch number and contains the cashier s transactions for the current business day. Click on the Start a New Batch button to start a new batch. Or you can also click on the Resume Button, if you already have a batch opened. After you start a new batch, click on the Cashier Button to look up the customer. 3 P a g e

4 Cashiering Transactions: To go to the Cashiering, first you have to look up the Customer. Customer can be searched by Student ID or Name. Customer Name Customer ID 4 P a g e

5 I The system will automatically fill in the following reference fields that display below the Cashiering title bar. Trans. No The system-applied number of the transaction. Once a transaction number is applied, it is not used again, even if the transaction is cancelled. Batch No Operator Station Date Time Business Effective Status Module The system-applied batch number in which the operator is working. Once a batch number is applied, it is not used again, even if the batch contains no transactions. The ID of the logged-in operator. The station ID that was entered on the login page. The actual date of the transaction. The time the transaction is being processed. The business date that will be applied to the transaction. The effective date that will be applied to the transaction. The status of the transaction Open, Cancelled, Closed, Memo, No Sale, Pending or Voided. Each time you click on the Cashier button, the system will designate the new transaction status as Open. The CASHNet module in which the operator is working. 5 P a g e

6 Item Code and Payment Code Selection: Item Code Text field Item Code or Item Code Easy Keys In order to process a payment in the above section, you must first select the new charge item code. You can do this by simply clicking on the appropriate button to select the Item Code (Item Code Easy Keys), or entering the exact code into the item code Text Field and click on the Retrieve button or press tab on your keyboard, if Easy Key is not available. Item Code: An item code is used as a shortcut code to contain all the detailed information on a specific item, service or charge. 6 P a g e

7 Adding an Item Code or a Charge: Add Item and Reset Item Button Enter Amount in the Text Field After you enter the Item Code, it will ask you to enter the payment amount into the Text box. Then click on the Add Item Button to add the charge to the account. Note: Operator can add multiple item codes in one transaction. Enter the Payment Code Field Type (e.g. For Credit Card processing enter CRCN in the Add Payment Text Box or click on the Easy key) 7 P a g e

8 Processing a Transaction Using an Encrypted Card Reader: After you add the charge, click on the CRCN button or enter the payment type in the add payment text field and click on the Retrieve Button or press tab on your keyboard to process. Add Payment and Reset Payment Button Note: Prior to accepting the credit card payment, please be sure to ask for a photo ID. This is to avoid any fraudulent activity. Now before you swipe your credit card for payment processing, press ALT + R keys on your keyboard to activate the P2P (Point to Point) encryption on your credit card swipe. After you swipe your credit card make sure to press the TAB key on your keyboard. By pressing the TAB key a pop-up window will open, asking the operator to enter the last four digits of the credit card number for security purposes and then press ok. 8 P a g e

9 In the last step, click on Add Payment Button to process the credit card payment. A receipt of this transaction should be printed out from your receipt printer. 9 P a g e

10 Processing a Transaction Using an Encrypted Card Reader with Key Pad: The Credit Card transaction process will differ slightly depending on the type of credit card reader you have at your facility. The above mentioned card transaction was performed on a card swipe without a keypad. If you have a card swipe with a keypad on it you should use the following steps. Just as before you will want to select the CRCN under the Add a Payment option. 10 P a g e

11 Once you have selected CRCN, CASHNet will give you two options. You can either swipe the card or key in the entry. If you select the SWIPE CARD option, the keypad will state READY and you can go ahead and swipe the card. Once you have swiped the patron's credit card a window will pop up on your computer monitor asking you to enter the last 4 digits on the credit card. Enter the last 4 digits on the credit card, select OK, and the transaction will process, giving you a receipt. 11 P a g e

12 Using the Credit Card Processor with a keypad allows you to key in an entry as well as swiping the card. In order perform this type of transaction, you will need to select the KEY IN ENTRY option. After you have selected the KEY IN ENTRY option, you will then look at the screen on the credit card processor. It will ask you to enter the card number and expiration date on the key pad. Once finished, you select enter on the keypad, and the transaction will be processed on the computer. A receipt will be printed out of the CASHNet printer seen below. 12 P a g e

13 Cashiering Checkout or Batch Closing: At the end of your work period, your batch of transactions should be the equivalent of your total receipts processed that business day. To close your open batch and checkout for the day, either click on the Checkout link located in the main menu or after clicking on the Cashiering link, click on the Checkout button. A screen similar to the following will display: Note: Make sure your receipts total matches with the System Balance. Note: For departmental payment processing, we only accept VISA and Master Card. 13 P a g e

14 Voiding or Reversing Transactions: You can only void a transaction on the same day it was processed. If a transaction happened over 24 hours ago then it has to be done via a refund process. To void or reverse a transaction, use the Find Transactions menu to locate the transaction. Click on the transaction number link to view the transaction and then click on the Void button located below the Cashiering title bar. Find Transactions: Find Transaction: Search can be done by: 1. Department Name 2. Actual dates-fill in the start date and the end date by clicking on the calendar 3. Leaving the date fields blank, will result in viewing all transactions from start to the current date 4. Item Code 5. Customer Code 6. Station 7. Transaction Number 8. Amount 9. Credit Card No. (Last Four Digits of the Credit Card used in that transaction.) 10. Reference Type or Reference Data. 14 P a g e

15 Search Results: Void Button 15 P a g e

16 Refunding Transactions: Refund Button Note: You can do a partial refund or a full refund. After you search the transaction on the Find transaction section, click on the Refund Button to start the refund process. A pop-up window will open asking to confirm and continue the refunding process. 16 P a g e

17 After you click okay,the following screen will come up. On this screen you can either enter the amount of the refund or click on the Full Amount Button. In a transaction you can refund from 1% to 100%, depending on your need. Also, to complete the refund transaction you need to enter the address of the customer so that they can be notified. Refund Memo Field is optional. Full Amount Button Amount Entry Field Refund Memo Field (Optional) Customer Address Field (Required) 17 P a g e

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