Business Process

Cashiering

Module

Student Financials

Prerequisites

Voiding a transaction receipt can only be done on the same Business Day as the Payment Receipt. 

Description

This Job Aid illustrates how to void a transaction receipt

1.

Click on [] then [] and navigate to Student Financials ->  Cashiering -> Cash Management -> Void Receipts - Cashier... 

2.

Verify that the “Business Unit”= “SDCCD”

(Option 1) If you know the appropriate information for the “Cashier’s Office” field (e.g. "MESA1"), enter it.

(Option 2) If you’re unsure of the Cashier’s Office, click the “Search” button [] to display a list of Cashier’s Offices.  Click the appropriate office.

3.

Click the Search [] button to display a list of receipts

4.

Click the “Void” button [] next to the receipt to be voided.

This page is intended for use by the majority of the cashiering staff when voiding receipts.  It is a secure page that only permits you to void receipts that you, the user, generated.

If you are a supervisor, you’ll be able to void the receipts of any cashiers that report directly to you.

5.

(Option 1) Click the magnifying glass [] to search for the appropriate “Void Reason Code”.

(Option 2) If you already know the appropriate Void Reason Code (e.g. “IST” for Incorrect Student), enter it directly into the field.

6.

Click on the appropriate Void Reason Code (e.g. “IST” for Incorrect Student)

7.

Click the “OK” button [].

Once you enter the Void Reason Code, the system voids the receipt, makes the Void button unavailable, displays the Void Code and the Status of the transaction updates to Voided.

When you void a corporate or student payment receipt, the system reverses any payments posted to the respective corporate or student account.

8.

To check the results of the Voided Receipt transaction on the student’s account click on [] then [] and navigate to Student Financials -> View Customer Accounts…

9.

Click in the ID field and enter the student’s ID.

(Do NOT click the magnifying glass [] next to the ID field or you will pull up every student in the system)

10.

Click the Search Button [].

12.

Click the “Account Details” link for the semester that you voided the receipt.

Line 2 in the following screenshot shows the voided receipt.  The amount is positive and there is an “R” next to the amount.

The payment receipt has been voided, the balance was put back to the student’s account and the student owes.

13.

End of job aid.