You may issue a credit card refund to anyone who has paid by credit card within the past 60 days. This applies to individual point of sale (POS) payments, recurring credit card (batch) payments and parent initiated online credit card payments. You may specify the amount to refund as long as it does not exceed the total amount paid (minus any prior refunds) with that card during that time period.

Before You Begin

  • You must have Procare version 10.2.4561 or higher.
  • You’ll need to have the same credit card originally used to make the payment(s) or at least have the credit card information, so you can manually enter it for the refund.
  • Card Reader: Make sure the Credit Card Reader (card swipe device) is connected to your computer. A green light should be displayed indicating the card reader is ready.
  • Receipts: You’ll want to Turn Receipt Printing On to print a duplicate receipt with a merchant copy for you to keep and a copy for the customer. Be sure to mark “Credit Card Refund” as a Payment Description for which you want receipts.

Process a Credit Card Refund

Begin at the main screen of Family Data & Accounting:

  1. Be sure you are online.
  2. Look Up the family and click the Ledger Card icon on the account toolbar.
    toolbar-act-ledger.png
  3. Click the TE POS button (bottom center).
    btn-te-pos.png
  4. Click Swipe Card (top left) and run the card through the reader.
    btn-te-swipe-card.png
    Manual Entry: If needed you may manually enter credit card information. Yellow fields, including the CVV Number are required; white fields are optional.
    te-pos-manual.png
  5. After scanning a card, the Card Holder Information appears including the current amount due.
    te-pos-bal-zero.png

    1. Type over the Amount using a negative number to indicate the amount to refund; for example, a $50 refund would be entered as -50.00.
      te-refund-neg-amt.png
      IMPORTANT! You must use a NEGATIVE number.
    2. The Payment Description for POS transactions will default to the description selected when you first Configured Tuition Express.
      te-pos-pmt-descript.png
      To keep this refund separate from regular credit card payments, we recommend you change it to “Credit Card Refund”. You may first need to add “Credit Card Refund” to your list of Payment Descriptions within Charge/Credit Descriptions.
      te-pos-pmt-descript-refund.png
    3. Click Process.
      btn-te-process.png
    4. Confirm that you do, indeed, want to issue a refund (post a CREDIT to their credit card).
      te-refund-verify-msgbox.png
      Note 1: The reverse payment (refund) will automatically be recorded on the Ledger Card, causing the family’s balance due to go up.
      Note 2: If you have receipt printing set to “Confirm Printing of Receipt” you’ll get a message asking if you’d like a receipt. Otherwise, a receipt will print on it’s own, if the Payment Description (like “Credit Card Refund”) is marked within Receipt Options.
  6. You’ll also want to close a Deposit Report which includes the refunded item only.
    Note: Depending on the reason for the refund it may be necessary to Void and repost other ledger card entries; for example, if there had been an incorrect amount charged for tuition.

Refund Declined / Credit Attempt Denied

In some cases the refund may not be allowed, such as if the refund is more than amount charged to that card over the last 60 days (less any prior refunds). This could also happen if the card you are attempting to refund is not the same card to which the charges were made.

If you are unable to complete the credit card refund, you could always issue a refund check. See: Customer Refunds

Code Description What it Means
5001 Credit Attempt Denied (Code #5001) — There has been no activity using this card in the past 60 days. This card has not recently been used to make a payment; therefore, you cannot give a credit.
5002 Credit Attempt Denied (Code #5002) — Based on activity in the past 60 days, this card does not qualify for any credit transactions. This card has been used to make a payment, but there is no amount available to give a credit. This may mean a credit was given previously.
5003 Credit Attempt Denied (Code #5003) — Based on activity in the past 60 days, this card can only qualify for a credit transaction of XXX.XX or less. You are trying to give too large a credit. You may give a credit for up to the amount shown. Change the amount and try again.