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Reversing Transactions in Online Teacher Receipting (OTR): Voids vs. Refunds

Learn the rules and procedures for voiding same-day receipts, voiding cash/check deposits, and processing credit card refunds in OTR.

💡 Understanding Voids vs. Refunds: In OTR, a Void cancels an unbatched transaction on the exact same day it occurred without creating a financial trail. A Refund is used to return settled credit card funds back to the purchaser's card starting the following business day.

Voiding an In-Person Receipt (Same-Day Only)

If an incorrect item was selected, an incorrect amount was tendered, or a transaction was created in error, the receipt can be voided if caught immediately:

  • Time Limit: Receipts can only be voided on the same calendar day before midnight. Once a business day closes, the transaction cannot be voided.

  • Batching Constraint: A receipt cannot be voided if it has already been included in a Teacher Deposit batch. If batched, the deposit must be voided first.

Step-by-Step Receipt Void Process:

  1. Navigate to Transactions → OTR - Receipt Entry (or Teacher Receipting – New).

  2. Click Action and select Lookup Receipt.

  3. Search by date, receipt number, or student name.

  4. Locate the target receipt in the results table and click Void.

  5. Select a standard Void Reason from the dropdown menu (e.g., "Cashier Error", "Incorrect Product", "Parent Request") and add explanatory comments.

  6. Click Confirm Void. The receipt status immediately updates to Voided, and any attached Student Obligations are restored to an unpaid status.

Voiding a Teacher Deposit (Cash and Check Only)

If a teacher discovers a counting discrepancy or needs to void a receipt that was already placed into a deposit batch:

  1. Navigate to Transactions → Teacher Receipting Deposit.

  2. Select Deposit Number and click List of Deposits (Bookkeepers select Show All Deposits for school-wide visibility).

  3. Locate the deposit batch and click Void.

  4. Confirm the action. Voiding the deposit breaks the batch apart and returns all individual cash and check receipts back to the unbatched receipt queue.

  5. Staff can now void individual incorrect receipts or correct the count before re-batching.

⚠️ SAF Accounting Reversal Rule: If a deposit batch was already receipted into your school's external SAF accounting system (such as EPES or SFO), you must reverse the entry inside the SAF software before voiding the deposit inside OTR to maintain general ledger synchronization.

Processing Credit Card Refunds

Credit card transactions that have settled past midnight cannot be voided. Instead, bookkeepers process an official refund:

  1. Navigate to Transactions → Refunds in the Management Portal.

  2. Search by transaction date, student name, or receipt number.

  3. Select the transaction to open the refund details screen.

  4. Choose the refund scope per line item:

    • Full Refund: Reverses the entire purchase amount back to the card.

    • Partial Refund: Enter a custom dollar amount to refund a portion of the payment.

    • Zero-Dollar ($0.00) Refund: Flags the item as refunded on reports when the school issues an in-person cash or district check refund, without initiating an electronic credit card transfer.

  5. Enter a mandatory Refund Reason and documentation notes for financial audit trails.

  6. Submit the refund. Credit card refunds typically post to the cardholder's bank account within 24 to 48 business hours.

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