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Managing Online Mobile Swipe (OMS) Deposits, Voids, and Refunds

Understand the critical timing difference between same-day in-app voids and next-day web refunds, automated ACH deposits, and financial reporting.

💡 Critical Timing Rule: Voids vs. Refunds: In OMS, Voids must be processed on the exact same day before midnight directly inside the mobile app. Refunds can only be processed starting the following business day inside the web Management Portal.

Voiding a Same-Day Transaction (In-App Only)

If an accidental sale occurs or a volunteer enters the wrong amount, the transaction can be voided immediately within the app:

  • Deadline: Same calendar day only, before 12:00 AM EDT.

  • Effect: Immediately terminates the transaction before the daily credit card merchant batch closes. The cardholder's pending authorization drops off cleanly without settling.

Step-by-Step In-App Void:

  1. Tap the Main Menu icon (≡) in the top-left corner of the OMS app.

  2. Select Void Transaction.

  3. Locate and select the receipt number you need to void.

  4. Tap Void, confirm Yes, and tap Done.

Processing Next-Day Refunds (Web Management Portal)

Once the calendar day ends (after 12:00 AM EDT), daily card batches close and transactions settle. Settled transactions cannot be voided in the app—they must be refunded by a bookkeeper through the web Management Portal:

  1. Log into the Management Portal on a computer browser.

  2. Navigate to Transactions → Refunds.

  3. Search by date, receipt number, or buyer details to locate the OMS transaction.

  4. Choose the refund scope per line item:

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

    • Partial Refund: Enter a custom amount.

    • Zero-Dollar ($0.00) Refund: Flags the item as refunded on audit reports if the school issued a cash/check refund locally.

  5. Enter a mandatory Refund Reason and audit notes.

  6. Submit the refund. Funds return to the cardholder's account within 24–48 business hours.

How OMS Deposits Work

OMS handles credit card funds and cash/check funds through two entirely separate financial paths:

  • Credit Card Proceeds (Automated ACH): All card transactions collected in OMS are processed through your school's merchant processor and deposited directly into your school bank account via ACH. Card deposits disburse on the standard semi-monthly schedule (typically the 1st and 16th of each month). OMS card funds drill down into the correct school fund accounts and appear on all standard OSP deposit statements.

  • Cash & Check Proceeds (Manual Staff Banking): Cash and checks collected at events are never deposited by Edlio. Event sponsors must count their physical tender, batch receipts under `Transactions → Teacher Receipting Deposit` in the Management Portal, and deliver the physical money to the bookkeeper for local bank deposit.

Recommended Reports for OMS Events

Bookkeepers track mobile event revenue using several standard reports in the Management Portal:

  • Transactions with Payment Details (under `Reports → Additional Reports → Transaction Reports`): The most detailed and recommended report for OMS. Shows exact tender types (card, cash, check), device user accounts, timestamps, and line-item purchases.

  • Sponsor / Teacher Activities (under `Reports → Sponsor/Teacher Activities`): Real-time, instant overview of sales by event sponsor or activity.

  • Statement and Deposits: Reconciles automated ACH credit card batches against event totals.

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