9.2 ePayments (CyberSource) Batch Refunds

Purpose: Use this document as a reference for how to process batch refunds for ePayments in ctcLink.

Audience: Bursar & Cashier

Creating CyberSource Batch Refunds

Navigation:  Navigator > Student Financials > Refunds > Process Batch Refunds >  Create Refunds

Be sure to create a Run Control ID with a unique and proper name for future use.

  1. The Create Refunds run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select the Add button.
Create Refunds Add a New Value tab
  1. The Batch Refund tab displays.  Enter the following required information:
    1. Enter the Business Unit.
    2. Refund Method: Other.
    3. Run Option 1: Select Individual Only.
    4. Run Option 2: Select Non-Financial Aid Only
    5. Sponsor Refund Option: Select No Sponsor.
    6. Refund Item Type: Credit Card Refunds.
    7. Address Usage: SF Email Home, Business, Campus
    8. Check the Report Only box to generate a refund report only before processing the refunds.  Leave the checkbox blank to create and post the refunds to the student account.
    9. Check the Calc Tuition if Required box for students who have not already had their tuition calculated or who need tuition recalculated.
  2. Select the Academic Programs tab.
  1. The Academic Programs tab displays.
  2. Select the Add a New Row [+] icon to add more than one program or select the All Programs check box.
  3. Select the Accounts/Terms tab.
Academic Programs tab
  1. The Accounts/Terms tab displays.
  2. Enter a specific Account Type (s) or select All Accounts.
  3. Enter or select a specific Term or select All Terms.
  4. To add additional Accounts Types or Terms, use the Add New Row [+} icon to add a row in each section.
  5. Select the Item Types tab.
Accounts Terms tab
  1. The Item Types tab displays.
  2. Enter or look up the Item Type From and Item Type To range or select All Item Types.
    1. When batch refunding for CyberSource, narrow down to just Credit Card item types as per the image below.
  3. Select Run  Please refer to the Process Scheduling QRG for further instructions.
  4. Select the Check Batch Refunds link to access the Batch Refunds Lines page and view created refunds.
  5. Select the Batch Refund Messages link to access the Review Batch Messages page and view any warnings or errors encountered during the process.
  6. Select the Process Monitor link to review the status of the refund process.
  1. The refund file has been built, now it's time to send it...two more steps to go!

Set it up to send to Cybersource

Navigation:  Navigator > Student Financials > Refunds > Electronic Payments Refunds > Process ePayment Refunds

  1. The ePayment Refund run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
E Payment Refund Add a New Value tab
  1. The ePayment Refunds page displays.
  2. Enter Business Unit.
  3. Enter Refund Run Format.
  4. Select Run.
E Payment Refunds page
  1. The Process Scheduler Request page displays.
  2. Select the Batch Credit Card Refunds checkbox.
  3. Select OK.
Process Scheduler Request page
  1. The updated ePayment Refunds page displays.  Note the Process Instance number.
  2. Select Process Monitor.
updated E Payment Refunds page
  1. The Process List tab displays.
  2. Select Refresh until the Run Status = “Success” and the Distribution Status = “Posted”.
  3. Select the Details link.
Process List tab
  1. The Process Detail page displays.
  2. Select the View Log/Trace link.
Process Detail page
  1. The View Log/Trace page displays.
  2. Select the .log file link.
View Log Trace page
  1. The log file is displayed below.  It gives the details of the entries created in SF_PAYMENT table.

Note:  The CyberSource Refund NBR is created if the step is successful.

log file
  1. The 2nd of 3 steps complete.

Credit Card Processing

Navigation:  Navigator > Student Financials > Charges and Payments > Electronic Transactions > Electronic Payments > Process Credit Cards

  1. The Credit Card Processing run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter a Run Control ID.
  4. Select Add.
Credit Card Processing Add a New Value tab
  1. The Credit Card Processing page displays.
  2. Enter the SF Merchant ID.
  3. Within the Credit Card Transaction Source select "All."
  4. Select the Run button.
Credit Card Processing page
  1. The Process Scheduler Request page displays.
  2. Select the SF ePayment Processing checkbox.
  3. Select the OK button.
Process Scheduler Request page
  1. The updated Credit Card Processing page displays.  Note the Process Instance number.
  2. Select the Process Monitor link.
updated Credit Card Processing page
  1. The Process List tab displays.
  2. Select Refresh until the Run Status = “Success” and the Distribution Status = “Posted”.
  3. Select the SF_CRCRD link located beneath the Process Name field.
Process List tab
  1. The Process Detail page displays.
  2. Select the SF_Payment Success link.
Process Detail page
  1. The Process Detail page displays.
  2. Select the View Log/Trace link.
Process Detail page
  1. The View Log/Trace page displays.
  2. Select the .log file link.
View Log Trace page
  1. The log file displays.
  2. Ensure file shows the process completed normally and that the account was credited.
  3. Specific transaction information can be found  by searching account information on the Transaction Search Results page in CyberSource.
Log file
  1. Process complete.

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