Access Services Department
Knight Library

Cash Register

Last Updated: March 17th, 2008
   

Public Page on Copying in Library

UO Campus Cash

Lost/Stolen Campus Cash or ID Cards

Michelle Page 6-1918
Melissa Logan 6-1969
UO Card Office: 6-3113
Joel Woodruff: 6-2013 (Pager: 342-0148)
 

Issues, Hints, Fixing Problems, and Miscellaneous Tidbits

Adding Money to Campus Cash Accounts

If a patron wants us to add campus cash to a card that does not belong to the patron, that's ok. However, we will not call Photo ID to get the card validated if it is not the person who owns the card. (February 8, 2006)

Patrons can add funds to Campus Cash accounts using cash, check (exact amount only), or Visa or Mastercard (exact amount only). Travelers' Checks can also be used if they are for the exact amount - ring them in as cash.

IMPORTANT: If patron is using a Visa or Mastercard, process the credit transaction before adding funds to the patron's Campus Cash account.

ENTER AMOUNT TO BE ADDED (Must always enter dollars and cents. Example: 2000 for $20.00).

  1. PRESS [CAMPUS CASH]
  2. SWIPE CAMPUS CASH CARD (UO ID or copy card) .
  3. ENTER AMOUNT OF MONEY TAKEN FROM PATRON.
  4. PRESS APPROPRIATE BUTTON(S):
    • Cash or Travelers' Check (exact amount): [CASH]
    • Check: [CHECK] (made out to University of Oregon Library)
    • Visa/MC: [CHARGE], then [2] (VISA/MC), then [ENTER]
  5. Give receipt to patron - it will show the new account balance

If UO ID does not work, the patron may have to go to the UO Card Office. They are open M-F 8am-5pm.

If you get the message "Bad LCC," the patron will need to go the card office to have their card re-activated. This message appears when someone has lost their card and replaced it with a new one, only to find the old card and start using it again. Ask them if they have another card. If not, they will need to go down to the card office in the EMU.

If you get the message "Active Flag Fals" or any other weird message, go ahead and call the card office at 6-3113. They may be able to take care of it over the phone.

Adding campus cash to a library department Campus Cash Card CLERKS ONLY

  1. Library staff fill out a form and bring it to staff at the Checkout Desk.
  2. Check the form to be sure it's filled out completely. A note about which index should be checkmarked:
    • Index: Microforms will always be General Fund. Documents will always be General Fund. Special Collections will always be SPUA. ITC will always be ITC (they get EdTech $). MAP might be either MAP or General Fund. If it's for a money-making project, it'll be MAP, and its card says "something or other" on the front. The amount usually is larger than $20. If it's for general patron assistance, the card will say "slkafd;kajs".
  3. Enter amount to be added
  4. Press [CAMPUS CASH]
  5. Swipe departmental campus cash card
  6. Enter amount added
  7. Press [CHARGE]
  8. Press [1] (JV)
  9. Press [ENTER]
  10. Initial the paper form "staff who put campus cash on card", and add the date and time.
  11. Put the form in the cash register drawer.

Checking Campus Cash Balance

  1. Press [STATUS INQ]
  2. Swipe Campus Cash card
  3. Balance will appear on screen

Giving Change/Opening Cash Drawer

We will give patrons up to two dollars in change. To open the drawer, PRESS NO SALE.

Sales

Patrons can pay for items with cash, check (exact amount only), Visa or Mastercard (exact amount only), or Campus Cash. Travelers' Checks can also be used if they are for the exact amount - ring them in as cash.

IMPORTANT: If patron is using a Visa or Mastercard, process the credit transaction before ringing up items on cash register.

  1. PRESS CORRESPONDING BUTTON(S): (Copy Card, CD-R, DVD-R, Floppy Disc)

  2. If Taking Cash, Check, or Visa/MC

    1. ENTER AMOUNT TAKEN FROM PATRON
    2. PRESS APPROPRIATE BUTTON(S):
      • Cash: CASH button
      • Check: CHECK button
      • Visa/MC: CHARGE button, then VISA/MC (2), then ENTER

    If taking Campus Cash

    1. SWIPE CAMPUS CASH CARD
  3. Give item, receipt, and any applicable change to patron


Special Collections Bills

IMPORTANT: If patron is using a Visa or Mastercard, process the credit transaction before ringing up items on cash register.
  1. Patron will present a bill from Special Collections and University Archives.
  2. ENTER TOTAL DUE (from bottom of bill)
  3. PRESS SPECIAL COLL. button.

  4. If Taking Cash, Check, or Visa/MC

    1. ENTER AMOUNT TAKEN FROM PATRON
    2. PRESS APPROPRIATE BUTTON(S):
      • Cash: CASH button
      • Check: CHECK button
      • Visa/MC: CHARGE button, then VISA/MC (2), then ENTER

    If taking Campus Cash

    1. SWIPE CAMPUS CASH CARD
  5. Cut off bottom portion of Special Collections bill and put under tray in register drawer.
  6. Give top portion of bill, receipt, and any applicable change to patron. The patron brings bill and receipt back to Special Collections to receive copies.

Refunds

We refund bad copies for printers in all branches and for bad copies from photocopiers in all branches except Law. All the library printers are on the same campuscash system. Knight, Science, Math, and AAA are on the same photocopier contract; Law has their own so we don't give refunds for Law copiers.

Refund up to $5 based on your judgement. More than $5, refer patron to Shirien Chappell (6-1914). (Other branches may have a lower maximum than $5.)

If the patron paid for the copy or printout with campus cash, we refund their campus cash card. We do branch refunds for campus cash just like we do them for Knight cards, except we key in the card number instead of swipe it.

If they paid with coins/bills, we give coins/bills back. If a person at AAA, Science, or Math needs a refund of coin/bills due to bad copies or prints, staff at those libraries are usually successful in using their departmental campus cash card to redo the print job for the patron so that a refund is not necessary. If that won't work, and if the branch doesn't have refund money, the patron needs to come to the Knight Checkout/Info Desk to get the money. They need to bring with them a refund slip authorized by Science, Math, or AAA staff. Note: Most of the patrons coming with the refund slip will be from AAA. Science has its own refund money when for some reason it's not acceptable for the staff to redo the job using their departmental campus cash card.

Reason: if we give coins/bills when patron paid with campus cash, we're getting dinged twice for the refund due to the way our accounting happens.

Effective Feb. 2007, we also give refunds for the snack and beverage machines in the Daily Grind when the staff of the Daily Grind are not present. If a patron comes up to the desk to complain that their money was taken in one of the machines downstairs, follow the steps below to refund their money.


Refunds: either Campus Cash or coins/bills: These steps tell the cash register how to account for $X.xx of the refund that we're giving.

  1. For Bad Copies

    1. PRESS REFUND ITEM
    2. ENTER AMOUNT of refund
    3. PRESS BAD COPIES button

    For Store Item

    1. PRESS REFUND ITEM
    2. PRESS ITEM button
      (Disc, Copy Card, etc.)

    For Snack/Beverage Machine

    1. PRESS REFUND ITEM
    2. ENTER AMOUNT of refund
    3. PRESS EITHER SNACK REFUND or DRINK REFUND button, depending on which machine took their money.
  2. ENTER 0 (zero).
  3. PRESS CASH.

    If they paid cash for the item/copies, stop here and give patron the correct amount of money. If they're from a branch, put the refund slip that they brought over in the cash register drawer under the tray. You're now done.

    If they used campus cash, continue on with steps 4-9 (which is just exactly like putting the campus cash back onto their card). These steps put the money back on the patron's campus cash card.

  4. ENTER AMOUNT REFUNDED.
  5. PRESS CAMPUS CASH button.
  6. SWIPE CAMPUS CASH CARD or KEY IN THE ID NUMBER (branch refund).
  7. ENTER AMOUNT OF REFUND
  8. PRESS CASH button
  9. Give receipt to patron - it will show their new account balance

Credit Card Transactions

Before sliding credit card, check name on photo ID to name on credit card, check photo ID to person in front of you, and check the expiration date on the card.

  1. Swipe credit card through credit card machine. The card number and expiration date (YYMM) will display.
  2. Press [ENTER]
  3. Enter sale amount (Must always enter dollars and cents. Example: 2000 for $20.00) and press [ENTER].

    4. At this point in the transaction, if the patron has a foreign bankcard or credit card, she will be given the option of having the purchase converted instantly to her local currency. Cardholders must be informed that the conversion is optional. They can have the transaction processed in their home currency or in U.S. Dollars. This feature is available for the following countries/currencies:

    • Australian Dollar
    • Canadian Dollar
    • Euro
    • Japanese Yen
    • British Pound

    You will see this prompt: "DCC Approval YES or NO?"

    • If patron wants conversion: Press [ENTER] for YES and move on to step 4 below.
    • If patron doesn't want conversion: Press [CLEAR] for NO, swipe card again, enter sale amount again, and move on to step 4 below.

    Note that this is a one-way process. If the patron approves this conversion, then changes her mind after the transaction is complete, it cannot be undone.

  4. Screen will read: "Print second receipt?" If patron wants a copy of receipt, press[ENTER]. If they don't want a copy, press [CLEAR].
  5. Tear off receipts and have patron sign first copy in pen.
  6. Tear off bottom copy for patron if one was printed.
  7. Complete transaction on cash register.
  8. Put signed copy of Visa/MC receipt under the tray in the register drawer.

If you made a mistake, you can void the transaction and start over.

If you miss the prompt to print a second receipt and the patron still wants one, you can retrieve a copy. Press [REPRINT] and then [ENTER]. Press [2] for the customer copy.

Locking the Register (when leaving the desk)

  1. PRESS MODE.
  2. PRESS DOWN BUTTON TWICE. Screen should read: "3 Locked Mode."
  3. PRESS SELECT.
  4. SWIPE CLERK CARD.
  5. Press NO SALE to make sure register is locked. If drawer doesn't open, register is locked.
  6. Take clerk and manager cards with you.
Upon return:
  1. SWIPE CLERK CARD. Display should read: "Select PCX Mode - 1 Sales Mode."
  2. PRESS SELECT. Display should read: "Read Clerk Card."
  3. SWIPE CLERK CARD. Screen should read: "Clerk Select to Use Sales Mode."
  4. PRESS LOGOUT CLERK SELECT. Screen should read: "Card Read or ID No."
  5. SWIPE CLERK CARD.

Opening/Loging In

  1. Retreive cash bag, keys and cards from the safe. Sometimes you'll find the keys in the bag from last night, sometimes on the shelves in the safe. Also get Campus Cash cards if we are low at the desk.
  2. PRESS ANY KEY to stop screensaver.
  3. SWIPE MANAGER CARD. Screen should read: "Reports to Receipt Printer."
  4. PRESS SELECT. Short report will print out - recycle it. Display should read: "Select PCX Mode - 1 Sales Mode."
  5. PRESS SELECT. Screen should read: "Read Clerk Card."
  6. SWIPE CLERK CARD. Screen should read: "Clerk Select to Use Sales Mode."
  7. PRESS LOGOUT CLERK SELECT. Screen should read: "Card Read or ID No."
  8. SWIPE CLERK CARD. Screen should read: "Please Enter Clerk ID No. - 1."
  9. PRESS ENTER. Screen should read: "Set Starting Bank - 0.00."
  10. PRESS 172.50 then PRESS ENTER. Screen should read: "Set Drawer No. - 1."
  11. PRESS ENTER. Screen should read: "Log-In Data Correct? Y."
  12. PRESS ENTER. Screen should read: "Sales Mode" and the cash drawer will open.
  13. Arrange money in drawer with extra rolls of change and extra bills underneath the tray. Do not open rolls of coins until you need them. Place empty cloth bag on bottom shelf under register, near ILL e-journal requests. Put the manager and clerk cards in the second drawer at the center desk (where the campus cash cards are).
  14. Unlock the credit card machine: ENTER PASSWORD and PRESS YES/ENTER. If the closers had difficulty printing the reports, they may have left a note. Go to the Closing/Logging out section directly below, and follow the credit card report instructions starting with 10.a. The previous day's reports must be run before the visa machine is used for the current day.

Closing/Logging Out

  1. HOLD DOWN SHIFT KEY AND PRESS LOGOUT CLERK SELECT.
  2. SWIPE CLERK CARD. Drawer will open.
  3. Remove money (all of it - loose coins, rolled coins, cash), checks, credit card receipts, department/grant charge forms, and any other notes and receipts. Place into cloth bag. Please stack cash neatly and arrange Visa/MC slips. Bundle each stack together and paper-clip or rubberband together.
  4. PRESS THE DOWN KEY UNTIL SCREEN READS: "2 Off Mode."
  5. PRESS SELECT.
  6. SWIPE MANAGER CARD. Display should read: "Reports to Receipt Printer" (If it doesn't, press the UP key until it does) .
  7. PRESS SELECT End-of-day report will print out.
  8. When report is finished, tear it off and place it in the cloth bag.
  9. DO NOT TURN THE POWER OFF
  10. Run reports on credit card machine:
    1. Press the REPORTS button
    2. Press 3
    3. Press the YES/ENTER button
    4. When report is done printing, press SETTLEMENT button
    5. When prompted for password, enter the password and press the YES/ENTER button when it diplays the total sales for the day.
    6. It will then display the total credits for the day (should be $0.00). Press YES/ENTER again.
    7. The second report will print
    8. When second report is done printing, tear off both copies of the receipt and put them in the cloth bag.
    9. If for some reason both reports cannot be printed, leave a note for the openers on the visa machine. They will trouble shoot and follow the credit card report instructions begining with a.
  11. Do not unplug credit card machine! On the credit card machine, press FUNCTION, press 4, and press YES/ENTER. You should see this: TERMINAL LOCK? CORRECT? YES OR NO. Press YES/ENTER.
  12. Put cloth bag and the key/card ring in safe.
  13. Lock drawer holding the copy cards, discs, and other items.

When the Cash Register is Off-line

Sometimes the UO card office has to upgrade the Campus Cash server software, and so must take Campus Cash off-line. When the cash register is offline, staff can still add money to cards, make sales, give refunds, etc. These transactions are later updated by the UO Card office. Here's an example of what happens:

  1. patron already has $1 on campus cash card. --at 10 the system goes off line.
  2. patron asks us to put $5 on card. We do it for her.
  3. patron goes to print or photocopy. System knows nothing about the $1 already on her card, nor about the $5 we added.
  4. patron copies $10 worth. System lets her.
  5. System goes up. System gets hand-updated by Joel and company. Joel finds out that she had $6 worth on her card, but she copied $10 worth, so she owes $4. Joel bills her account.
During campus cash off-line times, copiers function normally but vending machines with campus cash readers do not. See this memo for more info.

Changing Receipt Paper

  1. Remove printer cover and lift the white take-up spindle out of the printer (the one with the yellow copy of receipts). Tear off and recycle any remaining paper. Don't toss out the black spindle!
  2. Unscrew the right end of the white take-up spindle and slide yellow copy of receipts off the end. Place this roll in the bag where we put all of the money and reports at the end of the night.
  3. Place the new roll of receipt paper on black spindle with end of receipt on bottom.
  4. Feed receipt through black paper guide. Push the paper guide toward the back to allow the receipt to slip through freely.
  5. Press the SEL (select) button on the printer
  6. Press the LF (line feed) button on the printer to feed new paper roll up through the printer.
  7. Fold over end of yellow paper for nice even edge
  8. Stick end of yellow paper into slot on white take-up spindle
  9. Screw end of white spindle back on (make sure it's on the right),roll up spindle and place in slot
  10. Press SEL if ON LINE light isn't on.
  11. Put cover back on and tear off end of white paper.

Issues, Hints, Fixing Problems, and Miscellaenous Tidbits

If you can't figure out how to fix the problem, the printer is down so you can't operate the cash register, the credit card machine is down so you can't use it, call Michelle Page 6-1918, David Baker 6-0753 or Photo ID 6-3113 for help. Here is the philosophy: it is just fine to call Photo ID/Joel Woodruff with questions about the machines, and also include this: if the credit card or cash register machines are not working and we've made a good faith effort to get them fixed, the world will not end if we have to send patrons to the Daily Grind or to the internet to get funds added to their campus cash accounts.
Hint: before pushing any button on the cash register, have in your hand the patron's card that you're adding cash to and their money. That avoids situations where the patron thinks she wants $10 of campus cash, but only has $9 in her pocket. Or thinks he's going to write a check for $15, but later learns he forgot his checkbook... Or that she left her UO ID card at home.

Sale Void: Cash Register

If you've rung up something on the register that you need to cancel you can cancel the transaction if you haven't taken any money yet (this means that you haven't hit CASH, CHECK, or CHARGE). To void the entire sale, hold SHIFT and press SALE VOID.

If you want to void a Campus Cash transaction, you need to do this before you slide the card through. If you've already swiped the card, you will need to follow the instructions in the next section to remove the money from the Campus Cash account.

Added Too Much to a Campus Cash Card

Voiding a Visa/MC Transaction

If you've charged too much money to a Visa or Mastercard, you can void (reverse) the transaction:
  1. Press [VOID] on the Visa/MC machine
  2. Input the invoice # of the transaction you are voiding (found on the receipt). The transaction amount displays.
  3. If the amount is correct, press [ENTER]
  4. Merchant copy of receipt will print indicating that transaction was voided. Print second receipt if patron would like a copy.

If Register Printer Stops Working

If the printer won't print, remove the receipt paper from the printer (the "take-up" spindle). If the gears are spinning and it makes a whirring noise, put the spindle back in. Turn off the power on the PC tower below and then turn it back on. Follow the instructions below for rebooting after a power outage and it should work again.

If Alarm Light On Receipt Printer Is On

If Receipt Paper Will Not Line Feed

  1. Press the SEL (select) button on printer
  2. Press (middle button)
  3. Press LF (line feed) to test
  4. Press SEL so ON LINE light is back on
NOTE: The middle button on the printer cancels the line feed and back feeds the paper for cut off and should not be pushed when the printer is "ON LINE"

If Out Of Paper And Unable To Fill

Message will say "out of paper, add new roll?" If you press "N," you can continue using the register without receipts.

To reactivate printer after paper has been loaded, hold down SHIFT, 7, and STATUS INQ simultaneously

If Credit Card Machine Runs Out Of Paper In Middle Of Transaction

If the credit card machine runs out of paper and you're in the middle of printing a receipt, the machine may disable the printer. If this happens, you won't be able to (re)print receipts after you put in a new roll of paper.

To enable the printer:

  1. Press [FUNCTION]
  2. Press [7]
  3. Press [1]
  4. Press [ENTER]. Screen will read "Printer is disabled. Enable? YES OR NO"
  5. Press [YES]
You should now be able to reprint the receipt that was cut off.

Rebooting After A Power Outage

If the register loses power and is turned back on, the operator display (upper right corner of screen) should read: "Press Enter for Standard Setup." follow these steps to log back on:

  1. PRESS ENTER. Screen should read: "Read Manager Card."
  2. SWIPE MANAGER CARD. Screen should read: "Select PCX Mode - 1 Sales Mode."
  3. PRESS SELECT. Screen should read: "Read Clerk Card."
  4. SWIPE CLERK CARD. Screen should read: "Clerk Select to Use Sales Mode."
  5. PRESS LOGOUT CLERK SELECT. Screen should read: "Card Read or ID No."
  6. SWIPE CLERK CARD. Screen should read: "You Are Now the Selected Clerk" and you'll be ready to go.

Making Photocopies For Patrons With Disabilities

Usually, patrons with disabilities who need help with photocopying are either present in the library or they send somebody else into the library with their campus cash card / ID to do their copying for them.

If the patron is present in the library with her campus cash card, staff provide whatever assistance is needed: retrieving the newspaper/book, and operating the machine, using her copy card/ID.

We had a circumstance in which a patron with disabilities needed copies but she was not in the library, couldn't come to the library, and couldn't send a friend in to do the work or even to pay for it. We fetched the items, made the copies, and then needed to figure out how to bill her. Here's a solution: "sell" her a miscellaneous. Key the amount and press the MISC button and then key the copy card number. Leave a note in the cash register drawer what you did.

What Happens To Campus Cash?

Campus Cash balances rollover to the following term. If people have Campus Cash left at the end of spring term, it will still be there when they return in the fall. The money DOES NOT get transferred to their student accounts.

If a patron graduates and still has money left on their Campus Cash account, the money will remain there. If the patron wants to use the money, the Card Office can reinstate the card. In this case, we can call the Card Office or the patron can visit the Card Office in person. If patrons wish to get the money off a card, they must have a balance of at least $5 and they need to visit the Card Office and fill out some forms.

General Melt-down:

If the receipt printer is making funny noises, or if there is a general melt-down on the cash register, Joel says it's ok to shut down the computer and then reboot it. Press the power button on the white computer on the floor, wait five full seconds, and then turn it back on. Logon as normal. If transactions have already occurred, they won't be lost from the log, I think Joel said, and the login might be a tiny bit different.

Answers to unusual questions

Here we will try to gather the eventual answers to questions we were unable to anticipate.

Q: When I asked the patron if she wanted to use the currency conversion feature of our credit card machine, she said yes. When the transaction was completed, she changed her mind. Is there any way to undo this?

A: No, the transaction cannot be undone. This is why it is very important that we ask the patron if he/she wants to use this feature before we complete the transaction. If they say "Yes," they cannot say "No" afterward.