Overview

On Account Cards are like gift cards that can be preloaded with money for use in the student store. Since student information is typically not accessible within the store module, student accounts cannot be looked up during transactions.


Before you begin


  • If your district does allow access to student information from the student store, money can be deposited into a student’s Account for use during transactions, and there is no need for physical On Account Cards.
  • On Account must have been enabled by InTouch.


Steps

Review On Account Card requirements

  • Premanufactured cards must be added to the non-student file in advance of sale.
  • If importing to a student’s account, required fields are first name, last name, ID/barcode, and site.
  • Creation of an On Account Item.
  • Creation of an On Account button.
  • The user adding cards to the student list, such as an Instructor or Store Manager, needs a User Role with the user rights for Non-Students set to All under the Customers tab.
  • Cashiers selling On Account Cards or accepting payment via On Account Cards from the Point of Sale need the following User Role options enabled under the Point of Sale tab:
    • Lookup Non-Students
    • Show Customer Info
    • Show Customer History
    • Charge On Account Limit = 0
  • It is recommended that only the instructor have Account Refund and Credit Card Refund options enabled from the Adjust Receipt drop-down under the Functions tab. These options give the instructor the ability to perform refunds to accounts and credit cards.

Create On Account Cards

  1. From the Main Menu, select Customers.
  2. Select Customers.
  3. From the All Types drop-down, select Non-Students.
  4. Select the + New button.
  5. Use the card’s barcode number for both the Last Name and the Customer # fields under the Customer tab.
  6. Select Save.

Note

The Active box will be checked by default.


Pay with On Account Cards

  • Take the On Account card from the customer and scan.

Outcome

You can prepare the required user rights, create On Account Cards, and use an On Account card as payment in the student store.

Troubleshooting

  • You cannot add cards to the student list - Make sure the user role has Non-Students set to All under the Customers tab.
  • Cashiers cannot use or look up an On Account card in Point of Sale - Make sure the required Point of Sale user role options are enabled.
  • The card record does not save as expected - Make sure you entered the card’s barcode number in both the Last Name and Customer # fields.