Understanding Invalid Transactions
What are invalid transactions?
Invalid transactions are charges, returns, or payments processed at the POS for accounts that are not properly set up or do not exist in CARRR.
How do I find invalid transactions in CARRR?
You can access Invalid Transactions two ways from the CARRR homepage:
Access from either from the Tasks and Alerts box:
from the CARRR main menu:
What to look for on the Invalid Transaction screen and how to fix the invalid transaction
Cause: Scenario #1:This means the daily CARRR import has not yet occurred. Invalid transactions may occur in CARRR at the beginning of each day and may clear automatically after 11am CST.
Action: No action is required from the store for this type of invalid transaction.
Cause: Scenario #2: There is no major or customer account.
Action: Set up a major account and/or customer account in CARP.
Result: Once the account is set up in CARP, CARRR will update the following day. When CARRR is updated, manually correct each invalid transaction by indicating, in the Revised field, which major and/or customer account the transaction belongs to. See figure below.
Cause: Scenario #3: The major account and/or customer account may be marked as inactive in CARRR. The major account number and/or customer number are present, but since the major account and/ or customer account is inactive, CARRR treats the transactions as invalid. The checkbox indicates which account is inactive.
Action: In CARRR, activate or update the account which is marked inactive. Access Edit Major Account or Edit Customer Account under Account Processing to activate or update the indicated account.
After you have activated the account, clear the checkbox on the Edit Major screen. See figure below.
Result: Activating the account automatically clears the invalid transactions.
Cause: Scenario #4: The campus card account may not be flagged in CARRR. For campus card transactions to flow directly to the major account set up in CARRR, the major account needs to be identified as a Campus Card account.
Action: Check the box in the Campus Card field on the Edit Major Account screen. Checking the box tells CARRR that all campus card transactions belong to that specific major account. See figure below.
Result: The invalid transactions are automatically cleared.
Cause: Scenario #5: Stores that use multiple campus card fund types may not have separate major accounts set up for each campus card.
Action: A separate major account and customer account needs to be set up and linked for every campus card fund type that the store accepts.
For example, the store below accepts a campus card with two different fund types: 1-NCard and 2- Textbooks. Two separate major accounts are set up, MA# 252 and MA# 253.
Major Account # 252 is set-up for Campus Card Account 1-NCard and MA# 253 is set-up for Campus Card Account 2-Textbooks. Both have a customer account set-up and linked back to the appropriate major account.
Cause: Scenario #6: A customer account is not set up and linked to the campus card account. Campus card transactions post as invalid if a customer account is not set up and linked to the major account.
Action: View the major account information for the customer’s account. Towards the bottom of the Edit Major Account screen, CARRR indicates the number of customers linked to that major account. See figure below.
If the field indicates zero, set-up a customer account in CARP and link it to the major account. This action will update CARRR the following day.
Note: You do not have to set-up a customer account for each student who uses the campus card. Instead, create one customer account called Campus Cards and link it to the correct major account. You will need to process a penny transaction sale and return for the customer information to import into CARRR.
Result: Once the customer information is imported into CARRR, the invalid transaction(s) automatically clear.
Cause: Scenario #7: Sales Correction done by Home Office. An “Add sales” adjustment processed manually at home office posts as an invalid transaction, and is indicated by a transaction type of H/O Rcpt.
Action: Correct this transaction by entering the correct major account number and customer number for the transaction. See figure below.
Contact your A/R Accountant if you are unsure why the adjustment was made.
Note: If the Home Office removes a sale adjustment, it will appear on the Apply Account Payment screen, not in the Invalid Transaction screen.
Cause: Scenario #8: The customer may not be linked to a major account in CARP causing the invalid transaction in CARRR.
Action: Link the customer to the correct major account in CARP.
Result: CARRR will update the following day and the invalid transaction will automatically clear.
Cause: Scenario #9: In some instances, a store processes a charge transaction to a Customer in error. To offset the incorrect charge, a return is also processed, but since the customer was inactive, the transactions posted as invalid.
Action: Either activate the customer account or choose to place the transactions under a different customer number, since the net effect is zero. Also, run Billing Maintenance to clear any accounts off the aging report that have a zero balance.
Cause: Scenario #10: A payment taken in one transaction is post-voided in a later transaction.
Action: When a payment is voided at the register, it requires the store to complete several steps in CARRR to remove the payment. In the example below, the store processed a payment at the register for $575.00 on transaction 1482, which posted in CARRR as a credit/unapplied payment. See figure below.
In the following transaction, 1483, the store post-voided transaction 1482. The post-void generates an offset or a debit in CARRR, which is posted as an invalid transaction. See figure below.
To correct the invalid transaction, make sure the transaction is moved to or placed in the same major account as the unapplied payment. In many instances, the major account listed on the invalid transaction is correct and matches the major account of the unapplied payment. If the major account is accurate, select a customer, any customer for the invalid transaction. After the invalid transaction has been corrected, apply the unapplied payment to the transaction that was just corrected, clearing the payment.